Xerox Phaser 6128MFP User Manual

							Basic Faxing
Phaser® 6128MFP Multifunction Printer
91 4. On the Transmission Report drop-down list, select when you’d like the printer to 
produce a fax report. The choices are:
•Output Regularly: A transmission report is generated regularly.
•Output for error in transmission only: A transmission report is generated only 
when an error occurs.
•Do not output: A transmission report is not generated.
5. Click OK.
6. In the Print window, click OK.
A new dialog opens displaying Recipient Setting.
7. Add recipients to the Recipient List. For more information, click the Help button to 
view the online help.
8. To delay sending the fax, click Delayed Send, and then adjust the delay time.
9. Click Start Sending to send the fax.
Note: To stop a fax from sending, press the Stop button.
Macintosh Applications
To send a fax from a Macintosh OS X, version 10.3 and higher, download the latest driver 
from www.xerox.com/office/6128MFPdrivers
.
Downloaded From ManualsPrinter.com Manuals 
						

							Using the Address Book When Faxing
Phaser® 6128MFP Multifunction Printer
92
Using the Address Book When Faxing
You can create and save fax information for individuals or groups to whom you often send 
faxes. This saves time so that you can quickly select saved names and numbers without 
having to re-enter them each time you want to send a fax.
This section includes:
•Faxing to an Individual on page 92
•Fa x i n g  t o  a  G r o u p on page 94
Faxing to an Individual
Set up and save individual names and fax numbers to easily access them when you want to 
send a fax. 
This section includes:
•Adding an Individual Address Book Entry on page 92
•Faxing to an Individual in the Address Book on page 93
Adding an Individual Address Book Entry
There are two ways to create address book entries:
• Create the address with CentreWare IS (requires Ethernet connection).
• Create the address with Xerox Address Book Editor (requires USB connection).
Using CentreWare IS to Add an Individual
To configure the address using CentreWare IS:
1. Click the Address Book tab on the printer’s CentreWare IS home page. 
2. In the Address Book, under FAX Address Book, click Individual Directory.
3. In the Directory Listing, click the Add button of any entry that is not in use.
Note: The first eight entries in the Address Book correspond to the eight one-touch 
buttons found on the left side of the printer control panel.
4. Type the information for the individual.
5. Click the Save Changes button to create the new address.
The new individual is saved to the printer’s address book.
Downloaded From ManualsPrinter.com Manuals 
						

							Using the Address Book When Faxing
Phaser® 6128MFP Multifunction Printer
93 Using the Address Book Editor to Add an Individual
Note: To use the Address Book Editor, your computer must be connected to the printer with 
a USB cable.
1.Windows: On the Start menu, select Programs > Xerox > Phaser 6128MFP > Address 
Book Editor, and then click OK.
Macintosh: Open the Applications folder, and then select 
Xerox/Phaser6128MFP/Address Book Editor, and then click OK.
2. In the left pane, right-click the Fax icon, and then select New and New Entry.
The Speed Dial dialog box appears.
3. The Address Book Editor automatically assigns the speed dial number to the first 
empty entry. To manually specify the speed dial number, click Specify an Address 
Number, and then enter a value from 1 to 200 for the speed dial number.
Note: The first eight entries in the Address Book correspond to the eight one-touch 
buttons found on the left side of the printer control panel.
4. Type in a value for Name and Phone Number.
5. To add this entry to an existing group:
a. Click Group Membership.
b. Select the group(s) to add this entry to, and then click OK.
6. Confirm the group members, and click OK.
7. Click OK.
8. On the File menu, select Save all.
The address book is saved with the new fax entry.
Faxing to an Individual in the Address Book
To fax to an individual in the address book:
1. On the printer control panel, press the Fa x button.
2. Select Fa x  t o, and then press the Address Book button.
3. Use the Up Arrow and Down Arrow to scroll through the address book list, and then 
press the Forward Arrow button to select the recipient.
Note: You can select more than one recipient.
4. Press the OK button after selecting the recipients.
5. Press the Start button.
The printer starts the fax job.
Note: To stop a fax from sending, press the Stop button.
Downloaded From ManualsPrinter.com Manuals 
						

							Using the Address Book When Faxing
Phaser® 6128MFP Multifunction Printer
94
Faxing to a Group
Set up and save group names to easily access them when you want to send a fax to a 
group. Groups can include both individual and group entries once they have been set up. 
Note: Individual entries must be set up before groups can be defined.
This section includes:
•Creating a Fax Group on page 94
•Editing Address Book Fax Groups on page 95
•Faxing to an Address Book Group on page 96
Creating a Fax Group
There are two ways to create group address book entries:
• Using CentreWare IS to create the group (requires Ethernet connection)
• Using the Address Book Editor (requires USB connection)
Using CentreWare IS to Create a Group
To create a fax group using CentreWare IS:
1. Select the Address Book tab on the printer’s CentreWare IS home page. 
2. Under Address Book on the left column, select Fa x  G ro u p s.
3. In the Directory Listing, click the Add link of any group that is not in use.
4. Type a group name, and then click the Save Changes button.
5. Click the Return button when you receive a “Request Acknowledged” message.
6. Click the Edit link for the group you created.
7. Select the check box of individuals that you want to be in the group.
Note: Use the Additional Entries links, found at the bottom of the Group Members 
column, to see additional Fax Address Book entries. You can also add existing groups to 
this group.
8. Click Save Changes when you have finished selecting group members.
The address book is saved on the printer with the new group.
Downloaded From ManualsPrinter.com Manuals 
						

							Using the Address Book When Faxing
Phaser® 6128MFP Multifunction Printer
95 Using Address Book Editor to Create a Group
To create a fax group with the Address Book Editor:
1.Windows: On the Start menu, select Programs > Xerox > Phaser 6128MFP > Address 
Book Editor, and then click OK.
Macintosh: Open the Applications folder, and then select 
Xerox/Phaser6128MFP/Address Book Editor, and then click OK.
2. In the left-hand pane, right-click the Fax icon, and then select New and New Group.
The Group Dial dialog box appears.
3. The Address Book Editor automatically assigns the Group ID to the first empty entry. 
To manually specify the Group ID, click Specify an Address Number, and then enter a 
value from 1 to 200.
4. Click the Add or Delete button.
5. Select group members from the list on the left side of the screen, and then click the 
Add button to add them to the group. 
Note: To select multiple group members, press and hold the Ctrl key while 
making selections.
6. Click OK when you have finished adding group members.
7. Click OK a second time to create the group.
8. Confirm the group members, and then click OK.
9. On the File menu, select Save all.
The address book is saved with the new fax group.
Editing Address Book Fax Groups
There are two ways to edit address book entries:
• Using CentreWare IS to create the group
• Using the Xerox Address Book Editor
Editing Group Entries with CentreWare IS
To edit an existing fax group with CentreWare IS:
1. Select the Address Book tab on the printer’s CentreWare IS home page. 
2. Under the Address Book column, click Fa x  G ro u p s.
3. Click the Edit button of the group you want to edit.
4. Select the check box of individuals that you want to be in the group. Deselect the check 
box of individuals you want removed from the group.
Note: Use the Additional Entries links, found at the bottom of the Group Members 
column, to see additional Fax Address Book entries. 
5. Click Save Changes when you have finished editing the group.
The address book is saved with the edited group.
Downloaded From ManualsPrinter.com Manuals 
						

							Using the Address Book When Faxing
Phaser® 6128MFP Multifunction Printer
96 Editing Group Entries with the Address Book Editor
To edit an existing fax group with the Address Book Editor:
1.Windows: On the Start menu, select Programs > Xerox > Phaser 6128MFP > Address 
Book Editor, and then click OK.
Macintosh: Open the Applications folder, and then select 
Xerox/Phaser6128MFP/Address Book Editor, and then click OK.
2. In the left pane, click the Fax icon.
3. On the upper right pane, right-click the group you want to edit, and then select Edit.
4. Click the Group Membership button.
5. Use the Add and Delete buttons to edit the group.
6. Press the OK button.
7. Press the OK button again.
8. Confirm the group members, and then click OK.
9. On the File menu, select Save all.
The address book is saved with the edited fax group.
Faxing to an Address Book Group
To fax to a group:
1. On the printer control panel, press the Fa x button.
2. Select Fa x  t o , and then press the Address Book button.
3. Select Group Dial, and then press the Forward Arrow button.
4. Press the Up Arrow or Down Arrow to scroll through the address book list, and then 
press the Forward Arrow button to select the group.
You can select more than one group.
5. Press the OK button after selecting the group(s).
6. Press the Start button.
The printer starts the fax job.
Downloaded From ManualsPrinter.com Manuals 
						

							Selecting Fax Options for Single Jobs
Phaser® 6128MFP Multifunction Printer
97
Selecting Fax Options for Single Jobs
This section includes:
•Setting the Fax Resolution on page 97
•Making the Image Lighter or Darker on page 97
•Delay Sending a Fax on page 97
•Selecting a Fax Cover Page on page 98
Setting the Fax Resolution
To set the fax resolution:
1. On the printer control panel, press the Fa x button.
2. Select Resolution, and then press the OK button.
3. Select an option from the list displayed, and then press the OK button.
Note: The default setting is Standard.
Making the Image Lighter or Darker
To lighten or darken an image when it is faxed:
1. On the printer control panel, press the Fa x button.
2. Select Lighten/Darken, and then press the OK button.
3. Press the Forward Arrow or Back Arrow to lighten or darken the fax, and then press the 
OK button. 
Note: The default setting is Normal.
Delay Sending a Fax
To send a fax at a specified time (within 24 hours):
1. On the printer control panel, press the Fa x button.
2. Select Delayed Start, and then press the OK button.
3. Select On, and then press the OK button.
4. Select the time to send the fax:
• Select a number from 0 to 23 for the hour, and then press the Fo r wa rd  A r ro w or 
Back Arrow button to select minutes.
• Select a number from 0 to 59 for minutes, and then press the OK button.
5. Press the Start button. 
The fax is scanned and saved to be sent at the time you specified.
Downloaded From ManualsPrinter.com Manuals 
						

							Selecting Fax Options for Single Jobs
Phaser® 6128MFP Multifunction Printer
98
Selecting a Fax Cover Page
To attach a fax cover page when sending a fax:
1. On the printer control panel, press the Fa x button.
2. Select Fax Cover Page, and then press the OK button.
3. Select On, and then press the OK button.
Downloaded From ManualsPrinter.com Manuals 
						

							Changing the Default Fax Job Settings
Phaser® 6128MFP Multifunction Printer
99
Changing the Default Fax Job Settings
To change the default fax settings:
1. On the printer control panel, press the System button.
2. Select Default Settings, and then press the OK button.
3. Select Fa x  D e fa u l t s, and then press the OK button.
4. Press the Up Arrow or Down Arrow button to select the setting you want to change.
5. Change the settings, and when finished press the Exit button.
Fax Configuration
To access settings for configuring the printer for faxing:
1. On the printer control panel, press the System button.
2. Select Admin Menu, and press the OK button.
3. Select Fax Settings, and press the OK button.
4. Edit the fax settings as desired.
For information on the Fax Settings menu items, see Fax Settings on page 116.
Downloaded From ManualsPrinter.com Manuals 
						

							Managing Fax Functions
Phaser® 6128MFP Multifunction Printer
100
Managing Fax Functions
This section includes:
•Printing Transmission Reports on page 100
•Enabling or Disabling Secure Faxes on page 101
•Limiting Access to Fax and Scan Operations on page 102
•Limiting Who Can Send Faxes to the Printer on page 102
•Printing Fax Reports on page 103
•Inserting Pauses in Fax Numbers on page 104
Printing Transmission Reports
To select a default option for printing fax transmission reports: 
1. On the printer control panel, press the System button.
2. Select Admin Menu, and then press the OK button.
3. Select System Setup, and then press the OK button.
4. Select Fa x  Tra n s m i t, and then press the OK button.
5. Select one of the following options, and then press the OK button: 
•Print Always: A transmission report is always printed.
•Print at Error: A transmission report is only printed when an error occurs with the 
fax transmission.
•Not Print: A transmission report is never printed.
Note: The default setting is Print Always.
Printing a Transmission Report for a Group Fax
To select a default option for printing group fax transmission reports:
1. On the printer control panel, press the System button.
2. Select Admin Menu, and then press the OK button.
3. Select System Settings, and then press the OK button.
4. Select Fa x  B r o a d c a s t, and then press the OK button.
5. Select one of the following options, and then press the OK button:
•Print Always: A transmission report is always printed.
•Print at Error: A transmission report is only printed when an error occurs with the 
fax transmission.
•Not Print: A transmission report is never printed.
Note: The default setting is Print Always.
Downloaded From ManualsPrinter.com Manuals