Xerox WorkCentre 5755 Manual

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13Internet Fax
Internet Fax allows you to send documents to one or more Internet Fax destinations, and receive an 
Internet Fax at the device without requiring a telephone connection.
The Internet Fax service provides confirmation of delivery in much the same way as for the standard 
Fax service, by returning the Delivery Status Notifications (DSN's) and Message Disposition 
Notifications (MDN's) for the job via the Internet.
Using Mixed Size Originals
It is recommended that the originals used with the Internet Fax feature are of the same size. If mixed 
sized originals are to be used ensure that the Mixed Sized Originals option is selected when performing 
an Internet Fax at the device. When the Internet Fax feature has been configured, select the Internet 
Fa x tab at the device, followed by Image Adjustment and then Original Input. Mixed Sized Originals 
can be selected as an option.
Internet Fax Addressing
Recipient addresses can be added by entering the SMTP (Simple Mail Transport Protocol) address, for 
example, [email protected], at the Internet Fax screen.
In addition, both an internal and a public address book can be configured for the device and accessed 
from the Internet Fax screen. Lightweight Directory Access Protocol (LDAP) provides access to the 
internal, or corporate, address book.
A public address book can be created from a list of names and addresses saved in a .CSV (Comma 
Separated Values) file.
Internet Fax Authentication and Authorization
Authentication (Service Access Control) can be enabled on the device to prevent unauthorized access 
to the network options. If Authentication is enabled a user will be prompted to enter a user name and 
password, before they can access the Internet Fax feature. For a full description of the Authentication 
fea t ure  re fer  t o  Authentication on page 155 of this guide. Authentication can be configured after 
Internet Fax has been installed.
Information Checklist
Before starting the procedure, ensure the following items are available or tasks have been performed:
• Ensure the device is fully functioning on the network prior to enabling Internet Fax.
• Ensure TCP/IP and HTTP are configured on the device as per Enable TCP/IP and HTTP at the 
Device on page 19. 
						

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This is required to access the device's Internet Services web pages, which can be used to configure 
Internet Fax settings from a network connected workstation's web browser.
For instructions on how to configure TCP/IP and HTTP refer to Configure Network Connectivity 
Protocols with Internet Services on page 25.
• Ensure you have the Internet Fax Kit.
• Obtain the IP Address (or Host Name) of a functional SMTP (Simple Mail Transport Protocol) mail 
server that accepts inbound mail traffic.
• If you require color scanning you will need the Color Scanning Enablement Kit, this is available on 
the 5765, 5775 and 5790.
It is available on the 5735, 5740 and 5745, but without the Scanning Enablement Kit.
The Kit can be purchased from your Xerox Sales Representative. Follow the instructions with the 
Color Scanning Enablement Kit to ensure the Kit is installed before you continue with the Internet 
Fax instructions.
• Ensure that DNS settings are configured on the device.
• Obtain the IP Address, account and password details of a POP3 (Post Office Protocol 3) Mail 
Server.
• Create an e-mail account which the device will use as the Internet Fax “From” address.
• Test the e-mail account by sending an e-mail from a networked workstation running SMTP and 
POP3 clients. After sending the e-mail, log in to the POP3 server to verify receipt of same.
Enable Internet Fax
Print a Configuration Report to verify that Internet Fax is an Installed Option.
1. Press the  button.
2. Touch the [Machine Information] tab.
3. Touch [Print Reports].
4. Touch [Print Report].
5. Touch [Close].
The Configuration Report will print. On the report check under Installed Options heading to verify if 
Internet Fax is installed/enabled.
At the Device:
Note:To configure this feature or these settings access the Tools pathway as a System 
Administrator. For details, refer to Access Tools Pathway as a System Administrator on page 18.
1. From the To o l s pathway, touch [Service Settings].
2. Scroll down, by touching the scroll arrow, touch [Optional Services].
3. Touch [Internet Fax].
4. Touch [Enable].
5. Touch [Save].
6. Press the  button.
7. Touch [Logout] to exit the Tools Pathway. 
						

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Configure an SMTP Address
At Your Workstation:
Note:To configure this feature or these settings access the Properties tab as a System 
Administrator. For details, refer to Access Internet Services as System Administrator on page 24.
1. From the Properties tab, click on the [Connectivity] link.
2. Click on the [Protocols] link.
3. Select [SMTP Server] in the directory tree.
a. In the Required Information area, select one of the following:
•Use DNS (to identify SMTP Server) - use this to allow the DNS to look up the IP Address 
of the mail server.
•Specify SMTP Server Manually.
b. If you select Specify SMTP Server Manually, select either [IPv4 Address], [IPv6 Address] or 
[Host Name]. Enter details in the [IP Address: Port], or the [Host Name: Port] field of the 
SMTP Server.
c. Enter a valid E-mail address in the [WorkCentre E-mail Address] field (matching the account 
set up on the SMTP Server) which the device will use as a default E-mail From and Reply To 
address.
4. In the Optional Information area:
a. Enter the maximum allowable size for an e-mail with an attachment in the [Maximum 
Message Size (Message and Attachment] field (the range is 512Kb to 20480 Kb)
b. Enter the allowable number of fragments in the [Number of Fragments] field (the range is 
from 1 to 500), the default is 1.
c. Enter allowable size to control the size of E-mail jobs sent to the SMTP server in the [Total Job 
Size] field. The range is from 512Kb to 2,000,000Kb (2Gb). The default is 512Kb.
d. Select the required setting for the [E-mail Job Splitting Boundary]. This option sets the job 
splitting options, and is only available when Scan to E-mail is enabled and when Number of 
Fragments is greater than 1.
e.
f. For [Login Credentials for the multifunction device to Access the SMTP Server to send 
automated emails], select one of the following authentication method that the printer will 
use to access the SMTP server for any automated e-mail messages that it sends for 
notification or confirmation:
•None - if no authentication is required.
•System - select this option to have the printer authenticate itself using the credentials 
you provide for the Login Name and Password.
g. Enter details for the SMTP server account in the [Login Name], [Password] and [Retype 
Password] fields.
h. Check the [Select to save new password] checkbox, if you want to change the password for 
an existing Login Name.
i. For Login Credentials for the Walkup User to send Scanned E-mails, select how walkup 
users can be authenticated by the SMTP server. Users can be prompted to log in or users can 
be authenticated using the system credentials specified on the SMTP Server configuration 
screen, select one of the following: 
						

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•None - when selected the device will prompt to log in using their own network 
credentials
•System - when selected, each user will need to enter the system credentials specified on 
the SMTP Server configuration screen.
5. Click on the [Apply] button to implement any changes.
Configure POP3 Settings
Note:To configure this feature or these settings access the Properties tab as a System 
Administrator. For details, refer to Access Internet Services as System Administrator on page 24.
1. From the Properties tab, click on the [Connectivity] link.
2. Click on the [Protocols] link.
3. Select [POP3 Setup] in the directory tree.
4. In the Server Information area:
a. Select either [IPv4 Address] or [Host Name].
b. Enter details in the [IP Address: Port] or [Host Name: Port] field of the POP3 server.
c. Enter details in the [Login Name] and [Password] field.
d. Retype details in the [Retype password] field.
e. Check the [Select to save new password] checkbox to save the password.
5. In the POP3 Settings area:
a. Check the [Enable receipt of E-mail by POP3] checkbox to allow the device to check the 
POP3 server and retrieve e-mail.
b. Enter the required setting for the [Polling interval]. The range is from 1 to 60 minutes. The 
default is 15.
6. Click on the [Apply] button to implement any changes.
Configure Default Settings
Note:To configure this feature or settings access the Properties tab as a System Administrator. 
For details, refer to Access Internet Services as System Administrator on page 24.
1. From the Properties tab, click on the [Services] link.
2. Click on the [Internet Fax] link. Select [Defaults] in the directory tree to display the Internet Fax: 
Defaults screen.
General
1. From the Internet Fax: Defaults screen, in the General area, click on the [Edit] button.
2. In the General area:
a. For Activity Report, check the [Enable] checkbox to automatically print an Internet Fax 
activity report after every 50 completed jobs. You can also print an Internet Fax activity 
report manually at any time by clicking on the [Print Activity Report] button.
b. For Delivery Confirmation Timeout, enter the maximum number of hours that the printer 
will attempt to confirm an Internet Fax job. The range is from 0 to 72 hours. If the printer 
cannot confirm the job within the specified time, the confirmation will fail. 
						

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c. For Message Body section, enter text that you want to appear as default in the body of e-
mails sent from the device. You can also select to add the following details in the message:
•User Name
•E-mail Address
•Number of Images 
•Attachment File Type (TIFF, JPEG)
•Device Name (WorkCentre)
•Device Location
•Serial Number
•IP Address
•MAC Address
d. For Signature, enter text that you want to appear as the default signature in every mail in the 
entry fields.
e. Select an option from the Confirmation Sheet drop-down menu:
•Off - This setting will not produce a Confirmation Sheet.
•On - This setting will produce a Confirmation Sheet that will provide the job status and 
any error information.
•Errors Only - This setting will produce a Confirmation Sheet only when an error is 
detected.
3. Click on the [Save] button to implement changes and return to the Internet Fax: Default screen.
Internet Fax
1. From the Internet Fax: Default screen, in the Internet Fax area, click on the [Edit] button.
2. In the Internet Fax area:
a. For Subject, enter text to define a default subject that will appear in the internet faxes sent 
from the device.
b. For 2-Sided Scanning, select the required document scanning option.
c. For Content Type, select the required method used to optimize the quality of your scanned 
output images based on the content in your original documents.
3. Click on the [Apply] button to accept the changes and return to the Internet Fax: Default screen.
Advanced Settings
Advanced settings allows you to select options as follows:
•Image Options - allows you to Lighten or Darken and Soften or Sharpen the image to be scanned.
•Image Enhancement - allows you to select the suppression settings to prevent reproduction of 
unwanted shading from the originals and selecting the level of contrast.
•Resolution - allows you to choose the resolution setting to be applied to the scan.
Note:Changing the resolution affects the amount of detailed reproduced on graphic images. 
						

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•Quality/File Size - allows you to select the level of compression to use for scanned images or 
document.
Note:By increasing the compression, the files size will decrease depending on the image quality 
being scanned and mailed.
1. From the Internet Fax: Default screen, in the Advanced Settings area, click on the [Edit] button.
2. Select the required options in the [Advanced Settings] area.
3. Click on the [Apply] button to implement changes and return to the Internet Fax: Default screen.
4. Click on the [OK] button when you see the message “Properties have been successfully 
modified”.
Layout Adjustment
Layout Adjustment settings includes Original Size. This allows you to choose either [Auto Detect] 
which allows the device to automatically detect the original size of the document, or [Manual Size 
Input] which requires user to select the size of the document from the drop-down menu.
1. From the Internet Fax: Default screen, in the Layout Adjustment area, click on the [Edit] button.
2. Select the required options.
3. Click on the [Apply] button to accept changes and return to the Internet Fax: Default screen.
4. Click on the [OK] button when you see the message “Properties have been successfully 
modified”.
Filing Options
Filing options allow you to specify the default e-mail file format. There are two options:
•File Format - allows user to select the format of the document from either mTIFF, PDF, PDF/A 
or XPS.
•Acknowledgment Report - allows user to select the device to print an acknowledgment 
report containing the delivery status of the Internet Fax job.
Note:Reports may be delayed due to the recipient’s response time.
1. From the Internet Fax: Default screen, in the Filing Options area, click on the [Edit] button.
2. Select the required options.
3. Click on the [Apply] button to implement changes and return to the Internet Fax: Default screen.
4. Click on the [OK] button when you see the message “Properties have been successfully 
modified”.
Internet Fax Image Settings
Image Settings allow you to select linearized PDF and PDF/A files for faster web viewing.
Note:Searchable options are only available when the Searchable File Formats service is enabled.
Internet Fax Image Settings allow you to specify the Internet Fax Image Settings. There are two 
options:
•PDF & PDF/A Settings
 - allows you to select Optimized for Fast Web Viewing. 
						

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•Searchable XPS PDF & PDF/A Defaults - allows you to select the Searchable Options and 
Text Compression Setting (PDF & PDF/A only).
1. From the Internet Fax: Default screen, in the Internet Fax Image Settings area, click on the 
[Edit] button.
2. Select the required options.
3. Click on the [Apply] button to implement changes and return to the Internet Fax: Default screen.
4. Click on the [OK] button when you see the message “Properties have been successfully 
modified”.
Internet Receive Settings
This feature allows you to define the settings for receiving Internet faxes, for example, setting the Filter 
Options, Finishing Options and Receipt Options. The device is able to receive Internet Fax jobs which 
consist of an e-mail message and MIME encoded e-mail attachment with the following file formats: 
single-page TIFF/TIF, PDF, PS, TXT, PCL, PRN, or JPEG/JPG.
Note:To configure this feature or these settings access the Properties tab as a System 
Administrator. For details, refer to Access Internet Services as System Administrator on page 24.
1. From the Properties tab, click on the [Services] link.
2. Click on the [Internet Fax] link, click on the [Internet Receive Settings] link in the directory tree.
3. In the Filter Options area, check the [Accept E-mail with no attachment] checkbox, to filter out 
attachments, or for Accept the following attachments: check the individual checkboxes to select 
the file types that will be allowable as e-mail attachments.
4. In the Finishing Options area, select the required options from the drop-down menu for 
[Stapling] and [2 Sided Printing] to determine how the printed fax jobs are handled by the 
device’s finisher, if applicable.
Note:Values will only be applied if the file does not define these print variables.
5. In the Receipt Options area, check the following checkboxes:
•Send confirmation reply when requested (allow device to send MDN): When selected, the 
device will send a Mail Delivery Notification (MDN) e-mail to the requestor or originator when 
the fax job is completed.
•Print cover sheet with incoming E-mail messages: When selected, the device will print a 
cover sheet containing the requestor or originator’s e-mail message prior to printing the fax 
job.
6. Click on the [Apply] button to save the changes.
7. Click on the [OK] button when you see the message “Properties have been successfully 
modified”.
Address Books
The device supports two types of address book:
• Internal: A global address book provided by LDAP services.
• Public: A public address book created from a list of addresses saved in a .CSV file (comma 
separated values) format. 
						

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Both address book types can be configured for use on the device at the same time.
To  c o n f i g u r e  LDAP Services, refer to LDAP Addressing - Internal Address Book on page 249.
To  c o n f i g u r e  Public Address Book, refer to Public Address Book on page 254.
Use the Internet Fax Feature
At the Device:
1. Touch the [Internet Fax] icon. It may be necessary to press the  button.
2. Touch [New Recipient] button.
3. Enter an internet fax recipient address using the on-screen keyboard.
4. Touch the [Add] button, then touch [Save]. The e-mail address will appear in the Address List.
Note:The Internet Fax ‘From:’ address is the e-mail address entered within the Internet Services 
SMTP Server screen and cannot be edited at the device.
5. Place a document to e-mail in the document handler and press the [Start] button.
6. Verify the recipient receives the document at the internet fax address.
Domain Filter
The Domain Filter feature for e-mail will allow administrators to define a list of domains that are either 
set as restricted, or allowed for e-mail destinations. If a set of restricted domains is defined, then all e-
mails to other domains are allowed. If a set of allowed domains is defined, then all e-mails to other 
domains are not allowed.
The domain is defined to be the string in the e-mail address which follows the @ symbol. Exact 
matches are checked. Sub-strings are not checked.
• Up to 50 domains can be defined in the list of domains (allowed or restricted).
• The settings will be able to be entered on the Internet Services by an administrator.
• The settings will be able to be cloned.
The e-mail filtering will apply to e-mail destinations for the LUI e-mail and iFax services. It will not 
apply to device generated e-mails whose destination address is programmed by the administrator 
(such as e-mail alerts). It will not apply to Fax Forwarding addresses which are programmed by the 
administrator.
E-mail addresses will be checked before being added to the local (public) address book (Internet 
Services entry only). Only valid addresses will be added.
E-mail addresses added as an e-mail or iFax destination will be checked regardless of the source of the 
address (address book, user entered, secure access, LDAP, auto send to self, only send to self and so 
on).
The user will be able to edit the e-mail address if they get an error for trying to enter a restricted e-mail 
address at the local UI (and the Internet Services for the address book) when submitting a job.
When domains are added to the list, they will be checked against the current list to prevent duplicate 
values from being entered from SNMP or the Internet Services. 
						

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At your Workstation:
Note:To configure this feature or these settings access the Properties tab as a System 
Administrator. For details, refer to Access Internet Services as System Administrator on page 24.
1. From the Properties tab, click on the [Services] link.
2. Click on the [Internet Fax] link and select [Domain Filters] in the directory tree. The Domain 
Filter screen displays.
3. In the Domain Filter Settings area:
a. Select one of the following:
•Off - (default)
•Allow Domain - this setting will cause the device to check the domain of a destination e-
mail address against the domain list and only allows the destinations when there is an 
exact match to a specified domain in the list of domains.
•Block Domain - this setting will cause the device to check the domain of a destination e-
mail address against the domain list and only blocks the destinations when there is an 
exact match to a specified domain in the list of domains.
b. If you select either Allow Domains or Block Domains, enter the domain details in the Add 
Domain field.
Note:The Allow Domains setting is preferred for the highest security.
Note:Duplicate domain details entered in the Add Domain field are not allowed and will not be 
added.
If a duplicate entry is entered, a pop-up screen displays with the message; ‘Unable to add the 
new E-mail Domain - An e-mail Domain with the same name already exists’.
c. Click on the [Add] button to add the entered domain in the Domains list. The new added 
domain will be highlighted in the Domains list.
A maximum of 50 domains can be added to the Domain list.
d. You can remove a domain from the Domains list by selecting the required domain from the 
Domain list and clicking on the Remove button.
You can remove all the domains from the Domains list by clicking on the [Remove All] 
button.
e. Click on the [Sort] button to sort the domains alphabetically.
4. Click on the [Apply] button to implement any changes.
5. Click on the [OK] button when you see the message “Properties have been successfully 
modified”.
Note:Settings configured within this page are applied to E-mail and Internet Fax services.
Note:Changes within this page will not be saved until the Apply button is clicked.
Note:If Allow Domain is enabled with no entries in the Domains list, the behavior will be to block 
all domains.
Note:If Block Domain is enabled with no entries in the Domains list, the behavior will be to allow 
all domains. 
						

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