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Xerox Documate 3920 User Guide

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    							Xerox DocuMate 3920
    August 2010
    05-0805-000
    User’s Guide
      
    						
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    Document Version: 05-0805-000 (August 2010).
    All Rights Reserved. All other products mentioned herein may be trademarks of their respective companies.
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    Use, duplication, or disclosure is subject to restrictions as set forth in contract subdivision (c)(1)(ii) of the Rights in Technical Data and 
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    Changes are periodically made to this document. Changes, technical inaccuracies, and typographic errors will be corrected in 
    subsequent editions. 
    						
    							Xerox DocuMate 3920
    User’s Guide3
    Table of Contents
    Welcome
    What’s in the Box  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .8
    Setup Requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .9
    Network Requirements  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .9
    Computer Requirements   . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .9
    Documentation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .9
    Internet Communication Features   . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  10
    The Xerox DocuMate 3920 Scanner  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  11
    1Scanner Setup
    Unpack and Assemble the Scanner  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  14
    Connecting the Cables   . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  15
    Using the Scanner Control Panel  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  17
    Summary of the Menu Options   . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  19
    Using the LCD Soft Keyboard  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  22
    Adding the Scanner to the Network   . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  23
    Networking Error Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  25
    Adding the Email Server Information  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  26
    Setting the Default Scan Function   . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  29
    2 Loading Documents to Scan
    Scanning from the Automatic Document Feeder (ADF)  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  32
    Scanning from the Flatbed Glass  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  34
    3Copying
    Scanning to a Printer  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  36
    Scan Options for Copying . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  37
    Setting the Default Copy Options  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  41
    Information Messages When Copying . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  42
    Copy Specifications  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  43
    4E-mail
    Scanning to E-mail  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  46
    Scan Options for E-mailing   . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  48
    Setting the Default E-mail Options  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  52
    Using the Address Book   . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  53
    Information Messages When E-mailing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  54
    E-mail Specifications  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  56
    5Filing 
    						
    							Xerox DocuMate 3920
    User’s Guide 4
    Scanning to a Folder   . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  58
    Scan Options for Filing   . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  60
    Setting the Folder Template  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  63
    Creating a New Folder . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  65
    Information Messages When Filing   . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  66
    Filing Specifications  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  68
    6Faxing
    Fax Settings  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  70
    Configuring the Fax Settings from the Scanner  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  70
    Configuring the Fax Settings Remotely  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  73
    Scanning to Fax . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  74
    Scan Options for Faxing  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  77
    Setting the Default Fax Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  79
    Using the Phone Book  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  80
    Managing the Fax Phone Book   . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  80
    Information Messages When Faxing  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  85
    Fax Specifications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  87
    7 Managing the Scanner Remotely
    Accessing the Scanner  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  90
    Installing the Network Management Tool  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  90
    Using the Network Management Tool   . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 92
    Accessing the Scanner from a Web Browser   . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  94
    Using the Embedded Web Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  95
    Menu Options  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  95
    Administrative Settings Options   . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  96
    Account Management   . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  97
    Basic Settings   . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  97
    Account List  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  98
    Configuring the Shortcut Buttons   . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 101
    Scanning Using the Shortcut Buttons   . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .103
    Managing the Scanner Address Book  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 104
    Managing E-mail Addresses   . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 105
    Managing E-mail Groups  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 106
    Filing Manager   . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 108
    Server Setup  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 108
    8 Maintenance
    Safety Precautions  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 112
    Clearing Paper Jams   . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 113
    Cleaning the Scanner   . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 114 
    						
    							Table of Contents
    Xerox DocuMate 3920
    User’s Guide5
    Cleaning the Automatic Document Feeder   . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 114
    Cleaning the Scanner Glass  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 115
    Cleaning the LCD-display . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 116
    Replacing the ADF Pad Assembly   . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 117
    Replacing the Roller Assembly   . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 121
    Xerox DocuMate 3920 Scanner Specifications   . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .123
    Xerox DocuMate 3920 Parts List  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 124
    A Appendix
    Safety Introduction  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 126
    EMC   . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 127
    Operational Safety Information   . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 128
    Electrical Information  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 129
    Warning - Electrical Safety Information  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .129
    Electrical Supply  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 129
    Disconnect Device  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 129
    Emergency Power Off   . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 130
    Maintenance Information  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 131
    Product Safety Certification   . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 132
    Regulatory Information   . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 133
    Certifications in Europe   . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 133
    Compliance Information   . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 134
    Product Recycling & Disposal: USA & Canada  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 134
    European Union  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 134
    Illegal Copies  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 135
    USA . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 135
    Canada  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 136
    Other Countries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 137
    EH&S Contact Information  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 138
    Index 
    						
    							Table of Contents
    Xerox DocuMate 3920
    User’s Guide 6 
    						
    							Xerox DocuMate 3920
    User’s Guide7
    Welcome
    This chapter includes:
    •What’s in the Box on page 8
    •Setup Requirements on page 9
    •Internet Communication Features on page 10
    •The Xerox DocuMate 3920 Scanner on page 11
    Your new Xerox scanner can quickly scan single-sided or double-sided stacks of documents with the 
    Automatic Document Feeder (ADF), or single items on the Flatbed glass. With this scanner you can 
    scan documents and send them electronically to a file server, email message, printer, fax machine, FTP 
    site, or website directly from the scanner. The scanner can also be connected to a computer for 
    scanning from software applications.
    Important: 
    • There is no default administrator password. When you access the management options from the 
    LCD panel, or from the scanner’s embedded web page, you will get prompted for a user name and 
    password. Press or click “Login” to continue setting up the scanner features as described in the 
    sections. You may want to add a username and password to prevent users from changing the 
    scanner settings.
    • To use the Fax and Copy functions, you need to connect the scanner to a USB InkJet or Laser 
    printer that supports PCL. Please visit the information page for your scanner at 
    www.xeroxscanners.com for more information.
    • To use the Filing function your user account must have privileges to write to the server. Setup of 
    the server, and user account privileges, are outside the scope of this document. Please contact 
    your IT department or network administrator for this information.
    • To use the Email function you must have the email server information. Setup of the email server, 
    and user account privileges, are outside the scope of this document. Please contact your IT 
    department or network administrator for this information. 
    						
    							We l c o m e
    Xerox DocuMate 3920
    User’s Guide 8
    What’s in the Box
    Before proceeding, check the contents of the box. If items are missing or damaged, contact the dealer 
    where you purchased the scanner.
    Power Supply Xerox DocuMate 3920 Scanner
    Power Cord
    (North American Style)
    USB Cable
    Power Cord
    (European Style)Power Cord
    (United Kingdom Style)Telephone 
    Cord
    Windows™
    Installation DiscQuick Install GuideTechnical 
    Support Card 
    						
    							Welcome
    Xerox DocuMate 3920
    User’s Guide9
    Setup Requirements
    Network Requirements
    To send emails from the scanner:
    •TCP/IP Network
    • An SMTP and an optional POP3 server
    To save documents to a folder on a server via the intranet:
    • FTP, HTTP, HTTPS, or CIFS protocol environment
    Computer Requirements
    These requirements are for installing the Network Management Tool  on a local computer. 
    IBM-compatible Pentium 4 PC, or AMD equivalent with:
    • A CD-ROM drive
    • An available Universal Serial Bus (USB) port
    •Microsoft
    ® Windows® operating system: Windows XP (Service Pack 1 and 2), Windows Vista, or 
    Windows 7
    The scanner is compatible with Service Pack 3 for Windows XP and Service Pack 1 for Windows 
    Vista.
    •Windows XP: Minimum of 512 megabytes (MB) of internal memory (RAM)
    Windows Vista and 7: Minimum of 1 gigabyte (GB) of internal memory (RAM)
    • 350 MB minimum of free hard disk space
    A VGA or SVGA Monitor
    The recommended settings for your monitor are:
    • Color quality of 16-bit or 32-bit
    • Resolution set to at least 800 x 600 pixels
    Refer to your Windows documentation for instructions on setting the color quality and resolution for 
    the monitor.
    Documentation
    The following documentation is provided with your scanner:
    •Quick Install Guide—Abbreviated installation instructions. 
    •Scanner User’s Guide—On the Installation Disc; contains detailed installation, scanning, 
    configuration, and maintenance information. 
    						
    							We l c o m e
    Xerox DocuMate 3920
    User’s Guide 10
    Internet Communication Features
    Scan to Folder—Through the intranet with FTP (File Transfer Protocol), HTTP (Hypertext Transfer 
    Protocol), HTTPS (a secure way of using HTTP), or CIFS (Common Internet File System), the scanner 
    allows you to save scanned document directly to a designated server or a personal computer on the 
    network in a standard PDF, JPEG, TIFF, or MTIFF file format. 
    Scan to E-Mail—When you send an e-mail to someone via the scanner, the scanner uses SMTP (Simple 
    Mail Transfer Protocol) to transfer your outgoing e-mails to your SMTP mail server, and then send these 
    e-mails to your recipients through the internet. The document is first scanned and converted to a 
    standard PDF, JPEG, TIFF, or MTIFF (Multi-page TIFF) file format and then transmitted to remote 
    recipients simultaneously as an e-mail attachment. 
    Xerox DocuMate 3920
    PCFTP, HTTP, 
    HTTPS servers
    CIFS servers
    (Windows)
    PC PCPC
    E-mail Server
    ≈
    ≈Xerox DocuMate 3920 Xerox DocuMate 3920 
    						
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