Xerox Phaser 6180MFP User Manual

							Using the Address Book When Faxing
Phaser® 6180MFP Multifunction Printer 
8-8 5.Press the OK button after selecting the recipients.
6.Press the Start button.
The printer starts the fax job.
Note: To stop a fax from sending, press the Stop button.
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 8-8
■Editing Address Book Fax Groups on page 8-9
■Faxing to an Address Book Group on page 8-10
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.Launch your web browser.
2.Enter your printer’s IP address in the browser’s Address field. 
3.Select the Address Book tab. 
4.In the Address Book, under Fax Address Book, click Group Directory.
5.In the Directory Listing, click the Add button of any group that is not in use.
6.Type a group name, and then click the Save Changes button.
7.Click the Return button when you receive a “Request Acknowledged” message.
8.Click the Edit button for the group you created.
9.Select the check box of individuals that you want to be in the group.
Note: Use the Directory. List to links, found at the bottom of the screen, to see additional 
Fax Address Book entries. You can also add existing groups to this group.
10.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® 6180MFP Multifunction Printer 
8-9
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 6180MFP > Address 
Book Editor, and then click OK.
Macintosh: Open the Applications folder, and then select 
Xerox/Phaser6180MFP/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 type 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 keyboard 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.Launch your web browser.
2.Enter your printer’s IP address in the browser’s Address field. 
3.Select the Address Book tab. 
4.In the Address Book, under FAX Address Book, click Group Directory.
5.Click the Edit button of the group you want to edit.
Downloaded From ManualsPrinter.com Manuals 
						

							Using the Address Book When Faxing
Phaser® 6180MFP Multifunction Printer 
8-10 6.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 Directory List to links at the bottom of the screen to see additional Fax 
Address Book entries.
7.Click Save Changes when you have finished editing the group.
The address book is saved with the edited group.
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 6180MFP > Address 
Book Editor, and then click OK.
Macintosh: Open the Applications folder, and then select 
Xerox/Phaser6180MFP/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 control panel, press the Fax button.
2.Select 
Fax to, and then press the Forward Arrow 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.
Note: 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® 6180MFP Multifunction Printer 
8-11
Selecting Fax Options for Single Jobs
This section includes:
 ■Setting the Fax Resolution on page 8-11
■Selecting the Original Type on page 8-11
■Making the Image Lighter or Darker on page 8-12
■Delay Sending a Fax on page 8-12
■Enabling Color Fax on page 8-12
■Changing the Default Fax Job Settings on page 8-13
Setting the Fax Resolution
To set the fax resolution:
1.On the control panel, press the Fax 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 factory default is Standard.
Selecting the Original Type
To specify the original document type:
1.On the control panel, press the Fax button.
2.Select 
Document Type, and then press the OK button.
3.Select the original type, and then press the OK button.
■Tex t: For black and white or colored text.
■Mixed: For both text and photographs, such as magazines or newspapers. 
■Photo: For photographs.
 
Note: The factory default is Text & Photo.
Downloaded From ManualsPrinter.com Manuals 
						

							Selecting Fax Options for Single Jobs
Phaser® 6180MFP Multifunction Printer 
8-12
Making the Image Lighter or Darker
To lighten or darken an image when it is faxed:
1.On the control panel, press the Fax 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 factory default is Normal.
Delay Sending a Fax
To send a fax at a specified time (within 24 hours):
1.On the control panel, press the Fax 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 Forward Arrow 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.
Enabling Color Fax
To enable the sending of a color fax:
1.Press the System button.
2.Select 
Admin Menu, and then press the OK button.
3.Select 
Fax Settings, and then press the OK button.
4.Select 
Color Fax, and then press the OK button.
5.Press the Up Arrow or Down Arrow to change the setting to 
On.
6.Press the OK button.
Note: Changing the Color Fax setting requires that the printer be turned off, and then on 
again.
When faxing, press the Color Mode button to switch between Black and White mode and 
Color mode.
Note: The factory default for Color Fax is Off.
Downloaded From ManualsPrinter.com Manuals 
						

							Changing the Default Fax Job Settings
Phaser® 6180MFP Multifunction Printer 
8-13
Changing the Default Fax Job Settings
To change the default fax settings:
1.Press the System button.
2.Select 
Default Settings, and then press the OK button.
3.Select 
Fax Defaults, 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 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 9-13.
Downloaded From ManualsPrinter.com Manuals 
						

							Managing Fax Functions
Phaser® 6180MFP Multifunction Printer 
8-14
Managing Fax Functions
This section includes:
■Printing Transmission Reports on page 8-14
■Enabling or Disabling Secure Faxes on page 8-15
■Limiting Access to Fax and Scan Operations on page 8-16
■Limiting Who Can Send Faxes to the Printer on page 8-16
■Printing Fax Reports on page 8-17
■Inserting Pauses in Fax Numbers on page 8-17
Printing Transmission Reports
To select a default option for printing fax transmission reports: 
1.On the 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 
Fax Transmit, 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.
■Do Not Print: A transmission report is never printed.
Note: The factory default is Print at Error.
Printing a Transmission Report for a Group Fax
To select a default option for printing group fax transmission reports:
1.On the 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 
Fax Broadcast, 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.
■Do Not Print: A transmission report is never printed.
Note: The factory default is Print Always.
Downloaded From ManualsPrinter.com Manuals 
						

							Managing Fax Functions
Phaser® 6180MFP Multifunction Printer 
8-15
Enabling or Disabling Secure Faxes
When the Secure Receive Lock option is enabled, a password is required before faxes can be 
printed or removed.
To enable or disable Secure Receive Lock:
1.On the control panel, press the System button.
2.Select 
Admin Menu, and then press the OK button.
3.Select 
Secure Settings, and then press the OK button.
4.Select 
Panel Lock, and then press the OK button twice.
5.Select 
Enable, and then press the OK button.
6.Press the Exit button one time.
7.Select 
Secure Receive Lock, and then press the OK button twice.
8.Select one of the following options, and then press the OK button:
■Disable: This option turns off the Secure Receive Lock option if it is on. 
■Enable: This option turns on the Secure Receive Lock option if it is off. 
9.If you want to change your password, select 
Change Password, and then press the 
OK button. 
10.Enter a new four digit password, and then press the OK button.
Note: The default password is 0000.
Printing Secure Faxes
If the Secure Receive Lock option is enabled, you must enter your numeric password to print a 
received fax. 
To print or clear all secure faxes:
1.On the control panel, press the Job Status button.
2.Select 
Walk-Up Features, and then press the OK button.
3.Select 
Secure Receive, and then press the OK button.
4.When prompted, enter your four-digit password, and then press the OK button.
The received faxes are printed.
Downloaded From ManualsPrinter.com Manuals 
						

							Managing Fax Functions
Phaser® 6180MFP Multifunction Printer 
8-16
Limiting Access to Fax and Scan Operations
Enabling the Scan/Fax Lock option limits access to fax and scan operations by requiring a 
password to be entered before faxing or scanning.
To enable or disable Scan/Fax Lock:
1.On the control panel, press the System button.
2.Select 
Admin Menu, and then press the OK button.
3.Select 
Secure Settings, and then press the OK button.
4.Select 
Panel Lock, and then press the OK button twice.
5.Select 
Enable, and then press the OK button.
6.Press the Exit button one time.
7.Select 
Scan/Fax Lock, and then press the OK button twice.
8.Select one of the following options, and then press the OK button:
■Disable: This option turns off the Scan/Fax Lock option if it is on. 
■Enable: This option turns on the Scan/Fax Lock option if it is off. 
9.If you want to change your password, select 
Change Password, and then press the 
OK button. 
10.Enter a new four digit password, and then press the OK button.
Note: The default password is 0000.
Limiting Who Can Send Faxes to the Printer
When the Junk Fax Filter setting is enabled, the printer only prints faxes received from phone 
numbers in the address book.
To turn off/on the Junk Fax Filter option:
1.On the 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.Select 
Junk Fax Filter, and press the OK button.
5.Select one of the following options, and then press the OK button:
■Off: When off, anybody can send you a fax.
■On: When on, faxes are only received from phone numbers in the printer’s address 
book.
Downloaded From ManualsPrinter.com Manuals 
						

							Managing Fax Functions
Phaser® 6180MFP Multifunction Printer 
8-17
Printing Fax Reports
Several fax reports are available to provide information about faxing activities, directories, and 
pending jobs. The Speed Dial report and the Address Book report display information about 
fax numbers, individual, or group recipients. The Fax Activity report provides information 
about completed fax jobs. The Fax Pending report provides a list of faxes waiting to be sent.
To print a fax report:
1.On the control panel, press the System button.
2.Select 
Admin Menu, and press the OK button.
3.Select 
Admin Reports, and then press the OK button.
4.Select one of the following reports, and then press the OK button to print the report:
■Speed Dial
■Address Book
■Fax Activity
■Fax Pending
Inserting Pauses in Fax Numbers
Some fax numbers require one or more pauses during the dialing sequence. 
To insert pauses in a fax number:
1.On the control panel, press the Fax button.
2.Select 
Fax To, and then press the OK button.
3.Use the alphanumeric keypad to enter the fax number.
When entering a fax number using the alphanumeric keypad, press the 
Redial/Pause button to insert a pause (represented by a hyphen, “-”) in the fax number 
where appropriate. 
Note: Pressing the Redial/Pause button multiple times adds additional pauses.
4.Press the Start button to send the fax.
Downloaded From ManualsPrinter.com Manuals