Xerox WorkCentre 5735 User Manual

							Fax Overview
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Internet Fax
Internet Fax enables the creation of an 
electronic image file by scanning an original 
hard copy document. The scanned image is 
converted into E-mail format to transmit over 
the internet or intranet.
Recipients are selected from an address book or 
entered manually using the keyboard. Received 
Internet Faxes are automatically sent from the 
server to the device as print jobs.
For instructions on using the Internet Fax service features, refer to Internet Fax on page 100.
Fa x  fr o m  P C
The Fa x  fro m  P C service on the WorkCentre™ 
5735/5740/5745/5755/5765/5775/5790 Print 
Driver enables you to send a fax to any fax 
machine over the telephone network from your 
PC or workstation. The great advantage of this 
feature is that you do not have to print your 
document before you send it as a fax, and you 
can accomplish the complete task without 
leaving your workstation.
The 2 requirements for this option are:
• A connected printer configuration.
• Fax must be enabled on the device.
For instructions on using the Fa x  fro m  P C  service features, refer to Fa x  fr o m  P C  on page 109.
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Fa x
If Authentication or Accounting has been enabled on your device you may have to enter log in details 
to access the features. Refer to Log In / Out on page 32 of Getting Started.
1. To select the Fa x service, press the Services Home 
button.
2. Select the Fa x option.
When a service is selected on the device, additional 
options and features are displayed. Most feature 
screens include the following buttons to confirm or 
cancel your choices.
•Undo resets the current screen to the values that 
were displayed when the screen was opened.
•Cancel resets the screen and returns to the previous screen.
•Save saves the selections made and returns to the previous screen.
•Close closes the screen and returns to the previous screen.
If an option is not required, use the Off option to disable a feature.
Sending a Fax
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 Fa x 
option. The Fa x features are displayed.
4. Enter the recipient’s fax number by:
•Keypad Dial - select the Enter Number area on 
the touch screen and enter the number using the 
numeric keypad.
•Manual Dial - if a telephone handset is attached 
to the device, select the Manual Dial key and dial 
the number using the handset or the numeric keypad.
•Speed Dial - select the Enter Number area and enter the 3 digit speed dial number, then 
select the Speed Dial option.
•Address Book - select the Address Book button to access the fax address book. Select an 
entry from the Address Book to add to the Recipient list. Continue adding recipients as 
required and select Close to return to the previous screen.
Note:To use the Batch Send feature to send multiple faxes to the same destination in one 
transmission, refer to Batch Send on page 75 for instructions.
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5. If required, select Add to add the number entered to the Recipient list. Enter additional numbers 
as required. The fax will be sent to all the numbers in the Recipient list.
6. Select the required features for your fax job using the touch screen:
7. Press Start to scan the originals and process the fax job. Remove the originals from the document 
feeder or document glass when scanning has completed.
Note:The Fa x job enters the job list ready for sending.
8. Select Job Status to view the job list and check the status of your job.
Dialing Options
The dialing options enable you to enter the destination fax number or numbers. Select the appropriate 
dialing option for your fax job.
Manual Dialing
1. Select the fax number field and enter the fax number 
required using the numeric keypad.
2. If special characters are required, use the Dialing 
Characters option to enter the number plus additional 
dialing characters. Refer to Dialing Characters on 
page 74 for further information.
3. Select Add to add the number to the Recipient list. 
Enter additional numbers as required.
4. To amend the Recipient list:
• Select the entry in the list. If necessary, use the scroll bar to access all the entries.
•Use Edit to amend the entry. Use Remove to delete the entry from the list, or Remove All to 
delete all entries.
The fax will be sent to all the numbers in the Recipient list.
Dialing Characters are alphanumeric characters which have a specific fax function and can be 
entered as part of the fax number.
Cover Letter allows you to send a fax with a covering letter.
2-Sided Scanning is used to select whether your originals are 1-sided or 2-sided.
Original Type is used to define the original document as text, text and photo, photo or halftone 
photo.
Resolution can be used to optimize the resolution settings.
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Speed Dialing
If numbers have been entered into the Address Book they can be accessed via a Speed Dial number. 
Each entry in the Address Book is allocated a 3-digit Speed Dial number, shown next to the entry. For 
information about the Address Book, refer to Address Book on page 77.
1. Select the Speed Dial option.
2. Select the fax number entry field and enter the 3-digit 
speed dial number.
3. Select Add to add the number to the Recipient list.
4. Enter additional numbers as required.
Speed Dialing can be combined with Manual Dialing to 
build the Recipient list.
Dialing Characters
Additional dialing characters can be accessed by selecting the Dialing Characters button. Use this 
option to enter the fax number if special characters are required. To enter a fax number using the 
dialing characters:
1. Select the Dialing Characters button.
2. Use the numeric keypad to enter the number plus 
additional dialing characters.
The following characters are available:
•Dial Pause [,] use to pause between numbers. For 
additional pause time, add multiple pauses. If 
you are using charge code numbers, enter a pause 
after the fax number but before the charge code 
number.
•Pulse to Tone [:] use to switch between pulse and tone dialing.
•Mask Data [/] use to protect confidential information. For example, if a special charge code 
or credit card number is required for a call, simply use the Mask Data character. Select the / 
character before entering confidential numbers. After the last confidential numbers, select / 
again to turn the mask data off. Characters between the / symbols will appear as *.
•Wa it  fo r D i al Ton e [= ] suspends dialing until an expected network tone is detected. It can 
also be used to detect a specific tone when accessing an outside line or other service.
•Begin DTMF [*] Starts a sequence of DTMF (Dual Tone Multi-frequency) characters.
•End DTMF [#] Ends a sequence of DTMF (Dual Tone Multi-frequency) characters.
•Start Mailbox Signalling [!] pauses regular fax dialing and starts DTMF (Dual Tone Multi-
frequency) procedure for the fax mailbox.
•Optional Readability Characters [Space (  )  -  ] these are used for readability purposes but 
do not affect the number entered. For example, if you wish to identify the area code of a fax 
number, use the Readability Characters (1234) 567890.
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If more than one fax line is available, the following characters are also available:
•Line 1 [] selects line 1 to dial the number. Using the line selection identifier temporarily 
overwrites the fax settings and is for the current job only.
•Line 2 [] selects line 2 to dial the number. Using the line selection identifier temporarily 
overwrites the fax settings and is for the current job only.
3. When you have entered the fax number and dialing characters required, select Add to add the 
number to the Recipient list.
4. Select Close to return to the fax options.
Batch Send
The Batch Send feature allows several fax jobs to be sent to the same destination fax machine during 
one transmission. This reduces the connection time and provides a reduced call connection charge. 
Batch Send is enabled from Tools. For more information about enabling the Batch Send fe at ure re fer  t o  
Batch Send on page 267 of Administration and Accounting.
Once Batch Send has been enabled, it applies to all fax transmissions. Once Batch Send has been 
enabled, program your fax job settings as required. To allow other fax jobs to be transmitted with your 
job add a delay to the transmission time. For more information refer to Delay Send on page 85.
Enter the destination fax number and select the Start button. Your job is submitted to the job list, 
ready for transmission. When a new fax job is submitted that has the same destination as the held fax 
job, a pop-up message is displayed.
When the delayed time has elapsed, all faxes to the same destination are linked together and 
transmitted. All individual fax job settings are maintained, except the communication speed which 
uses the speed of the first fax job for the remaining jobs.
Note:If Batch Send is enabled and a delay send job is programmed, any subsequent fax jobs 
programmed to send to the same destination will automatically be added to the batch and 
delayed until the scheduled time.
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:
•1-Sided is used if your originals are single-sided.
•2-Sided is used if your originals 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 is double-sided and opens up like a calendar.
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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.
•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.
•Text produces sharper edges and is recommended for text and line art. This option requires less 
communication time.
•Halftone Photo is used if your original is from a magazine or newspaper that contains 
photographs or text.
Resolution
The Resolution affects the appearance of the fax at the receiving fax terminal. A higher resolution 
produces a better quality image. A lower resolution reduces communication time. The options are:
•Standard (200x100 dpi) is recommended for text originals. It requires less communication time 
but does not produce the best image quality for graphics and photos.
•Fine (200 dpi) is recommended for line art and photos. This is the best choice in most cases.
•Superfine (600 dpi) is recommended for photos and halftones, or images that have gray tones. It 
requires more communication time, but produces the best image quality.
Cover Letter
The Cover Letter feature attaches a cover letter to the document being transmitted. Using the cover 
letter feature replaces the routine of manually sending a cover letter each time you send a document.
The Cover Letter includes the following information:
•To  the recipients name, can be entered at the device.
•From the sender’s name, as entered at the device.
•Comment the comment as specified from the comment list.
•Start Time the date and time of the fax transmission. Depending on the setup, the time is 
displayed as a 12 or 24 hour clock. This information is added automatically to the cover letter.
•Pages the page count, excluding the cover page. This information is added automatically to the 
cover letter.
•Fa x  n u m b e r  the number of the sending fax device. This information is added automatically to the 
cover letter.
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To select a Cover Letter:
1. Select the Cover Letter button and select On.
2. Select the To... field and enter the name of the recipient using the keyboard.
• Up to 30 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 the From... field and enter the name of the sender using the keyboard.
4. Select the comment required from the list.
If a customized comment is required, select a spare 
comment slot and select Edit. Enter the text required 
using the keyboard, then select Save.
5. To delete a comment from the list, select the comment 
and select Clear. A confirmation screen is displayed, 
select Clear.
6. Select Save to save your selections and exit.
Address Book
The Address Book is used to store individual fax numbers or groups of fax numbers which are used 
frequently. Up to 200 individual entries and 40 Group entries can be stored. For each number stored, 
transmission settings can also be set. The Address Book can be accessed from all screens where a fax 
number requires entering. Use the following instructions to set up and use Individual or Group entries.
Using the Address Book
If numbers have been entered into the Address Book they can be accessed via the Address Book 
button. 
1. Select the Address Book button. 
A list of Individuals entered in the Address Book is 
displayed by default. To add a Group entry to the list, 
select the Individuals drop-down menu and select 
Groups. The available Groups are displayed
2. Touch the column headings to sort the entries into 
ascending order. Touch the heading again to sort into 
descending order.
3. To search for Recipients, touch the Search... button. Touch the drop-down menu to choose to 
search for Individuals or Groups and enter the search term using the touch-screen keyboard. 
4. Touch Search. The search results are displayed.
5. Select the required recipient and select Add to Recipients from the drop-down menu. The number 
is added to the Recipient list.
Continue adding recipients as required.
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6. To edit an existing entry, in the address book, select the entry from the list and select the Edit 
Details button. Edit the entry as required and select Save.
7. To clear an entry from the list, select the entry requiring deletion and select Clear Entry from the 
drop-down menu. A confirmation screen is displayed, select Clear Entry.
8. Select Close to return to the fax options screen.
The fax will be sent to all the numbers in the Recipient list.
Using Chain Dial
The Chain Dial feature allows you to create a single fax recipient by adding 2 or more fax numbers 
together. For example, an area code may be stored separately to the telephone number. Chain dialing 
combines these 2 entries into a single fax number.
1. Select Address Book and then the Chain Dial button.
2. If numbers or special dialing characters are required 
before the fax number, use the numeric keypad to 
enter the numbers and characters required.
3. Select the Address Book entry required and select Add 
to Recipient.
4. The fax number is added to the number in the 
Recipient entry box.
Continue adding numbers using the numeric keypad or Address Book until the number is 
complete.
5. Select Save to save your number and return to the Address Book screen.
6. Select Close to return to the fax options.
The number displays in the Recipient list.
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Setting up the Address Book
Individuals
1. Select the Fa x tab and the Address Book button.
2. Select the Individuals button from the drop-down 
menu.
3. Select an empty slot from the list of entries. If 
necessary, use the scroll bar.
4. Select the Individual Name... field and enter the 
name of the recipient using the keyboard.
To delete a character use the backspace key, or to clear 
the entire entry select the X button.
Select Save.
5. Select the Fax Number field and enter the fax number 
of the recipient using the keypad. Use the Dialing 
Characters button to enter the number if special 
characters are required. Refer to Dialing Characters on page 74 for further information.
6. Select a Starting Rate for the recipient. Use the drop-down menu to select a speed for the option 
selected. Refer to Starting Rate on page 84 for further information.
7. Select Cover Letter and select On to include a covering note for the recipient. Complete the details 
required, refer to Cover Letter on page 76 for further information.
8. Select the Save button. The new entry is displayed in the list.
9. To amend an entry, select the entry and use the Edit Details option.
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Groups
Group entries allow you to group individual entries under one number, for regularly used broadcast 
transmissions. When transmitting a fax you only have to enter the one group number to send to 
multiple destinations. Fax numbers can only be added to a group if they are entered as an individual 
entry.
1. To add a Group entry, select the Fa x tab and the Address Book button.
2. Select the Groups option from the drop-down menu.
3. Select an empty slot from the list of entries. If 
necessary, use the scroll bar.
4. Select the Group Name... field and enter the name of 
the Group using the keyboard.
To delete a character use the backspace key, or to clear 
the entire entry select the X button.
Select Save.
5. Select the Add Recipients button to add recipients to 
the Group.
6.Individual or Group recipients can be added to a 
Group:
• To add an individual entry, select Individuals from the drop-down menu. Select the entry 
required and select Add to Group.
• To add a group entry to the new group, select Group from the drop-down menu. Select the 
group entry required and select Add to Group.
7. Continue adding individuals and groups until all the recipients have been added.
8. Use Remove to delete any unwanted entries from the Group.
9. Select Save when you have finished adding recipients. The recipients display in the list.
10. Select Close to return to the Address Book screen. The new Group has been created.
11. To amend a Group entry, use the Edit Details option.
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