Xerox WorkCentre 3220DN User Manual

							50 _Faxing
•In Ans/Fax  mode, an answering machine attached to your machine 
answers an incoming call, and the caller can leave a message on the 
answering machine. If the fax machine senses a fax tone on the line, 
the machine automatically switches to  Fax mode to receive the fax. 
See page 50.
•In  DRPD mode, you can receive a call using the Distinctive Ring 
Pattern Detection (DRPD) feature. Distinctive Ring is a telephone 
company service which enables an user to use a single telephone 
line to answer several different telephone numbers. For further 
details, see page 50.
6. Press 
OK to save your selection.
7. Press  Stop/Clear   to return to ready mode.
Receiving automatically in Fax mode 
Your machine is preset to  Fax mode at the factory. When you receive a fax, 
the machine answers the call on a specified number of rings and 
automatically receives the fax. 
To change the number of rings, 
see page 55.
Receiving manually in Tel mode 
You can receive a fax call by pressing  On Hook Dial and then 
pressing  Start
 when you hear a fax tone from the remote machine.
The machine begins receiving a fax and returns to ready mode when the 
reception is completed.
Receiving manually using an extension telephone
This features works best when you are using an extension telephone 
connected to the EXT socket on the back of your machine. You can receive 
a fax from someone you are talking to on the extension telephone without 
going to the fax machine.
When you receive a call on the extension phone and hear fax tones, press 
the keys * 9* on the extension phone. The machine receives the fax.
Press the buttons slowly in sequence. If you still hear the fax tone from the 
remote machine, try pressing * 9* once again.
* 9 * is the remote receive code preset at the factory. The first and the last 
asterisks are fixed, but you can change the middle number to whatever you 
wish. For details about changing the code, see page 
55.
Receiving automatically in Ans/Fax mode 
To use this mode, you must attach an answering machine to the EXT socket 
on the back of your machine. 
If the caller leaves a message, the answering machine stores the message 
as it would normally. If your machine detects a fax tone on the line, it 
automatically starts to receive the fax.
Receiving faxes using DRPD mode
Distinctive Ring is a telephone company service which enables an user to 
use a single telephone line to answer several different telephone numbers. 
The particular number someone uses to call you is identified by different 
ringing patterns, which consist of various combinations of long and short 
ringing sounds. This feature is often used by answering services who 
answer telephones for many different clients and need to know which 
number someone is calling in on to properly answer the phone.
Using the Distinctive Ring Pattern Detection (DRPD) feature, your fax 
machine can learn the ring pattern you designate to be answered by the fax 
machine. Unless you change it, this ringing pattern will continue to be 
recognized and answered as a fax call, and all other ringing patterns will be 
forwarded to the extension telephone or answering machine plugged into 
the EXT socket. You can easily suspend or change DRPD at any time.
Before using the DRPD option, Distinctive Ring service must be installed on 
your telephone line by the telephone company. To set up DRPD, you will 
need another telephone line at your location, or someone available to dial 
your fax number from outside. 
To set up the  DRPD mode:
1. Press Fax . 
2. Press Menu  until Fax Setup  appears on the bottom line of the 
display and press 
OK.
3. Press the left/right arrow until  Receiving appears and press 
OK.
4. Press the left/right arrow until  DRPD Mode appears and press 
OK. 
Waiting Ring  appears on the display.
5. Call your fax number from another telephone. It is not necessary to 
place the call from a fax machine. 
6. When your machine begins to ring, do not answer the call. The machine 
requires several rings to learn the pattern. 
When the machine completes learning, the display shows  Completed 
DRPD Setup . If the DRPD setup fails,  Error DRPD Ring appears. 
Press 
OK when  DRPD Mode  appears and start over from step 4.
7. Press Stop/Clear   to return to ready mode.
• When the memory is full, the printer can no longer receive any 
incoming fax. Secure free memory to resume by removing data 
stored in the memory.
• To use the Ans/Fax  mode, attach an answering machine to
 the 
EXT socket on the back of your machine. 
• If you do not want other people to view your received documents,  you can use secure receiving mode. In this mode, all of the 
received faxes are stored in memory. For further details, see page 
51.
• If you have set your machine to Ans/Fax  mode and your 
answering machine is switched off, or no answering machine
 is 
connected to EXT socket, your machine automatically goes into 
Fax  mode after a predefined number of rings.
• If your answering machine has a user-selectable ring counter,
 set 
the machine to answer incoming calls within 1 ring. 
• If you are in Tel  mode (manual reception) when the answering
 
machine is connected to your machine, you must switch off the 
answering machine, or the outgoing message from the answering 
machine will interrupt your phone conversation.
• DRPD must be set up again if you re-assign your fax number, or 
connect the machine to another telephone line.
• After DRPD has been set up, call your fax number again to
 verify 
that the machine answers with a fax tone. Then have a call placed 
to a different number assigned to that same line to
 be sure the call 
is forwarded to the extension telephone or answering machine 
plugged into the EXT socket. 
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Receiving in secure receiving mode
You may need to prevent your received faxes from being accessed by 
unauthorized people. You can turn on secure receiving mode to restrict 
printing of received faxes when the machine is unattended. In secure 
receiving mode, all incoming faxes go into memory. When the mode is 
deactivated, any stored faxes are printed.
Activating secure receiving mode
1.Press  Fax . 
2. Press  Menu  and then press 
OK when Fax Feature appears on the 
bottom line of the display.
3. Press the left/right arrow until  Secure Receive appears and press 
OK.
4. Press the left/right arrow until  On appears and press 
OK.
5. Enter a four-digit password you want to use and press 
OK.
6. Re-enter the password to confirm it and press 
OK.
7. Press  Stop/Clear   to return to ready mode.
When a fax is received in secure receiving mode, your machine stores it in 
memory and shows  Secure Receive to let you know that there is a fax 
received.
Printing received faxes
1. Access the  Secure Receive  menu by following steps 1 through 3 in 
“Activating secure receiving mode.”
2. Press the left/right arrow until  Print appears and press 
OK.
3. Enter the four-digit password and press 
OK. 
The machine prints all of the faxes stored in memory.
Deactivating secure receiving mode
1. Access the  Secure Receive  menu by following steps 1 through 3 in 
“Activating secure receiving mode.”
2. Press the left/right arrow until  Off appears and press 
OK.
3. Enter the four-digit password and press 
OK.
The mode is deactivated and the machine prints all faxes stored in 
memory.
4. Press  Stop/Clear   to return to ready mode.
Receiving faxes in memory
Since your machine is a multi-tasking device, it can receive faxes while you 
are making copies or printing. If you receive a fax while you are copying or 
printing, your machine stores incoming faxes in its memory. Then, as soon 
as you finish copying or printing, the machine automatically prints the fax. 
Also, your machine receives faxes and stores them in its memory when 
there is no paper in the tray or no toner in the installed print cartridge.
OTHER WAYS TO FAX
Sending a fax to multiple destinations
You can use the Multiple Send feature, which allows you to send a fax to 
multiple locations. Originals are automatically stored in memory and sent to 
a remote station. After transmission, the originals are automatically erased 
from memory. You cannot send a color fax using this feature.
1.Press Fax . 
2. Load originals face up into the ADF, or place a single original face down 
on the scanner glass.
For details about loading an original, see page 32.
3. Adjust the document resolution and darkness to suit your fax needs. See 
page 48.
4. Press Menu  until Fax Feature  appears on the bottom line of the 
display and press 
OK.
5. Press the left/right arrow until  Multi Send appears and press 
OK.
6. Enter the number of the first receiving fax machine and press 
OK.
You can use speed buttons, speed dial numbers. You can enter Group 
Dial Number using  Address Book Button. For details, see page 56.
7. Enter the second fax number and press  OK.
The display asks you to enter another fax number to send the document.
8. To enter more fax numbers, press  OK when  Yes appears and repeat 
steps 6 and 7. You can add up to 10 destinations.
9. When you have finished entering fax numbers, press the left/right arrow 
to select No  at the Another No.?  prompt and press OK .
The original is scanned into memory before transmission. The display 
shows memory capacity and the number of pages being stored in 
memory.
10. If an original is placed on the scanner glass, select  Yes to add another 
pages. Load another original and press OK .
When you have finished, select  No at the Another Page?  prompt.
The machine begins sending the fax to the numbers you entered in the 
order in which you entered them.
Sending a delayed fax
You can set your machine to send a fax at a later time when you will not be 
present. You cannot send a color fax using this feature.
1. Press Fax . 
2. Load originals face up into the ADF, or place a single original face down 
on the scanner glass.
For details about loading an original, see page 32.
3. Adjust the document resolution and darkness to suit your fax needs. See 
page 48.
4. Press Menu  until Fax Feature  appears on the bottom line of the 
display and press  OK.
5. Press the left/right arrow until  Delay Send appears and press 
OK.
6. Enter the number of the receiving machine using the number keypad.
You can use speed buttons, speed dial numbers. You can enter Group 
Dial Number using  Address Book Button.For details, see page 56.
7. Press OK  to confirm the number. The display asks you to enter another 
fax number to which to send the document.
You can activate secure receiving mode without setting a 
password, but cannot protect your faxes.
Once you entered a group dial number, you cannot enter another 
group dial numbers anymore.
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							52 _Faxing
8.To enter more fax numbers, press  OK when  Yes appears and repeat 
steps 6 and 7. You can add up to 10 destinations.
9. When you have finished entering fax numbers, press
 the left/right arrow 
to select  No at the Another No.?  prompt and press OK.
10. Enter the job name you want and press  OK.
For details on how to enter alphanumeric characters, see page 30.
If you do not want to assign a name, skip this step.
11. Enter the time using the number keypad and press  OK, or Start .
The original is scanned into memory before transmission. The display 
shows memory capacity and the number of pages being stored in 
memory.
12. If an original is placed on the scanner glass, select  Yes to add another 
page. Load another original and press  OK.
When you have finished, select  No at the  Another Page?  prompt.
The machine returns to ready mode. The display reminds you that you 
are in ready mode and that a delayed fax is set.
Adding pages to a delayed fax
You can add pages to the delayed transmissions previously reserved in 
your machine’s memory.
1. Load the originals to be added and adjust document settings.
2. Press  Menu   until Fax Feature  appears on the bottom line of the 
display and press  OK.
3. Press  OK when  Add Page  appears.
4. Press the left/right arrow until the fax job you want appears and 
press  OK.
The machine scans the original into memory and shows the total 
number of pages and the number of the added pages.
Canceling a delayed fax
1. Press  Menu   until Fax Feature  appears on the bottom line of the 
display and press  OK.
2. Press the left/right arrow until  Cancel Job appears and press  OK.
3. Press the left/right arrow until the fax job you want appears and 
press  OK.
4. Press  OK when  Yes appears.
The selected fax is deleted from memory.
Sending a priority fax
Using the Priority Fax feature, a high priority fax can be sent ahead of 
reserved operations. The original is scanned into memory and immediately 
transmitted when the current operation is finished. In addition, priority 
transmission will interrupt a Multiple Send operation between stations (i.e., 
when the transmission to station A ends, before transmission to station B 
begins) or between redial attempts.
1. Press  Fax . 
2. Load originals face up into the ADF, or place a single original face down 
on the scanner glass.
For details about loading an original, see page 32.
3. Adjust the document resolution and darkness to suit your fax needs. See 
page 48. 4.
Press Menu  until Fax Feature  appears on the bottom line of the 
display and press  OK.
5. Press the left/right arrow until  Priority Send appears and press  OK.
6. Enter the number of the receiving machine.
You can use speed buttons, speed dial numbers, or group dial numbers. 
For details, see page 56.
7. Press OK  to confirm the number.
8. Enter the job name you want and press  OK. 
The original is scanned into memory before transmission. The display 
shows memory capacity and the number of pages being stored in 
memory.
9. If an original is placed on the scanner glass, select  Yes to add another 
page. Load another original and press  OK.
When you have finished, select  No at the Another Page?  prompt.
The machine shows the number being dialed and begins sending the 
fax.
Forwarding faxes
You can forward your incoming and outgoing faxes to another fax machine 
or email address.
Forwarding sent faxes to another fax machine
You can set the machine to send copies of all outgoing faxes to a 
specified destination, in addition to the fax numbers you entered.
1. Press  Fax . 
2. Press  Menu  until Fax Feature  appears on the bottom line of the 
display and press  OK.
3. Press the left/right arrow until  Forward appears and press  OK.
4. Press  OK when  Fax appears.
5. Press the left/right arrow until  Send Forward appears and press OK .
6. Press the left/right arrow to select  On and press OK .
7. Enter the number of the fax machine to which faxes are to be sent 
and press  OK.
8. Press  Stop/Clear   to return to ready mode.
Subsequent sent faxes will be forwarded to the specified fax 
machine.
Forwarding sent faxes to email address
You can set the machine to send copies of all outgoing faxes to a 
specified destination, in addition to the email address you entered.
1. Press  Fax . 
2. Press  Menu  until Fax Feature  appears on the bottom line of the 
display and press  OK.
3. Press the left/right arrow until  Forward appears and press  OK.
4. Press the left/right arrow until  E-mail appears and press  OK.
5. Press the left/right arrow until  Send Forward appears and press OK .
6. Press the left/right arrow to select  On and press OK .
7. Enter your email address and press  OK.
8. Enter the email address to which faxes are to be sent and press  OK.
9. Press  Stop/Clear   to return to ready mode.
Subsequent sent faxes will be forwarded to the specified email 
address.
Once you entered a group dial number, you cannot enter another 
group dial numbers anymore.
If you set a time earlier than the current time, the fax will be sent at 
that time on the following day. 
SMTP server must be setup to forward to an email address, see 
Setting up an e-mail account on page 44. (WorkCentre 3220 
only)
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Forwarding received faxes to another fax machine
You can set your machine to forward incoming faxes to another fax 
number during a specified time period. When a fax arrives at your 
machine, it is stored in memory. Then, the machine dials the fax number 
that you have specified and sends the fax.
1.Press  Fax . 
2. Press  Menu  until Fax Feature  appears on the bottom line of the 
display and press  OK.
3. Press the left/right arrow until  Forward appears and press  OK.
4. Press  OK when  Fax appears.
5. Press the left/right arrow until  Rcv. Forward appears and press  OK.
6. Press the left/right arrow until  Forward appears and press  OK.
To set the machine to print out a fax when fax forwarding has been 
completed, select  Forward&Print.
7. Enter the number of the fax machine to which faxes are to be sent 
and press  OK.
8. Enter the starting time and press  OK.
9. Enter the ending time and press  OK.
10. Press  Stop/Clear   to return to ready mode.
Subsequent received faxes will be forwarded to the specified fax 
machine.
Forwarding received faxes to email address
You can set your machine to forward incoming faxes to the email 
address you entered. (WorkCentre 3220 only)
1. Press  Fax . 
2. Press  Menu  until Fax Feature  appears on the bottom line of the 
display and press  OK.
3. Press the left/right arrow until  Forward appears and press  OK.
4. Press the left/right arrow until  E-mail appears and press OK .
5. Press the left/right arrow until  Rcv. Forward appears and press  OK.
6. Press the left/right arrow until  Forward appears and press  OK.
To set the machine to print out a fax when fax forwarding has been 
completed, select  Forward&Print.
7. Enter your email address and press  OK.
8. Enter the email address to which faxes are to be sent and press  OK.
9. Press  Stop/Clear   to return to ready mode.
Subsequent sent faxes will be forwarded to the specified email 
address.
Sending a Fax from a PC
You can send a fax from your PC without going to the multi-function printer.  
To send a fax from your PC, you need to install the PC-fax software and 
customize the software setting’s. See the  Software Section.
Installing PC-Fax Software
1.To install the PC-Fax, insert the supplied Xerox Drivers CD.
2. The CD-ROM should automatically run, and the installation window 
appears.
3. When the language selection window appears, select the 
appropriate language and then click  Install Software. 4.
Chose  PC-Fax  (if not already selected) and then click  Next.
5. At the next screen accept your choice by clicking  Next and then click 
Finish .  PC-Fax  is now installed.
Configuring PC Fax
1.From the Start menu, select Programs  or All Program  >  your 
printer driver name  >  Configure PC Fax .
2. Enter your name and fax number.
3. Select the address book you will use.
4. Select the multi-function printer you will use by choosing  Local or 
Network .
5. If you select  Network, click Browse  and search the multi-function 
printer you will use.
6. Click  OK.
To send a PC Fax
1. Open the document you want to send.
2. Select  Print from the  File menu. 
The  Print  window displays.  It may look slightly different depending 
on your application.
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							54 _Faxing
3.Select  Xerox PC-Fax  from the  Name drop down list box.
4. Select  OK.
5. Compose the cover page and click  Continue.
6. Enter the recipients’ numbers and click  Continue. 7.
Select the resolution and click  Send Fax.
Your PC begins to send the fax data and multi-function printer sends 
the fax.
FAX SETUP
Changing the fax setup options
Your machine provides you with various user-selectable options for setting 
up the fax system. You can change the default settings for your preferences 
and needs.
To change the fax setup options:
1. Press Fax . 
2. Press Menu  until Fax Setup  appears on the bottom line of the 
display and press  OK.
3. Press the left/right arrow to select  Sending or Receiving and press  OK. 
4. Press the left/right arrow until the menu item you want appears and 
press  OK.
5. Press the left/right arrow until the desired status appears or enter the 
value for the option you have selected, and press  OK.
6. If necessary, repeat steps 4 through 5.
7. Press Stop/Clear   to return to ready mode.
Sending options
 Remove a 
selected 
phone entryAdd a new 
Phone entry
OPTIONDESCRIPTION
Redial TimesYou can specify the number of redial attempts. If 
you enter 0, the machine will not redial.
Redial TermYour machine can automatically redial a remote 
fax machine if it was busy. You can set an interval 
between attempts.
Prefix DialYou can set a prefix of up to five digits. This 
number dials before any automatic dial number is 
started. It is useful for accessing a PABX 
exchange.
ECM Mode This mode helps with poor line quality and makes 
sure any faxes you send are sent smoothly to any 
other ECM-equipped fax machine. Sending a fax 
using ECM may take more time.
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Receiving options
Changing the default document settings
The fax options, including resolution and darkness, can be set to the most 
frequently used modes. When you send a fax, the default settings are used 
if they are not changed by using the corresponding button and menu.
1.Press Fax . 
2. Press Menu  until Fax Setup  appears on the bottom line of the 
display and press  OK.
3. Press the left/right arrow until  Change Default appears and press  OK.
4. Press OK  when Resolution  appears.
5. Press the left/right arrow until the resolution you want appears and press 
OK.
6. Press the left/right arrow until  Darkness appears and press  OK.
7. Press the left/right arrow until the darkness you want appears and press 
OK.
8. Press Stop/Clear  to return to ready mode.
Send ReportYou can set your machine to print a confirmation 
report showing whether a transmission was 
successful, how many pages were sent, and 
more. The available options are On , Off, and On-
Error , which prints only when a transmission is 
not successful.
Image TCRThis function allows users to know what fax 
messages have been sent by showing sent 
messages in the transmission report. 
The first page of the message is turned into an 
image file than is printed on the transmission 
report so the users can see what messages have 
been sent.
However, you can not use this function when 
sending fax without saving the data in the 
memory. 
Dial ModeThis setting may not be available depending on 
your country. If you cannot reach this option, your 
machine does not support this feature.
You can set the dial mode for your machine to 
either tone dialling or pulse dialling. If you have a 
public telephone system or a private branch 
exchnage(PBX) system, you may need to select 
Pulse . Contact your local telephone company if 
you are not sure which dial mode to use.
If you select  Pulse, some phone system features 
might not be available. It can also take longer to 
dial a fax or phone number.
OPTIONDESCRIPTION
Receive Mode You can select the default fax receiving mode. For 
details on receiving faxes in each mode, see page 
49.
Ring to AnswerYou can specify the number of times the machine 
rings before answering an incoming call.
Stamp RCV 
NameThis option allows the machine to automatically 
print the page number, and the date and time of 
reception at the bottom of each page of a 
received fax.
RCV Start Code
This code allows you to initiate fax reception from 
an extension phone plugged into the  EXT socket 
on the back of the machine. If you pick up the 
extension phone and hear fax tones, enter the 
code. It is preset to * 9* at the factory.
Auto Reduction When receiving a fax containing pages as long as 
or longer than the paper loaded in the paper tray, 
the machine can reduce the size of the original to 
fit the size of the paper loaded in the machine. 
Turn on this feature if you want to automatically 
reduce an incoming page. 
With this feature set to  Off, the machine cannot 
reduce the original to fit onto one page. The 
original will be divided and printed in actual size 
on two or more pages.
OPTIONDESCRIPTION
Discard Size When receiving a fax containing pages as long as 
or longer than the paper in your machine, you can 
set the machine to discard a specific length from 
the end of the received fax. The machine will print 
the received fax on one or more sheets of paper, 
minus the data that would have been on the 
specified discard segment. 
When the received fax contains pages larger than 
the paper in your machine, and  Auto Reduction 
has been turned on, the machine will reduce the 
fax to fit on the existing paper, and nothing will be 
discarded.
Junk Fax Setup This setting may not be available depending on 
your country. Using this feature, the system will 
not accept faxes sent from remote stations whose 
numbers are stored in the memory as junk fax 
numbers. This feature is useful for blocking any 
unwanted faxes.
When you turn on this feature, you can access the 
following options to set junk fax numbers.
• Add:Allows you to set up to 20 fax numbers.
• Delete: Allows you to delete the desired junk 
fax number.
• Delete All: Allows you to delete all junk fax 
numbers.
DRPD Mode This mode enables a user to use a single 
telephone line to answer several different 
telephone numbers. In this menu, you can set the 
machine to recognize which ring patterns to 
answer. For details about this feature, see page 
50.
Duplex Print• Long Edge:
Prints pages to be read like a 
book.
• Short Edge: Prints pages to be read by 
flipping like a note pad. 
• Off: Prints received fax on one sides of a 
paper.
OPTIONDESCRIPTION
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							56 _Faxing
Printing sent fax report automatically
You can set the machine to print a report with detailed information about the 
previous 50 communication operations, including time and dates.
1.Press  Fax . 
2. Press  Menu  until Fax Setup appears on the bottom line of the 
display and press  OK.
3. Press the left/right arrow until  Auto Report appears and press  OK.
4. Press the left/right arrow until  On appears and press OK .
5. Press  Stop/Clear   to return to ready mode.
Setting up Address Book
You can set up Address Book  with the fax numbers you use most 
frequently. Your machine provides you with the following features for setting 
up  Address Book :
• Speed/Group dial numbers
Speed dial numbers
You can store up to 200 frequently-used fax numbers in speed dial 
numbers.
Registering a speed dial number
1. Press  Fax . 
2. Press  Address Book  until New & Edit  appears on the bottom 
line of the display and press  OK.
3. Press  OK when  Speed Dial appears.
4. Enter a speed dial number between 0 and 199 and press  OK. 
If an entry is already stored in the number you choose, the display 
shows the name to allow you to change it. To start over with another 
speed dial number, press  Back.
5. Enter the name you want and press  OK.
For details on how to enter alphanumeric characters, see page 30.
6. Enter the fax number you want and press  OK.
7. Press  Stop/Clear  to return to ready mode.
Editing speed dial numbers
1.Press  Address Book   until New & Edit  appears on the bottom 
line of the display and press  OK.
2. Press  OK when  Speed Dial appears.
3. Enter the speed dial number you want to edit and press  OK.
4. Change the name and press  OK.
5. Change the fax number and press  OK.
6. Press  Stop/Clear  to return to ready mode.
Using speed dial numbers
When you are prompted to enter a destination number while sending a 
fax, enter the speed dial number at which you stored the number you 
want.
• For a one-digit (0-9) speed dial number, press and hold the 
corresponding digit button on the number keypad.
• For a two- or three-digit speed dial number, press the first digit  button(s) and then hold down the last digit button.
You can also search through memory for an entry by pressing  Address 
Book . See page 57.
Group dial numbers
If you frequently send the same document to several destinations, you 
can group these destinations and set them under a group dial number. 
You can then use a group dial number to send a document to all of the 
destinations within the group. You can set up to 100 group dial numbers 
using the destination’s existing speed dial numbers.
Registering a group dial number
1.Press  Fax . 
2. Press  Address Book  until New & Edit  appears on the bottom 
line of the display and press  OK.
3. Press the left/right arrow until  Group Dial appears and press  OK.
4. Enter a group dial number between 0 and 99 and press  OK.
5. Enter a speed dial number and press  OK.
6. Press  OK when speed dial information appears correctly.
7. Press  OK when  Yes appears.
8. Repeat steps 5 and 6 to include other speed dial numbers into the 
group.
9. When you have finished, press the left/right arrow to select  No at the 
Another No.?  prompt and press OK .
10. Press  Stop/Clear  to return to ready mode.
Editing a group dial number
You can delete a specific entry from a group or add a new number to the 
selected group.
1.Press  Address Book  until New & Edit  appears on the bottom 
line of the display and press  OK.
2. Press the left/right arrow until  Group Dial appears and press  OK.
3. Enter the group dial number you want to edit and press  OK.
4. Enter the speed dial number you want to add or delete and press 
OK.
If you entered a new speed dial number,  Add? appears.
If you enter a speed dial number stored in the group,  Delete? 
appears.
5. Press  OK to add or delete the number.
6. Press  OK when  Yes appears to add or delete more numbers and 
repeat steps 4 and 5.
7. When you have finished, press the left/right arrow to select  No at the 
Another No.?  prompt and press OK .
8. Press  Stop/Clear  to return to ready mode.
Using group dial numbers
To use a group dial entry, you need to search for and select it from 
memory. 
When you are prompted to enter a fax number while sending a fax, 
press Address Book . See below.
Before beginning to store fax numbers, make sure that your machine 
is in Fax mode. 
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							Faxing_57
Searching Address Book for an entry
There are two ways to search for a number in memory. You can either 
scan from A to Z sequentially, or you can search by entering the first 
letters of the name associated with the number.
Searching sequentially through the memory
1.If necessary, press  Fax. 
2. Press  Address Book  until Search & Dial  appears on the bottom 
line of the display and press  OK.
3. Press the left/right arrow until the number category you want 
appears and press  OK.
4. Press  OK when  All appears.
5. Press the left/right arrow until the name and number you want 
appears. You can search upwards or downwards through the entire 
memory in alphabetical order.
Searching with a particular first letter
1.If necessary, press  Fax. 
2. Press  Address Book  until Search & Dial  appears on the bottom 
line of the display and press  OK.
3. Press the left/right arrow until the number category you want 
appears and press 
OK.
4. Press the left/right arrow until  ID appears and press  OK.
5. Enter the first few letters of the name you want and press  OK.
6. Press the left/right arrow until the name you want appears and press 
OK.
Deleting a Address Book entry
You can delete entries in  Address Book one by one.
1. Press  Address Book  until Delete  appears on the bottom line of 
the display and press  OK.
2. Press the left/right arrow until the number category you want 
appears and press  OK.
3. Press the left/right arrow until the searching method you want 
appears and press  OK.
Select 
Search All to search for an entry by scanning through all 
entries in  Address Book . 
Select  Search ID  to search for an entry by the first few letters of the 
name.
4. Press the left/right arrow until the name you want appears and press 
OK.
Or, enter the first letters and press  OK. Press the left/right arrow until 
the name you want appears and press  OK.
5. Press  OK. 
6. Press  OK when  Yes appears to confirm the deletion.
7. Press  Stop/Clear  to return to ready mode.
Printing Address Book
You can check your  Address Book settings by printing a list.
1. Press  Address Book  until Print appears on the bottom line of the 
display.
2. Press  OK. A list showing your speed dial and group dial entries 
prints out.
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							58 _Using USB flash memory
using USB flash memory
This chapter explains how to use a USB memory device with your machine.
This chapter includes:
• About USB memory
• Plugging in a USB memory device
• Scanning to a USB memory device• Printing from a USB memory device
• Backing up data
• Managing USB memory
ABOUT USB MEMORY
USB memory devices are available with a variety of memory capacities to 
give you more room for storing documents, presentations, downloaded 
music and videos, high resolution photographs, or whatever other files you 
want to store or move.
You can do the following on your machine using a USB memory device:
• Scan documents and save them on a USB memory device.
• Print data stored on a USB memory device.
•Back up Address Book
/ Phone Book  entries and the system settings 
of your machine.
• Restore backup files to the machine’s memory. 
• Format the USB memory device.
• Check the available memory space.
PLUGGING IN A USB MEMORY DEVICE
The USB memory port on the front of your machine is designed for USB 
V1.1 and USB V2.0 memory devices. Your machine supports USB memory 
devices with FAT16/FAT32 and sector size of 512 bytes. 
Check your USB memory device’s file system from your dealer.
You must use only an authorized USB memory device with an A plug type 
connector.
Use only a metal/shielded USB memory device. Insert a USB memory device into the USB memory port on the front of your 
machine.
SCANNING TO A USB MEMORY DEVICE
You can scan a document and save the scanned image onto a USB 
memory device. There are two ways of doing this: you can scan to the 
device using the default settings, or you can customize your own scan 
settings.
Scanning
1.
Insert a USB memory device into the USB memory port on your 
machine.
2. Load originals face up into the ADF, or place a single original face down 
on the scanner glass.
For details about loading an original, see page 32.
3. Press Scan/Email .
4. Press OK  when Scan to USB  appears on the bottom line of the display.
5. Press Start .
Regardless of the button you press, the color mode is decided as 
customized. See “Customizing Scan to USB” on page 59.
Your machine begins scanning the original, and then asks if you want to 
scan another page.
• Do not remove the USB memory device while the machine is in  operation, or writing to or reading from USB memory. The 
machine warranty does not cover damage caused by use’s 
misuse. 
• If your USB memory device has certain features, such as security  settings and password settings, your machine may not 
automatically detect it. For details about these features, see the 
device’s User’s Guide.
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							Using USB flash memory_59
6.Press  OK when  Yes appears to scan more pages. Load an original and 
press Start . 
Regardless of the button you press, the color mode is decided as 
customized. See “Customizing Scan to USB” on page 59.
Otherwise, press the left/right arrow to select  No and press  OK.
After scanning is complete, you can remove the USB memory device from 
the machine.
Customizing Scan to USB 
You can specify image size, file format, or color mode for each scanning to 
USB job.
1. Press Scan/Email .
2. Press  Menu  until Scan Feature  appears on the bottom line of the 
display and press  OK.
3. Press  OK when  USB Memory  appears.
4. Press the left/right arrow until the setting option you want appears and 
press OK .
You can set the following options:
• Scan Size: Sets the image size.
• Original Type: Sets the original document’s type.
• Resolution: Sets the image resolution.
• Scan Color: Sets the color mode. If you select Mono in this option, 
you cannot select JPEG in  Scan Format.
• Scan Format: Sets the file format in which the image is to be saved. 
When you select TIFF or PDF, you can select to scan multiple 
pages. If you select JPEG in this option, you cannot select Mono in 
Scan Color .
5. Press the left/right arrow until the desired status appears and press  OK.
6. Repeat steps 4 and 5 to set other setting options.
7. When you have finished, press  Stop/Clear to return to ready mode.
You can change the default scan settings. For details, see page 45.
PRINTING FROM A USB MEMORY DEVICE
You can directly print files stored on a USB memory device. You can print 
TIFF, BMP, JPEG, PDF, and PRN files.
Direct Print option supported file types: 
• PRN: Xerox PCL 6 compatible. 
• PRN files can be created by selecting the Print to file check box when  you print a document. The document will be saved as a PRN file, rather 
than printed on paper. Only PRN files created in this fashion can be 
printed directly from USB memory. See the Software section  to learn 
how to create a PRN file.
• BMP: BMP Uncompressed
• TIFF: TIFF 6.0 Baseline
• JPEG: JPEG Baseline
• PDF: PDF 1.4 and below (WorkCentre 3220 only)
To print a document from a USB memory device:
1. Insert a USB memory device into the USB memory port on your 
machine. 
2. Press 
Direct USB.
Your machine automatically detects the device and reads data stored on it.
3.Press the left/right arrow until  USB Print appears and press  OK.  4.
Press the left/right arrow until the folder or file you want appears and 
press  OK.
If you see D  in the front of a folder name, there are one or more files or 
folders in the selected folder.
5. If you selected a file, skip to the next step.
If you selected a folder, press the left/right arrow until the file you want 
appears.
6. Press the left/right arrow to select the number of copies to be printed or 
enter the number.
7. Press Start  to start printing the selected file. 
After printing the file, the display asks if you want to print another job.
8.Press OK when Yes appears to print another job, and repeat from step 2. 
Otherwise, press the left/right arrow  to select  No and press OK .
9. Press Stop/Clear   to return to ready mode.
BACKING UP DATA 
Data in the machine’s memory can be accidentally erased due to power 
failure or storage failure. Backup helps you protect your  Address Book 
entries and the system settings by storing them as backup files on a USB 
memory device. 
Backing up data
1. Insert the USB memory device into the USB memory port on your 
machine.
2. Press Menu  until System Setup  appears on the bottom line of the 
display and press  OK.
3. Press OK  when Machine Setup  appears.
4. Press the left/right arrow until  Export Setting appears and press  OK. 
5. Press the left/right arrow until the option you want appears.
• Address Book: Backs up all Address Book  entries.
• Setup Data: Backs up all system settings.
6. Press OK  to begin backing up the data.
The data is backed up to the USB memory.
7. Press Stop/Clear  to return to ready mode.
Restoring data
1.Insert the USB memory device on which the backup data is stored in to 
the USB memory port.
2. Press Menu  until System Setup  appears on the bottom line of the 
display and press  OK.
3. Press OK  when Machine Setup  appears.
4. Press the left/right arrow until  Import Setting appears and press OK . 
5. Press the left/right arrow until the data type you want appears and press 
OK.
6. Press the left/right arrow until the file containing the data you want to 
restore appears and press  OK.
7. Press OK  when Yes appears to restore the backup file to the machine.
8. Press Stop/Clear   to return to ready mode.
Can choose paper size and tray when printing. See Setting the paper 
size and type on page 38.
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