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Version 1.

0
March 2010


Xerox WorkCentre
5735/5740/5745/5755/5765/5775/
5790
Training Exercises
2010 Xerox Corporation. All Rights Reserved. Unpublished rights reserved under the copyright laws of the United States.
Contents of this publication may not be reproduced in any form without permission of Xerox Corporation.
Xeroxand the sphere of connectivity design are trademarks of Xerox Corporation in the United States and/or other countries.
Copyright protection claimed includes all forms of matters of copyrightable materials and information now allowed by
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Changes are periodically made to this document. Changes, technical inaccuracies, and typographic errors will be corrected in
subsequent editions.
Document Version1.0: March 2010
Read Me...

Read Me...
Training Objectives and Expectations
The objective of this training course is to provide users with the knowledge
required to use their device to run their own jobs. After completing the course,
they will be able to run jobs using the most efficient and productive methods.

The training style is instructor-led, with students receiving hands-on practice at


the end of each session.

Training Materials
The training materials have been designed to provide instructions to trainers
when implementing a course, as well information and graphics which will assist
the users after training.

Trainers instructions are provided in the left margin notes area, whilst detailed
information is provided on the right.

Preparation instructions for the course are provided on the first page of each
module. The originals and materials required are stated in the Requirements
section. Instructions for preparation suggestions have been added as required.
The remaining space should be used for Trainers to add their own notes and
preparation requirements.

An overview is also provided on this page for Trainers to use to introduce the
module contents. The Trainer and users should discuss and decide which topics
are required using the list provided. Topics which train users to a standard
knowledge level are listed as "All Users" or "Administrators" in the recommended
column. Topics which are optional based on the functions installed on the device
and the type of jobs the users will run are listed as "Optional".

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Training Exercises
Read Me...

Training Originals and Tools


Trainers are advised to prepare a set of originals and training tools based on the
requirements below. Where possible, ask the users to provide examples of the
types of jobs they will be running.

It is also recommended Trainers use the customers special stocks during training.

Item No. of Pages Notes

Ruler 1 Locate a ruler for measuring custom size originals

Report originals 8 Use 8.5x11" numbered originals to train most


features

Booklet original 5+ Use an odd size book original, with pages smaller
than 5.5x8.5"

11x17" original 2 Use an 11x17" original t for mixed sizes and build job
training

Color Photo original 1 Use a continuous tone glossy color photograph

Color Newspaper Clipping 1 Use a clipping from a newspaper containing text and
graphics

Hole Punch original 1 Use any text document with hole punch marks
Address original 1 Create a document containing one address to use
with the Page Layout options

Identity document 1 Use any identity document, for example a drivers


licence, or corporate ID card

Printed_Tabs.doc 12 Create a report style Word document to use for


printing a job with covers, inserts and printed tabs,
use the Xerox template for the tab pages

Addresses document 1 Using the spreadsheet provided, create an electronic


and hardcopy document which can be used for label
and envelope training

Posters.PDF (included) 9 PDF of WorkCentre


5735/5740/5745/5755/5765/5775/5790 Posters

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Training Exercises
Table of Contents
Read Me.... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
Training Objectives and Expectations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
Training Materials . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
Training Originals and Tools . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4

1 Product Introduction
Product Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
Device Parts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
Device Configurations and Kits . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
Information and Support. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
Control Panel . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
Job Status Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
Machine Status Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
Internet Services . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
Powering On and Off . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
Document Scanning Areas . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
Paper Trays . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28
General Care . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33
Troubleshooting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40
2 Copy
Everyday Copying . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44
Image Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50
Build Job . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52
Special Originals. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54
Editing Originals. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56
Page Layouts and Booklets. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57
Covers and Inserts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60
Annotations. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63
Transparencies . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66
Save and Retrieve Current Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68
3 ID Card Copy
Using ID Card Copy. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70

4 Printing and Faxing from PC


Everyday Printing. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74
Page Layout . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80
Booklet Layout . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82
Special Media . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 84

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Training Exercises
Special Pages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 88
Watermarks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 92
Printing using Internet Services. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 93
Fax from PC . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 94

5 Fax and Server Fax


Everyday Faxing. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 98
Secure Faxes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 105
Mailboxes (Fax only). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 106
Polling (Fax only) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 109
Fax Forward (Fax only). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 112

6 Workflow Scanning
Everyday Workflow Scanning. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 116
Advanced Settings. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 123
Filing Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 125
Scan to Mailbox . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 127
Scan to Home . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 129
7 E-mail
Everyday E-mailing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 132
Advanced Settings. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 137
Filing Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 139
8 Internet Fax
Sending an Internet Fax . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 142

9 Tools
Customizing Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 148
Accessing Tools and Customising Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 148
Adjusting the Dedicated Trays. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 149
Enabling Secure Faxes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 149
Using Internet Services. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 150
10 Save and Reprint Jobs
Saving a Job . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 154
Reprint Saved Jobs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 157

11 Accounting
Setting Up Xerox Standard Accounting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 162
Using Xerox Standard Accounting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 168

12 Image Overwrite
Image Overwrite . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 172

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Training Exercises
Product Introduction 1
Requirements: This module overviews the product and teaches users how to locate parts of the
device, load originals and paper, and use the Control Panel.
4 x Report originals
1 x Booklet
It also teaches users how to view status information, manage the jobs on the
1 x Special Stock for
loading
device and perform general care and troubleshooting procedures.

Billing information is also provided.

Topics: The following topics are available for training:

Topic Recommendation

Product Overview All Users

Internet Services All Users


Powering On and Off All Users

Document Scanning Areas All Users

Paper Trays All Users


General Care All Users

Troubleshooting All Users

Trainers Notes

Ensure device is powered on at least 30 minutes prior to training.


Do not power off during training.

Print a configuration report by selecting Machine Status > Information Pages >
Configuration Report and then Print prior to training to identify the configuration
options. Indicate the installed devices and options on the table on page 9.
Use the configuration sheet to identify the IP address (users also print the
configuration sheet during training).

Ensure special stock is available to demonstrate loading orientations.

Send a Secure Print job and leave it in the Job List to demonstrate the features of
the Job List.

You may need to reset the control panel timeout options for the training session,
select Tools > Device Settings > Timers > System Timeout and change as
required.

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Training Exercises
Product Overview

Product Overview
Device Parts
Benefits Understanding the parts of the device and being able to locate accessories
enables users to use the device more efficiently.

Identify the main These are the main parts of the device:
parts of the device

xerox
xerox

2 11 13
10 7

5
8 14
3
xerox

6 9
4 12

1 Control Panel 8 High Volume Finisher

2 Document Feeder and Document 9 Booklet Maker and Trifolder


Glass

3 Paper Trays 1 and 2 10 Convenience Stapler

4 Paper Trays 3 and 4 11 Offset Catch Tray

5 Bypass Tray 12 Basic Office Finisher

6 Paper Tray 5 13 Advanced Office Finisher

7 Tray 6 (Inserter) 14 Document Glass Cover

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Training Exercises Product Introduction
Product Overview

Device Configurations and Kits


Identify the options installed on the customer device

Copier Configuration (North America only)

Key:
Standard Optional Not Available

Copier
Description
35 40 45 55 65 75 90

Document Glass Cover - - - - - -

Document Feeder

Paper Trays 3 and 4

Paper Tray 5 (Paper Feed Platform tray)

Paper Tray 6 (Post Process Inserter) -

Envelope Tray (fitted instead of tray 2)

Offset Catch Tray - - -

Basic Office Finisher - - - -

Advanced Office Finisher -

High Volume Finisher (Booklet Maker, -


Trifold and Hole Punch available)

Hole Punch Kits (for Advanced Office


Finisher and High Volume Finisher)

Convenience Stapler

Convenience Shelf

Stand - - -

Security kit

Xerox Secure Access provides a card


reading device to restrict access to the
device.

Foreign Interface Device

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Product Introduction Training Exercises
Product Overview

Copier/Printer and Copier/Printer/Scanner Configurations

Key:
Standard Optional Not Available

Copier/Printer Copier/Printer/Scanner
Description
35 40 45 55 65 75 90 35 40 45 55 65 75 90

Document Glass Cover - - - - - - - - - - - - -

Document Feeder

Paper Trays 3 and 4

Paper Tray 5 (Paper Feed Platform


tray)

Paper Tray 6 (Post Process Inserter) - -

Envelope Tray (fitted instead of tray


2)

Offset Catch Tray - - - - - -

Basic Office Finisher - - - - - - - -

Advanced Office Finisher - -

High Volume Finisher (Booklet - -


Maker, Trifold and Hole Punch
available)

Hole Punch Kits (for Advanced


Office Finisher and High Volume
Finisher)

Convenience Stapler

Convenience Shelf

Stand - - -

Basic Fax Kit (Embedded) enables a


single fax line

Extended Fax Kit (Embedded)


enables two fax lines

LAN Faxa

Server Faxb

Internet Fax

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Training Exercises Product Introduction
Product Overview

Copier/Printer Copier/Printer/Scanner
Description
35 40 45 55 65 75 90 35 40 45 55 65 75 90

Network Scanning Kit enables E-


Mail and Workflow Scanning (mono-
scanner is provided as standard)

Security kit

Xerox Secure Access provides a card


reading device to restrict access to
the device.

Color Scanner (factory fit). - - - - - -

Color Scanning Enablement kit - - - - - - - -


enables color scanning capabilities.

Network Accounting

Xerox Standard Accounting

Foreign Interface Device

a. Requires the Basic or Extended Fax Kit or a Third Party Fax Server to be configured and installed.
b. Requires a Third Party Fax Server to be configured and installed.

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Product Introduction Training Exercises
Product Overview

Information and Support


Benefits Accessing all the information and resources which explain the features and
functions of the device will help users locate the information required in order to
run their specific jobs or resolve problems.

Getting Started It provides an overview of the features and options that may be available on your
Guide device (depending on the configuration) and the resources available for
maximizing system performance and productivity. The Getting Started guide is
part of the User Guide.

This is a useful guide to read through for a quick introduction to your new device.

User Guide The User Guide consists of several individual guides which provide user
information about all the services, features and functions of the device.

The guides can be accessed and printed from the device, or downloaded from the
Xerox website.

To access the guides:


Press the Machine Status button and select Machine Information.
Select Information Pages.
A list of the reports and documentation available is displayed.
Select the report or document required and select Print.

Posters There are 9 posters available which support each of the services available. They
explain how to run a basic job using each service and introduce the features
available. The posters can be printed and displayed next to the device to enable
users to have point of need information when running jobs.

Additional Resources System Administration provides instructions for network and print driver
installation procedures, together with instructions for installing and setting
up the optional features. This should used by your System Administrator.
Utilities consists of a suite of tools for performing administrative tasks. This
should be used by your System Administrator.
Help options are provided on the device, on the print and fax drivers and on
Internet Services. Once Help is selected, users can navigate through the
screens to reach the information required.

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Training Exercises Product Introduction
Product Overview

Control Panel
Benefits The Control Panel consists of the touch screen and the hard buttons. Users need
to access these areas and understand the programming methods in order to use
the device.

Control Panel These are the control panel areas and buttons
overview

13
6 8 14

1 11
9

2
12
5 7
3 10

15 16

1 Services Home: Provides access to the services 9 Interrupt Printing: Use to pause the job which is
available on the device. currently printing, to run a more urgent copy job.

2 Services: Returns the display to the previous 10 Start: Use to start a job.
copy, fax, or scan feature screen when the Job
Status screen or Machine Status screen is
displayed.

3 Job Status: Use to check the progress of active 11 Clear All: Press once to clear a current entry.
jobs, or display detailed information about Press twice to return to default settings.
completed jobs.

4 Machine Status: Use to check the device status, 12 Stop: Stops the job in progress.
the billing meters, the status of consumables, or
print the user documentation and reports. Use
this button also when accessing the Tools mode.

5 Touch Screen: Use to select programing features 13 Energy Saver: Use to select energy saver mode,
and display fault clearance procedures and perform a quick restart or to power down the
general device information. device.

6 Log In/Out: Use to enter log in details, and to log 14 Language: Use to select a different language for
out. the touch screen options.

7 Numeric Keypad: Use to enter alphanumeric 15 Dial Pause: Use to insert a pause when dialing a
characters. fax number.

8 Help: Displays help messages for device features. 16 C Cancel Entry: Cancels the previous entry
made on the Numeric Keypad.

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Product Introduction Training Exercises
Product Overview

Services overview The following services can be enabled on your device:


Copy
ID Card Copy
E-mail
Fax
Workflow Scanning
Internet Fax
Server Fax
Reprint Saved Jobs
Print
Fax from PC

Job Status Overview


Benefits Using the Job Status function, jobs can be managed in the Job List. Jobs enter the
Job List for processing, printing, faxing, filing or sending. Functions such as
Release, Promote, and Delete can be performed to manage and control the jobs
more efficiently.

Press Job Status and Select the Job Status button on


explain the Active the control panel.
Jobs list The Active Jobs list is displayed.
Use the scroll bar to access all
the jobs in the list.
The most recently submitted job
is displayed at the bottom of the
list.
The sequence of jobs can be altered by promoting or deleting jobs in the list.
The Status is updated as the jobs are processed and printed. The following
Status information can be shown:
Printing the device is currently printing the job.
Scheduling the job has been converted into the appropriate format and is
being scheduled to print.
Pending the job has been scanned, but is awaiting the resources to be
formatted.
Paused the active job was paused. The pause can be initiated using the Stop
button on the control panel, by selecting Pause from the print queue screen on
your computer or due to a system fault during the running of the job. The job is
not deleted from the list and can be resumed.
Interrupted the job was interrupted because a task at the device is being
carried out. Once the task has been completed the interrupted job
automatically continues.
Sending the device is sending the job through a network transmission.
Completed the job was successfully completed without errors.
Waiting for Printer the job is ready to print and is waiting for the current job to
finish printing and the required resources to become available.

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Training Exercises Product Introduction
Product Overview

Formatting the job is being converted into the appropriate format. For print
tasks the job is decompressed, for fax, internet fax, scan and e-mail tasks the
job is compressed.
Scanning the device is currently scanning the image for this job, ready for
formatting.
Held the job has been temporarily stopped from printing. The job remains in
the job list and continues to proceed up the list as prior jobs are printed. If a
held job is at the top of the list all subsequent jobs continue to be processed
and printed, a held job does not hold up other jobs in the list. There are
various reasons why a job might be held, for example the job is a secure print or
the required resources are not available. The reason for the held status is
displayed on the Job Progress screen.
Receiving the device is receiving the job through a network transmission.
Deleted the job has been deleted from the job list.
Completed with Errors the job was completed with errors.
Select All Jobs and use the drop-down list to filter the jobs and display only
Copy, Print and Fax Received Jobs or Scan Jobs and Fax Sent Jobs which
are active on the device.

Explain the This option displays the jobs which have been completed on the device. Up
Completed Jobs list to 150 jobs can be displayed. The Owner, Name and Status of each job is
shown.
Select the Job Status button on
the control panel.
The Active Jobs list is displayed.
Select Completed Jobs.
The list of completed jobs is
displayed.
Use the scroll bar to access all
the jobs in the list.
To view the details of a completed job, select the job.
The job details are displayed.
Select Close to exit the Job Details screen.
Select All Jobs to filter the jobs and display only Copy, Print and Fax
Received Jobs or Scan Jobs and Fax Sent Jobs that have been completed.

Explain how the jobs Jobs performed at the device are identified by the service used followed by a
are named unique identification number.
Print, Fax, Internet Fax or E-mail Jobs submitted to the device use the
filename of the document.
Received Fax or Internet Fax Jobs are identified as Fax Receive Job and
Internet Fax Rcv Job followed by a unique identification number.

Select the Active Select the Active Jobs tab to return to the Active Jobs List.
Jobs List When a job is processing or a job in the Active Jobs list is selected, the Job
Progress screen is displayed. The Job Progress screen provides information
about the job and provides Job Control options. You can also view the Job
Details and the Required Resources to complete the job.

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Product Introduction Training Exercises
Product Overview

Required Resources displays


the resources needed to
complete the job, for example
special paper or staples.
Program Next Job is used to
select the service and features
required for the next job while
the current job is in progress.
Job Controls the following job
controls are available:
Delete removes the selected job from the list. Any job can be deleted
using the feature, regardless of the job originator.
Promote is used to move a job to the top of the list. It will be completed
after the current job.
Hold pauses the job until it is released or deleted.
Release is selected if a Secure Print job has been held in the list and a
passcode is required or if a job has been held.
Job Details provides
information about the job
depending on the type of job,
for example the submission
time, image quality settings,
the owner, finishing options,
senders e-mail address.

Held Jobs If a job is Held in the list it requires additional resources or a passcode to print.
Select the job in the list.
If the job requires additional
resources to print, select
Required Resources to find out
the resource required.
If the job is a Secure Print or a
Secure Receive job a passcode is
required to release the job for
printing.
Ensure the job resources are available in order for the job to print, or select
Release and enter the passcode. If the passcode is valid, the job is released
for printing.

Student Activity Discuss and identify ways in which they can fully utilize the device and use
the device productively.
Suggest they have a "Champion" in the group to ensure the device is being
fully utilized and device activity is being managed correctly.

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Training Exercises Product Introduction
Product Overview

Machine Status Overview


Benefits Status information can be obtained using the Machine Status button on the
device, or through Internet Services. Up to date status information about paper
trays, consumables and current faults is provided. Usage counters are also
available.

Using the Machine Press the Machine Status button.


Status button

Machine Provides general information


Information tab about the device such as the
device model, serial number and
software version.
Paper Tray Status information
about each of the trays,
including the Bypass Tray is
displayed. The paper Size, Type
and Color are the attributes set
when loading the trays.
Information Pages using this option, a configuration report, paper tips and
individual guides can be printed, providing information about the setup,
functions and features of your WorkCentre
5735/5740/5745/5755/5765/5775/5790. It also provides sampler pages
which are used for checking the quality settings. Select the report, guide or
sampler page required and select Print.
Installed Options displays a list of the Services or additional solutions which
have been installed on your device.
Maintenance Assistant use this option to send diagnostic information about
the device to Xerox over the network connection.

Paper Tray Status Information about each of the


trays, including the Bypass Tray is
displayed. The paper Size, Type
and Color are the attributes set
when loading the trays.

Information Pages This option provides access to


individual guides and posters
which can be selected and
printed on your device. The
guides provide information
about the setup, functions and
features of your Xerox
WorkCentre
5735/5740/5745/5755/5765/57
75/5790.

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Product Introduction Training Exercises
Product Overview

Select the document required and select Print.

Print Reports Using this option, a System


Configuration report can be
printed. This provides
information about your device,
including the serial number, IP
Address, device configuration
and the software version. It also
provides details of the last 20
faults and the number to call for
assistance.
Select Print Report to print the System Configuration report. The report is
sent to the job list, processed and printed.

Machine Hardware This option displays a list of the


Options Services or additional solutions
which have been installed on
your device. Use the scroll bar to
access the entire list.

Machine Software This option displays the software


Versions version of each of the device
components. This information
may be required by a Xerox
Representative for trouble-
shooting purposes or when
software upgrades are
performed.
Displays fault listings and the device error logs.

Faults tab The faults are separated into Current Faults, Current Messages and Fault
History.
All Faults displays a list of current faults on the device. Each fault can be
selected for further information.
Active Messages displays a list of all the current fault messages.
Event Log is a log of all the device errors.

Supplies tab The Supplies tab provides status


information about the device
consumables.
The percentage remaining is
displayed for toner and customer
replaceable units.

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Training Exercises Product Introduction
Product Overview

The projected number of days remaining for the document feed roller,
xerographic module and fuser module is also shown.

Billing Information Provides device utilisation and


tab performance statistics.
This information is typically used
by Xerox or third-party
organisations to calculate billings
pertaining to leasing or other
warranty and maintenance
agreements.
Usage Counters
Used to track all input/output functions, scanning functions and performance
data.
Total Impressions displays the total number of print and copy impressions the
device has made. This is the counter used for billing purposes.
Black Copied Impressions displays the total number of impressions made
using Copy.
Black Printed Impressions displays the total number of impressions made
using Print.
Network Images Sent displays the number of images sent from the device
using the Workflow Scanning option.
Internet Fax Images Sent displays the number of images sent from the device
using the Internet Fax option.
E-mail Images Sent displays the number of images sent from the device using
the E-mail option.
Server Fax Impressions displays the number of images sent from the device
using the Server Fax option.
Internet Fax Impressions displays the number of prints which have been
made using the Internet Fax option.
Embedded Fax Impressions displays the number of prints which have been
made using the Fax option.
Embedded Fax Images Sent displays the number of images which have been
sent from the device using the Fax option.
Black Stored Image Printed Impressions displays the number of prints made
from black and white images stored on the device.
Colored Stored Image Printed Impressions displays the number of prints
made from color images stored on the device.

Tools tab Tools provides access to the


administrative and maintenance
tools for the device.
General users are not permitted
to view or alter certain options.
Information about the Tools
option is provided in the
Administration and Accounting
Guide and the System Administrator Guide. Contact your System Administrator
for more details.

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Product Introduction Training Exercises
Internet Services

Internet Services
Benefits Internet Services uses the embedded HTTP Server on the device. This allows you
to communicate with the WorkCentre 5735/5740/5745/5755/5765/5775/5790
through a web browser and gives you access to the Internet or Intranet.

Entering the IP Address of the device as the URL (Universal Resource Locator) in
the browser provides direct access to the device.

Internet Services enables users to perform many functions, including:


Checking device status, billing information and consumable status.
Submitting print jobs over the internet or intranet.
Creating, modifying and deleting Workflow Scanning templates.

Internet Services is also used by the System Administrator to setup and configure
the device on the network. The Properties option is password protected and
enables the System Administrator to customize all the device settings, such as
Energy Saver, Paper Trays and Timeout Settings.

The Internet Services Help function describes all the features and functions
available.

Using Internet Prior to connecting to Internet Services the following conditions apply:
Services The device must be physically connected to the network with TCP/IP and HTTP
enabled.
An operational workstation with TCP/IP Internet or Intranet accessibility is also
required.
To access Internet
Services open your
browser on your PC and
enter the IP address of
the WorkCentre
5735/5740/5745/5755/5765/5775/5790 into the Address (URL) field and
press Enter.

Ask users to identify To find out the IP address of your device, print a configuration report.
the IP address Use the configuration sheet printed earlier and identify the IP address.

Explain the Status The Status option


options provides information
about the device.
Description & Alerts
provides a description
of any problems or
alerts on the device.
Billing Information
provides the device serial number and the number of black impressions.

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Training Exercises Product Introduction
Internet Services

Usage Counters provides more detailed information on device usage, such as


number of copied sheets, number of printed sheets, number of faxes and
number of large sheets.
Configuration displays the configuration of the device and provides the option
to print a configuration report.
Consumables provides information on the life of the device consumables, such
as the Toner Cartridge and Xerographic Module.
Trays displays status information about all the paper trays. It also provides
information about the tray media and settings.
Information Pages allows individual guides to be printed which provide
information about your device and the services and features available. It also
provides sampler pages which are used for checking the quality settings.
SMart eSolutions provides information about the SMart eSolutions enabled
on the device. SMart eSolutions is a hassle free, hands free, secure way to
manage your device via automatic meter reads, automatic supplies
replenishment and remote diagnostics.
Welcome Page provides information about setting up and installing your
device. Once you have reviewed this page it can be switched off using the
Dont Show Welcome Page again option.

Explain the Jobs tab The Jobs option provides


information about the all
the incomplete jobs in
the Job List on the device
and the Saved Jobs.
Active Jobs displays a
list of jobs in the jobs
list and the status of
each job.
Saved Jobs are jobs which have been saved to the device memory via the Print
Driver (by selecting Saved Job as the Job Type) or via Internet Services. Using
this option they can be accessed and printed, deleted, copied or moved. They
can also be selected and printed at the device using the Reprint Saved Jobs
option.

Explain the Print tab The Print option enables


you to send a print ready
job such as a PDF or
PostScript file to the
printer over the internet.
A print ready file is
created by selecting Print
to File in the driver, or by
using Adobe software to
create a PDF.
You can send the job
from your desktop or
from a remote location.
To use the Job Submission option:
Enter the file name of the job requiring printing.

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Product Introduction Training Exercises
Internet Services

Program the printing options required.


Select Submit Job to send the job to the printer over the internet.

Explain the Scan tab Displays a list of all the


Workflow Scanning
templates that have
been created using
Internet Services.
Use to create, modify,
copy or delete Workflow
Scanning templates.

Explain the Address The device supports two


Book tab types of address book:
Internal - A global
address book provided
by LDAP (Lightweight
Directory Access
Protocol) services.
Public - An address book created from a list of names and addresses saved in a
CSV file (Comma Separated Values) format.
The Address Book tab is used to setup and manage a Public Address Book.
The file must be in a CSV (Comma Separated Values) format for the device
to be able to read the file contents.
The device can have access to both an LDAP server and a Public Address
Book. If both are configured the user will be presented with the choice to use
either address book to select e-mail recipients.

Explain the Contains all the settings,


Properties tab setups and default values
for installing and setting
up the device.
Properties are protected
by a user name and
password and should
only be changed by your
System Administrator.

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Training Exercises Product Introduction
Internet Services

Explain the Support Contains the name and


tab telephone number of
your System
Administrator and the
telephone numbers you
should use for Customer
Support and Supplies.

Explain the Help Select the Help button to display the Help screens.
function The structure of the Help screens corresponds to the structure of the Internet
Services options.
Use the menu on the left of the Help page to access descriptions and
instructions about all the features and functions of Internet Services.

Student Activity Access Internet Services and navigate around the screens to become familiar
with the information provided.
The Properties tab is password protected and should only be accessed by the
System Administrator.
Review and discuss Internet Services.

Xerox WorkCentre 5735/5740/5745/5755/5765/5775/5790 23


Product Introduction Training Exercises
Powering On and Off

Powering On and Off


Benefits It is advisable to leave the device powered on at all times, but there are occasions
when it is necessary to power the device off, for example if a problem occurs or if
the device is being moved.

Due to the recommendation to leave the device powered on at all times, there
are excellent energy saver options available. Tools can be used to customize the
Power Saver options to meet your needs.

Power On Ensure that your device is


connected to a suitable power
supply and that the power cord is
fully plugged in to the electrical
outlet of the device.
Press the Power switch. The
entire powering on process (to
power on all installed options)
takes less than 3 minutes.

Power Off Press the Power switch. The Power Down options are displayed:
If Energy Saver is selected, the
device will immediately enter
the Power Saver Mode
appropriate to its
configuration.
If Quick Restart is selected and
confirmed the device will
restart. Any copy jobs in the job
list will be deleted, print jobs in
the job list are recovered.
If Power Down is selected and confirmed the device is powered down.
If Cancel is selected the power down options will be cancelled and the device
will be available for use.
Select Power Down. A confirmation screen displays a warning that data may
be lost if the device is powered down.
Note: Confirming power down will result in the deletion of any jobs currently
in the queue.
Select the Confirm button to power off the device.
The device will begin a controlled power down sequence. It remains on for
approximately 45 seconds before switching off.
Note: Use only the power switch to reboot your device. Do not power on and
off using the power outlet. Damage may occur to your device if power is
removed by other means.

Energy Saver The device is designed to be energy efficient and automatically reduces its
power consumption after periods of inactivity.

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Training Exercises Product Introduction
Powering On and Off

The System Administrator can set up Energy Saver options. The Energy Saver
button on the control panel causes the Power Down options to be displayed.
To activate Energy Saver mode use the instructions below:
Press the Energy Saver button
on the control panel.
The Power Down options are
displayed.
Select Energy Saver. The
device will immediately enter
Low Power mode.
If Sleep mode has been
configured, the device will then
enter Sleep mode after a
specified period of time.
The Energy Saver button is illuminated when the device is in Energy Saver
mode. A steady light indicates the device is in Low Power mode. A flashing light
indicates the device is in Sleep Mode.
To re-activate the device when in Low Power or Sleep mode, touch a button
on the touch screen or control panel. The device takes longer to recover from
Sleep mode.

Energy Saver options The device is designed to be energy efficient and automatically reduces its power
consumption after periods of inactivity. This utility enables the Administrator to
modify the time the device spends between standby, low power and sleep modes.
Intelligent Ready wakes up and sleeps automatically based on previous
usage.
Job Activated wakes up the device when activity is detected. There are two
modes, Low Power Mode and Sleep Mode. Enter the minutes required for
each option or use one of the Auto Presets options.
From Standby Mode to Low Power Mode enter a time between 1 and 120
minutes.
From Low Power Mode to Sleep Mode enter a time between 10 and 120
minutes.
Auto Presets these presets have been setup with recommended settings that
comply with energy saving regulations. To use one of the preset options, select
the option required. The settings for the option are displayed in the entry
boxes.

Student Activity Discuss the Power On/Off procedure and the Energy Saver options available.
Review and discuss the procedure.

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Product Introduction Training Exercises
Document Scanning Areas

Document Scanning Areas


Benefits The document feeder is used for most types of originals. Originals should be in
good condition without damaged edges or creases. Multiple originals can be
loaded at one time. The originals are scanned once and then printed from
memory. This reduces the opportunity for document feeder jams and enables the
next job to be scanned ready for printing.

The document glass can be used to copy any originals, for example bound or
stapled documents, lightweight, shiny or glossy documents, and damaged or torn
documents. Any size of document up to 11x17" can be scanned.

Document Feeder The document feeder accepts most types of originals. They must be loose
specifications leaf and normal thickness, between 5.5x8.5" and 11x17".
Up to 75 or 100 originals can be loaded, depending on configuration.

Loading originals To load originals, place them in


into the document the document feeder face-up, Guides
feeder with the feed edge towards the
left.
Adjust the document feeder
guides to just touch the originals.

Explain the CVT Originals scanned using the


glass document feeder are scanned
using the Constant Velocity
Transport (CVT) glass, which is a
thin strip of glass located to the B
A

A4

left of the document glass. The


A4

5.5"
A5

scanner remains static and the


originals are scanned as they
pass over the glass. 1
2
5
3
6

Placing an original Place the original face down on the document glass, registering it to the
on the document right rear corner.
glass Ensure the document cover is closed when scanning using the document
glass for normal originals.
WARNING: Do not close the document feeder fully or force the cover closed
when copying bound originals.

Placing a bound If scanning a bound original, place it face down with the spine of the original
original on the aligned with the Book symbol on the rear edge of the glass, in the center.
document glass If possible, close the document cover so it rests on the bound original. Do not
force the cover to close fully.

26 Xerox WorkCentre 5735/5740/5745/5755/5765/5775/5790


Training Exercises Product Introduction
Document Scanning Areas

Scanning using the The scanner moves across to scan originals on the glass. If scanning a bound
document glass original using the Book Copying or Book Faxing option, the scanner scans
both pages individually.

Student Activity Load the Report originals into the document feeder and adjust the guides.
Select Services Home > Copy and press Start to scan the originals using the
default settings.
Remove the originals from the document feeder output area.

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Product Introduction Training Exercises
Paper Trays

Paper Trays
Benefits The device can use a variety of media such as plain or recycled paper, colored
stock, letterhead, pre-printed, carbonless, labels, transparencies, tabs and
envelopes.

Paper loading tips Store at ambient temperature. Damp paper may cause problems or poor
image quality.
Do not open reams of paper until they are required for use. The ream
wrapper contains an inner lining that protects the paper from moisture.
Store on a flat surface to prevent the paper from folding or curling.
Stack reams of paper carefully on top of one another to avoid crushing the
edges. Do not stack more than five reams on top of each other.
For problem free printing and copying, observe the following when loading
paper into the paper trays:
Do not use folded or wrinkled papers.
Do not load paper of varied sizes into the tray.
If feed problems occur, fan the media or shuffle labels before loading.
Use the labels provided on each tray to identify orientations when loading
special stocks.
Never fill above the Max Fill Line and always adjust the guides to just touch
the paper if available.

Loading paper in Trays 1 and 2 can be set to Fully Adjustable or Dedicated.


Trays 1 and 2 Fully Adjustable the paper settings screen is displayed each time the tray is
opened and closed. The guides automatically detect the size of stock loaded.
Dedicated when a tray is opened a screen displays identifying the stock that
should be loaded in the tray. If the wrong size of stock is loaded, or the tray
guides are set incorrectly, the device gives a warning to adjust the guides.
Note: Only the System Administrator can change the media attributes for a
dedicated tray.
If set to Fully Adjustable, the following media can be loaded in Trays 1 and
2:
Quantity: up to 500 sheets of 20 lb (75 gsm) paper.
Weight: from 16 to 53 lb (60 to 200 gsm).
Sizes: fully adjustable for all stock sizes in the range 5.5x8.5 SEF to 11x17 SEF
(A5 SEF to A3 SEF).
Types: Plain, Bond and Recycled, Punched, Letterhead and Pre-printed,
Heavyweight, Pre-cut tabs and Rough Surface.
Note: A problem will occur if a tray is opened while it is being used to feed
stock. Do not open Tray 1 if Tray 2 is open.
Trays 1 and 2 must not be used to feed labels, transparencies or envelopes.
The Bypass Tray can be used for these media types. The optional Envelope
Tray can be used in place of Tray 2 for envelopes.

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Training Exercises Product Introduction
Paper Trays

Loading Instructions Open the tray.


for Trays 1 and 2 Place the media in the tray.
Media must be positioned
against the left side of the tray.
Load pre-printed paper face-
down and with the top towards
the front of the device.
Load hole punched paper with
the holes on the left edge.
Paper must not be loaded above
the maximum fill line.
Make sure that the paper guides just touch the paper.
To position the right side guide, squeeze the clamp mechanism and slide the
guide to touch the right edge of the media.
To position the rear guide, squeeze the clamp mechanism and slide the guide
to touch the rear edge of the media.
Close the paper tray.
The paper settings for the tray are displayed on the touch screen. Confirm or
change the settings, as required.

Loading paper in Trays 3 and 4 are optional high capacity paper trays. They are intended to
Trays 3 and 4 be the primary feeders for the most commonly used media.
They are set as dedicated trays and feed only A4 or 8.5x11 LEF sized media.
The following media can be loaded in Trays 3 and 4:
Quantity: up to 2000 sheets of 20 lb (75 gsm) paper.
Weight: from 16 to 53 lb (60 to 200 gsm).
Sizes: 8.5x11 or A4 LEF sized stock can be loaded. The media requested must
be loaded in the tray and the settings cannot be adjusted.
Types: Plain, Bond and Recycled, Punched, Letterhead and Pre-printed,
Heavyweight and Rough Surface
Trays 3 and 4 must not be used to feed labels, transparencies, envelopes or
tabs. The Bypass Tray can be used for these media types.
Note: Your device does not warn you if the wrong sized media is loaded. A
problem may occur if a tray is opened while it is being used to feed media.

Loading Instructions Opening the tray automatically


for Trays 3 and 4 lowers an elevator in the base of
the tray.
The media required is displayed
on the screen. Ensure the correct
media is loaded.
Place the media in the tray.
Media must be positioned
against the left side of the tray.
Load pre-printed paper face-down and with the top towards the front of the
device.
Load hole punched paper with the holes on the left edge.

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Product Introduction Training Exercises
Paper Trays

Paper must not be loaded above the maximum fill line.


Close the paper tray. When the tray is closed the elevator rises to feed the
media.

Loading the Bypass This paper tray is located on the left hand side of your device and can be
Tray folded away when not in use.
It is primarily intended for use as a small quantity, special materials feeder
and accommodates media of all types including transparencies (non-paper
backed), envelopes and tabs.
When media is detected in the Bypass Tray a paper settings screen is
displayed. The drop-down menus are used to change the size, type and color
of the media loaded. The guides automatically detect the size of media
loaded and the device gives a warning if the guides are not set correctly or a
non-standard media size is used.
The following media can be loaded in the Bypass Tray:
Quantity: up to 100 sheets of 20 lb (75 gsm) paper.
Weights: from 16 to 56 lb (60 to 216 gsm).
Sizes: fully adjustable for all stock sizes in the range A6 SEF to A3 SEF
(4.25x5.5 SEF to 11x17 SEF). Envelope sizes DL to C4 (#10 to 9x12),
all envelopes must be fed Short Edge Feed (SEF).
Types: bond, standard or recycled paper, card and cover stock, pre-printed
stock, labels, transparencies (non-paper backed), hole punched paper,
carbonless paper, tabs and envelopes.
Note: Labels can only be printed 1-sided.

Loading Instructions Your device alerts you if the Bypass Tray is selected for a job and the media
for the Bypass Tray requested does not match the media currently loaded. It also warns you if the
tray runs out of paper during a job.
Make sure the tray is in the down
position. For larger media, use
the tray extension.
Place the media on the tray.
Locate the media to the right
edge.
Load pre-printed paper and
labels face-up and with the top
towards the front of the device.
Load hole punched paper with the holes on the right.
Load transparencies face-up with the white strip on the right.
Paper must not be loaded above the maximum fill line.
Make sure that the guides just touch the paper.
The paper settings for the tray are displayed on the touch screen.
The tray detects the position of the side guide to determine the size of the
media.
Confirm or change the settings, as required.

30 Xerox WorkCentre 5735/5740/5745/5755/5765/5775/5790


Training Exercises Product Introduction
Paper Trays

Loading paper in Tray 5 is an optional high capacity paper source. When installed, Tray 5 takes
Tray 5 (optional) priority as the primary paper feeder. This tray is permanently set as a
dedicated tray and feeds only 8.5x11 or A4 Long Edge Feed (LEF) sized
stock.
The following media can be loaded in Tray 5:
Quantity: up to 4000 sheets of 20 lb (75 gsm) paper.
Weights: from 16 to 56 lb (60 to 216 gsm).
Sizes: 8.5x11 or A4 LEF sized stock can be loaded. The media requested must
be loaded in the tray and the settings cannot be adjusted.
Types: bond, standard or recycled paper, card and cover stock, pre-printed
stock and hole punched paper.
Tray 5 must not be used to feed labels, transparencies, envelopes or tabs.
The Bypass Tray can be used for these media types.
When the tray is opened a screen displays identifying the type and color of
8.5x11" or A4 stock that must be loaded in the tray.
Note: A problem may occur if a tray is opened while it is being used to feed
stock.

Loading Instructions Press the button and open the tray door. The base of the tray will
for Tray 5 automatically lower.
Place the media in the tray.
Media must be positioned
against the right side of the tray.
Load pre-printed paper face
down and with the top towards
the front of the device.
Load hole punched paper with
the holes on the left edge.
To prevent problems, paper must
not be loaded above the
maximum fill line.
Close the tray door. The base of the tray automatically rises to the feed
position.

Tray 6 (Inserter) Tray 6 (Inserter) is an optional paper tray for use with the High Volume
(Optional) Finisher and is for inserting post process sheets in the set. This tray provides
a very convenient and efficient way of adding pre-printed covers or inserts to
a job.
Specifications:
Quantity: up to 250 sheets of 20 lb (75 gsm) paper.
Weights: from 16 to 56 lb (60 to 216 gsm).
Sizes: 8.5x11 or A4 SEF or LEF, 8.5x13 SEF, 8.5x14 SEF, 11x17 or A3 SEF
Types: bond, standard or recycled paper, card and cover stock, pre-printed
stock, clear transparencies (non-paper backed) and hole punched paper.

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Product Introduction Training Exercises
Paper Trays

Loading Instructions Load the stack of media against


for Tray 6 (Inserter) the left of the tray, registered to
the center.
It is important to place pre-
printed stock into the tray in the
correct orientation for the job it is
going to be fed into. Use the
labels to identify the correct
orientations.
Adjust the guides to just touch the edge of the stack.
Change or confirm the Paper Settings screen as required.

Optional Envelope The optional envelope tray is installed instead of Tray 2. Remove tray 2 by
Tray pulling out fully, raise the front and remove the tray.
Locate the rear of the envelope tray on the tray slides in the device.
Raise the front of the tray and push the tray in a short distance.
Lower the tray to the horizontal position and push the tray fully into the
device.
Envelope loading orientations vary depending on the type of envelope:
Monarch, #10, C5 and DL (wallet): load face-down with the flaps open and to
the right.
C5 (pocket): load face-down with the flaps either open or closed and to the
rear.
Custom Envelopes: load face-down, with the long edge of the envelope along
the left side of the tray. For wallet envelopes ensure the flaps are open and
facing to the right of the tray. For pocket envelopes, the flaps can be open or
closed but must be facing the rear of the tray.
Load the envelopes in the correct orientation then move the rear guide so it
just touches the envelopes. Move the right side guide so the tip of the guide
just touches the envelopes.
Ensure the maximum fill line is visible or that there are no more than 50
envelopes in the tray.
Change or confirm the Paper Settings screen as required.

Student Activity Identify the stocks used and practice loading in the correct orientations.
Review and discuss paper loading procedures.

32 Xerox WorkCentre 5735/5740/5745/5755/5765/5775/5790


Training Exercises Product Introduction
General Care

General Care
Benefits There are several consumables on the device that need replenishing or replacing,
such as paper, staples, and customer replaceable units. To place an order for
Xerox consumables, please contact your local Xerox Representative giving your
Company Name, product number and the machine serial number.

The tasks are not difficult or time consuming and are performed on a weekly or
monthly basis, or when directed by the device.

Customer There are several replaceable units on the device:


Replaceable Units Xerographic Module
and consumables Toner Cartridge
Fuser Module
Ozone Filter
Waste Toner bottle
Document Feeder Feed Roll
The device will display a message on the touch screen when any of the units
need to be reordered. This message is a warning that the unit is nearing the
end of its life. Only replace the unit when a message actually instructs you to
do so.
To replace a Customer Replaceable Unit, follow the instructions on the touch
screen or use the instructions provided with the consumable.
A SMart eSolutions option is available within Internet Services which allows
the device to contact Xerox automatically to re-order the customer
replaceable units required. Setup instructions are provided in the Tools
module.
Note: When replacing units, DO NOT remove the covers or guards that are
fastened with screws.

Xerographic Module At regular intervals, depending on device usage, this message will be
displayed requesting that you perform the Xerographic Module
Maintenance procedures. When you open the front door further messages
will tell you what to do.
You cannot use the device for printing or copying until you have completed
this procedure.
Follow the instructions provided on the touch screen to complete the
Xerographic Module maintenance tasks. If problems occur, you may be
required to initiate a Xerographic Module Cleaning cycle using the following
instructions.

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Product Introduction Training Exercises
General Care

Press the Machine Status


button.
Select the Tools tab.
Select Device Settings and
Xerographic Module Cleaning.
Select Clean to initiate the
cleaning cycle.
Exit Tools.

Replacing the There are 2 types of xerographic module and transfer unit, the type provided
Xerographic Module depends on your device model. The procedure for replacing both types is the
same.
The xerographic module and transfer unit provides approximately 200,000
or 400,000 images, depending on the type (at 6% coverage).

Perform the To replace the xerographic module:


procedure Open the front door and unlatch and lower the transfer unit.
Unlatch and remove the used
xerographic module. Hold the
module away from you to avoid
spilling any toner, then dispose
of it according to the
instructions provided in the
new module box.
Push and hold the transfer unit
to the rear of the device to
release it, then remove the
transfer unit. Dispose of as instructed.
Check you have the correct xerographic module for your device. Modules for
similar Xerox devices look the same, but will not work.
Unpack the new xerographic module and transfer unit and remove the
protective paper from the cartridge.
Slide the transfer unit into the guide in the device.
Slide the xerographic module into the frame in the device.
Rotate the latch to lock the module in place, then raise the transfer unit and
latch it onto the xerographic module.
Close the front door and press the confirm button on the touch screen. If the
front door will not close, check the xerographic module is positioned and
latched correctly.

Replacing the Toner There are 2 types of toner cartridge available, the type provided depends on
Cartridge your device model. The procedure for replacing both types is the same.
The toner cartridge provides approximately 30,000 or 45,000 images,
depending on the type of toner cartridge (at 6% coverage).
The device will indicate the percentage of toner used and the number of
days remaining.
A message displays when the toner cartridge requires replacing.

Perform the To replace the toner cartridge:


procedure

34 Xerox WorkCentre 5735/5740/5745/5755/5765/5775/5790


Training Exercises Product Introduction
General Care

Open the front door and


unlatch and remove the used
toner cartridge. Dispose of it
according to the instructions
provided in the new cartridge
box.
Check you have the correct
toner cartridge for your device.
Modules for similar Xerox
devices look the same, but will
not work.
Unpack the new toner cartridge and shake it well to distribute the toner.
Install the new toner cartridge in the device and latch it in place.
Select Next on the touch screen.
The device asks you to perform Xerographic Module Maintenance. If the device
has a blue handle at the top of the xerographic module, this is used to clean
the Charge Scorotron. Pull out and push in the blue handle 3 times to clean the
Charge Scorotron.
If the device does not have a blue handle on the xerographic module, the
device performs this step automatically. However, the Transfer Corotron
requires manual cleaning. Locate the blue handle on the transfer unit and pull
it out and push it in 3 times to clean the Transfer Corotron.
Close the front door and select Confirm on the display.
If the door will not close, check the toner cartridge is positioned and latched
correctly.

Resetting the toner If you have replaced the toner cartridge as a result of a "Replace the toner
usage counters and cartridge" message, the device will assume you have fitted a new cartridge
messages and reset the toner usage counters and messages automatically.
If you have fitted a new toner cartridge without being instructed to do so by
the device, the toner usage counters need to be reset manually using Tools:
To have access to all the Tools options you must be logged in as an
Administrator. To log in select the Log In/Out button on the control panel. The
default user name and password are: admin and 1111.
Use the keyboard to enter your User Name, then select the Next button. Use
the keyboard to enter your Password, then select the Enter button.
Press the Machine Status button and then select the Tools tab.
Select Device Settings and then Consumables Management.
Select Toner Cartridge Reordering and Confirm Toner Replacement.
The toner usage counters and messages are reset.

Replacing the Fuser The fuser module and ozone filter provides approximately 400,000 images
and Ozone Filter at 6% coverage.
The device displays how many days life remain, when you need to order a
new module and when and how to install the new module.

Procedure for WARNING: The fuser module may be very hot, please handle with care.
replacing the Fuser
To replace the fuser module:
Module

Xerox WorkCentre 5735/5740/5745/5755/5765/5775/5790 35


Product Introduction Training Exercises
General Care

Open the front door and


unlatch the fuser.
Pull it out and support it using
the handle on the top of the
module.
Remove the user fuser module
and dispose of it according to
the instructions provided in the
new fuser box.
Unpack the new fuser module
and install it into the device.
Latch the module in place then close the front door.
If the front door will not close, check the fuser module is positioned and
latched correctly.

Procedure for The ozone filter is packaged with the fuser module. The ozone filter must be
replacing the Ozone replaced at the same time as the fuser module.
Filter To replace the ozone filter:
Open the rear left door, this is
under the shelf on some device
models. If there is an finisher
installed, slide it away to access
the door.
Remove the used ozone filter.
This can be safely disposed of
in a waste bin.
Install the new ozone filter.
The device displays a message
requesting confirmation that you have installed the new filter. Select Yes and
then Close.

Replacing the Waste The waste toner bottle has a life span of approximately 100,000 images at
Toner Bottle 6% coverage.
The device informs you when you need to order a new bottle and when to
install it.
One waste toner bottle and two toner cartridges are supplied as a pack, but
the waste toner bottle can be ordered separately if required.

Perform the To replace the waste toner bottle:


procedure Open the rear left door, this is
under the shelf on some device
models. If there is a finisher
installed, slide it away to access
the door.
Pull the gold cap from the top
of the bottle and screw the cap
onto the opening of the bottle.
Remove the used waste toner
bottle and dispose of it
according to the instructions provided.

36 Xerox WorkCentre 5735/5740/5745/5755/5765/5775/5790


Training Exercises Product Introduction
General Care

Unpack and install the new toner waste bottle.


Before closing the access door, ensure the bottle is placed correctly in the
device cover.
Close the rear left door.

Staple Cartridges If your device is equipped with the Office Finisher or High Volume Finisher
you will be required to replace the staple cartridge or cartridges when the
device displays a message.
For the Convenience Stapler, the indicator light on top of the stapler flashes
when a jam occurs or staples are required.
The staple cartridges for the Office Finisher, High Volume Finisher and
Convenience Stapler each contain 5000 staples. The High Volume Finisher
with Booklet Maker has 2 additional staple cartridges located within the
Booklet Maker module, each of these cartridges holds 2000 staples.
The whole cartridge is replaced each time and cannot be refilled by the user.
Recycle the old cartridge following the instructions provided on the
packaging or as directed by your local Xerox Representative.

Office Finisher and Detailed instructions are provided on the touch screen. Follow the
High Volume instructions and labels provided when replacing the staple cartridge.
Finisher Staple Open the finisher door.
Cartridges If using the Office Finisher, rotate the staple access handle (a green cog)
clockwise until the staple unit is accessible.
Unlatch the staple cartridge
using the yellow catch and
remove the used staple
cartridge.
Dispose of the staple cartridge
according to the instructions
contained in the new staple
cartridge box.
Unpack the new staple
cartridge and install into the
finisher. The staple cartridge clicks into place.
If using the Office Finisher, rotate the staple access handle (the green cog)
counter-clockwise until back in position.
Close the finisher door.

Booklet Maker Detailed instructions are provided on the touch screen. Follow the
Staple Cartridges instructions and labels provided when replacing the staple cartridges.
Open the finisher door. Pull out
the booklet maker module.
Lower the lever to gain access
to the staple cartridges. Grip
the staple cartridge and pull it
out of the staple head.
Dispose of the staple cartridge
according to the instructions
contained in the new staple
cartridge box.

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Product Introduction Training Exercises
General Care

Unpack and install the staple cartridge in the finisher. The staple cartridge
clicks into place. Repeat the procedure for the other booklet maker staple
cartridge.
Push in the booklet maker module and close the finisher door.

Convenience Stapler Follow these instructions to replace the Convenience Stapler staple cartridge:
Lift the lever at the rear of the
Convenience Stapler and gently
rotate the staple head towards
you.
Grip the staple cartridge and
pull it out of the staple head.
Unpack the new staple
cartridge. Remove any partial
strips and any staple strips that
are not flat.
Install the new staple cartridge in the Convenience Stapler. The staple
cartridge clicks into place. Release the lever at the front of the Convenience
Stapler and gently rotate the staple head away from you.

Emptying the Hole Detail instructions are provided on the touch screen. Follow the instructions
Punch Waste and labels provided when emptying the container.
Container Slide the hole punch waste
container out of the finisher.
Dispose of the waste punched
paper in the waste bin.
Re-install the emptied hole
punch waste container,
ensuring it is inserted correctly.

Replacing the The document feed roll provides over 150,000 feeds.
Document Feeder The device provides instructions on when to order a new feed roll and when
Feed Roll and how to install it.

Perform the To replace the document feed roll:


procedure Open the left cover of the
document feeder.
Unlatch and remove the used
document feed roll (yellow) by
raising the document feed roll
until it clicks into the upright
position, then unlatching and
raising the document feed roll
retainer (black).
There are 3 rollers on the
document feed roll unit, if the lower roller did not come out with the unit,
remove the roller from the device.
The rolls can be safely disposed in a waste bin.
Unpack the new document feed roll.

38 Xerox WorkCentre 5735/5740/5745/5755/5765/5775/5790


Training Exercises Product Introduction
General Care

Push the document feed roll firmly into the feeder support.
Lower the document feed roll retainer (black), then lower the document feed
rolls (yellow) until they latch in the horizontal position.
Close the left cover of the document feeder.

Resetting the If you have replaced the feed rolls as a result of a message, the device
Document Feeder displays another screen requesting confirmation that the document handler
Feed Roll counter feed roll has been replaced. Select Yes to reset the counter.
If you have fitted a new document handler feed roll without being instructed
to do so by the device, the counter needs to be reset manually using Tools:
To have access to all the Tools options you must be logged in as an
Administrator. To log in select the Log In/Out button on the control panel. The
default user name and password are: admin and 1111.
Use the keyboard to enter your User Name, then select the Next button. Use
the keyboard to enter your Password, then select the Enter button.
Press the Machine Status button and then select the Tools tab.
Select Device Settings and then Consumables Management.
Select Feed Roll Replacement and Confirm Feed Roll Replacement.

Cleaning the device When cleaning your device, DO NOT:


Use organic or strong chemical solvents or aerosol cleaners.
Pour fluids directly onto any area.
Use pressurised air-spray cleaning aids on or in this equipment.
Use supplies and cleaning materials only as directed in this documentation.
Keep all cleaning materials out of the reach of children.

Document Glass and Apply Xerox Cleaning Fluid or


Constant Velocity Xerox Anti-Static Cleaner, to a
Transport Glass lint-free cloth. Liquid should never
be poured directly onto the glass.
Wipe clean the entire glass area,
including the Constant Velocity
Transport Glass located to the
left of the document glass.
Clean the under side of the
document cover or document feeder and the complete circumference of the
Constant Velocity Transport roll.
Wipe away any residue with a clean cloth or paper towel.

Touch Screen Use a soft, lint-free cloth, lightly dampened with water.
Wipe clean the entire area, including the Touch Screen.
Remove any residue with a clean cloth or paper towel.

Student Activity Perform all of the weekly cleaning tasks.


Review and discuss the general care and maintenance tasks.

Xerox WorkCentre 5735/5740/5745/5755/5765/5775/5790 39


Product Introduction Training Exercises
Troubleshooting

Troubleshooting
Benefits There are a number of guidelines which can be followed to prevent faults
occurring. If a fault does occur, instructions are provided by the device to clear
the fault. If a fault cannot be cleared, there are some troubleshooting tips
provided in the user documentation, and the Welcome Support Center can be
contacted for assistance.

Preventative steps Steps that can be taken to ensure optimal device performance:
Do not position the device in direct sunlight or near a heat source such as a
radiator.
Avoid sudden changes in the environment surrounding the device. When a
change occurs, allow the device at least two hours to adjust to its new
environment, depending on the extent of the change.
Ensure paper clips and paper debris do not contaminate the device.
Ensure all routine maintenance schedules have been performed such as
cleaning tasks.
Ensure the device is setup correctly e.g. paper trays loaded correctly with
correct size paper.
Always follow the instructions on the screen for clearing jams or replacing
consumables.

Fault clearance To clear a fault, follow any messages or fault clearance procedures provided
instructions by the device.
When a fault occurs, animated instructions are displayed providing
instructions for clearing the fault.
Paper Path Jams - the fault screen indicates the location of the jammed paper
and the paper path is illuminated. Using the green handles and knobs follow
the instructions for clearing the device.
Document Jams - remove all documents from the feeder and glass as
instructed, reorder the documents as at the start of the job and reload.
The device has automatic job recovery and will reorder the documents or
reprint any missing prints as necessary.

Maintenance Assist If a problems occurs which requires further investigation from Xerox,
diagnostic information can be sent directly to Xerox over the internet, using
the Maintenance Assist option.
Access the Maintenance Assist option by selecting Machine Status.
Select the Maintenance Assist button. The option to send diagnostic
information to Xerox is provided.
Select the option and follow the screen messages to send the information to
Xerox.
This information will assist Xerox in identifying the problem.

Calling for assistance If a fault persists or cannot be solved, contact the Xerox Welcome Center.
When contacting the center, provide information about the problem, the
machine serial number, a fault code if available, and your name and
company details.

40 Xerox WorkCentre 5735/5740/5745/5755/5765/5775/5790


Training Exercises Product Introduction
Troubleshooting

The Welcome Center telephone number and serial number is displayed on


the Machine Details screen in Machine Status.

Student Activity Locate the document jam clearance areas.


Identify the paper path and practice accessing the green clearance areas.

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Product Introduction Training Exercises
Troubleshooting

42 Xerox WorkCentre 5735/5740/5745/5755/5765/5775/5790


Training Exercises Product Introduction
Copy 2
Requirements: This module teaches users how to use
the Copy function for editing and
8 x Report originals
1 x Color Photo original
manipulating images. There are
1 x Color Newspaper several features which can be used to
Clipping improve the output image, the device
1 x Hole Punch original automatically adjusts to the best
1 x Booklet original setting for the original.
1 x 11x17" original
1 x Poster original Documents can be improved using
1 x Address original Covers and Inserts, creating a more professional finish. Users are also able to add
1 x Ruler comments, a page number and a date to copy output using the Annotations
feature.

Access to the Copy features is gained using the Services Home button on the
control panel and then selecting Copy, then one of the features tabs.

Topics: The following topics are available for training:

Topic Recommendation

Everyday Copying All Users


Image Options Optional

Build Job Optional

Special Originals Optional


Editing Originals Optional

Page Layouts and Booklets Optional

Covers and Inserts Optional

Annotations Optional

Transparencies Optional

Save and Retrieve Current Settings Optional

Special Media Refer to Print module

Trainers Notes

Ensure Transparency stock is available if Transparencies training is required.


Ensure Colored stock is available if Covers and Inserts training is required.
Ensure Tabs stock is available if Tabs training is required.

Xerox WorkCentre 5735/5740/5745/5755/5765/5775/5790 43


Training Exercises
Everyday Copying

Everyday Copying
Benefits There are a number of Copy features which you will use on a regular basis and
which can help with contention issues and also increase productivity. Features
such as Interrupt Printing and Program Ahead enable users to work together
and use the device in the most efficient way.

Sample Job, 2-sided, Booklet Creation and Page Layout are features which can
be used to reduce costs and utilise paper more effectively.

Job - Everyday Discuss the originals being copied and the output required.
Copying This job demonstrates all the basic Copy features and the features which can
Report originals be used to improve productivity and save costs.
10 x Stapled Sets
Place the Report Originals in the document feeder, adjusting the guides as
2-Sided
Check a sample set
necessary.
Make an urgent copy Select Services Home > Copy.
of an 11x17" (A3)
original, reduce to
8.5x11" (A4)

Explain how to select Use the Paper Supply option to select a specific paper tray for your job, or
a Paper Supply use Auto Select.
Select More to access all the
Paper Supply options:
Auto Select selects the
appropriate paper size based
on the size of each original and
any selected magnification
ratios.
Alternatively, you can manually
select which tray to use from
the list. The chosen tray is highlighted in blue.
If Auto Tray Switching has been enabled in Tools, and the same size and type
of stock is loaded in more than one other tray, including the Bypass Tray, the
device will automatically switch from one tray to the other when stock in the
active tray runs out.

Explain the 2-Sided Use the 2-Sided Copying options to select whether your originals are 1 or 2
Copying options sided and whether the output required is 1 or 2 sided.
The 2-Sided Copying options available are:
1 > 1 sided use this option if your originals are printed on one side and you
want single-sided copies.
1 > 2 sided use this option if your originals are printed on one side and you
want 2-sided copies. You can also select the Rotate Side 2 button to have the
second page rotated by 180o.

44 Xerox WorkCentre 5735/5740/5745/5755/5765/5775/5790


Training Exercises Copy
Everyday Copying

2 > 2 sided use this option if you want to make two sided copies from two-
sided originals. You can also select the Rotate Side 2 button to have the
second side(s) rotated by 180o.
2 > 1 sided this option will make one-sided copies from two-sided originals.
If using the document glass to scan originals, the device displays a message
when ready to scan side 2.
Select 1 2 Sided for the job.

Explain the Copy Select More to access all the Copy Output options.
Output options Collated sorts your copies into sets 1,2,3.1,2,3.1,2,3.
Uncollated sorts your copies into stacks
1,1,1 2,2,2 3,3,3

Stapling (optional) The stapling options available are dependent on the finishing device
available and the configuration setup.
1 Staple select this option and then select the corner required for the staple. A
single staple will be positioned in the corner selected.
2 Staple select this option and then select the edge required for the staples.
Two staples will be positioned along the edge selected.
Multi Staple when this option is selected, depending on the size of your media,
either three or four staples will be positioned on the edge selected. For
example:
4 Staples = A4 LEF, A3, 8.5x11 LEF, 11x17, 8x10 LEF.
3 Staples = 8x10 SEF, 8.5x11 SEF, 8.5x5.5 LEF, A4 SEF, A5 LEF, 8.5x14
SEF, B5 SEF.

Hole Punching If your device is equipped with the optional Hole-punch kit, your output can
(optional) be hole punched or hole punched and stapled.
Each sheet will be punched individually so there is no limit to the number of
pages in the set.
Hole punching can only be selected for A4 LEF and A3 (8.5x11 LEF and
11x17) paper.
Select the Collation option required prior to selecting the required Hole
Punched/Stapled option. The options are:
Hole Punched Only select this
option to hole punch your sets
or stacks on the left edge.
1 Staple select this option to
hole punch your sets and add a
single staple. Select the
location required for the staple.
2 Staples select this option to
hole punch your sets or stacks
and add two staples. Select the edge required for the staples.

Tri-fold Module If the optional Tri-fold Module is installed on your device, a single sheet of
(optional) A4 or 8.5x11 media in a weight range of 60 to 120 gsm (16 to 32 lb) can be
folded in a C Fold or Z Fold.
Originals must always be loaded Short Edge Feed (SEF).

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Copy Training Exercises
Everyday Copying

C Fold the page will be


folded as shown. Select
Collated for sets or Uncollated
for stacks.

Z Fold the page will be


folded as shown. Select
Collated for sets or Uncollated
for stacks.

Explain Sample Job The device holds the job in the


list and prints 1 copy for
reviewing and checking.
The job can be released for
printing or deleted.
Select Job Assembly > Sample
Job > On.

Enter the quantity Enter a quantity of 10 copies, up to 9999 copies can be selected.

Review the Review the programming and press Start to run the job.
programming and If another job requires programming, the Program Ahead option is
press Start displayed.
The job is scanned, processed and one set is printed.

Check the proof and Review the proof set and press Job Status to locate the job in the Job List.
select the job Job Status displays all the jobs in the job list waiting to be processed, and
the completed jobs. Each list can be viewed by selecting the relevant tab.
Use the drop down menu to filter the jobs and display All Jobs, only Copy,
Print and Fax Received Jobs, or only Scan Jobs and Fax Sent Jobs which
are active on the device.

Managing your Select the Job Status button on


active Copy jobs the control panel. The Active Jobs
list is displayed.
When a job is processing or a job
in the Active Jobs list is selected,
the Job Progress screen is
displayed.
The Job Progress screen provides
information about the job and provides Job Control options.
Delete removes the selected
job from the list. Any job can
be deleted using the feature,
regardless of the job originator.
Promote is used to move a job
to the top of the list. It will be
completed after the current
job.

46 Xerox WorkCentre 5735/5740/5745/5755/5765/5775/5790


Training Exercises Copy
Everyday Copying

Hold pauses the job until it is released or deleted.


Release is selected if a Secure Print or Secure Fax job has been held in the list
and a passcode is required, or if a job has been held by a user.
You can also view the Job Details, Program the Next Job or view the Required
Resources to find out what resources are required to complete the job.

Explain how to If a job is Held in the list it requires additional resources or a passcode to
release jobs print.
Select the job in the list.
If the job requires additional
resources to print, select
Required Resources to find out
the resource required.
If the job is a Secure Print or a
Secure Receive job a passcode
is required to release the job for
printing.
Select Release and enter the
passcode. If the passcode is valid, the job is released for printing.

Viewing completed Select the Completed Jobs tab


jobs to view details of all the jobs
which have been completed on
the device.
Up to 150 jobs can be displayed.
The Owner, Name and Status of
each job is shown.
To view the details of a
completed job, select the job. The job details will be displayed.
Select All Jobs to filter the jobs and display only Copy, Print and Fax
Received Jobs or Scan Jobs and Fax Sent Jobs that have been completed.

Release the job Return to the Active Jobs tab and select the Report job and select Release to
release the job and print the remaining sets.
Review and discuss the output.

Explain the Interrupt If the device is printing/copying, the job can be interrupted temporarily to
Printing function run a more urgent or less time consuming job.
Note: The interrupt function must be enabled in Tools before it can be used.
Press the Interrupt Printing button. The button is illuminated and the device
pauses after completing the current set. The current job and its
programming is stored in memory until the interrupt job has been
completed.
The control panel returns to the default settings ready for programming the
new job.

Run the urgent Discuss the original being copied and the output required.
11x17" (A3) to Reduce the 11x17" (A3) original to 8.5x11" (A4).
8.5x11" (A4) job

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Copy Training Exercises
Everyday Copying

Explain the Use the Reduce/Enlarge options to scale an image up or down.


Reduce/Enlarge Document Glass - between 400% and 25%.
options Document Feeder - between 200% and 25%.
Select More to access all the Reduce/Enlarge options.

Explain the Reduces or enlarges the image


Proportional % by the same ratio in both
reduce/enlarge directions so that the image gets
options bigger or smaller but the
proportions remain the same.
Select the Variable % button
and use the numeric
keypad or the arrow buttons to
enter the ratio required.
Use the Pre-set buttons to select 100%, Auto % or commonly used ratios which
can be set up by your Administrator. The selected proportional ratios in
percentages are shown next to the button, together with an example
application.
Using Auto %, the device chooses the best ratio to reduce or enlarge the
original onto the selected paper size. You must specify a paper tray before
using this option.

Explain the Enables you to set different


Independent X-Y% reduction or enlargement ratios
reduce/enlarge for the X (width) and the
options Y (height) of the image. This will
produce a distorted copy of your
original.
Select the Variable X-Y%
buttons and use the
numeric keypad or the arrows
to enter the Width - X% and Length - Y% ratios required.
Use the Pre-set (X/Y%) buttons to select 100%/100%, Auto Independent X-Y%
or commonly used ratios which can be set up by your Administrator. The
selected X and Y ratios in percentages are shown next to the button, together
with an example application.
Use 100% / 100% to produce an image the same size as your original.
Auto Independent X-Y% automatically fits the image of your original onto the
paper you have selected. The reduction or enlargement will not be
proportional, the device will distort the image so that it will fit onto the paper.
You must specify a paper tray before using this option.

Run the job Load the 11x17" (A3) original in the Document Feeder and select a Paper
Tray with 8.5x11" (A4) paper loaded.
Select Auto % Reduce/Enlarge.
Press Start to run the job.
The job is scanned, processed and printed.

Review the 8.5x11" Retrieve and review the output.


document output

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Training Exercises Copy
Everyday Copying

Once the urgent job has completed, press Interrupt Printing again to
resume the original job.

Using Stop Press the red Stop button to pause a job which is currently printing.
Use Cancel to cancel the job or Resume Printing to continue the job. Select
Cancel to cancel the remainder of the job.

Review the Everyday The following Everyday Copying features have been trained:
features trained
Copy Output Reduce/Enlarge Program Ahead

Paper Supply Sample Job Copy Job


Management
2-Sided Interrupt Printing

Student Activity Produce 3 sets of the Report originals in red, 2-sided and double stapled (if
available).
Review and discuss the output.

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Copy Training Exercises
Image Options

Image Options
Benefits Adjusting the image quality can improve the clarity of the information. For
documents being sent out to clients, providing high quality documentation
portrays a good company image.

Job - Image Options Discuss the original being copied and the output required.
Color Newspaper Place the original face down on the document glass, registering it to the
Clipping right rear corner.
5 x Copies
Best image quality Access the Copy service, press Services Home > Copy.

Explain the Image Use the Image Quality options to adjust the image tones and contrast
Quality options levels.
Select Image Quality.

Explain the Original Content Type:


Type options Photo and Text is recommended for text, line art, photos and text and is the
best option for most originals.
Text produces sharper edges and is recommended for text and line art.
Photo is used specifically for originals containing photos or continuous tones
without any text or line art. Produces the best quality for photos but reduced
quality text and line art.
Halftone Photo is used if your original is from a magazine or newspaper that
contains photographs or text.

Explain the Image Lighten/Darken provides manual


Options control to adjust the lightness or
darkness of the scanned images.
Move the indicator down to
darken the scanned image, for
light originals such as pencil
images.
Move the indicator up to
lighten the scanned image, for
dark originals such as halftones or originals with colored backgrounds.
Sharpness provides manual control to adjust the sharpness of the scanned
images.
Move the indicator up to sharpen the scanned image.
Move the indicator down to soften the scanned image.
Screen is available with Photo and Text, Text and Halftone Photo Original
Type options. The Screen options are as follows:
Auto reduces the risk of blotches or small areas that have a different texture or
pattern appearance than the surrounding area.
Special enhances continuous tone photographs or high frequency halftone
images. It is used to create smoother, less grainy output for continuous tone
and halftone images.

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Training Exercises Copy
Image Options

Explain the Image Background Suppression:


Enhancement Select Auto Suppression to
options automatically suppress
unwanted background.
Select Off to turn the
Background Suppression
feature off.
If Photo is selected as the
original type, Background
Suppression is disabled.
Contrast:
Controls the differences between the image densities.
Select a lower setting for pictures and a higher setting to produce more vivid
images for sharper text and lines.

Student Activity Use the Image Quality options to produce the best quality output for the
Newspaper Clipping original.
Review and discuss the output.

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Copy Training Exercises
Build Job

Build Job
Benefits Useful for scanning a job that requires different settings for each page. If a set of
documents consists of some pages with text and some with photos, the
appropriate setting for each original can be applied and the job can still be
completed as a single job. This feature is also used if a job has more than 75 or
100 originals and exceeds the maximum capacity of the document feeder.

Job - Build Job Discuss the original being copied and the output required.
4 x Report originals Place the Report originals in the document feeder, adjusting the guides as
Use Color Photo necessary.
original for page 3
3 x Stapled Reports Access the Copy service, press Services Home > Copy.

Explain the Divide the job into the segments which can be scanned together, but keep
procedure for using them in the correct order.
Build Job For this job, the originals are divided into 3 job segments:
First 2 pages require the same programming and become the 1st segment.
Color Photo original which requires different image quality settings becomes
the 2nd segment.
Last 2 pages require normal image quality settings and become the 3rd
segment.
Place the 1st job segment in the document feeder, adjusting the guides as
necessary.

Scan Segment 1 Select Copy > Job Assembly >


Build Job > On.
Select 3 copies and Copy Output
Stapled.
Press Start to scan the 1st
segment.

Explain the Build Job End Build Job used to indicate when all the job segments have been
Controls scanned and the job is ready to print.
Sample Last Segment produces a proof print of the last segment scanned.
The proof is delivered to the output module. If you are satisfied with the
proof you can continue programing the Build Job.
Delete Last Segment deletes the last segment scanned. You can continue
programing the Build Job.
Delete All Segments deletes the current Build Job and returns you to the
main Build Job screen.

Scan Segment 2 - Place the original face down on the document glass, registering it to the
Photo Original right rear corner.
Select the appropriate Image Quality options for the photo.

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Training Exercises Copy
Build Job

Press Start to scan the 2nd segment.


Use Sample Last Segment to view a sample of the photo, then delete and
re-scan if required.

Scan Segment 3 - Place the final segment in the document feeder and press Start to scan the
Final Segment originals.
Select End Build Job to notify the device the last job segment has been
scanned.
Note: Make sure finishing options and the quantity are selected before
selecting End Build Job, Clear All may have been used to clear features
between segments.
The job is formatted and printed as a single job.
Review and discuss the output.

Student Activity Produce 3 sets of the Report originals with the 11x17" original in the center,
reduced to 8.5x11". Staple the sets (optional).
Review and discuss the output.

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Copy Training Exercises
Special Originals

Special Originals
Benefits Using the Original Input feature the device automatically recognises standard
size originals, or the size can be manually entered for odd size originals. It is also
used if a set of originals contains a mix of sizes, the device recognises the
different sizes and adjusts settings accordingly.

Using the Book Copying option, the scanner will adjust to scan each page of the
bound original automatically. This saves time repositioning the original for each
scan.

Job - Special Discuss the original being copied and the output required.
Originals Access the Copy service, press Services Home > Copy.
Booklet original
Copy 3 pages
Enlarge pages to
8.5x11" or A4
5 x copies

Explain Book Enables you to specify which page or pages of a book are to be copied.
Copying Select the pages to scan:
Both Pages use to scan both
pages, the left page of the
book first will be scanned first.
Specify an amount from 0 to
50 mm (0 to 2) to be deleted
from the center of the book in
order to delete unwanted
marks.
Left then Right or Right then
Left is used to scan both pages, but the pages will be scanned in the order
specified. These options replace the Both Pages option and will not be
displayed unless enabled in Tools.
Left Page Only use to scan the left page only. Specify an amount from 0 to
25mm (0 to 1) to be deleted from the right side of the page in order to delete
unwanted marks.
Right Page Only use to scan the right page only. Specify an amount from 0 to
25mm (0 to 1) to be deleted from the left side of the page in order to delete
unwanted marks.
Use Binding Edge Erase to specify an area to be deleted from the center or
edges of the book pages to delete unwanted marks.

Specifying an odd Use Original Size to input a custom size for an original. The Original Input
size original options are:
Auto Detect the device determines the size of original.
Preset Scan Areas select from a selection of preset original sizes.
Custom Scan Areas use to specify a specific scanning area on the original
being copied.

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Training Exercises Copy
Special Originals

Mixed Size Originals to load different size originals into the Document Feeder
for scanning at one time. All the lead edges must be the same size, as shown on
the screen. The device detects the size of the documents and can produce the
following output:
If Auto Reduce/Enlarge and a specific Paper Supply is selected, all the
images are reduced or enlarged and copied onto the same size paper.
If Auto Paper supply is selected, the images are copied size for size and a
mix of paper sizes will be output.

Enter the Measure the small original and place it back on the document glass.
measurement for the Select Original Size > Custom Scan Areas enter the size of the original.
Booklet original

Select Paper Supply Select 8.5x11" Paper Supply and Reduce/Enlarge > Auto % to enlarge the
and Reduce/Enlarge image.
options

Run the job Place the Booklet original face down on the document glass, the spine of the
original must be lined up with the marker on the rear edge of the glass.
WARNING: Do not close the document feeder fully or force the cover closed
when copying bound originals.
Continue scanning 3 pages, changing the book copying options as required.
Review the output.

Student Activity Load the Report originals and the 11x17" original into the document feeder
with the same sized edges together, adjust the guides accordingly.
Select Mixed Size Originals.
Select 8.5x11" Paper Supply and Reduce/Enlarge > Auto % to copy all the
originals onto 8.5x11" paper.
Enter the quantity and run the job.
Review and discuss the output.

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Copy Training Exercises
Editing Originals

Editing Originals
Benefits Saves time not having to re-generate originals with marks or margin notes. Invert
image is useful for scanning or producing negatives, or for saving toner when
images contain excessive amounts of dark backgrounds.

Job - Editing Discuss the original being copied and the output required.
Originals Place the Poster original in the document feeder, adjusting the guides as
Poster original necessary.
Erase the title & Xerox
Logo.
Access the Copy service, press Services Home > Copy.
Shift to the right Select Layout Adjustment.
Invert the image to
make a negative

Explain the Image Auto Center automatically centers the scanned image on the output paper.
Shift options Margin Shift:
Side 1 moves the image on side 1 to the top, bottom, left or right, by the
amount entered using the arrow buttons.
Side 2 moves the image on side 2 in either direction by the amount entered.
Select whether to Mirror the shift on side 1 or adjust independently.
Select Side 1 shift and enter the amount of shift required.

Explain the Edge All Edges is used to erase an equal amount from all the edges. Specify the
Erase options amount to be erased from 3 mm to 50 mm (0.1 to 2.0). All marks or defects
within the measurement set are deleted.
Individual Edges enables an individual amount to be erased from each of
the edges, on both the first and second sides. Specify the amount to be
erased from 3 mm to 50 mm (0.1 to 2.0).
Print to Edge is used to print to the edge of the output documents.
Measure the Title and Xerox Logo and enter the amount of deletion
required.

Explain the Invert Mirror Image creates a mirrored image of the original.
Image options Negative Image inverts the output image, all the light areas become dark
and the dark areas become light. Select Negative Image.

Run the job Select Start to run the job.


Review and discuss the output.

Student Activity Use the Hole Punch original and use Edge Erase to remove the hole punch
marks.
Review and discuss the output.

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Training Exercises Copy
Page Layouts and Booklets

Page Layouts and Booklets


Benefits You can use the device to automatically change the layout of your document, to
produce booklets, storyboards, create labels or simply to create multiple images
on a single page to save resources.

Using Booklet Creation, the device automatically re-orders the images so they are
in the correct order when folded in the middle to create a booklet. Using Page
Layout, up to 36 images are printed onto one sheet of paper. The device will
reduce or enlarge the images as needed.

Job - Booklet Discuss the originals being copied and the output required
Creation Place the Report originals in the document feeder, adjusting the guides as
8 x Report originals necessary.
5 x Stapled and Folded
Booklets
Access the Copy service, press Services Home > Copy.

Select the Paper When creating booklets, a Paper Supply must be selected.
Supply To produce 5.5x8.5" (A5) booklets, 8.5x11" (A4) SEF paper is required.
To produce 8.5x11" (A4) booklets, 11x17" (A3) SEF paper is required.

Booklet Creation Off select this option if you want


your output layout to match your
originals. For example, if your
originals are already in a booklet
layout.
On select this option if you want
the device to automatically
reduce and arrange the images
to create a booklet layout.
Select the Original Input, either 1 Sided Originals or 2 Sided Originals
depending on the originals being scanned.
If available, select the Reading Order required for the finished output, either
Left to Right or Right to Left. This option will not be available if it has not
been enabled in Tools.
The images will automatically be rotated and resized to fit the paper
selection.
Covers can be added to the booklet using the Covers option.

Finishing If finishing options are available, select the option required:


Folded & Stapled will staple and fold the output along the center margin to
produce booklets.
Fold Only will fold the output along the center margin to produce booklets.
None select this option if you do not want the device to fold and staple your
output.

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Copy Training Exercises
Page Layouts and Booklets

Explain how to use If your device is fitted with the High Volume Finisher with Booklet Maker,
the High Volume you can use the Booklet feature to automatically produce folded and stapled
Finisher (optional) booklets:
Select Copy > Copy Output >
More.
Paper Sizes A3, 11x17, A4,
8.5x11, 8.5x13 and 8.5x14.
Paper weight 16 to 57 lb (60 to
216 gsm).
All media must be Short Edge
Feed (SEF) to use the
bookletmaker.
Booklet thickness:
For Folded and Stapled booklets a maximum of 15 sheets of 20 lb (80 gsm) or
equivalent thickness. For example you can have 13 sheets of 20 lb (80 gsm)
and a cover sheet of 43 lb (160 gsm).
For Folded Only booklets a maximum of 5 sheets of 80 gsm (20 lb) or
equivalent thickness. For example you can have 3 sheets of 80 gsm (20 lb) and
a cover sheet of 53 lb (200 gsm).

Run the job Press Start to scan the job.


The job is formatted and printed as a booklet.
Review and discuss the output.

Job - Page Layout Discuss the originals being copied and the output required
Address original Produce a sheet of address labels from one Address original.
Create Address Labels
to fit on available label
Place the Address original in the document feeder, adjusting the guides as
stock necessary.
Note: The document feeder must be used for this feature.
Access the Copy service, press Services Home > Copy.

Load the Label Stock Check the number of labels on the label stock, this is how many images will
into the Bypass Tray be required.
the Bypass Tray is located on the left side of the device. Lower the tray ready
for use.
Load the label stock face-down in an LEF orientation into the tray, with the
top towards the front of the device. Register the labels to the center and
adjust the guides as necessary.

Program the Tray Ensure the correct Size is selected and select Labels as the Type. Select a
Information screen Color if required.
Select Confirm.

Select the Bypass Select the Bypass Tray as the Paper Supply. A Paper Supply must be selected
Tray when using the Page Layout feature.

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Training Exercises Copy
Page Layouts and Booklets

Select Page Layout Select Copy > Output Format > Page Layout.
and explain the This feature is ideal for handouts,
options story boards or for archival
purposes. It allows up to 36
images to fit onto one sheet of
paper. 4 originals 6 originals 2 originals
Your device will reduce or enlarge using 2 using 3 using 2
the images as needed, to display rows and 2 rows and 2 rows and 1
them either in landscape or columns columns column
portrait orientation on one page,
based on the paper supply selected.
Select Pages per Side to enable the Page Layout option.
Select the Orientation of
Images, Upright for portrait
images or Sideways for
landscape images.
Enter the number of Rows and
Columns required using the
arrow buttons, between 1 and 6.
Select Save to confirm the
selections.

Run the job Select the appropriate Page Layout options and the Bypass Tray for job.
Press Start to scan the job.
The job is formatted and printed.
Review and discuss the output.

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Copy Training Exercises
Covers and Inserts

Covers and Inserts


Benefits These features enhance the output of your documents. The Covers option
enables you to add blank or printed covers to the front and back of your
document automatically.

Inserts is used to specify different stock requirements for pages within the job. For
example, if a single page requires printing on different colored stock, or if tabs are
required for a job. Inserts can be printed or blank or pre-printed. If blank or pre-
printed inserts are required, a blank sheet must be inserted in the appropriate
place in your original document prior to scanning. Inserts is used to program jobs
requiring tabs.

Tabs are useful for separating chapters or sections, and provide a professional
finish to a document. All models support tabs printing.

Preparing tab If printing on tabs as part of the job, the document must contain a page
documents with the text requiring printing on the tab in the correct location for each tab
divider in the set. These are called the tab master pages and are the same
size as the body of the document, either 8.5x11 inches or A4. The pages
must be inserted in the correct place in the document.
If using pre-printed tabs, a blank sheet must be added to the original
documents in the location where the tabs are required.
To create the tab master pages use the Xerox Tab Template or create your
own.
Xerox provides templates for 5 position tab masters for A4 or 8.5x11 inch
documents in Microsoft Word. The templates can be downloaded from
http://www.xerox.com/ - search on Tab Template.
Open the template required, save it as another file and change the text on the
tabs as required.
If creating the tab masters for a copy job, print the tab master pages onto
plain stock either 8.5x11 inches or A4 and insert the prints into the
appropriate places in the original document.

Job - Special Pages Discuss the originals being copied and the output required.
Print_Tabs Place the Printed Tabs document originals in the document feeder, adjusting
Add a printed front the guides as necessary.
cover and back covers
Print pages 3, 5, 7, 9 Access the Copy service, press Services Home > Copy.
and 11 on tab stock Load the cover stock required for the special pages into a tray (select a tray
2 sets, stapled (if other than the bypass tray or the tray used for the main body of the job).
available)
Tabs are used as dividers in documents. Your device can accommodate tabs
with 1 to 10 tabs and weights of up to 200 gsm (53 lb bond).
Do not use tabs with bent corners. They can cause feeding related problems.
If a tab is bent, remove it from the set and replace it with an undamaged tab
in the same position.
Ensure the tab sequence and number of tab sets is correct for the document
being copied or printed, and the quantity required.

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Training Exercises Copy
Covers and Inserts

Load the tab stock:


Trays 1 and 2:
Load pre-cut tabs in the tray with the tab edge to the right (on the trailing
edge) with the top tab to the front of the tray.
Bypass Tray:
Load pre-cut tabs in the Bypass Tray with the tab edge to the left (on the
trailing edge) with the top tab to the front of the tray.

Program the Tray Ensure 8.5x11" Tab is selected as the Size.


Information screen Select Pre-Cut Tabs as the Type.
Select the Color required.
Select Confirm.

Access and explain Select Output Format > Covers.


the Covers options Select the Covers options
required:
No Covers
Front Cover Only adds a blank
or printed cover to the front of
the document.
Back Cover Only adds a blank
or printed cover to the back of
the document.
Front & Back Covers adds a blank or printed cover to the front and back of the
document. The printing and paper supply options can be programmed
individually for each cover.
Booklet Cover used to add a cover to a booklet if using the Booklet Creation
option.
Select the Printing Options required for the selected covers:
Blank provides a blank sheet as the cover.
1 Sided prints an image on one side of the cover.
2 Sided prints an image on both sides of the cover.
2 Sided, Rotate Side 2 prints an image on both sides of the cover. The image
on the second side is rotated to change the read orientation.
For this job select Front & Back Covers and 1 Sided for the front cover and
Blank for the back cover for this job.
Select the Paper Supply required for the selected covers.
Select Save to confirm your selections.
The Covers feature has now been programmed to add a Printed Front cover
and a Blank Back cover on colored paper.

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Copy Training Exercises
Covers and Inserts

Adding Inserts Select On to enable inserts.


For this job, pages 3, 5, 7, 9 and
11 require printing on tab stock.
Select the Inserts option:
Enter the page number of the
insert required. The page
numbers are the physical page
numbers and not the page
numbers which may already be printed on the document.
For copying 2-sided to 2-sided, each page of your document has 2 page
numbers, so you need to count each side of your document.
Select the Paper Supply required for the insert using the Paper Supply 1 or
Paper Supply 2 options. For this job, ensure the paper tray containing the tabs
is selected.
Select Add Insert to add the insert to the list. A summary of the inserts using
each paper supply is displayed.
To delete the last insert entry, use the Delete Last Insert option.
Program the Inserts feature to add the remaining tabs (pages 5, 7, 9 and 11).
Select Save to confirm the selections.
The image will be shifted automatically to print on the tab stock.

Using Optional Tray If using the optional Tray 6 (Inserter) for your inserts, each insert counts as 1
6 (Inserter) for page and blank pages are not required. The page numbers entered for
inserts remaining inserts must take this into account.
Use the Tray 6 Supply option if using the inserter to feed the inserts.

Run the job Program any additional selections for the job.
Press Start to scan the job.
The job is formatted and printed.
Review and discuss the output.

Student Activity Produce 4 sets of the Report originals with a blank front cover and pages 4
and 5 printed on special stock. Staple the output (if available).
Review and discuss the output.

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Training Exercises Copy
Annotations

Annotations
Benefits The Annotations feature enables users to add a page number, date, comment or
bates stamp to output. This can be useful for organizing groups of copied output
by marking them with related information such as confidential or the company
name. The date annotation is also good for ensuring all filed or archived
information is dated.

Job - Annotations Discuss the originals being copied and the output required.
4 x Report originals Place the Report originals in the document feeder, adjusting the guides as
Add "Training" to the necessary.
top of each page
Add a page number to Access the Copy service, press Services Home > Copy.
the bottom right, start Select Output Format, then Annotations.
at no. 100
Add the date to the
bottom left.
Add a Bates Stamp to
top right, with a
TRAINING prefix.

Explain the Page Page Numbers to automatically


Numbers option print a page number in a
specified position on the page.
Select the Page Numbers
button and select On.
Select one of the arrow buttons
to position the page number.
Select the Starting Page
Number input box and enter
the first page number you want printed on your first copy output sheet.
Select Save.

Explain the Comment to add up to 50 alpha-numeric characters in a specified position


Comment option on the page.
Select the Comment button
and select On.
Select one of the arrow buttons
to position the comment.
Specify whether you want the
comment to appear on All
Pages, First Page Only or All
Pages Except First.
Select the comment required.
To add a new comment to the list, highlight an empty entry and use the
keyboard to enter up to 50 alphanumeric characters.
To edit an existing comment, highlight the comment in the list and select the
Edit button. Use the keyboard to edit the entry, then select Save to close the
keyboard.

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Copy Training Exercises
Annotations

Select Save.

Explain the Date Date to add todays date in a specified format and position on the page.
option Select the Date button and
select On.
Select one of the arrow buttons
to position the date.
Specify the date format by
selecting the DD/MM/YYYY,
the MM/DD/YYYY or the
YYYY/MM/DD button.
Specify whether you want the
date to appear on All Pages, First Page Only or All Pages Except First.
Select Save.

Explain the Bates Bates Stamp to add a selected Bates Stamp in a specified position on the
Stamp option page.
Select the Bates Stamp button
and select On.
Select one of the arrow buttons
to position the Bates Stamp.
Select the Starting Page
Number box and enter a
starting page number.
Leading zeros may be entered
to set the starting page
number length, for example 000000001.
Select the Prefix option and enter a prefix. Up to eight alphanumeric
characters can be entered. Select Save to close the keyboard.
Select Save.
Add the Annotations required:
Add the comment "Training" then position at the top of the page.
Add a page number to the bottom right of the pages, start at page 100.
Add the date to the bottom left of the pages.
Add a Bates Stamp to the top right of the pages, add the prefix TRAINING.

Explain the Format To specify the orientation, style


options and printing requirements for the
selected annotations, select the
Format option:
Orientation use to specify if
the annotation is printed
Portrait or Landscape.
Font Size use the -/+ buttons to
select a font size for the
annotation, or select the entry box and enter the size required.
Appearance is used to specify if the annotated text is Opaque or Transparent.
Opaque text is placed on top of the copy output and no image is visible under
the annotated text. Transparent text allows the copy image to remain visible
under the annotated text.

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Training Exercises Copy
Annotations

Side 2 options are used to specify the printing requirements if the output is 2-
sided.
Same as Side 1 settings will apply to both Side 1 and Side 2 of your output.
Mirror Side 1 Flip on Long Edge output will open from right to left like a book,
with the binding edge on the left. The position of the annotation on Side 2 will
mirror Side 1. For example, if a page number is positioned in the bottom left
corner of Side 1, it will appear in the bottom right corner of Side 2.
Mirror Side 1 Flip on Short Edge output will open from bottom to top like a
calendar, with the binding edge at the top. The position of the annotation on
Side 2 will mirror Side 1. For example, if a page number is positioned in the
bottom left corner of Side 1, it will appear in the top left corner of Side 2.
Select Save to save your selections and exit.

Run the job Select Start to run the job.


Review and discuss the output.
The selected annotations are printed on the output.

Student Activity Produce 2 copy sets of the Report originals and add the comment
"Addressee Only" to the front page. Add a Bates Stamp of "Page" to the
bottom, center of every page.
Review and discuss the output.
Further discuss how they could use the features.

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Copy Training Exercises
Transparencies

Transparencies
Benefits Different types of transparencies can be printed using the device. Using the
Transparency Separator option enables you to print a set of transparencies
with a blank divider sheet in-between each transparency.

Job - Transparencies Discuss the originals being copied and the output required.
2 x Report originals Place the original in the document feeder, adjusting the guides as necessary.
Produce a set of
transparencies with a
Access the Copy service, press Services Home > Copy.
blank sheet between
each

Explain the types of Clear, paper-backed or white strip


transparencies which transparencies can be loaded.
can be loaded Only the Bypass Tray can be used
to feed transparencies.
Load paper-backed
transparencies face-up with the
adhesive side to the right.
Load transparencies which
have a white strip along one
edge with the strip to the right
and on the underside of the transparencies.
Load transparencies on top of a small stack of same-size paper and fan
transparencies to stop them sticking together.
If a coating of oil remains on the transparency after printing, remove it with a
lint free cloth.

Program the Tray Ensure the correct Size is selected and select Transparency as the Type.
Information screen The Color changes to Clear (Transparency) automatically.
Select Confirm.

Select the Bypass Select Paper Supply, More then select Bypass and select Save.
Tray

Explain the Select Output Format > Transparency Separators.


separator options Select the Transparency
Separators option required:
Off
Blank Separators adds a blank
sheet to each transparency.
Imaged Separators adds a
copy of each transparency.
Select the paper tray containing
the paper for the separators.

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Training Exercises Copy
Transparencies

The selected paper should match the size and orientation of the
transparencies. If necessary, select More... to access all the paper tray
options.
Select Save to confirm the selections.

Run the job Select Start to run the job.


Review and discuss the output.

Student Activity Produce a set of transparencies with colored dividers.


Review and discuss the output.

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Copy Training Exercises
Save and Retrieve Current Settings

Save and Retrieve Current Settings


Benefits Up to 10 commonly used programming sequences can be stored in the
device and retrieved for regular jobs, the device stores the settings, not the
images.
Once the settings for the job have been stored, they can be retrieved and
used whenever required. Job settings can also be updated with any
programming changes that are made if required.

Job - Saved Settings Discuss the originals being copied and the output required.
4 x Report originals Place the originals in the document feeder, adjusting the guides as
5 x Copies necessary.
2-Sided and Stapled
Save the settings for
Access the Copy service, press Services Home > Copy.
the Report

Explain the Program the job in the normal way.


procedure for saving Select Job Assembly > Save Current Settings.
current settings
Use the arrow buttons to enter a number for the saved settings.
If a number has already been used to store settings previously a
confirmation message is displayed. Select Overwrite to replace the stored
settings or Cancel to cancel the Save Current Settings operation.
Select Save Settings. The settings are stored and can be accessed using the
Retrieve Saved Settings feature.

Retrieve the job To retrieve the job settings, select


settings and run the Job Assembly > Retrieve Saved
job Settings.
Use the arrow buttons to enter
the number for the saved
settings.
Select the Load Settings button,
to retrieve the programing
information. The recalled programing features become active.
You can modify the features further. These additional modifications are not
saved with the saved settings. Modify the selections as required.
Press Start to scan the originals.
The stored programming is applied to the job.

Student Activity Use the 11x17" original and reduce the size to 8.5x11", print 4 copies and
store the programming.
Retrieve the programming, change to 2-Sided and run the job again.
Review and discuss the output.
Further discuss how they could use the Save Current Settings feature.

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Training Exercises Copy
ID Card Copy 3
Requirements: This module teaches users how to use
ID Card Copy to scan both sides of an
1 x Identity document
ID card or check and print on one side
of a single sheet of paper.

The ID card is placed on the


document glass and the first side is
scanned then, once prompted, turn
the card over and scan the other side.

It is also possible to modify individual image quality settings for each side of the
card.

Access to ID Card Copy is gained using the Services Home button on the control
panel.

Topics: The following topics are available for training:

Topic Recommendation

Using ID Card Copy All Users

Trainers Notes

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Training Exercises
Using ID Card Copy

Using ID Card Copy


Benefits Saves paper and the information is easier to access if copied onto one side of
paper.

Job - Image Options Discuss the original being copied and the output required.
Identity document Place side 1 of the ID Card face down on the document glass, registering it
to the right rear corner.
Access the ID Card Copy service, press Services Home > ID Card Copy.

Produce a copy of Discuss the original being copied and the output required.
the ID card Place side 1 of the ID Card face
down on the document glass,
registering it to the right rear
corner.
Press Features and select ID
Card Copy, you may have to
select All Services first.

Explain the ID Card Paper Supply is used to select the paper required. The selection of LEF or SEF
Copy options paper will determine the position of the images on the output.
Tray 1 use this option to select the paper loaded in Tray 1.
Tray 2 use this option to select the paper loaded in Tray 2.
Tray 3 use this option to select the paper loaded in Tray 3.
Tray 4 use this option to select the paper loaded in Tray 4.
Bypass use this option when feeding individual types of media.
More... provides access to all the tray options.
Image Quality - Side 1 is used to adjust the image quality settings for side 1
of the ID Card.
Select the Original Type option required:
Photo and Text is recommended for text and line art originals.
Text produces sharper edges and is recommended for text and line art.
Photo is used specifically for originals containing photos or continuous tones
without any text or line art. Produces the best quality for photos but reduced
quality text and line art.
Halftone Photo is used if your original is from a magazine or newspaper that
contains photographs or text.
Lighten/Darken provides manual control to adjust the lightness or darkness
of the scanned images:
Move the indicator down to darken the scanned image, for light originals such
as pencil images.
Move the indicator up to lighten the scanned image, for dark originals such as
halftones or originals with colored backgrounds.

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Training Exercises ID Card Copy
Using ID Card Copy

Background Suppression enhances originals that have colored backgrounds,


by reducing or eliminating the background on the output copy. This option is
useful when your original is on colored paper.
Select Auto Suppression to automatically suppress unwanted background.
Select Off to turn the Background Suppression feature off, particularly when:
The Darken adjustment does not produce a satisfactory output from light
originals.
The original has a gray or colored border, such as a certificate.
You want to bring out fine detail that was lost due to a dark edge when
using bound originals.
Image Quality - Side 2: Use to adjust the Image Quality settings for Side 2
of the ID Card.

Scan side 1 Select the Paper Supply option required.


Select Side 1 - Image Quality and select the appropriate settings for the ID
Card.
Press Start to scan side 1.

Scan side 2 When prompted, place side 2 of the ID Card face down on the document
glass, registering it to the right rear corner.
Select Side 2 - Image Quality and select the appropriate settings for the ID
Card.
Press Start to scan side 2.
Both sides of the ID Card are copied onto 1 side of paper.

Student Activity Make a copy of a drivers licence, ensure both sides are copied onto 1 side of
8.5x11" paper.
Review and discuss the output.
Further discuss how they could use the ID Card Copy feature.

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ID Card Copy Training Exercises
Using ID Card Copy

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Training Exercises ID Card Copy
Printing and Faxing from
PC
4
Requirements: This module teaches users how to
produce high quality prints from
Posters.PDF
Addresses document
electronic documents. You are also
Printed_Tabs.doc able to send faxes via the device using
the Fax job type option.

Print Drivers are provided to support


most operating environments. The
features provided in each driver are
very similar but some of the selection
methods may vary. The PostScript
driver screens are shown in the
training materials and may vary if
using other drivers.

Topics: The following topics are available for training:

Topic Recommendation

Everyday Printing All Users

Page Layout Optional


Booklet Layout Optional

Special Media Optional

Special Pages Optional


Watermarks Optional

Printing using Internet Services Optional

Fax from PC Optional

Trainers Notes

Arrange to use a PC close to the device to conduct the print training.


Ensure the device has blue paper loaded and the tray attributes have been set
correctly.

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Training Exercises
Everyday Printing

Everyday Printing
Benefits There are a number of Print features which you will use on a regular basis which
help save time, such as 2-sided, Print Quality, Output and Saved Settings.

Using Secure Print can help with contention and privacy issues. It ensures
documents are printed at the time of need by the document owner, and that
they are not left on the device for long periods of time awaiting collection.

Job - Everyday Discuss the job being printed and the output required.
Printing This job demonstrates all the basic Print features and the commonly used
Posters.PDF features.
2 x Stapled Sets
2-Sided
Ensure the job is
printed securely

Access the driver Open the Posters.PDF document and select Print > Select the Printer >
options Properties.
To return the settings to defaults,
select Driver Defaults from the
Saved Settings menu.
Use the Help function at
anytime to learn about the
available features.
There are five options tabs:
Paper/Output used to select
the basic printing options.
Special Pages for adding
covers, inserts and
programming exceptions.
Layout/Page Watermark used
to print booklets, multiple
images on one page and add watermarks.
Advanced enables you to select advanced printing options that are rarely
changed.

Entering a User ID at If Network Accounting has been enabled, when a job is submitted using the
the PC Print Driver a User ID is required.
If the User ID is not entered, the job will be held in the Job List until a valid
ID is entered.
Enter a valid User ID and Accounting ID and click on OK. If you selected
Save Accounting Codes it will only be necessary to enter this information
the first time the driver is used.

Explain the Job Type There are a number of Job Types which can be selected using the printer
options driver:

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Training Exercises Printing and Faxing from PC
Everyday Printing

Normal Print used for normal print jobs.


Secure Print use to send a secure print job. A passcode is entered when
sending the job to the printer, the same passcode is required to print the job at
the device.
Sample Set use to check a sample of the job before printing the entire
quantity required.
Delay Print use to specify a time to print the job.
Saved Job use if the job requires saving on the device for printing later, or if it
requires printing now and saving on the device for later.
Fax use to send a Fax from PC job.
Select Secure Print for the Job Type.
Enter a passcode between 4 and 10 digits. This passcode is required to
release the job at the device.
The device will hold the job in the Job List until the passcode is entered.

Selecting the Paper Select Paper > Other Size from the Paper/Output tab to select the paper
Size and Scale required for the job.
Options Other Size is used to select the Paper Size
required for the job and the scaling
options. The graphic updates to reflect
the options chosen
Output Paper Size is used to select a
standard size, an envelope size, a custom
size or mixed size output.
Mixed Size Output is used if the
document contains different sized pages
and you require the output to be mixed
to match.
New is used to setup a custom size for printing. Enter a name for the custom
paper and the Height and Width dimensions. Select OK to add the new custom
size media to the list of sizes available. Once created, the custom size can be
edited or deleted as required.
Scale Options are used to reduce or enlarge the image if required.
No Scaling use to print the document size for size.
Automatic Scaling use to reduce or enlarge the document size to the
Paper Size selected automatically.
Manually Scale use if a specific reduction or enlargement percentage is
required. Enter the percentage in the box provided.
Use the second drop-down menu to select a position on the page for the
image.
Original Document Size allows you to select the size of your document. This
information is usually specified in the application and may not alter the printed
document.
Original Document Orientation use to specify if the document is portrait,
landscape or rotated landscape.

Paper Color options Paper Color use to select the color of media required. The selection made
must match the media loaded in the device in order for the job to print.

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Printing and Faxing from PC Training Exercises
Everyday Printing

Automatically Select Color allows the device to choose an appropriate color


for the job.
Printer Default Color uses the paper color set on the device as the default,
usually White.
Custom 1 to 7 can be used for colors not specified on the menu.

Paper Type options Paper Type can be used to select the paper type, e.g. labels, transparencies,
envelopes.
Automatically Select Type allows the device to choose an appropriate type for
the job.
Printer Default Type uses the type set on the device as the default, usually
Plain.
Custom 1 to 7 can be used for paper types not specified on the menu.
Select by Tray is used to select the paper tray required. Automatically
Select is recommended to enable the device to select the tray with the
correct paper loaded.
Advanced Paper Selection is used if
changing all of the Paper Supply
attributes described previously. This
option displays a window providing access
to the Paper Tray, Paper Size, Output
Paper Color and Output Paper Type
options. A table displays the paper size,
color and type loaded in each of the trays.
Transparency Separators
Use to add a blank or printed sheet after
each transparency.
Select the Separator Options required,
Blank Separators or Printed Separators.
Select the color of the separator sheet
required.
Select OK.
Select By Tray then Automatically Select.
The device will select a tray containing the
correct size, type and color media for the
job.

2-Sided Printing Printer Default selects the default 2-Sided setting at the device.
Options 1 Sided Print for single sided printing.
2 Sided Print for double sided printing.
2 Sided Print, Flip on Short Edge for double sided printing and to rotate the
second side of each page in order to read the document in a calendar
orientation.
Select 2 Sided Print.

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Training Exercises Printing and Faxing from PC
Everyday Printing

Selecting Finishing The finishing options available are dependent on the finishing device
options attached to the device. Some of the options listed may not be available on
your device.
Stapling is available if your device has an Office Finisher or Professional
Finisher.
No Staples if unfinished prints are required.
1 Staple adds a single staple to the sets.
2 Staples adds a double staple to the sets.
Multiple Staples adds more than two staples to the sets.
4 Staples = 8x10 LEF, 8.5x11 LEF, 11x17", A4 LEF, A3.
3 Staples = 8x10 SEF, 8.5x11 SEF, 8.5x5.5 LEF, A4 SEF, A5 LEF, 8.5x14 SEF, B5
SEF.
Hole Punching is available if your device is equipped with the optional Hole-
punch kit. It can be set to either 2, 3 or 4 Hole. Each sheet will be punched
individually so there is no limit to the number of pages in the set.
No Hole Punching if hole punching is not required.
Hole Punch select if hole punching is required. Hole punching can only be
selected for 8.5x11 LEF and 11x17 (A4 LEF and A3 paper) and it can be
combined with a stapling option if required.
Folding is available if the optional Tri-fold Module is installed on your device.
8.5x11" (A4) stock in a weight range of 16 to 56 lb (60 to 216 gsm) can be
folded.

Bi Fold the page will be folded in half.

C Tri-Fold the page will be folded in a C shape.

Z Tri-Fold the page will be folded in a Z shape.

Booklet Creation is used to select the booklet creation and finishing options.
If available, select 1 Staple for the job.

Selecting Print The Print Quality option affects the appearance of your prints and the time
Quality options they take to print.
Note: If using the PCL driver, some options may not be available.

Explain and select Use the Output Destination options to select the destination for your
the Output output from the tray choices in the drop-down menu.
Destination options Use Automatically Select to send the printed output to a destination based
on the paper size.
Select Automatically Select for the job output destination.
Select OK to confirm the selection made.

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Printing and Faxing from PC Training Exercises
Everyday Printing

Explain the Earth Use the Earth Smart button to


Smart button customize settings which will
options help reduce energy and waste:
Set 2-Sided Print
Turn-off Banner Pages
Set 2-Up as my Layout
Set Sample Set as my Job Type
Use the Want to know more?
option for further information about the options.

Explain how to save Job settings can be saved using the Saved Settings option. This saves time
the job settings when printing a regular job.
It is useful to save basic settings you regularly use, when the programming is
recalled it can then be customized for individual jobs.
It is also good for more complex jobs that are run on a regular basis,
particularly if special pages, watermarks, or booklets are required.
Select the Saved Settings option and select Save As to save the current
programming.
Enter a Saved Setting Name which reflects the job or job settings and select
OK.
The new saved setting entry displays in the Saved Settings list.
The saved setting option can be renamed, deleted or shared with other users.
Once the setting has been saved, it is available to select from the list.

Run the job Enter the Number of copies required in the application print window.
Select OK to Print the job.
The job is sent to the printer for processing. It will be held in the Job List until
a user enters the passcode submitted with the job.

Managing your Select the Job Status button on


active Print jobs the control panel. The Active Jobs
list is displayed.
When a job is processing or a job
in the Active Jobs list is selected,
the Job Progress screen is
displayed.
The Job Progress screen provides
information about the job and provides Job Control options.
Delete removes the selected
job from the list. Any job can
be deleted using the feature,
regardless of the job originator.
Promote is used to move a job
to the top of the list. It will be
completed after the current
job.
Hold pauses the job until it is
released or deleted.

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Training Exercises Printing and Faxing from PC
Everyday Printing

Release is selected if a Secure Print or Secure Fax job has been held in the list
and a passcode is required, or if a job has been held by a user.
You can also view the Job Details, Program the Next Job or view the Required
Resources to find out what resources are required to complete the job.

Explain how to If a job is Held in the list it requires additional resources or a passcode to
release secure jobs print.
Select the job in the list.
If the job requires additional
resources to print, select
Required Resources to find out
the resource required.
If the job is a Secure Print or a
Secure Receive job a passcode
is required to release the job for
printing.
Select Release and enter the
passcode. If the passcode is valid, the job is released for printing.

Viewing completed Select the Completed Jobs tab


jobs to view details of all the jobs
which have been completed on
the device.
Up to 150 jobs can be displayed.
The Owner, Name and Status of
each job is shown.
To view the details of a
completed job, select the job. The job details will be displayed.
Select All Jobs to filter the jobs and display only Copy, Print and Fax
Received Jobs or Scan Jobs and Fax Sent Jobs that have been completed.

Release the job Return to the Active Jobs tab and select the print job and select Release.
Enter the passcode to release and print the job.
Review and discuss the output.

Review the Everyday The following Everyday Printing features have been trained:
features trained
Secure Print Finishing Options Saved Settings

Paper Print Quality Managing Print Jobs

2 Sided Printing Output Destination

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Printing and Faxing from PC Training Exercises
Page Layout

Page Layout
Benefits Page Layout is ideal for handouts, story boards, archival purposes or for creating
labels. It allows up to 36 images to fit onto one sheet of paper. The device will
reduce or enlarge the images as needed, to display them either in landscape or
portrait orientation on one page, based on the paper supply selected. Using Page
Layout can save printing and resource costs.

Job - Page Layout Discuss the job and the output required.
Posters.PDF Produce an 11x17" (A3) storyboard using the Posters.
Create a Storyboard
Open the Posters.PDF document and select Print > Select the Printer >
5 x copies, 4-up on
11x17" (A3) paper Properties.
Print a sample

Select the Job Type Select Sample Set for the Job Type.
option required The device will print one set then hold the job in the Job List. If we are happy
with the job we can print the remainder, if the job is incorrect we can delete
the job and resubmit.

Access and explain Select the Layout/Watermark tab and Page Layout.
the Page Layout Pages Per Sheet multiple
options images can be printed on a
single sheet. E.g. If a 6 page
document is printed 6 up,
each page will be reduced
and all the pages will be
printed on a single sheet.
Page Layout Options
Select Portrait, Landscape
or Rotated Landscape.
Select the Sides Printed
option required.
If printing multiple
images, borders can be
added around the
individual images.
The graphic on the screen displays how the document will look with the options
selected.

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Training Exercises Printing and Faxing from PC
Page Layout

Run the job Select 4 Pages Per Sheet to print the document 4-up.
Select 11x17" (A3) size Paper and select OK to confirm the selections made.
Select OK to print the job.
The job is sent to the printer for processing. The device prints one set then
holds the job in the Job List until it is released by the user.

Check the proof and Review the sample set and use Job Status to locate and Release the job.
release the job Review and discuss the output.

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Printing and Faxing from PC Training Exercises
Booklet Layout

Booklet Layout
Benefits Using Booklet Layout, the device automatically re-orders the images so they are
in the correct order when folded in the middle to create a booklet.

Booklets can be created on various paper sizes and the device will reduce or
enlarge the images as required. If the device is fitted with a Professional Finisher,
it can also fold and staple the booklets automatically.

Job - Booklet Layout Discuss the job and the output required
Posters.PDF Delay the printing 10 minutes.
Create a booklet using
the Posters
Open the Posters.PDF document and select Print > Select the Printer >
5 x booklets, stapled Properties.
and folded (if
available)

Access and explain Select the Layout/Watermark tab and Booklet Layout.
the Booklet Layout
Note: If your document is already formatted as a booklet, do not select
options
Booklet Layout.
Page Layout Options
Select Portrait, Landscape or Rotated Landscape.
Borders can be added around the individual images.
The graphic on the screen displays how the document will look with the options
selected.
Booklet Options
Automatically prints 2 pages on each
side of each sheet of paper.
The print driver changes the order of the
pages so that they can be folded and
stapled to create a booklet.
To program additional booklet settings,
select the Booklet Options button.
If available, select the required finishing
options for the booklets:
None the booklet will be unfinished.
Booklet Fold folds the booklet.
Booklet Fold and Staple staples
the booklet in the center and then
folds.
Booklet Paper Size use Automatically Select to enable the printer to select
the paper size for the job. To select a paper size for the job, deselect the
checkbox and use the drop-down menu.
Booklet Margins control whether the Booklet Layout feature fits the virtual
pages into the printable area of the sheet, or into the full physical size of the
sheet.

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Training Exercises Printing and Faxing from PC
Booklet Layout

Standard ensures the entire image fits on two pages per sheet, even if the
original document has little or no white space around the edges.
None assumes the original document has enough white space around all
the borders to fit two pages per sheet, for example if printing two 8.5x11
images on 11x17 paper (or two A4 images on A3 paper).
Gutter use this option to shift the images to create a center margin for the
booklet. This option provides space for the booklet center fold. Specify the
horizontal distance (in points) between the page images. (A point is 1/72 or
.35 mm.)
Creep this option gradually shifts the images throughout the document,
providing less shift in the center of the booklet and more shift to the outer
pages of the booklet. This is useful for booklets with more than 10 pages.
Specify how much the page images are shifted outward (in 10ths of a point).
Note: Some media types, sizes, and weights cannot be stapled, punched, or
folded.

Run the job Select Booklet Layout and the Booklet Options required for the job:
Select Layout/Watermark > Booklet Layout > Booklet Options.
Select None or Booklet Fold and Staple (if available).
Ensure the paper size is set to 8.5x11" or A4.
Select OK to confirm the selections made.
Select OK to print the job.
The job is sent to the printer for processing and printing.
Review and discuss the output.

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Printing and Faxing from PC Training Exercises
Special Media

Special Media
Benefits Your device can print on special media, such as tabs, envelopes, labels and
transparencies.

The device supports labels that have been designed for laser printing devices,
such as Xerox Labels. The adhesives are designed to withstand the higher
temperatures of laser devices without bleeding and causing spotting or damage
to the internal components.

Standard envelopes can be printed on the device using the Bypass Tray. Custom
size envelopes can be printed using the optional envelope tray. The envelope tray
can be installed and removed as required and is located in place of Tray 2.

Different types of transparencies can be printed using the device. Using the
Transparency Separator option enables you to print a set of transparencies with a
blank divider sheet in-between each transparency.

Job - Using Labels Discuss the job and the output required.
Addresses document
Print out a sheet of
address labels

Labels Types When printing self adhesive labels, always use stock designed for laser
devices, such as Xerox Labels. The adhesives are designed to withstand the
higher temperatures of these devices without bleeding and causing spotting
or damage to the internal components.
Note: Dry gum labels can cause dry particles of glue to detach from the
backing and should not be used.
Recommendations
Leave the label stock in the printing environment for 72 hours before using in
the device. This allows it to adjust to the ambient temperature.
Always leave labels in their plastic wrapping until they are loaded in the device.
Load labels face-up in the Bypass Tray with the top towards the front of the
device.
Do not fan the label sheets before use unless the package instructs you to do
so. If jamming or multi-sheet feeding occurs shuffle the labels before
loading. Labels can only be printed 1-sided.

Program the Tray Ensure the correct Size is selected and select Labels as the Type. Select a
Information screen Color if required.
Select Confirm.

Printing Labels To print on labels using Word, open the document required:

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Training Exercises Printing and Faxing from PC
Special Media

Select Tools, then Letters and Mailings,


and Envelopes and Labels.
Select Labels and enter the address
required then select the options
required.
Select Print > Select the Printer >
Properties.
Select the tray containing the label
stock using the Paper options.
Select OK to confirm the selections and
OK to print.

Run the job Review the selections and send the job to print.
Review and discuss the output.

Job - Printing Discuss the job and the output required.


Envelopes The device can feed the following types of envelopes:
Addresses document Diamond/Banker
Print an address on an
Pocket and Wallet style
envelope
Lightweight and medium weight
Envelope Seals that are gummed or press and seal.
The following envelope sizes are supported:
DL (Wallet) and C5 (Wallet and Pocket)
Monarch and #10 (Wallet)
Custom Sizes (less reliable feed and image quality)
Unacceptable Types
Window envelopes
Board backed
Gusset type
Padded
Self adhesive with release strips
Peal and Seal
Envelopes with clasps of any kind
Envelopes with triangular flaps

Loading envelopes Printing on envelopes is available using the Bypass Tray or the optional
Envelope Tray which replaces Tray 2.
Bypass Tray:
Load envelopes face-up. The flaps should always be open and on the trailing
edge.
Optional Envelope Tray:
The optional envelope tray is installed instead of Tray 2. Remove tray 2 by
pulling out fully, raise the front and remove the tray.
Locate the rear of the envelope tray on the tray slides in the device.
Raise the front of the tray and push the tray in a short distance.
Lower the tray to the horizontal position and push the tray fully into the device.
Envelope loading orientations vary depending on the type of envelope:

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Printing and Faxing from PC Training Exercises
Special Media

Monarch, #10, C5 and DL (wallet): load face-down with the flaps open
and to the right.
C5 (pocket): load face-down with the flaps either open or closed and to
the rear.
Custom Envelopes: load face-down, with the long edge of the envelope
along the left side of the tray. For wallet envelopes ensure the flaps are
open and facing to the right of the tray. For pocket envelopes, the flaps
can be open or closed but must be facing the rear of the tray.
Load the envelopes in the correct orientation then move the rear guide so it
just touches the envelopes. Move the right side guide so the tip of the guide
just touches the envelopes.
Ensure the maximum fill line is visible or that there are no more than 50
envelopes in the tray.

Program the Tray Select the correct envelope Size, then select Envelopes as the Type. Select a
Information screen Color if required.
Select Confirm.

Printing on Open the Addresses document for


Envelopes printing.
To print on envelopes using Word
Select Tools, then Letters and Mailings,
and Envelopes and Labels.
Enter the address required then select
Options to program the envelope size
and font settings.

Select Printing Options and select the feed option


as shown.
Ensure Auto Select is selected for the Feed From
option.

Run the job Send the job to print.


Review and discuss the output.

Job - Transparencies Discuss the job and the output required.


Posters.PDF
Print a set of
transparencies with a
blank sheet between
each

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Training Exercises Printing and Faxing from PC
Special Media

Explain the types of Clear, paper-backed or white strip


transparencies which transparencies can be loaded.
can be loaded Only the Bypass Tray can be used
to feed transparencies.
Load paper-backed
transparencies face-up with the
adhesive side to the right.
Load transparencies which
have a white strip along one
edge with the strip to the right
and on the underside of the transparencies.
Load transparencies on top of a small stack of same-size paper and fan
transparencies to stop them sticking together.
If a coating of oil remains on the transparency after printing, remove it with a
lint free cloth.

Program the Tray Ensure the correct Size is selected and select Transparency as the Type.
Information screen The Color changes to Clear (Transparency) automatically.
Select Confirm.

Printing Open the Report document and select Print > Select the Printer > Properties.
Transparencies Select the Paper option and Transparency Separators.
Transparency Separators
Use to add a blank or printed sheet after
each transparency.
Select the Separator Options required,
Blank Separators or Printed Separators.
For this job a Blank Separator is
required.
Select the color of the separator sheet
required.
Select OK.

Run the job Review the selections and send the job to print.
Review and discuss the output.

Student Activity Print one of the following, depending on your main application:
A sheet of address labels.
An address on an envelope.
A set of transparencies with printed separators.
Review and discuss the output.

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Printing and Faxing from PC Training Exercises
Special Pages

Special Pages
Benefits The Special Pages tab provides options such as Covers and Inserts to enhance the
output of your document.

Exception programming can be used to specify different printing requirements


for different pages within the job.

Special pages is also used to program Blank, Pre-printed and Printed tabs. Tabs
can be printed automatically as part of the job, or blank or pre-printed Tabs can
be inserted automatically. Tabs are useful for separating chapters or sections, and
provide a professional finish to a document. All models support tabs printing.

Preparing tab If printing on tabs as part of the job, the document must contain a page
documents with the text requiring printing on the tab in the correct location for each tab
divider in the set. These are called the tab master pages and are the same
size as the body of the document, either 8.5x11 inches or A4. The pages
must be inserted in the correct place in the document.
To create the tab master pages use the Xerox Tab Template or create your
own.
Xerox provides templates for 5 position tab masters for A4 or 8.5x11 inch
documents in Microsoft Word. The templates can be downloaded from
http://www.xerox.com/ - search on Tab Template.
Open the template required, save it as another file and change the text on the
tabs as required.
If creating tab masters for a print job, cut and paste the tab master pages
into the appropriate places in the document.

Job - Special Pages Discuss the job and the output required.
Printed_Tabs.doc Load the cover stock required for the special pages into a tray (select a tray
Add a printed front other than the bypass tray or the tray used for the main body of the job).
cover and back covers
Add 2 blank inserts Tabs are used as dividers in documents. Your device can accommodate tabs
after pages 2 and 4 with 1 to 10 tabs and weights of up to 200 gsm (53 lb bond).
Print pages 3, 5, 7, 9 Do not use tabs with bent corners. They can cause feeding related problems.
and 11 on tab stock If a tab is bent, remove it from the set and replace it with an undamaged tab
2 sets, stapled (if
in the same position.
available)
Ensure the tab sequence and number of tab sets is correct for the document
being copied or printed, and the quantity required.
Load the tab stock:
Trays 1 and 2:
Load pre-cut tabs in the tray with the tab edge to the right (on the trailing
edge) with the top tab to the front of the tray.
Bypass Tray:
Load pre-cut tabs in the Bypass Tray with the tab edge to the left (on the
trailing edge) with the top tab to the front of the tray.

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Training Exercises Printing and Faxing from PC
Special Pages

Program the Tray Ensure 8.5x11" Tab is selected as the Size.


Information screen Select Pre-Cut Tabs as the Type.
Select the Color required.
Select Confirm.

Access and explain Open the document and discuss how the document has been created with
the Special Pages Tab text in the correct place and location on pages 3, 5, 7, 9 and 11.
options Select Print > Select the Printer > Properties.
Select the Special Pages tab.
Use the Special Pages tab to Add Covers, Inserts or Exceptions.

Adding Covers Select Add Covers and select the covers


options required:
Covers Options is used to select Front
Only, Back Only, Front and Back: Same
or Front and Back: Different. For this job
Front and Back: Different is required.
Select the paper required for the covers
using Front Cover Paper and Back Cover
Paper.
Select the size, type and color of the stock loaded in the device. The
options here must match the device options for the correct stock to be
used.
If Front and Back: Same was selected the back cover paper options are
changed automatically to match the front cover.
Select the covers imaging required, Blank or Pre-Printed or Printed. For this
job, select Printed for the front cover and Blank or Pre-Printed for the back
cover.
When all the programming selections have been made, review the selections
and select OK.

Adding Inserts To produce a job with blank or pre-printed


inserts or tabs use the Add Inserts option:
Select Add Inserts.
Select After Page(s) or Before Page(s) to
indicate where the insert is to be
positioned in relation to the page
number being entered.
Insert Quantity is used to enter the
number of inserts to include after each
page indicated. For our job, 2 inserts are
required.
In the Pages entry box, enter the page
numbers for the location of the inserts in
the document, using a comma to
separate the numbers. For this job,
inserts are required after pages 2 and 4.
In the Paper entry box, select the insert
stock required using the drop down
menu:

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Printing and Faxing from PC Training Exercises
Special Pages

Select the size, type and color of the stock loaded in the device.
The options here must match the device options for the correct stock to
be used.
For this job, use the colored stock loaded for the Covers.
Select OK.
The requirements for the inserts display in the Special Pages list.
Review the selections made and select OK.

Adding Exceptions To produce a job with printed tabs, or if


different sides printing or paper is
required for sections of the job use the
Add Exceptions option.
Select Add Exceptions.
Enter the page number range requiring
the exception programming. For this job
pages 3, 5, 7, 9 and 11 require printing
on Tab stock.
Select the Paper required for the
exception pages. Select the size, type
and color of the Tab stock loaded in the
device. The options here must match the
device options for the correct stock to be
used.
The Pre-Cut Tabs window displays for the margin shift amount to be entered:
0.5 inches - for the 8.5x11 inch
template
12.7 mm - for the A4 template
Custom - for a custom tab master.
Between 0 - 50 mm or 2 inches can
be entered.
Select the 2-Sided Printing option
required, Use Job Setting, 1-Sided Print,
2-Sided Print or 2-Sided Print Flip on
Short Edge. For this job the exception
pages are Tabs, therefore 1-Sided Print must be selected. Tabs cannot be
printed 2-Sided.
Select OK.
The Exceptions feature has now been programmed to print pages 3, 5, 7, 9
and 11 on Tab stock.

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Training Exercises Printing and Faxing from PC
Special Pages

Review the Review the selections made


programming on the Special Pages table.
selections To edit, delete or move an
entry in the table use the
following buttons:
Edit you can select
single or multiple entries
and use this button to
change the properties for
the selected entries.
Delete is used to delete
an individual entry or a
selection of entries.
Delete All is used to
delete all the entries in the
table.
Undo is used to undo the last actions if you make an error.
Up and Down are used to move the entries up or down in the table.

Run the job Select Stapled output from the Paper/Output tab (if available).
Select OK to confirm the selection made.
Enter the number of copies required in the application print window.
Select OK to Print the job.
The job is sent to the printer for processing and printing.
Retrieve and review the output.

Student Activity Print the Printed Tabs report with front and back printed covers and page 4
printed 2-sided on colored stock.
Produce 4 copies, stapled (if available).
Review and discuss the output.

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Printing and Faxing from PC Training Exercises
Watermarks

Watermarks
Benefits Using the Layout/Watermark tab users can create and add watermarks to
documents, such as "confidential" or "draft". There are 3 types of watermarks
which can be added, Text, Time Stamp and Picture. Picture watermarks must be
stored as a bitmap (.bmp), jpeg (.jpg) or gif (.gif) image.

Job - Watermarks Discuss the document being printed and the output required.
Posters.PDF Open the Poster.PDF document and select Print > Select the Printer >
Add a CONFIDENTIAL Properties.
watermark

Adding a Watermark Select the Layout/Watermark tab and


the Watermark drop down menu:
Select the watermark required from the
menu.
Select the watermark printing options.
The watermark can be printed in the
background or foreground, or blended. It
can be printed on all pages or just the
first page.
If a new watermark is required, select
New from the menu to create a
watermark.
Enter a name for the watermark.
Select the watermark options, either
Text, Time Stamp or Picture. If selecting
a picture, select Choose File and browse
to the picture required.
If a text watermark is added, select the
Font options required.
Use the Angle, Position and Center
settings to place the watermark and set
the Density of the watermark using the
sliding scale.
Using the Watermark feature, add
"CONFIDENTIAL" to the document, on
the first page only. The graphic on the screen displays how the watermark will
look.
Select OK.

Run the job Select OK to confirm the programming and return to the Printer window.
Send the job to print.
Retrieve and review the output.

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Training Exercises Printing and Faxing from PC
Printing using Internet Services

Printing using Internet Services


Benefits Internet Services enables you to send a print ready job such as a PDF or
PostScript file to the printer over the internet. You can send the job from your
desktop or from a remote location.

Job - Job Submission Discuss the document being printed and the output required.
Posters.PDF Print the Posters.PDF document using Internet Services Job Submission.
Print using Internet
Services
2 x Copies, Stapled (if
available)

Access Internet To access Internet


Services Services open your
browser on your PC
and enter the IP
address of the
WorkCentre 5735/5740/5745/5755/5765/5775/5790 into the Address
(URL) field and press Enter.
Note: To find out the IP address of your device, print a configuration report.

Select Print Select Print and then


Submit Job.
Browse to the location
of the job requiring
printing.
Select the options for
the job.
Copies
Job Type
Paper
2 Sided Printing
Collate
Orientation
Staple
Output Destination

Run the job Select Submit to send the job.


Retrieve and review the output.

Student Activity Send a secure print job using Job Submission.


Review and discuss the output.

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Printing and Faxing from PC Training Exercises
Fax from PC

Fax from PC
Benefits The Fax from PC option allows users to send a document from their PC, to the
device for faxing to a remote fax destination. The user simply enters the
destination fax number and programs the features required at the PC, and the
job is processed and sent automatically.

Functions such as Personal Phonebooks, Cover Sheets and Confirmations can be


used to improve productivity.

Job - Fax from PC Discuss the document being faxed and the output required.
Posters.PDF Open the Posters.PDF document and select Print > Select the Printer >
Send to a remote fax Properties.

Selecting Fax job Select Job Type > Fax to send a Fax from PC job.
type The Fax window displays.

Adding a fax Select the Add Recipient option to add a


recipient recipient to the list.
Complete the recipient details. The name
and the fax number fields must be
completed.
Select Save To Personal Phonebook to
automatically add the recipient to your
personal phonebook.
Select OK.
Creating a Group select the Save As
Group option located at the bottom of
the screen to create a group containing
the recipients in the list. Enter a Group
Name and select OK.

Deleting or Editing Select a recipient then select the Edit


an entry (Pen) icon at the bottom of the screen to
edit the details of an entry.
Select the recipient then select the Delete
(X) option at the bottom of the screen to
delete the recipient from the list.
A confirmation pop-up message displays,
select Yes to delete the recipient.

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Training Exercises Printing and Faxing from PC
Fax from PC

Fax Phonebooks A Default Personal phonebook is provided


for you to add recipients to.
Select the book icon to access your
Personal Phonebook and add or remove
recipients.
If setup, additional shared phonebooks
are available via the drop-down menu.

To setup additional personal phonebooks, use the Preferences option.


Personal Phonebook information is
stored in files with a suffix of .pb or .xpd.
You can create numerous files of
this type and select them as your
personal phonebook.
They will then appear as
phonebook options on the Add
From Phonebook screen.
You can create a personal or shared
phonebook using this option or you
can import a comma-separate
value (.CSV) file (Windows only).
You can store up to 1,000 entries
phonebook.
Shared Phonebook shows the location of a shared phonebook, which is
accessed by many users and is typically located on a network server.
You can copy information from the shared phonebook to a personal
phonebook, but shared phonebooks are generally set to read-only mode.
Shared LDAP Phonebook shows the location of a shared LDAP (Lightweight
Directory Access Protocol) phonebook (if enabled). LDAP is a protocol that is
often used for corporate address books.
This phonebook is located on a network server and accessed by many
users.
You can copy information from the LDAP phonebook to a personal
phonebook.
To access an LDAP phonebook, bi-directional communication must be set-
up and the phonebook must be configured on the device using Internet
Services.

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Printing and Faxing from PC Training Exercises
Fax from PC

Fax Cover Sheet Select Cover Sheet to enable a cover


sheet to print with the fax job at the
remote fax machine.
Use the Cover Sheet Options to select
whether to print a cover sheet.
Enter the details required.
Use the Notes section to add a personal
note to the Cover Sheet.

Fax Options Confirmation Sheet


Use to select to print or not print a
confirmation sheet.
The confirmation sheet provides details
about the success of the Fax from PC job.
Send Speed
Select Forced 4800, G3 or Super G3 as
the send speed.
Forced 4800 sends the fax at a lower
speed and is recommended if sending
overseas or via a poor connection.
Fax Resolution
Select Standard, Fine, or Superfine
depending on whether quality or speed is
required.
Send Time
Select Send Now to send the Fax from PC immediately or use Send At to enter
a specific time to send the fax.
Fax Dialing Options
Use to enter a dialing prefix, such a 9 for an outside line or an international dial
code.
Use credit card to enter card details if an accounting system is in place at the
remote location.

Run the job Select the options required for the job and enter the remote fax number.
Send the Fax from PC job.
Retrieve and review the output.

Student Activity Setup a Fax from PC job to be sent to the same destination in 10 minutes,
using the Send Time function.
Review and discuss the output.

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Training Exercises Printing and Faxing from PC
Fax and Server Fax 5
Requirements: This module teaches users how to
transmit and receive fax jobs. Fax uses
4 x Report originals
an embedded fax to send and receive
over the telephone line. The images
are sent from the device directly to
the fax number entered. This type of
fax travels over normal telephone
lines and will therefore be charged at
telephone rates.

Server fax uses the network connection to send the images to a third party fax
server for sending or receiving.
Note: Fax and Server Fax cannot be enabled together, only one service is
available at one time.

Topics: The following topics are available for training:

Topic Recommendation

Everyday Faxing All Users

Secure Faxes Optional

Mailboxes (Fax only) Optional


Polling (Fax only) Optional

Fax Forward (Fax only) Optional

Image Quality, Original Size and Book Faxing Refer to Copy module

Trainers Notes

Setup 3 Individual and 1 Group entry in the Address Book.


Prior to the training, send 3 secure faxes to the device with the passcode 1111.
Ensure Batch Send is enabled.
Setup a mailbox and find out details of a remote mailbox for sending and polling.
If Fax Forward training is required, access to a workstation is required for training
the setup procedures.

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Training Exercises
Everyday Faxing

Everyday Faxing
Benefits Fax provides many time saving features which can be used on a regular basis. You
can quickly enter telephone numbers using the Address Book, Fax Directory or
Speed Dials. 2-Sided Scanning enables you to scan double sided originals, a
choice of resolutions for quality and speed considerations, Delay Send and an
electronic Cover Sheet also help to save time and increase productivity.

Job - Everyday Fax Fax the Report originals to 2 recipients, ensure it is sent using a high
Features resolution and delay the fax for 10 minutes.
4 x Report originals Discuss the original being faxed and the output required.
Use Address Book or
Fax Directory to store
Place the originals in the document feeder, adjusting the guides as
the number necessary.
Send High Quality Press Services Home > Fax or Server Fax.
Add a Cover Sheet
Print a Confirmation
Sheet
Delay the fax 10
minutes

Entering a fax There are a number of different methods for entering a fax number:
number Keypad Dial use the numeric keypad on the control panel to enter the fax
number.
Manual Dial if a telephone handset is attached to the device, select the
Manual Dial key and dial the number using the handset or the numeric keypad.
Address Book or Fax Directory individual entries can be setup to store
regularly used fax numbers. If using Address Book, Group numbers can also be
setup.
Speed Dial (Fax only) all the entries in the Address Book can be accessed using
Speed Dial and their three-digit directory location number. Select the Speed
Dial option and enter the directory number of the recipient or group using the
keypad.
A list of all the Address Book entries and their location numbers can be
printed.

Enter the first fax Enter the first fax number using the keypad on the control panel.
number using the If a pause is required in the number, for example if dialing an outside line
keypad and a wait is required for the dial tone to sound, use the Dial Pause key in
the correct place.
The fax number displays in the fax window. To correct a mistake, use the C
key to delete the last entry and then enter the correct key.

Using the Address The Address Book or Fax Directory is used to store individual fax numbers
Book or Fax which are used frequently. For each number stored, transmission settings can
Directory also be set. The Address Book or Fax Directory can be accessed from all
screens where a fax number requires entering.

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Training Exercises Fax and Server Fax
Everyday Faxing

Setup an individual Up to 200 individual entries can be added to the Address Book.
or Group Entry in the To setup an Individual entry:
Address Book (Fax Select the Address Book button and select Individuals from the drop-down
only) menu.
Select an empty slot from the list of entries and enter the name of the recipient
in the Entry Name field.
Use the backspace key to delete an incorrect entry, or the Clear Text button to
delete the entire entry. Select Save.
Enter the fax number of the recipient in the Fax Number field. Use the Dialing
Characters button to enter the number if any special characters are required.
Select the Starting Rate, Speed and Cover Sheet options for the recipient if
required.
Select the Save button. The new entry is displayed in the list.

Setup a Group Entry Group entries allow you to group individual entries under one number, for
(Fax only) regularly used broadcast transmissions. When transmitting a fax you only
have to enter the one group number to send to multiple destinations.
Fax numbers can only be added to a group if they are first entered as an
individual entry.
To add a Group entry:
Select the Address Book button, then the Group button.
Select an empty slot from the list of entries and enter the name of the Group in
the Group Name field. Use the backspace key to delete an incorrect entry, or
the Clear Text button to delete the entire entry. Select Save.
Select the Add Recipients button to add the individuals required to the Group.
Select the individual entry required and select Add to Group from the drop-
down menu. Continue adding individuals until all the recipients have been
added.
Select Save. The new Group is displayed in the list.
To edit an existing entry, select the entry from the list and select the Edit
Details button. Edit the entry as required and select Save.
To clear an entry from the list, select the entry requiring deletion and select
Clear Entry from the drop-down menu. A confirmation screen is displayed,
select Clear Entry.

Setup a Fax To enter a fax number in the Fax Directory:


Directory Entry Select the Fax Directory option.
(Server Fax only) Select an empty slot from the list of entries. The Edit window is displayed.
Enter the fax number to be stored.
Use the backspace key to delete an incorrect entry, or the Clear Text button to
delete the entire entry.
Select the Save button. The new entry is displayed in the list.

Using the Address Select the Address Book or Fax Directory button and select the required
Book or Fax recipient. Select Add to Recipients from the drop-down menu.
Directory Continue adding recipients as required.

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Fax and Server Fax Training Exercises
Everyday Faxing

To add a Group entry to the list, select the Individuals drop-down menu and
select Groups. Select the Group required and select Add to Recipients from
the drop-down menu. (Fax only)
Use the Chain Dial option to add
a prefix or suffix to the recipient
numbers.
For example if a number is
required to access an outside line
before dialing the recipient fax
number, select Chain Dial. Enter
the outside line number (in this
example 9), then select the recipient from the list. The device will dial the
entire number shown.
To delete an entry from the recipient list, select the entry to be deleted and
select Remove from the drop-down menu.

Adding a number All the entries in the Address Book can be accessed using Speed Dial. The
using Speed Dial entry number in the Address Book is also the Speed Dial number.
(Fax only) Enter the 3-digit Speed number and select Speed Dial and Add. The entry is
added to the Recipient List.

Explain the Dialing Special dialing characters are


Characters option required for certain fax functions.
If the fax number requires any of
the special dialing characters,
use the Dialing Characters
option to enter the number.
Select Save to save the number
and exit the Dialing Characters
option.

Explain the Sides The 2-Sided Scanning option allows users to select whether the originals are
Scanned option 1 Sided or 2 Sided.
1-Sided is used if your originals are single sided.
2-Sided is used if your originals are double sided. The Document Feeder must
be used to scan your originals with this option.
2-Sided, Rotate Side 2 select if your original opens up like a calendar and the
2nd side requires rotating before sending.
Select 1-Sided.

Explain the Original Use this option to define the type of original being used for scanning.
Type option Photo & Text
Photo is used specifically for originals containing photos or continuous tones
without any text or line art. Produces the best quality for photos but reduced
quality text and line art.
Text produces sharper edges and is recommended for text and line art. This
option requires less communication time.
Halftone Photo is used if your original is from a magazine or newspaper that
contains photographs or text.

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Training Exercises Fax and Server Fax
Everyday Faxing

Select Text for the Report Originals.

Explain the Standard (200x100 dpi) is recommended for text originals. It requires less
Resolution options communication time but does not produce the best image quality for
graphics and photos.
Fine (200 dpi) is recommended for line art and photos. This is the best
choice in most cases.
Superfine (600 dpi) is recommended for photos and halftones, or images
that have gray tones. It requires more communication time, but produces
the best image quality. (Not available on Server Fax.)
Select Fine or Superfine to send the fax using a high resolution.

Explain the Cover Attaches a cover sheet to the document being transmitted. Using the cover
Letter option (Fax sheet feature replaces the routine of manually sending a cover sheet each
only) time you send a document.
The Cover Sheet includes the following information:
To: the recipients name. Can be entered at the device.
From: the senders name, as entered at the device.
Comment: the comment as specified from the comment list.
Start Time: the date and time of the fax transmission. Depending on the setup,
the time is displayed as a 12 or 24 hour clock. This information is added
automatically to the cover sheet.
Pages: the page count, excluding the cover page. This information is added
automatically to the cover sheet.
Fax number: the number of the sending fax device. This information is added
automatically to the cover sheet.
To access the Cover Sheet options, select Cover Sheet > On. Then enter the
Cover Sheet details.
Enter the To... and From... details.
Select a comment required from the list. If a customized comment is
required, select a spare comment slot and select Edit. Enter the text required
using the keyboard, then select Save.
To delete a comment from the list, select the comment and select Clear. A
confirmation screen is displayed, select Clear.

Explain the Allows you to specify how your faxed document is printed if your original size
Reduce/Split option is larger than the receiving fax machine's capabilities.
(Fax only) Access the Reduce/Split options by selecting Layout Adjustment >
Reduce/Split:
Reduce to Fit with this option selected the faxed document is reduced to fit
the paper size of the receiving fax machine.
Split Across Pages when this option is selected, the faxed document is either
split into 2 equal parts or the majority of the image is put on to 1 page and the
remainder on the next page.
The Split Across Pages option cannot be used with a resolution setting of
Standard. Due to print margins some of the image may be lost around the edges
when using the split feature.

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Fax and Server Fax Training Exercises
Everyday Faxing

Confirmation Report Enables a report to be printed at the device following a fax transmission. The
(Fax only) report is printed whether the job is successful or not.
Access the Confirmation Report options by selecting Fax Options >
Confirmation Report.
Print Confirmation is used to print a transmission report containing details
about the fax together with a reduced copy of the first faxed page. The
Confirmation report is printed after every transmission.
When sending a fax to multiple recipients, one transmission report is printed
listing all of the recipients.
Print On Error Only select this option to print the Confirmation report only if
an error occurs with the transmission.

Explain the Starting Allows you to select the transmission speed of your fax job. Access the
Rate options (Fax Starting Rate options by selecting Fax Options > Starting Rate:
only) Super G3 (33.6 Kbps) determines the transmission rate to be used based on
the maximum capabilities of the receiving fax machine. This rate minimises
transmission errors by using Error Correction Mode (ECM). Initial transmission
speed is 33,600 Bits Per Second (bps).
G3 (14.4 Kbps) selects the transmission rate based on the maximum
capabilities of the receiving fax machine. Initial transmission speed is 14,400
Bits Per Second (bps). This rate minimises transmission errors by using Error
Correction Mode (ECM).
Forced (4800 bps) used in areas of low quality communication, when
experiencing telephone noise, or when fax connections are susceptible to
errors. Forced 4800 bps is a slower transmission rate but is less susceptible to
errors. In some regional areas the use of Forced 4800 bps is restricted.

Delay the fax for 10 A specific time can be entered for the fax. This allows you to utilise off-peak
minutes call rates out of office hours.
Select Fax Options > Delay Send > Specified Time

Explain the Delay Hour use to enter the hour when the fax should be sent.
Send options Minute use to enter the minutes when the fax should be sent.
AM or PM use to determine whether the entry is for AM or PM if using a 12
hour clock.

Explain the Batch If Batch Send is enabled, when a fax job is scanned requiring the same
Send feature (Fax destination as the delayed fax job, a pop-up window displays.
only)

Explain the Batch This feature allows several fax jobs to be sent to the same destination fax
Send feature machine during one transmission.
This reduces the connection time and provides a reduced call connection
charge. Batch Send is enabled from Tools.
Once Batch Send has been enabled, it applies to all fax transmissions.
Program your fax job settings as required. To allow other fax jobs to be
transmitted with your job add a delay to the transmission time. When the
delayed time has elapsed, all faxes to the same destination are linked
together and transmitted.

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Training Exercises Fax and Server Fax
Everyday Faxing

All individual fax job settings are maintained, except the communication
speed which uses the speed of the first fax job for the remaining jobs.
If Batch Send is enabled and a delay send job is programmed, any
subsequent fax jobs programmed to send to the same destination will
automatically be added to the batch and delayed until the scheduled time.

Explain the Send This feature allows you to add header text information when sending the
Header Text option fax.
(Fax only) This is in addition to the standard header text. The information is printed in
the header at the top of each page of the fax transmission.
The information included is displayed on the screen and can be customized
using Tools.
Note: The device telephone number and name are set up at fax installation.
The time is displayed as a 12 or 24 hour clock, depending on the system
settings.
Enable the Send Header Text by selecting Fax Options > Send Header Text
> On.

Run the job Select Start to send the job.

Managing your Select the Job Status button on


active Fax jobs the control panel. The Active Jobs
list is displayed.
When a job is processing or a job
in the Active Jobs list is selected,
the Job Progress screen is
displayed.
The Job Progress screen provides
information about the job and provides Job Control options.
Delete removes the selected
job from the list. Any job can
be deleted using the feature,
regardless of the job originator.
Promote is used to move a job
to the top of the list. It will be
completed after the current
job.
Hold pauses the job until it is
released or deleted.
Release is selected if a Secure Print or Secure Fax job has been held in the list
and a passcode is required, or if a job has been held by a user.
You can also view the Job Details, Program the Next Job or view the Required
Resources to find out what resources are required to complete the job.

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Fax and Server Fax Training Exercises
Everyday Faxing

Viewing completed Select the Completed Jobs tab


jobs to view details of all the jobs
which have been completed on
the device.
Up to 150 jobs can be displayed.
The Owner, Name and Status of
each job is shown.
To view the details of a
completed job, select the job. The job details will be displayed.
Select All Jobs to filter the jobs and display only Copy, Print and Fax
Received Jobs or Scan Jobs and Fax Sent Jobs that have been completed.

Review the Everyday The following Everyday Faxing features have been trained:
features trained
Address Book 2-Sided Scanning Resolution
Fax Directory Delay Send

Speed Dials Cover Sheet

Student Activity Fax the Report originals to multiple recipients.


Add a pause after the first digit in one of the fax numbers.
Review and discuss the output.

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Training Exercises Fax and Server Fax
Secure Faxes

Secure Faxes
Benefits Incoming faxes are submitted to the Jobs List and usually print immediately. If
the Secure Receive option has been enabled, all incoming faxes are held in the
list until released by a user. In order to release the faxes a passcode is required.
Note: Access to Tools is required to enable Secure Receive. If training is also
required on enabling Secure Receive, refer to the Tools module.

Access the Active Send a fax to the device from a remote fax machine.
Jobs list Select the Job Status button on
the control panel. The Active Jobs
list is displayed.
If a job is Held in the list it
requires additional resources or a
passcode to print.

Explain how to To release a Secure Fax for printing, press the Job Status button.
release secure jobs Select the held fax job in the list.
Select the Release button.

Use the numeric keypad to enter


the passcode and select the
Release Job button.
The job processes and prints.

Student Activity Further discuss how they could use the feature.

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Fax and Server Fax Training Exercises
Mailboxes (Fax only)

Mailboxes (Fax only)


Benefits Mailboxes must be setup by the System Administrator before fax documents can
be stored in them. The device can contain up to 200 electronic mailboxes within
its memory. They are useful for confidential documents and for ensuring the
correct user receives the fax.
Note: Access to Tools is required to create, edit and delete mailboxes. If
training is also required on creating Mailboxes, refer to the Tools module.

Job - Mailbox Discuss the originals being stored and the output required.
4 x Report originals Place the Report Originals in the document feeder, adjusting the guides as
2 x Copies, Stapled (if necessary.
available)
Store in a Mailbox for Select Services Home > Fax.
printing later

Explain the Mailbox The Mailbox feature allows users to store received faxes until it is convenient
options to retrieve them.
Select Fax Options > Mailboxes.

Sending to a Remote Enables you to send a fax directly to an individual's private mailbox on a
Mailbox remote machine.
Select Send to a Remote
Mailbox.
Select the Fax Number entry
field and enter the recipient's
fax number using the numeric
keypad. Alternatively, select
the Address Book option and
select the recipient from the
directory.
To send to a remote mailbox you must know the recipients mailbox number.
Select the Mailbox Number entry field and enter the mailbox number,
between 001 and 255.
Select Save to save your selections and exit.
If required, use Delay Send to program a specific time to send the fax.
Load the originals and select Start on the control panel to send the fax to the
recipient's mailbox. A Store to Remote Mailbox message is displayed for
information.

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Training Exercises Fax and Server Fax
Mailboxes (Fax only)

Store to Local The document is stored in your mailbox and automatically sent to a remote
Mailbox fax machine when requested.
Select the Store to Mailbox
button.
Select the Mailbox Number
entry field and enter the
mailbox number, between 001
and 200.
Select the Mailbox Passcode
entry field and enter the 4-digit
mailbox passcode.
Load the originals and select Start.
Your fax job is scanned into the mailbox and you are returned to the Mailboxes
screen.

Print Mailbox Documents stored in your mailbox can be printed.


Documents Select the Print Mailbox
Documents button.
Select the Mailbox Number
entry field and enter the
mailbox number, between 001
and 200.
Select the Mailbox Passcode
entry field and enter the 4-digit
mailbox passcode.
Select Start to print the contents of the mailbox.
The documents may be deleted after printing, depending on the Mailbox &
Polling Policies set.

Delete Mailbox Deletes all the documents stored in your mailbox.


Documents Select the Delete Mailbox
Documents button.
Select the Mailbox Number
entry field and enter the
mailbox number, between 001
and 200.
Select the Mailbox Passcode
entry field and enter the 4-digit
mailbox passcode.
Select Start to delete the contents of the mailbox.
The storage time for faxes is set up by the System Administrator.

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Fax and Server Fax Training Exercises
Mailboxes (Fax only)

Managing mailboxes Options for deleting fax jobs from a mailbox can be setup by a System
Administrator using Tools:
Delete On Print deletes the document after printing.
Keep 1 - 72 Hours allows you to specify between 1 and 72 hours before
deleting the document.
Keep Forever keeps the document until manually deleted. A confirmation
screen is displayed as this can cause the memory to become full very quickly.

Student Activity Store the Report originals in a mailbox.


Print the contents of the mailbox and then delete them.
Send the Report originals to a remote mailbox.
Review and discuss the output.

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Training Exercises Fax and Server Fax
Polling (Fax only)

Polling (Fax only)


Benefits Polling enables a user to retrieve a document from a remote fax machine. Polling
is a useful way of constantly providing access to updated information without
having to re-distribute it to everyone. They can simply retrieve it daily, weekly,
monthly or when required.

Job - Local Polling Discuss the originals being stored and the output required.
2 x Report originals Place the Report originals in the document feeder, adjusting the guides as
Store on the device for necessary.
Polling, with passcodes
Select Services Home > Fax.

Explain the Local Use to store a document on the device for other users to retrieve using
Polling options polling.
Select Fax Options > Local Polling.
Select On.

Secure Polling Allows you to scan documents and store them in the memory of your device
ready for polling.
Secure Polling is used for sensitive documents.
Access is only granted if the fax numbers of the retrieving devices have been
entered, or if the Allow All Address Book numbers access option is selected.
Select the Secure Polling
button and then Enabled.
Select the Polling Passcodes
button and add the fax
numbers of the devices
retrieving the document.
Alternatively, select Allow All
Address Book numbers access
to enable all fax numbers
stored in the Address Book access to the document.
Use Add to add more than one number to the list. To delete a number from the
list, select the entry and select Delete.
Select Close to exit.
Load the originals to be stored for polling and press Start.
The originals are scanned and stored in memory ready to be polled.

Print Polling This option prints the documents stored in memory.


Documents

Delete Polling This option deletes all stored documents.


Documents A confirmation screen is displayed, select Delete All or Cancel.

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Fax and Server Fax Training Exercises
Polling (Fax only)

Job - Remote Polling Discuss the polling job and the output required.
Poll a remote mailbox Select Services Home > Fax.

Remote Polling Allows you to retrieve a stored document from a remote machine, when you
call or Poll that machine:
Poll a Remote Fax retrieves a fax from a remote fax machine or machines,
immediately or at a specified time using Delay Send.
Poll a Remote Mailbox retrieves a fax document from the mailbox of a remote
fax machine. The mailbox number and, if applicable, the passcode must be
known.
Note: Polling a remote machine is not available if the fax line is set to Send
Only or Receive Only.
Select Fax Options > Remote Polling.

Poll a Remote Fax Remote Polling allows you to poll a remote machine immediately or at a
specified time.
More than one remote machine can be polled at a time.
Select the Poll a Remote Fax
button and select On. Then
select Save.
Enter the fax numbers of the
devices which are being polled.
Use Add to add more than one
number to the list.
Use the Speed Dial or Address
Book option to add a specific
number from the directory.
If required, use Delay Send to program a specific time to poll the remote
machine.
Select Start to commence polling.
The remote device is polled and the retrieved document printed.

Poll a Remote Allows you to call a mailbox which is set up on a remote fax machine.
Mailbox The call locates and retrieves faxes stored within the Polled mailbox.
Select the Poll a Remote
Mailbox button.
Select the Fax Number entry
field and enter the fax number
of the device being polled
using the numeric keypad. Use
the Address Book option to
add the number if required.
Use the Dialing Characters
option to enter the number if special characters are required.
Select the Mailbox Number entry field and enter the mailbox number,
between 001 and 200.
Select the Mailbox Passcode entry field and enter the 4-digit mailbox
passcode.

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Training Exercises Fax and Server Fax
Polling (Fax only)

Select Start to commence polling the mailbox.


The remote device mailbox is polled and the retrieved document printed.

Managing Polling Options for deleting fax jobs stored for polling can be setup by a System
documents Administrator using Tools:
Delete On Poll deletes the document after it has been polled.
Keep 1 - 72 Hours allows you to specify between 1 and 72 hours before
deleting the document.
Keep Forever keeps the document until manually deleted. A confirmation
screen is displayed as this can cause the memory to become full very quickly.

Student Activity Setup the device to poll a remote machine in 5 minutes.


Review and discuss the procedures.

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Fax and Server Fax Training Exercises
Fax Forward (Fax only)

Fax Forward (Fax only)


Benefits This feature allows you to specify that the incoming faxes are automatically
forwarded to one or more e-mail addresses, or a file share repository or a
combination of both.

In order to enable the Fax Forwarding feature the system must have either
Workflow Scanning or E-mail enabled and Fax installed and enabled.

Job - Fax Forward Discuss the job and the output required.
2 x Report originals Incoming faxes are to be forwarded to a specified e-mail address.
Setup a Rule to forward
incoming faxes to an e-
Fax Forward is setup using Internet Services.
mail address
Send a fax to the
device and retrieve the
e-mail

Access Internet To access Internet


Services at the Services open your
workstation browser on your PC and
enter the IP address of
the WorkCentre
5735/5740/5745/5755/5765/5775/5790 into the Address (URL) field and
press Enter.
Select Properties and enter the Administrator User ID and Password. The
default setting is Admin and 1111. Select Login.

Select the Fax From the Properties > Services > Embedded Fax > Fax Forward. The Fax
Forward option Forward on Receive page is displayed.

Explain the Rule Up to 5 Rules can be setup for forwarding incoming fax jobs. A Rule instructs
settings the device how to forward the incoming faxes.
To create a Rule or change the settings of a Rule, select the Edit button. If
you apply a Rule to a fax line, you must ensure that the line is set to either
Send and Receive or Receive Only.

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Training Exercises Fax and Server Fax
Fax Forward (Fax only)

Use the following options


to setup a Rule:
Based On Rule: If a
Rule has already been
setup with similar
settings, use this
option to populate the
fields with the same
settings. A Default
Settings selection is
also available.
Rule Name: Enter a
name for the rule.
File Format Type:
Select a file format for
the output file, options are:
PDF - Image Only
PDF - Searchable
XPS - Image Only
XPS - Searchable
Multi-Page TIFF
Print Local Copy: Select if a copy of the fax is required. A copy can be printed
On Error Only or Always.
Select the forward destination for the Rule, either Forward to E-mail and/or
Forward to File Destination and enter the destination details.

Explain the Forward Select the Email checkbox to enable Forward to E-mail and enter the e-mail
to E-mail settings details:
Address 1: Enter an e-mail address. A further four e-mail addresses can be
added. Address 1 is a required field. One e-mail address is allowed per address
field.
From Address: Enter the e-mail address the e-mail server will use to identify the
sender of the forwarded e-mail. This is also a required field.
From Name: Enter a descriptive details referred to as the friendly name for the
sender of the forwarded fax document.
Subject: Enter a subject for the e-mail.
Attachment Name: This displays the filename that will be applied to the
forwarded fax document. Select on the Customize button to define how the
Attachment Name is generated.
Message: Enter a descriptive statement of the purpose of the e-mail message.
Signature: Enter the signature details if required.

Explain the Forward If the fax requires forwarding to a file destination, enter the file server
to File Destination details:
settings SMB Protocol: Select this checkbox to allow the fax to be forwarded to a
specified file location using the Server Message Block (SMB) protocol.
SMB Server: Select either IPv4 Address, IPv6 Address or Host Name. Enter
the details in either the IP Address: Port or Host Name: Port fields.
Share: Enter the SMB share name.
Document Path: Enter the path to the filing destination.

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Fax and Server Fax Training Exercises
Fax Forward (Fax only)

Login Name: Enter the login name the device will use to log into the server.
Password and Retype Password: Enter the password the device will use to log
into the server.
Select to save the new password: Select this checkbox to save the new
password on this device.
File Name: This displays the filename that will be applied to the forwarded fax
document. Select the Customize button to define how the File Name is
generated.
Email Notification (without Attachment): Select this checkbox to enable a
notification e-mail to be sent to the specified address when a fax is received
and forwarded.
Notification Address: Enter an e-mail address for the notification.
Select Save to return to the Fax Forward On Receive screen.

Student Activity Setup a Rule to forward incoming faxes to your own e-mail address.
Customize the Attachment Name.
Using a remote fax machine, fax the Report originals to the device.
Retrieve the forwarded fax e-mail from your workstation.
Review and discuss the output.

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Training Exercises Fax and Server Fax
Workflow Scanning 6
Requirements: This module trains users on the
Workflow Scanning function.
1 x Color Photo original
4 x Report originals
This enables the creation of an
1 x Newspaper Clipping electronic image file by
original scanning an original hard copy
document. Use Workflow
Scanning when both the device
and your computer have access
to the same specified filing
location.

The scanned file is placed in a network filing location as specified by a Template.


The scanned document can then be accessed from any computer via any
appropriate software, for example PaperPort.
Using the Scan to Mailbox option a user can store a file or image in the
device memory and then retrieve the files using the remote user interface.
Scan to Home allows the user to send the files to a location on the network
specified as their Home destination.

Topics: The following topics are available for training:

Topic Recommendation

Everyday Workflow Scanning All Users


Advanced Settings Optional

Filing Options Optional

Scan to Mailbox Optional

Scan to Home Optional

Layout Adjustments and Job Assembly Refer to Copy module

Trainers Notes

Arrange to use a PC nearby to view the scanned images and access Internet
Services.

Test the appropriate template to ensure it is scanning to the correct location and
can be retrieved and viewed at the designated PC.

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Training Exercises
Everyday Workflow Scanning

Everyday Workflow Scanning


Benefits Workflow Scanning allows users to convert hard copy documents to electronic
versions. Eliminate paper stocks and filing cabinets to save space around the
office. Scan 2-sided documents in one job.

Overview of Templates are used for Workflow Scanning jobs which are either filed or
Workflow Scanning faxed to a specified destination. They define the parameters of a job.
Information such as the final destination of a job and the image quality
settings are defined within the template, along with the template name.
Selecting a template identifies the repository/location the scanned job will
be filed to.
Repositories are directories or filing locations set up on a server, where
scanned files are saved to and held. The repositories are defined in the
template and cannot be changed at the device user interface. Up to 5
repositories (1 default and 4 additional) can be defined. After the
repositories are setup they are available as choices when creating and
modifying templates.

Everyday Workflow There are a number of Workflow Scanning features which you will use on a
Scanning features regular basis and which can increase productivity and help save costs.
Features such Output Color (if available), 2-sided, Original Type, Scan
Presets and File Format help save time and ensure the best quality output,
file size and file type are achieved for each job.

Job - Everyday Discuss the originals being scanned and the output required.
Workflow Scanning This job demonstrates all the basic Workflow Scanning features and the
Creating a Template commonly used features.
for Scanning a Color
Photo

Create the Template Templates can be created, modified and deleted using the Internet Services
using Internet option on your device.
Services Template operations can only be performed once your System Administrator
has defined the repositories and the default template. This operation is
performed within Internet Services.
To access Internet Services open
your browser on your PC and enter
the IP address of the WorkCentre
5735/5740/5745/5755/5765/5775/5
790.
Note: To find out the IP address of your device, print a configuration report.

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Training Exercises Workflow Scanning
Everyday Workflow Scanning

New Templates To create a new template, select


the Scan option and select Create
New Template.
Enter a template name.
Complete the Description and
Owner fields, if required.
Select the Add button to create
the template.
The new template is added to the
list. The new template is
populated with the same settings
as the default template.

Modifying a To modify a template, select the


Template template from the list and select
Edit to change the options
required.
Select Apply to save the selections
and exit.

Copying a template To copy a template, select the template and select Copy.
Enter the new template name,
description and owner.
If the name is not changed,
Copy is appended to the name.
Select Add.
An exact copy of the original
template is displayed with the new
name.
Select the copied template and
make any changes required.

Deleting a template To delete a template, select the template from the list and select Delete.
The Default template cannot be deleted.

Change the Destination Services


template options This option is used to select
whether the template is for filing
and/or faxing.
Fax is selected if you also require
your scanned images to be faxed
to a remote fax destination. If
this is selected the fax
destination must also be entered.

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Workflow Scanning Training Exercises
Everyday Workflow Scanning

Select the filing File is used to select the filing location required for your scanned images.
options required A default filing destination is
always available. If additional
locations have been defined by
the System Administrator, these
can also be added to the
template.
To add a new destination, select
Add.
Select the Filing Policy required for the destination if a file exists with the same
name.
Select the File Destination. If required, enter a document path for storing your
scanned images. Select Apply to add the new destination and exit the screen.

Setup the Document Document Management Fields


Management Fields enables you to assign descriptive
data to a scanned job. The
descriptive data can be accessed
by other software applications to
assist in searching, indexing and
the automated processing of
scanned documents.
To add a field, select Add and enter the data required.
Select Editable if the user is required to enter data at the time of scanning.
Select Not Editable to include fixed data. Select Apply to save the field entry.

Select the Workflow Workflow Scanning options are


Scanning options used to set the basic options for a
job.
Output Color (if available)
provides selections to
automatically detect and match
the color of your original or
produce black and white, full
color or a single color output from your original.
2 Sided Scanning allows you to set whether 1 or 2 sides of your original
document will be scanned and then filed.
Content Type is used to define the type of original being used for scanning.
How Original was Produced is used to select the production method of the
original.
Scan Presets are used to optimise scan settings to match the intended purpose
of the scanned documents.

Select the Advanced Advanced Settings provide advanced scanning options used to adjust
Settings image quality, select the file size and enhance the image.
Image Options are used to adjust the image quality applied to the scanned
document.
Edit Image Enhancement is used to select an image quality setting
appropriate for your originals.

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Everyday Workflow Scanning

Resolution is used to define the resolution to use for scanning the original. The
higher the scanning resolution, the better the image quality, although a larger
image file is created.
Build Job allows you to build a job that requires different settings for each
page, or a segment of pages or has more originals that can be scanned in the
Document Feeder at one time.
Quality / File Size allows you to choose between scan image quality and file
size. A small file size delivers slightly reduced image quality but is better when
sharing the file over a network. A larger file size delivers improved image
quality but requires more time when transmitting over the network.
Select Edit then Apply to save the selections and exit.

Select the Layout Layout Adjustment options allow you to manipulate the scanned image
Adjustment options and enhance the appearance and style of your filed image.
Original Orientation is used to specify the orientation of the originals being
scanned.
Edit Original Size is used to enter the size of your document when scanning
from the Document Glass or the Document Feeder. Your device uses this
information to calculate the size of your original and the scanned image.
Edge Erase is used to erase spots, unwanted lines, marks and punched holes
that appear on your original but are not required on the scanned image.

Select the Filing Filing Options are used to specify the document name and file format used
Options to store the scanned images.
Document Name enables you to name the file that will be stored.
Edit File Format determines the type of file created and can be temporarily
changed for the current job.

Select the Report Report Options are used to enable the confirmation sheet and job log.
Options Confirmation Sheet provides information about the success of the scanning
job and prints at the device when the job has completed.
Job Log allows you to print a list of the last jobs that the system has completed
processing.

Select the Workflow Workflow Scanning Image Settings are used to set the image optimization,
Scanning Image the searchable options and the compression settings. The following options
Settings are available:
Fast Web Viewing Options are used to set the device to optimise the image
file for web viewing.
Searchable XPS PDF & PDF/A Defaults is used to select the searchable and
compression options required for the image file.

Select the template Customize the template options for the job and select Apply.
options required The template can now be used for scanning the Photo at the device.

Load the originals Place the Color Photo original face down on the document glass, registering
and select the new it to the right rear corner.
template Select Services Home > Workflow Scanning.
The basic Workflow Scanning screen displays the templates available. A
template can be selected and used as it is, or the template settings can be
temporarily changed for a job.

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Everyday Workflow Scanning

The destination setting on the template cannot be temporarily changed.


The Default template is always present at the top of the Template List. The
default template is supplied with the device software. The system
administrator can define the parameters of the default template when they
setup Workflow Scanning.
Select the newly created template.

Select the Output Use the Output Color (if


Color options (if available) options to select
available) whether full color, single
color or black and white
output is required.
Auto Detect to select
output that matches
your original.
Black & White to select
black and white output
regardless of the color of your original.
Grayscale to use grey scales instead of color.
Color to select color output from your original.

Explain the 2-Sided 2-Sided Scanning:


Scanning options 1-Sided use if the originals are 1 sided.
2-Sided use if the originals are 2 sided and opened and read like a book.
2-Sided, Rotate Side 2 use if the originals are 2 sided and opened and read like
a calendar.

Explain the Original Original Type:


Type options Photo and Text is the standard setting and is appropriate for the majority of
jobs. It provides high quality output of originals that contain a mixture of text,
graphics and pictures.
Text is used if your original contains only text or line art. The result is sharper
edges for the text and line art.
Photo is specifically designed to scan photographs without any text or line
drawings. Any text or line drawings scanned in this mode will be less sharp than
if you had selected any of the other Original Types.
Map is used if your original is a map or contains intricate line art and text.
Newspaper / Magazine is used if your original is from a magazine or
newspaper that contains photographs and/or text.

Explain the Scan Scan Presets:


Preset options Sharing and Printing use for normal quality documents. The output file size
will be small.
Archival - Small File Size use for documents which will be stored or viewed
electronically. This option produces the smallest output file size.
OCR use for documents which will be processed using Optional Character
Recognition (OCR) software. This option produces the highest quality images
and the output file size will be large.
High Quality Printing use for high quality documents. This option produces
the largest output file size.

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Everyday Workflow Scanning

Simple Scan use for simple documents which require no image quality
adjustments. This option will scan, process and transfer the job as quickly as
possible. The output file size will be small.
View Details to view all the options together.

Run the job Ensure Original Type - Photo is selected.


Press Start to start scanning and store the document.
The job is scanned and stored in the specified file location.

Retrieving the Photo Press Job Status to check the status of the scanned image.
for use Locate the scan job using the up and down arrows.
The scan will show as completed if successful.
Locate the scanned graphic on the PC and review the image, if possible
import into an application.

Using PaperPort to The PaperPort


scan to the desktop Image Retriever tool
included with Scan
to PC Desktop
completely
automates the
scanning process.
Each newly scanned
image is waiting for
you on your
PaperPort desktop.
Select the Start
menu then
Programs and
ScanSoft PaperPort Pro 9 Office.
Select Image Retriever. The Image Retriever icon appears in System Tray.
Double click on
System Tray
the Image
Retriever icon in
the System Tray.

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Everyday Workflow Scanning

From the Watch


Image Retriever
settings window,
select if you
would like
Image Retriever
to monitor your
e-mail inbox, a
network folder,
or both.
Select the
interval required
for the DesktopDelivery to monitor your selected folder.
Select Run PaperPort in a Window when documents are retrieved.
Select OK and close the window.

Review the Everyday The following Everyday Workflow Scanning features have been trained:
features trained
Templates Output Color 2-Sided

Original Type Scan Presets File Format

Student Activity Create a new template called Newspaper, setting up appropriate settings.
Scan the Newspaper Clipping original and retrieve it on the PC.
If the customer has PaperPort, scan and retrieve the document in the
PaperPort application.
Further discuss how they could use these features.

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Training Exercises Workflow Scanning
Advanced Settings

Advanced Settings
Benefits Using the Advanced Settings enables you to program the settings to produce the
best quality output.

Job - Advanced Discuss the original being filed and the output required.
Settings Place the original face down on the document glass, registering it to the
Color Photo original right rear corner.
Scan and file the photo
Select Services Home >Workflow Scanning > Advanced Settings.

Explain the Image Lighten/Darken move the


Options indicator down to darken
the scanned image, for
light originals such as
pencil images. Move up to
lighten the scanned
image, for dark originals
such as half tones or
originals with colored
backgrounds.
Sharpness controls the balance between sharp text and moire (wavy
patterns).

Explain the Image Select Advanced Settings > Image Enhancement.


Enhancement Background Suppression select On to eliminate any background tones. If
options Photo is selected as the original type, Background Suppression is disabled.
Contrast controls the differences between the image densities. Using Auto
Contrast allows the device to select the best setting for the original. If using
Manual Contrast, choose a lower setting for pictures and a higher setting to
produce more vivid blacks and whites for sharper text and lines.

Explain the 72 dpi produces the


Resolution options smallest image file size
and is recommended for
documents which are to
be viewed electronically or
archived.
100 dpi produces a small
file size and is
recommended for simple
text documents.
150 dpi produces a small file size and is recommended for on-screen
viewing,
200 dpi produces a small file size and is recommended for text documents
and photographs.

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Advanced Settings

300 dpi recommended for high quality text documents and line art. Can also
be used for medium quality photos and graphics. This is the default
resolution.
400 dpi recommended for average quality photos and graphics. It produces
good quality images and a smaller file size than the 600x600 resolution.
600 dpi recommended for use with high quality photos and graphics. It
produces the largest image file size, but delivers the best image quality.

Quality versus File Additional options are available to select different file sizes depending on
Size whether speed or quality is required.
Some settings may affect the settings in the Scan Presets options, if this is
the case an Override Confirmation screen displays with a choice of options.

Explain the Quality / Normal Quality/Small


File Size options File Size use to produce
good quality images and
the smallest file size.
Normal Quality produces
a smaller file size with
good image quality.
Highest Quality/Largest
File Size using this option
produces high quality images and larger file sizes. Large files are not ideal for
sharing and transmitting over the network.

Update Templates Use this option to refresh the template list and retrieve any new templates
from the network.

Run the job Discuss and select the appropriate quality and file size options.

Student Activity Select the best Image Quality options for the original.
Scan and retrieve the document.
Review and discuss the output.

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Training Exercises Workflow Scanning
Filing Options

Filing Options
Benefits File Format enables users to choose an output file type. This is useful if the output
is being used for inclusion in another application or needs to be portable, such as
PDF. The If File Already Exists is used to determine how the device handles duplicate
filenames and ensures files are not accidently overwritten.

Job - Filing Options Discuss the original being sent and the output required.
4 x Report originals Place the Report originals in the document feeder.
Create a PDF
Select Services Home > Workflow Scanning > Filing Options.
Ensure the images are
saved but do not
overwrite an existing
file

Explain the File Enables you to name the file that is stored.
Name option Using the touch keyboard, enter the name of the file.
Up to 40 alphanumeric characters can be entered.
To delete a character use the backspace key, or to clear the entire entry select
Clear Text.
Use the Keyboards button to access additional language keyboards.

Explain the File Determines the type of file created and can be temporarily changed for the
Format options current job. You can select the file format you wish to use for your scanned
image.
PDF (Portable Document Format) allows recipients with the right software
to view, print or edit the e-mail file, no matter what their computer platform.
Image Only optimises the file for viewing and printing and cannot be
modified.
Searchable runs the file through an Optical Character Recognition (OCR)
process. This can take a few minutes but allows the text in the file to be
searchable and editable.
If Searchable is selected, the Document Language menu becomes available.
Select the appropriate language from the menu.
PDF/A is an industry standard format for long term document preservation
based on the PDF format.
Image Only optimises the file for viewing and printing and cannot be
modified.
Searchable runs the file through an Optical Character Recognition (OCR)
process. This can take a few minutes but allows the text in the file to be
searchable and editable.
If Searchable is selected, the Document Language menu becomes available.
Select the appropriate language from the menu.
XPS (XML Paper Specification) is a Microsoft proprietary format similar to
PDF.
Select the XPS option required:
Image Only optimises the file for viewing and printing and cannot be
modified.

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Workflow Scanning Training Exercises
Filing Options

Searchable runs the file through an Optical Character Recognition (OCR)


process. This can take a few minutes but allows the text in the file to be
searchable and editable.
If Searchable is selected, the Document Language menu becomes available.
Select the appropriate language from the menu.
Multi-Page TIFF (Tagged Image File Format) produces a single TIFF file
containing several pages of scanned images. A more specialised software is
required to open this type of file format.
TIFF (1 File per Page) produces a graphic file that can be opened by a
variety of graphic software packages across a variety of computer platforms.
A separate file is produced for each image scanned.
JPEG (1 File per Page) (Joint Photographic Experts Group) produces a
compressed graphic file that can be opened by a variety of graphic software
packages across a variety of computer platforms. A separate file is produced
for each image scanned.
The JPEG format is only available if the Scan to Export Color Scanning
Enablement Kit is installed and either color or grayscale scanning is selected.

Explain the If File This option is used to determine what happens to the file if there is another
Already Exists file in the specified location with an identical name.
options Add Number to Name adds a unique number to the filename used.
Add Date & Time To Name appends a date and time stamp and a device
identifier to the filename.
Add to TIFF / JPEG Folder creates a folder with the given name and stores a
file for each page of your original. Only available if TIFF or JPEG is the chosen
file format.
Overwrite Existing File overwrites the existing file with the same name.
Do Not Save causes the scanned images not to be saved if a file with the same
name exists.

Run the job Select PDF as the file format.


Select Add Number to Name to ensure the images do not overwrite an
existing file.
Press Start to scan and file the document.
The job is scanned and filed.

Student Activity File the Report originals in JPEG format.


Scan and retrieve the document.
Review and discuss the output.

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Training Exercises Workflow Scanning
Scan to Mailbox

Scan to Mailbox
Benefits Scan to Mailbox is an optional feature which allows users to scan hard copy
originals and store them on the device for retrieval later. Users can access the
mailbox storing the file using the Internet Services Web UI from their PC. The
stored documents can be printed or downloaded to the PC.

Workflow Scanning must be installed before using this feature, but it is not
necessary for the repositories and templates to be configured.

The system administrator can enable the feature through the Internet Services
utility. Using this utility, the system administrator can also view the capacity of
the mailbox memory, change passwords, setup scheduled deletions to clear
unwanted files and set up the scan policy.

Job - Scan to Mailbox Discuss the job and the output required.
4 x Report originals Create a Mailbox Folder and store the Report originals.
Store the document in
a scan mailbox

Creating a Mailbox Internet Services is used to create a Mailbox Folder.


To create a mailbox folder:
Access Internet Services from the PC, enter the IP address of the device into
the web browser.
Select the Scan tab and select Mailboxes.
The Default Public Folder displays plus a list of mailboxes that have already
been created. The Default Public Folder can be used by all users to store
scanned images. New folders can be created for individual users.
Enter a name for the folder, then a password.
Confirm the password and select Apply to create the new folder.
The new folder is added to the Scan to Mailbox folder list.
To modify a folder:
Use the Modify Folder option and change the settings as required.
At the device, the new folder displays in the Workflow Scanning Template
list.

Using Scan to Select Services Home > Workflow Scanning.


Mailbox at the Select the Scan to Mailbox folder created earlier and enter the password if
device required.
Place the Report originals in the document feeder.
Program the features required and press Start to scan the originals to the
mailbox location.

Accessing the To retrieve the documents:


mailbox documents Access the Internet Services utility at the PC and select the Scan tab.
at the PC Select Mailboxes and select the folder containing the documents.

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Workflow Scanning Training Exercises
Scan to Mailbox

Enter the folder password and select OK.


A list of the documents in the mailbox folder displays. If it does not, select the
Update View button.
For PDF and Multi-page TIFF images, select the action required from the pull
down menu.
To save a copy of the images to the PC or open in a viewer, select Download
and Go. Select a location on the PC to save the images to.
To print the images at the device, select Reprint and Go.
To delete the images, select Delete and Go.
To remove all the images from the mailbox folder, select the Delete All option.
For Single-page TIFF images, open must be selected before any action. Select
Open from the action menu and select Go. Select the required image from the
list and select the action required from the menu.

Student Activity Create a personal mailbox and scan the Color Photo original to your mailbox.
Retrieve the photo original from your mailbox at the PC.
Further discuss how they could use these features.

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Training Exercises Workflow Scanning
Scan to Home

Scan to Home
Benefits Scan to Home is an optional feature which allows a user to scan hard copy
originals at the device and send them to a destination on the network which is
specified as their "Home" destination.

To use this option, the user must first enter their Network Authentication login at
the device. The device displays one Scan to Home template called @S2HOME.
When a document is scanned, the authentication server produces the
information as to who is logged in at the device.

Workflow Scanning must be installed before using this feature, but it is not
necessary for the repositories and templates to be configured.

Job - Scan to Home Discuss the original being scanned and the output required.
Color Photo original Place the Photo original face down on the document glass, registering it to
Scanning a Photo to the right rear corner.
your home location
Select Services Home > Workflow Scanning.

Using Scan to Home To use Scan to Home:


Enter your Network Authentication username and password using Login/Log
Out.
Select the Scan to Home template @S2HOME.
Make any programming changes required and press Start to scan the Photo.
The documents are scanned and placed in the location specified as your
home directory by the system administrator.

Retrieve the images Retrieve the documents from the specified home directory at your PC.
at the PC

Student Activity Scan the Newspaper Clipping original to your home location.
Review and discuss the output.
Further discuss how they could use these features.

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Workflow Scanning Training Exercises
Scan to Home

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Training Exercises Workflow Scanning
E-mail 7
Requirements: This module teaches users how to use
the E-mail function. The scanned
4 x Report originals
1 x Color Photo original
image is sent to the specified e-mail
1 x Newspaper Clipping recipients as an e-mail attachment.
original Using the e-mail feature allows users
to add and remove recipients and edit
the subject line of the e-mail
message.

The following topics are available for training:

Topic Recommendation

Everyday E-mailing All Users

Advanced Settings Optional

Filing Options Optional

Layout Adjustment and Job Assembly Refer to Copy module

Trainers Notes

Identify an e-mail address to use for the training jobs.

Arrange to use a PC nearby to view the e-mails.

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Training Exercises
Everyday E-mailing

Everyday E-mailing
Benefits The E-mail function enables users to send hard copy documents, such as invoices,
order forms or reports directly from the device to an e-mail address. This can save
time and is useful if a hard copy document is not available for e-mailing.

There are a number of e-mail features which you will use on a regular basis and
which can increase productivity and help save costs. Features such as Address
Books and Message enable you to quickly select e-mail recipients and add a
personal note to your e-mail.

Job - Everyday Discuss the original being sent and the output required.
Features This job demonstrates all the basic E-mail features and the commonly used
1 x Report original features
Send the original as an
e-mail
Place the Report original in the document feeder.
Select Services Home > E-mail.

Explain the New New Recipients is used to enter details of all the recipients of the E-mail.
Recipients option To enter the recipient details:
Select New Recipients.
Select To, Cc or Bcc for the
recipient using the drop-down
menu to the left of the entry
box.
Using the keyboard, enter the
e-mail address. Up to 128
alphanumeric characters can
be entered.
To delete a character use the
backspace key, or to clear the entire entry select the X button.
Use the Keyboards... button to access additional language keyboards.
Select Add to add the e-mail address to the Recipient list.
Continue adding e-mail addresses until all the recipients have been added to
the list. Then select Close.
All the recipients are displayed in the Recipient list.

Using the Address If the device has been setup to access the Network and Internal Address
Book Books, you can use them to select recipients.
Select New Recipients.
Enter the name of the recipient and select Search. The matching entries are
displayed.
Select the e-mail address required. The recipient details are displayed to the
right of the list.

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Training Exercises E-mail
Everyday E-mailing

Select Add (To:) or Add (Cc:)


from the drop-down menu. The
e-mail address is added to the
recipient list.
Continue adding e-mail
addresses as required.
To search different address
books select the Internal
Address Book option. Select
the Address Book required using the drop-down menu and search using the
same method described.
Select Recipient List to view the current Recipient list. To remove an entry from
the list, select the entry and select Remove from the drop-down menu. The
recipient is removed from the list.
Select New Search to continue adding recipients or Close to exit.
The Address Book Search option can also be used when entering a Reply To or From
e-mail address.

Explain the Message Message is used to enter a message for the e-mail. The message is the text
option contained within the e-mail and not the e-mail subject line.
Using the keyboard, enter the
message required.
Up to 128 alphanumeric
characters can be entered.
To delete a character use the
backspace key, or to clear the
entire entry select the X
button.
Use the Keyboards... button to
access additional language keyboards.
Select Save to save your selections and exit.

Explain the Reply To Reply To enables you to include an e-mail address you want the recipient to
option reply to.
Using the keyboard, enter the message required. Up to 128 alphanumeric
characters can be entered.
To delete a character use the backspace key, or to clear the entire entry select
the X button.
Use the Keyboards... button to access additional language keyboards.
If an address book has been setup, enter the name required and select Search.
A list of matching names is displayed. Select the e-mail address required and
select Save.
The e-mail address entered is displayed in the Reply To field.

Explain how to enter From is used to enter or edit the senders name:
a From address

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E-mail Training Exercises
Everyday E-mailing

Select From. If a default name


is displayed, select the X
button to delete the entry.
Using the keyboard, enter the
e-mail address of the sender.
Up to 128 alphanumeric
characters can be entered.
To delete a character use the
backspace key, or to clear the
entire entry select the X button.
Use the Keyboards... button to access additional language keyboards.
If an address book has been setup, enter the name required and select Search.
A list of matching names is displayed. Select the e-mail address required and
select Save.
The e-mail address entered is displayed in the From field.

Explain how to enter Subject is used to enter a subject for the e-mail.
a Subject for the e- Select the Subject field.
mail Using the keyboard, enter the subject of the e-mail. Up to 128 alphanumeric
characters can be entered.
To delete a character use the backspace key, or to clear the entire entry select
the X button.
Use the Keyboards... button to access additional language keyboards.
Select Save to save and return to the previous screen, or Cancel to exit.
The subject entered is displayed in the Subject field.

Select the Output Use the Output Color (if available) options to select whether full color, single
Color options (if color or black and white output is required.
available) Auto Detect to select output that matches your original.
Black & White to select black and white output regardless of the color of your
original.
Grayscale to use gray scales instead of color.
Color to select color output from your original.
Note: This feature may not be available on your device.

Explain the 2-Sided 2-Sided Scanning:


Scanning options 1-Sided use if the originals are 1 sided.
2-Sided use if the originals are 2 sided and opened and read like a book.
2-Sided, Rotate Side 2 use if the originals are 2 sided and opened and read like
a calendar.

Explain the Original Original Type:


Type options Photo & Text is recommended for originals containing high quality
photographs and halftones. Using this setting the scanned image will contain
high quality pictures though the sharpness of text and line art is slightly
reduced.
Text produces sharper edges and is recommended for text and line art.
Photo is used specifically for originals containing photos or continuous tones
without any text or line art. Produces the best quality for photos but reduced
quality text and line art.

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Training Exercises E-mail
Everyday E-mailing

Explain the Scan Scan Presets:


Preset options Sharing and Printing use for normal quality documents. The output file size
will be small.
Archival - Small File Size use for documents which will be stored or viewed
electronically. This option produces the smallest output file size.
OCR use for documents which will be processed using Optional Character
Recognition (OCR) software. This option produces the highest quality images
and the output file size will be large.
High Quality Printing use for high quality documents. This option produces
the largest output file size.
Simple Scan use for simple documents which require no image quality
adjustments. This option will scan, process and transfer the job as quickly as
possible. The output file size will be small.
More... to view all the options together.

Run the job Enter the recipient details and select Original Type - Text for the Report
original.
Press Start to start scanning and send the e-mail.
The job is scanned and sent.

Managing your Select the Job Status button on


active E-mail jobs the control panel. The Active Jobs
list is displayed.
When a job is processing or a job
in the Active Jobs list is selected,
the Job Progress screen is
displayed.
The Job Progress screen provides
information about the job and provides Job Control options.
Delete removes the selected
job from the list. Any job can
be deleted using the feature,
regardless of the job originator.
Promote is used to move a job
to the top of the list. It will be
completed after the current
job.
Hold pauses the job until it is
released or deleted.
Release is selected if a Secure Print or Secure Fax job has been held in the list
and a passcode is required, or if a job has been held by a user.
You can also view the Job Details, Program the Next Job or view the Required
Resources to find out what resources are required to complete the job.

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E-mail Training Exercises
Everyday E-mailing

Viewing completed Select the Completed Jobs tab


jobs to view details of all the jobs
which have been completed on
the device.
Up to 150 jobs can be displayed.
The Owner, Name and Status of
each job is shown.
To view the details of a
completed job, select the job. The job details will be displayed.
Select All Jobs to filter the jobs and display only Copy, Print and Fax
Received Jobs or Scan Jobs and Fax Sent Jobs that have been completed.

Review the Everyday The following Everyday E-mail features have been trained:
features trained
Address Books Message details 2-Sided Scanning
Output Color Original Type Scan Presets

Student Activity Scan and send the Newspaper Clipping original as an e-mail.
Add your address in the Reply To field and the message "Confidential".
Retrieve the e-mail at the PC and discuss the job.

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Training Exercises E-mail
Advanced Settings

Advanced Settings
Benefits Using the Advanced options enables you to program the settings to produce
the best quality e-mail output.

Job - Advanced Discuss the original being sent and the output required.
Settings Place the original face down on the document glass, registering it to the
Color Photo original right rear corner.
Send the photo as an
e-mail
Select Services Home > E-mail > Advanced Settings.

Explain the Image Lighten/Darken move the


Options indicator down to darken the
scanned image, for light originals
such as pencil images. Move up
to lighten the scanned image, for
dark originals such as half tones
or originals with colored
backgrounds.
Sharpness controls the balance between sharp text and moire (wavy
patterns).

Explain the Image Select Advanced Settings > Image Enhancement.


Enhancement Background Suppression enhances originals that have colored backgrounds,
options by reducing or eliminating the background from your original. This option is
useful when your original is on colored paper.
Select Auto Suppression to automatically suppress unwanted background.
Select Off to turn the Background Suppression feature off, particularly when:
The Darken adjustment does not produce a satisfactory output from light
originals.
The original has a gray or colored border, such as a certificate.
You want to bring out fine detail that was lost due to a dark edge when
using bound originals.
Contrast controls the image density on the output and compensates for an
original that has too much or too little contrast on the image.
Move the indicator up to reproduce more vivid blacks and whites for sharper
text and lines but less detail in pictures.
Move the indicator down to reproduce more detail in light and dark areas of
the original.

Explain the A higher resolution produces a


Resolution options better quality image. A lower
resolution reduces
communication time when
sending the file over the network.
The options are:

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E-mail Training Exercises
Advanced Settings

72 dpi recommended for output displayed on a computer. It produces the


smallest file size.
100 dpi recommended for output that delivers low quality text documents.
150 dpi recommended for average quality text documents and line art. Does
not produce the best image quality for photos and graphics.
200 dpi recommended for average quality text documents and line art. Does
not produce the best image quality for photos and graphics.
300 dpi recommended for high quality text documents that are to pass
through OCR applications. Also recommended for high quality line art or
medium quality photos and graphics. This is the default resolution and the best
choice in most cases.
400 dpi recommended for photos and graphics. It produces average image
quality for photos and graphics.
600 dpi recommended for high quality photos and graphics. It produces the
largest image file size, but delivers the best image quality.

Quality versus File The Quality / File Size settings allow you to choose between scan image
Size quality and file size.
A small file size delivers slightly reduced image quality but is better when
sharing the file over a network.
A larger file size delivers improved image quality but requires more time
when transmitting over the network.
The options are:
Normal/Small produces small
files by using advanced
compression techniques.
Image quality is acceptable
but some quality degradation
and character substitution
errors may occur with some
originals.
Higher/Larger produces larger files with better image quality.
Highest/Largest produces the largest files with the maximum image quality.
Large files are not ideal for sharing and transmitting over the network.

Run the job Enter the E-mail address, discuss and select the appropriate quality and file
size options.

Student Activity Select the best Image Quality options for the Color Photo original.
Enter the recipient address and send the job.
Retrieve the e-mail at the PC and discuss the job.

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Training Exercises E-mail
Filing Options

Filing Options
Benefits File Format enables users to choose an output file type. This is useful if the
output is being used for inclusion in another application or needs to be
portable, such as PDF.

Job - Filing Options Discuss the originals being sent and the output required.
4 x Report originals Place the Report originals in the document feeder.
Create a Multi-Page
TIFF
Select Services Home > E-mail > Filing Options.

Explain the File This feature enables you to name the file that is sent by E-mail.
Name option Using the keyboard, enter the
name of the file.
Up to 50 alphanumeric
characters can be entered.
To delete a character use the
backspace key, or to clear the
entire entry select the X
button.
Use the Keyboards... button to
access additional language keyboards.
Select Save to save your selections and exit.

Explain the File Determines the type of file created and can be temporarily changed for the
Format options current job. You can select the file format you wish to use for your scanned
image.
PDF (Portable Document
Format) allows recipients with
the right software to view, print
or edit the file, no matter what
their computer platform.
Image Only optimizes
the file for viewing and
printing and cannot be
modified.
Searchable runs the file through an Optical Character Recognition (OCR)
process. This can take a few minutes but allows the text in the file to be
searchable and editable. If Searchable is selected, the Document
Language menu becomes available. Select the appropriate language
from the menu.
Depending on the receiving device, the PDF selection may not be
compatible when the resolution is set to 200 dpi.
PDF/A is an industry standard format for long term document preservation
based on the PDF format. The Advanced Settings may need checking to
ensure they are appropriate for extended use.
Image Only optimizes the file for viewing and printing and cannot be
modified.

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E-mail Training Exercises
Filing Options

Searchable runs the file through an Optical Character Recognition (OCR)


process. This can take a few minutes but allows the text in the file to be
searchable and editable. If Searchable is selected, the Document
Language menu becomes available. Select the appropriate language
from the menu.
XPS (XML Paper Specification) is a Microsoft proprietary format similar to
PDF.
Image Only optimizes the file for viewing and printing and cannot be
modified.
Searchable runs the file through an Optical Character Recognition (OCR)
process. This can take a few minutes but allows the text in the file to be
searchable and editable. If Searchable is selected, the Document
Language menu becomes available. Select the appropriate language
from the menu.
Multi-Page TIFF (Tagged Image File Format) produces a single TIFF file
containing several pages of scanned images. A more specialized software is
required to open this type of file format.
TIFF (1 File per Page) produces a graphic file that can be opened by a variety
of graphic software packages across a variety of computer platforms. A
separate file is produced for each image scanned.
JPEG (1 File per Page) (Joint Photographic Experts Group) produces a
compressed graphic file that can be opened by a variety of graphic software
packages across a variety of computer platforms. A separate file is produced
for each image scanned.

Run the job Select Multi-page TIFF and enter the recipient details.
Press Start to scan and send the e-mail.
The job is scanned and sent.

Student Activity Send the Report originals in PDF format.


Enter the recipient details and send the job.
Retrieve the e-mail at the PC and discuss the job.

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Training Exercises E-mail
Internet Fax 8
Requirements: Internet Fax allows users to send
scanned images as an e-mail
4 x Report originals
attachment to a specified recipient or
recipients. This type of fax travels over
the internet or intranet and can
automatically print on receipt at a
configured printer.

The Internet Fax screen allows users


to enter the SMTP (Simple Mail Transfer Protocol) e-mail addresses for a fax. This
screen is also used to add and remove recipients and edit the subject line. An
SMTP compliant e-mail address format must be used. For example,
anyone@anycompany.com.

Topics: The following topics are available for training:

Topic Recommendation

Sending an Internet Fax All Users

Image Quality Adjustments Refer to Email module

Resolution and Quality/File Size

File Formats

Trainers Notes

Identify an e-mail address to use for the training jobs.

Arrange to use a PC nearby to view the internet fax jobs.

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Training Exercises
Sending an Internet Fax

Sending an Internet Fax


Benefits Internet Fax uses the internet to send the document, rather than a telephone
line. This provides high-speed document distribution at a fraction of the cost of
faxing over conventional telephone lines.

Job - Everyday Discuss the original being sent and the output required.
Features This job demonstrates all the basic Internet Fax features and the commonly
1 x Report original used features.
Send the document as
an Internet Fax
Place the Report original in the document feeder.
Select Services Home > Internet Fax.

Enter and explain


the Internet Fax
Send details

Explain the New New Recipients is used to enter details of all the recipients of the Internet
Recipients option Fax.
To enter the recipient details:
Select New Recipients.
Select To or Cc for the recipient
using the drop-down menu to
the left of the entry box.
Using the keyboard, enter the
e-mail address. Up to 128
alphanumeric characters can
be entered.
To delete a character use the
backspace key, or to clear the
entire entry select the X button.
Use the Keyboards... button to access additional language keyboards.
Select Add to add the e-mail address to the Recipient list.
Continue adding e-mail addresses until all the recipients have been added to
the list. Then select Close.
All the recipients are displayed in the Recipient list.

Using the Address If the device has been setup to access the Network and Internal Address
Book Books, you can use them to select recipients.
Select New Recipients.
Enter the name of the recipient and select Search. The matching entries are
displayed.
Select the e-mail address required. The recipient details are displayed to the
right of the list.

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Training Exercises Internet Fax
Sending an Internet Fax

Select Add (To:) or Add (Cc:)


from the drop-down menu. The
e-mail address is added to the
recipient list.
Continue adding e-mail
addresses as required.
To search different address
books select the Internal
Address Book option. Select
the Address Book required using the drop-down menu and search using the
same method described.
Select Recipient List to view the current Recipient list. To remove an entry from
the list, select the entry and select Remove from the drop-down menu. The
recipient is removed from the list.
Select New Search to continue adding recipients or Close to exit.
The Address Book Search option can also be used when entering a Reply To or
From e-mail address.

Explain the Message Message is used to enter a message for the Internet Fax. The message is the
option text contained within the Internet Fax and not the Internet Fax subject line.
Using the keyboard, enter the
message required.
Up to 128 alphanumeric
characters can be entered.
To delete a character use the
backspace key, or to clear the
entire entry select the X
button.
Use the Keyboards... button to
access additional language keyboards.
Select Save to save your selections and exit.

Explain the Reply To Reply To enables you to include an e-mail address you want the recipient to
option reply to.
Using the keyboard, enter the message required. Up to 128 alphanumeric
characters can be entered.
To delete a character use the backspace key, or to clear the entire entry select
the X button.
Use the Keyboards... button to access additional language keyboards.
If an address book has been setup, enter the name required and select Search.
A list of matching names is displayed. Select the e-mail address required and
select Save.
The e-mail address entered is displayed in the Reply To field.

Explain how to enter From is used to enter or edit the senders name:
a From address

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Internet Fax Training Exercises
Sending an Internet Fax

Select From. If a default name


is displayed, select the X
button to delete the entry.
Using the keyboard, enter the
e-mail address of the sender.
Up to 128 alphanumeric
characters can be entered.
To delete a character use the
backspace key, or to clear the
entire entry select the X button.
Use the Keyboards... button to access additional language keyboards.
If an address book has been setup, enter the name required and select Search.
A list of matching names is displayed. Select the e-mail address required and
select Save.
The e-mail address entered is displayed in the From field.

Explain how to enter Subject is used to enter a subject for the Internet Fax.
a Subject for the Select the Subject field.
Internet Fax Using the keyboard, enter the subject of the Internet Fax. Up to 128
alphanumeric characters can be entered.
To delete a character use the backspace key, or to clear the entire entry select
the X button.
Use the Keyboards... button to access additional language keyboards.
Select Save to save and return to the previous screen, or Cancel to exit.
The subject entered is displayed in the Subject field.

Select the Output Use the Output Color (if available) options to select whether full color, single
Color options (if color or black and white output is required.
available) Auto Detect to select output that matches your original.
Black & White to select black and white output regardless of the color of your
original.
Grayscale to use gray scales instead of color.
Color to select color output from your original.
Note: This feature may not be available on your device.

Explain the 2-Sided 2-Sided Scanning:


Scanning options 1-Sided use if the originals are 1 sided.
2-Sided use if the originals are 2 sided and opened and read like a book.
2-Sided, Rotate Side 2 use if the originals are 2 sided and opened and read like
a calendar.

Explain the Original Original Type:


Type options Photo & Text is recommended for originals containing high quality
photographs and halftones. Using this setting the scanned image will contain
high quality pictures though the sharpness of text and line art is slightly
reduced.
Text produces sharper edges and is recommended for text and line art.
Photo is used specifically for originals containing photos or continuous tones
without any text or line art. Produces the best quality for photos but reduced
quality text and line art.

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Training Exercises Internet Fax
Sending an Internet Fax

Explain the Scan Scan Presets:


Preset options Sharing and Printing use for normal quality documents. The output file size
will be small.
Archival - Small File Size use for documents which will be stored or viewed
electronically. This option produces the smallest output file size.
OCR use for documents which will be processed using Optional Character
Recognition (OCR) software. This option produces the highest quality images
and the output file size will be large.
High Quality Printing use for high quality documents. This option produces
the largest output file size.
Simple Scan use for simple documents which require no image quality
adjustments. This option will scan, process and transfer the job as quickly as
possible. The output file size will be small.
More... to view all the options together.

Run the job Enter the recipient details and select Original Type - Text for the Report
original.
Press Start to start scanning and send the Internet Fax.
The job is scanned and sent.

Managing your Select the Job Status button on


active Internet Fax the control panel. The Active Jobs
jobs list is displayed.
When a job is processing or a job
in the Active Jobs list is selected,
the Job Progress screen is
displayed.
The Job Progress screen provides
information about the job and provides Job Control options.
Delete removes the selected
job from the list. Any job can
be deleted using the feature,
regardless of the job originator.
Promote is used to move a job
to the top of the list. It will be
completed after the current
job.
Hold pauses the job until it is
released or deleted.
Release is selected if a Secure Print or Secure Fax job has been held in the list
and a passcode is required, or if a job has been held by a user.
You can also view the Job Details, Program the Next Job or view the Required
Resources to find out what resources are required to complete the job.

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Internet Fax Training Exercises
Sending an Internet Fax

Viewing completed Select the Completed Jobs tab


jobs to view details of all the jobs
which have been completed on
the device.
Up to 150 jobs can be displayed.
The Owner, Name and Status of
each job is shown.
To view the details of a
completed job, select the job. The job details will be displayed.
Select All Jobs to filter the jobs and display only Copy, Print and Fax
Received Jobs or Scan Jobs and Fax Sent Jobs that have been completed.

Review the Everyday The following Everyday Internet Fax features have been trained:
features trained
Send Options Message details 2-Sided Scanning
Output Color Original Type Scan Presets

Student Activity Scan and send the Report originals to 3 recipients, ensure the details of the
3rd recipient are not seen by the other recipients.
Enter "Training Course" as the subject.
Add your address in the Reply To field and the message "For Urgent
Attention".
Retrieve the internet fax at the PC and discuss the job.

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Training Exercises Internet Fax
Tools 9
Requirements: This module teaches administrators
how to use Tools. Tools is used to
Passcode for Tools
(default username: setup and customize the device.
Admin, password 1111) Certain settings for features and
functions of the device are preset at
the factory. Once a device has been
installed, some settings can be
customized to meet individual needs
using the Tools pathways.

Some settings are for configuring the device on the network or running device
tests and resetting software, these are for the system administrator only and
should not be changed by users. Therefore, Tools is passcode protected and all
customizing activity should be performed with the administrator or system
administrator.

Topics: The following topics are available for training:

Topic Recommendation

Customizing Settings Administrator

Trainers Notes

Ensure the Administrator or System Administrator is available for training and the
Tools passcode is known (it may have been changed from the default).
Check the device configuration report prior to training to see what has been setup.
Work through the settings with the administrator and the relevant guides and
customize the settings as required.

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Training Exercises
Customizing Settings

Customizing Settings
Benefits Tools enables users to setup and customize the device to meet individual
requirements.
Some setup options are also available on Internet Services.

Accessing Tools and Customising Settings


Accessing Tools Press the Machine Status
button.
Select the Tools tab.
To have access to all the Tools
options you must be logged in as
an Administrator.
To log in select the Log In/Out
button on the control panel.
Use the keyboard to enter your User Name, then select the Next button.
Use the keyboard to enter your Password, then select the Enter button.
Note: The default user name and password are: admin and 1111.
Most Tools screens include the following buttons to confirm or cancel your
choices:
Undo resets the current screen to the values that were displayed when the
screen was opened.
Cancel resets the screen and returns to the previous screen.
Save saves the selections made and returns to the previous screen.
Close closes the screen and returns to the previous screen.

Customising Tools Using the Administration and Accounting guide, customize the Tools
Settings settings to meet your needs. The guide can be printed at the device or
downloaded from www.xerox.com.
Device Settings are used to customize options which are specific to the device,
such as Energy Saver and Paper Tray settings.
Service Settings are used to customize options which are specific to individual
services, such as Copy, Fax or Print.
Network Settings are used to enter the network parameters for the system.
Detailed instructions for network installation are provided in the System
Administrator Guide and the Network Settings should on be accessed and
changed by your System Administrator.
Accounting settings are used to configure the accounting options. Accounting
options are used to record device usage by different groups or departments
and can also be used to restrict access to different services. Detailed
instructions for setting up the Accounting options are provided in the
Accounting exercise. Additional information is provided in the System
Administrator Guide.
Security Settings enable you to configure the On Demand Image Overwrite
options.

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Training Exercises Tools
Customizing Settings

Troubleshooting options are used to troubleshoot any problems that maybe


occurring on the device. They provide various tests to check the functionality of
the system and identify performance levels.

Adjusting the Dedicated Trays


Trays 3 and 4 and the optional Tray 5 are dedicated paper trays holding only A4
or only 8.5" x 11" paper. You can adjust the paper trays to hold either of these
sizes.

There is a manual adjustment to perform in the tray, then the tray size is set in
Tools.

Adjusting the paper To adjust the size in Trays 3 and 4:


size for Tray 3 and 4 Open the tray, remove any paper.
To release the paper tray guide, push the guide clips to the left. Lift the guide
slightly away from the base of the paper tray.
The clips contain two notches that hold the paper tray guide. The front notch is
for 8.5x11 paper and the rear notch is for A4 paper. On the paper tray guide
there are two tabs that fit into the clips.
Place the guide tabs into the required notch. Seat the guide back into the base
of the paper tray.
Locate the hold in the guide tab over the locating pips on the tray side and
move the clip to the right to lock them into place.
Load the new size paper and close the tray.
To adjust the setting in Tools, access Tools and select Device Settings >
Paper Management > Paper Settings. Select Tray 3 or Tray 4 (depending
on the tray adjusted) and Change Size then select the size required. Select
Save to confirm, then exit Tools.

Adjusting the paper To adjust the size in Tray 5:


size for Tray 5 Open the tray 5 door and allow the tray to descend, remove any paper.
To release the paper tray guide, push the latch (inside the tray, on the right) to
the unlocked position.
Make sure it is located in the slots at the top and bottom and that the indicator
window displays the size required (8.5x11 or A4).
Load the new size paper and close the door.
To adjust the setting in Tools, access Tools and select Device Settings >
Paper Management > Paper Settings. Select Tray 5 and Change Size then
select the size required. Select Save to confirm, then exit Tools.

Enabling Secure Faxes


Enabling Secure Select Service Settings > Fax Transmission Defaults > Incoming Fax
Faxes Defaults > Secure Receive.
If this option is enabled, a 4 digit passcode is requested. The passcode is
then required in order to print any incoming fax.

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Tools Training Exercises
Customizing Settings

Enable activates Secure Receive. Disable enables all incoming faxes to print
without the passcode.
Select the passcode entry box and enter a 4-digit passcode to be used to
release all incoming fax jobs.

Using Internet Services


Accessing Internet To access Internet
Services Services open your
browser on your PC and
enter the IP address of
the WorkCentre
5735/5740/5745/5755/5765/5775/5790 into the Address (URL) field and press
Enter.
Note: To find out the IP address of your device, print a configuration report.
Select the Properties tab.
If prompted, enter the
Administrator User ID
and Password. The
default is admin and
1111. Select Login.
Select General Setup in
the directory tree.

Customising Using the System Administrator Guide, customize additional settings to


Settings meet your needs.

Enabling SMart SMart eSolutions enables you to configure the device for automatic meter
eSolutions (optional) readings for billing (Meter Assistant) and toner replenishment (Supplies
Assistant).
There are three ways to register the device for SMart eSolutions:
Client Direct registration
SMart eSolutions Windows Client
CentreWare Web
Note: SMart eSolutions is not available in all countries. Refer to your Xerox
Representative for further information.
Before registering the device for Meter Assistant, please ensure the following
items are available or have been performed.
Have an account on www.xerox.com. Add all devices in inventory that you wish
to register for Automatic Meter Readings to your account.
Ensure the device is fully functioning on the network.

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Training Exercises Tools
Customizing Settings

TCP/IP and HTTP protocols must be enabled on the device so that the devices
web browser can be accessed.
Enable SNMP (Smart eSolutions Client and CentreWare Web). If you want to
use Smart eSolutions Windows Client or CentreWare Web visit
www.xerox.com/smartesolutions for further instructions and to download the
software.

Setting up SMart Access Internet Services and select Status > SMart eSolutions.
eSolutions (optional) In the Enrollment section, verify that the Enrolled radio button is selected.
The Communication Setup section indicates if your device is successfully
communicating with Xerox. If there is an error in communication or HTTP
Proxy Server is not configured, select the Configure button to update the
internet proxy settings.
In the HTTP Proxy Server area, select the Enabled box.
Select either IPv4 Address, IPv6 Address or Host Name radio button.
Enter the IP Address settings or the Host Name and select the Save button
to return to the SMart eSolution Setup page.
To change the Daily Transmission Time click in the time box and change
the time to your required time and select Apply.

Meter Assistant Verify devices are enabled on Xerox.com.


setup Go to www.xerox.com and select Submit Meter Reads.
Login to www.xerox.com, and ensure all devices are enabled for automation.
If devices aren't enabled, submit for enablement on www.xerox.com. Check the
site again after 24 hours to see if the devices have been enabled.

Supplies Assistant Eligible devices will automatically be enabled for Supplies Assistant once the
setup device is registered with Xerox.

Student Activity Customize the settings required for your workplace.


Discuss reviewing the settings in a month and updating them to meet their
job needs.

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Tools Training Exercises
Customizing Settings

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Training Exercises Tools
Save and Reprint Jobs 10
Requirements: This module teaches users how to use
the Copy service and the Reprint
8 x Report originals
1 x Posters.PDF
Saved Jobs service to Save and
Reprint Jobs.

Jobs can be stored on the device and


retrieved for reprinting at a later date.
A default storage location is setup by
the System Administrator, and
individuals can create additional folders to store their jobs.

Topics: The following topics are available for training:

Topic Recommendation

Saving a Job Optional

Reprint Saved Jobs Optional

Trainers Notes

Ensure Reprint Saved Jobs is enabled.

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Training Exercises
Saving a Job

Saving a Job
Benefits Regularly run jobs can be stored on the device for printing on demand. It is a
useful feature for real estate details, regularly used forms, label originals, and
company information such as newsletters and notices. Users can decide how to
structure and manage the information stored e.g. by department, name, client
etc. It is important to agree to housekeeping rules to ensure everyone adheres to
the structure agreed and the system runs as efficiently as possible.

Job - Saving a Job Discuss the originals being copied and the output required.
using the Device Place the Report Originals in the document feeder, adjusting the guides as
Report originals necessary.
4 x Copies, Stapled (if
available)
Select Services Home > Copy.
Print, then Save a copy
for On Demand
printing

Storing a Job using Press the Services Home button.


the Device Select the Copy option. Additional options and features are displayed.
Program the required job features.
Select the Save Job for Reprint
button on the Job Assembly tab.
Select the Save Job for Reprint
option required:
Copy & Save is used to store
the job and print a copy of the
job.
Save Only stores the job
without printing.
Select a folder location to store the job.
Select New Job Name and enter a name for the job using the keyboard.
Select Save to save the job name and return to the previous screen.
Select Start to run the job.
The job is scanned and saved with the name entered, in the folder selected.
If Copy & Save was selected, a copy of the job is also printed.

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Training Exercises Save and Reprint Jobs
Saving a Job

Job - Saving a Job Discuss the job being saved and the output required.
using the Print Driver Open the Posters.PDF document and select Print > Select the Printer >
Posters.PDF Properties.
2-Sided
Open your document and select Print from the applications File menu. The
4 x Copies, Stapled (if
available) application Print window is displayed.
Print, then Save a copy Select the printer from the Printer Name drop-down menu.
for On Demand
Select Properties to access the print settings for the job.
printing
Select the Job Type drop-
down menu and select Saved
Job. The Saved Job options
are displayed.
Program the Saved Job
options as required:
Select Save to store the
job only or Save and Print to store and print the job.
Job Name is used to enter a name for the job or select Use Document Name to
use the filename of the document being submitted.
Folder is used to select a location to store the job. The Default Public Folder is
available to all users, other folders may have restricted access.
Secure Saved Job is used to add a passcode to the job. The job can only be
accessed and printed using the passcode entered here.
Select OK to save the settings and exit the Saved Job options. Program the
print features required for the saved job.
Select OK to save the print settings. Select OK on the Print dialogue window to
send the job.
The job is processed and sent to the device for saving or saving and printing,
depending on the selection.

Saving a Job using The Print option within Internet Services can also be used to create a Saved
Internet Services Job. The job file submitted must be a print ready file, such as a PDF or
PostScript file.
Open the web browser from your Workstation.
In the URL field, enter
http:// followed by the
IP Address of the
device. For example: If
the IP Address is
192.168.100.100, enter the following into the URL field:
http://192.168.100.100.
Press Enter to view the Home page. The Internet Services options for your
device are displayed.

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Save and Reprint Jobs Training Exercises
Saving a Job

Select Print to access


the Job Submission
options.
Enter the file name of
the job requiring
saving, or use the
Browse option to
locate the file.
Select the Job Type
drop-down menu and
select Save Job for
Reprint.
The Saved Job options
are displayed.
Select Save to store the job only or Save and Print to store and print the job.
Job Name is used to enter a name for the job.
Folder is used to select a location to store the job. The Default Public Folder is
available to all users, other folders may have restricted access.
Secure Saved Job is used to add a passcode to the job. The job can only be
accessed and printed using the passcode entered here.
Program the Paper, 2-Sided Printing, Collate, Orientation, Output
Destination and the finishing options as required.
Select Submit Job at the top of the page to send the job to the device over
the internet.
The job is processed and sent to the device for saving or saving and printing,
depending on the selection.

Student Activity Save a job using the Print Driver.


Discuss the output.

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Training Exercises Save and Reprint Jobs
Reprint Saved Jobs

Reprint Saved Jobs


Benefits Use this function to reprint jobs which have previously been stored. Saved Jobs
can be reprinted using the device touch screen or from Internet Services. Access
to jobs can be restricted by using different folder types.

Job - Reprint Saved Discuss the output required.


Job using the Device Select Services Home > Reprint
Reprint the saved Saved Job. Folders containing
Posters job the saved jobs are displayed.
Select the folder required. If
necessary, use the scroll bar to
access all the folders. A list of the
jobs in the folder is displayed.
Select the job and select the
print or save option required:
Print is used to print the
selected job using the currently
saved print settings.
If print settings are changed
from those stored with the
original print job, Print and
Save is used to print and then
store the selected job with the
new settings.
Save is used to save the selected job without printing. The job will be saved in
place of the original job with any new settings selected.
If the job settings require
changing prior to printing the
job, select the Settings option.
Select the options required and
then select Print, Print and Save
or Save.
If the job is a secure job, enter
the passcode required and select
Print Job.
Select Job Status to view all the job lists and check the status of your job.

Managing Folders Folders and the files saved within them can be managed using Internet
using the device Services or the Reprint Saved Jobs service.

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Save and Reprint Jobs Training Exercises
Reprint Saved Jobs

Select Services Home > Reprint


Saved Jobs.
Select the File Folder
Management option. The
Manage Folders options are as
follows
Open Folder opens the
selected folder.
New Folder is used to create a new folder. Enter the folder name and select the
access options required.
Modify Folder is used to edit the folder name or access details.
Delete is used to delete a folder and its contents.
Within each folder, the options are as follows:
Back to Folders is used to return to the folder list.
Rename Job is used to rename selected job.
Select All is used to select all the jobs within the folder.
Deselect All is used to deselect any jobs selected.
Delete is used to delete the selected file(s).
Select Close to exit the File Folder Management option.

Job - Reprint Saved Discuss the output required.


Job using Internet Open the web browser from your Workstation.
Services
In the URL field, enter
Reprint the saved
http:// followed by the
Posters job
IP Address of the
device. For example: If
the IP Address is
192.168.100.100, enter the following into the URL field:
http://192.168.100.100.
Press Enter to view the Home page. The Internet Services options for your
device are displayed.
Select the Jobs tab.
This screen shows the
jobs currently in the
device list.
To access the list of
Saved Jobs, select the
Saved Jobs tab.
Select the folder that contains the job you want to print.
Select the check box next to the job you want to print. You may choose
several jobs and specify how many copies you would like.
Select Print Job from the drop-down menu and then select Go.
Your selected job or jobs are printed at the device using the saved print
setting for each job.

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Reprint Saved Jobs

Managing Folders Folders and the files saved within them can be managed using Internet
using Internet Services or the Reprint Saved Jobs service.
Services The folders are stored on the device.
Select the Jobs option.
Select the Saved
Jobs tab to access
the folder options.
Select Create New
Folder.
Input the name for
the folder in the
Name field.
As a user you are only able to create Public folders. These are the folder types
available:
The Public folder has been created by a user. It can be used by any user
and has no access authority limitations. Any user can access and modify
the documents in this folder.
The Read Only folder is created by the System Administrator or a user as a
Read Only Public folder. Any user can print from the folder but documents
cannot be deleted or modified.
The Private folder is created by a user only when the device is in
Authentication mode. The User marks the folder as Private and the folder
is only visible to the Owner and the System Administrator.
When you have selected the appropriate Permissions, select Apply.
The Folder is displayed in the Folders List.

Modify or Deleting a You can modify or delete existing folders that contain Saved Jobs using
Folder Internet Services.
To modify a folder, access Internet Services. Open your browser on your PC
and enter the IP address of the WorkCentre into the Address (URL) field.
Select the Jobs option.
Select Saved Jobs tab to access the folder options.
Select Manage Folders. The window displays all the Public folders and any
Private folders belonging to you.
Select the folder you want to modify and select the options required for the
folder.
The folder can be deleted by selecting the Delete Folder button.

Student Activity Review and discuss the output.


Further discuss how they could use these features.

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Reprint Saved Jobs

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Training Exercises Save and Reprint Jobs
Accounting 11
Requirements: Accounting options are used to record
device usage by different groups or
Administrator
password (default departments and can also be used to
username: admin, restrict access to different services.
password 1111)
Xerox Standard Accounting is an
accounting option which
automatically tracks device usage for
each user and can be setup using
Internet Services.

Topics: The following topics are available for training:

Topic Recommendation

Setting Up Xerox Standard Accounting Administrators

Using Xerox Standard Accounting Administrators

Trainers Notes

Setup training should be provided for the System Administrator or Accounting


Administrator.
Ensure the Administrator or System Administrator is available for training and the
Tools passcode is known (it may have been changed from the default).

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Training Exercises
Setting Up Xerox Standard Accounting

Setting Up Xerox Standard Accounting


Benefits Accounting is very useful when the costs of copying, printing or faxing
documents requires passing on to individual departments or clients. It is also
a good tool for analysing device usage and for restricting general access to
the device.

Overview the There are several methods for tracking usage using Accounting. Prior to
Accounting options setting up Accounting, you must first decide how it is to be used by users,
and how the data is going to be used.
Types of Accounts:
User Accounts - it is recommended that all individual users of the device are
allocated a user account to login to. The user is also setup with a default Group
Account. The counts for both User and Group Accounts are updated when a job
is run on the device.
Group Accounts - these accounts provide the ability to track usage for a whole
workgroup, department or by client. Users can be assigned to one group, for
example their workgroup, or to multiple groups, for example if you need to
track usage for different client accounts. When using the device, they can select
which Group Account to assign the usage to. No limits are set for Group
Accounts.
General Accounts - these can only be accessed if the user has login rights. If a
General Account is used, the usage is assigned to a General Account and not to
a specific User or Group Account. This is useful for administration jobs or for
jobs which you do not wish to allocate to a specific individual or group. No limit
is set for General Accounts.

Explain Access It is recommended an Accounting Administrator is assigned by the group or


Rights System Administrator.
The Accounting Administrator is given full access rights to the all the
accounts and is responsible for setting up, monitoring and managing
account usage. More than one User can be given full access rights if
required.
Accounting users are given access to their own accounts only.

Identify how Discuss the different account options and the role of the Accounting
Accounting will be Administrator.
used Identify how Accounting should be setup in order to meet the needs of their
organisation.
Identify who is going to be responsible for setting up and managing the
accounts.

Enabling Xerox The first step in setting up Xerox Standard Accounting is to enable it using
Standard Internet Services. Once it has been enabled, User Accounts, Group Accounts
Accounting and General Accounts can be setup and assigned.

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Training Exercises Accounting
Setting Up Xerox Standard Accounting

Accessing Internet To access Internet


Services Services open your
browser on your PC and
enter the IP address of
the WorkCentre
5735/5740/5745/5755/5765/5775/5790 into the Address (URL) field and press
Enter.
Note: To find out the IP address of your device, print a configuration report.
Select the Properties tab.
If prompted, enter the
Administrator User ID
and Password. The
default is admin and
1111. Select Login.
Select Accounting >
Xerox Standard
Accounting >
Enablement in the
directory tree.

Enable Xerox Select Enabled - Xerox


Standard Standard Accounting.
Accounting The services options are
displayed, select Apply to
enable accounting.
All the services are
enabled for accounting,
select Disable for any
services which do not require usage tracking. Select Apply.

Group and General Administrators can create both Group and General Accounts.
Accounts Group and General accounts should be created before creating user
accounts. This enables you to choose Group or General accounts for the user
accounts during setup.
Group Accounts:
Users must be a
member of at least
one Group Account
but the creation of
General Accounts is
optional.
General Accounts can
be created to identify
a subset of a group or
project that a user is involved in. The Accounting Report specifies the number
of documents produced per group. Account example:

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Accounting Training Exercises
Setting Up Xerox Standard Accounting

The administrator creates a Group Account called Finance Department


and two General Accounts called Company A Project and Company B
Project. The administrator adds the user Jane Smith to each account.
Jane can now record any impressions that she makes at the device to a
particular account.
At the device, Jane enters her User ID and selects Company A Project. The
number of impressions is recorded specifically to the Company A Project.
General Accounts:
If a General Account is
used, the usage is
assigned to a General
Account and not to a
specific User or Group
Account.
This is useful for
administration jobs or
for jobs which you do
not wish to allocate to a specific individual or group.
No limit is set for General Accounts.
The administrator can print a report which lists the number of impressions
recorded for each User, Group and General Account.

Creating Group and Select Accounts in the directory tree to create new Group and General
General Accounts Accounts.
To create and setup a Group or General account:
Select Group Accounts or General Accounts.
Enter an Account ID and Account Name (for example Xerox) for the account.
Select Add Account to add the account. The account appears in the list.
Use the options to setup the account:
View Usage
shows the device
usage which has
been allocated to
the account. Use
Reset or Reset All
to reset the
counters to zero.
Manage enables
you to allocate
accounts to User Accounts that have been setup. Select the checkbox
next to the User Account which requires access to the Group or General
Account.
Default for New Users (Group Accounts only) select the Group Account
which should be used as the Default Account when creating User
Accounts.
Delete Selected use this option to delete accounts which have the
checkbox to the left of the account selected.
Select Save to save the settings and exit, or Cancel to exit without saving.

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Setting Up Xerox Standard Accounting

Creating User Select Users in the


Accounts directory tree and select
Add New User.
Enter a User ID and User
Name for the new user
and select Apply.
The account is created
and the Limits and
Access options are
displayed.

Set the Usage Limits Specify the usage limits for this account in the User Limits boxes. The
maximum value for each limit is 16,000,000. Usage limits can be specified as
follows:
Black Impressions the maximum number of documents that can be copied or
printed by a user.
Note: If the device is set to print Confirmation Reports, Acknowledgement
Reports, Cover Sheets and Banner Sheets count as part of the job and will be
added to the number of impressions.
Scanned Images the maximum number of documents that can be scanned by
a user.
Fax Images sets the maximum number of documents that can be faxed by a
user from Fax services. The device calculates the number of faxed documents
by multiplying the number of images faxed (this includes cover sheets), by the
number of destinations.
Select Apply when you have finished setting the usage limits.

Maximum Usage The first time a user logs in to the device after they have reached their
Limits maximum usage limit, a message displays on the user interface.
The message notifies the user that they have reached their limit for the
feature. Users will not be able to use the feature until their limit is reset.
If the user performs a copy, scan or fax job at the device, and mid way
through the job their limit is exceeded, the job will continue. The device will
track the number of sheets that were printed over the limit and subtract
them from the user's new allocation, when it is updated by the
administrator.
If the user's limit is reached before a print job is completed, an error report
will print at the device to notify the user that their limit has been reached.
The job will be deleted from the print queue. The job may run over due to
sheets committed to the paper path.
The system administrator has unlimited access to the device.
User limits can be reset on the Internet Services Report and Reset screen.

Access Rights To allocate Group or General accounts to the new user, select the Edit option
for the appropriate account type.

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Accounting Training Exercises
Setting Up Xerox Standard Accounting

Select the checkbox for the accounts required for the user and select Save.
The user will be displayed as a member of the Group or General Accounts
selected.
Enable Xerox Standard Accounting in the Print Driver
From the Start menu select Printers and Faxes (Windows XP), or select
Settings and then Printers (Windows 2000/2003).
Right-click on the printer driver.
Select Properties > Configuration > Accounting.
From the Accounting System drop-down menu, select Xerox Standard
Accounting.
Always Prompt: Select this option if you
want the Accounting dialog box to
appear every time you submit a print job.
The printer collects and stores
accounting information as jobs are
submitted to it along with the User ID
and Account ID.
Mask User ID (****): Prevents the User ID
from being viewed by displaying asterisks
(*) instead of the actual characters.
Mask Account ID (****): Prevents the
Account ID from being viewed by
displaying asterisks (*) instead of the
actual characters.
Remember Last Entered Codes: The
User ID and Account ID entries are saved
when you finish printing. The same ID
numbers are used each time you print until you enter different numbers.
Auxiliary Accounting Interface: Use this setting to indicate that an auxiliary
accounting system is being used, such as a badge reader or coin box. With this
setting selected, a dialog appears at print time with the options to
authenticate now or authenticate later at the printer.
Never Prompt: Selecting this option requires you to set default accounting
codes.
Default Accounting Codes: Select this option if you want to enter default
values that will automatically be used each time you submit a print job.
Default User ID: Enter the User ID, and Passcode if required, to be used for
your print jobs.
Default Account Type: Select whether to use a Default Group Account, a
General Account, or a Group Account to track your print jobs. Make your
selection based on the policies established within your organization and the
type of accounting system used. (Default Account Type is not available with
Xerox Network Accounting.)
Enter the default Account ID and select OK. Select OK to exit.
When the printer driver is used to print a document an account User ID will
be required.

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Setting Up Xerox Standard Accounting

Reports and Resets To print a usage report or


to reset the counters for
the accounts, select
Reports and Reset.
To generate or print a
usage report:
Select Generate
Report then right-click
the Right-click to
download link.
Select Save Target As
and save the accounting Report.csv file to your desktop.
Once you have saved the report you may want to reset the counters To reset
all the usage counters to zero:
Select Reset Usage Data.
A confirmation is displayed, select OK to reset the counters.
WARNING: The following step will delete all the XSA accounts set up on
your device.
To delete and reset the entire Xerox Standard Accounting system and delete
all the accounts and data, use the Reset to Default option. A confirmation is
displayed, select OK to reset the entire system.

Student Activity Setup the User Accounts, Group Accounts and General Accounts required.
Review and discuss the exercise.

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Accounting Training Exercises
Using Xerox Standard Accounting

Using Xerox Standard Accounting


Benefits User Logon enables accurate data to be kept of all jobs to enable the
customer to track usage so the data can be used effectively, e.g. for
recharging internal departments, or external clients or for device utilisation
studies.
When using Xerox Standard Accounting, users must enter a valid user name
at the device to access the services and features.
When sending print or fax from PC jobs, an account number must be entered
in the driver at the time of sending.

Enable Network If Accounting is enabled on the device but not in the Print Driver, any print jobs
Accounting in sent to the device will be deleted.
Windows Print Driver
To enable Network Accounting in the Print Driver:

Windows 2000:
From the Start menu select Printers and Faxes.
Right-click on the device printer icon and select Properties > Configuration >
Accounting.
Select Xerox Network Accounting from the Accounting System drop-down
menu.
Select Prompt for Every Job if users need to enter their User ID and Account
ID each time they print, check the following checkboxes:
Mask User ID (***)
Mask Account ID (***)
If you do not require the security option, select Use Default Accounting
Codes and enter the required information for the following field:
Default User ID
Default Account ID
Click on OK.
Click on Apply, then click on OK to exit.

Windows XP, Vista


From the Start menu select Settings and then Printers.
Right-click on the device printer icon and select Properties > Configuration.
Check the Enable Accounting box.
Select Prompt for Every Job if users need to enter their User ID and Account
ID each time they print, check the following checkboxes:
Mask User ID (***)
Mask Account ID (***)
If you do not require the security option, select Use Default Accounting
Codes and enter the required information for the following field:
Default User ID
Default Account ID

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Training Exercises Accounting
Using Xerox Standard Accounting

Click on OK and then OK again to exit.

Entering a User ID at When a job is submitted using the Print Driver or Internet Services, a User ID
the PC is required.
If the User ID is not entered, the job will be held in the Job List until a valid
ID is entered.
Open an application and print a job. Verify that you are presented with the
User ID and Accounting ID screen.
Enter a valid User ID and Accounting ID and click on OK. If you selected
Save Accounting Codes it will only be necessary to enter this information
the first time the driver is used.

Login at the device To login select the Log In/Out button on the keyboard.
Selecting a locked service will also prompt you for a Login name and
password.
Use the keyboard to enter your User Name and ID.
The Validation in Progress screen will show.
If you are a member of more than one Group Account or General Account,
you will be asked to select an account to log in to.
Once logged in, your user details will be shown and the Services is displayed.
You can now select the features that you want to use.
To log out, select the Log In/Out button again or select Log Out from the
User Details area.

Student Activity Each user to Log In to their User Account, then Log Out.
Each user to send a print job at the PC using their User Account details.
Review and discuss the exercise.

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Using Xerox Standard Accounting

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Training Exercises Accounting
Image Overwrite 12
Requirements This module teaches users how to use Image Overwrite which is used to prevent
unauthorized access and duplication of sensitive documents.
Passcode for Tools
(default username:
admin, password 1111)
Images are erased from the hard drive by applying a three-pass algorithm to
eradicate data (originally supplied by the US Department of Defense). The result
is that each image is effectively over-printed three times until the original image
is completely obscured.

Topics: The following topics are available for training:

Topic Recommendation

Image Overwrite Optional

Trainers Notes

While it is unlikely that the customer will choose to alter the Image Overwrite
settings once they have been set up, changes may occasionally be required.
It is recommended that the administrator or user performs the steps.
Be careful when changing the security settings for the device.

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Training Exercises
Image Overwrite

Image Overwrite
Benefits The On Demand Overwrite feature provides security conscious customers with
the ability to overwrite the device hard disk to protect classified or private
information. The device hard disk stores data similar to the way a hard drive
functions on a personal computer, but with the data encrypted for extra
protection. When Print, Copy, E-mail, Internet Fax and Scan jobs are submitted to
the device, information is stored on the device hard disk (if these features are
installed and configured on the device).

The On Demand Overwrite feature can be used by a System Administrator to


overwrite the image data. Overwrite options are setup using Tools and Internet
Services.
Note: Ensure that no one is currently using the device when performing an
Overwrite.

Accessing Tools Press the Machine Status


button.
Select the Tools tab.
To have access to all the Tools
options you must be logged in as
an Administrator.
To log in select the Log In/Out
button on the control panel.
Use the keyboard to enter your User Name, then select the Next button.
Use the keyboard to enter your Password, then select the Enter button.
Note: The default user name and password are: admin and 1111.

Tools Overwrite Select Security Settings > Image Overwrite Security.


options There are two options:
Standard Overwrite takes approximately 20 minutes and excludes: Print file
directories, Scan to mailbox jobs, Fax directories, mailbox contents.
Full Overwrite takes approximately 60 minutes and includes all data.
Select the Overwrite option required.

Internet Services When the device has a network controller and is connected over the network,
Overwrite options it is possible to run the Image Overwrite function using a web browser.
To access Internet
Services open your
browser on your PC and
enter the IP address of
the WorkCentre
5735/5740/5745/5755/5765/5775/5790 into the Address (URL) field and press
Enter.
Note: To find out the IP address of your device, print a configuration report.

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Training Exercises Image Overwrite
Image Overwrite

Select the Properties tab. If prompted, enter the Administrator User ID and
Password. The default is admin and 1111. Select Login.

Manual Overwrite Select Properties > Security > On Demand Overwrite > Manual in the
directory tree.
Standard Image
Overwrite will take
approximately 20
minutes and delete all
image data from
memory and hard disk,
except:
Jobs and folders
stored in the Reprint
Saved Jobs feature.
Jobs stored in the Scan to Mailbox feature (if installed).
Fax Dial Directories (if fax card is installed).
Fax Mailbox contents (if fax card is installed).
Full Image Overwrite will take approximately 60 minutes and deletes all
image data from memory and hard disk(s).
Select the Start button for either Standard or Full Image Overwrite.
Select OK. The overwrite will commence.
The device will be taken offline and will be unable to receive any incoming jobs.
Any existing jobs in the queue will be deleted.
Following completion of the Overwrite, the On Demand Overwrite completion
screen appears. The network controller will reboot and network functionality
will be unavailable for several minutes. Once rebooted, the Disk Overwrite
confirmation report will print. This details the status and time of the overwrite.

Scheduled Overwrite Select Properties >


Security > On Demand
Overwrite > Scheduled
in the directory tree.
Select the required
frequency from the
Frequency drop down list
to enable the Overwrite.
Daily specify the time
for the overwrite activity in Hours and Minutes (24-Hour Clock).
Weekly you can select a time and day of the week to perform the overwrite
activity.
Monthly you can select a date between 1 and 28 for the overwrite activity.
Select Apply. The device will be taken offline at the day or time specified to
perform the overwrite.

Student Activity Perform an immediate Image Overwrite.


Review and discuss the exercise.
Further discuss how they could use all the features.

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Image Overwrite

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Training Exercises Image Overwrite

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