Xerox Phaser 3635MFP User Manual

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Fa x  O p t i o n s
The Fax Options tab available with Embedded Fax provides further fax features 
which can be used when transmitting faxes. To view all the options for a feature, 
select the feature required. Multiple options can be selected for each fax job if 
required. 
Polling
Polling enables you to store fax documents into the machine’s memory for 
retrieval by another remote fax machine, or to poll a remote fax machine or 
mailbox to retrieve information. 
Store for Polling
This option allows users to scan documents and store them. When remote 
machines poll the device, they are able to retrieve the scanned document(s). 
Passcodes can be set up to control which machines have access to the documents 
stored.
Store for PollingStored documents will not be deleted after a successful poll. 
Print AllTo print documents stored for polling.
Delete AllAll documents stored for polling will be deleted.
NOTE: the Print and Delete options are only available when the Store for Polling 
feature is set to On.
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Remote Polling
Poll a Remote FaxThis option allows users to contact a remote fax machine to locate and receive 
faxes stored by the remote machine. More than one remote machine can be polled 
at a time. Enable this feature by selecting Poll a Remote Fax and selecting On. 
Enter the number of the remote machine you wish to poll. Poll more than one 
remote machine by using the Group Dial.
Use the Delayed Send feature to poll at a specific time. This allows you to poll the 
remote machine when the line is less congested or when a cheaper rate applies. 
Only one delayed polling job is allowed at a time.
Once you have entered the number of the remote machine and, if required, the 
time you wish to poll, press the Start button on the control panel to begin polling 
the remote machine or to store the polling command.
All documents that have been successfully polled from the remote machine are 
printed on your machine.
Poll a Remote
MailboxThis option allows users to contact a remote mailbox which is set up on a remote 
fax machine. When contact has been made, the remote machine sends the faxes 
stored within the mailbox. To use this option, you need to know the remote 
mailbox number and passcode.
Enter the remote machine’s fax number using the control panel, or select the 
Group Dial button to select the required number from the Address Book. Group 
Address Book is not available when using the poll remote mailbox feature, as only 
one telephone number can be entered at a time.
To poll a remote mailbox you must know the mailbox number. Use the keypad to 
enter the number of the mailbox you wish to poll in the Mailbox Number input 
field.
If the remote mailbox is protected with a passcode, use the keypad to enter the 
passcode in the Passcode input field. If the passcode does not match the remote 
mailbox passcode, the poll will fail.
NOTE: If the Passcode input field is left blank, the default passcode 0000 is used.
Once you have entered the number and details of the remote machine mailbox 
you wish to poll, press the Start button on the control panel to begin polling 
remote machine mailbox.
All fax documents that have been successfully polled from the remote mailbox are 
printed on your machine.
Delay Send
Delay Send enables you to specify the time of a fax transmission or poll. This 
option can be used to delay transmission of a fax job for a minimum period of 15 
minutes and a maximum period of 23hrs 59mins, by specifying the time at which 
the fax is to be sent. 
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Select Off to send the fax immediately. 
Select Specific Time to enter the time you wish the fax to be sent. Enter the hours 
and minutes separately and select AM or PM to denote if you want the fax to be 
sent in the morning or the evening.
Send Header Text
Select On to enable transmission header details on outgoing faxes. To format 
Transmission Header details, refer to Transmission Header Text in the Setups 
chapter on page 175.
Mailboxes
Mailboxes are areas of machine memory where incoming faxes are stored or from 
which outgoing faxes can be polled (see Polling – page 75). The System 
Administrator can set up to 200 mailboxes on your machine.
You can use a mailbox located on the same machine you are using (local mailbox), 
or a mailbox set up on a remote machine (remote mailbox).
Local mailboxes can contain both stored or received documents. Stored 
documents are placed in the local mailbox by the user standing at the device; 
received documents are placed in the local mailbox by a remote fax device. The 
local mailbox may be password protected and a local user can delete or print the 
contents of the mailbox. 
Documents held within the local mailbox are recognized as stored for polling, 
printing or deleting by the user. To access a mailbox you must enter the 3 digit 
mailbox number and, if applicable, a 4 digit mailbox passcode. Please contact your 
System Administrator for more information. 
NOTE: The storage time for faxes is set up by your System Administrator.
Store to MailboxAllows users to scan and store fax documents for polling. Documents are stored in 
your mailbox and automatically sent to a remote fax machine when requested. 
1.Enter Mailbox number (max 20 digits).
2.Enter Mailbox passcode (4 digit code).
3.Press Start.
Print Mailbox
DocumentsAllows you to print a hard copy of the documents stored in a mailbox. 
1.Enter Mailbox number (max 20 digits).
2.Enter Mailbox passcode (4 digit code).
3.Press Start.
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Delete Mailbox
DocumentsAllows you to delete all the documents stored within a mailbox.
NOTE: If the Delete Mailbox Documents or Print Mailbox Documents button is 
selected then both received and stored documents within the selected mailbox 
will be printed or deleted.
1.Enter Mailbox number (max 20 digits).
2.Enter Mailbox passcode (4 digit code).
3.Press Start.
Send to a Remote
MailboxAllows you to send a fax document directly to an individual’s private mailbox on a 
remote machine.
NOTE: This feature will only be available when the remote machine has mailbox 
capability and when the user sending the document knows the mailbox number 
of the recipient.
Enter the recipient’s fax number using the control panel, or select the Group Dial 
button and select the recipient from the Address Book. Group Address Book is not 
available when using the send to a remote mailbox feature, as only one telephone 
number can be entered at a time.
If enabled, a confirmation report is printed once the documents are sent to the 
remote mailbox.
Fa x  S e n d i n g  Fe a t u re s
Allows jobs to be prioritized and reports to be printed.
Priority SendAllows you to prioritize your job and send it before all the other fax jobs in the 
memory.
Fa x  Re p o r t s
Allows you to print fax reports from the pre-set list.
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Forward to Fax/E-mail Features
The Forward to Fax / E-mail feature allows incoming or outgoing faxes to be 
automatically forwarded to either another fax number or e-mail address. The 
System Administrator configures the feature via the Web UI. The System 
Administrator can also enable the Print Local Copy option to print a local copy of 
the forwarded or received fax or e-mail.
For more information about this feature, consult the System Administrator Guide, 
or contact your System Administrator.
Fo r wa rd  t o  Fa x
This feature allows incoming or outgoing faxes to be automatically forwarded to 
an anonymous fax recipient.
You can choose to forward the following:
• Transmitted Faxes
• Received Faxes
• All Faxes
Forward to E-mail
This feature allows incoming or outgoing faxes to be automatically forwarded to 
another e-mail recipient.
You can choose to forward the following:
• Transmitted Faxes
• Received Faxes
• All Faxes
When forwarding to an e-mail recipient, you can select one of these output 
formats:
• Portable Document Format - PDF
• Tagged Image File Format - TIFF
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Server Fax
This section provides more detail on the Server Fax features.
•Basic Fax on page 80.
•Image Quality on page 83.
•Layout Adjustment on page 84.
•Fax Options on page 85.
NOTE: For Embedded Fax information refer to Embedded Fax on page 68.
Basic Fax
Use the options available on the Fax tab to enter the recipient telephone number 
and to select the standard features for your fax job.
Dialing Options
Use the Dialing Options to enter the destination fax number or numbers for the fax 
job. Individual fax numbers can be entered using the keypad or an attached 
telephone handset or selected from the Fax Directory. 
The Fax Directory is a listing of Individual numbers which have been previously set 
up and stored. 
NOTE: There are no transmission preferences per user.
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Keypad DialUse this option to enter the number using the numeric keypad. The number 
entered appears in the fax window. If an incorrect entry is made, use the C button 
to delete the number and then enter the correct number.
Use the Keypad Dial option to return to using the keypad to enter fax numbers 
after using alternative methods.
Group DialGroup Dial is used when the fax is being sent to multiple destinations. Fax numbers 
can be entered into the Group Dial list manually using the keypad or the Fax 
Directory.
Dialing CharactersSpecial dialing characters can be added to your fax number using the Dialing 
Characters option. Dialing characters are special characters used for entering fax 
numbers. They are entered as part of the telephone number.
To select the required character:
1.Select the Dialling Characters button.
2.Select the necessary character.
3.Select the Close button.
4.When the fax number is complete, select Add.
Fax Directory
L 
This feature saves 
time when sending faxes 
to frequently used 
destinations.The Fax Directory contains a list of numbers that are relevant to your company 
and/or you. Use the up/down scroll buttons to locate the recipient. Highlight the 
recipient in the list and select the Add to Recipients button. Continue this process 
until you have added all the required recipients. The entered numbers will be 
shown in the Recipients list.
CharacterDescription
Pause [,]Gives the machine time to switch from an inside line to an 
outside line during automatic dialing. For charge code 
numbers, enter a pause after the fax number but before the 
charge code number. 
Private Data Delimiter 
[/]Protects confidential information. For example, if a special 
charge code or credit card number is required for a call. The 
/ character should be selected before and after entering 
confidential numbers. The numbers and characters entered 
between this character will appear as asterisks (*).
Pulse to Tone Switch [:]Used to switch from pulse dialing to DTMF (tone or one-
touch) dialing. After switching from pulse to tone, you 
cannot switch back to the original mode during the fax 
procedure.
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Fax Directory SetupFrom the Fax tab, select the Fax Directory button to create a new Fax Directory 
entry:
1.Select an empty row in the Phone Number list.
2.Select Edit.
3.Use the keypad on the User Interface or the keypad on the Control Panel to 
enter the fax number.
4.Select Save.
NOTE: To edit an entry, follow the process above but select the entry to be edited 
instead of an empty row.
2-Sided Scanning
This is used to specify whether the originals are single-sided or two-sided.
1 SidedUse this option for originals that are printed on one side only.
2 SidedUse this option for originals that are printed on both sides.
2 Sided - Rotate
Side 2Use this option for originals that are printed on both sides and the second side has 
been rotated. For example, if you are scanning a calendar which uses a “head to 
toe” format.
Original Type
Use this option to enhance the quality of the fax based on the type of original 
being scanned.
The options available are:
Resolution
The Resolution affects the appearance of the fax at the receiving fax terminal. A 
higher resolution produces better quality for photos. However, a lower resolution 
reduces communication time. 
OptionDescription
Te x t  Use for originals containing text or line art.
Photo and TextUse for high quality lithographic images or continuous tone 
photos with text.
Photo Use for continuous tone photographs.
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Standard 200 x 100 dpi - Recommended for text documents. It requires less 
communication time, but does not produce the best image quality for graphics 
and photos. 
Fine 200 x 200 dpi - Recommended for line art and photos. This is the default 
resolution and the best choice in most cases. 
Image Quality
The Image Quality tab contains options that help you to enhance the appearance 
and style of your faxed document.
Lighten / Darken
Adjusts the lightness or darkness of the output.
Background Suppression
Use to automatically reduce or eliminate the dark background resulting from 
copying colored paper or newspaper originals.
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Layout Adjustment
Original Size
Select this feature to specify how the device determines the size of the original 
document.
Auto DetectUse this option to allow the machine to automatically recognize the size of the 
originals being fed through the document feeder.
PresetsUse this option to specify the dimensions of the document scanning region when 
scanning from the document glass. There are several standard size dimensions 
that correspond to common document sizes and orientations.
Custom SizeUse this option to manually adjust the scanning dimensions using the scroll 
buttons.
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