Xerox WorkCentre 5735 User Manual

							Sending an E-mail
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E-mail171
Sending an E-mail
1. Load your documents face up in the document feeder input tray. Adjust the guide to touch the 
documents.
Or...........
Lift up the document feeder. Place the document face down onto the document glass and register 
it to the arrow at the top right rear corner. Close the document feeder.
2. Press the Clear All (AC) button once to cancel any previous screen programing selections.
3. Press the Services Home button and select the E-mail 
option. The E-mail features are displayed.
Note:To use E-mail encryption and signing, ensure 
that you are logged in at the machine.
4. Select New Recipients.
5. Select To, Cc or Bcc for the recipient using the drop-
down menu to the left of the entry box.
Using the keyboard, enter the E-mail address.
• Up to 128 alphanumeric characters can be entered.
• To delete a character use the backspace key, or to clear the entire entry select the X button.
•Use the Keyboards... button to access additional language keyboards.
Select Add to add the E-mail address to the Recipient list. Continue adding E-mail addresses until 
all the recipients have been added to the list, then select Close.
All the recipients are displayed in the Recipient list. 
Note:If E-mail encryption is enabled, E-mails may only be sent to recipients that have a valid 
Encryption certificate. Encryption ensures that the message cannot be read by anybody except 
the intended recipient. In addition, with E-mail signing enabled, the recipient can be sure that the 
message has actually come from the person marked as the sender.
If an address book has been setup, enter the name of the recipient and select Search. A list of 
matching recipients is displayed. Select the E-mail address required and select Add (To:), Add (Cc:) 
or Add (Bcc:) from the drop-down menu. The E-mail address is added to the recipient list. Multiple 
recipients can be added to the Recipient list in this way. Select Close to exit.
If you are logged in to the machine and your E-mail address is known, the Add Me button will be 
displayed. Press the Add Me button to add yourself automatically to the recipient list.
Note:The Add Me button is not visible when the Only Send to Self feature is enabled by the 
system administrator.
6. Enter the Message, Reply To, From and 
Subject details as required.
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							Sending an E-mail
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7. Select the required features for your E-mail using the touch screen: 
8. Press Start to scan your originals and process the E-mail job. Remove the originals from the 
document feeder or document glass when scanning has completed.
Note:The E-mail job enters the job list ready for sending.
9. Select Job Status to view the job list and check the status of your job.
Output Color is used to replicate the original colors or to change the output to black and white, 
grayscale or color.
Note:This feature may not be available on your device.
2-Sided Scanning is used to select whether your originals are 1-sided or 2-sided. The second side 
can be rotated.
Original Type is used to define the original document as text, text and photo, or photo.
Scan Presets is used to set the scan settings to suit how the scanned image will be used.
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							E-mail
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E-mail
These E-mail options provide access to features which are 
required for programing basic E-mail jobs. Details such as 
the recipients addresses, Reply To information and the 
subject are entered here.
New Recipient
Use this option to enter details of all the recipients of the E-
mail. To enter the recipient details:
1. Select New Recipients.
2. Select To, Cc or Bcc for the recipient using the drop-
down menu to the left of the entry box.
3. Using the keyboard, enter the E-mail address.
• Up to 128 alphanumeric characters can be 
entered.
• To delete a character use the backspace key, or to 
clear the entire entry select the X button.
•Use the Keyboards... button to access additional 
language keyboards.
4. Select Add to add the E-mail address to the Recipient list.
5. Continue adding E-mail addresses until all the recipients have been added to the list.
Select Close.
All the recipients are displayed in the Recipient list. 
If an Address Book has been setup the Search option can be used to search for E-mail addresses. Refer 
to Address Book on page 176.
Message:
This option is used to enter a message for the E-mail. The message is the text contained within the E-
mail and not the E-mail subject line.
1. Using the keyboard, enter the message required.
• Up to 128 alphanumeric characters can be 
entered.
• To delete a character use the backspace key, or to 
clear the entire entry select the X button.
•Use the Keyboards... button to access additional 
language keyboards.
2. Select Save to save your selections and exit.
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							E-mail
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Reply To
The Reply To feature enables you to include an E-mail address you want the recipient to reply to. For 
example you can enter your personal E-mail address. If you logged in through authentication and your 
details are available in the Address Book, your E-mail address is displayed.
1. Using the keyboard, enter the message required.
• Up to 128 alphanumeric characters can be entered.
• To delete a character use the backspace key, or to clear the entire entry select the X button.
•Use the Keyboards... button to access additional language keyboards.
If an address book has been setup, enter the name required and select Search. A list of matching 
names is displayed. Select the E-mail address required and select Save.
2. If required, select Save to save your selections and exit.
The E-mail address entered is displayed in the Reply To field.
From:
To enter or edit the sender’s name:
1. Select From. 
2. If a default name is displayed, select the X button to 
delete the entry.
3. Using the keyboard, enter the E-mail address of the 
sender.
• Up to 128 alphanumeric characters can be 
entered.
• To delete a character use the backspace key, or to 
clear the entire entry select the X button.
•Use the Keyboards... button to access additional language keyboards.
If an address book has been setup, enter the name required and select Search. A list of matching 
names is displayed. Select the E-mail address required and select Save.
4. If required, select Save to save and return to the previous screen, or Cancel to exit.
The E-mail address entered is displayed in the From field.
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							E-mail
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Subject:
To enter a subject for the E-mail:
1. Select the Subject field.
2. Using the keyboard, enter the subject of the E-mail.
• Up to 128 alphanumeric characters can be entered.
• To delete a character use the backspace key, or to clear the entire entry select the X button.
•Use the Keyboards... button to access additional language keyboards.
3. Select Save to save and return to the previous screen, or Cancel to exit.
The subject entered is displayed in the Subject field.
Output Color
Select the Auto Detect option in Output Color to automatically detect and match the color of your 
original and produce black and white, grayscale or color output from your original. The options are:
•Auto Detect to select output that matches your original.
•Black & White to select black and white output regardless of the color of your original.
•Grayscale to use gray scales instead of color.
•Color to select color output from your original.
Note:This feature may not be available on your device.
2-Sided Scanning
The 2-Sided Scanning option allows you to set whether 1 or 2 sides of your original document are 
scanned. Documents must first be loaded in the document feeder to enable the 2Sided option. The 
options are:
•1Sided is used if your original documents are single-sided.
•2Sided is used if your original documents are double-sided. The document feeder must be used to 
scan your originals with this option.
•2-Sided, Rotate Side 2 select if your original opens up like a calendar.
Original Type
Use this option to define the type of original being used for scanning. Making the correct selection 
enhances the quality of your output image. The options are:
•Photo & Text is recommended for originals containing high quality photographs or line art and 
text. Using this setting the scanned image will contain high quality pictures though the sharpness 
of text and line art is slightly reduced.
•Text produces sharper edges and is recommended for text and line art.
•Photo is used specifically for originals containing photos or continuous tones without any text or 
line art. Produces the best quality for photos but reduced quality text and line art.
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							E-mail
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Scan Presets
Use Scan Presets to optimize scan settings to match the intended purpose of the scanned documents. 
The options are:
•Sharing & Printing is used for sharing files that are 
going to be viewed on-screen and for printing most 
standard business documents. This setting results in a 
small file size and normal image quality.
•Archival - Small File Size is best for standard business 
documents that are stored electronically for record 
keeping purposes. This setting results in the smallest 
file sizes and normal image quality.
•OCR is best for documents that are going to be processed by Optical Character Recognition (OCR) 
software. This setting results in large file sizes and the highest image quality.
•High Quality Printing is best for business documents containing detailed graphics and photos. 
This setting results in large file sizes and the highest image quality.
•Simple Scan is used for faster processing but may result in excessively large file sizes. Using this 
setting applies only minimal image processing and compression.
More... is used to access all the Scan Presets options available. If using this option, select Save to save 
your selections and exit.
Address Book
If the device has been setup to access the Network and Internal Address Books, you can use them to 
select recipients. For information about setting up address books, refer to the System Administrator 
Guide. 
1. Select New Recipients.
2. Enter the name of the recipient and select Search.
The matching entries are displayed.
3. Select the E-mail address required. The recipient details are displayed to the right of the list.
4. Select Add (To:), Add (Cc:) or Add (Bcc:) from the 
drop-down menu.
The E-mail address is added to the recipient list.
Continue adding E-mail addresses as required.
5. To search different address books select the Internal 
Address Book option. Select the Address Book 
required using the drop-down menu and search using 
the same method described.
6. Select Recipient List to view the current Recipient list. To remove an entry from the list, select the 
entry and select Remove from the drop-down menu. The recipient is removed from the list.
7. Select New Search to continue adding recipients or Close to exit.
The Address Book Search option can also be used when entering a Reply To or From E-mail address.
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							Advanced Settings
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Advanced Settings
The Advanced Settings provide access to the features 
which enhance the image quality or output quality. To 
access the Advanced Settings, select Services Home and E-
mail. Then select the Advanced Settings tab.
Image Options
Select Image Options to adjust the lightness and darkness of the image, and to sharpen the image. 
The options are:
•Lighten/Darken provides a manual control to adjust 
the lightness or darkness of the scanned images.
• Move the indicator down to darken the scanned 
image, for light originals such as pencil images.
• Move the indicator up to lighten the scanned 
image, for dark originals such as halftones or 
originals with colored backgrounds.
•Sharpness provides manual control to adjust the 
sharpness of the scanned images.
• Move the indicator up to sharpen the scanned image.
• Move the indicator down to soften the scanned image.
Select Save to save your selections and exit.
Image Enhancement
Select Image Enhancement to reduce background and 
adjust the image contrast. The options are:
•Background Suppression enhances originals that 
have colored backgrounds, by reducing or eliminating 
the background from your original. This option is 
useful when your original is on colored paper.
• Select Auto Suppression to automatically 
suppress unwanted background.
• Select Off to turn the Background Suppression feature off, particularly when: 
• The Darken adjustment does not produce a satisfactory output from light originals.
• The original has a gray or colored border, such as a certificate.
• You want to bring out fine detail that was lost due to a dark edge when using bound 
originals.
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							Advanced Settings
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•Contrast controls the image density on the output and compensates for an original that has too 
much or too little contrast on the image.
• Move the indicator up to reproduce more vivid blacks and whites for sharper text and lines 
but less detail in pictures.
• Move the indicator down to reproduce more detail in light and dark areas of the original.
Select Save to save your selections and exit.
Resolution
The Resolution affects the appearance of the scanned 
image. A higher resolution produces a better quality image. 
A lower resolution reduces communication time when 
sending the file over the network. The options are:
•72 dpi recommended for output displayed on a 
computer. It produces the smallest file size.
•100 dpi recommended for output that delivers low 
quality text documents.
•150 dpi recommended for average quality text documents and line art. Does not produce the best 
image quality for photos and graphics.
•200 dpi recommended for average quality text documents and line art. Does not produce the best 
image quality for photos and graphics.
•300 dpi recommended for high quality text documents that are to pass through OCR applications. 
Also recommended for high quality line art or medium quality photos and graphics. This is the 
default resolution and the best choice in most cases.
•400 dpi recommended for photos and graphics. It produces average image quality for photos and 
graphics.
•600 dpi recommended for high quality photos and graphics. It produces the largest image file 
size, but delivers the best image quality.
Select Save to save your selections and exit.
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							Advanced Settings
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Quality / File Size
The Quality / File Size settings allow you to choose 
between scan image quality and file size. These settings 
allow you to deliver the highest quality or make smaller 
files. A small file size delivers slightly reduced image quality 
but is better when sharing the file over a network. A larger 
file size delivers improved image quality but requires more 
time when transmitting over the network. The options are:
•Normal/Small produces small files by using advanced 
compression techniques. Image quality is acceptable but some quality degradation and character 
substitution errors may occur with some originals.
•Higher/Larger produces larger files with better image quality. 
•Highest/Largest produces the largest files with the maximum image quality. Large files are not 
ideal for sharing and transmitting over the network. 
Select Save to save your selections and exit.
Note:If you change the Quality / File Size option you may affect the settings in the Scan Presets 
options on the E-mail tab.
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							Layout Adjustment
WorkCentre™ 5735/5740/5745/5755/5765/5775/5790
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Layout Adjustment
The Layout Adjustment options allow you to manipulate 
the scanned image and enhance the appearance and style 
of your output. To access the Layout Adjustment options, 
select Services Home and E-mail. Then select the Layout 
Adjustment tab.
Original Orientation
Use to specify the orientation of the originals being scanned. The orientation of the images on the 
originals must match the orientation selected. The device uses this information to identify if the 
images require rotating to produce the required output.
•Portrait Originals the images on the originals are in a 
portrait orientation. A graphical representation of the 
image orientation is shown when the option is 
selected.
•Landscape Originals the images on the originals are 
in a landscape orientation. A graphical representation 
of the image orientation is shown when the option is 
selected.
Select Save to save your selections and exit.
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