Xerox WorkCentre M118i User Manual

							Fax Features 
Xerox CopyCentre/WorkCentre 118 User Guide 81
On-Hook
This feature allows you to send a document after checking to hear the other party 
answers, using line monitor. The line monitor volume can be set by the Key Operator. 
For more information, refer to Line Monitor in the Setups chapter on page 129.
1.Press the  button on the 
control panel. Press the  
button again or the  button to 
exit the On-Hook mode.
 button
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							4Fax 
82 Xerox CopyCentre/WorkCentre 118 User Guide
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							Xerox CopyCentre/WorkCentre 118 User Guide 83
5E-mail
This chapter contains information about using the optional E-mail features, which are 
dependent on your machine configuration. To use these features, additional Memory 
(for Printer), Fax Kit, Printer Kit, and Scan to Email Kit must be installed. With this 
feature, documents are scanned and sent to specified destinations as e-mail 
attachments. You can specify destination addresses by using Speed Dial, One Touch 
Dial, the alphanumeric keypad on the control panel, or by selecting from Address Book.
NOTE: Various settings are required to use the E-mail features. For more information, 
refer to the System Administration Guide.
E-mail Procedure
This section describes how to scan documents to send them as e-mail attachments.
1. Load the Documents – page 83
2. Select the Features – page 84
3. Specify the Destination – page 85
4. Start the E-mail Job – page 85
5. Confirm the E-mail Job in the Job Status – page 86
Stop the E-mail Job – page 86
1. Load the Documents
The following steps explain how to load documents using the document feeder or 
document glass. When scanning a document in the form of sheet or multiple 
documents as a stack, use the document feeder. When scanning a document that is 
relatively heavy such as brochures or booklets, use the document glass. 
• Document Feeder
Mixed size documents can be scanned as a stack when selecting [Auto Detect] on the 
[Scan Size] screen. This feature is available only when the documents have the same 
width. Use the document glass to scan mixed size documents with different width. 
Otherwise, image loss may occur for the width of the first page will be the size for all 
the scanned documents. All the documents are scanned at a time, therefore you can 
not change the settings such as [Resolution], [Lighten/Darken], or [Reduce/Enlarge]. 
When you want to change the settings for each page, use the document glass.
• Document Glass
If you have more than one stack of documents to scan, select [Change Settings] using 
the  button while the current stack of documents is being scanned. This allows 
you to scan multiple or mixed size documents as one set of data. Also, you can change 
the scan settings for each page.
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							5 E-mail 
84 Xerox CopyCentre/WorkCentre 118 User Guide
1.Load documents face up into the 
document feeder or face down on the 
document glass.
For more information on how to load the 
documents, refer to 1. Load the Documents 
in the Copy chapter on page 49.
Scan the Documents
There are two methods of scanning the documents.
• Auto Detect
Standard size documents can be automatically detected. If the document is not a 
standard size, or the size cannot be detected, the machine will automatically choose 
the standard size to prevent image loss. For more information about sizes to be 
detected or replaced automatically, refer to When Using the E-mail Feature in the 
Specifications chapter on page 205.
NOTE: The document glass cannot automatically detect the document width less than 
A4 SEF (202 mm), such as post card and A5 SEF. When you load a document with a  
width less than A4 SEF, select a size close to the document size before scanning. For 
more information on how to select the scan size, refer to Scan Size on page 91.
• Select the Scan Size
You can select the scan size from the preset sizes. For more information on how to 
select the scan size, refer to Scan Size on page 91.
2. Select the Features
Only those features relevant to the machine configuration will be available.
NOTE: If the machine remains idle for a set time (determined by the Key Operator), 
the settings will be reset. For more information, refer to Auto Clear in the Setups 
chapter on page 128.
1.Press the  button on the 
control panel. Ensure that the E-mail 
screen is displayed.
 button
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							E-mail Procedure 
Xerox CopyCentre/WorkCentre 118 User Guide 85
2.Press the  button once on 
the control panel to cancel any previous 
selections.
3.Select an option for the required 
feature.
If necessary, press the  or  button to switch between screens to configure the 
e-mail settings. For more information, refer to E-mail Features on page 90.
3. Specify the Destination
To specify an e-mail destination, the machine provides the following methods:
• Using the numeric keypad on the control panel
• Using Address Book (refer to Address Book on page 88.)
• Using Speed Dial (refer to Speed Dial on page 89.)
• Using One Touch Dial (refer to One Touch Dial on page 89.)
1.Specify e-mail destinations by entering 
addresses using the alphanumeric 
keypad on the control panel.
You can send a document as an e-mail 
attachment to multiple destinations in a 
single operation. For more information, refer 
to Address Enter/Next on page 87.
4. Start the E-mail Job
1.Press the  button on the control 
panel to scan and send the documents.
NOTE: If the trouble, such as document jam 
or memory full, is occurred while scanning multiple documents, the job is canceled 
and the scanned data are deleted. To resume the same operation, load all the 
documents again and press the  button.
NOTE: If the memory full error occurs, delete unnecessary files.
 button
 button
 button
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							5 E-mail 
86 Xerox CopyCentre/WorkCentre 118 User Guide
5. Confirm the E-mail Job in the Job Status
Follow the steps below to confirm the e-mail job you started.
1.Press the  button on the 
control panel to display the Job Status 
screen.
The job being processed will be displayed on 
the Current screen.
2.If required, press the  or  button to display the All Jobs screen.
3.Select [Fax/E-mail] using the  button.
4.Select [Send] using the  button. The job will be displayed on the screen. 
For more information, refer to Job Status in the Product Overview chapter on page 40.
Stop the E-mail Job
Follow the steps below to manually cancel an activated e-mail job.
1.Press the  button on the control 
panel to cancel the current e-mail job.
2.If required, press the  
button on the control panel to display 
the Job Status screen. To exit the Job 
Status screen, press the  
button.
3.If the job to be canceled is displayed on 
the Current screen, select [Stop 
(Delete)] using the  button.
If not, go to step 4.
4.Press the  button to display the All Jobs screen.
5.Select [Fax/E-mail] using the  button.
6.Select [Send] using the  button.
7.Select the job to be canceled by selecting [T] or [S] using the  button.
8.Select [Details] using the  button.
9.Select [Stop (Delete)] using the  button.
 button
 button
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							Specifying Destinations 
Xerox CopyCentre/WorkCentre 118 User Guide 87
Specifying Destinations
This section describes how to specify destinations using the features available on the 
machine. For more information, refer to the following.
E-mail Address – page 87
Address Enter/Next – page 87
Address Book – page 88
Speed Dial – page 89
One Touch Dial – page 89
NOTE: You can also specify multiple destinations at once (serial broadcast 
transmission) without pressing the  button, using Speed Dial or 
One Touch Dial.
E-mail Address
Use the following steps to specify e-mail destinations by entering addresses using the 
alphanumeric keypad on the control panel.
1.Press the  or  button to display 
[E-mail Address] on the E-mail screen.
2.Select [E-mail Address] using the 
 button.
3.For Entry Mode, select [Alphabet] or [Number] using the  button.
4.Enter an e-mail address using the alphanumeric keypad.
NOTE: To enter symbols, select [Alphabet] for Entry Mode and press the  button.
5.Press the  button.
Address Enter/Next
Use this feature to send the document as e-mail attachments to more than one 
destination. You can specify destinations using Speed Dial, One Touch Dial, or the 
numeric keypad on the control panel. You can also use the Address Book to quickly 
look up and enter destinations registered for Speed Dial.
You can specify up to 100 destinations at one time using Speed Dial, One Touch Dial, 
and the numeric keypad dialing. Up to 12 destinations can be specified using the 
numeric keypad dialing.
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							5 E-mail 
88 Xerox CopyCentre/WorkCentre 118 User Guide
1.Enter the first destination.
2.Press the  button 
on the control panel.
3.Enter the next destination.
4.Repeat steps 2 and 3 as required.
NOTE: You can delete a destination which has been entered using Speed Dial or One 
Touch Dial by pressing the  button once. When entering the e-mail address 
manually, you can delete the character one digit at a time using the  button.
Address Book
Use this feature to quickly search for and enter registered destinations. Entries in the 
Address Book were registered in Speed Dial, and are listed in order of the Speed Dial 
codes. Select an entry from the list of registered destinations or use [Search by Index] 
to find the one you want. For more information on how to register Speed Dial codes and 
Fax Programs, refer to Speed Dial in the Setups chapter on page 159.
1.Press the  button on 
the control panel.
2.Select the required option.
3.Press the  button 
on the control panel.
Address Book
Allows you to select from the list of destinations registered in Speed Dial.
Search by Index
Allows you to locate a destination by the index character assigned to the destination 
when registered in Speed Dial.
To search by index character, follow the steps below:
1.For Entry Mode, switch between [Alphabet] for a letter and [Number] for a number 
using the  button.
2.Enter an index character using the alphanumeric keypad.
3.Select [Confirm] using the  button or press the button. The list of 
addresses that match the entered index displays.
 button
 button
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							Specifying Destinations 
Xerox CopyCentre/WorkCentre 118 User Guide 89
Speed Dial
This feature allows you to specify the e-mail address quickly using a 3-digit code 
assigned to the destination.  For example, if you register the e-mail address to Speed 
Dial code 123, you need only to enter “123” to automatically specify that registered e-
mail address. You can register up to 200 Speed Dial codes. When you register Speed 
Dial codes 001-036, their codes are automatically assigned to One Touch buttons on 
the control panel. Speed Dial codes are listed and can be searched for in the Address 
Book. For more information on how to register Speed Dial codes, refer to Speed Dial 
in the Setups chapter on page 159.
1.Press the  button on the 
control panel.
2.Enter a 3-digit code.
NOTE: If the 3-digit code entered is correct, the destination is displayed. If it is 
incorrect, you are prompted to re-enter a 3-digit code.
One Touch Dial
This feature allows you to select preset Speed Dial codes 001–036 using One Touch 
Dial buttons. One Touch Dial consists of the following three pages and you can change 
the page using the flip cards.
• Page 1 displays Speed Dial codes 001–018.
• Page 2 displays Speed Dial codes 019–036.
• Page 3 displays Fax Programs p01–p18 (Fax Program is not available for the E-mail 
feature).
1.If necessary, flip the One Touch panels 
to access the required One Touch 
button.
2.Press the One Touch button.
 button
One Touch buttons
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							5 E-mail 
90 Xerox CopyCentre/WorkCentre 118 User Guide
E-mail Features
This section describes the various features available for an e-mail job. For more 
information about the features available, refer to the following.
Resolution – page 90
Lighten/Darken – page 91
Scan Size – page 91
Reduce/Enlarge – page 92
File Format – page 92
Transmission Report – page 92
2 Sided Originals – page 93
Sender – page 94
1.Press the  button on the 
control panel.
2.Press the  or  button to switch 
between screens.
3.Select the required option.
Resolution
Use this feature to select the resolution for scanning documents.
1.Press the  or  button to display 
[Resolution] on the E-mail screen.
2.Select [Resolution] using the  
button.
3.Select the required option.
4.Press the  button.
200 dpi Text
Specifies a 200 dpi resolution for documents that contain text only.
400 dpi Text
Specifies a 400 dpi resolution for documents that contain text only.
600 dpi Text
Specifies a 600 dpi resolution for documents that contain text only.
200 dpi Photo
Specifies a 200 dpi resolution for documents that contain photographs only.
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