Xerox WorkCentre 5755 Manual

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System Administrator Guide271
14Embedded Fax
Embedded Fax allows users to send hard copy documents to another fax device (or multiple fax 
devices) via a telephone connection. The Embedded Fax option requires a fax card to be fitted to the 
device and connected to a telephone line. When you install the fax card and power on the device, the 
Fax Setup window appears on the screen with step-by-step instructions to lead you through the 
configuration. The Fax Setup procedure can be undertaken immediately following installation of the 
fax card, or at a later date.
Embedded Fax is an optional feature for the device.
Note:Embedded Fax and Server Fax services are mutually exclusive. Only one of them can be 
enabled at any time.
If Server Fax is currently enabled and Embedded Fax is then enabled, Server Fax will be disabled 
automatically. If Embedded Fax is currently enabled and Server Fax is then enabled, Embedded 
Fax will be disabled automatically.
Information Checklist
Before starting the procedure, ensure the following items are available or tasks have been performed:
• Ensure the device is fully functioning in its existing configuration prior to installation.
• Ensure the device has access to a telephone connection.
• Obtain the telephone number that you want to assign to the fax device.
Hardware:
• Locate the Fax Hardware Kit. Contact your Xerox Sales Representative if you do not have the Fax 
Hardware Kit.
Install the Fax Hardware Kit
Note:If Server Fax is installed on the device when the Embedded Fax Install Wizard is running, the 
Server Fax feature will be disabled and users will only have access to the Embedded Fax feature.
1. Switch the power off by pressing the  button.
2. Wait for the Network Controller to fully power off. The blinking green network activity light will be 
extinguished when this occurs.
3. Install the Fax Hardware Kit following instructions contained with the kit.
4. Connect the telephone cable to the port on the device.
5. If you have purchased the 2 Line Fax Kit, connect the second telephone cable to the second port 
on the back of device.
6. Switch the device on by pressing the  button. 
						

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Complete the Fax Setup Screens
1. The Fa x  S e t u p screen should display. If it does, touch [Next] if it does not, see Deferred Fax 
Settings on page 273.
Note:If you do not wish to run through the fax configuration, touch the [Cancel Setup] button. 
Embedded Fax will be unavailable until the fax configuration screens are completed from within 
the administrator tools screens. See Deferred Fax Settings on page 273, for instructions.
2. The Fa x  C o u n t r y  S e t u p screen displays. Select the required country location by touching an entry 
in the [Country Selection] list. Touch [Next].
3. The Line Configuration screen displays:
a. Touch either [Line 1] or [Line 2] if applicable. 
b. For Dial Type, select the required dialing method. For a tone line select [Tone]. For a 10 pulse 
per second line select [Pulse]. If in doubt, touch [Tone].
Note:The Pulse/Tone feature is not available in some countries.
c. For Line ID, touch the type-in region. Enter the Line 1 Local name using the on-screen 
keyboard. Touch [Save] to return to the Line Configuration screen.
Note:Line ID is used to identify your device, for example, Finance Fax Machine.
d. For Fa x  N u m b e r, touch the type-in region. Enter the Fax Number using the on-screen keypad. 
To u c h  [Save] to return to the Line Configuration screen.
Note:Fax Number should match the phone number of the selected line.
e. For Options, select the required option for the line by touching one of the following:
•Send and Receive - the device is capable of sending and receiving fax transmissions.
•Send Only - the device is only capable of sending faxes.
•Receive Only - the device is only capable of receiving faxes.
f. Touch [Next].
4. The Fa x  S e t u p  Co m p l e t e screen displays, touch [Save] to save the Fax Setup settings.
The device will reboot with the new settings.
Note:The settings may be changed at any time. Refer to Deferred Fax Settings on page 273, for 
instructions.
Test the Fax Connection
1. Test the fax connection by sending a fax document. Press the  button.
2. Touch the [Fax] icon button.
3. Enter the number of a nearby fax device using the keypad and touch the [Add] button.
4. Place your documents in the document handler and press the  button.
5. Verify that your documents are received at the other fax device.
You have completed the embedded fax setup.  
						

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Deferred Fax Settings
This procedure is only necessary if you have not yet configured the fax settings, or if you have already 
fitted the fax card and wish to change any settings for the fax option.
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. Touch [Fax Settings].
3. The Fa x  Co u n t r y  S e t t i n g screen displays. Select the required country from the Country Selection 
list. Touch [Save].
4. Select the [Line Configuration].
5. The Fa x  L i n e  S e t u p screen displays.
a. Touch either [Line 1 Setup] or [Line 2 Setup].
b. For Fa x  N u m b e r, touch the type-in region. Enter the Fax Number using the on-screen keypad. 
To u c h  [Save] to return to the Line Configuration screen.
Note:Fax Number should match the phone number of the selected line.
c. For Fa x  L i n e  I D, touch the type-in region. Enter the Line 1 Local name using the on-screen 
keyboard. Touch [Save] to return to the Line Configuration screen.
Note:Fax Line ID is used to identify your device, for example, Finance Fax Machine.
d. For Options, select the required option for the line by touching one of the following:
•Send and Receive - the device is capable of sending and receiving fax transmissions.
•Send Only - the device is only capable of sending faxes.
•Receive Only - the device is only capable of receiving faxes.
e. For Dial Type, select the required dialing method. For a tone line select [Tone]. For a 10 pulse 
per second line select [Pulse]. If in doubt, touch [Tone].
Note:The Pulse/Tone feature is not available in some countries.
f. To remove the selected fax line, touch [Uninstall Line].
Note:This will remove the selected line when [Save] is selected. It must be re-installed before it 
can be used again.
6. Touch [Save] to exit the Fa x  L i n e  S e t u p screen.
7. Press the  button, touch [Logout] to exit the Tools pathway. 
The device will reboot with the new settings.
Test the Fax connection
1. Test the fax connection by sending a fax document. Press the  button.
2. Touch the [Fax] icon.
3. Enter the number of a nearby fax device using the keypad.
4. Place your documents in the document handler and press the  button.
5. Verify that your documents are received at the other fax device. 
						

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You have completed the embedded fax setup.
Setting Fax Defaults
Setting Feature Defaults
Use this option to define the fax feature settings.
Fa x
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. Touch [Feature Defaults].
3. Touch [Set Fax Defaults].
4. From the Fa x  S e r v i c e screen, select the Fa x tab.
5. Touch the [Cover Letter] icon.
6. The Cover Letter screen displays:
a. To assign a Cover Sheet to the fax job, touch [Enable].
Note:To use the Cover Sheet assigned to the recipients selected from the Address Book, touch 
[Off].
b. Touch the [To...] type-in region, enter description for the “To Field” using the on-screen 
keyboard and touch [Save].
c. Repeat for the [From...] field.
d. For Comment..., upto six different comments can be added. Select a comment field and 
touch [Edit].
e. Enter comment using the on-screen keyboard, and touch [Save].
f. To delete a comment, select comment and touch [Clear].
g. Touch [Save] to return to the Fa x tab.
7. Touch the [2-Sided Scanning] drop-down menu and select one of the following scanning method:
•1-Sided - this method will only scan one side of each page of the input document.
•2-Sided - this method will scan both sides of the page of the input document.
•2-Sided, Rotate Side 2 - this method will scan both sides of each page of the input document 
and shall apply a 180 degrees rotation to the second side image such that the orientation of 
all input images are the same.
8. Touch the [Original Type] drop-down menu and select one of the following method to optimize 
the quality of your fax images based on the content in your original fax job:
•Text - this method is best for documents that contains mostly text
•Photo - this method is best for documents that contains photographic images and little or no 
text. 
						

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•Photo & Text - this method is best for documents that contain a mix of photographic images 
and text.
9. Touch the [Resolution] drop-down menu and select one of the following resolution setting:
•Standard (200x100 dpi) - this method is best for standard office documents and 
photographic images.
•Fine (200 dpi) - this method produces a better image quality for documents and 
photographic images.
•Super Fine (600 dpi) - this method is best for high quality photographic images.
Image Quality
1. From the Fax Service - Setting screen, select the Image Quality tab.
2. Touch the [Image Options] icon.
a. The Lighten/Darken screen displays. Move the slider up to lighten and down to darken the 
output of the original fax job. Touch [Save] to return to the Image Quality tab.
3. Touch the [Image Enhancement] icon.
a. The Image Enhancement screen displays. For Background Suppression option, select either 
[Off] or [Auto Suppression]. 
b. Touch [Save] to return to the Image Quality tab.
Layout Adjustment
1. From the Fax Service - Setting screen, select the Layout Adjustment tab.
2. Touch the [Original Size] icon.
a. The Original Size screen displays. Select one of the following method for the device to 
determine the size of the original fax documents:
•Auto Detect - this method allows the device to identify the size of the original 
automatically.
•Preset Scan Areas - this method allows you to quickly define the scan area using the 
standard paper size dimensions. If selected, from the Scan Area Presets list touch to 
select the required dimension.
•Custom Scan Area - this method allows you to manually enter the dimension specifying 
the scan area. If selected, for the Scan Area, touch the Up or Down arrows for [Height - 
Y] and [Width - X] to specify the dimension.
•Mixed Size Originals - this method allows you to scan originals of different sizes at one 
time without any additional changes.
b. Touch [Save] to return to the Layout Adjustment tab.
3. Touch the [Reduce/Split] icon.
a. The Reduce/Split screen displays, select one of the following methods to determine how the 
receiving device will handle images that are too large:
•Reduce to Fit - this method will shrink the large document to fit on a smaller size paper.
•Split Across Pages - this method will continue a single image across several pages.
b. Touch [Save] to return to the Layout Adjustment tab. 
						

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4. Touch the [Book Faxing] icon.
a. The Book Faxing screen displays. Select one of the following options:
•Off
•Both Pages - this option will fax both right and left pages.
•Left Page Only - this option will fax the left side of the document.
•Right Page Only - this option will fax the right side of the document.
Note:These positions are based upon the orientation of the pages as you read the bound 
document.
b. If you select either Both Pages, Left Page Only or Right Page Only, for Binding Edge Erase 
you can select a required edge erase value from 0.0 to 2.0” using the left and right scroll 
button.
c. Touch [Save] to return to the Layout Adjustment tab.
Fa x  O p t i o n s
1. From the Fax Service - Setting screen, select the Fa x  O p t i o n s  tab.
2. Touch the [Confirmation Report] icon.
a. The Confirmation Report screen displays. Select [On] to enable a confirmation report to 
print every time fax has been sent.
b. Touch [Save] to return to the Fa x  O p t i o n s tab.
3. Touch the [Starting Rate] icon.
a. The Starting Rate screen displays. Select one of the following starting speed for the 
transmission of the embedded fax job:
•Super G3 (33.6 Kbps)
•G3 (14.4 Kbps)
•Forced (4800 bps)
b. Touch [Save] to return to the Fa x  O p t i o n s tab.
4. Touch the [Delay Send] icon.
a. The Delay Send screen displays. Select one of the following:
•Off
•Specific Time - allows you to select the time you wish the job to be sent.
b. If you select Specific Time, select the time you want the job to be sent using the up and 
down scroll buttons for Hour and Minute. Select either AM or PM.
c. Touch [Save] to return to the Fa x  O p t i o n s tab.
5. Touch the [Send Header Text] icon.
a. The Send Header Text screen displays, select [On] to allow the header text set by the System 
Administrator.
b. Touch [Save] to return to the Fa x  O p t i o n s tab.
6. Touch the [Mailboxes] icon.
a. The Mailboxes screen displays. Select one of the following options:
•Off 
						

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•Send to a Remote Mailbox - this option allows you to send a fax transmission direct to a 
private mailbox on a remote machine. The number of the remote mailbox is required.
•Store to Mailbox - this option allows you to scan documents into your mailbox, where 
they can be held and retrieved by remote machines which have your mailbox number 
and mailbox passcode.
•Print Mailbox Documents - this option allows you to print all faxes within the Fax 
Mailbox using your mailbox number and mailbox passcode.
•Delete Mailbox Document - this option allows you to delete all faxes within the Fax 
Mailbox.
b. Touch the [Mailbox Number] type-in region and enter the preferred mailbox number.
c. Touch [Save] to return to the Fa x  O p t i o n s tab.
7. Touch the [Polling] icon.
8. The Polling screen displays. Select one of the following icons to setup incoming and outgoing fax 
polls, and to store documents for polling:
•Local Polling - this option allows you to scan documents into the machine’s memory, where 
they can be held and retrieved by remote machines.
•Poll Remote Fax - this option allows you to retrieve a document stored on a remote machine. 
You may poll a single machine or several machines as one job.
•Poll Remote Mailbox - this option allows you to retrieve a document stored within a private 
Mailbox on a remote machine. Only one mailbox may be polled at a time and its password 
must be known.
a. If you select Local Polling, the Local Polling screen displays, select [On]. Select one of the 
following options:
•Secure Polling - selecting this option allows you to enable or disable the feature.
•Print Polling Documents.
•Delete Polling Documents.
b. Touch [Save] to return to the Fa x  O p t i o n s tab.
9. Touch the [Fax Reports] icon.
10. The Fa x  Re p o r t s screen displays. To print a report, select one of the following reports from the Fa x  
Reports list area:
•Activity Report - this option prints details of the last 50 fax transmissions.
•Address Book Individuals Report - this option prints details of all entries in the 
Individual directory.
•Address Book Groups Report - this option prints details of all groups in the Group 
directory.
•Options Report - this option prints of the fax card configuration.
•Pending Jobs Report - this option prints information about jobs currently queued in the 
machine memory and details of available memory.
a. Touch [Print Report].
b. Touch [Close] to return to the Fa x  O p t i o n s tab. 
						

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Select the Fax Country Setting
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. Touch the [Fax Settings] to display the Embedded Fax Settings screen.
3. Touch the [Fax Country Setting], to display the Fa x  C o u n t r y  S e t t i n g screen.
4. Select the relevant country from the Country Selection list.
5. Touch [Save] to return to the Fa x  S e t t i n g s screen.
Configuring Embedded Fax Settings
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. Touch the [Fax Settings] to display the Embedded Fax Settings screen.
3. Select [Line Configuration] to display the Fa x  L i n e  S e t u p screen.
a. Touch either [Line 1] or [Line 2] for Line Setup.
Note:Line 2 will be available if a Line 2 Fax Kit has been purchased and installed on the device.
b. Touch [Fax Number] type-in region and enter the fax number using the on-screen keypad.
c. Touch [Save].
d. Touch [Fax Line ID] type-in region and enter the Line Name using the on-screen keyboard. A 
maximum of 30 characters can be entered.
e. For [Options], select one of the following options for sending and receiving fax:
•Send and Receive - the device is capable of sending and receiving fax transmissions.
•Send Only - the device is only capable of sending faxes.
•Receive Only - the device is only capable of receiving faxes.
f. For Dial Type, select either [Tone] or [Pulse].
g. Touch [Save] to return to Fa x  S e t t i n g s screen.
Incoming Fax Defaults
Use this feature to configure settings for incoming faxes.
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. Touch the [Fax Settings]. 
						

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3. Touch [Incoming Fax Defaults] to display the Incoming Fax Defaults screen.
Auto Answer Delay
This feature allows you to set an answer delay time before the fax systems answers the line.
1. From the Incoming Fax Defaults screen, touch [Auto Answer Delay] icon.
2. The Auto Answer Delay screen displays. Enter a delay time from 0 to 15 seconds using the left 
and right arrows.
3. Touch [Save] to return to the Incoming Default Settings screen.
Junk Fax Prevention
This feature prevents the receipt of unwanted ‘junk’ fax documents. When enabled, the device allows 
the receipt of faxes from numbers held in the Dial Directory.
1. From the Incoming Default Settings screen, touch [Junk Fax Prevention] icon.
2. The Junk Fax Prevention screen displays. Select [Enable].
3. Touch [Save], to return to the Incoming Default Settings screen.
Receive Printing Mode
This feature allows you to select whether a received fax is printed onto media selected automatically 
by the device, or media specified manually by the system administrator.
1. From the Incoming Default Settings screen, touch [Receive Printing Mode] icon.
2. The Receive Printing Mode screen displays. Select one of the following option:
•Automatic - when selected, incoming faxes will be printed on the paper size which most 
closely matches the attributes of the incoming fax.
•Manual - when selected, allows you to specify the exact paper attributes.
3. When required settings have been configured, touch [Save] to return to the Incoming Fax 
Defaults screen.
Ring Volume
This feature allows the user to hear an audible ringing sound when an Embedded Fax is received.
1. From the Incoming Default Settings screen, touch [Ring Volume] icon.
2. The Ring Volume screen displays. Select [Enable].
3. Select the required audible volume level.
4. Touch [Save] to return to the Incoming Default Settings screen.
Secure Receive
This feature allows the device to hold received Embedded Faxes in the job queue as ‘Secure Receive’ fax 
jobs. The held faxes shall remain in the queue and will only be released from the queue when the user 
enters a valid passcode.
1. From the Incoming Default Settings screen, touch [Secure Receive] icon.
2. The Secure Receive screen displays. Select [Enable]
.
3. Touch the [Print on Passcode] type-in region and enter a four digit passcode using the keypad. 
						

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4. Touch [Save] to return to the Incoming Default Settings screen.
Default Output Options
This option allows you to select the finishing options which will be applied to the incoming fax 
documents.
1. From the Incoming Default Settings screen, touch [Default Output Options] icon.
2. The Default Output Options screen displays. Select one of the following options:
•Staple - this option allows staples on the incoming fax document to be positioned according 
to the paper orientation specified in Tools pathway. If the incoming document does not 
match this orientation, the position of the staples may not be as expected.
•Punched - this option allows punch holes on the incoming fax documents will be positioned 
according to the paper orientation specified in the Tools pathway. If the incoming document 
does not match this orientation, the position of the punch holes may not be as expected.
•Duplex - this option allows the incoming faxes to be printed on both sides of the pages in 
Head to Head orientation. If the incoming document does not match this, the orientation 
may not be as expected.
3. Touch [Save] to return to the Incoming Default Settings screen.
Advanced Capabilities
This option when enabled allows the full use of the capabilities of the fax card, it improves document 
transmission speed and resolution. This feature may prevent successful fax reception from older 
devices.
When disabled, it improves the compatibility with older devices for fax reception.
1. From the Incoming Default Settings screen, touch [Advanced Capabilities] icon.
2. The Advanced Capabilities screen displays. Select either [Enable] or [Disable].
3. Touch [Save] to return to the Incoming Default Settings screen.
Fax Transmission Defaults
This feature allows you to set the outgoing fax settings.
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. Touch the [Fax Settings] to display the Fa x  S e t t i n g s screen.
3. Select [Fax Transmission Defaults] to display the Fa x  Tra n s m i s s i o n  D e fa u l t s  screen.