Xerox WorkCentre 7345 User Manual

							79
Scan to E-mail
E-mail Overview
It is assumed that you purchased the Scanning option to enable Scanning to the E-mail with your 
Device.  If you did not, contact your Xerox Representative to purchase this option.
The machine is capable of exchanging E-mails.
The following features are available by exchanging E-mails.
•E-mail
•iFAX
• E-mail Printing
• Mail Notice 
• Job Completion Notice
E-mail
Scanned documents can be converted into an electronic format and transmitted via E-mail.
iFAX
Unlike conventional fax machines which utilize public phone lines, the machine can transmit or receive 
scanned data as e-mail attachments using either corporate networks or the Internet.
Contents of E-mail are processed according to the settings of [Print iFax Headers and Contents] in 
CentreWare Internet Services.
E-mail Printing
E-mail with attachments in either TIFF or PDF format can be sent to the machine from computers. 
Received E-mail will automatically be printed.
Contents of E-mail are processed according to the settings of [Print Mail Headers and Contents] in 
CentreWare Internet Services.
Consumables Status Notice
E-mail containing contents (status of consumables, paper, and replaceable parts, etc.) set in [Mail Notice 
Settings] of CentreWare Internet Services is sent to a specified recipient. You can properly determine 
when to replace toner and drum cartridges by receiving their status periodically. 
It is recommended that you register the address of a network administrator or a shared address.
Job Completion Notice
When a computer has submitted a job to the machine, a notification of the job’s completion can be sent by 
E-mail.
Register the address of a network administrator or a shared address as necessary.
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							80
Preparations
The following items are required in order to use the E-mail feature.
ItemDescriptionE-mail 
via 
SMTPE-mail 
via 
POP3iFAX 
via 
SMTPIFAX 
via 
POP 3IFAX 
Direct 
(1) via 
SMTPE-mail 
PrintingMail 
NoticeJob 
Completion
TCP/IP 
addressThe TCP/IP 
address for the 
machine.
TCP/IP is used 
for e-mail.OOOOO O O O
Subnet mask Required when 
the network is 
divided into 
subnets.sssss s s s
Gateway 
addressRequired when 
multiple 
networks are 
connected by 
gateways.sssss s s s
Administrator 
E-mail 
addressSet the E-mail 
address for the 
machine 
administrator.OOOOO O O O
Machine E-
mail addressUsed as a 
sender 
address when 
the machine 
sends E-mail.OOOOO O O O
DNS server 
addressRequired when 
the addresses 
for a POP3 
server and a 
SMTP server 
are set with a 
domain name 
format instead 
of their IP 
addresses.sssss s s s
SMTP server 
addressThe machine 
uses a SMTP 
server to send 
E-mail. The 
SMTP server 
can also be 
used for 
receiving E-
mail.OOOO–OO O
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							81 O  Required setting.    s
  Optional setting.    –  Not required to set.    x  Not supported.
(1)  When you use iFAX Direct, select System Settings, Fax Settings, iFAX Operation Control, and then 
select Direct (P2P) under IFAX Communication Pathway.
Registering an E-mail account
A mail account for the machine needs to be registered to a mail server.
Note: For information on mail account registration, refer to your mail server documentation.
Configuring E-mail Environment
Enable the E-mail ports and configure the machine E-mail address, TCP/IP environment, and E-mail 
server from the machine.
Note: The configuration can also be performed using CentreWare Internet Services.  For information 
on how to use CentreWare Internet Services, refer to the Internet Services section of this guide. SMTP 
authentication 
user name 
and passwordIf an SMTP 
server requires 
authentication, 
specify the 
authentication 
user name. 
Also specify a 
password as 
required.ssss–ss s
POP3 server If a POP3 
server is used 
to receive E-
mails, register 
the machines 
E-mail address 
and a user to 
the POP3 
server. Also, it 
is necessary to 
set the POP3 
server address 
on the 
machine.–O–O–ss s
POP user 
name and 
password Set the POP 
receiving user 
address. Also 
specify a 
password as 
required.–O–O–ss s
S/MIME 
settingsSet the S/
MIME 
information.sssss sXX
ItemDescriptionE-mail 
via 
SMTPE-mail 
via 
POP3iFAX 
via 
SMTPIFAX 
via 
POP 3IFAX 
Direct 
(1) via 
SMTPE-mail 
PrintingMail 
NoticeJob 
Completion
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							82
Installation Procedure
Installation Overview
This section describes the configuration procedure to use the E-mail feature on the machine.
The following two steps are necessary to use the E-mail feature.
• Enabling the E-mail ports and setting TCP/IP
Set the machine to be able to use TCP/IP.
• Configuring the E-mail Environment
Set the items for E-mail on the machine.
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							83
Enabling the E-mail Ports and Setting TCP/IP
First enable the E-mail ports, then set the IP address.
Note: The configuration can also be performed using CentreWare Internet Services.
Note: For information on how to use CentreWare Internet Services, refer to the Internet Services 
section of this guide.
1. Display the System Administrator Menu screen.
a. Press the Log In/Out button.
b. Enter the user ID with the numeric keypad or the keyboard displayed on screen, and select Enter.
Note: The default user ID is “11111”. When using the Authentication feature, a password is required. 
The default password is “x-admin”.
c. Select the Machine Status button on the Control Panel.
2. Enable the ports used for E-mail.
a. Select the Tools tab.
b. Select Connectivity & Network Setup.
c. Select Port Settings.
d. On the Port Settings screen, select Send E-mail and then select Change Settings.
e. On the Send E-mail screen, select Port Status and select Change Settings.
f. On the Send E-mail Port Status screen, select Enabled then select Save.
g. Select Close.
h. On the Port Settings screen, select Receive E-mail, then select Change Settings.
i. On the Receive E-mail screen, select Port Status, then Change Settings.
j. On the Receive E-mail Port Status screen, select Enabled, then select Save and Close.
k. On the Port Settings screen, select Mail Notice Service, then select Change Settings.
l. On the Mail Notice Service screen, select Port Status, then Change Settings.
m. On the Mail Notice Service – Port Status screen, select Enabled, then Save.
n. Select Close until the Tools tab screen is displayed.
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							84 3. Set an IP address.
If an IP address is already set, this step is not necessary. Also, in an environment with DHCP or 
BOOTP, configure the way to obtain an IP address. If the address cannot be obtained automatically or 
static configuration is preferred, configure an IP address, a subnet mask, and a gateway address as 
stated below.
a. Select Protocols.
b. Select IPv4 (or other mode) Address Resolution and then select Change Settings.
c. Select one from [DHCP], [BOOTP], [RARP], [DHCP/Autonet] or [Static] and then select Save. If 
you select anything other than [Static], proceed to Step 4.
Note: When using a DHCP server, also configure the DNS, or WINS (Windows Internet Name Service) 
server (WINS for SMB support). To set a DHCP server, use CentreWare Internet Services. For details, 
refer to the Internet Services section of this guide.
d. On the Protocols screen, select TCP/IP - IP Address and select Change Settings.
e. Enter the IP address using the numeric keypad.
Notes:
Enter address in the format “xxx.xxx.xxx.xxx”. The xxx should be a numeric value in the range from 0 
to 255. However, 224 - 255.xxx.xxx.xxx and 127.xxx.xxx.xxx cannot be used.
When you make an entry mistake, press the  (Clear) button and enter again.
When moving to the next value without entering all 3 digits, select [Next].
f. Select Save.
g. Configure TCP/IP - Subnet Mask and TCP/IP - Gateway Address using the same process as 
stated above.
Notes:
Enter the Gateway address in the format “xxx.xxx.xxx.xxx”. The xxx should be a numeric value in the 
range from 0 to 255. However, 224 - 255.xxx.xxx.xxx and 127.xxx.xxx.xxx cannot be used.
Specify the subnet mask by a combination of the numbers 0, 128, 192, 224, 240, 248, 252, 254, and 
255. However, you cannot use 0 between non-zero values.
If you do not set the gateway address, enter 0.0.0.0.
4. Select Close until the Tools tab screen is displayed.
5. Wait several seconds for the Auto Clear service to log you out.
6. If you changed any settings, the Device will automatically reboot to register and enable your new 
settings.  After the machine is restarted, print out a Configuration Report to confirm that the ports are 
enabled and TCP/IP is correctly configured.
For information on how to print a Configuration Report, refer to the Configuration Report topic in the 
Network Connectivity section of this guide.
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							85
Configuring the E-mail Environment
Note: This configuration can also be performed using CentreWare Internet Services.
For information on how to use CentreWare Internet Services, refer to the Internet Services section of this 
guide.
1. Display the System Administrator Menu screen.
a. Press the Log In/Out button.
b. Enter the user ID with the numeric keypad or the keyboard displayed on screen, and select Enter.
Note: The default user ID is “11111”. When using the Authentication feature, a password is required. 
The default password is “x-admin”.
c. Press the Machine Status button on the Control Panel.
2. Set the E-mail address, host name, and domain name.
a. Select the Tools tab.
b. Select Connectivity & Network Setup.
c. Select Machine E-mail Address/Host Name.
d. Select E-mail Address and then select Change Settings.
e. Enter an E-mail address using the displayed keyboard.
f. Select Save.
g. Set a host name and a domain name.
h. Select Close.
If [SMTP] has been selected for the [Mail Receiving Protocol]
Aliases cannot be configured. A user can decide an account name (the left side of the @ mark). An 
address (the right side of the@ mark) is a combination of a host name and a domain name.
Example: [email protected]
• Account name : mymail
• Host name : myhost
• Domain name : example.com
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							86 If [POP3] has been selected for the [Mail Receiving Protocol]
Specify a POP user name to an account name (the left side of the @ mark), and a POP3 receiving 
mail server to an address (the right side of the @ mark). A user can decide an alias such as 
[email protected].
Example: [email protected]
Account name : mymail
3. Set the protocol for receiving E-mail.
a. From the Connectivity & Network Setup list, select Other Settings.
b. Select E-mail Receive Protocol and then select Change Settings.
c. Select either SMTP or POP3 as appropriate for your environment.
d. Select Save and then press Close.
If [SMTP] has been selected for the [Mail Receiving Protocol]
a. From the Connectivity & Network Setup list, select Outgoing/Incoming (i.e. E-mail Send/Receive 
Settings).
b. Select SMTP Server Settings and then set the following items for the SMTP server.
[SMTP Server Port Number]
Enter a value in the range from 1 to 65535.  The default is 25.
If [POP3] has been selected for the [Mail Receiving Protocol]
a. From the Connectivity & Network Setup list, select Outgoing/Incoming (i.e. E-mail Send/Receive 
Settings).
b. Select POP3 Server Settings and then set the following items for the POP3 server.
[POP3 Server Name/Address]
Enter the POP3 Server Name/IP Address and press Save.
Note: 
Enter the address in the format “xxx.xxx.xxx.xxx”. The “xxx” should be a numeric value in the range 
from 0 to 255. However, 224 - 255.xxx.xxx.xxx and 127.xxx.xxx.xxx cannot be used.
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							87 [POP3 Server Port Number]
Enter a value in the range from 1 to 65535.  The default is 110.
Note: Do not use the numbers of any other ports.
[POP3 Server Check Interval]
Set the interval for checking the e-mail on the POP3 server.
[POP3 Server Login Name]
Enter the name to log in to the POP3 server and press Save.
[POP3 Server Password]
Enter the same password twice in the [New Password] and [Re-enter Password]. If you do not set 
the password, leave it blank and select Save.
[POP3 Password Encryption]
Select On (APOP) to encrypt the password, if desired.
c. Select Save and then press Close.
4. Set the protocol for sending E-mail.
a. From the Connectivity & Network Setup list, select Outgoing/Incoming, then select SMTP Server 
Settings, and set the following items for the SMTP server.
[SMTP Server Name/Address]
Enter the SMTP Server Name/IP Address and press Save.
Note: 
Enter the address in the format “xxx.xxx.xxx.xxx”. The xxx should be a numeric value in the range 
from 0 to 255. However, 224 - 255.xxx.xxx.xxx and 127.xxx.xxx.xxx cannot be used.
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							88 [SMTP Server Port Number]
Enter a value in the range from 1 to 65535.  The default is 25.
Note: This configuration is not necessary if [SMTP] has been selected for the [Mail Receiving 
Protocol] and has already been configured.
[E-mail Send Authentication]
Select one from [Off], [POP before SMTP], or [SMTP AUTH].  Tip: If you are having trouble 
sending E-mail, to see if Authentication is the problem, set this item to Off and set the SMTP 
Server IP Address (above) to a server that does not require authentication.
Note: If [POP before SMTP] is selected, the POP3 settings must be set.
[SMTP AUTH Login Name]
Set this item if [SMTP AUTH] is selected for [E-mail Send Authentication].
[SMTP AUTH Password]
Set this item if [SMTP AUTH] is selected for [E-mail Send Authentication]. Enter the same 
password twice in the [New Password] and [Re-enter Password]. If you do not set the password, 
leave it blank and select [Save].
b. Select Close until the Connectivity & Network Setup list is again displayed.
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