Xerox WorkCentre 5735A User Manual

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Fax from PC Options
Recipients
Use the Recipients option to enter a recipient or group of recipients for your fax.
1. Select Fa x  as the Job Type on the Paper/Output screen of the print driver.
The Fa x  Re c i p i e n t s screen will automatically open.
This screen displays the recipients for the current fax. It will 
normally be empty. To add a new recipient select the Add 
Recipient button.
2. Enter the following information for the recipient:
•Name
• Fax Number
• Organization
• Telephone Number
•E-mail Address
•Mailbox
3. Select the Save to Personal Phonebook if you want to add the recipient to your Personal 
Phonebook. Select OK to confirm your entry.
Your entry has been added to the Recipient list.
4. To enter a recipient from a phonebook select the Add From 
Phonebook button.
You can choose from 3 Phonebooks, Personal, Shared and 
Shared LDAP. The Personal and Shared phonebook information 
is stored in data files. The file for your Personal phonebook will 
be located on your PC or personal file space. The file for the 
Shared phonebook will be located on a server and can be 
shared with other people. The Shared LDAP option will be linked 
to your company phonebook if you have one.
Select the phonebook required. The system retrieves the 
phonebook information and the entries are displayed.
• Type a name or select the name required from the list.
• Use the green arrow to add a recipient to the list from the 
phonebook.
•Use the Edit button to edit the entry in the Recipient list.
•Use the Delete button to delete an entry from the list.
5. When you have selected all the options you require, select OK to continue making selections for 
the job.
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Preferences
The Preferences screen enables you to set up your Phonebooks and display preferences to suit your own 
requirements.
Phonebook Preferences
Select Fa x  as the Job Type on the Paper/Output screen of the print 
driver. The Fa x  Re c i p i e n t s screen will automatically open.
Select the Preferences button at the bottom of the Fa x  Re c i p i e n t s 
screen to access the Phonebook Preferences screen.
•Personal Phonebook information is stored in files with a suffix 
of .pb or .xpd. You can create numerous files of this type and 
select them as your personal phonebook. They will then appear 
as phonebook options on the Add From Phonebook screen. You 
can create a personal or shared phonebook using this option or 
you can import a comma-separate value (.CSV) file (Windows 
only). You can store up to 1,000 entries per phonebook. 
•Shared Phonebook shows the location of a shared phonebook, 
which is accessed by many users and is typically located on a network server. You can copy 
information from the shared phonebook to a personal phonebook, but shared phonebooks are 
generally set to read-only mode.
•Shared LDAP Phonebook shows the location of a shared LDAP (Lightweight Directory Access 
Protocol) phonebook (if enabled). LDAP is a protocol that is often used for corporate address 
books. This phonebook is located on a network server and accessed by many users. You can copy 
information from the LDAP phonebook to a personal phonebook. To access an LDAP phonebook, 
bi-directional communication must be set-up and the phonebook must be configured on the 
device using Internet Services.
Refer to Help on the Preferences screen in your print driver for more information about importing, 
exporting and creating Phonebooks.
User Preferences
Select the User Preferences required:
•Prompt When Adding Duplicate Recipients provides a warning if the same recipient will be 
added twice.
•Prompt When Removing a Recipient provides a warning if deleting a recipient from the Fax 
Recipient list.
•Always Use Current Recipient List is used if you always send faxes to the same recipients. This 
option eliminates the need to create a Recipient list each time you send a fax. 
•Always Use Current Cover Sheet Notes always send faxes with the same message on the fax 
cover sheet. This option eliminates the need to create a cover sheet message each time you send 
a fax. 
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Cover Sheet
The Cover Sheet option enables you to add a cover sheet to your fax.
Select Print a Cover Sheet to send a cover sheet with your job. The 
cover sheet options are displayed.
• Select the Recipient Information to print:
•Use Show Recipient Names to print the names of the 
recipients on the cover sheet.
•Use Hide Recipient Names if you do not want the 
recipient names to print on the cover sheet.
•Use Show Custom Text to customize the cover sheet with your own information.
• Select the Sender’s Information to print:
•Use Show Sender’s Information to print the sender’s information on the cover sheet.
•Use Hide Sender’s Information if you do not want the sender’s information to print on the 
cover sheet.
• Enter the details of the sender to include on the cover sheet:
• Fax Number
• Organization
• Telephone Number
•E-mail Address
•Use Cover Sheet Image to select an image or text to include 
on the cover sheet. Select New to import an image to include or 
to create your own text.
•Use Preview Options to select the paper size for the cover 
sheet.
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Options
On this screen there are 5 fax transmission options that you may use 
to customize the transmission of your fax.
Confirmation Sheet
Here you can choose to print a Confirmation Sheet that will confirm 
the success or failure of the transmission.
Select Print a Confirmation Sheet using the drop-down menu.
Send Speed
You can choose one of 3 transmission speeds. Select Send Speed to 
select the transmission speed. The options are:
•Super G3 (33.6 Kbps) uses the fastest fax transmission rates 
and is the default option. Determines the transmission rate to 
be used based on the maximum capabilities of the receiving fax 
machine. This rate minimizes transmission errors by using Error 
Correction Mode (ECM). Initial transmission speed is 33,600 Bits Per Second (bps).
•G3 (14.4 Kbps) uses the standard Group 3 fax transmission rates. These are used in fax 
environments where there is existing noise or stress on the phone network which prevents higher 
speed fax transmissions working well. Selects the transmission rate based on the maximum 
capabilities of the receiving fax machine. Initial transmission speed is 14,400 Bits Per Second 
(bps). This rate minimizes transmission errors by using Error Correction Mode (ECM).
•Forced (4800 bps) is used in areas of low quality communication, when experiencing telephone 
noise, or when fax connections are susceptible to errors. Forced (4800 bps) is a slower transmission 
rate but is less susceptible to errors. In some regional areas the use of Forced (4800 bps) is 
restricted.
Fa x  Re s o l u t i o n
You can choose one of 3 image resolutions depending on the type of documents being sent. The 
higher the resolution you choose the better the received image will be but it will take longer to 
transmit. The options are:
•Standard (200 x 100 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.
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Send Time
This is sometimes called Delayed Send. Use this feature to transmit faxes during off-peak hours or 
when sending to another country or time zone. The default setting will send the fax immediately.
To send the fax at a specific time in the next 24 hours, select Send At and either type in or use the 
arrow buttons to choose the local time that you want the fax sent.
Fax Dialing Options
Use if you need to add an external access number, a country code or an area code to the recipient 
number or if a credit card number is required.
• Select Dialing Prefix if you need to add, for example, an external access number, a country code 
or an area code to the recipient number you have selected on the recipients screen.
• Select Credit Card if you want to bill the call to a credit card.
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							Receiving a Fax
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Receiving a Fax
All incoming faxes are submitted to the Active Jobs list as fax jobs and can be set-up to print 
immediately or be held in the job list until a secure passcode is entered. If the Fax service is available 
on your device, you can also configure received faxes to be forwarded to an E-mail address or file 
repository using the Fa x  Fo r w a r d  fea tu re.
Secure Faxes
If the administrator has switched on the Secure Receive feature, all incoming faxes require a passcode 
in order to release them for printing.
1. To release a Secure Fax for printing, press the Job 
Status button and select the held fax job in the list.
2. To release a fax for printing, select the Release button.
3. Use the numeric keypad to enter the passcode and 
select the Release Job button.
The secure fax job is released for printing.
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Fa x  Fo r w a r d
This feature enables the device to send incoming fax jobs to one or more E-mail addresses, a 
repository, or a combination of both.
Note:In order to enable the Fax Forwarding feature the device must have either Workflow 
Scanning or E-mail enabled and Fax must be installed and enabled.
Fa x  Fo r w a r d is set-up by the System Administrator using Internet Services. The incoming fax jobs which 
require forwarding are specified using their fax number. An E-mail address and/or repository is then 
entered as the forwarding address for the fax jobs specified.
•Fax Forward to E-mail - the fax job is forwarded to an E-mail address as an attachment. 
Information to include in the E-mail, such as the subject or a message can also be entered during 
set-up. When the user receives a forwarded fax in their E-mail, it will be either a single E-mail or 
multiple E-mails depending upon the size of the job.
•Fax Forward to a Repository - the fax job is forwarded to an SMB file share repository. The fax job 
is stored using the parameters specified by the System Administrator. An E-mail notification can 
be set-up to notify the user that the fax job has been stored and is ready for retrieval. The user 
then accesses the file server to retrieve the stored forwarded fax document. 
The System Administrator specifies the file format type to use for the fax job, the supported types are:
• Image only PDF
•Searchable PDF
• Multiple page TIFF
• Image only XPS
•Searchable XPS
The feature can also be set-up to print a copy of the fax at the device prior to forwarding.
If the forwarded fax job fails to reach its destination, the device can be set-up to print a copy of the 
received document or notify the user the job has failed.
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							Version 2.0
December 2010
Xerox
®
 Wo rk Ce n t r e ™ 
5735/5740/5745/5755/5765/5775/
5790
Workflow Scanning
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©2011 Xerox Corporation. All Rights Reserved. Unpublished rights reserved under the copyright laws of the United States. Contents 
of this publication may not be reproduced in any form without permission of Xerox Corporation.
XEROX® and XEROX and Design® are trademarks of Xerox Corporation in the United States and/or other countries.
Changes are periodically made to this document. Changes, technical inaccuracies, and typographic errors will be corrected in 
subsequent editions.
Document version 2.0: December 2010
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