Xerox All in One Printer 3635MFP S User Manual
Xerox Phaser 3635MFP  
User Guide  
Version 3.7.21.02.08  
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Table of Contents  
Welcome.................................................................................................... 1  
Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2  
About This Guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3  
Related Information Sources . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4  
Customer Support. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5  
Safety . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6  
Environmental Compliance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18  
Product Recycling and Disposal . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19  
Getting Started......................................................................................... 21  
Machine Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22  
Loading Paper. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26  
Login /Out . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28  
Machine Status . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29  
Customizing Your Machine . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34  
For Further Assistance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35  
Copy.......................................................................................................... 37  
Copy Procedure . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38  
Copy . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45  
Image Quality . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48  
Layout Adjustment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50  
Output Format. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54  
ID Card Copy . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58  
Fax ............................................................................................................ 59  
Fax Procedure . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60  
Embedded Fax . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66  
Embedded Fax Image Quality . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71  
Embedded Fax Layout Adjustment. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73  
Embedded Fax Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74  
Server Fax . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80  
Server Fax Image Quality . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81  
Server Fax Layout Adjustment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82  
Server Fax Options. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 83  
Forward to Fax/E-mail Features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 84  
Network Scanning ................................................................................... 85  
Scan Procedure . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 86  
Network Scanning Resources. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 91  
Network Scanning. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 92  
Advanced Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 96  
Layout Adjustment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 98  
Filing Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 100  
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Table of Contents  
E-mail...................................................................................................... 103  
E-mail Procedure . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 104  
E-mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .111  
Advanced Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 114  
Layout Adjustment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 116  
E-mail Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 117  
Store to USB ...........................................................................................119  
Store Files from the Machine . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 120  
Store Files from the Workstation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 128  
Advanced Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 129  
Layout Adjustment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 131  
File/Folder Management. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 133  
Print Files............................................................................................... 135  
Print Files from the Internal Drive . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 136  
Print Files from the USB Drive . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 138  
Print ........................................................................................................ 143  
Print Procedure. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 144  
Custom Size Printing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 146  
Printer Drivers. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 148  
Paper / Output . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 149  
Image Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 150  
Layout / Watermark. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 151  
Advanced . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 152  
Paper and other Media.......................................................................... 153  
Loading Paper . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 155  
Setting the Paper Size . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 162  
Media Specifications. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 163  
Setups..................................................................................................... 165  
Accessing Tools . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 166  
Tools Menu Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 167  
Localization. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 169  
Fax Setup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 172  
Setting up Paper Trays . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 178  
Machine Presets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 180  
Change Default Settings. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 182  
Software . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 184  
CRU Replacement Defaults . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 185  
Accounting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 187  
Security Settings. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 189  
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Table of Contents  
Machine Tests . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 191  
Customer Support and Supplies Numbers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 194  
Optional Services . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 195  
Maintenance........................................................................................... 197  
Consumables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 198  
Cleaning the Machine . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 201  
Specifications ........................................................................................ 203  
Machine Specifications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 204  
Electrical Specifications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 207  
Feature Specifications. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 208  
Troubleshooting .................................................................................... 211  
Fault Clearance. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 212  
Error and Fault Codes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 215  
Appendix A............................................................................................. 217  
Enable/Disable Banner Sheet. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 218  
Index ....................................................................................................... 219  
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Table of Contents  
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1 Welcome  
Thank you for choosing the Xerox Phaser 3635MFP. This product has been designed  
for ease of use, but to use your machine to its fullest potential, take some time to read  
this User Guide.  
The User Guide provides you with an overview of the features and options that may be  
available on your machine. To help you familiarize yourself with your new machine  
please refer to:  
• Chapter 2 Getting Started.  
• Chapter 11 Setups.  
Further chapters within this guide offer additional information on the features and  
options available. For additional assistance at the machine, press the Help button. If  
your machine is connected to the network, use the CentreWare Help system or click on  
the Help button in the Printer Driver.  
NOTE: The graphic representations of the touch screen displayed throughout this User  
Guide may differ slightly according to the configuration. However, feature descriptions  
and functionality as described remain the same.  
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1
Welcome  
Introduction  
The Xerox Phaser 3635MFP is a digital device capable of being used for  
copying, printing, faxing, and scanning. The features and functions available  
on your machine depend on the model purchased:  
Xerox Phaser 3635MFP/S  
This model provides digital copying, printing and scanning. The device  
supports scanning to and printing from a USB thumb drive and has the  
capability of storing print, copy and scan files on the device. It copies and  
prints at 35 pages per minute. A Document Feeder, Paper Tray and Bypass  
Tray are also provided and 2-sided copying and printing are supported. An  
additional Paper Tray, Stand, Foreign Interface Device and Memory Upgrade  
are available as options.  
Xerox Phaser 3635MFP/X  
This model has digital copying, printing, scanning and faxing capabilities. The  
device supports scanning to and printing from a USB thumb drive and has the  
capability of storing print, copy and scan files on the device. It copies and  
prints at 35 pages per minute. A Document Feeder, Convenience Stapler and  
Paper Tray are supplied as standard, and 2 Sided capability is also supported.  
Additional Paper Tray, Stand, Foreign Interface Device and Memory Upgrade  
are available as options.  
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1
Welcome  
About This Guide  
Throughout this User Guide some terms are used interchangeably:  
• Paper is synonymous with media.  
• Document is synonymous with original.  
• Xerox Phaser 3635MFP/S and Phaser 3635MFP/X is synonymous with the  
machine / device.  
The following table offers further information about the conventions used  
within this Guide.  
Convention  
Description  
Example  
Used to denote screen or tab titles.  
In addition, references to other  
publications are displayed in Italic  
typeface.  
Basic Copy Features.  
Please refer to  
chapter 3, page 42.  
Italic  
TypeFace  
NOTE: The machine  
automatically detects  
standard document  
sizes.  
Used to provide additional or useful  
information about a function or  
feature.  
Notes  
ꢀ
Up to 50 sheets of 20 lb  
Offers more in-depth specification  
information relating to the machine.  
(80 g/m²) bond paper can be  
loaded.  
Information  
Warning  
WARNING: This  
product must be  
connected to a  
protective earthing  
circuit.  
Used to alert users to the possibility  
of personal injury.  
Cautions are statements that  
suggest mechanical damage as a  
result of an action.  
CAUTION: DO NOT  
use organic or  
strong chemical  
solvents or aerosol  
cleaners or pour  
fluids directly onto  
any area.  
Caution  
Most option screens include three buttons to confirm or cancel your choices.  
• The Undo button resets the current screen to the values that were  
displayed when the screen was opened.  
• The Cancel button resets the screen and returns to the previous screen.  
• The Save button saves the selections made and returns to the previous  
screen.  
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1
Welcome  
Related Information Sources  
Information on this family of products can be found in:  
1. This User Guide  
2. The Quick Use Guide  
3. The System Administration CD  
4. The Xerox website http://www.xerox.com  
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1
Welcome  
Customer Support  
If you need assistance during or after product installation, please visit the  
Xerox website for online solutions and support:  
http://www.xerox.com  
If you require further assistance, call our  
experts at the Xerox Welcome Center, or  
contact your local representative. When  
telephoning please quote the machine  
serial number. Use the space below to  
make a note of the machine serial  
number:  
#_______________________________  
The serial number is located on a panel  
at the rear of the machine and on the  
inside of the front door. The Xerox  
Welcome Center or local representative  
telephone number is provided when the  
machine is installed.  
For convenience and future reference, please record the telephone number in  
the space below:  
Xerox Welcome Center or local representative telephone number:  
# ____________________________________________  
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1
Welcome  
Safety  
Read these safety notes carefully before using this product to ensure you  
operate the equipment safely.  
Your Xerox product and supplies have been designed and tested to meet strict  
safety requirements. These include Safety Agency approval, and compliance  
to established environmental standards. Please read the following instructions  
carefully before operating the product and refer to them as needed to ensure  
the continued safe operation of your product.  
The safety testing and performance of this product have been verified using  
XEROX materials only.  
Follow all warnings and instructions marked on, or supplied with the product.  
This WARNING mark alerts users to the possibility of personal injury.  
This WARNING mark alerts users to heated surfaces.  
WARNING: This symbol indicates a Laser is being used in the equipment  
and alerts the user to refer to the appropriate safety information.  
WARNING: This product must be connected to a protective earthing  
circuit.  
Operator Accessible Areas  
This equipment has been designed to provide operator access to safe areas  
only. Operator access to hazardous areas is restricted using covers or guards,  
which require a tool to enable removal. Never remove these covers or guards.  
Maintenance Information  
1. Any operator product maintenance procedures will be described in the  
user documentation supplied with the product.  
2. Do not carry out any maintenance on this product which is not described  
in the customer documentation  
WARNING: Do not use aerosol cleaners. Aerosol cleaners can be  
explosive or flammable when used on electromechanical equipment.  
3. Use supplies and cleaning materials only as directed in the Operator  
section of this manual.  
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1
Welcome  
4. Do not remove covers or guards that are fastened with screws. There are  
no parts behind these covers that you can maintain or service.  
Operational Safety Information  
Your Xerox equipment and supplies have been designed and tested to meet  
strict safety requirements. These include safety agency examination,  
approval, and compliance with established environmental standards.  
To ensure the continued safe operation of your Xerox equipment, follow these  
safety guidelines at all times:  
Do These  
• Always follow all warnings and instructions that are marked on or supplied  
with the equipment.  
• Before cleaning this product, unplug the product from the electrical outlet.  
Always use materials specifically designated for this product, the use of  
other materials may result in poor performance and create a hazardous  
situation.  
WARNING: Do not use aerosol cleaners. Aerosol cleaners can be  
explosive or flammable when used on electromechanical equipment  
• Always exercise care when moving or relocating equipment. Please  
contact your local Xerox Service Department to arrange relocation of the  
copier to a location outside of your building.  
• Always locate the machine on a solid support surface (not on plush carpet)  
that has adequate strength to support the weight of the machine.  
• Always locate the machine in an area that has adequate ventilation and  
room for servicing.  
• Always unplug this equipment from the electrical outlet before cleaning.  
NOTE: Your Xerox machine is equipped with an energy saving device to  
conserve power when the machine is not in use. The machine may be left on  
continuously.  
WARNING: The metallic surfaces in the fuser area are hot. Please use  
caution when removing paper jams from this area and avoid touching  
any metallic surfaces  
Do Not Do These  
• Never use a ground adapter plug to connect the equipment to a power  
outlet that lacks a ground connection terminal.  
• Never attempt any maintenance function that is not specifically described  
in this documentation.  
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1
Welcome  
• Never obstruct ventilation openings. They are provided to prevent  
overheating.  
• Never remove covers or guards that are fastened with screws. There are  
no operator serviceable areas within these covers.  
• Never locate the machine near a radiator or any other heat source.  
• Never push objects of any kind into the ventilation openings.  
• Never override or "cheat" any of the electrical or mechanical interlock  
devices.  
• Never place this equipment where people might step on or trip on the power  
cord.  
• This equipment should not be placed in a room unless proper ventilation is  
provided. Please contact your local Authorized dealer for further  
information.  
Electrical Safety Information  
1. The power receptacle for the machine must meet the requirements  
stated on the data plate on the rear of the machine. If you are not sure  
that your electrical supply meets the requirements, please consult your  
local power company or an electrician for advice.  
2. The socket outlet shall be installed near the equipment and shall be  
easily accessible.  
3. Use the power cable that is supplied with your machine. Do not use an  
extension cord or remove or modify the power cord plug.  
4. Plug the power cable directly into a correctly grounded electrical outlet. If  
you are not sure whether or not an outlet is correctly grounded, consult  
an electrician.  
5. Do not use an adapter to connect any Xerox equipment to an electrical  
outlet that lacks a ground connection terminal.  
6. Do not place this equipment where people might step or trip on the power  
cable.  
7. Do not place objects on the power cable.  
8. Do not override or disable electrical or mechanical interlock devices.  
9. Do not push objects into slots or openings on the machine. Electrical  
shock or fire may result.  
10.Do not obstruct ventilation openings. These openings are used to provide  
proper cooling to the Xerox machine.  
Electrical Supply  
1. This product shall be operated from the type of electrical supply indicted  
on the product's data plate label. If you are not sure that your electrical  
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supply meets the requirements, please consult a licensed electrician for  
advice.  
WARNING: This equipment must be connected to a protective earth  
circuit. This equipment is supplied with a plug that has a protective earth  
pin. This plug will only fit into an earthed electrical outlet. This is a safety  
feature. If you are unable to insert the plug into the outlet, contact a  
licensed electrician to replace the outlet.  
2. Always connect equipment to a correctly grounded power outlet. If in  
doubt, have the outlet checked by a qualified electrician.  
Disconnect Device  
The power cable is the disconnect device for this equipment. It is attached to  
the back of the machine as a plug-in device. To remove all electrical power  
from the equipment, disconnect the power cable from the electrical outlet.  
Emergency Power Off  
If any of the following conditions occur, turn off the machine immediately and  
disconnect the power cable(s) from the electrical outlet(s). Contact an  
authorized Xerox Service Representative to correct the problem:  
The equipment emits unusual odours or makes unusual noises.  
The power cable is damaged or frayed.  
A wall panel circuit breaker, fuse, or other safety device has been tripped.  
Liquid is spilled into the machine.  
The machine is exposed to water.  
Any part of the machine is damaged  
CAUTION: Risk of explosion if battery is replaced by an incorrect type.  
Dispose of used batteries according to the instruction.  
Quality Standards  
The product is manufactured under a registered ISO9002 Quality system.  
If you need additional safety information concerning this XEROX product or  
XEROX supplied materials you may call the following number:  
EUROPE: +44 (0) 1707 353434  
USA/CANADA: 1 800 928 6571  
Safety Standards  
EUROPE: This XEROX product is certified by the following Agency using the  
Safety Standards listed.  
Agency: TUV Rheinland  
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Standard: IEC60950-1, 2001  
USA/CANADA: This XEROX product is certified by the following Agency  
using the Safety Standards listed.  
Agency: UNDERWRITERS LABORATORIES  
Standard: UL60950-1, 2003 Edition. Certification is based on reciprocity  
agreements, which include requirements for Canada.  
Laser Safety Information  
CAUTION: Use of controls, adjustments or performance of procedure  
other than those specified herein may result in hazardous light  
exposure.  
With specific regard to laser safety, the equipment complies with performance  
standards for laser product set by government, national and international  
agencies as a Class 1 laser product. It does not emit hazardous light, as the  
beam is totally enclosed during all phases of customer operation and  
maintenance.  
WARNING: Do not stare into the light source if the platen cover is in the up  
position.  
Ozone Safety Information  
This product will produce ozone during normal operation. The ozone produced  
is heavier than air and is dependent on copy volume. Providing the correct  
environmental parameters as specified in the Xerox installation procedure will  
ensure that the concentration levels meet safe limits.  
If you need additional information about ozone, please request the Xerox  
publication Ozone by calling 1-800-828-6571 in the United States and  
Canada. In other markets please contact your authorized local dealer or  
Service Provider.  
For Consumables  
• Store all consumables in accordance with the instructions given on the  
package or container.  
• Keep all consumables away from the reach of children.  
• Never throw print cartridges or toner containers into an open flame.  
• Cartridges: When handling cartridges, for example ink, fuser, etc, avoid  
skin or eye contact. Eye contact can cause irritation and inflammation. Do  
not attempt to disassemble the cartridge. This can increase the risk of skin  
or eye contact.  
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Product Safety Certification  
This product is certified by the following Agency using the Safety standards  
listed.  
Agency  
Standard  
Underwriters Laboratories Inc  
UL60950-1 1st (2003) (USA/Canada)  
IEC60950-1 Edition 1 (2001)  
This product has been manufactured under a registered ISO9001 Quality  
system.  
CE Mark  
The CE mark applied to this product, symbolizes XEROX's declaration of  
conformity with the following applicable European Union Directives, as of the  
dates indicated:  
December 12, 2006:  
Council Directive 2006/95/EC as amended. Approximation of the laws of  
the member states related to low voltage equipment.  
December 15, 2004:  
Council Directive 2004/108/EC as amended. Approximation of the laws of  
the member states related to electromagnetic compatibility.  
March 9, 1999  
Council Directive 99/5/EC, on radio equipment and telecommunications  
terminal equipment and the mutual recognition of the conformity.  
A full declaration of conformity, defining the relevant directives and referenced  
standards, can be obtained from your XEROX Limited representative.  
WARNING: In order to allow this equipment to operate in proximity to  
Industrial Scientific and Medical (ISM) equipment, the external radiation  
from the ISM equipment may have to be limited or special mitigation  
measures taken.  
NOTE: Changes or modifications to this equipment not specifically approved  
by the Xerox Corporation may void the user’s authority to operate this  
equipment.  
WARNING: Shielded cables must be used with this equipment to maintain  
compliance with Council Directive 2004/108/EC.  
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EMC Information  
FCC Part 15  
This equipment has been tested and found to comply with the limits for a Class  
A digital device, pursuant to Part 15 of the FCC Rules. These limits are  
designed to provide reasonable protection against harmful interference when  
the equipment is operated in a commercial environment. This equipment  
generates, uses and can radiate radio frequency energy and, if not installed  
and used in accordance with the instruction manual, may cause harmful  
interference to radio communications. Operation of this equipment in a  
residential area is likely to cause harmful interference in which case the user  
will be required to correct the interferences at their own expense.  
NOTE: Changes or modifications to this equipment not specifically approved  
by the Xerox Corporation may void the user’s authority to operate this  
equipment.  
WARNING: Shielded cables must be used with this equipment to maintain  
compliance with FCC regulations.  
US Regulatory Information for the Fax Kit option (Phaser  
3635MFP/X only)  
Model Number: FAX Send Header Requirements:  
XRX-FAXKIT  
The telephone Consumer Protection Act of 1991 makes it unlawful for any  
person to use a computer or other electronic device, including a Fax machine,  
to send any message unless such message clearly contains in a margin at the  
top or bottom of each transmitted page or on the first page of the transmission,  
the date and time it is sent and an identification of the business or other entity,  
or other individual sending the message and the telephone number of the  
sending machine or such business, other entity or individual. (The telephone  
number provided may not be a 900 number or any other number for which  
charges exceed local or long distance transmission charges.)  
In order to program this information into your FAX machine refer to Setting the  
Machine and follow the steps provided.  
Data Coupler Information:  
This equipment complies with Part 68 of the FCC rules and the requirements  
adopted by the Administrative Council for Terminal Attachments (ACTA). On  
the rear of this equipment is a label that contains, among other information, a  
product identifier in the format US:AAAEQ##TXXXX. If requested, this  
number must be provided to the Telephone Company.  
A plug and jack used to connect this equipment to the premises wiring and  
telephone network must comply with the applicable FCC Part 68 rules and  
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requirements adopted by the ACTA. A compliant telephone cord and modular  
plug is provided with this product. It is designed to be connected to a  
compatible modular jack that is also compliant. See installation instructions for  
details.  
You may safely connect the machine to the following standard modular jack:  
USOC RJ-11C using the compliant telephone line cord (with modular plugs)  
provided with the installation kit. See installation instructions for details.  
The Ringer Equivalence Number (or REN) is used to determine the number of  
devices that may be connected to a telephone line. Excessive RENs on a  
telephone line may result in the devices not ringing in response to an incoming  
call. In most but not all areas, the sum of RENs should not exceed five (5.0).  
To be certain of the number of devices that may be connected to a line, as  
determined by the total RENs, contact the local Telephone Company. For  
products approved after July 23, 2001, the REN for this product is part of the  
product identifier that has the format US:AAAEQ##TXXXX. The digits  
represented by ## are the REN without a decimal point (e.g., 03 is a REN of  
0.3). For earlier products, the REN is separately shown on the label.  
If this Xerox equipment causes harm to the telephone network, the Telephone  
Company will notify you in advance that temporary discontinuance of service  
may be required. If advance notice isn't practical, the Telephone Company will  
notify the customer as soon as possible. Also, you will be advised of your right  
to file a complaint with the FCC if you believe it is necessary.  
The Telephone Company may make changes in its facilities, equipment,  
operations or procedures that could affect the operation of the equipment. If  
this happens the Telephone Company will provide advance notice in order for  
you to make necessary modifications to maintain uninterrupted service.  
If trouble is experienced with this Xerox equipment, for repair or warranty  
information, please contact the appropriate service center; details of which are  
displayed either on the machine or contained within the user guide. If the  
equipment is causing harm to the telephone network, the Telephone  
Company may request that you disconnect the equipment until the problem is  
resolved.  
Repairs to the machine should be made only by a Xerox representative or an  
authorized Xerox service agency. This applies at any time during or after the  
service warranty period. If unauthorized repair is performed, the remainder of  
the warranty period is null and void. This equipment must not be used on party  
lines. Connection to party line service is subject to state tariffs. Contact the  
state public utility commission, public service commission or corporation  
commission for information.  
If your office has specially wired alarm equipment connected to the telephone  
line, ensure the installation of this Xerox equipment does not disable your  
alarm equipment. If you have questions about what will disable alarm  
equipment, consult your Telephone Company or a qualified installer.  
Xerox Phaser 3635MFP User Guide  
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Canadian Regulatory Information for the Fax Kit option  
(Phaser 3635MFP/X only)  
Model Number: This product meets the applicable Industry Canada technical specifications  
XRX-FAXKIT  
NOTE: The Ringer Equivalence Number (REN) assigned to each terminal  
device provides an indication of the maximum number of terminals allowed to  
be connected to a telephone interface. The termination on an interface may  
consist of any combination of devices subject only to the requirement that the  
sum of the Ringer Equivalence Numbers of all of the devices does not  
exceed 5.  
Repairs to certified equipment should be coordinated by a representative  
designated by the supplier. Any repairs or alterations made by the user to this  
equipment, or equipment malfunctions, may give the telecommunications  
company cause to request the user to disconnect the equipment.  
Users should ensure for their own protection that the electrical ground  
connections of the power utility, telephone lines and internal metallic water  
pipe systems, if present, are connected together. This precaution may be  
particularly important in rural areas.  
CAUTION: Users should not attempt to make such connections  
themselves, but should contact the appropriate electric inspection  
authority, or electrician, as appropriate.  
European Regulatory Information for the Fax Kit option  
(Phaser 3635MFP/X only)  
Radio Equipment & Telecommunications Terminal Equipment Directive  
This Xerox product has been self-certified by Xerox for pan-European single  
terminal connection to the analogue public switched telephone network  
(PSTN) in accordance with Directive 1999/5/EC.  
The product has been designed to work with the national PSTNs and  
compatible PBXs of the following countries:  
Austria  
Belgium  
Bulgaria  
Estonia  
Greece  
Italy  
Cyprus  
Finland  
Hungary  
Latvia  
Czech Republic Denmark  
France  
Germany  
Ireland  
Iceland  
Liechtenstein  
Netherlands  
Romania  
Lithuania  
Norway  
Slovakia  
Luxembourg  
Poland  
Malta  
Portugal  
Spain  
Slovenia  
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Sweden  
Switzerland  
United Kingdom  
In the event of problems, you should contact your local Xerox representative  
in the first instance.  
This product has been tested to and is compliant with TBR21 or ES 103 021-  
1/2/3 or ES 203 021-1/2/3, technical specifications for terminal equipment for  
use on analogue-switched telephone networks in the European Economic  
Area.  
The product may be configured to be compatible with other country networks.  
Please contact your Xerox representative if it needs to be reconnected to  
another country's network.  
NOTE: Although this product can use either loop disconnect (pulse) or DTMF  
(tone) signaling it is recommended that it is set to use DTMF signaling. DTMF  
signaling provides reliable and faster call setup. Modification, connection to  
external control software or to external control apparatus not authorized by  
Xerox, will invalidate its certification.  
Illegal Copying  
Congress, by statute, has forbidden the copying of the following subjects  
under certain circumstances. Penalties of fine or imprisonment may be  
imposed on those guilty of making such copies.  
• Obligations or Securities of the United States Government, such as:  
Certificates of Indebtedness  
Coupons from Bonds  
Silver Certificates  
United States Bonds  
Federal Reserve Notes  
Certificates of Deposit  
National Bank currency  
Federal Reserve Bank Notes  
Gold Certificates  
Treasure Notes  
Fractional Notes  
Paper money  
Bonds and obligations of certain agencies of the government, such as  
FHA  
Bonds (US Savings Bonds may be photographed only for publicity  
purposes in connection with the campaign for the sale of such bonds.)  
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Internal Revenue Stamps (If it is necessary to copy a legal document on  
which there is a cancelled revenue stamp, this may be done provided the  
reproduction of the document is performed for lawful purposes.)  
Postage Stamps, canceled or uncanceled (For philatelic purposes,  
postage stamps may be photographed provided the reproduction is black  
and white and less than 3/4 or more than 11/2 times the linear dimensions  
of the original).  
Postal Money Orders  
Bills, checks, or drafts for money drawn by or on authorized officers of the  
United States  
Stamps and other representatives of value, of whatever denomination,  
which may be or have been issued under any Act of Congress  
• Adjusted compensation Certificates for veterans of the World Wars.  
• Obligations or Securities of any foreign government, bank, or corporation.  
• Copyrighted material (unless permission of the copyright owner has been  
obtained or the copying falls within the “fair use” or library reproduction  
provisions of the copyright law). Further information of these provisions  
may be obtained from the Copyright Office, Library of Congress,  
Washington, DC 20559 (circular R21).  
• Certificates of Citizenship or Naturalization (foreign naturalization  
certificates may be photographed).  
• Passports (foreign passports may be photographed).  
• Immigration papers.  
• Draft Registration cards.  
• Selective Service Induction papers which bear any of the following  
information:  
Registrant’s earnings or income  
Registrant’s dependency status  
Registrant’s court record  
Registrant’s previous military service  
Registrant’s physical or mental condition  
NOTE: Exception: US Army and Navy discharge certificates may be  
photographed.  
• Badges, identification cards, passes or insignias carried by military or  
Naval personnel, or by members of the various Federal Departments and  
Bureaus, such as the FBI and Treasury (unless the photograph is ordered  
by the head of such Department or Bureau).  
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WARNING: Copying of the following is also prohibited in certain states:  
automobile licences, driver’s licenses, and automobile Certificates of  
Title. This list is not all-inclusive. In case of doubt, consult your attorney.  
Cyprus  
Hungary  
Lithuania  
Malta  
Slovakia  
Slovenia  
Spain  
Czech Republic Italy  
Estonia  
Latvia  
Poland  
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Environmental Compliance  
USA  
Energy Star  
As an ENERGY STAR partner, Xerox Corporation has determined that (the  
basic configuration of) this product meets the ENERGY STAR guidelines for  
energy efficiency.  
The ENERGY STAR and ENERGY STAR MARK are registered United States  
trademarks.  
The ENERGY STAR Office Equipment Program is a team effort between U.S.,  
European Union and Japanese governments and the office equipment  
industry to promote energy-efficient copiers, printers, fax, multifunction  
machine, personal computers, and monitors. Reducing product energy  
consumption helps combat smog, acid rain and long-term changes to the  
climate by decreasing the emissions that result from generating electricity.  
Xerox ENERGY STAR equipment is preset at the factory. Your machine will  
be delivered with the timer for switching to Power Save Mode from the last  
copy/print out, set at 60 minutes. A more detailed description of this feature  
can be found in the Machine Setup Section of this guide.  
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Product Recycling and Disposal  
Professional/Business Environment  
Application of this symbol on your equipment is confirmation that you must  
dispose of this equipment in compliance with agreed national procedures. In  
accordance with European legislation, end of life electrical and electronic  
equipment subject to disposal must be managed within agreed procedures.  
Domestic/Household Environment  
Application of this symbol on your equipment is confirmation that you should  
not dispose of the equipment in the normal household waste stream. In  
accordance with European legislation, end of life electrical and electronic  
equipment subject to disposal must be segregated from household waste.  
Private households within EU member states may return used electrical and  
electronic equipment to designated collection facilities free of charge. Please  
contact your local disposal authority for information.  
In some member states, when you purchase new equipment, your local  
retailer may be required to take back your old equipment free of charge.  
Please ask you retailer for information.  
Prior to disposal, please contact your local dealer or Xerox representative for  
end of life takeback information.  
North America  
Xerox operates a worldwide equipment take back and reuse/recycle program.  
Contact your Xerox sales representative (1-800-ASK-XEROX) to determine  
whether this Xerox product is part of the program. For more information about  
Xerox environmental programs, visit http://www.xerox.com/environment.  
If you are managing the disposal of your Xerox product, please note that the  
product contains lamp(s) with mercury, and may contain lead, Perchlorate and  
other materials whose disposal may be regulated due to environmental  
considerations. The presence of these materials is fully consistent with global  
regulations applicable at the time that the product was placed on the market.  
For recycling and disposal information, contact your local authorities. In the  
United States, you may also refer to the Electronic Industries Alliance web  
site: http://www.eiae.org/.  
Xerox Phaser 3635MFP User Guide  
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WARNING: Perchlorate Material - This product may contain one or more  
Perchlorate-containing devices, such as batteries. Special handling may  
apply, please see http://www.dtsc.ca.gov/hazardouswaste/perchlorate/  
Other Countries  
Please contact your local waste authorities and request disposal guidance.  
EH&S Contact Information  
For more information on Environment, Health and Safety in relation to this  
Xerox product and supplies, please contact the following customer help lines:  
USA: 1-800 828-6571  
Canada: 1-800 828-6571  
Europe: +44 1707 353 434  
Product Safety information for US  
www.xerox.com/about-xerox/environment/enus.html  
Product Safety information for EU  
www.xerox.com/about-xerox/environment/eneu.html  
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Before you use your machine, take some time to familiarize yourself with the various  
features and options.  
Xerox Phaser 3635MFP User Guide  
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2
Getting Started  
Machine Overview  
Component Location  
Document Feeder, Paper Trays and Output Tray  
Document  
Feeder  
Control Panel  
Convenience  
Stapler  
USB Port  
Output Tray  
Bypass Tray  
Paper Tray 1  
Paper Tray 2  
Document Glass, User Interface and Control Panel  
Document  
Registration  
Point  
Document  
Glass / Platen  
User Interface (UI) Touch  
Screen  
Numeric Keypad  
Control Panel  
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GettingStarted  
Models and Components  
Phaser 3635MFP/S  
Phaser 3635MFP/X  
Standard  
Standard  
Standard  
50-sheet DADF  
Standard  
Paper Tray 1 & Bypass  
Tray  
Standard  
Standard  
Standard  
-
Standard  
Standard  
Standard  
Standard  
Standard  
Option  
Digital Copying  
Network Printing  
Scan to E-mail  
Embedded Fax  
USB Thumbdrive  
Standard  
Option  
256 MB Memory  
Configuration  
Option  
Option  
-
Option  
500 Sheet Paper Tray 2  
Stand  
Option  
Standard  
20 Sheet Convenience  
Stapler  
Option  
Option  
Foreign Interface  
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Getting Started  
Control Panel Overview  
Job Status Services  
Services  
Home  
Display and  
Touch Screen  
Login  
Help  
Power  
Clear All  
Interrupt  
Printing  
Stop  
Dial Pause  
Cancel Entry Numeric Keypad Start  
Language  
Machine Status  
Feature  
Description  
Displays the default feature on the touch screen.  
Displays the available features on the touch screen.  
Displays job progress information.  
Services  
Services Home  
Job Status  
Displays the current status of the machine.  
Machine Status  
Displays and selects all the available programming features,  
Display and Touch Screen plus fault clearance procedures and general machine  
information.  
Accesses additional information.  
Help  
Language  
Changes text displayed on the screen to an alternative  
language.  
Accesses Tools, used to adjust the defaults of the machine,  
and to access locked services.  
Login/out  
Use to enter numeric characters.  
Numeric Keypad  
Cancel Entry  
Press to cancel the entry made on the numeric keypad.  
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GettingStarted  
Feature  
Power  
Description  
Displays when the machine is in energy saver mode. Touch  
any button or the touch screen to wake up the machine.  
Touching the power button will bring up energy saver options  
on the touch screen.  
Press to reset to normal feature defaults.  
Press to insert a local job.  
Clear All (AC)  
Interrupt Printing  
Stop  
Press to cancel current job.  
Press to begin local job.  
Start  
Enters a pause in a telephone number when transmitting a  
fax.  
Dial Pause  
Powering on the Machine  
The On/Off switch and the power outlet are at the rear of the machine.  
1. Connect the AC Power Cord to the machine and a power outlet. The  
power cord must be plugged into a grounded power socket.  
2. Press the ON/OFF switch  
to the ON (I) position.  
3. To power OFF, press the  
ON/OFF switch again to  
the (O) position.  
ON/OFF  
switch  
AC Power  
Outlet  
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Getting Started  
Loading Paper  
ꢀ An additional paper  
tray is available as an  
option. The instructions  
for loading all paper  
trays are the same.  
1. Carefully pull open the paper tray.  
Rear Guide  
N.b. This is the max  
fill line for 20lb or  
less paper  
Side Guides  
Maximum Fill Line  
N.b. This is the max fill line for  
20lb-28lb (80 g/m² - 105 g/  
m²) paper  
NOTE: Take care not to let the tray fall when removing it from the device.  
2. Fan the paper and insert it into the tray. Do not fill above the top edge of  
the rear guide for up to 20lb (80 g/m²) paper OR the Maximum Fill line for  
20 - 28lb (80 - 105 g/m²) paper.  
3. If necessary, open the back of the paper tray to allow for paper sizes  
such as Legal, Oficio and Folio.  
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2
GettingStarted  
4. Move the guides so they just touch the paper stack. The guides must  
lightly touch the edge of the stack, neither too tight nor too loose.  
5. Close the tray.  
6. Follow the instructions on the Touch Screen to confirm the stock size,  
type and color.  
NOTE: For more information on loading paper, please refer to Loading the  
Paper Trays in the Paper and other Media chapter on page 155.  
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Getting Started  
Login /Out  
The System Administrator may choose to enable certain local and network  
authentication and accounting features which require the users to  
authenticate themselves before using the device. Contact your System  
Administrator for more information. For more information on authentication  
and accounting features, such as Network Accounting, refer to Accounting on  
page 187.  
1. When Network Accounting has been enabled, enter a valid User ID and  
Account ID and select Enter.  
2. Complete your job.  
3. To Log Off, select the Login/Out button on the touch screen.  
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2
GettingStarted  
Machine Status  
The Machine Status feature displays the following:  
• Machine Information  
• Faults  
• Service Information  
Select the Machine Status button to the left of the User Interface.  
Machine Status  
button  
Machine Information  
The Machine Information tab displays the following information:  
Serial Number Serial number of machine. Use this when contacting Xerox support.  
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Getting Started  
Machine Details Select the Machine Details button to view useful information set by the System  
Administrator:  
• Customer Support details  
• Supplies telephone number  
• Machine serial number  
• Customer asset tag number  
• Xerox asset tag number  
• System Software Version  
For information on how to set up this screen, refer to Customer Support and  
Supplies Numbers in the Setups chapter on page 194.  
The Machine Details screen also shows:  
Machine Hardware Options Configuration: This screen displays which  
hardware options, e.g. paper trays, finisher, fax, etc are installed on the  
machine.  
Machine Software Version: This screen displays the current software  
versions of features such as the main controller, image output terminal, user  
interface and tray firmware.  
Paper Tray Status Displays the following information about each paper tray:  
Status  
• Size, e.g. A4 (as preset by the System Administrator)  
• Type, e.g. punched, plain (as preset by the System Administrator)  
• Color (as preset by the System Administrator)  
Usage Counters Displays overall total of images made. It also displays the number of images  
made by each machine feature:  
• Copy  
• Print  
• Fax  
• E-mail  
• Network Scanning  
• Total Impressions  
Information Pages Allows the user to print the following reports:  
Report  
Description  
Call For Assistance  
Displays the error and fault log for the machine.  
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GettingStarted  
Report  
Description  
Help List  
Displays a list of control panel buttons, factory  
defaults and available options.  
Error Messages  
Displays machine error list.  
Last 40 Error Messages Displays 40 most recent machine error messages.  
System Configuration  
Displays the current hardware and software  
configuration of the machine.  
E-mail Send  
Displays list of E-mail transmissions.  
User Authentication  
Displays User login ids and addresses.  
Displays numbers stored in the Local Address Book.  
Local Address Book  
Members  
Group Address Book  
Members  
Displays numbers stored in the Group Address Book  
Prints all the reports listed above.  
All Above Reports  
Fax Phone Book  
Displays stored numbers in the Speed Dial List, the  
Group Dial List and Mailboxes.  
Fax Confirmation  
Displays confirmation of Fax completion status, e.g.  
CP: completed, FA: Fail, TS: Terminated by System.  
Fax Transmission  
Fax Receive  
Displays the last 50 faxes sent by the machine.  
Displays the last 50 fax jobs received on the  
machine.  
Fax Broadcast  
Fax Protocol  
Fax Multipoll  
Junk Fax List  
Pending Jobs  
Reports on the success or failure of a specific fax job  
which includes more than one destination.  
Displays low level communication details for the last  
fax transmitted or received.  
Reports on the success or failure of a specific polling  
fax job which includes more than one destination.  
Displays the fax numbers defined as junk fax  
numbers by the System Administrator.  
Displays the fax jobs in the machine’s memory  
waiting to be sent or printed. This report also gives a  
percentage of available memory on the machine.  
Fax Options  
Lists current Fax Option settings, e.g. ring volume,  
redial count, date format, etc.  
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Getting Started  
Faults  
The Faults tab displays information on machine errors and faults.  
All Faults Displays the fault description and instructions on how to resolve the fault.  
Active Messages Displays the list of active error messages.  
Event Log Displays all fault messages and when they occurred. The fault messages can  
be ordered by time or by error code.  
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GettingStarted  
Service Information  
The Services Information tab displays the current status of customer  
replaceable and engineer replaceable consumables.  
Print Cartridge Displays the remaining percentage of toner life.  
Fuser Displays the number of images made with the current fuser.  
Tray(s) Feed Roller Displays the number of images made with the current tray rollers.  
Bias Transfer Roll Displays the number of images made with the current BTR.  
(BTR)  
Select the Services button to the left of the User Interface to return to the  
Services default screen.  
Supplies  
Displays the supplies notification message settings and counters.  
Tools  
Allows access to the Tools menu to configure the device settings.  
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Getting Started  
Customizing Your Machine  
Your machine can be customized to suit your working environment and  
practices. The Tools menu enables your System or Machine Administrator to  
set-up, customize and maintain the machine.  
After your machine is installed, it is recommended that the settings and  
options are customized to fully meet the requirements of the Users. Please  
discuss your requirements with your System or Machine Administrator to  
ensure you get optimum performance from your machine.  
The Tools facility is accessed using the Log In/Out button on the control  
panel. Some of the settings within Tools are critical to the operation of the  
machine, therefore the screens are password protected so they cannot be  
accidentally changed or corrupted.  
For full instructions on accessing and customizing your machine, refer to  
Setups chapter on page 165.  
The Tools menu options include:  
Device Settings  
Paper Tray Management  
User Interface  
Connectivity and Network Setup  
Accounting  
Security Settings  
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GettingStarted  
For Further Assistance  
Access the Online Press Help at any time to access the online help screens. Messages, screen  
Help: instructions and graphics provide additional information.  
For additional Help If you need any additional help on using your machine you can:  
1) Refer to the Quick Use Guide or the System Administration CD,  
contained in the CD Pack delivered with your machine.  
2) Contact your System and/or Machine Administrator.  
3) Visit our Customer Web Site at www.xerox.com or contact the Xerox  
Welcome and Support Centre quoting the machine serial number.  
Press the Machine Status button on the control panel.  
NOTE: The serial number can also be found at the rear of the machine.  
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2
Getting Started  
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3 Copy  
This chapter contains information on the copy screen and the copy features available.  
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3
Copy  
Copy Procedure  
This section describes the basic procedure for making copies. Follow the  
steps below.  
Load the Documents – page 38  
Select the Features – page 39  
Enter the Quantity – page 41  
Start the Copy Job – page 41  
Job Status Screen – page 41  
Stop the Copy Job – page 43  
NOTE: If an authentication feature is enabled, you may need an account  
before using the device. To get an account, or for more information, contact  
the System Administrator.  
1 Load the Documents  
You can load the documents to be copied either on the Document Glass or  
through the Document Feeder.  
For information on setting up the paper trays, refer to Setting up Paper Trays  
in the Setups chapter on page 178.  
Document Feeder:  
The following steps explain how to load documents using the document  
feeder:  
1. Before loading the documents into the document feeder, ensure they are  
in good condition and remove all staples and paper clips.  
2. Insert the documents neatly into  
the document feeder, face up. The  
first page should be on top with  
the headings towards the left of  
the machine.  
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Copy  
ꢀ
Up to 50 sheets of 20  
3. Place the stack in between the guides aligning the left edge with the  
document feeder tray, and position the guides to just touch the edge of  
the documents.  
lb (80 g/m²) bond paper can  
be loaded. Weight ranges  
from 12.5 lb to 28 lb (50 -  
120 g/m²) - refer to Machine  
Specifications in the  
4. When Paper Supply is set to Auto, the machine automatically selects an  
appropriate tray.  
Specifications chapter on  
page 204 for full Document  
Feeder Specifications.  
Document Glass:  
The following steps explain how to load documents using the document glass:  
1. Raise the document feeder.  
Registration  
Arrow  
2. Place the document face down on the document glass, aligned with the  
tip of the registration arrow near the top left of the document glass.  
3. Lower the document feeder.  
2 Select the Features  
By default, the Copy screen is the first screen displayed on the machine. If the  
screen displays Job Status or Machine Status, press the Services Home  
button. If the touch screen displays other options like Fax or E-mail, press the  
Services Home button and select Copy from the displayed items.  
Various copy features can be selected for your copy job. The most common  
features are displayed on the Copy screen.  
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Copy  
1. Press the Services Home button on the control panel.  
Services Home  
button  
2. Select Copy on the touch screen. Ensure that the Copy screen is  
displayed.  
3. Press the Clear All button once on the control panel to cancel any  
previous selections. The control panel returns to the default entry screen.  
4. Select the button for the feature required.  
Feature  
Description  
Use this tab to select the standard options for a copy  
job, e.g. reduce/enlarge, 2 sided copying, etc.  
Copy  
Use this tab to adjust the appearance of the copy output,  
e.g. lighten/darken, background suppression, etc.  
Image Quality  
Use this tab to adjust the layout of the copy output, e.g.  
original size, edge erase, etc.  
Layout Adjustment  
Output Format  
Use this tab to produce different options for the finished  
output, e.g. booklet creation, covers, etc.  
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Copy  
If necessary, press one of the tabs and configure the copy settings. For  
information on the individual tabs, refer to the following:  
Basic Copying - page 45  
Image Quality - page 48  
Layout Adjustment - page 50  
Output Format- page 54  
3 Enter the Quantity  
The maximum copy quantity is 999.  
Use the numeric keypad on the control panel to enter the number of copies  
required. The number entered is displayed in the upper right-hand corner of  
the screen.  
NOTE: To cancel an incorrect entry, press the Clear C button and enter the  
correct quantity.  
4 Start the Copy Job  
Press the Start button. Each document is scanned only once. The number of  
copies requested is displayed in the upper right-hand corner of the screen.  
5 Job Status Screen  
1. Press the Job Status button on the control panel to display the Job  
Status screen.  
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Copy  
The default Job Status screen displays all active jobs, including the queued  
copy job.  
2. Select from one of the following options:  
Queue  
Description  
All Jobs  
Displays all queued jobs.  
Copy, Print and Fax  
Receiving Jobs  
Displays all active copy, print and fax receiving  
jobs.  
Scan and Fax Send Jobs Displays all active scan and fax send jobs.  
3. Select the required job to view the Progress of Your Job screen. The  
Progress of Your Job screen displays the number of originals scanned  
and the number of images completed so far.  
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Copy  
• The Delete button allows the user to delete the selected job from the active  
job queue.  
The Job Details button displays information such as owner, status, job type,  
time submitted, etc.  
4. Select Close to return to the Progress of Your Job screen. For  
information on how to set the Default View, refer to Job Status Default in  
the Setups chapter on page 182.  
6 Stop the Copy Job  
Follow the steps below to manually cancel an activated copy job.  
1) Press the Stop button on the control panel to cancel the current copy  
job.  
2) To cancel a queued job press the Job Status button on the control  
panel to display the Incomplete Printing Jobs screen.  
3) Select the appropriate job from the queue to view the Progress of  
your Job screen.  
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Copy  
4) Select Delete from the Job Commands list.  
5) Select Confirm to delete the job or Cancel to return to previous  
screen.  
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Copy  
Copy  
The tabs available for selecting the various Copy features are:  
1) Copy  
2) Image Quality  
3) Layout Adjustment  
4) Output Format  
Depending on the options enabled and how your machine has been  
configured, you may have to press the Services Home button and Copy to  
display the Copy feature tabs.  
Copy Tab  
The Copy tab is the default Copy screen. Use this tab to select the standard  
options for a copy job.  
The options can be selected by touching the appropriate button in each  
column.  
To view all the choices for each option, select the More... button.  
Reduce/Enlarge  
Using this option, originals can be reduced or enlarged between 25% and  
400%.  
100%: Produces an image on the copies the same size as the image on the  
original.  
Auto%: Proportionally reduces or enlarges the image on the copies based on  
the size of the original and the size of the selected output paper.  
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Copy  
Preset Options: The most commonly used reduce/enlarge percentages have  
been provided as preset options. These preset options can be customized by  
your System or Machine Administrator to meet individual needs.  
Press the More... button to display all the Reduce/Enlarge options. Select a  
custom percentage of reduction or enlargement required. Use the up/down  
scroll buttons to adjust the reduce/enlarge percentage, in 1% increments.  
Paper Supply  
Use the Paper Supply options to select a paper tray for the copy job.  
Auto Select: With this option selected, the machine chooses the correct  
paper for the copy job based on the size of the originals being scanned.  
ꢀ Tray 1 & 2 hold 520  
sheets of 20lb paper.  
Weight ranges from 60-  
105 g/sm. Sizes range  
from A4(SEF) to Legal.  
Tray 1: Use this option to select the paper loaded in Tray 1.  
Tray 2 (Optional): Use this option to select the paper loaded in Tray 2.  
Bypass Tray: Use this option when feeding individual types of stock, for  
example letterhead or labels for one-off jobs. The Bypass Tray holds up to 50  
sheets of Universal 20lb (Xerox 4200) paper or up to 5 transparency sheets or  
up to 5 envelopes.  
For more information, refer to Media Specifications in the Paper and other  
Media chapter on page 163.  
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Copy  
2-Sided Copying  
Double-sided copies can be made automatically from one or two-sided  
originals.  
1
1 Sided: Use this option for 1 sided originals when 1 sided copies are  
required.  
1
2 Sided: Use this option for 1 sided originals when 2 sided copies are  
required.  
1
2 Sided, Rotate Side 2: This option produces 2-sided copies from 1 sided  
originals and rotates 180 degrees every second side image. Use this option to  
create documents which can be read in a “head to toe” manner, for example  
a calendar.  
2
2 Sided: Use this option for 2 sided originals when 2 sided copies are  
required.  
2
1 Sided: Use this option for 2 sided originals when 1 sided copies are  
required.  
2
1 Sided, Rotate Side 2: This option produces 1 sided copies from 2 sided  
originals and rotates 180 degrees every second side image. The “read”  
orientation for this option varies depending on the input originals. For example,  
if “head to head” orientation originals are scanned, the output will be “head to  
toe”. If “head to toe” orientation originals are scanned, the output produced will  
be “head to head”.  
2
2 Sided, Rotate Side 2: This option produces 2 sided copies from 2 sided  
originals and rotates 180 degrees every second sided image.  
Output  
Output is used to select the finishing requirements for the job. The options will  
depend on the finishing output device installed.  
Collated: Select Collated for output stacked in sets to match the sequence of  
the originals, i.e. (1,2,3 / 1,2,3).  
Uncollated: Select Uncollated for output sorted into stacks of individual  
pages, i.e. (1,1,1 / 2,2,2 / 3,3,3).  
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Copy  
Image Quality  
The Image Quality tab provides copy features used for adjusting the  
appearance of the copy output.  
Touch any of the top level buttons to select a feature. To view all the options  
for a feature, select the option required. Multiple options can be selected for  
each copy job if required.  
Original Type  
Use this feature to enhance the quality of your output.  
The Original Type option is used to enhance the copy quality of the output  
based on the type of original being scanned.  
Type  
Text  
Description  
Use for originals containing text or line art.  
Use for continuous tone photographs or printed  
half-tone originals.  
Photo  
Use for high quality lithographic images or  
continuous tone photos with text and/or graphics.  
Photo and Text  
Lighten / Darken  
Adjusts the lightness or darkness of the output. To darken the output, select  
the scroll down button. To lighten the output, select the scroll up button.  
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Copy  
Background Suppression  
Use to automatically reduce or eliminate the dark background resulting from  
copying colored paper or newspaper originals.  
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Copy  
Layout Adjustment  
The Layout Adjustment tab provides copy features used for adjusting the  
layout of the copy output.  
Book Copying  
Use when copying bound documents and books. Place the original document  
at the back, center of the document glass. If the document is too thick, lift the  
machine cover off the hinges slightly and then re-close the cover.  
Off: Use to deactivate the feature.  
Left Page: Use to scan and copy the left page of a bound document.  
Right Page: Use to scan and copy the right page of a bound document.  
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Both Pages: Use to scan and copy both pages of a bound document.  
Book Binding and Edges Erase: Use to erase shadows of a binding or book  
edge from the left and right edge of the document.  
Original Size  
Use this option to program the size of the originals being scanned or enable  
the machine to recognize the size of the originals.  
Auto Detect: Use this option to allow the machine to automatically recognize  
the size of the originals being fed through the document feeder.  
NOTE: Auto Detect is only available when there are originals detected on  
DADF.  
Preset Scan Areas: Use this option to specify the dimensions of the  
document scanning region when scanning from the document glass. There  
are several standard size dimensions that correspond to common document  
sizes and orientations.  
Custom Scan Areas: Use this option to manually adjust the scanning  
dimensions using the scroll buttons.  
Mixed Size Originals: Use this feature to copy a document containing mixed  
size originals. The originals must be the same width, for example 8.5 x 11"  
and 8.5 x 14". Load documents in the document feeder when using this  
feature.  
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Copy  
Edge Erase  
Use this feature to “refresh” the quality of an original that has become torn or  
frayed at the edges, or that has hole punch, staple or other marks.  
All Edges (minimum): Erases equal amounts on all edges of the copies  
(minimum 0.04").  
All Edges (maximum): Erases equal amounts on all edges of the copies  
(maximum 0.24").  
Small Original Erase: Use to erase 0.24" (6 mm) from the edge of the  
document when the original is smaller than the selected copy paper size.  
Hole Punch Erase: Use to erase hole punch marks from the left and right  
edge of the document.  
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Copy  
Image Shift  
This feature enables the position of the image on the page to be adjusted.  
Off: The image position is not adjusted.  
Auto Center: Automatically centres the scanned image on the output paper.  
Margin Shift: Creates a binding edge for the document. The image can be  
adjusted up or down on the page or shifted to the right or left. Use the up/  
down and left/right scroll buttons to adjust the amount of shift. The image can  
be shifted between 0 and 0.80", in 0.1" increments.  
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Copy  
Output Format  
The Output Format tab is used to produce different options for the finished  
output.  
Booklet Creation  
Use this feature to create booklets from a sequential set of either single-sided  
or double-sided originals. The machine prints 2-sided automatically, which,  
when folded, produces a booklet with all the pages in the correct sequence.  
The machine will also reduce and correctly position each image to fit on the  
selected paper.  
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NOTE: Feed the originals from the document feeder, and ensure that the  
Original Size settings on the Image Adjustment tab is set to Auto-detect.  
Off: The feature is switched off.  
On: Use this option to enable the Booklet Creation feature. There are two  
further options available, when Booklet Creation is enabled.  
Option  
Description  
Select this option if the originals are single-sided.  
1 Sided Originals  
2 Sided Originals  
Select this option if the originals are double-sided.  
Covers  
Use this feature to automatically add covers to your copied set using stock  
taken from a different tray than the copies. Covers must be the same size and  
orientation as the main body of the job.  
No Covers: The feature is switched off.  
Front Only: Use this option to add a front cover to the copies.  
Back Only: Use this option to add a back cover to the copies.  
Front and Back: Use this option to add both a front and back cover to the  
copies.  
Transparency Separators  
Use this feature to add either a blank or printed divider between each  
transparency within a set. Always load transparencies in the Bypass Tray.  
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Copy  
Transparency jobs will be delivered single-sided, and collated with no  
finishing. The quantity can only be set to 1 for this feature.  
Transparency Supply: Select this button to specify the tray from which the  
machine needs to use the transparency stock.  
Separator Supply: Select this button to specify the tray from which the  
machine needs to use the separator stock.  
Page Layout  
This feature is used to copy two or more documents, in a reduced size, onto  
one sheet of paper. It is ideal for creating handouts, storyboards or documents  
used for archival purposes.  
NOTE: Originals must be loaded in the document feeder when using this  
feature.  
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Copy  
1 Page Up: Copies an original onto one sheet of paper.  
2 Pages Up: Copies two separate originals onto one sheet of paper.  
4 Pages Up: Copies four separate originals onto one sheet of paper.  
NOTE: For landscape originals, place the top of the document at the back of  
the feeder. For portrait originals, place the top of the document to the left.  
Store Job  
Use this feature to store files and job settings.  
Off: The feature is switched off.  
Copy & Save: Use this option to copy the original documents and store in the  
device memory for retrieval later.  
NOTE: Save Only: Store the originals in the device memory for retrieval later.  
No hard copy output is produced.  
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Copy  
ID Card Copy  
Use this feature to copy both sides of an ID document, e.g. a driver’s license,  
onto one side of paper.  
1. Select Services Home to display the Services Home screen.  
2. Select ID Card Copy to display the ID Card Copy screen.  
3. Configure the output to improve the quality of the copy.  
Paper Supply: Use the Paper Supply options to select a paper tray for the  
copy job.  
Lighten / Darken: Adjusts the lightness or darkness of the output. To  
darken the output, select the scroll down button. To lighten the output,  
select the scroll up button.  
Background Suppression: Use to automatically reduce or eliminate the  
dark background resulting from copying colored backgrounds.  
4. Place one corner of the ID card into the back left-hand corner of the  
document glass.  
5. Press Start to copy side 1.  
6. Turn the ID card over to scan the second side.  
7. Press Start to copy side 2. Both sides of the ID card print on the same  
side of the output copy.  
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4 Fax  
The Fax feature may not be available on your machine, depending on your  
configuration. There are two types of Fax service - Embedded Fax and Server Fax.  
Although both fax services can be installed, only one fax service can be enabled.  
Your System Administrator will set up the default fax service. This chapter contains  
information about the options available within both fax services.  
NOTE: Embedded Fax is the default service when both fax services are installed.  
Embedded Fax  
Once enabled on your machine, you will be able to transmit and receive hard copy fax  
jobs over the telephone network directly to and from another fax machine. Your images  
are sent from your machine directly to the fax number entered. This type of fax travels  
over normal telephone lines and will therefore be charged at telephone rates.  
Server Fax  
Once enabled on your machine, you will be able to transmit and receive hard copy  
faxes without a dedicated telephone line on the machine. Your images are sent from  
your machine, via your network, to a fax server which forwards them on to the fax  
number you entered.  
Access to the Fax features is gained using the Services Home button on the touch  
screen and Fax to display the Fax feature tabs.  
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Fax  
Fax Procedure  
This section describes the basic procedure for sending faxes. Follow the steps  
below.  
Load the Documents – page 60  
Select the Features – page 61  
Color Faxing – page 63  
Dial the Number - page 64  
Start the Fax Job – page 64  
Job Status Screen – page 64  
Stop the Fax Job – page 64  
NOTE: If the authentication feature is enabled, you may need an account  
number before using the machine. To get an account number, or for more  
information, contact the System Administrator.  
1 Load the Documents  
You can load the documents to be faxed either on the Document Glass or  
through the Document Feeder.  
For information on setting up the paper trays, refer to Setting up Paper Trays  
in the Setups chapter on page 178.  
Document Feeder:  
The following steps explain how to load documents using the document  
feeder:  
1. Before loading the documents into the document feeder, ensure they are  
in good condition and remove all staples and paper clips.  
2. Insert the documents neatly into  
the document feeder, face up. The  
first page should be on top with  
the headings towards the left of  
the machine.  
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Fax  
ꢀ
Up to 50 sheets of 20  
3. Place the stack in between the guides aligning the left edge with the  
lb (80 g/m²) bond paper can  
be loaded. Weight ranges  
from 12.5 lb to 28 lb (50 -  
120 g/m²) - refer to Machine  
Specifications in the  
document feeder tray, and position the guides to just touch the edge of  
the documents.  
4. When Paper Supply is set to Auto, the machine automatically selects an  
appropriate tray.  
Specifications chapter on  
page 204 for full Document  
Feeder Specifications.  
Document Glass:  
The following steps explain how to load documents using the document glass:  
1. Raise the document feeder.  
Registration  
Arrow  
2. Place the document face down on the document glass, aligned with the  
tip of the registration arrow near the top left of the document glass.  
3. Lower the document feeder.  
2 Select the Features  
If the screen displays Job Status or Machine Status, press the Services  
Home button. If the touch screen displays other options, e.g. E-mail, select  
Services Home and select Fax from the displayed items.  
Various fax features can be selected for your fax job. The most common  
features are displayed on the Fax screen.  
NOTE: The Fax screen is not the same for Embedded and Server Fax.  
Embedded Fax has more features than Server Fax.  
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Fax  
1. Press the Services Home button on the control panel.  
Services Home  
button  
2. Select Fax on the touch screen. Ensure that the Fax screen is displayed  
NOTE: The image below shows the Embedded Fax screen.  
3. Press the Clear All button once on the control panel to cancel any  
previous selections, if needed. The control panel returns to the default  
Entry screen.  
4. Select the button for the feature required.  
Embedded Fax  
Feature  
Description  
Use this tab to select the standard options for a fax job,  
e.g. dial options, resolution, sides scanned, etc.  
Basic Faxing  
Use this tab to adjust the appearance of the copy output,  
e.g. image quality, etc.  
Image Quality  
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Fax  
Feature  
Description  
Use this tab to adjust the layout of the copy output, e.g.  
original size, edge erase, etc.  
Layout Adjustment  
Use this tab to access the advance fax features, e.g.  
reports, mailboxes, poll settings, etc.  
Fax Options  
If necessary, press one of the tabs and configure the fax settings. For  
information on the individual tabs, refer to the following:  
• Embedded Fax on page 66.  
• Embedded Fax Image Quality on page 71.  
• Embedded Fax Layout Adjustment on page 73.  
• Embedded Fax Options on page 74.  
Server Fax  
Feature  
Description  
Use this tab to select the standard options for a fax job,  
e.g. dial options, resolution, sides scanned, etc.  
Basic Faxing  
Use this tab to adjust the appearance of the copy output,  
e.g. image quality, color mode, etc.  
Image Quality  
Use this tab to adjust the layout of the copy output, i.e.  
original size.  
Layout Adjustment  
Fax Options  
Use this tab to access the Delay Send features.  
If necessary, press one of the tabs and configure the fax settings. For  
information on the individual tabs, refer to the following:  
• Server Fax on page 80.  
• Server Fax Image Quality on page 81.  
• Server Fax Layout Adjustment on page 82.  
• Server Fax Options on page 83.  
3 Color Faxing  
NOTE: Color Faxing is only available with Embedded Fax.  
Follow the steps below to send a color fax job.  
1. For color faxing, select Color Mode on the Image Quality tab.  
2. Select Full Color, then Save to confirm the settings.  
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Fax  
4 Dial the Number  
Select a dialing option to enter the fax number.  
Option  
Description  
Use this option to enter the number using the  
numeric keypad.  
Keypad Dial  
Allows you to get the dial tone before entering the fax  
number.  
Manual Dial  
Speed Dial  
Quickly select stored numbers from the Individual  
Directory/Address Book.  
Allows you to place a call to the last number or list of  
numbers dialed.  
Redial  
Used for multiple destinations.  
Send List  
For more information on dialing options, refer to Dialing Options in the Fax  
chapter on page 66.  
5 Start the Fax Job  
Press the Start button. The machine scans the originals, dials the entered  
number and attempts to connect with the remote fax machine. Once  
connected, the local machine sends the fax job. To print a confirmation or error  
report, refer to Fax Report in the Setups chapter on page 176.  
6 Job Status Screen  
To follow the progress of your fax  
job, press the Job Status button  
on the control panel to display the  
Job Status screen.  
The default Job Status screen  
displays all incomplete jobs,  
including the queued fax job. If  
there are no incomplete jobs in  
progress, the message “No  
Active Jobs” is displayed. For  
more information on the Job  
Status screen, refer to Job Status  
Screen in the Copy chapter on  
page 41.  
7 Stop the Fax Job  
Follow the steps below to manually cancel an activated fax job.  
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Fax  
1. Press the Stop button on the control panel to cancel the current fax job.  
2. To cancel a queued job press the Job Status button on the control panel  
to display the Active Jobs screen.  
3. Select the appropriate job from the queue to view the Progress of your  
Job screen.  
4. Select Delete from the Job Commands list.  
5. Select Confirm to delete the job or Cancel to return to previous screen.  
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Fax  
Embedded Fax  
Use the options available on the Fax tab to enter the recipient telephone  
number and to select the standard features for your fax job.  
Dialing Options  
Use the Dialing Options to enter the destination fax number or numbers for the  
fax job. Individual fax numbers can be entered using the keypad or an  
attached telephone handset, using the Speed Dial function or selected from  
the Directory.  
The Directory is a listing of Individual or Group numbers which have been  
previously set up and stored. The Directory is accessible when the Send List  
option is selected. Individual numbers can also be accessed from the  
Directory using the Speed Dial function.  
Keypad Dial Use this option to enter the number using the numeric keypad. The number  
entered appears in the fax window. If an incorrect entry is made, use the C  
button to delete the number and then enter the correct number.  
Use the Keypad Dial option to return to using the keypad to enter fax numbers  
after using alternative methods.  
Manual Dial Allows you to get the dial tone before entering the fax number. Used when  
sharing a fax and phone line. The Manual Dial mode must be used for color  
faxing.  
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Fax  
Manual Receive Allows you to receive a fax if a handset is attached.  
Speed Dial Speed Dial numbers are automatically created when a fax number is stored in  
the Individual Directory. Using the Speed Dial number saves time typing the  
complete fax destination number. To use Speed Dial, enter the 3 digit Speed  
Dial number required.  
To find out the Speed Dial number for an entry in the Individual Directory,  
select the Send List option and scroll through the Individual Directory to view  
the numbers assigned.  
Redial Redial allows you to place a call to the last number or list of numbers dialed.  
Send List The Send List is used when the fax is being sent to multiple destinations. Fax  
numbers can be entered into the Send List manually using the keypad, using  
Speed Dial or by using the Address Book. The Address Book stores and  
displays the fax recipient details. Information includes the recipient’s name,  
fax number and transmission preferences, as well as the resolution and  
communication mode. Individual and Group entries are stored in the Directory.  
The Current Send List displays a list of all the recipients for the fax. The list  
holds up to 200 locations (46 digits allowed per entry).  
To send a fax to multiple destinations, the Send List option is used.  
Destination numbers for the fax can be added to the Current Send List using  
any of the dialing methods available.  
Dialing Characters Special dialing characters can be added to your fax number using the Dialing  
Characters option. Dialing characters are special characters used for  
entering fax numbers. They are entered as part of the telephone number.  
Character  
Pause [,]  
Description  
Gives the machine time to switch from an inside line to  
an outside line during automatic dialing. For charge  
code numbers, enter a pause after the fax number but  
before the charge code number.  
Protects confidential information. For example, if a  
special charge code or credit card number is required  
for a call. The / character should be selected before and  
after entering confidential numbers. The numbers and  
characters entered between this character will appear  
as asterisks (*).  
Private Data  
Delimiter [/]  
Used to switch from pulse dialing to DTMF (tone or one-  
touch) dialing. After switching from pulse to tone, you  
cannot switch back to the original mode during the fax  
procedure.  
Pulse to Tone  
Switch [:]  
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Fax  
To select the required character:  
1. Enter the fax number via the hard keypad to the right of the touch screen.  
2. If required, select a Dialing Character from the touch screen.  
3. Select the Add Character button.  
4. Repeat as necessary and select the Save button when complete.  
5. Press the Start button to send the fax.  
Address Book  
The Address Book contains a list of addresses, numbers and details that are  
relevant to your company and/or you. Use the up/down scroll buttons to  
locate the recipient. Highlight the recipient in the list and select the Add to  
Recipients button. Continue this process until you have added all the required  
recipients. On completion select the Done button. The entered e-mail  
addresses will be shown in the Recipients list.  
Address Book Setup  
Use this feature to store destination names, fax numbers and transmission  
settings in your device. Entries stored here will be available for selection within  
the Send List feature on the Fax tab. Dialing Groups can also be set up,  
comprising of many individual entries.  
ꢀ This feature saves  
time when sending faxes  
to frequently used  
destinations.  
Address Book From the Fax tab, select the Address Book button to create a new Individual  
Setup Directory entry, or to edit an existing one:  
1. From the Individual Directory Setup screen, enter a Directory number or  
select one from the directory list.  
2. Select the Edit button.  
3. Touch the Entry Name field and enter the Directory name (maximum of  
20 characters).  
4. Select the Save button to confirm entries.  
5. Touch the Fax Number field and enter the fax number (including any  
Dialing Characters) using the number keypad.  
6. Select the Save button to confirm entries.  
7. Select the Save button again to save your entry to the Directory and  
return to the Setup screen. You can save up to 200 entries.  
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Fax  
Group Directory From the Fax tab, select the Address Book button to create a new Group  
Setup Directory entry, or to edit an existing one:  
1. Select Groups from the drop-down menu.  
2. From the Group Directory Setup screen, enter a Directory number or  
select one from the directory list.  
3. Select the Edit button.  
4. Touch the Group Name field and enter a unique Group number  
(maximum 20 characters).  
5. Select the Save button to confirm entry.  
6. Select the Add Recipients button.  
7. Select the required entry from Individual Directory to add to your Group.  
Either choose from the list, using the scroll buttons, or key in the  
Directory Location number using the keypad.  
8. Select the Add to Group button to add the Individual number to the  
Group. Continue selecting and adding as required.  
9. Select the Save button to save your entries and return to the Setup  
screen.  
2-Sided Scanning  
This is used to specify whether the originals are single-sided or two-sided.  
1 Sided: Use this option for originals that are printed on one side only.  
2 Sided: Use this option for originals that are printed on both sides.  
2 Sided - Rotate Side 2: Use this option for originals that are printed on both  
sides and the second side has been rotated. For example, if you are scanning  
a calendar which uses a “head to toe” format.  
Original Type  
NOTE: Original Type is only available with Embedded Fax.  
Use this option to enhance the quality of the fax based on the type of original  
being scanned.  
The options available are:  
Option  
Text  
Description  
Use for originals containing text or line art.  
Use for high quality lithographic images or continuous tone  
photos with text.  
Photo and Text  
Photo  
Use for continuous tone photographs.  
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Fax  
Resolution  
The Resolution affects the appearance of the fax at the receiving fax terminal.  
A higher resolution produces better quality for photos. However, a lower  
resolution reduces communication time.  
Standard 200 x 100 dpi - Recommended for text documents. It requires less  
communication time, but does not produce the best image quality for graphics  
and photos.  
Fine 200 x 200 dpi - Recommended for line art and photos. This is the default  
resolution and the best choice in most cases.  
NOTE: SuperFine resolution is only available with Embedded Fax.  
SuperFine 400 x 400 dpi - Recommended for average quality photos and  
graphics. It produces good quality images and a smaller file size than the  
600x600 resolution.  
SuperFine 600 x 600 dpi - Recommended for use with high quality photos and  
graphics. It produces the largest image file size, but delivers the best image  
quality.  
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Fax  
Embedded Fax Image Quality  
The Image Quality tab contains options that help you to enhance the  
appearance and style of your faxed document.  
Lighten / Darken  
Adjusts the lightness or darkness of the fax. To darken the fax, select the  
scroll down button. To lighten the fax, select the scroll up button.  
Background Suppression  
Use to automatically reduce or eliminate the dark background resulting from  
scanning colored paper or newspaper originals. Background Suppression is  
on by default.  
NOTE: Background Suppression is disabled if the Original Type is Photo.  
When Off is selected, Background Suppression is deactivated.  
Color Mode  
Use to transmit the fax in mono or color.  
Option  
Description  
Transmits a Black & White image.  
Black & White  
Full Color  
Transmits a Color image.  
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Fax  
Select the Save button to confirm Color Mode selection.  
NOTE: The receiving device must support color faxing for incoming jobs to  
receive fax jobs in color.  
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Fax  
Embedded Fax Layout Adjustment  
The Layout Adjustment tab contains the Fax Sending Features allowing you  
to set the Priority Send options.  
Original Size  
Use this option to select the size of the originals being scanned. The machine  
can determine the size of the originals automatically, or a size can be entered  
manually.  
Option  
Description  
Use this option to allow the machine to  
determine the size of the originals being fed  
through the document feeder.  
Auto-Detect  
Presets allow you to quickly define scan area  
using standard paper size dimensions.  
There are several dimensions that correspond to  
common document sizes and orientations.  
Presets  
Custom Size allows you to enter a non-standard  
size for your documents.  
Custom Size  
Mixed Sized Originals allow you to scan originals  
of different sizes at one time without any  
additional user intervention.  
Mixed Size Originals  
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Fax  
Embedded Fax Options  
The Fax Options tab available with Embedded Fax provides further fax  
features which can be used when transmitting faxes. To view all the options  
for a feature, select the feature required. Multiple options can be selected for  
each fax job if required.  
Polling  
Polling enables you to store fax documents into the machine’s memory for  
retrieval by another remote fax machine, or to poll a remote fax machine or  
mailbox to retrieve information.  
Store for Polling  
This option allows users to scan documents and store them. When remote  
machines poll the device, they are able to retrieve the scanned document(s).  
Passcodes can be set up to control which machines have access to the  
documents stored.  
Store for Polling  
Stored documents will not be deleted after a successful poll.  
Print Polling Documents  
To print documents stored for polling.  
Delete Polling Documents  
All documents stored for polling will be deleted.  
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Fax  
Remote Polling  
Poll Remote Fax  
This option allows users to contact a remote fax machine to locate and receive  
faxes stored by the remote machine. More than one remote machine can be  
polled at a time. Enable this feature by selecting Poll Remote Fax and  
selecting On.  
Enter the number of the remote machine you wish to poll. Poll more than one  
remote machine by using the Send List.  
Use the Delayed Send feature to poll at a specific time. This allows you to poll  
the remote machine when the line is less congested or when a cheaper rate  
applies. Only one delayed polling job is allowed at a time.  
Once you have entered the number of the remote machine and, if required,  
the time you wish to poll, press the Start button on the control panel to begin  
polling the remote machine or to store the polling command.  
All documents that have been successfully polled from the remote machine  
are printed on your machine.  
Poll Remote Mailbox  
This option allows users to contact a remote mailbox which is set up on a  
remote fax machine. When contact has been made, the remote machine  
sends the faxes stored within the mailbox. To use this option, you need to  
know the remote mailbox number and passcode.  
Enter the remote machine’s fax number using the control panel, or select the  
Send List button to select the required number from the directory. Group  
Directory is not available when using the poll remote mailbox feature, as only  
one telephone number can be entered at a time.  
To poll a remote mailbox you must know the mailbox number. Use the keypad  
to enter the number of the mailbox you wish to poll in the Mailbox Number  
input field.  
If the remote mailbox is protected with a passcode, use the keypad to enter  
the passcode in the Passcode input field. If the passcode does not match the  
remote mailbox passcode, the poll will fail.  
NOTE: If the Passcode input field is left blank, the default passcode 0000 is  
used.  
Once you have entered the number and details of the remote machine mailbox  
you wish to poll, press the Start button on the control panel to begin polling  
remote machine mailbox.  
All fax documents that have been successfully polled from the remote mailbox  
are printed on your machine.  
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Fax  
Delay Send  
Delayed Send enables you to specify the time of a fax transmission or poll.  
This option can be used to delay transmission of a fax job for a minimum  
period of 15 minutes and a maximum period of 23hrs 59mins, by specifying  
the time at which the fax is to be sent.  
Select Off to send the fax immediately.  
Select Specific Time to enter the time you wish the fax to be sent. Enter the  
hours and minutes separately and press AM or PM to denote if you want the  
fax to be sent in the morning or the evening.  
Send Header Text  
Select On to enable transmission header details on outgoing faxes. To format  
Transmission Header details, refer to Transmission Header Text in the Setups  
chapter on page 173.  
Mailboxes  
Mailboxes are areas of machine memory where incoming faxes are stored or  
from which outgoing faxes can be polled (see Polling – page 74). The System  
Administrator can set up to 20 mailboxes on your machine.  
You can use a mailbox located on the same machine you are using (local  
mailbox), or a mailbox set up on a remote machine (remote mailbox).  
Local mailboxes can contain both stored or received documents. Stored  
documents are placed in the local mailbox by the user standing at the device;  
received documents are placed in the local mailbox by a remote fax device.  
The local mailbox may be password protected and a local user can delete or  
print the contents of the mailbox.  
Documents held within the local mailbox are recognized as stored for polling,  
printing or deleting by the user. To access a mailbox you must enter the 3 digit  
mailbox number and, if applicable, a 4 digit mailbox passcode. Please contact  
your System Administrator for more information.  
NOTE: The storage time for faxes is set up by your System Administrator.  
Store to Mailbox Allows users to scan and store fax documents for polling. Documents are  
stored in your mailbox and automatically sent to a remote fax machine when  
requested.  
1. Enter Mailbox number (max 20 digits).  
2. Enter Mailbox passcode (4 digit code).  
3. Press Start.  
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Fax  
Print Mailbox Allows you to print a hard copy of the documents stored in a mailbox.  
Documents  
1. Enter Mailbox number (max 20 digits).  
2. Enter Mailbox passcode (4 digit code).  
3. Press Start.  
Delete Mailbox Allows you to delete all the documents stored within a mailbox.  
Documents  
NOTE: If the Delete Mailbox Documents or Print Mailbox Documents button is  
selected then both received and stored documents within the selected  
mailbox will be printed or deleted.  
1. Enter Mailbox number (max 20 digits).  
2. Enter Mailbox passcode (4 digit code).  
3. Press Start.  
Send to a Remote Allows you to send a fax document directly to an individual’s private mailbox  
Mailbox on a remote machine.  
NOTE: This feature will only be available when the remote machine has  
mailbox capability and when the user sending the document knows the  
mailbox number of the recipient.  
Enter the recipient’s fax number using the control panel, or select the Send  
List button and select the recipient from the directory. Group Directory is not  
available when using the send to a remote mailbox feature, as only one  
telephone number can be entered at a time.  
If enabled, a confirmation report is printed once the documents are sent to the  
remote mailbox.  
Original Size  
Use this option to select the size of the originals being scanned. The machine  
can determine the size of the originals automatically, or a size can be entered  
manually..  
Option  
Description  
Use this option to allow the machine to  
determine the size of the originals being fed  
through the document feeder.  
Auto-Detect  
Presets allow you to quickly define scan area  
using standard paper size dimensions.  
There are several dimensions that correspond to  
common document sizes and orientations.  
Presets  
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Fax  
Option  
Description  
Custom Size allows you to enter a non-standard  
size for your documents.  
Custom Size  
Mixed Sized Originals allow you to scan originals  
of different sizes at one time without any  
additional user intervention.  
Mixed Size Originals  
Fax Sending Features  
Select this feature to access the options which enable you to apply additional  
transmission features to your fax job.  
Priority Send Priority Send enables you to send a fax job ahead of all other fax jobs in  
memory. It will not interrupt a currently active fax job.  
Select On to enable this option. The job chosen under Priority Send will be  
displayed in the job status queue as the highest priority job (except for the job  
currently in process).  
Fax Reports  
This feature enables you to obtain information about the status of the fax  
feature on your machine.  
The various reports available are:  
Report  
Description  
Fax Phone Book  
Displays stored numbers in the Speed Dial List, the Group  
Dial List and Mailboxes.  
Fax Confirmation  
Displays confirmation of Fax completion status, e.g. CP:  
completed, FA: Fail, TS: Terminated by System.  
Fax Transmission  
Fax Receive  
Displays the last 50 faxes sent by the machine.  
Displays the last 50 fax jobs received on the machine.  
Fax Broadcast  
Reports on the success or failure of a specific fax job  
which includes more than one destination.  
Fax Protocol  
Fax Multipoll  
Junk Fax List  
Displays low level communication details for the last fax  
transmitted or received.  
Reports on the success or failure of a specific polling fax  
job which includes more than one destination.  
Displays the fax numbers defined as junk fax numbers by  
the System Administrator.  
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Fax  
Report  
Description  
Pending Jobs  
Displays the fax jobs in the machine’s memory waiting to  
be sent or printed. This report also gives a percentage of  
available memory on the machine.  
Fax Options  
Lists current Fax Option settings, e.g. ring volume, redial  
count, date format, etc.  
Select the required report (use the scroll keys to review complete list) and then  
select the Print Report button.  
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Fax  
Server Fax  
Use the options available on the Fax tab to enter the recipient telephone  
number and to select the standard features for your fax job.  
For information on the features available, please refer to Embedded Fax in the  
Fax chapter on page 66.  
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Fax  
Server Fax Image Quality  
The Image Quality tab available with Server Fax provides further fax features  
which can be used when transmitting faxes. To view all the options for a  
feature, select the feature required. Multiple options can be selected for each  
fax job if required.  
Lighten/Darken  
Adjusts the lightness or darkness of the fax. To darken the fax, select the  
scroll down button. To lighten the fax, select the scroll up button.  
Background Suppression  
Use to automatically reduce or eliminate the dark background resulting from  
scanning colored paper or newspaper originals. Background Suppression is  
on by default.  
When Off is selected, Background Suppression is deactivated.  
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Fax  
Server Fax Layout Adjustment  
The Layout Adjustment tab available with Server Fax allows the user to  
program the size of the originals being scanned or enable the machine to  
recognize the size of the originals.  
Original Size  
Use this option to select the size of the originals being scanned. The machine  
can determine the size of the originals automatically, or a size can be entered  
manually.  
Option  
Description  
Use this option to allow the machine to  
determine the size of the originals being fed  
through the document feeder.  
Auto-Detect  
Presets allow you to quickly define scan area  
using standard paper size dimensions.  
There are several dimensions that correspond to  
common document sizes and orientations.  
Presets  
Custom Size allows you to enter a non-standard  
size for your documents.  
Custom Size  
Mixed Sized Originals allow you to scan originals  
of different sizes at one time without any  
additional user intervention.  
Mixed Size Originals  
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4
Fax  
Server Fax Options  
The Fax Options tab available with Server Fax allows the user to send a fax  
at a pre-specified time to avoid peak charging times.  
Delay Send  
Delay Send enables you to specify the time of a fax transmission or poll. This  
option can be used to delay transmission of a fax job for a minimum period of  
15 minutes and a maximum period of 23hrs 59mins, by specifying the time at  
which the fax is to be sent.  
Select Off to send the fax immediately.  
Select Specific Time to enter the time you wish the fax to be sent. Enter the  
hours and minutes separately and press AM or PM to denote if you want the  
fax to be sent in the morning or the evening.  
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Fax  
Forward to Fax/E-mail Features  
The Forward to Fax / E-mail feature allows incoming or outgoing faxes to be  
automatically forwarded to either another fax number or e-mail address. The  
System Administrator configures the feature via the Web UI. The System  
Administrator can also enable the Print Local Copy option to print a local copy  
of the forwarded or received fax or e-mail.  
For more information about this feature, consult the System Administrator  
Guide, or contact your System Administrator.  
Forward to Fax  
This feature allows incoming or outgoing faxes to be automatically forwarded  
to an anonymous fax recipient.  
You can choose to forward the following:  
• Transmitted Faxes  
• Received Faxes  
• All Faxes  
Forward to Email  
This feature allows incoming or outgoing faxes to be automatically forwarded  
to another e-mail recipient.  
You can choose to forward the following:  
• Transmitted Faxes  
• Received Faxes  
• All Faxes  
When forwarding to an email recipient, you can select one of these output  
formats:  
• Portable Document Format - PDF  
• Tagged Image File Format - TIFF  
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5 Network Scanning  
This chapter contains information about the options available within Network Scanning.  
Network Scanning is a standard feature on the Phaser 3635MFP.  
Network Scanning enables the creation of an electronic image file.  
If Network Scanning has been enabled, an electronic file can be created from a hard  
copy original. The electronic file can be filed, faxed, or distributed through e-mail.  
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Scan Procedure  
This section describes the basic procedure for scanning. Follow the steps  
below.  
Load the Documents – page 86  
Select Network Scanning – page 87  
Select Network Scanning Template – page 88  
Change Feature Settings – page 88  
Start the Network Scanning Job – page 89  
Job Status Screen – page 89  
Stop the Network Scanning Job – page 90  
NOTE: If an authentication feature is enabled, you may need an account  
before using the device. To get an account, or for more information, contact  
the System Administrator.  
1 Load the Documents  
You can load the documents to be scanned either on the Document Glass or  
through the Document Feeder.  
Document Feeder:  
The following steps explain how to load documents using the document  
feeder:  
1. Before loading the documents into the document feeder, ensure they are  
in good condition and remove all staples and paper clips.  
2. Insert the documents neatly into  
the document feeder, face up. The  
first page should be on top with  
the headings towards the left of  
the machine.  
3. Place the stack in the middle of  
the guides aligning the left edge  
with the document feeder tray, and  
position the guides to just touch  
the edge of the documents.  
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Document Glass:  
The following steps explain how to load documents using the document glass:  
1. Raise the document feeder.  
Registration  
Arrow  
2. Place the document face down on the document glass, aligned with the  
tip of the registration arrow near the top left of the document glass.  
3. Lower the document feeder.  
2 Select Network Scanning  
Press the Services Home button and select Network Scanning from the  
displayed items.  
1. Press the Services Home button on the control panel.  
Services Home  
button  
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Network Scanning  
2. Select Network Scanning on the touch screen. Ensure that the Network  
Scanning screen is displayed.  
NOTE: If an authentication feature is enabled, you may need an account  
number before using the machine. To get an account number, or for more  
information, contact the System Administrator.  
3 Select Network Scanning Template  
Network Scanning uses preset templates created by the System  
Administrator. These templates already contain feature settings customized to  
the user. Use the up/down scroll buttons located to the right of the Template  
List on the Network Scanning tab to move through the list and select a  
Template.  
To get quickly to a specific page in the Template list, use the number keypad  
to identify the page number then select the pound (#) key. The counter will  
display the page location.  
For more information on Network Scanning templates, refer to Network  
Scanning on page 92.  
4 Change Feature Settings  
To temporarily change the template settings, perform the following:  
1. Press the Clear All button once on the control panel to cancel any  
previous selections. The control panel returns to the default Entry  
screen.  
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NetworkScanning  
2. Select one of the following tabs for the feature required.  
Feature  
Description  
Use the features on this tab to select the required  
template. Use this feature also to temporarily change  
the information relating to your original, e.g. color  
scanning, 2 sided originals, etc.  
Network Scanning  
Use the features on this tab to update recently created  
templates or temporarily change the scan settings  
affecting appearance and style, e.g. image quality,  
resolution, file size, etc.  
Advanced Settings  
Use the features on this tab to temporarily change the  
information relating to your original, e.g. size of scanned  
original, scan to edge.  
Layout Adjustment  
Filing Options  
Use the features on this tab to manage the file  
destinations, formats and metadata.  
If necessary, press one of the tabs and configure the network scan settings.  
For information on the individual tabs, refer to the following:  
Network Scanning - page 92  
Advanced Settings - page 96  
Layout Adjustment - page 100  
Filing Options - page 100  
5 Start the Network Scanning Job  
Press the Start button. The machine scans the originals and transfers them to  
the scan repository identified by the selected template.  
6 Job Status Screen  
To follow the progress of your  
scanning job, press the Job Status  
button on the control panel to  
display the Job Status screen  
The default Job Status screen  
displays all incomplete jobs,  
including the queued network scan  
job. If there are no incomplete jobs  
in progress, the message “No Active  
Jobs” is displayed. For more  
information on the Job Status  
screen, refer to Job Status Screen in  
the Copy chapter on page 41.  
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Network Scanning  
7 Stop the Network Scanning Job  
Follow the steps below to manually cancel an activated scanning job.  
1. Press the Stop button on the control panel to cancel the current scanning  
job.  
2. To cancel a queued job press the Job Status button on the control panel  
to display the Active Jobs screen.  
3. Select the appropriate job from the queue.  
4. Select Delete from the Job Commands list.  
5. Select Confirm to delete the job or Cancel to return to previous screen.  
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NetworkScanning  
Network Scanning Resources  
Additional scanning software can be added to the machine’s scanning  
capabilities:  
FreeFlow™ Enables the installation, set up and management of Network Scanning on the  
SMARTsend™ network. FreeFlow™ SMARTsend™ is composed of several different  
elements that work together to create and deliver the scanned document to its  
final destination. For more information, contact your Xerox sales  
representative.  
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Network Scanning  
Network Scanning  
There are two important areas of information under the Network Scanning tab:  
Template List and Template Details.  
For more information on templates, refer to Template Overview on page 93  
and Repositories on page 93.  
Templates  
Templates currently available to the user are listed on the screen. On  
installation, the factory default template ’DEFAULT’, in upper case, displays in  
the template list. The default template appears at the top of the list and is  
selected automatically. All other templates follow in alpha-numeric order.  
There is a maximum of 250 templates.  
The template list contains two types of templates:  
• Network templates - these are templates stored in a remote template pool  
repository, and created using software such as FreeFlow, SMARTsend.  
ꢀ A default template  
can also be created  
using FreeFlow™  
• Local templates - these are templates stored locally on the device and  
created using CentreWare Internet Services, WIA or TWAIN drivers.  
SMARTsend™Software.  
The word ’default’ will be  
displayed in lower case.  
Details  
The Details section on the right side of the screen displays information about  
the selected template. Each time you select another template file, this area will  
update to display information associated with the selected template.  
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NOTE: Any changes made to the template at the machine are temporary.  
Permanent changes must be made with the same utility that created the  
template.  
Template Overview  
Successful scanning requires selecting a template at your machine.  
Templates contain pre-selected options which will be applied to the scanned  
original, for example, information about the final destination of your job (the  
repository) and the image quality settings are defined within the template,  
along with the template name.  
Creating Refer to the System Administration CD for more information on creating  
Templates templates.  
NOTE: Template names are limited to 20 characters. Template names  
containing more than 20 characters will be shortened to the first 20  
characters. Remember this when searching for existing templates or  
assigning template names.  
Selecting a Select a template based on where the file is required to be sent. Normally, the  
template System Administrator will have established a template for use by each user.  
Changing After a template is selected, most of the pre-programmed settings like sides  
Preprogrammed scanned, image quality and resolution, can be temporarily changed. The  
Template output destination assigned to the template cannot be changed at the  
Selections machine, but an alternate destination can be added.  
Repositories  
Repositories are directories or filing locations set up on a server where your  
scanned files are held. Before you can use Network Scanning your System  
Administrator must set up the repositories available to your machine. The  
repositories are defined in the template and cannot be changed at the  
machine. Up to 5 repositories (1 default, 1 dedicated to the server fax and 3  
additional) can be defined.  
Output Color  
Use this option to scan Mono, Grayscale or Full Color originals.  
Option  
Description  
Use this option to scan a color original.  
Full Color  
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Network Scanning  
Option  
Description  
Use this option to scan an original with multiple shades of  
gray.  
Grayscale  
Black & White  
Use this option to scan a black and white original.  
2 Sided Network Scanning  
This is used to specify whether the originals are single-sided or double-sided.  
Description  
Option  
1 Sided  
2 Sided  
Use this option for originals that are printed on one side  
only.  
Use this option for originals that are printed on both sides.  
Use this option for originals that are printed on both sides.  
This option will rotate side 2.  
2 Sided  
Original, Rotate  
Side 2  
Original Type  
Use this feature to select the type of original being scanned.  
Option  
Description  
Use for originals containing photographs and text.  
Photo & Text  
Use for continuous tone photographs or high quality printed  
half-tone originals.  
Photo  
Text  
Use for originals containing text or line art.  
Resolution  
Resolution affects the appearance of the scanned image. The higher the  
scanning resolution (dpi - dots per inch) the better the image quality.  
Resolution  
72 x 72 dpi  
Description  
Produces the smallest image file size and is recommended for  
documents which are to be viewed electronically or archived.  
Produces a small file size and is recommended for simple text  
documents.  
100 x 100 dpi  
200 x 200 dpi  
Recommended for average quality text documents and line  
art.  
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NetworkScanning  
Resolution  
Description  
Recommended for high quality text documents and line art.  
Can also be used for medium quality photos and graphics.  
This is the default resolution and the best choice for most  
documents.  
300 x 300 dpi  
Recommended for average quality photos and graphics. It  
produces good quality images and a smaller file size than the  
600x600 resolution.  
400 x 400 dpi  
600 x 600 dpi  
Recommended for use with high quality photos and graphics.  
It produces the largest image file size, but delivers the best  
image quality.  
If Color mode is selected, the maximum resolution is 300 x 300 dpi.  
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Network Scanning  
Advanced Settings  
The Advanced Settings tab allows you to update recently created network  
templates or to temporarily manipulate the scan template to enhance the  
appearance and style of your scanned image.  
Lighten/Darken  
Use this feature to enhance the quality of your scanned originals. Adjusts the  
lightness or darkness of the output. To darken the output, select the scroll  
down button. To lighten the output, select the scroll up button.  
Background Suppression  
Use to automatically reduce or eliminate the dark background resulting from  
copying colored paper or newspaper originals.  
NOTE:  
Quality / File Size  
The Quality / File Size settings allow you to choose between scan image  
quality and file size.  
Option  
Description  
Use this option to produce good quality  
images and the smallest file size.  
Normal Quality  
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NetworkScanning  
Option  
Description  
Use this option produces high quality images  
and larger file sizes.  
Higher Quality  
Use this option for the highest image quality  
and the largest file size.  
Maximum Quality  
NOTE: Large files are not ideal for sharing and transmitting over the network  
due to the high processing demands they place on system resources.  
Update Templates  
Use this feature if you want to update a recently created or updated Network  
template and cannot wait until the system automatically updates the system.  
Local template updates are immediate and automatic.  
NOTE: The template update can take several minutes.  
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Network Scanning  
Layout Adjustment  
Use this feature to temporarily change the information relating to your original.  
Original Size  
Use this option to select the size of the originals being scanned. The machine  
can determine the size of the originals automatically, or a size can be entered  
manually.  
NOTE: If your machine does not show Mixed Size Originals, it is  
recommended that the originals used are of the same size.  
Option  
Description  
Use this option to allow the machine to  
determine the size of the originals being fed  
through the document feeder.  
Auto-Detect  
Use this option to specify the dimensions of the  
document scanning region when scanning from  
the document glass. There are several  
dimensions that correspond to common  
document sizes and orientations. Select a  
standard size or use Custom to manually adjust  
the scanning dimensions.  
Manual Size Input  
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NetworkScanning  
Scan to Edge  
Use this feature to “refresh” the quality of an original that has become torn or  
frayed at the edges, or that has hole punch, staple or other marks.  
When Scan to Edge is set to On, the device will scan the image to the edges  
of the original.  
When Scan to Edge is set to Off, a small blank border will be added around  
the scan edges to prevent uneven lines around the edges.  
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Network Scanning  
Filing Options  
Use this feature to manage the file destinations, formats and metadata.  
File Name  
Use this option to change the Document Name from the template default.  
Type your document name using the soft touch screen keypad, then select the  
Save button.  
Use the following options to configure the policy if the file name already exists:  
Option  
Description  
Use this option when you want the machine to  
name the new file (or folder) with a unique name.  
Rename New File  
Use this option to add the newly created  
scanned image file to an existing document with  
the same name as the document being scanned.  
This option is not available with Multi-Page Tiff,  
XPS and PDF file format options.  
Append to Existing File  
Use this option to replace the existing file that  
has the same filename as the newly created  
scanned image file.  
Overwrite Existing file  
Do Not Save  
Use this option to cancel the scanning operation  
if a file with the same name as the newly created  
scanned image file is detected.  
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Option  
Description  
Use this option when you want the machine to  
name the new file (or folder) with a unique name,  
along with the current date and time.  
Add Date to Name  
File Format  
Use the File Format option when the job is to be sent with a different file format  
than that set as the template default.  
Option  
Description  
Portable Document Format. Given the right software the  
recipient of the scanned image can view or print the file, no  
matter what their computer platform. PDF files usually open  
with Adobe Acrobat Readers.  
PDF  
Tagged-Image File Format. A graphic file that can be opened  
in a variety of graphic software packages across a variety of  
computer platforms.  
Multi-Page  
TIFF  
Tagged-Image File Format. A graphic file that can be opened  
in a variety of graphic software packages across a variety of  
computer platforms.  
Single-Page  
TIFF  
JPEG formats are graphic files, that can be accessed with all  
graphics or image editing applications.  
NOTE: JPEG option is available only in Color and Grayscale  
mode.  
JPEG  
XPS  
XML Paper Specification. Provides a page-by-page view of  
the document's content as it would be printed..  
Document Management Fields  
Document Management Fields provide information which is filed with your  
scanned documents in the Job Log.  
Third party applications can be used to search, file and distribute jobs based  
on their Job Log information.  
Add File Destinations  
The System Administrator can set up multiple Network Scanning destinations  
on the machine. Once configured, a user can add any of these destinations to  
their existing template.  
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Network Scanning  
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6 E-mail  
Scan to E-mail is a standard feature on the Phaser 3635MFP. This chapter contains  
information about the options available within E-mail.  
When enabled, scanned images can be sent as an e-mail attachment to a specified e-  
mail recipient or recipients. Access to the E-mail features is gained using the Services  
Home button on the control panel.  
The tabs available for selecting E-mail features are:  
• E-mail - page 111  
• Advanced Settings - page 114  
• Layout Adjustment - page 116  
• E-mail Options - page 117  
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E-mail  
E-mail Procedure  
This section describes the basic procedure for sending e-mails from the  
machine. Follow the steps below:  
Load the Documents – page 104  
Select the Features – page 105  
Enter the Address Details - page 107  
Start the E-mail Job – page 109  
Job Status Screen – page 110  
Stop the E-mail Job – page 110  
NOTE: If an authentication feature is enabled, you may need an account  
before using the device. To get an account, or for more information, contact  
the System Administrator.  
1 Load the Documents  
You can load the documents to be e-mailed either on the Document Glass or  
through the Document Feeder.  
For information on setting up the paper trays, refer to Setting up Paper Trays  
in the Setups chapter on page 178.  
Document Feeder:  
The following steps explain how to load documents using the document  
feeder:  
1. Before loading the documents into the document feeder, ensure they are  
in good condition and remove all staples and paper clips.  
2. Insert the documents neatly into  
the document feeder, face up. The  
first page should be on top with  
the headings towards the left of  
the machine.  
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E-mail  
ꢀ
Up to 50 sheets of 20  
3. Place the stack in the middle of the guides aligning the left edge with the  
document feeder tray, and position the guides to just touch the edge of  
the documents.  
lb (80 g/m²) bond paper can  
be loaded. Weight ranges  
from 12.5 lb to 28 lb (50 -  
120 g/m²) - refer to Machine  
Specifications in the  
Specifications chapter on  
page 204 for full Document  
Feeder Specifications.  
Document Glass:  
The following steps explain how to load documents using the document glass:  
1. Raise the document feeder.  
Registration  
Arrow  
2. Place the document face down on the document glass, aligned with the  
tip of the registration arrow near the top left of the document glass.  
3. Lower the document feeder.  
2 Select the Features  
Press the Services Home button and select E-mail from the displayed items.  
Various e-mail features can be selected for your e-mail job. The most common  
features are displayed on the E-mail screen.  
1. Press the Services Home button on the control panel.  
Services Home  
button  
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E-mail  
2. Select E-mail on the touch screen. Ensure that the E-mail screen is  
displayed.  
NOTE: If an authentication feature is enabled, you may need an account  
before using the device. To get an account, or for more information, contact  
the System Administrator.  
3. Press the Clear All button once on the control panel to cancel any  
previous selections. The control panel returns to the default Entry screen.  
4. Select the From: field on the touch screen. The Keypad screen will  
display.  
5. Enter your email address as the Sender and select Save.  
NOTE: If the E-mail feature is accessed via Authentication Mode, the  
sender's e-mail address will be auto-filled. The sender may also search for  
their e-mail address via the Address Book.  
6. Select the one of the following tabs for the feature required.  
Feature  
Description  
Use the features on this tab the standard options for an  
e-mail job, e.g. address fields, subject lines, message  
body, etc.  
E-mail  
Use this tab to enter the settings of the e-mail originals,  
e.g. color scanning, 2 sided originals, type, etc.  
Use the features on this tab to access the advanced e-  
mail settings, e.g. image options, resolution, file format,  
etc.  
Advanced Settings  
Layout Adjustment  
Use the features on this tab to adjust the layout, e.g.  
original size, scan to edge, etc.  
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E-mail  
Feature  
Description  
Use the features on this tab to select the file format, add  
a Reply To address or add an e-mail message.  
E-mail Options  
If necessary, press one of the tabs and configure the e-mail settings. For  
information on the individual tabs, refer to the following:  
E-mail - page 111  
Advanced Settings - page 114  
Layout Adjustment - page 116  
E-mail Options - page 117  
3 Enter the Address Details  
There are three methods to enter an e-mail address destination:  
• Manually enter the e-mail address.  
• Use the Address Book option to enter an e-mail address from the address  
book available on your machine. You do not need to enter the full name,  
and can search the address book on the first few letters.  
• Use the .com key on the email keypad  
To manually enter an e-mail address  
1. From the E-mail screen choose the New Recipient button. The New  
Recipient keypad screen will appear.  
NOTE: To show upper or lower case, accented characters or numbers by  
selecting the Shift key on the Keypad screen. To change languages choose  
the Keyboard Layout key on the Keypad screen.  
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E-mail  
2. Type in a valid e-mail address and select the Add button.  
3. To add more recipients, repeat the previous step.  
4. To enter recipient address(es) as Copy (Cc:) or Blind Copy (Bcc:)  
addresses, select the To: button. Select either Cc: or Bcc: from the drop-  
down menu options.  
5. When all recipient addresses have been added, select the Close button.  
To enter a programmed recipient address using the .com  
key  
The .com key is a programmable key that can hold full e-mail addresses (i.e.  
[email protected]) or partial e-mail address (i.e. xerox.com).  
1. From the New Recipient keypad screen select the .com key and select  
an address.  
2. To add the address to the recipient list, select the Add button.  
3. When all recipient addresses have been added, select the Close button.  
To add recipient addresses using the Address Books  
1. From the E-mail screen choose the Address Book button. The New  
Recipient keypad screen will appear.  
2. Enter the first few characters of the recipient's name or e-mail address  
and select the Search button. The Xerox device will return a list of names  
that match your entry.  
3. Choose the desired recipient from the list returned and select the Add  
button.  
4. When all recipient addresses have been added, select the Close button.  
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E-mail  
NOTE: If there are no matching entries:  
1) Select the Address Book button to search the other address book. If  
one or more matches are found based on the search criteria, the  
matches display on the touch screen.  
2) Use the up/down scroll buttons to locate the recipient.  
3) Select the recipient in the list and select the Add button.  
4) Repeat the above procedure to add more recipient addresses.  
5) When all recipient addresses have been added, select the Close  
button. The entered e-mail addresses will be shown in the Address  
List.  
Optional information  
From the E-mail screen, select Edit Subject to add a subject line that will  
appear in the recipient’s e-mail inbox. Use the touchscreen keypad to enter  
the text.  
Select Message Body to add a short message to accompany the scanned  
original. Use the touchscreen keypad to enter the text.  
4 Advanced settings  
For information on the individual tabs, refer to the following:  
Advanced Settings - page 114  
Layout Adjustment - page 116  
E-mail Options - page 117  
5 Start the E-mail Job  
Press the Start button. Each document is scanned only once and the machine  
sends originals as an e-mail attachment.  
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E-mail  
6 Job Status Screen  
To display the progress of your e-  
mail job, press the Job Status  
button on the control panel.  
The default Job Status screen  
displays all incomplete jobs,  
including the queued scan to e-mail  
job. If there are no incomplete jobs  
in progress, the message “No Active  
Jobs” is displayed. For more  
information on the Job Status  
screen, refer to Job Status Screen in  
the Copy chapter on page 41.  
7 Stop the E-mail Job  
Follow the steps below to manually cancel an activated e-mail job:  
1. Press the Stop button on the control panel to cancel the current e-mail  
job.  
2. To cancel a queued job press the Job Status button on the control panel  
to display the Active Jobs screen.  
3. Select the appropriate job from the queue.  
4. Select Delete from the Job Commands list.  
5. Select Confirm to delete the job or Cancel to return to previous screen.  
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E-mail  
E-mail  
The E-mail screen contains the basic information needed to send a document  
as an e-mail attachment.  
The E-mail screen allows you to temporarily change the information relating to  
your original. Changing these settings allows you to achieve optimum  
scanning quality for each E-mail original.  
Use the following options to enter recipient information.  
From This button provides information about the sender including the sender's email  
address. Select the From button to display the e-mail keypad to enter an e-  
mail address.  
NOTE: If E-mail is accessed via Authentication Mode, the information  
contained will be linked with the login name.  
New Recipients Select the New Recipients button to enter one or more recipients for the email  
attachment. Selecting the New Recipients button displays the e-mail keypad  
to enter an e-mail address.  
Option  
To:  
Description  
Use the keypad on the touch screen to enter the e-mail  
address of the recipient.  
Use the keypad on the touch screen to enter the e-mail  
address of the recipient you wish to be copied on the e-mail  
job.  
Cc:  
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E-mail  
Option  
Bcc:  
Description  
Use the keypad on the touch screen to enter the e-mail  
address of the recipient you wish to be copied on the e-mail  
job, without their name being displayed on the e-mail.  
Details Use this option to view the details of the selected recipient. The information  
displayed is determined by how the address was originally added to the  
Address Book, either from the Internal or Public Address Book, or entered  
manually.  
Address Book The Address Book contains a list of e-mail addresses and details that are  
relevant to your company and/or you. If configured, your machine is able to  
support two types of e-mail address books - Network and Public. When an  
entry is made in To..., Cc... or Bcc... the Address Book displays search results  
for one or both configured address books.  
Subject Use this option to add a new subject or edit the default e-mail subject. The  
subject is the title of the e-mail and not the text contained within the e-mail.  
The subject line can contain up to 50 characters and displays on the touch  
screen under the Subject button.  
Output Color  
Use this option to scan Mono, Grayscale or Full Color originals.  
Option  
Description  
Use this option to scan a color original.  
Full Color  
Use this option to scan an original with multiple shades of  
gray.  
Grayscale  
Use this option to scan a black and white original.  
Black & White  
2 Sided Scanning  
This is used to specify whether 1 or 2 sides of your original will be scanned.  
You can also program the orientation for 2-sided originals.  
Option  
Description  
Use this option for originals that are printed on one  
side only.  
1 Sided Original  
Use this option for originals that are printed on both  
sides.  
2 Sided Original  
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E-mail  
Option  
Description  
Use this option for originals that are printed on both  
sides and the second side has been rotated. For  
example, if you are scanning a calendar which  
uses a “head-to-toe” format.  
2 Sided Original,  
Rotate Side 2  
Original Type  
Use this feature to select the style of original being scanned.  
Option  
Description  
Use for originals containing photographs and text.  
Photo and Text  
Use for continuous tone photographs or high quality printed  
half-tone originals.  
Photo  
Text  
Use for originals containing text or line art.  
Address List  
Displays all the recipient addresses entered for the current scan to e-mail job.  
Up to 128 recipient addresses can be entered in the list.  
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E-mail  
Advanced Settings  
The Advanced Settings tab allows you to temporarily manipulate the scan  
template to enhance the appearance and style of your scanned e-mail image.  
Lighten/Darken  
Use this feature to enhance the quality of your scanned originals. Adjusts the  
lightness or darkness of the output. To darken the output, select the scroll  
down button. To lighten the output, select the scroll up button  
Background Suppression  
Use to automatically reduce or eliminate the dark background resulting from  
copying colored paper or newspaper originals.  
Resolution  
Resolution affects the appearance of the scanned image. The higher the  
scanning resolution, the better the image quality. The current resolution  
setting is shown under the Resolution button on the Advanced Settings  
screen.  
Resolution  
72 x 72 dpi  
Description  
Produces the smallest image file size and is recommended for  
documents which are to be viewed electronically or archived.  
Produces a small file size and is recommended for simple text  
documents.  
100 x 100 dpi  
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E-mail  
Resolution  
Description  
Recommended for average quality text documents and line  
art.  
200 x 200 dpi  
Recommended for high quality text documents and line art.  
Can also be used for medium quality photos and graphics.  
This is the default resolution and the best choice for most  
documents.  
300 x 300 dpi  
Recommended for average quality photos and graphics. It  
produces good quality images and a smaller file size than the  
600x600 resolution.  
400 x 400 dpi  
600 x 600 dpi  
Recommended for use with high quality photos and graphics.  
It produces the largest image file size, but delivers the best  
image quality.  
NOTE: If Color mode is selected, the maximum resolution is 300 x 300.  
Quality / File Size  
The Quality / File Size settings allow you to choose between scan image  
quality and file size.  
A small file size delivers slightly reduced image quality but is the best option  
when sharing the file over a network. A larger file size delivers improved image  
quality, but requires more time to be transmitted over the network.  
Option  
Description  
Use this option to produce good quality  
images and the smallest file size.  
Normal Quality  
Use this option produces high quality images  
and larger file sizes.  
Higher Quality  
Use this option for the highest image quality  
and the largest file size.  
Maximum Quality  
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E-mail  
Layout Adjustment  
The Layout Adjustment tab allows you to temporarily manipulate the scan  
template to enhance the layout and style of your scanned e-mail image.  
Original Size  
Use this option to either enter the size of your original document, or allow the  
machine to determine the size of the originals and the scanned document  
automatically.  
Auto Detect Use this option to allow the machine to recognize the size of the originals  
being fed through the document feeder.  
Manual Size Input Use this option to specify the dimensions of the document scanning region  
when scanning from the document glass. There are several dimensions that  
correspond to common document sizes and orientations. Select a standard  
size or select Custom to manually adjust the scanning dimensions.  
Scan to Edge  
Use this option to produce an edge-to-edge scan of the original. You can opt  
to switch this option On or Off.  
When Scan to Edge is switched Off, a blank border is automatically added  
around the edges.  
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E-mail  
E-mail Options  
Use this feature to change the Reply To e-mail address and to identify the file  
format required for the e-mail scanned image.  
File Format  
Use to set the file format of the scanned image.  
Option  
PDF  
Description  
Portable Document Format. Given the right software the  
recipient of the scanned image can view or print the file, no  
matter what their computer platform. PDF files usually open  
with Adobe Acrobat Readers.  
Tagged-Image File Format. A graphic file that can be opened  
in a variety of graphic software packages across a variety of  
computer platforms.  
Multi-Page  
TIFF  
Tagged-Image File Format. A graphic file that can be opened  
in a variety of graphic software packages across a variety of  
computer platforms.  
Single-Page  
TIFF  
JPEG formats are graphic files, that can be accessed with all  
graphics or image editing applications.  
NOTE: JPEG option is available only in Color and Grayscale  
mode.  
JPEG  
XPS  
XML Paper Specification. Provides a page-by-page view of the  
document's content as it would be printed..  
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E-mail  
Reply To  
Use the Reply To feature to alter the default e-mail reply address.  
Message  
Use this option to add new body text. The body text can contain up to 80  
characters and displays on the touch screen under the Message field.  
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Store to USB  
7 Store to USB  
The Store to USB feature allows you to scan hardcopy documents as an  
electronic file and place them into a folder located on a USB thumbdrive. The  
stored job can then be retrieved at a later date for printing and sharing from  
the USB thumbdrive. The Store to USB feature allows you to store a job in the  
following formats: PDF, TIFF, Multi-page TIFF, JPEG and XPS.  
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Store to USB  
Store Files from the Machine  
1 Load the Documents  
You can load the documents to be scanned either on the Document Glass or  
through the Document Feeder.  
For information on setting up the paper trays, refer to Setting up Paper Trays  
in the Setups chapter on page 178.  
Document Feeder:  
The following steps explain how to load documents using the document  
feeder:  
1. Before loading the documents into the document feeder, ensure they  
are in good condition and remove all staples and paper clips.  
2. Insert the documents neatly into  
the document feeder, face up.  
ꢀ
Up to 50 sheets of 20  
3. Place the stack in the middle of the guides aligning the left edge with the  
document feeder tray, and position the guides to just touch the edge of  
the documents.  
lb (80 g/m²) bond paper can  
be loaded. Weight ranges  
from 12.5 lb to 28 lb (50 -  
120 g/m²) - refer to Machine  
Specifications in the  
Specifications chapter on  
page 204 for full Document  
Feeder Specifications.  
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Document Glass:  
The following steps explain how to load documents using the document glass:  
1. Raise the document feeder.  
Registration  
Arrow  
2. Place the document face down on the document glass, aligned with the  
tip of the registration arrow near the top left of the document glass.  
3. Lower the document feeder.  
2 Select the Store to USB Feature  
Using a USB drive  
1. Insert the USB drive into the front of the machine. The device  
recognises the thumbdrive.  
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Store to USB  
2. Select Store to USB to store files on the thumbdrive. For more  
information on printing from the thumbdrive, refer to Print Files from the  
USB Drive in the Print Files chapter on page 138.  
3. The root directory on the USB is displayed.  
4. Select the required folder where you want your scan to be saved.  
5. Select the OK button.  
6. Change the File Name... if required. Use the onscreen touch pad to  
enter the new file name.  
NOTE: If file name matches another file in the selected folder, the system  
will automatically append information to the file name to prevent having  
two files with the same name or overwriting the existing file.  
7. Select the File Format... button to change the format.  
Option  
Description  
Tagged-Image File Format. A graphic file that can be  
opened in a variety of graphic software packages across  
a variety of computer platforms.  
TIFF (1 File  
per Page)  
Portable Document Format. Given the right software the  
recipient of the scanned image can view or print the file,  
no matter what their computer platform. PDF files usually  
open with Adobe Acrobat Readers.  
There are 3 additional options:  
PDF  
- Image Only  
- Searchable  
- Secure  
Tagged-Image File Format. A graphic file that can be  
opened in a variety of graphic software packages across  
a variety of computer platforms.  
Multi-Page  
TIFF  
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Option  
Description  
JPEG formats are graphic files, that can be accessed  
with all graphics or image editing applications.  
NOTE: JPEG option is available only in Color and  
Grayscale mode.  
JPEG (1 File  
per Page)  
XML Paper Specification. Provides a page-by-page view  
of the document's content as it would be printed.  
XPS  
8. Select the Output Color button to access the options:  
Option  
Description  
Use this option to scan a color original.  
Full Color  
Use this option to scan an original with multiple shades  
of gray.  
Grayscale  
Use this option to scan a black and white original.  
Black & White  
9. Select the 2-Sided Scanning button to access the options:  
Option  
Description  
Use this option for originals that are printed on one side  
only.  
1 Sided  
Use this option for originals that are printed on both  
sides.  
2 Sided  
2 Sided  
Original, Rotate  
Side 2  
Use this option for originals that are printed on both  
sides. This option will rotate side 2.  
10. Select the Original Type button to access the options:  
NOTE: Use this feature to select the type of original being scanned.  
Option  
Description  
Photo & Text  
Use for originals containing photographs and text.  
Use for continuous tone photographs or high quality  
printed half-tone originals.  
Photo  
Text  
Use for originals containing text or line art.  
11. Select the Resolution button to access the options:  
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Store to USB  
NOTE: Resolution affects the appearance of the scanned image. The  
higher the scanning resolution (dpi - dots per inch) the better the image  
quality. If Color mode is selected, the maximum resolution is 300 x 300  
dpi.  
Resolution  
72 x 72 dpi  
Description  
Produces the smallest image file size and is  
recommended for documents which are to be viewed  
electronically or archived.  
Produces a small file size and is recommended for  
simple text documents.  
100 x 100 dpi  
200 x 200 dpi  
Recommended for average quality text documents and  
line art.  
Recommended for high quality text documents and line  
art. Can also be used for medium quality photos and  
graphics. This is the default resolution and the best  
choice for most documents.  
300 x 300 dpi  
Recommended for average quality photos and graphics.  
It produces good quality images and a smaller file size  
than the 600x600 resolution.  
400 x 400 dpi  
600 x 600 dpi  
Recommended for use with high quality photos and  
graphics. It produces the largest image file size, but  
delivers the best image quality.  
Using the Copy Service  
1. Press the Services Home button and select Copy on the touch screen.  
Ensure that the Copy screen is displayed.  
2. Select the Output Format tab.  
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Store to USB  
3. Select the Store Job... button.  
4. Select an option:  
• Copy and Save - save your job into a folder and print your job  
• Save Only - save your job into a folder for printing later  
5. Select the file or folder where your document is stored.  
6. Select the button for the feature required.Browse to the required folder.  
7. Select the Save button when you are finished.  
8. Select one of the other tabs for the feature required.  
Feature  
Description  
Use the features on this tab to temporarily change  
the scan settings affecting appearance and style,  
e.g. image quality, resolution, file size, etc.  
Advanced Settings  
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Feature  
Description  
Use the features on this tab to temporarily change  
the information relating to your original, e.g. size of  
scanned original, scan to edge.  
Layout Adjustment  
3 Store the Job  
Press the Start button.  
4 Job Status Screen  
To follow the progress of your  
scanning job, press the Job Status  
button on the control panel to  
display the Job Status screen  
The default Job Status screen  
displays all incomplete jobs,  
including the queued network scan  
job. If there are no incomplete jobs  
in progress, the message “No Active  
Jobs” is displayed. For more  
information on the Job Status  
screen, refer to Job Status Screen in  
the Copy chapter on page 41  
5 Stop the Job(s)  
Follow the steps below to manually cancel an activated job.  
1. Press the Stop button on the control panel to cancel the current copy  
job.  
2. To cancel a queued job press the Job Status button on the control  
panel to display the Active Jobs screen.  
3. Select the appropriate job from the queue to view the Progress of your  
Job screen.  
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Store to USB  
4. Select Delete from the Job Commands list.  
5. Select Confirm to delete the job or Cancel to return to previous screen.  
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Store to USB  
Store Files from the Workstation  
To the Internal Drive via the Print Driver  
1. From your Workstation, open a document.  
2. Select File and then Print.  
3. Select the printer icon for your Xerox 3635MFP model.  
4. Click on the Properties or Preferences button.  
5. Click on the Job Type drop-down menu.  
6. Select the Saved Job... option.  
7. Select one of the following options:  
• Save - save your job into a folder to be printed later.  
• Save and Print - save your job into a folder and print a copy of it now  
8. Enter a name for your job in the [Job Name] menu.  
NOTE: If you want the job name to be the name of the document, click  
the  
button to open the drop-down menu and select [Use Document  
Name]  
9. Select the folder where you want to save your job in the [Folder] list.  
10. If you want to create a secure job, click on [Secure Saved Job] and  
enter a 4-10 digit Passcode  
NOTE: You will be required to enter this Passcode to print the job.  
11. Click on the OK button.  
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Advanced Settings  
The Advanced Settings tab allows you to enhance the appearance and style  
of your stored file.  
Lighten/Darken  
Use this feature to enhance the quality of your scanned originals. Adjusts the  
lightness or darkness of the output. To darken the output, select the scroll  
down button. To lighten the output, select the scroll up button.  
Background Suppression  
Use to automatically reduce or eliminate the dark background resulting from  
copying colored paper or newspaper originals.  
Resolution  
Resolution affects the appearance of the scanned image. The higher the  
scanning resolution (dpi - dots per inch) the better the image quality.  
Resolution  
72 x 72 dpi  
Description  
Produces the smallest image file size and is recommended for  
documents which are to be viewed electronically or archived.  
Produces a small file size and is recommended for simple text  
documents.  
100 x 100 dpi  
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Resolution  
Description  
Recommended for average quality text documents and line  
art.  
200 x 200 dpi  
Recommended for high quality text documents and line art.  
Can also be used for medium quality photos and graphics.  
This is the default resolution and the best choice for most  
documents.  
300 x 300 dpi  
Recommended for average quality photos and graphics. It  
produces good quality images and a smaller file size than the  
600x600 resolution.  
400 x 400 dpi  
600 x 600 dpi  
Recommended for use with high quality photos and graphics.  
It produces the largest image file size, but delivers the best  
image quality.  
NOTE: If Color mode is selected, the maximum resolution is 300 x 300 dpi.  
Quality / File Size  
The Quality / File Size settings allow you to choose between scan image  
quality and file size.  
Option  
Description  
Use this option to produce good quality  
images and the smallest file size.  
Normal Quality  
Use this option produces high quality images  
and larger file sizes.  
Higher Quality  
Use this option for the highest image quality  
and the largest file size.  
Maximum Quality  
Large files are not ideal for sharing and transmitting over the network due to  
the high processing demands they place on system resources.  
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Layout Adjustment  
Use this tab to change the information relating to your original.  
Original Size  
Use this option to select the size of the originals being scanned. The machine  
can determine the size of the originals automatically, or a size can be entered  
manually.  
NOTE: If your machine does not show Mixed Size Originals, it is  
recommended that the originals used are of the same size.  
Option  
Description  
Use this option to allow the machine to  
determine the size of the originals being fed  
through the document feeder.  
Auto-Detect  
Presets allow you to quickly define scan area  
using standard paper size dimensions.  
There are several dimensions that correspond to  
common document sizes and orientations.  
Presets  
Custom Size allows you to enter a non-standard  
size for your documents.  
Custom Size  
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Store to USB  
Scan to Edge  
Use this feature to “refresh” the quality of an original that has become torn or  
frayed at the edges, or that has hole punch, staple or other marks.  
When Scan to Edge is set to On, the device will scan the image to the edges  
of the original.  
When Scan to Edge is set to Off, a small blank border will be added around  
the scan edges to prevent uneven lines around the edges.  
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File/Folder Management  
Use this tab to manage the files and folders stored on the USB thumbdrive.  
Choose one of the following options:  
Option  
Description  
Use this option to open a selected file or folder.  
Open  
Use this option to create a new folder.  
Use this option to rename a file or folder.  
Use this option to delete selected folder or file.  
New Folder  
Rename  
Delete  
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Store to USB  
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8 Print Files  
The Print Files feature allows you to select and output pre-stored jobs as many times  
as you need.  
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Print Files  
Print Files from the Internal Drive  
1 Select the Print Files Feature  
1. Press the Services Home button and select Print Files to display the  
Print Files feature.  
2. Select the folder or file that you wish to print. If you have touched a  
folder, it will open to allow you to select your file(s) to print.  
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PrintFiles  
3. Select the saved job title to add the document to the print list.  
4. Select Add to add the job to the print list.  
5. Repeat the above steps to add more jobs to the print list.  
6. Select Done when the required jobs have been added to the print list.  
7. Select the Job Quantity (number of copies) required, if necessary.  
8. If necessary, modify the quantity required.  
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Print Files  
Print Files from the USB Drive  
1. Insert the USB drive into the USB port on the front of the device.  
USB Port  
2. Select the Print from USB button on the USB Options screen.  
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PrintFiles  
3. Select the folder or file that you wish to print. If you have touched a  
folder, it will open to allow you to select your file(s) to print.  
4. Select the saved job title to add the document to the print list.  
5. Select Add to add the job to the print list.  
6. Repeat the above steps to add more jobs to the print list.  
7. Select Done when the required jobs have been added to the print list.  
8. Select the Job Quantity (number of copies) required, if necessary.  
9. If necessary, modify the quantity required.  
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Print Files  
NOTE: Do not remove the USB drive from the device until printing has  
completed.  
2 Print the Job(s)  
Press the Start button.  
3 Job Status Screen  
To follow the progress of your  
scanning job, press the Job Status  
button on the control panel to  
display the Job Status screen  
The default Job Status screen  
displays all incomplete jobs,  
including the queued network scan  
job. If there are no incomplete jobs  
in progress, the message “No Active  
Jobs” is displayed. For more  
information on the Job Status  
screen, refer to Job Status Screen in  
the Copy chapter on page 41  
4 Stop the Job  
Follow the steps below to manually cancel an activated job.  
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PrintFiles  
1. Press the Stop button on the control panel to cancel the current copy  
job.  
2. To cancel a queued job press the Job Status button on the control  
panel to display the Active Jobs screen.  
3. Select the appropriate job from the queue to view the Progress of your  
Job screen.  
4. Select Delete from the Job Commands list.  
5. Select Confirm to delete the job or Cancel to return to previous screen.  
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Print Files  
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9 Print  
The Xerox Phaser 3635MFP printer produces high quality prints from electronic  
documents. You can access the printer from your PC by installing the appropriate  
printer driver.  
A printer driver converts the code within the electronic document into a language that  
the printer can understand.  
NOTE: More detailed information about printing is contained either in the printer driver  
screens or in the electronic user guides that accompany the printer drivers.  
To access the many printer drivers which can be used with your machine, refer to the  
Drivers CD or download the latest versions from the Xerox website at www.xerox.com.  
The following pages contain an overview of the Windows printer driver options for the  
®
®
Phaser 3635MFP compatible with Adobe PostScript 3TM. The PCL printer driver  
screens are similar to those shown but with a reduced selection of options.  
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9
Print  
Print Procedure  
This section describes the basic procedure for printing.  
NOTE: If an authentication feature is enabled, you may need an account  
before using the device. To get an account, or for more information, contact  
the System Administrator.  
Documents can be printed from your PC using the print drivers supplied. The  
print driver must be loaded on each PC which uses the machine for printing.  
Select Print from Your PC  
1. Select Print in your  
application.  
2. Select your machine  
as the printer.  
Select the Features  
1. Select Properties to make your print selections. For information on the  
individual tabs, refer to the following:  
Paper / Output - page 149  
Image Options - page 150  
Layout / Watermark - page 151  
Advanced - page 152  
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Print  
2. Click OK to confirm  
your selections.  
3. Click OK to print your  
document.  
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Print  
Custom Size Printing  
This section describes the procedure for printing on custom size media.  
1 Load Custom Size Media  
1. Load custom size media into your machine.  
2. Follow the touchscreen prompts to confirm paper size and type.  
Select Print from Your PC  
1. Select Print in your  
application.  
2. Select your machine  
as the printer.  
Select the Custom Size  
1. Select Properties to make your print selections.  
2. Select the Paper/Output tab and select the paper drop down menu.  
3. Select Other Size.  
4. From the Original Document Size drop down menu, select New.  
5. Rename as needed and change to the appropriate width. Select OK to  
confirm changes.  
6. Your new Customer Paper Size is displayed. Select OK.  
7. On the Paper/Output tab, your new custom size is ready to select as  
needed.  
NOTE: Always ensure that the appropriate media is loaded in your machine.  
Banner sheets will continue to print on the default paper size unless disabled.  
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Print  
Print Your Document  
1. Click OK to confirm  
your selections.  
2. Click OK to print your  
document.  
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Print  
Printer Drivers  
The following provides an overview of the features available on the Windows  
printer driver - the appearance of other printer drivers may vary. For more  
information about a specific feature, please refer to the online Help facility  
provided as part of the printer driver software.  
Control Options  
There are a number of options which appear on all of the printer driver  
screens:  
Option  
OK  
Description  
Saves all the new settings and closes the driver or  
dialog. These new settings remain in effect until  
changed or until the software application is closed  
and the printer driver options revert to the default  
settings.  
Closes the dialog and returns all settings in the  
tabs to the values that were in place before the  
dialog was opened. Any changes made are lost.  
Cancel  
Resets the current tab and all its settings to the  
system default values. The action of this button  
applies only to the current tab. All other tabs  
remain unchanged.  
Defaults  
Select Help in the bottom right of the printer driver  
screen or F1 on the PC keyboard for information  
on the displayed printer driver screen. If the tip of  
the mouse pointer is rested on top of a control,  
Microsoft Windows will display a brief Help Tip  
about that control. If the right mouse button  
selects a control, the Help system provides more  
detailed information.  
Help  
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Print  
Paper / Output  
Used to select options such as the job type and the media requirements. The  
choices available are based on the options enabled on your machine. Click on  
the arrow scroll button for the option or click on the Option icon to change any  
of the choices displayed.  
Select from the following job types:  
Queue  
Description  
Prints the job immediately without requiring a  
passcode.  
Normal Print  
Prints the job only after you enter your passcode  
on the printer's control panel. When you select this  
job type, the Secure Print dialog box appears so  
you can save your passcode.  
Secure Print  
Prints one copy of the job as a sample and holds  
the remaining copies of the job at the printer until  
you release them from the printer's control panel.  
Sample Set  
Delay Print  
Prints the job at the time you specify. When you  
select this job type, the Delay Print dialog box  
appears so you can specify the time to print.  
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Print  
Image Options  
Use the options available in this tab to modify the appearance of your print job.  
This feature can also be used to print draft versions by choosing the Toner  
Saver option.  
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Print  
Layout / Watermark  
Used to change the layout of a document and add watermarks.  
Multiple documents can be printed on one page from 2-Up to 16-Up.  
Booklets can also be created.  
Use the Watermark option to display, for example, the word DRAFT or  
CONFIDENTIAL across each page. This feature also adjusts the size and  
location of the watermark.  
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Print  
Advanced  
®
®
Select this tab to access the options compatible with Adobe PostScript 3TM  
and advanced programming features for your print job. Use the scroll arrows  
to move through the options. Clicking on a plus symbol will display further  
choices.  
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10 Paper and other  
Media  
In this chapter, you will learn about the different types of stock and stock sizes that can  
be used on your machine, available paper trays and the types of stock and sizes  
supported by each tray.  
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10 Paper and other Media  
There is one paper tray and a bypass tray as standard on the Xerox Phaser  
3635MFP/S. A second paper tray is available to purchase as an option.  
There are two paper trays and a bypass tray as standard on the Xerox Phaser  
3635MFP/X.  
Phaser 3635MFP/S  
Standard  
Phaser 3635MFP/X  
Standard  
Tray 1  
Standard  
Standard  
Bypass Tray  
Tray 2  
Option  
Option  
Various media sizes and types can be used in the trays. For more media  
specifications, refer to Paper Supply in the Specifications chapter on  
page 204.  
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Loading Paper  
Preparing Paper for Loading  
Before loading paper into the paper trays, fan the edges. This procedure  
separates any sheets of paper that are stuck together and reduces the  
possibility of paper jams.  
NOTE: To avoid unnecessary paper jams and misfeeds do not remove paper  
from its packaging until required.  
Loading the Paper Trays  
Using the instructions provided below, load paper into the machine. Up to  
three paper trays are available, depending on your machine configuration.  
1. To load paper, carefully pull out the paper tray.  
Rear Paper  
Guide  
Side Paper  
Guide  
NOTE: Take care not to let the tray fall when removing it from the device.  
2. Adjust the rear paper guide to the  
required paper length. It is preset to  
A4 or Letter size depending on  
country. To load another size,  
squeeze the rear guide and move  
from the current position and into the  
required position. The guides should  
be neither too loose, nor too tight.  
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10 Paper and other Media  
ꢀ The paper trays  
can hold a maximum of  
520 sheets of 20 lb (80  
g/m²) bond paper.  
3. If necessary, open the back of the paper tray to allow for paper sizes  
such as Legal, Oficio and Folio. Adjust the rear guide.  
Rear Paper  
Guide  
4. Fan the paper and insert it into the tray. If loading Letterhead, ensure the  
design is face-up and the top edge of the sheet is placed at the right side.  
CAUTION: Do not fill above the Maximum Fill Line.  
5. Position the side guide by  
squeezing the lever and sliding it  
towards the stack of paper, until it  
gently touches the side of the  
stack. Do not allow the guide to  
press against the edge of the  
paper tightly.  
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10 Paper and other Media  
6. Press the tray down into place.  
7. Insert the paper tray.  
ꢀ When printing from  
your PC, ensure you  
select the Select Paper  
button to specify the  
correct paper size, color  
and type. Not confirming  
the paper details may  
result in printing delays.  
8. The UI screen shows the current paper supply settings for Tray 1 on the  
left hand side. Press the Size button and/or the Type or Color button to  
change the settings if necessary. If the settings are correct, press the  
Confirm button. Please refer to Setting the Paper Size in the Paper and  
other Media chapter on page 162.  
Using the Bypass Tray  
The bypass tray is located on the front of your machine. It can be closed when  
not in use, making the product more compact. Use the bypass tray to print  
transparencies, labels, envelopes or postcards in addition to making quick  
runs of paper types or sizes that are not currently loaded in the paper tray.  
Acceptable print media is plain paper from 3.8" x 5.8" to 8.5" x 14" Legal (98  
mm x 148 mm to 216 mm x 356 mm) and weighing between 16 lb and 24 lb  
(60 g/m² and 90 g/m²).  
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Loading the Bypass Tray  
1. Lower the bypass tray, located on the front of the product and unfold the  
paper support extension.  
ꢀ Remove any curl  
on postcards and labels  
before loading them into  
the Bypass Tray.  
2. Prepare a stack of paper for loading by flexing or fanning them back and  
forth. Straighten the edges on a level surface.  
3. Load the print material with the  
print side facing down and  
against the right edge of the  
tray.  
NOTE: Hold transparencies by the  
edges and avoid touching the print  
side.  
Bypass Tray  
4. Adjust the paper guide to the  
width of the stack of print  
material. Ensure you have not  
loaded too much print media.  
The stack should be under the  
Max. Fill Line.  
Paper Guide  
Max Fill Line  
5. The UI screen shows the current paper supply settings for the Bypass  
Tray on the left hand side. Press the Size button and/or the Type or  
Color button to change the settings if necessary. If the settings are  
correct, press the Confirm button. Please refer to Setting the Paper Size  
in the Paper and other Media chapter on page 162.  
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Envelope Mode  
1. Lower the bypass tray, located on the front of the product and unfold the  
paper support extension.  
ꢀ Remove any curl  
on envelopes before  
loading them into the  
Bypass Tray.  
2. Prepare a stack of envelopes for loading by flexing or fanning them back  
and forth. Straighten the edges on a level surface.  
3. Load the print material with the  
print side facing down and  
against the right edge of the  
tray.  
Bypass Tray  
4. Adjust the paper guide to the  
width of the stack of print  
material. Ensure you have not  
loaded too much print media.  
The stack should be under the  
Max. Fill Line.  
Paper Guide  
Max Fill Line  
The UI screen shows the current paper supply settings for the Bypass Tray on  
the left hand side. Press the Size button and/or the Type or Color button to  
change the settings if necessary. If the settings are correct, press the Confirm  
button. Please refer to Setting the Paper Size in the Paper and other Media  
chapter on page 162.  
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5. Open the rear cover of the machine.  
Rear cover  
6. Release the cover restraint.  
Cover restraint  
7. Lower and extend the rear cover to act as the catch tray.  
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8. Lower the green latches on the left and right hand sides.  
Green latches  
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Setting the Paper Size  
Each time you load new paper into the paper trays, the Tray Information  
screen appears on the UI.  
NOTE: The paper tray information screen for each tray can be switched off  
using the Tools settings. By default, each tray is configured to display the  
paper settings screen.  
The current tray settings are displayed on the left hand side of the UI.  
Size Select up arrow to choose from the list of paper size options. Save your  
selection to return to the Tray Information screen.  
Type Select up arrow to choose from the list of paper type options. Save your  
selection to return to the Tray Information screen.  
Color Select up arrow to choose from the list of paper color options. Save your  
selection to return to the Tray Information screen.  
Confirm Press the Confirm button when the tray settings on the UI are correct to go to  
the default feature screen.  
NOTE: Failure to confirm the new correct paper size and type may cause  
problems when using the printing feature. The printer drivers select the  
paper tray based on the available information on paper size and type, and  
printing errors may occur if this is not set correctly at the machine.  
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10 Paper and other Media  
Media Specifications  
Media Guidelines  
When selecting or loading paper, envelopes or other special media please  
adhere to these guidelines:  
• Attempting to print on damp, curled, wrinkled or torn paper can cause paper  
jams and poor print quality.  
• Use only high quality copier grade paper. Avoid paper with embossed  
lettering, perforations or texture that is too smooth or too rough.  
• Store paper in its ream wrapper until ready to use. Place cartons on pallets  
or shelves, not on the floor. Do not place heavy objects on top of the paper,  
whether it is packaged or unpackaged. Keep it away from moisture or other  
conditions that can cause it to wrinkle or curl.  
• During storage, moisture-proof wrap (any plastic container or bag) should  
be used to prevent dust and moisture from contaminating your paper.  
• Always use paper and other media that conform with the specifications  
detailed in Paper Supply on page 204.  
• Use only well-constructed envelopes with sharp, well creased folds:  
– DO NOT use envelopes with clasps and snaps.  
– DO NOT use envelopes with windows, coated lining, self-adhesive  
seals, or other synthetic materials.  
– DO NOT use damaged or poorly made envelopes.  
• Only use the special media recommended for use in laser printers.  
• To prevent special media such as transparencies and label sheets from  
sticking together, remove them from the exit tray as they are printed.  
• Place transparencies on a flat surface after removing them from the  
machine.  
• Do not leave the special media in the bypass tray for long periods of time.  
Dust and dirt may accumulate on them resulting in spotty printing.  
• To avoid smudging caused by fingerprints, handle transparencies and  
coated paper carefully.  
• To avoid fading, do not expose the printed transparencies to prolonged  
sunlight.  
• Store unused media at temperatures between 59°F and 86°F (15°C to  
30°C). The relative humidity should be between 10% and 70%.  
• When loading paper, do not fill above the Maximum Fill Line.  
• Verify that your labels’ adhesive material can tolerate fusing temperature of  
200oC (392oF) for 0.1 second.  
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10 Paper and other Media  
• Ensure that there is no exposed adhesive material between labels.  
CAUTION: Exposed areas can cause labels to peel off during printing,  
which can cause paper jams. Exposed adhesive can also cause damage  
to machine components.  
• Do not feed a sheet of labels through the machine more than once. The  
adhesive backing is designed for one pass through the machine.  
• Do not use labels that are separating from the backing sheet or are  
wrinkled, bubbled, or otherwise damaged.  
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11 Setups  
This chapter identifies some of the key settings that you can customize to meet your  
requirements. It is aimed primarily at the System Administrator of the machine.  
Changing these settings is easy and will save you time when using the machine.  
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11 Setups  
Accessing Tools  
All the machine setup features are in the Tools menu, accessed through the  
Log In/Out and Machine Status buttons on the control panel.  
1. Press the Log In/Out button on the control panel.  
2. Use the number keypad to enter the default password - 1111. Select  
Enter on the touch screen.  
3. Press the Machine Status button.  
4. Select the Tools tab.  
NOTE: 1111 is the factory set default password. It is recommended that you  
change this password. For information on changing passwords, select the  
Help button on the machine keypad.  
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11 Setups  
Tools Menu Overview  
According to your machine setup, some or all of the following options are  
accessible from the Tools Mode screen:  
Feature  
Feature Options  
Feature Options Sub-menu  
General  
Energy Saver  
Set Date & Time  
Device Settings  
GMT Offset  
Language Default  
Xerox Customer Support  
System Administrator Reports  
Altitude Adjustment  
Contention Management  
Tests & Resets  
Image Quality Test Patterns  
User Interface Button Test  
Audio Tone Test  
LED Indicator Test  
Touch Area Test  
Display Pixel Test  
Video Memory Test  
Reset User Interface  
Application Checksum Verification  
Software Reset  
Timers  
System Timeout  
Incomplete Scan  
Held Job Timeout  
Supplies  
Print Cartridge Reorder Notification  
Feed Rollers Counter Reset  
Fuser Counter Reset  
Bias Transfer Roller Counter Reset  
Paper Setting  
Default Stock  
Paper Tray  
Paper Substitution  
Default Paper Size  
Management  
Tray Settings  
General  
Auto Tray  
Tray Confirmation Message  
Measurements  
Audio Tones  
User Interface  
Screen Defaults  
SFO (Special Feature Option Enablement)  
Job Sheets  
Banner Sheets  
Error Sheets  
Scan Status Sheets  
Stock Choice  
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11 Setups  
Feature  
Feature Options  
Feature Options Sub-menu  
Feature Defaults  
Set Fax Defaults  
Set Copy Defaults  
Service Enablements  
E-mail  
Network Scanning  
Network Accounting  
Embedded Fax  
Server Fax  
On Demand Overwrite  
Copy Service Settings  
Fax Service Settings  
Reduce/Enlarge Preset  
Basic Copy Preset  
Fax Country Settings  
Line Configuration  
Incoming Fax Defaults  
Transmission Defaults  
Mailbox Setup  
Document Received in Mailbox  
Fax Report  
Error Correction Mode  
General  
Physical Media  
Software Upgrade  
Connectivity &  
Network Setup  
Advanced  
Network Setting  
Accounting Enablement  
Authentication Mode  
Accounting  
Network Accounting Setup  
Foreign Interface Device Setup  
Authentication  
Job Operation Right  
Security Settings  
Image Overwrite Security  
Image Overwrite  
On Demand Overwrite  
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11 Setups  
Localization  
Before using your new machine, the localization settings below will have been  
set using the machine installation wizard. As your requirements change, you  
may need to reset or adjust these settings.  
Set Date and Time  
Some features and functions on the machine require the local date and time  
such as the header on a fax and the configuration sheet. This utility enables  
you to set and change the local date and time on the machine.  
Tools > Device Settings > General > Set Date & Time  
Set the date in either mm/dd/yy or dd/mm/yy or yy/mm/dd format, and enter  
the correct date.  
Set the correct time using either the 12 or 24 hour clock. Enter the time in the  
Hour and Minutes fields and choose AM and PM as relevant, if it’s a 12 hour  
clock.  
NOTE: Any changes made to time or date will require the machine to be  
rebooted before taking effect.  
Greenwich Mean Time Offset  
Select the required offset using the increase and decrease buttons to the left  
and select Save when complete. Information for the GMT offset setting can  
be found in the Quick Use Guide.  
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11 Setups  
Tools > Device Settings > General > GMT Offset  
Set Measurements  
The measurements that are displayed on the touch screen can be set to either  
inches or mm. You can also set the decimal point (Numeric Separator) to  
either a period (e.g. 12.3) or a comma (e.g. 12,3).  
Tools > User Interface > General > Measurements  
Set Altitude  
The xerographic process used in your machine to make prints is affected by  
air pressure. Air pressure is determined by the height of the machine above  
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11 Setups  
sea level. The machine will automatically compensate for differences in air  
pressure if you enable the feature.  
Tools > Device Settings > General > Altitude Adjustment  
Setting the altitude enables the machine to operate effectively and maximises  
performance.  
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Fax Setup  
The Fax Service Settings allow you to customize the fax settings.  
Tools > User Interface > Fax Service Settings  
Fax Transmission Defaults  
The transmission defaults allow you to customize the fax transmission  
settings.  
Tools > User Interface > Fax Service Settings > Transmission Defaults  
Automatic Redial If the machine cannot make contact with the destination fax machine, it will  
Setup automatically wait and redial later. This option enables you to specify the  
interval between unsuccessful attempts (in minutes) and the number of times  
the machine will redial.  
Audio Line Monitor When the machine is transmitting a fax the dialing, handshake and digital data  
create audible beeps and buzzing sounds on the phone line. Normally this  
cannot be heard. However, the Audio Line Monitor allows a user to listen to  
the call progress and hear the number dialed and the beginning of the  
handshake. This is often known as "listen to dial".  
If you want to hear the fax audio monitor, select the On button.  
Select Save to confirm the setting. The dialing and handshake tones will now  
be audible every time a fax is sent.  
Prefix Dial The Prefix Dial allows you to enter a frequently used dial code that can be  
used for all outgoing faxes. This code usually includes country dial codes or  
extensions inside the workplace. Use a maximum of 5 digits.  
Toll Save The Toll Save feature allows you to set a low rate period to send stored faxes  
to take advantage of cheaper, off-peak rates.  
Select On to enable this feature. Set the Send Start date and time (in mm/dd/  
yy hrs/mins AM/PM format) and then set the End date and time (in mm/dd/yy  
hrs/mins AM/PM format).  
Select Off to disable this feature.  
Batch Send The Batch Send feature allows the user to send several fax jobs to the same  
destination fax machine during one transmission. This reduces the connection  
time and provides an economy rate for call connection charges.  
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Select the On button to enable this feature.  
Select the Off button to disable the feature.  
If this feature is enabled, you will receive a popup while faxing a document,  
requiring you to confirm if you want the fax sent immediately.  
Dial Tone Volume When the Audio Line Monitor has been enabled, the dial tones are audible  
when faxing. Use the scroll buttons on the Dial Tone Volume screen to select  
a dial tone volume setting (from 1 - 7).  
Transmission The Transmission Header Text screen allows you to input details that will  
Header Text appear on the header of all outgoing faxes.  
Fax Country Setting  
From a list of options, select the country in which the machine is installed. This  
enables the fax modem settings to match the telephone system of the country.  
Tools > User Interface > Fax Service Settings > Fax Country Setting  
Receive Defaults  
The various options in the Receive Defaults section enable you to customize  
the way faxed documents are received.  
Tools > User Interface > Fax Service Settings > Incoming Fax Defaults  
Auto Answer Delay This tool enables the machine administrator to set a delay time before the  
machine responds to a call. This is particularly useful if the machine is  
attached to a shared phone line.  
The default answer delay is 1 ring. To delay the pick-up, enter a number  
between 1 ring and 7 rings using the keypad. Select the Save button to save  
the setting.  
Ring Volume This feature enables the user to hear a ringing tone from the machine when  
an incoming fax is being received.  
If you do not want to hear a ringing tone when the machine receives an  
incoming fax, select the Off button. If you want to hear a ringing tone when the  
machine receives an incoming fax, select the On button. When the feature is  
on, you can adjust the volume of the ringing tone by selecting a High, Medium  
or Low setting.  
Auto Reduction When receiving a fax that is longer than the selected paper, the machine can  
automatically reduce the document to fit the paper. To do this, the Auto  
Reduction feature must be enabled. Select On or Off as needed.  
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If Auto Reduction is off, when receiving a document that is longer than the  
selected paper, any image at the bottom of the paper will be discarded  
according to the Discard Size setting. The Discard Size can be set between  
0-30mm.  
Receive Header Select Enable to have a time stamp, page number and number of the sending  
fax machine printed at the top of all received fax jobs.  
Fax Receive Tray Select from either Tray 1, Tray 2 or the Bypass Tray to use for incoming fax  
transmissions.  
Default Output Depending on the output device fitted, you will be able to duplex your incoming  
Options faxes. This utility is used to enable the output options you require for all your  
incoming faxes.  
Select the Duplex button, then select the On button.  
E-mail / Fax This feature allows incoming or outgoing faxes to be automatically forwarded  
forward to another recipient, either fax or e-mail. More Fax Forward features are  
available via CentreWare Internet Services.  
Forward to E-mail  
Select either Forward Transmitted Faxes or Forward Received Faxes.  
Select either Output Format pdf or Output Format TIFF.  
Enter forwarding E-mail address and Save settings.  
Forward to Fax  
Select either Forward Transmitted Faxes, Forward Received Faxes or  
Forward All Faxes.  
Enter forwarding fax number and Save settings.  
Secure Receive For added security, this feature enables the machine administrator to control  
when and how your incoming faxes are printed.  
To print a fax on receipt, the Secure Receive feature must be Off. Select the  
On button to hold the incoming fax until a passcode is used. Print on  
Passcode settings can be changed using the number keypad. Touch Save to  
confirm changes.  
When a fax is received, the screen will prompt you to insert a four digit  
passcode number (the default setting is 1111). This number will then be used  
by the user to release incoming faxes from the print queue.  
Junk Fax This tool enables the machine administrator to prevent the receipt of unwanted  
Prevention (junk) faxes.  
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The default selection for Junk Fax Prevention is Off so there is no filtering of  
incoming faxes. Select the On button to switch on the feature. With the feature  
switched on, the machine will block ALL incoming faxes listed in the Junk Fax  
Numbers list.  
Junk Fax Numbers List  
To add a number to the list touch an empty list location to highlight it and then  
touch the Edit List button.  
Input the last 7 digits of the number you wish to block using the keypad and  
then select the Save button.  
Repeat this process for all the numbers you want to block up to a maximum of  
10 numbers and then select the Save button.  
To delete a number from this directory, touch the line number to highlight it,  
then select the Edit List button. Press C (Clear) on the keypad to clear the  
number and then select the Save button.  
Receive Mode This feature allows you to switch between Telephone, Answering Machine/  
Fax and Fax receive options.  
Telephone  
Use to operate in manual mode. When a call is received, pick up the external  
phone handset. If a fax tone can be heard, press Start and replace the  
handset.  
Fax  
The machine answers the incoming call and immediately switches to fax  
receive mode.  
Answering Machine/Fax  
Use if attaching an answering machine to the machine. If the machine detects  
a fax tone, it switches to fax mode automatically.  
Remote Code When enabled, enter the external phone key (0-9) to start the fax receive.  
Secure Polling The machine can be programmed to send documents in the user’s absence  
when polled. When enabled, a Polling Passcode is required to access the  
documents stored for Secure Polling.  
Add, Delete or Save passcodes to the Polling Passcodes list.  
Retained Documents Policy  
Tools > User Interface > Fax Service Settings > Documents Received in  
Mailbox  
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The Retained Documents Policy feature allows the machine administrator to  
specify the period of time that faxes will be held in the machine memory once  
they have been printed from a mailbox or sent to a polling recipient.  
A different time period may be specified for documents received in mailboxes  
and for documents stored for polling (whether in general memory or a private  
mailbox). Choose the appropriate option and select whether to Delete on  
Print or Keep.  
Mailbox Setup  
Tools > User Interface > Fax Service Settings > Mailbox Setup  
The Mailbox Setup feature allows the System Administrator to edit the mailbox  
id, passcode and name. The System Administrator can also enable or disable  
the Mailbox Notification feature that sets whether a user receives fax  
notification or not.  
Line Configuration  
The fax option supports one analogue telephone line. This feature enables  
the System Administrator to configure the fax lines for PSTN (Public Switching  
Telephone Network) systems. Set the dial type of the line to either Tone or  
Pulse. Enter the Fax Number and Machine Name (a friendly or easy-to-  
remember fax name).  
Tools > User Interface > Fax Service Settings > Line Configuration  
Fax Report  
This facility allows you to enable the Always Print and Print on Error features  
for the reports below. An Auto-Print feature can be used for the  
Transmission/Receive Report.  
Tools > User Interface > Fax Service Settings > Fax Report  
• Transmission/Receive Report: Reports details on recently transmitted or  
received faxes.  
• Confirmation Report: Reports transmission status and can be printed  
after every transmission or only when a transmission error occurs.  
• Broadcast Report: Reports the success or failure of a fax sent to several  
destinations and can be printed after every transmission or only when a  
transmission error occurs.  
• Multipoll Report: Reports the success or failure of a polled fax to several  
destinations and can be printed after every transmission or only when a  
transmission error occurs.  
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Error Correction Mode  
This mode compensates for poor line quality and ensures accurate, error-free  
transmission with any other Error Correction Mode equipped fax machine.  
However, if the line quality is poor, the transmission time may be increased  
when this mode is enabled.  
Tools > User Interface > Fax Service Settings > Error Correction Mode  
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Setting up Paper Trays  
Paper Settings  
Default Stock  
The Default Stock settings allows the programming of the default paper type  
and color. Typically, this is the most common stock that will be used in the  
machine and is the stock that the machine will feed if a specific stock type is  
not selected.  
Tools > Paper Tray Management > Paper Setting > Default Stock  
Paper Substitution  
This feature enables the machine to automatically substitute common US and  
metric paper sizes when printing.  
If the feature has been turned off, the machine will hold the job and indicate  
that the appropriate paper size should be loaded. If this feature is set to On,  
the machine will automatically substitute the sizes shown on the screen below.  
Tools > Paper Tray Management > Paper Setting > Paper Substitution  
Default Paper Size  
The Default Paper Size settings allows the programming of the default paper  
size. Set the default size to either 8.5 x 11" (refers to Letter and Legal sizes)  
or A4 (297 x 210mm).  
Tools > Paper Tray Management > Paper Setting > Default Stock  
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Tray Settings  
Auto Tray  
When the On button is selected, the Auto Tray feature automatically selects  
the paper tray loaded with the paper size closest to the original document.  
This can be overridden on the Basic Copy screen by manually selecting the  
required tray.  
When the Off button is selected, the Auto Tray button is disabled on the Copy  
screen. The tray selection defaults to Tray 1.  
Tray Confirmation Messages  
This feature enables the Tray Confirmation message on the display screen.  
The Tray Confirmation message appears when new stock is loaded into the  
paper trays. The user must confirm the paper size and paper type of the new  
stock.  
Tools > Paper Tray Management > Tray Setting > Tray Confirmation  
Messages  
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Machine Presets  
Basic Copying Presets  
This feature defines the 2 default reduction or enlargement ratios (refer to the  
Reduce/Enlarge Presets topic) that appear in the Reduce/Enlarge panel of the  
Copy screen.  
Tools > User Interface > Copy Service Settings > Basic Copy Preset  
Reduce/Enlarge Presets  
This feature enables the machine administrator to set the 6 default reduction  
or enlargement ratios.  
When the Reduce/Enlarge Presets window opens, the default reduction and  
enlargement ratios are displayed. These ratios produce a proportional  
reduction or enlargement of the image. To change one of the preset ratios,  
touch the appropriate preset window and use the keypad to type in the  
required value.  
The common values show the most frequently used presets depending on the  
market region. For example, in the image below, the values used in the UK  
market are depicted.  
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Tools > User Interface > Copy Service Settings > Reduce/Enlarge Preset  
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Change Default Settings  
Changing the user defaults to reflect the needs of the users will make the  
machine more user-friendly, increasing effectiveness and productivity.  
Set (Power Save) Duration Times  
This utility enables the System Administrator to modify the default 30 minutes  
the machine will spend between standby and low power modes.  
The machine is designed to be energy efficient and will automatically reduce  
its power consumption after periods of inactivity.  
• To change the elapsed time for the machine to go from Standby Mode to  
Low Power Mode, select the appropriate time frame, e.g. after 5 minutes  
duration, after 45 minutes duration, etc.  
Select the Save button to confirm the change.  
Tools > Device Settings > General > Energy Saver  
Entry Screen Default  
This feature enables the machine administrator to set which screen the user  
sees first.  
The Entry Screen appears when the machine resets selections after a user  
has completed a job, or after the Clear All button is pressed. The available  
options are Features, Job Status, Machine Status and All Services. To set  
one of the options, touch the appropriate button and then select Save.  
Tools > User Interface > General > Screen Defaults > Entry Screen  
Default  
Job Status Default  
Use this feature to set the default screen when the user presses the Job  
Status button to the left of the UI. For a full list of available screens, refer to  
Job Status Screen in the Copy chapter on page 41.  
Tools > User Interface > General > Screen Defaults > Job Status Default  
Feature Default and Priority  
Use this feature to change the priority of the Copy, ID Card Copy, Fax and  
Email features.  
The highest priority service will be displayed as the default service on the  
machine. The next two services will be displayed as buttons in the Features  
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pathway. Any remaining services will be accessible through the Services  
Home button.  
Tools > User Interface > General > Screen Defaults > Feature Default and  
Priority  
Language Default  
Use this feature to set the User Interface language.  
Tools > Device Settings > General >Language > Default and Priority  
Audio Tones  
Use this feature to enable or disable one of the following audio tones:  
Tone  
Description  
Fault Tone  
Sounds when there is a fault on the machine.  
Sounds when there is a system setting conflict.  
Sounds when a button is selected.  
Conflict Tone  
Selection Tone  
When enabled, the tones can be set to either low, medium or high. Press the  
Test button to test the tone volume. Select Save to confirm the settings.  
Tools > User Interface > General > Audio Tones  
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Software  
Software Reset  
This utility provides the facility to reset the machine software without switching  
off and switching on the machine.  
Tools > Device Settings > Tests & Resets > Software Reset  
This facility allows you to reset the System Software. Select the Reset  
System Software button. A pop-up window will appear warning you that jobs  
in the system may be lost and asking you to confirm that you wish to continue.  
If you confirm this message the machine will reboot the system software.  
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CRU Replacement Defaults  
Customer Replaceable Units (CRUs) are modules within the workings of the  
machine that you can replace when needed. The machine monitors the  
number of copies made for service information purposes. This information  
helps maintain the machine’s productivity and image quality.  
When a module is nearing the end of its life, a message displays advising you  
to order a new module.  
When a module reaches the end of its life, a message displays advising you  
to replace the module.  
To easily identify the Customer Replaceable Units the latches are colored  
orange.  
Print Cartridge Reorder Notification  
Toner usage depends on the type and the number of images printed. The  
machine calculates how long the toner will last according to your usage of the  
machine and displays the information on the Machine Status - Service  
Information screen. It also uses this information to tell you when to order a new  
Print Cartridge and when to install it. This facility allows you to control how the  
toner usage monitoring system works.  
Select the Supplies tab and select the Print Cartridge Reorder Notification  
button.  
With the Print Cartridge Status Enabled, the machine will analyze the toner  
usage to predict the percentage of toner remaining and display the information  
on the Machine Status - Service Information screen. When the percentage of  
toner remaining equals the number set in the window on this screen, a  
message will be displayed telling you to order a new Print Cartridge. You can  
set the percentage level the message displays using the scroll buttons.  
When the Print Cartridge Reorder Notification threshold is reached a message  
will be displayed. Once you have a new Print Cartridge you can turn the  
message off by selecting the Cancel Current Re-order Message(s) button.  
The machine will display a message when it is time to install the new Print  
Cartridge.  
When the Print Cartridge Status is Disabled, the machine will not predict the  
toner usage and you will not receive a re-order reminder. The Machine Status  
- Service Information screen will say that the toner monitoring function is  
disabled. When the machine has run out of toner you will be told to replace the  
Print Cartridge.  
If you replace the Print Cartridge when instructed to do so by the message on  
the display, the machine will assume that you have installed a new Print  
Cartridge and reset the toner usage counters. However, if you choose to install  
a new Print Cartridge before the message is displayed you will have to reset  
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the toner usage counters manually by selecting the Confirm New Print  
Cartridge Has Been Installed button.  
Counter Resets  
Other replaceable units within the machine also track the number of images  
made as a measure of their life expectancy. These include:  
• Fuser Counter  
• Bias Transfer Roller Counter  
• Feed Rollers Counter  
• Document Feeder Friction Pad Counter  
At the end of life, these units continue running without re-order notification  
messages. On replacement, select the Supplies tab and use the Counter  
Reset buttons to reset the counters to zero.  
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Accounting  
Accounting allows the System Administrator to track the use of the machine  
and control access to the features. There are three accounting options:  
• Network Accounting  
• Xerox Standard Accounting  
• Foreign Device Interface  
Tools > Accounting > Accounting Enablement  
Network Accounting  
Network Accounting provides the System Administrator with the ability to track  
the use of the device per job per account. Users must enter their User ID and  
Account ID to access the machine and information about the jobs performed  
are stored in a job log.  
Copy, Print, inbound and outbound Embedded Fax, outbound Server Fax, E-  
mail and Network Scanning jobs are tracked (if these options are installed on  
the device).  
The machine requires the Network Accounting Kit to be installed and network  
access to a Xerox approved External Accounting System.  
Xerox Standard Accounting (XSA)  
XSA tracks the numbers of Copy, Print, Networking Scanning, E-mail, Server  
Fax and Embedded Fax jobs (when these features are installed on the  
machine), for each user. Usage limits can also be applied to users to restrict  
the total numbers of copy, print, fax and scan jobs that a user can perform.  
System Administrators can print a report which contains all XSA data.  
XSA is set up via CentreWare Internet Services, the machine's embedded  
web browser. System Administrators create accounts and specify limits  
before users are authorized to access the machine.  
XSA is standard on the device and requires no additional software.  
When XSA is set up, users must enter their account IDs at the machine to use  
the device. When they have finished their job, their XSA allocation is reduced  
by the number of prints, copies or scans performed.  
The XSA feature is mutually exclusive from any other accounting feature. If  
XSA is enabled at the device, you cannot enable Foreign Device Interface or  
Network Accounting.  
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Foreign Device Interface  
The Xerox Foreign Device Interface (FDI) is an interface to third-party access  
control devices, coin machines and card readers. These can be added to  
charge for usage. Copy and print services can be set to charge at the foreign  
device.  
Print Job Control enables charging for print jobs. Print jobs sent when it is  
enabled will be held in the job queue and can be manually released when  
credits are available at the foreign device.  
The services available at the machine can be set using Inhibit Services.  
Choosing Copy Only will require credits at the foreign device for copying but  
allow access to other services. Inhibiting All Services will require credits to  
access any service that requires paper.  
This option is only available if a Foreign Interface Device Kit is installed on the  
machine.  
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Security Settings  
Image Overwrite Security protects against unauthorized retrieval of  
confidential data from the machine by removing image data that is left when  
jobs are processed.  
Tools > Security Settings  
Authentication  
Enable Job Operation Rights for All Users or System Administrator only  
with this feature. This sets permissions to allow general users or Systems  
Administrators to delete jobs from the device print queue.  
Immediate Image Overwrite  
Immediate Image Overwrite is a security measure for customers who are  
concerned about unauthorized access and duplication of classified or private  
documents.  
The Immediate Image Overwrite feature erases all residual image data from  
the machine immediately after each job has been processed without requiring  
the machine to be taken offline.  
The feature overwrites the following jobs:  
• Print  
• Scanning  
• Server Fax send (when an Embedded Fax card is also fitted and enabled)  
When the Embedded Fax card and Immediate Image Overwrite are enabled,  
the feature overwrites the following jobs:  
• Embedded Fax receive  
• Embedded Fax send  
• Server Fax send (when a Network Controller is fitted)  
• Embedded Fax report  
On Demand Image Overwrite  
On Demand Image Overwrite is a security measure for customers who are  
concerned about unauthorized access and duplication of classified or private  
documents.  
The On Demand Image Overwrite feature provides an on-demand facility for  
a System Administrator to erase all residual image data from the memory of  
the machine. The standard overwrite process takes approximately 15  
minutes. A full overwrite process takes approximately 60 minutes.  
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Press Start to begin the overwrite.  
All existing jobs will be deleted regardless of their status and all job  
submissions will be prohibited for the duration of the overwrite.  
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Machine Tests  
Should you need to report any faults to the machine, the Xerox Welcome  
Center support may talk you through the following machine tests to verify the  
performance of the machine and user interface (UI) screen.  
Image Quality Test Patterns  
Use the scroll buttons to select one of the 19 available test patterns.  
Select the Feature button to test either 1 sided or 2 sided printing from the  
available trays.  
Select the Start Test button to begin the test.  
Tools > Device Settings > Tests & Resets > Image Quality Test Patterns  
User Interface Tests  
User Interface Button Test  
The UI Button Test verifies that all of the buttons on the panel are functioning  
properly.  
1. Ensure that the selection audio tones are enabled - refer to Audio Tones  
in the Setups chapter on page 183.  
2. Select Start Test to begin the test.  
3. Press each button on the panel to the right of the touch screen. A short  
audio tone will be generated if the button is functioning properly.  
4. Select End Test to end the test. The Test Pass/Fail screen displays.  
5. Select the Passed button if all the buttons on the User Interface are  
functioning properly. Select the Failed button if any of the buttons on the  
UI are not functioning properly.  
Tools > Device Settings > Tests & Resets > User Interface Button Test  
Touch Area Test  
The Touch Area Test verifies that all touch areas on the display are  
responding.  
1. Select Start Test to begin the test. Then touch the display. If the display  
is functioning properly, the selectable area will toggle between white and  
black each time the area is touched.  
2. Press 1 on the keypad to indicate the test was successful. Press 2 on  
the keypad to indicate the test was not successful.  
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Audio Tone Test  
The Audio Tones Test verifies that the Audio Tone on the UI is functioning  
properly.  
1. Select Start Test to begin the test. The Audio Tone will activate if it is  
functioning properly.  
2. Select End Test to end the test. The Test Pass/Fail screen displays.  
3. Select the Passed button if the audio tones have sounded correctly.  
Select the Failed button if any of the audio tones are not functioning  
properly.  
Display Pixel Test  
The Display Pixel Test verifies that each pixel on the display is functioning  
properly.  
1. Select Start Test to begin the test. The display will turn white.  
2. Press 2 on the keypad to toggle the display between white and black. If  
the display is not all the same color, then the test was not successful.  
3. Press 1 on the keypad to conclude the test.  
4. Select the Passed button if all the screen on the User Interface changed  
color from black to white, otherwise, select the Failed button.  
LED Indicator Test  
The LED Indicator test verifies that all of the lights on the control panel are  
functioning properly.  
1. Select Start Test to begin the test. Each light will light for a short period  
of time if it is functioning properly. The lights will continue to cycle until  
the test is ended.  
2. Select End Test to end the test. The Test Pass/Fail screen displays.  
3. Select the Passed button if all the LEDs on the control panel are  
functioning properly. Select the Failed button if any of the LEDs on the  
control panel are not functioning properly.  
Video Memory Test  
The Video Memory Test verifies that the memory used by the video controller  
on the User Interface is functioning properly.  
1. Select Start Test to begin the test. A message will be displayed  
indicating whether or not the test was completed successfully.  
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Reset User Interface  
Rebooting / Restarting the User Interface will cause the Power On Self-Test  
cycle to begin. The User Interface will pause for several seconds before  
starting the Reboot process.  
Application Checksum Verification  
The User Interface Application Checksum Verification checks that the UI  
software is up-to-date and running correctly.  
Select Start Test to begin the test. A message will be displayed indicating that  
the test in progress. A second message will then be displayed indicating  
whether or not the test was completed successfully.  
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Customer Support and Supplies Numbers  
Customer support and supplies numbers can be set to give users access to  
numbers and details vital to maintain the machine uptime.  
Tools > Device Settings > General > Xerox Customer Support  
This utility allows you to set the following numbers:  
Customer Support Telephone Number  
Supplies Telephone Number  
Customer Asset Tag Number  
Xerox Asset Tag Number.  
Select the [-] hyphen button if needed as part of the number.  
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Optional Services  
Depending on your machine configuration, you may have access to the  
following services. This utility allows you to enable or disable options at any  
time, where installed. In most cases no reboot is necessary.  
Tools > User Interface > Service Enablements  
Network Scanning  
For information on Network Scanning, refer to Network Scanning on page 92.  
E-Mail  
For information on E-mail, refer to E-mail on page 103.  
Network Accounting  
To enable this option, set the authentication mode in Access and Network  
Accounting to Network Accounting.  
To disable this option, set the authentication mode in Access and Network  
Accounting to something other than Network Accounting. For more  
information, please refer to the System Administration CD.  
Foreign Device Interface  
The Foreign Interface Device is a card that is fitted inside the machine to allow  
a third party device such as a coin operated device or a card reader to be  
attached to the machine. The coin operated device or card reader allows you  
to provide pay-for-print services on your machine.  
Embedded Fax  
For information on the Embedded Fax feature, refer to Fax on page 59.  
Server Fax  
For information on the Server Fax feature, refer to Fax on page 59.  
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11 Setups  
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12 Maintenance  
Performing routine maintenance tasks enables your machine to continue running at  
optimum performance levels. Instructions are provided in this chapter for all the  
maintenance tasks required.  
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12 Maintenance  
Consumables  
Consumables are items on the machine that need replenishing or replacing,  
such as paper, staples and customer replaceable units. To place an order for  
Xerox consumables, please contact your local Xerox Representative giving  
your company name, product number and the machine serial number.  
NOTE: For information about locating the serial number, please refer to  
Customer Support on page 5.  
CAUTION: When replacing consumables, DO NOT remove the covers or  
guards that are fastened with screws. You cannot maintain or service  
any of the parts that are behind these covers and guards. DO NOT  
attempt any maintenance procedure that is NOT specifically described  
in the documentation supplied with your machine.  
Customer Replaceable Units  
The Print Cartridge and Staple Cartridge are Customer Replaceable Units  
(CRUs) on the machine.  
The machine will display a message on the touch screen when it needs to be  
reordered. This message is a warning that the unit is nearing the end of its life.  
Only replace the unit when a message actually instructs you to do so.  
To replace a CRU, follow the instructions on the User Interface or refer to the  
relevant sections below.  
CAUTION: When replacing consumables, DO NOT remove the covers or  
guards that are fastened with screws. You cannot maintain or service  
any of the parts that are behind these covers and guards. DO NOT  
attempt any maintenance procedure unless specifically described in the  
documentation supplied with your machine.  
Print Cartridge  
This procedure shows you how to remove a used Print Cartridge and replace  
it with a new Print Cartridge.  
New Print Cartridges have a capacity of approximately 20,000 images with an  
average area coverage of 5%. The machine will indicate the percentage of  
toner used and the number of days remaining. When the notification message  
is enabled, the machine will tell you when you will need to order a new  
cartridge and when to fit it. For information on setting the notification message,  
please refer to Print Cartridge Reorder Notification in the Setups chapter on  
page 185.  
If the feature is enabled, a message will appear on the display screen advising  
you to replace the Print Cartridge. If you want to replace the Print Cartridge  
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12 Maintenance  
now, open the front door. The instructions on the screen will tell you how to fit  
a new cartridge.  
If you do not want to replace the Print Cartridge now you can select the Abort  
button. The machine will continue to operate but will NOT make copies or  
prints.  
1. Press on both the front cover latches on the sides of the machine to open  
the front cover.  
Front cover latches  
2. Remove the Print Cartridge.  
The instructions that are packed  
with the new Print Cartridge will  
tell you how to dispose of the used  
Print Cartridge  
Print Cartridge.  
WARNING: Only install the  
correct Xerox Print Cartridge in  
the machine.  
3. Before unpacking the new  
Print Cartridge, shake well to distribute the toner. Remove from  
packaging.  
4. To fit the new Print  
Print Cartridge  
Cartridge, make sure the  
toner is facing the  
correct way up.  
5. Insert the Print  
Cartridge.  
6. Close the front cover.  
7. Press the Confirm button on the machine display.  
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ꢀ If after fitting a new  
Print Cartridge the front  
door will not close, check  
that the Print Cartridge is  
positioned and latched  
correctly.  
If you have replaced the Print Cartridge as a result of a “Replace the Print  
Cartridge” message on the machine display, the machine will assume that you  
have fitted a new cartridge and reset the toner usage counters and messages.  
If, however, you have fitted a new Print Cartridge without being instructed to  
do so by the machine display, the toner usage counters will need to be reset  
manually. This is done in the Access tools mode using the Supplies  
Management - Print Cartridge Re-order Notification feature.  
Staple Cartridge  
This procedure shows you how to remove a used Staple Cartridge and replace  
it with a new Staple Cartridge.  
1. Open the Staple Cartridge cover at the front of the machine.  
Convenience  
stapler  
Staple  
Cartridge cover  
2. Pull on the blue handle to remove the  
empty Staple Cartridge.  
3. Remove the used Staple Cartridge  
from the cartridge holder.  
4. Dispose of the used Staple Cartridge.  
5. Remove the new Staple Cartridge  
from its packaging.  
6. Make sure that the staple strips on  
top of the stack are complete and flat. Remove any partial strips and any  
strips that are bent.  
7. Insert the new Staple Cartridge into the cartridge holder, and push the  
Staple Cartridge in firmly until it clicks into position.  
8. Close the Staple Cover door.  
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12 Maintenance  
Cleaning the Machine  
WARNING: When cleaning your machine DO NOT use organic or strong  
chemical solvents or aerosol cleaners. DO NOT pour fluids directly onto  
any area. Use supplies and cleaning materials only as directed in this  
documentation. Keep all cleaning materials out of the reach of children.  
WARNING: DO NOT use pressurised air-spray cleaning aids on or in this  
equipment. Some pressurised air-spray containers contain explosive  
mixtures and are not suitable for use in electrical applications. Use of  
such cleaners can result in a risk of explosion and fire.  
CAUTION: DO NOT remove the covers or guards that are fastened with  
screws. You cannot maintain or service any of the parts that are behind  
these covers and guards. DO NOT attempt any maintenance procedure  
that is NOT specifically described in the documentation supplied with  
your machine.  
Document Glass and Constant Velocity Transport (CVT)  
Glass  
1. Use a soft, lint-free cloth,  
Document  
glass  
lightly dampened with  
water. Liquid should  
never be poured directly  
onto the glass.  
CVT glass  
2. Wipe clean the entire  
glass area.  
3. Wipe away any residue  
with a clean cloth or  
paper towel.  
NOTE: Spots or marks on the glass will be reproduced on the prints when  
copying from the document glass. Spots on the Constant Velocity Transport  
Glass will show up as streaks on the prints when copying from the document  
feeder.  
The Control Panel and Touch Screen  
Regular cleaning keeps the touch screen and control panel free from dust and  
dirt. To remove finger prints and smudges, clean the touch screen and control  
panel as below:  
1. Use a soft, lint-free cloth, lightly dampened with water.  
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12 Maintenance  
2. Wipe clean the entire area, including the touch screen.  
3. Remove any residue with a clean cloth or paper towel.  
Duplexing Automatic Document Feeder and Output Tray  
Regular cleaning keeps the document feeder and output tray free from dust  
and dirt.  
1. Use a soft, lint-free cloth, lightly dampened with water.  
2. Wipe clean the document feeder and output tray, including the paper  
trays and outside areas of your machine.  
3. Remove any residue with a clean cloth or paper towel.  
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13 Specifications  
This chapter contains the specifications for the machine. Use the specifications listed  
below to identify the capabilities of the machine. The machine adheres to strict  
specifications, approvals and certifications. These specifications are designed to  
provide for the safety of users and to ensure that the machine operates in a fully  
functional state. Note that improvements in specifications and the appearance of the  
product may be made without prior notice.  
For more information on the specifications, contact your Xerox Representative.  
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13 Specifications  
Machine Specifications  
Machine Configurations  
Feature  
Specification  
Hardware Configuration  
Processor  
DADF or Document Glass Cover  
1-2 Paper trays and Bypass tray  
Machine Size  
Base configuration: width 18.6 x depth 18.8 x  
height 21.4" (W 472 x D 478 x H 543 mm)  
Machine Weight  
Approx 41.9 lb (19 kg) without Tray 2  
57.3 lb (26 kg) with Tray 2  
Access  
From the front and back  
Copier Speed  
From paper tray 1: 35 cpm one-sided Letter (33  
cpm A4)  
First Copy Out Time  
Warm Up Time  
Document Glass from Paper Tray 1 to top tray:  
less than 10 seconds  
Document Feeder from Paper Tray 1: less than 13  
seconds  
Cold Start: Ready to copy in less than 30 seconds  
From Power Save: Ready to copy in less than 25  
seconds  
Paper Supply  
Trays 1 & 2  
Feature  
Specification  
Capacity  
520 sheets 20 lb (80 g/m²) bond paper per tray  
16 lb - 28 lb (60 to 105 g/m²)  
Paper Weights  
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13 Specifications  
Feature  
Specification  
Paper Sizes  
Length min 8.3 - max 14" (210 - 356 mm)  
Width min 5.8 - max 8.5" (148 - 216 mm)  
8.5 x 11"  
8.5 x 14"  
8.5 x 13"  
ISO B5 176 x 250mm  
ISO B5 182 x 257mm  
Oficio  
A4  
A5  
7.25 x 10.5"  
Bypass Tray  
Feature  
Capacity  
Specification  
50 sheets 20 lb (80 g/m²) bond paper per tray  
5 sheets transparencies  
5 envelopes  
Paper Weights  
Paper Range  
16 lb - 43 lb (60 to 163 g/m²)  
Length min 5.8 - max 14" (148 - 356 mm)  
Width min 3.9 - max 8.5" (99 - 216 mm)  
NOTE: The paper stack height must not exceed 0.4" (10 mm)  
Document Feeder  
Feature  
Capacity  
Specification  
Approximately 50 sheets of 20 lb (80 g/m²) bond  
paper  
Paper Weights  
Paper Sizes  
12 lb - 28 lb (50 to 120 g/m²)  
A4(SEF) to 8.5 x 14" (210 mm x 297 mm to 216  
mm x 356 mm)  
Mixed Sizes  
Yes - when selected on the User Interface and the  
lead edges have the same dimensions  
Document Feeder speed  
1-1: 33 ipm  
(A4)  
1-2: 23 ipm  
2:2 collated: 12 ipm  
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13 Specifications  
Output Modules  
Output Tray  
Feature  
Capacity  
Specification  
250 sheets of 20 lb (80 g/m²) bond paper  
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13 Specifications  
Electrical Specifications  
Feature  
Specification  
Frequency  
50/60 Hz  
Electrical Voltage  
110 - 127 VAC & 220 - 240 VAC  
Average Power  
Consumption  
Power Save mode: 35 Watts  
Stand By mode: 100 Watts  
Printing Simplex: 750 Watts  
Printing Duplex: 750 Watts  
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13 Specifications  
Feature Specifications  
Fax Feature  
Feature  
Specification  
Fax Transmission Speed  
Telephone Line Type  
33.6 Kbps  
Standard public analogue switched telephone line  
or equivalent  
Communication Standard  
Super G3, IYU G3  
406 x 392 dpi  
Maximum Resolution  
Capability  
Standard Fax Memory  
Effective Scanning Width  
Maximum Print Width  
Connection Approvals  
Stored on HDD = 80G  
8.2" (208 mm)  
8.5" (216 mm)  
EU/EEA: certified to TBR21  
USA: approved to FCC Pt 68  
Canada: approved to DOC CS-03  
Other countries: certified to national PTT  
standards  
Print Feature  
Feature  
Specification  
Compatibility  
Speed  
IBM PC / MAC / Linux  
35 ppm one-sided (Letter) / 33 ppm (A4)  
8.5" x 14" US Legal (216 mm x 356 mm)  
1200 dpi  
Max Print Area  
Enhanced Resolution  
Yield  
5 000 and 10 000 prints  
600 x 600 dpi  
Standard or Normal  
Resolution  
Standard Printer Memory  
PDL / PCL  
256 MB  
PCL6, PS/3-clone  
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13 Specifications  
Scan Feature  
Feature  
Specification  
Max scan width  
8.5" (216 mm)  
Effective scan width  
Maximum Resolution  
TWAIN / ISIS Compatible  
Image Compression  
Scan mode  
8.2" (208 mm)  
600 x 600 dpi  
Network Twain / WIA  
MH, MMR, LZW, JPEG, Flate, PNG  
Mono, grayscale and color  
256 levels  
Gray scale  
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14 Troubleshooting  
A variety of situations can affect the quality of your output. For optimal performance,  
ensure these guidelines are followed:  
• Do not position the machine in direct sunlight or near a heat source such as a  
radiator.  
• Avoid sudden changes in the environment surrounding the machine. When a  
change occurs, allow the machine at least two hours to adjust to its new  
environment, depending on the extent of the change.  
• Follow routine maintenance schedules for cleaning areas such as the document  
glass and touch screen.  
• Always set the Edge Guides in the paper trays to the size of the media in the tray  
and ensure the screen is displaying the correct size.  
• Ensure paper clips and paper debris do not contaminate the machine.  
NOTE: For additional Troubleshooting information please refer to the System  
Administration CD.  
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14 Troubleshooting  
Fault Clearance  
When a fault occurs, the display screen provides recovery instructions.  
Follow on-screen instructions to clear the fault  
NOTE: Any printed sheets removed will automatically be reprinted once the  
paper jam is cleared.  
Paper Jams  
The display screen will indicate the location of the jam. Jam Clearance areas  
vary depending on your machine model and configuration.  
Front cover area  
Front  
Rear cover (Duplex) area  
Rear  
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14 Troubleshooting  
Front Cover Area Jams  
1. Press on both the front cover latches on the sides of the machine to open  
the front cover.  
Front cover latches  
2. Remove the print cartridge (refer to Print Cartridge on page 198) and  
remove any jammed paper.  
3. Replace the print cartridge and close the front cover door.  
4. Open the paper trays and remove any jammed paper.  
5. Close the paper tray.  
Rear Cover Area (Duplex Area) Jams  
1. Open the machine rear covers and release the green rear cover support.  
Remove any jammed paper in the duplex area.  
Duplex area  
Fuser door latch  
Rear cover support  
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14 Troubleshooting  
WARNING: The metallic surfaces in the fuser area are hot. Please use  
caution when removing paper jams from this area and avoid touching  
any metallic surfaces  
2. Slide the green fuser door latch to the right and open the fuser door to  
gain access to the inside of the fuser module. Remove any jammed  
paper.  
3. Carefully close the fuser door. Ensure there is an audible click as the  
fuser door latch slides back into position.  
4. Close the rear cover door.  
Document Jams  
1. Remove all the documents  
from the document feeder and  
document glass.  
2. Lift the document handler  
cover and remover any  
jammed paper.  
3. Close the document handler  
cover.  
4. Re-order the documents as at  
the start of the job and reload.  
The documents will be  
recycled automatically to  
recover the job integrity.  
NOTE: If the paper is fed from the  
bypass tray, refer to Front Cover  
Area Jams on page 213 for  
clearance instructions.  
NOTE: If you are unable to clear the  
fault, contact your local Xerox Welcome and Support Centre for assistance  
(refer to Customer Support and Supplies Numbers in the Setups chapter on  
page 194.).  
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14 Troubleshooting  
Error and Fault Codes  
If an abnormal condition arises in the machine or an incorrect operation is  
performed, a message indicating the nature of the error is displayed on the  
User Interface screen.  
Follow the on-screen prompts to correct the error.  
If the fault persists, Power Off / Power On.  
If the problem persists, call for service.  
Errors & Faults  
Description  
Solution  
Door Open  
The back cover or front  
covers are not securely  
latched.  
Close the covers until they lock into  
place. If fault persists, call service.  
Paper  
Feeder  
Tray Paper Low  
Paper supply in tray has run  
low (fewer than 50 sheets).  
Load paper in the tray indicated by  
the warning message.  
Paper Empty at Tray  
The copy paper in the paper  
tray has run out.  
Load paper in the tray indicated by  
the warning message.  
Paper Empty at Bypass  
Tray  
The copy paper in the bypass Load paper in the bypass tray.  
tray has run out.  
Tray Cassette Out  
Paper tray is not securely  
closed.  
Close the paper tray until it locks  
into place.  
Jam from Tray  
Copy paper has jammed in  
the paper tray.  
Open the indicated tray and  
remove the jammed paper.  
Open back and front covers and  
remove jam.  
Ensure the tray is properly loaded  
as overfilling can cause further  
jams.  
Duplex Jam  
Out Bin Full  
Toner Low  
Copy paper has jammed in  
the side cover.  
Open the back covers and remove  
the jammed paper.  
Output tray is more than 90% Remove printed material from  
full.  
page output area.  
Print cartridge is almost  
empty.  
Open front cover. Remove print  
cartridge and gently shake it. By  
doing this, printing operations can  
be temporarily resumed.  
CRU  
Reinstall print cartridge. Close front  
cover. Reorder print cartridge.  
Toner Empty  
Print cartridge is empty.  
Open front cover.  
Replace with new print cartridge.  
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14 Troubleshooting  
Errors & Faults  
Description  
Solution  
Print cartridge Not  
Installed  
The print cartridge is not  
installed, or is not installed  
correctly.  
Install the print cartridge.  
If already installed, check it has  
been installed correctly.  
If problem persists, call for service.  
Toner Supplying Error  
Invalid Toner Cartridge  
Toner is not being supplied  
correctly.  
Check the print cartridge is  
installed securely.  
The installed print cartridge is Check the print cartridge and install  
not a valid Xerox cartridge.  
a valid Xerox cartridge if  
necessary.  
If problem persists, call for service.  
Full Stack  
Output tray full.  
Remove printed material from  
Output tray.  
Output  
Staple Cartridge Not  
Installed  
Staple cartridge not installed. Install staple cartridge.  
Stapler Fault  
Stapler unit does not work.  
Open stapler door and check the  
stapler. Close stapler door.  
If the fault persists, Power Off /  
Power On.  
If the problem persists, call for  
service.  
DADF Jam  
The loaded document has  
jammed in the DADF.  
Open DADF cover and remove  
jammed media.  
DADF  
Load Document  
You have attempted to set up Load document in DADF.  
a job with document not  
loaded or incorrectly loaded  
in the DADF.  
If already loaded, remove and  
reload.  
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15 Appendix A  
This appendix contains instructions to peform the following:  
Disable the Banner Sheet in the Print Driver on page 218.  
Disable the Banner Sheet at the Printer on page 218.  
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15 Appendix A  
Enable/Disable Banner Sheet  
Disable the Banner Sheet in the Print Driver  
Use the following instructions to disable the banner sheet from your device  
print driver on your PC.  
1. At your PC, select the Start menu, then select Printers and Faxes.  
2. Right click the the required printer.  
3. Select Printing Preferences.  
4. Select the Advanced tab.  
5. Select Paper/Output and click on the + sign to expand the menu.  
6. Select Disabled from the Banner Sheet options.  
7. Select Apply.  
8. Select OK.  
Disable the Banner Sheet at the Printer  
Use the following instructions to disable the banner sheet at the device.  
1. Select the Log In/Out button on the device control panel.  
2. Enter the administrator password and select Enter.  
3. Press the Machine Status button on the control button.  
4. Select the Tools tab.  
5. Select User Interface then select Job Sheets.  
6. Select Banner Sheets.  
7. Select Disabled.  
8. Select Save.  
9. Press the green Administrator button on the control panel.  
10.Select Log Out.  
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Index  
Reduce/Enlarge 45  
Country Setting 173  
Covers, Copy 55  
Numerics  
2 Sided Scanning, Email 112  
2-Sided Copying 47  
D
A
Default Output Options, Fax Receive Settings  
174  
Default Settings  
Accounting  
Network Accounting 187  
Xerox Standard Accounting 187  
Audio Line Monitor, Fax Setup 172  
Auto Answer Delay, Fax Receive Settings 173  
Auto Center, Image Shift 53  
Entry Screen 182  
Power Save Duration 182  
Delayed Send, Faxing 76  
Delete Mailbox Documents, Faxing 77  
Dialing Options  
Auto Detect, E-mail 116  
Auto Detect, Original Size 51  
Auto Reduction, Fax Receive Settings 173  
Automatic Redial Setup, Fax Setup 172  
Dialing Characters 67  
Keypad Dial 66  
Manual Dial 66, 67  
Redial 67  
Speed Dial 67  
B
Background Suppression, Faxing 71, 83  
Batch Send, Fax Setup 172  
Book Center, Edge Erase 51  
Book Copying 50  
Booklet Creation 54  
Border Erase, Edge Erase 52  
E
Electrical Specifications  
Frequency 207  
Power Consumption 207  
Voltage 207  
E-mail Fax forward, Fax Receive Settings 174  
Embedded Fax 59  
Error Correction Mode, Fax Receive Settings  
177  
C
Cleaning  
Error Correction Mode, Set 177  
Control Panel / Touch Screen 201  
DADF and Output Tray 202  
Document Glass 201  
F
Color Mode, Faxing 71  
Color Scanning, E-mail 112  
Constant Velocity Transport 201  
Control Options, Print 148  
Copying  
Fault Clearance 212  
Fault Codes 215  
Fax Specifications  
Connection Approvals 208  
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Index  
Image Compression 209  
Application Checksum Verification 193  
Audio Tone 192  
Resolution Capability 208  
Telephone Line Type 208  
Communications Self Test 193  
Display Pixel 192  
Transmission Speed 208  
FDI (Foreign Device Interface) 188  
Foreign Device Interface 188  
LED Indicator 192  
Reset UI 193  
Touch Area 191  
UI Button 191  
G
Video Memory 192  
User Interface 191  
Group Directory Setup, Faxing 69  
Manual Size Input, E-mail 116  
Margin Shift, Image Shift 53  
Media Specifications 163  
Mixed Size Originals, Original Size 51  
H
Handler Specifications  
Mixed Sizes 205  
O
Paper Weights 205  
Hole Punch Erase, Edge Erase 52  
Original Type, E-mail 113  
Original Type, Faxing 69  
I
ID Card Copy 58  
P
Image Options, Print 150  
Image Quality, Copy 48  
Image Shift, Copy 53  
Poll Remote Fax, Faxing 75  
Poll Remote Mailbox, Faxing 75  
Prefix Dial, Fax Setup 172  
Presets  
Basic Copying 180  
Reduce/Enlarge 180  
Print Cartridge 198  
Print Files 135  
J
Jams, Document 214  
Jams, Paper 212  
Junk Fax, Fax Receive Settings 174  
Print Mailbox Documents, Faxing 77  
Priority Send, Faxing 78  
L
Q
Layout / Watermark, Print 151  
Lighten / Darken, Faxing 71  
Quality / File Size, E-mail 115  
Line Configuration, Fax Settings 176  
R
M
Receive Header, Fax Receive Settings 174  
Receive Mode, Fax Receive Settings 175  
Remote Code, Fax Receive Settings 175  
Reorder Notification  
Toner Cartridge 185  
Reprint Saved Jobs 135  
Resolution, E-mail 114  
Resolution, Faxing 70  
Ring Volume, Fax Receive Settings 173  
Machine Configurations  
Accessibility 204  
Copier Speed 204  
First Copy Out Time 204  
Hardware 204  
Machine Size 204  
Warm Up Time 204  
Machine Tests  
Image Quality 191  
UI Test  
220  
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Index  
Store for Polling, Faxing 74  
Store Job 58  
Store to Mailbox, Faxing 76  
Support and Supplies Numbers 194  
S
Scan to Edge, E-mail 116  
Secure Polling, Fax Receive Settings 175  
Secure Receive, Fax Receive Settings 174  
Send to a Remote Mailbox, Faxing 77  
Server 59  
T
Server Fax 59  
Small Original Erase, Edge Erase 52  
Software  
Resets 184  
Staple Cartridge 200  
Toll Save, Fax Setup 172  
Tools, Menu 166  
Transmission Header Text 173  
Transparency Separators 55  
Store Files 119  
Xerox Phaser 3635MFP User Guide  
221  
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Index  
222  
Xerox Phaser 3635MFP User Guide  
Download from Www.Somanuals.com. All Manuals Search And Download.  

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