Xerox Phaser 3200MFP User Manual

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the next page on the glass. Press the scroll  button (  or  ) to display 
Yes and press Enter. Repeat as necessary.
After all of the pages are scanned, press the scroll button (  or  ) to 
display No and press Enter when the display shows Another Page?.
7.The number is dialed and then the machine begins sending the fax when 
the receiving fax machine is ready.
NOTE: When you want to cancel a fax job, press Stop/Clear at any time 
while sending.
Sending a Fax Manually
1.Load the document(s) face up into the ADF, or place a single document 
face down on the document glass.
For details about loading a document, see Loading a Document on 
page 8-4.
2.Press the Fax button
3.Adjust the document resolution to suit your fax needs, see Adjusting the 
Document Resolution on page 8-5.
If you need to change the brightness, see Lighten/Darken on page 8-2.
4.Press Manual Dial. You hear a dial tone.
5.Enter the receiving fax machine’s number using the number keypad.
You can also press and hold the digit button of the speed dial number if 
you have assigned one. To store the speed dial number, see Storing a 
Number for Speed Dialing on page 8.13.
6.When you hear a high-pitched fax signal from the remote fax machine, 
press Start.
NOTE:  When you want to cancel a fax job, press Stop/Clear at any time 
while sending.
Redialing the Last Number
To redial the number you last called:
Press Redial/Pause. 
When a document is loaded in the ADF (Automatic Document Feeder; see To 
fax a document using the Automatic Document Feeder (ADF): on page 8-4), 
the machine automatically begins to send.
For a document placed on the document glass, the display asks if you want to 
load another page. To add more documents, press the scroll button  (  or  ) 
to display Yes and press Enter. To send the fax immediately, press the scroll 
button (  or  ) to display No and press Enter.
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Confirming Transmission 
When the last page of your document has been sent successfully, the 
machine beeps and returns to Standby mode. 
If your fax fails, an error message appears on the display. For a list of error 
messages and their meanings, see Clearing LCD Error Messages on page 10-9. 
If you receive an error message, press Stop/Clear to clear the message and 
try to send the document again. 
You can set your machine to print a confirmation report automatically each 
time sending a fax is completed. For further details, see the MSG Confirm item 
on MSG Confirm on page 8-3.
Automatic Redialing
When the number you have dialed is busy or there is no answer when you 
send a fax, the machine automatically redials the number every three minutes, 
up to seven times according to the factory default settings.
When the display shows “Retry Redial?”, press Enter to redial the number 
without waiting. To cancel the automatic redialing, press Stop/Clear.
To change the time interval between redials and the number of redial 
attempts. See Redial Term on page 8-3.
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Receiving a Fax
About Receiving Modes
•In Fax mode, the machine answers an incoming fax call and immediately 
goes into the fax reception mode. 
•In Tel mode, you can receive a fax by pressing Manual Dial (you can hear 
a fax tone from the sending machine) and then pressing 
Start on the 
control panel of your machine. You can also pick up the handset of the 
extension phone and then press the remote receive code (see Receive 
Code on page 8-3).  
•In Ans/Fax mode, the answering machine answers an incoming call, and 
the caller can leave a message on the answering machine. If the fax 
machine senses a fax tone on the line, the call automatically switches to 
Fax mode. 
•In DRPD mode, you can receive a call using the Distinctive Ring Pattern 
Detection (DRPD) feature. “Distinctive Ring” is a telephone company 
service which enables a user to use a single telephone line to answer 
several different telephone numbers. For further details, see Receiving 
Faxes Using the DRPD Mode on page 8-11.
When your machine’s memory is full, the receiving mode automatically 
switches to Tel. 
For details about changing the receiving mode, see Receive Mode on page 8-2.
NOTE: 
• To use the Ans/Fax mode, attach an answering machine to the EXT. jack 
on the back of your machine. 
• If you do not want other people to view your received documents, you can 
use Secure Receiving mode. In this mode, all of the received faxes are 
stored in memory. For further details, see Using Secure Receiving Mode 
on page 8-22.
Loading Paper for Receiving Faxes 
Faxes can only be printed on Letter-, A4-, Legal-, Folio-, Executive-, or B5-
sized paper. For details about loading paper and setting the paper size in the 
tray, see Loading Paper on page 2-6 and Setting the Paper Size and Type on 
page 2-19.
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Receiving Automatically in Fax Mode 
Your machine is preset to Fax mode at the factory. 
When you receive a fax, the machine answers the call on a specified number 
of rings and automatically receives the fax. 
To change the number of rings, see Ring To Answer on page 8-2.
If you want to adjust the ringer volume, see Setting Sounds on page 2.20.
Receiving Manually in Tel Mode 
You can receive a fax call by picking up the handset of the extension phone 
and then pressing the remote receive code (see Receive Code on page 8-3), 
or by pressing Fax, Manual Dial, and then Start when you hear a fax tone 
from the sending machine. 
The machine begins receiving a fax and returns to Standby mode when the 
reception is completed.
Receiving Automatically in Ans/Fax Mode 
To use this mode, you must attach an answering machine to the EXT. jack on 
the back of your machine. See Making Connections on page 2-8.
If the caller leaves a message, the answering machine stores the message as 
it would normally. If your machine detects a fax tone on the line, it 
automatically starts to receive the fax.
NOTE: If you have set your machine to Ans/Fax mode and your answering 
machine is switched off, or no answering machine is connected to EXT. jack, 
your machine automatically goes into Fax mode after a predefined number of 
rings. 
If your answering machine has a ‘user-selectable ring counter’, set the 
machine to answer incoming calls within 1 ring. 
If you are in Tel mode (manual reception) when the answering machine is 
connected to your machine, you must switch off the answering machine, or the 
outgoing message from the answering machine will interrupt your phone 
conversation.
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Receiving Manually Using an Extension Telephone
This features works best when you are using an extension telephone 
connected to the EXT. jack on the back of your machine. You can receive a 
fax from someone you are talking to on the extension telephone without going 
to the fax machine.
When you receive a call on the extension phone and hear fax tones, press the 
keys 9 on the extension telephone. The machine receives the document.
Press the buttons slowly in sequence. If you still hear the fax tone from the 
remote machine, press 9  again.
9 is the remote receive code preset at the factory. The first and the last 
asterisks are fixed, but you can change the middle number to any number. For 
details about changing the code, see Receive Code on page 8-3.
Receiving Faxes Using the DRPD Mode
“Distinctive Ring” is a telephone company service which enables a user to use 
a single telephone line to answer several different telephone numbers. The 
particular number someone uses to call you is identified by different ringing 
patterns, which consist of various combinations of long and short ringing 
sounds.
Using the Distinctive Ring Pattern Detection feature, your fax machine can 
“learn” the ring pattern you designate to be answered by the fax machine. 
Unless you change it, this ringing pattern will continue to be recognized and 
answered as a fax call, and all other ringing patterns will be forwarded to the 
extension telephone or answering machine plugged into the EXT. jack. You 
can easily suspend or change Distinctive Ring Pattern Detection at any time.
Before using the Distinctive Ring Pattern Detection option, Distinctive Ring 
service must be installed on your telephone line by the telephone company. 
To set up Distinctive Ring Pattern Detection, you will need another telephone 
line at your location, or someone available to dial your fax number from 
outside. 
To set up the DRPD mode:
1.Press Menu until “Fax Setup” appears on the top line of the display.
2.Press the scroll button (  or  ) until you see “Receive Mode” on the 
bottom line and press Enter.
3.Press the scroll button (  or  ) until you see “DRPD Mode” on the bottom 
line and press Enter.
4.When “Set” displays on the bottom line, press Enter.
 “Waiting Ring” appears on the display.
5.Call your fax number from another telephone. It is not necessary to place 
the call from a fax machine. 
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6.When your machine begins to ring, do not answer the call. The machine 
requires several rings to learn the pattern.
When the machine completes learning, the LCD displays “End DRPD 
Setup”.
If the DRPD setup fails, “DRPD Ring Error” appears. Press Enter when 
“DRPD Mode” displays and retry from step 3.
7.To return to Standby mode, press Stop/Clear.
When the DRPD feature is set up, the DRPD option is available in the Receive 
Mode menu. To receive faxes in the DRPD mode, you need to set the menu 
to DRPD; see DRPD Mode on page 8-3.
NOTE: DRPD must be set up again if you re-assign your fax number, or 
connect the machine to another telephone line.
After DRPD has been set up, call your fax number again to verify that the 
machine answers with a fax tone. Then have a call placed to a different 
number assigned to that same line to be sure the call is forwarded to the 
extension telephone or answering machine plugged into the EXT. jack.
 
Receiving Faxes in the Memory
Since your machine is a multi-tasking device, it can receive faxes while you 
are making copies or printing. If you receive a fax while you are copying or 
printing, your machine stores incoming faxes in memory. Then, as soon as 
you finish copying or printing, the machine automatically prints the fax. 
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Automatic Dialing
Speed Dialing
You can store up to 200 frequently dialed numbers in one, two or three-digit 
speed dial locations (0-199). 
Storing a Number for Speed Dialing
1.Press the Fax button.
2.Press Phone Book on the control panel. 
3.Press Phone Book or the scroll button (  or  ) to display “Store&Edit” on 
the bottom line of the display. Press Enter.
4.Press Enter when “Speed Dials” appears on the display.
The display prompts you to enter a location number, showing the first 
available number.
5.Enter a speed dial number between 0 and 199, using the number keypad 
or the scroll button (  or  ) and press Enter.
If a number is already stored in the location you chose, the display shows 
the number to allow you to change it. To start over with another speed-dial 
number, press Exit.
6.Enter the number you want to store using the number keypad and press 
Enter.
To insert a pause between numbers, press Redial/Pause. The symbol “−
” appears on the display.
7.To assign a name to the number, enter the name you want. For details 
about entering characters, see Entering Characters Using the Number 
Keypad on page 2-16.
OR
If you do not want to assign a name, skip this step.
8.Press Enter when the name appears correctly or without entering a 
name. 
9.To store more fax numbers, repeat steps 4 through 7. 
OR
To return to Standby mode, press Stop/Clear. 
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Sending a Fax using a Speed Dial Number
1.Feed the document(s) face up into the ADF, or place a single document 
face down on the document glass.
For details about loading a document, see Loading a Document on 
page 8-4
2.Press the Fax button.
3.Adjust the document resolution to suit your fax needs (see Adjusting the 
Document Resolution on page 8-5).
If you need to change the brightness, see Lighten/Darken on page 8-2.
4.Enter the speed dial number.
– For a one-digit speed dial number, press and hold the appropriate digit 
button.
– For a two-digit speed dial number, press the first digit button and press 
and hold the last digit button.
5.The corresponding entry’s name briefly displays.
6.The document scans into memory. 
When a document is placed on the document glass, the LCD display asks 
if you want to send another page. To add more documents, press the 
scroll button (  or  ) to display Yes and press Enter. To send the fax 
immediately, press the scroll button (  or  )  to display No and press 
Enter.
7.The fax number stored in the speed dial location is automatically dialed. 
The document is sent when the receiving fax machine answers.
Group Dialing 
If you frequently send the same document to several destinations, you can 
create a group of these destinations and set them under a group dial location. 
This enables you to use a group dial number setting to send the same 
document to all the destinations in the group. 
Setting a Group Dial Number
1.Press Phone Book on the control panel. 
2.Press Phone Book or the scroll button (  or  ) to display “Store&Edit” on 
the bottom line of the display. Press Enter.
3.Press the scroll button (  or  ) to display “Group Dials” on the bottom line 
and press Enter.
4.Press Enter when “New” displays on the bottom line.
The display prompts you to enter a location number, showing the first 
available number.
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5.Enter a group number between 0 and 199 using the number keypad or 
the scroll button (  or  ) and press Enter.
6.Enter a speed dial number you want to include in the group and press 
Enter.
You can also select the speed dial number stored in the machine by 
pressing the scroll button (  or  ) and then press Enter.
7.When the display confirms the number to be added to the group, press 
Enter.
8.Repeat steps 6 and 7 to enter other speed dial numbers into the group. 
9.Press the Exit button when you have entered all of the desired numbers. 
The display prompts you to enter a group ID.
10.To assign a name to the group, enter the name you want. For details 
about entering characters, see Entering Characters Using the Number 
Keypad on page 2-16.
OR
If you do not want to assign a name, skip this step. 
11.Press Enter when the name appears correctly or without entering a 
name.
12.If you want to assign another group, press Enter and repeat from step 5.
OR
To return to Standby mode, press Stop/Clear.
NOTE: You cannot include one group dial number in another group dial 
number.
Editing Group Dial Numbers
You can delete a specific speed dial number from a selected group or add a 
new number to the selected group.
1.Press the Fax button.
2.Press Phone Book on the control panel. 
3.Press Phone Book or the scroll button (  or  ) to display “Store&Edit” on 
the bottom line of the display. Press Enter.
4.Press the scroll button (  or  ) to display “Group Dials” on the bottom line 
and press Enter.
5.Press the scroll button (  or  ) to display “Edit” on the bottom line and 
press Enter.
6.Enter the group number you want to edit or select the group number by 
pressing the scroll button (  or  ) and press Enter.
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7.Enter the speed dial number you want to add or delete.
You can also select the speed dial number you want to delete by pressing 
the scroll button (  or  ).
8.Press Enter.
9.When you enter the specific number in the group, the display shows 
“Delete?”.
When you enter a new number, the display shows “Add?”.
10.Press Enter to add or delete the number.
11 .To change the group name, press Exit. 
12.Enter a new group name and press Enter.
13.If you want to edit another group, press Enter and repeat from step 5.
Or
To return to Standby mode, press Stop/Clear.
Sending a Fax Using Group Dialing 
(Multi-address Transmission)
You can use group dialing for Broadcast or Delayed transmissions.
Follow the procedure of the operation (Broadcast fax: see Sending Broadcast 
Faxes on page 8-18, Delayed fax: see Sending a Delayed Fax on page 8-19, 
Priority fax: see Sending a Priority Fax on page 8-20). When you come to a 
step in which the display asks you to enter the receiving fax number:
• For a one-digit group number, press and hold the appropriate digit button.
• For a two-digit group number, press the first digit button and press and 
hold the last digit button.
You can use only one group number for one operation. Then continue the 
procedure to complete the desired operation. 
Your machine automatically scans a document loaded in the Automatic 
Document Feeder or on the document glass into memory. The machine dials 
each of the numbers included in the group. 
Searching for a Number in Memory
You can either scan from A to Z sequentially, or you can search using the first 
letter of the name associated with the number. 
Searching Sequentially through the Memory
1.Press the Fax button.
2.Press Phone Book.
3.Press Enter when “Search&Dial” appears on the display.
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