Xerox Phaser 8860MFP User Manual

							
Phaser® 8560MFP/8860MFP Multifunction Printer
6-1
This chapter includes:
 ■Basic Faxing 
on page 6-2
■Adding Individual and Group Speed Dial Entries  on page 6-5
■Faxing Multiple Recipients Using Send List on page 6-12
■Selecting Fax Options on page 6-14
■Managing Fax Functions  on page 6-17
■Solving Fax Problems on page 6-25
See also:  Using the Fax tutorial at  www.xerox.com/office/8560MFPsupport
 or 
www.xerox.com/office/8860MFPsupport
Note: Some of the features descri bed in this chapter may not be available on your system 
configuration.
Faxing
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Basic Faxing
Phaser® 8560MFP/8860M FP Multifunction Printer
6-2
Basic Faxing
This section includes:
■Sending a Fax from the Printer  on page 6-2
■Sending a Fax from Your Computer  on page 6-3
Note: For additional faxing information, print the Faxing Guide. On the control panel, press 
the  Fax  button, select 
Faxing Guide, and then press the  OK button to print the guide.
Sending a Fax from the Printer
To quickly send a fax from the system to a single recipient using factory defaults:
1. Select one of the following methods: 
■Document Glass : Place the first page of the document you are faxing  facedown on 
the document glass with the to p of the page toward the left side of the system.
■Document Feeder : Remove any staples and paper c lips from pages and insert them 
faceup  in the document feeder with the  top of the page entering the document feeder 
first. 
2. On the control panel, press the  Fax button.
3. Using the alphanumeric keypad, enter the  fax telephone number, and then press the 
Start  button.
4. If you use the document feeder, the system sc ans the pages and transmits the fax. If you 
use the document glass, the system scans the first page and then prompts you to 
Scan 
Another Fax? 
Select one of the following options: 
■If you want to scan another fax page, select Ye s, and then press the  OK button. 
Remove the first scanned fax page, place the next page on the document glass, and 
then press the  Start button. 
■If you have no other pages to fax, select No, and then press the  OK button; the 
system transmits the fax.
Note: To print a confirmation page displaying th e fax transmission status, turn on the 
transmission report option.
See also: 
Managing Fax Functions  on page 6-17
Printing a Transmission Report  on page 6-17
Inserting Pauses in Fax Numbers  on page 6-23
Changing Default Settings  on page 6-24
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Basic Faxing
Phaser® 8560MFP/8860MFP Multifunction Printer 6-3
Sending a Fax from Your Computer
You can send a fax to the system from an  application on your Windows or Macintosh 
computer. 
Windows Applications
To send a fax from a Windows 2000, Windows XP, Windows Server 2003, or Windows Vista 
application:
1. Access the application’s  Print dialog box, select your Phaser 8560MFP/8860MFP printer, 
and then click the  Properties button to open the printer driver.
2. On the  Paper/Output  tab, select Fax from the  Job Type  drop-down list.
3. Add the recipients to the Fax Recipient  table. For more info rmation, click the Help button 
to view the online help.
Note: If you want to change fax options, such as the fax resolution or the send time, make 
the changes on the  Options tab.
4. Click the  OK button to save the fax settings for this job.
5. Click the  OK button to save the printer driver settings.
6. Print the job.
7. When the  Fax Confirmation  dialog box appears, click the  OK button to send the fax job 
to the recipients in the list.
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Basic Faxing
Phaser® 8560MFP/8860M FP Multifunction Printer
6-4
Macintosh Applications
To send a fax from a Macintosh OS X, version 10.3 and higher application:
1. Access the application’s  Print dialog box. 
2. Select your Phaser 8560MFP/8860MFP printer in the  Printer drop-down list.
3. Select  Fax from the  Job Type  drop-down list, and then click the  Lan Fax Setup button.
4. Click the  Fax Recipients  button and then select on e of the following options:
■Add Fax Recipients: Select this option to access th e Add Fax Recipient screen. Add 
information in the  Name and Fax Number  fields. Adding information in the 
remaining fields is optional. Click the  OK button.
■Add From Address Book : Select this option to acces s the Add From Address Book 
screen. Select items from the list  displayed, and then click the Add button.
5. To make additional changes:
■Click the  Fax Options  button to make selections fo r the fax send speed, fax 
resolution, send time, fax dialing options, an d cover sheet options, and then click the 
OK  button.
■Click the  Preferences  button to select prompt options, and then click the  OK button.
6. Click the  Print button.
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Adding Individual and Group Speed Dial Entries
Phaser® 8560MFP/8860M FP Multifunction Printer
6-5
Adding Individual and Group Speed Dial Entries
This section includes:
■Adding an Individual  on page 6-6
■Adding a Group on page 6-8
■Editing or Deleting an Individual Speed Dial Entry  on page 6-10
■Editing or Deleting a Group Speed Dial Entry on page 6-11
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 tim e you want to send a fax.
Use the control panel keypad to enter individual and group names and individual fax numbers. 
1. Press the  Pause button to enter 
pauses, represented by commas, in 
phone numbers. 
2. Press each alphanumeric key several 
times to cycle through letters when 
entering individual or group names and 
numbers when entering fax numbers.
3. Press the  * key several times to cycle 
through characters that can be used 
when entering names or numbers.
4. Press the  # key several times to cycle 
through characters that can be used 
when entering names or numbers.
Speed  Dial  Send 
List  Delay 
Send  Pause 
8860mfp-137
3 
4 1 
, 
ABC2 
= : ( ) , ! / *    # 
2 
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Adding Individual and Group Speed Dial Entries
Phaser® 8560MFP/8860M FP Multifunction Printer
6-6
Adding an Individual
Set up and save individual names and fax numb ers to easily access them when you want to 
send a fax.
Using the Control Panel 
To add an individual speed dial entry:
1. On the control panel, press the  Speed Dial button. 
2. Select 
Individual, and then press the  OK button. The Individual screen appears. If names 
and numbers have been previously  entered, they are displayed. 
3. Select a blank number in the lis t displayed, and then press the OK button. 
4. Using the alphanumeric keypad:
a.Enter a name in the 
Individual Name screen, and then press the  OK button. 
b. Enter a fax phone number in the 
Fax Number screen, and then press the  OK button.
5. Select a fax transmission speed  from the list displayed on the 
Starting Rate screen, and 
then press the  OK button.
6. Select one of the following options:
■If you want to add more names and fax numbers, repeat Steps 2 through 5.
■If you are finished adding individual names, press the  Back button until you return to 
the main Fax menu screen.
 
See also: 
Sending a Fax from the Printer  on page 6-2
Setting the Fax Destination  on page 6-14
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Adding Individual and Group Speed Dial Entries
Phaser® 8560MFP/8860M FP Multifunction Printer
6-7
Using CentreWare IS
To add an individual speed dial entry:
1. Launch your web browser.
2. Enter your system’s IP address in the browser’s  Address field.
3. Select the  Properties  tab, and then click  Individual Directory  in the Fax Settings  folder.
4. Select one of the following options:
a.Import : Click the  Import option in the  Individual Directory  field, and then browse 
to select an individual’s information stored  on your computer’s hard drive. Follow the 
onscreen prompts, and then click the  Import button.
b. Add : Click the  Add option in the  Individual Directory  field to manually enter the 
following individual information:
■No : Select a number from the drop-down  field. This determines where the 
individual will appear in the list.
■Name : Enter the individual’s name.
■Phone Number : Enter the individual’s fax number.
■Starting Rate: Select a transmission rate from the drop-down field.
5. Click the  Save Changes  button.
 
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Adding Individual and Group Speed Dial Entries
Phaser® 8560MFP/8860M FP Multifunction Printer
6-8
Adding 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.
Using the Control Panel
Use the control panel to add or remove individuals or groups from the speed dial group.
Setting Up a Group
To set up a group:
1. On the control panel, press the  Speed Dial button.
2. Select 
Group, and then press the  OK button. 
3. Select a blank number in the lis t displayed, and then press the OK button. 
4. Using the alphanumeric keypad, ente r a group name, and then press the OK button. 
5. To add individuals to this group:
a.Select 
Add Individual, and then press the  OK button. This option appears when one 
or more individuals can be added to this group.
b. Select an individual from the list displayed, and then press the  OK button. 
c. Repeat the above steps to continue  adding individuals to the group. 
6. To add a group to this group:
a.Select 
Add Group, and then press the  OK button. This option appears when one or 
more groups can be added to this group.
b. Select a group from the list displayed, and then press the  OK button. 
c. Repeat the above steps to continue  adding groups to the group. 
7. When you have finished adding individuals and other groups, select 
Done, and then press 
the  OK  button. 
 
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Adding Individual and Group Speed Dial Entries
Phaser® 8560MFP/8860M FP Multifunction Printer
6-9
Removing an Entry from a Group
To remove an entry:
1. On the control panel, press the  Speed Dial button.
2. Select 
Group, and then press the  OK button. 
3. Select the group you want to change from the list displayed, and then press the  OK button. 
4. To remove an individual from this group:
a.Select 
Remove Individual, and then press the  OK button. This option appears when 
there are one or more individuals in this group.
b. Select an individual from the list displayed, and then press the  OK button.
c. Repeat the above steps to continue  removing individuals from the group.
5. To remove a group from this group:
a.Select 
Remove Group, and then press the  OK button. This option appears when there 
are one or more groups in this group.
b. Select a group from the list displayed, and then press the  OK button.
c. Repeat the above steps to continue removing groups from the group.
6. When you have finished removing individuals and other groups, select 
Done, and then 
press the  OK button. 
 
 
See also: 
Sending a Fax from the Printer  on page 6-2
Setting the Fax Destination  on page 6-14
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Adding Individual and Group Speed Dial Entries
Phaser® 8560MFP/8860M FP Multifunction Printer
6-10
Using CentreWare IS
To add a group speed dial entry:
1. Launch your web browser.
2. Enter your system’s IP address in the browser’s  Address field.
3. Select the  Properties  tab, and then click  Group Directory in the Fax Settings  folder.
4. Click the  Add button and then enter the appropriate  information in the following fields:
■Group No.: Select a number from the drop-down  field. This determines where the 
group appears in the list.
■Group Name : Enter the group’s name.
5. Click the  Next button.
6. Select members to add to the group from the  Select New Members list. To select a 
member, click in the box ne xt to the member’s name to insert a check mark.
7. When you are finished adding members to the group, click the  Add to Group button.
 
Editing or Deleting an I ndividual Speed Dial Entry
To revise or remove individual names and fax numbers:
1.On the control panel, press the  Speed Dial button. 
2. Select 
Individual, and then press the  OK button.
3. Select a name from the list displayed on the 
Individual screen, and then press the 
OK  button.
4. Select one of the following options, and then press the  OK button:
■Use As Destination: Returns you to the main fax sc reen. The selected individual’s 
name and fax number is displayed in the 
Fax To field. 
■Make Changes: Edits the existing values for this  individual. You can change the 
individual’s name, fax number, or starting rate.
■Remove It: Removes the individual from the speed dial directory.
5. To revise or remove the individual name an d fax number information, follow the onscreen 
prompts.
 
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