Xerox Phaser 8860MFP User Manual

							
Managing Folder and Email Profiles
Phaser® 8560MFP/8860M FP Multifunction Printer
5-24
Managing Folder and Email Profiles
This section includes:
 ■Creating or Editing Email Profiles  on page 5-25
■Deleting Email Profiles on page 5-25
■Creating or Editing Folder Profiles  on page 5-26
■Deleting Folder Profiles on page 5-26
With the Xerox Scan Utility, you can create pr ofiles to be reused when sending scanned 
images as email attachments or when copying  scanned images to specific folders. Profiles 
eliminate the need for re-entering the same  email or folder destination information. 
 
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Managing Folder and Email Profiles
Phaser® 8560MFP/8860M FP Multifunction Printer
5-25
Creating or Editing Email Profiles
To create or revise an email profile:
1. Access the Xerox Scan Utility on your computer:
■Windows : Right-click the Xerox Scan Utility ic on on the taskbar, and then select 
Xerox Scan Utility . If the icon does not appear in the taskbar, click  Start, select 
Programs , select Xerox Office Printing , select Scanning , and then select  Xerox 
Scan Utility .
■Macintosh: Click the Xerox Scan Utility icon in the dock.
2. Select the  Scan to Email  tab.
3. Select one of the following options:
■To create a new profile: Enter the name for the new profile in the  Email Profiles field.
■To edit an existing profile: Select a pr ofile from the list displayed in the Email 
Profiles  drop-down list.
4. If desired, change the base name in the  Base Attachment Name field.
5. Enter the appropriate information in the  To, CC , Subject , and Message  fields.
6. Click the  Save button to save the settings for the new or revised profile.
Deleting Email Profiles
To delete an email profile:
1.Access the Xerox Scan Utility on your computer:
■Windows : Right-click the Xerox Scan Utility ic on on the taskbar, and then select 
Xerox Scan Utility . If the icon does not appear in the taskbar, click  Start, select 
Programs , select Xerox Office Printing , select Scanning , and then select  Xerox 
Scan Utility .
■Macintosh: Click the Xerox Scan Utility icon in the dock.
2. Select the  Scan to Email  tab.
3. Select the profile you want to delete in the  Email Profiles drop-down list.
4. Click the  Delete button.
5. When prompted, confirm that yo u want to delete the profile.
 
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Managing Folder and Email Profiles
Phaser® 8560MFP/8860M FP Multifunction Printer
5-26
Creating or Editing Folder Profiles
To create or revise a folder profile:
1. Access the Xerox Scan Utility on your computer:
■Windows : Right-click the Xerox Scan Utility ic on on the taskbar, and then select 
Xerox Scan Utility . If the icon does not appear in the taskbar, click  Start, select 
Programs , select Xerox Office Printing , select Scanning , and then select  Xerox 
Scan Utility .
■Macintosh: Click the Xerox Scan Utility icon in the dock.
2. Select the  Copy to Folder  tab.
3. Select one of the following options:
■To create a new profile: Enter the  name for the new profile in the Folder Profiles field.
■To edit an existing profile: Select a pr ofile from the list displayed in the Folder 
Profiles  drop-down list.
4. If desired, change the base name in the  Base File Name field.
5. Enter the folder path where you  want to save the file in the Save to Folder field, or click 
the  Browse  button to locate the folder.
6. Click the  Save button to save the settings  for a new or revised profile. 
Deleting Folder Profiles
To delete a folder profile:
1.Access the Xerox Scan Utility on your computer:
■Windows : Right-click the Xerox Scan Utility ic on on the taskbar, and then select 
Xerox Scan Utility . If the icon does not appear in the taskbar, click  Start, select 
Programs , select Xerox Office Printing , select Scanning , and then select  Xerox 
Scan Utility .
■Macintosh: Click the Xerox Scan Utility icon in the dock.
2. Select the  Copy to Folder  tab.
3. Select the profile you want to delete in the  Folder Profiles drop-down list.
4. Click the  Delete button.
5. When prompted, confirm that yo u want to delete the profile.
 
 
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Managing Files and Scanning Policies
Phaser® 8560MFP/8860M FP Multifunction Printer
5-27
Managing Files and Scanning Policies
This section includes:
 ■Deleting Image Files from the System  on page 5-27
■Deleting Image Files from the Xerox Scan Utility  on page 5-29
■Adding a Password for Scanning to Your Computer  on page 5-29
■Creating a Private Folder on page 5-30
■Controlling Scanning Policies  on page 5-30
Deleting Image Files from the System
You can delete image files on th e Phaser 8560MFP/8860MFP printer that no longer need to be 
stored on the product’s hard drive. Deleting un necessary images allows space for new images.
When you press the  Scan button on the control panel, the 
 Full display indicates how 
much hard drive space has been used to stor e scanned images. If a new scanned image would 
exceed the available space on the hard drive,  the control panel displays an error message 
indicating that the hard drive is full. Scanning  cannot continue until some files are deleted to 
create enough space.
Note: The size of scanned image files varies ba sed on the scan resolution and color options 
selected.
To save space on the hard drive, periodically de lete scanned images that are no longer needed. 
You can delete files using:
■Control panel
■CentreWare IS
 
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Managing Files and Scanning Policies
Phaser® 8560MFP/8860M FP Multifunction Printer
5-28
Using the Control Panel 
To remove all scan files from the Public Folder:
1. On the control panel, press the  Scan button.
2. Select 
Scan To, and then press the  OK button.
3. Select Public Folder, and then press the  OK button.
4. Select 
Clear Folder, and then press the  OK button.
5. When prompted to remove all scan  files from this folder, select 
Ye s, and then press the 
OK  button. 
 
Using CentreWare IS
To remove one or more s can files from the Public Folder or a private folder:
1. Launch your web browser.
2. Enter your system’s IP address in the browser’s  Address field. 
3. Click the  Scans button to view the  Scans tab.
4. To delete scanned images  from the Public Folder:
a. Select  Administrative  on the left navigation panel.
b. Click  Folder Cleanup .
c. If prompted, enter a four-digit  password, and then press the OK button.
d. Select options from the items displayed.
e. Click  Save Changes  when you are finished. 
5. To delete scanned images from a private folder:
a.Select  Private Folders  on the left navigation panel.
b. Click the name of the private  folder in the list displayed.
c. If prompted, enter a four-digit  password, and then press the OK button.
■If you want to delete all imag e files in a folder, click the Delete All button.
■If you want to delete a  specific file, click the Delete button to the right of the file. 
 
Note: For more information, click the  Help button to view online help.
 
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Managing Files and Scanning Policies
Phaser® 8560MFP/8860M FP Multifunction Printer
5-29
Deleting Image Files from the Xerox Scan Utility
Scanned images displayed in the Xerox Scan Utility  are stored on your computer’s hard drive.
To delete scanned images that are no lo nger needed from the Xerox Scan Utility:
1. Access the Xerox Scan Utility on your computer:
■Windows : Right-click the Xerox Scan Utility ic on on the taskbar, and then select 
Xerox Scan Utility . If the icon does not appear in the taskbar, click  Start, select 
Programs , select Xerox Office Printing , select Scanning , and then select  Xerox 
Scan Utility .
■Macintosh: Click the Xerox Scan Utility icon in the dock.
2. Select the  Scan to Email  or Copy to Folder  tab.
3. Select the images you want to delete.
4. Click the  Delete Scanned Image  button.
 
Adding a Password for Scanning to Your Computer
To require a password when scanni ng to your computer, access the Security Settings tab on 
the Xerox Scan Utility to specify  a numeric, four-digit password.
 
To add a password using the Xerox Scan Utility:
1.Access the Xerox Scan Utility on your computer: 
■Windows : Right-click the Xerox Scan Utility ic on on the taskbar, and then select 
Xerox Scan Utility . If the icon does not appear in the taskbar, click  Start, select 
Programs , select Xerox Office Printing , select Scanning , and then select  Xerox 
Scan Utility .
■Macintosh: Click the Xerox Scan Utility icon in the dock. 
2. Select the  Security Settings  tab.
3. Select the  Require password for scan ning to this computer box.
4. Enter the same four-digit  numeric password in the Enter Numeric Password  and 
Confirm Numeric Password  boxes.
5. Click the  Save Password  button.
6. Click the  Close button to exit the Xerox Scan Utility.
 
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Managing Files and Scanning Policies
Phaser® 8560MFP/8860M FP Multifunction Printer
5-30
Creating a Private Folder
You can create a private folder on the Phaser  8860MFP printer’s hard drive for your scanned 
images. You can also protect your private fo lder with a password to prevent others from 
viewing or retrieving your scanned images.
To create a private folder on the syst em’s hard drive using CentreWare IS:
1. Launch your web browser.
2. Enter your system’s IP address in the browser’s  Address field. 
3. Click the  Scans button to view the  Scans tab.
4. Under  Private Folders  on the left side of the screen, click  Create Folder.
5. In the  Create Folder  window, enter the name for the private folder. The name can be a 
maximum of 10 alphanumeric characters.
Note: If you want to protect your private folder with a password, type the same four-digit 
numeric password in both the  Numeric Password and Confirm Numeric Password 
fields.
6. Click the  Save Changes  button.
 
Controlling Scanning Policies
Administrators can control the scanning policies,  including requirements for passwords, when 
setting up private folders.
1. Launch your web browser.
2. Enter your system’s IP address in the browser’s  Address field. 
3. Click the  Scans button to view the  Scans tab.
4. Under  Administrative  on the left side of the screen, click  General, and then enter your 
password (if prompted).
5. Make desired changes to  the scan policy settings. 
Note: For more information, click the  Help button to view online help.
 
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Calibrating the Scanner
Phaser® 8560MFP/8860M FP Multifunction Printer
5-31
Calibrating the Scanner
This section includes:
 ■Starting the Calibration Procedure  on page 5-31
■Calibrating the Scanner at the Document Glass  on page 5-32
■Calibrating the Scanner at the Document Feeder  on page 5-33
Perform the scanner calibration procedure if yo ur scanner, document feeder, or document 
cover is replaced. Scanner calibratio n adjusts the output quality of the front and back pages of 
2-sided originals in re lation to each other. This procedure should not be performed as part 
of normal system operation.
 
 
Starting the Calib ration Procedure
1.On the control panel, press the  System button.
2. Select 
Information, and then press the  OK button.
3. Select 
Troubleshooting, and then press the  OK button.
4. Select 
Service Tools, and then press the  OK button.
5. Select 
Calibrate Scanner, and then press the  OK button. Continue with the Document 
Glass steps.
 
Calibrate the scanner using th e Scanner Calibration page 
that came with your replacement scanner, document feeder, 
or document cover. After you begin the calibration 
procedure at the control panel, calibrate the scanner using a 
two-step process: 
■The first step scans the  calibration page from the 
document glass. Follow the steps in the  Document 
Glass  section. (For systems without a document feeder, 
only use the steps in this section to calibrate the 
scanner.)
■The second step scans the  calibration page through the 
document feeder. Follow the steps in the  Document 
Feeder  section.
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Calibrating the Scanner
Phaser® 8560MFP/8860M FP Multifunction Printer
5-32
Calibrating the Scanner at  the Document Glass
To calibrate the scanner at the document glass:
1.Place the Scanner Calibration page on  the document glass, with the top edge of the page 
toward the  left.
Note: Make sure the calibration page  is aligned correctly. If the page is misaligned, the 
calibration procedure will fail.
2. Close the document feeder.
3. On the control panel, select 
Document Glass Step, and then press the  OK button to scan 
the calibration page.
4. Wait for the scan to be comp leted, and then select one of the following options:
■If the control panel indicates Success, press the OK button, and then go to Step 5.
■If the control panel indicates Failure, press the  OK button, and then repeat Steps 1–4.
5. Remove the Scanner Calibration page from the document glass. 
■If you have a document feeder, co ntinue with the steps in the Document Feeder 
section. 
■If you have a document glass cover,  you have completed scanner calibration.
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Calibrating the Scanner
Phaser® 8560MFP/8860M FP Multifunction Printer
5-33
Calibrating the Scanner at  the Document Feeder 
To calibrate the scanner at the document feeder:
1.Place the Scanner Calibration page in  the document feeder, so that the top edge of the 
page enters the feeder  first. Adjust the paper guides to fit against the page.
Note: Make sure the Scanner Calibra tion page is aligned correctly and the paper guides 
are adjusted to fit against the paper. If the  page is misaligned, the calibration procedure 
will fail.
2. On the control panel, select Document Feeder Step, and then press the  OK button to 
scan the calibration page.
3. Wait for the scan to be comp leted, and then select one of the following options:
■If the control panel indicates Success, press the OK button. The calibration 
procedure is complete.
■If the control panel indicates Failure, press the  OK button, and then repeat Steps 1–3.
Note: For more information about ca librating the scanner, see the Online Support Assistant at 
www.xerox.com/office/8560MFPsupport or www.xerox.com/office/8860MFPsupport.
LTR/LGL
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