Setting the Fax Receive Options, Receiving Secure Faxes | Xerox 665

Using the ControlCentre

Setting the Fax Receive Options

On the Fax Receive page, you can choose the WorkCentre settings to use when receiving faxes. You can set up the secure receive feature and choose the options for reducing and collating incoming faxes.

Setting the Receive Footer Option

You can set the WorkCentre to print a receive footer on each received page. The receive footer displays the following information: footer message, date and start time of the fax transmission, sender’s fax number, recipient’s fax number, and page number.

1Click the Fax icon and then click the Fax Receive tab.

2Click Print receive footer.

3Click Apply to set the option at the WorkCentre.

Receiving Faxes when the Printer is Unavailable

You can choose to receive faxes in memory when the WorkCentre’s printer is not available. The WorkCentre will store the received fax in memory when the paper tray is empty, the paper is jammed, or the toner is empty. The WorkCentre is unable to receive to memory when memory becomes full or when it has received 100 jobs.

1Click the Fax icon and then click the Fax Receive tab.

2Under When printing function is not available, select one of the following options:

Receive to memory Stores faxes in memory. Don’t receive Does not receive faxes.

3Click Apply to set the option at the WorkCentre.

Receiving Secure Faxes

The secure receive feature enables you to keep received documents confidential during a specified time period each day or 24 hours a day. All documents received during the time period are stored in

WorkCentre Pro 665/685/765/785

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Xerox 665, 765, 685, 785 manual Setting the Fax Receive Options, Setting the Receive Footer Option, Receiving Secure Faxes

Contents

Xerox Welwyn Garden City AL7 1HL Table of Contents WorkCentre Pro 665/685/765/785 Dialing Methods Receiving Documents Transmitting Documents Polling Cancelling JobsMailbox Communications Reports Copying Documents 10-1 Viii WorkCentre Pro 665/685/765/785 Appendix a Ordering Supplies Troubleshooting 16-1 Appendix B Maintaining the Product Energy Star Xii WorkCentre Pro 665/685/765/785 Introduction Finding Information in the System Administrator’s Guide SAG Polling Chapter Troubleshooting ChapterMailbox Communications Chapter Reports Chapter Information provided by the User’s Guide Environment Specifications a Basic Troubleshooting Chapter Send header 1. Inside Outside Off Document Conventions Introduction Programming the Machine Using the Menu Mode Key Key Description Keys used in Menu Mode Operation Fax features Print reports Phonebook setup Self test To program a Menu feature using the scroll keysTo program a Menu feature using the Menu Numbers Menu Flow Map Programming the Machine Programming the Machine Keys used to Enter Characters Character Entries Character Code Table Correcting Characters Entering CharactersReplacing Characters Enter name Enter name Insert Deleting or Inserting Characters Direct Access Function Keys Programming the Machine Planning the Phonebook Setting Up the Phonebook Pre-setting Speed Dial Numbers Speed dial number 001 Enter speed dial nbr or Back to previous Stop to complete Speed dial 001 Fax number 128 max Speed dial 001 Name 20 max Enter nameSpeed dial 001 Alternate fax nbr Fax options? 1. Yes Send Later Subaddress PWD 20 max Subaddress SUB 20 max Line Selection Speed dial number 1. Delete Modify Retain Modifying or Deleting Speed Dial Numbers Press one touch key or Back to previous Stop to complete Pre-setting One Touch Numbers One touch key 001 Fax number 128 max One Touch key Name 20 max Enter nameOne touch key Alternate fax nbr Fax options? 1. Yes Send later Time Hhmm Fax Speed Line Selection One touch key 1. Delete Modify Retain Modifying or Deleting One Touch Dial Numbers Enter group number or Back to previous Stop to complete Pre-setting Group Numbers Group number 0025 Enter speed dial or OT Enter to complete Enter name Group name 20 max Phonebook By name Speed dial Group dial Programming Group Send Enter group number or Back to previous Enter to complete Deleting or Modifying a Group NumberEnter group number 1. Delete Modify Retain Filling out the One Touch Label To setup Department Codes Setting the Department CodesSet dept. code 1. Yes Enter master code Dept. number01 Dept. name 20 max Set dept. code Recover old data NewEnter name Dept. name 20 max Enter master code Dept. number Master code Enter master code Dept. numberSet dept. code Dept. number Set dept. code Dept. number Dept. code Set dept. code Dept. number04 Dept. name 20 max Enter name Changing the Department Code Settings Dept. number 1. Delete Modify Retain Set dept. code Already assigned Dept. number02 Error correct-ECM 1. On Off Long original 1m 39 Inches Any length Long Original Setting Bypass Tray Paper Size Setting Interval Number of redials Redial Count and Interval Setting Redials 00-14 Redials Interval 01-15 min Receive interval Interval 00-15min Receive Interval Resolution Selection Description Resolution and Contrast Setting Standard ResolutionFine Superfine Super power save Automatic Manual Off Power Saver Setting Entering time Time 01-60min Printer power save 1. On Off Print Density Refuse junk mail 1. On Off Refuse Junk Mail Setting Ringer volume Volume 2 3 4 5 6 Ringer Volume Setting Alarm volume Volume 2 3 4 5 6 Alarm Volume Setting Key touch volume Volume 2 3 4 5 6 Key Touch Volume Setting Monitor volume Volume 2 3 4 5 6 Monitor Volume Setting When memory full Delete scan pages Send scan pages Send After Scan Default SettingType of send Dial while scan Dial after scan Remote Access Remote Service SettingRemote access 1. On Off Download firmware 1. No job in memory Anytime Download RDC password Set RDC password Password 20 max RDC Password Auto supply ordering 1. On Off Supplies Order Fax separator page 1. On Off Separator Page Default SettingCopy separator page 1. On Off PC separator page 1. On Off Line monitor 1. Always Off Line Monitor Default Setting Programming the Machine Receiving Documents Answer mode Auto answer Manual answer Setting the Answer Mode LineBasic Receive Rings to answer Rings 01-*10 Receive only Start/Stop time 0000 Manual Receive Auto Receive Collate Fax Advanced ReceiveCollate fax 1. On Off Reduce incoming fax 1. On Off Reduce Incoming Fax Setting Receive to memory 1. On Off Receive to Memory Secure Receive Automatic Secure Receive SetupSecurity code Security On/Off Secure receive Security code Secure receive Security code Security On/Off Secure receive Start/Stop time 600 Secure receive 1. On OffSecure recv. all day For each day? 1.Yes Monday Secure all day 1. Yes Secure receive Start Stop Manual Secure Receive Secure receive 1. Start Stop Printing the Stored Document in Secure Receive Mode12-01-1999 1547 Ready Free memory 80% Printing Discard extra 1. On Off Discard Extra Setting Receiving Documents Dialing Methods 12-01-1999 1347 Ready Free memory100% Dial or press Copy Manual Dial On-hook and Off-hook DialingDial fax number Fax number Communicating Job number 022 5554444 Alpha Dialing Speed dial 001 Keith Doe Co Enter search name Exit to previous Keith Doe Co. −↓Scanning into memory Job number 007 Free memory 91% Phonebook 1. Speed dial Alpha dial Group dial Speed Dialing Speed dial 001 One Touch DialingScanning into memory Job number 041 Free memory 85% One touch key Scanning into Memory Job number 052 Free memory 82% Keypad Dialing12-01-1999 1347 Ready Free memory92% Dial or press Copy Manual Redial Last Number Off-hook Automatic Redialing Redial last number Enter to start Manual Redial Last 5 Numbers On-hook Chain Dialing Charge Card Transmissions ProcedureScanning into memory Job number 017 Free memory 100% Manual group Enter fax number, Phonebook Or one touch key Manual Group Dialing Manual group − to previous Enter more Or press Start Transmitting Documents Job Numbers MemoryScanning into memory Job number 047 Free Memory 100% Memory send 1. On Off Memory Send or Direct Send Default Mode Memory Send Scanning into memory Job number Free memory 92% 12-01-1999 1347 Ready Free memory 100% Dial or press Copy12-01-1999 1347 Ready Free memory 85% Load document Dialing Job number 5551212 Direct Send Direct send Yes Direct Send with Memory Send SelectedFree memory 80% Enter fax number Manual Send Delayed StartTime Hhmm DD Priority Transmission Line selection Either line Line #1 Line #2 Line SelectionFree memory 100% Enter fax number Fax number 128 max 5151212 + Charge CodesFax number 128 max 5151212 + $$$ Effective Range Cover Sheet Cover sheet 1. On Off Cover Sheet SetupLoad cover image 1. Yes Cover sheet Press Start to store Cover sheet Send Print Sending a Document with a Cover SheetEnter to Name Enter from Name Batching Confirming a Transmission Option Description One Time Fax Options Number of pages Pages Number of Pages Listen to dial 1. On Off Listen to Dial Send then poll Off Send then PollSend then poll Add security code? 1. Yes Transmitting Documents Error correct ECM 1. On Off ECM Disable Secure send Off Secure Send Transmission Send after scan 1. Yes Send After Scan Enable Transmitting Documents Enter account code or press Start Advanced Transmissions Using an Account Code Account code 1. On Off Account Code Default Setting 12-01-1999 Free memory 100% Enter dept. code Transmitting Using a Department Code Resend Stored Fax Default Setting Resending a Stored Fax Fax number 128max Start Send to one number Change Secure Send Setting Relay Station Setup Initiating Station SetupITU-T Relay Communications ITU-T Relay Transmission Enter password Password 20 max Setup password 1. YesSend Relay Box number 20 max Transmitting Documents Originator Presetting ITU-T Relay BoxRelay Boxes Relay Station End Stations Enter password Password20 max Program password 1. YesEnter mailbox new# Box number 20 max Relay end number Enter phonebook key or one touch key Relay end number One touch key01 Enter more Or press Start Transmitting Documents Deleting a Relay Box Mailbox setup 1. Done Mailbox deleteDelete mailbox# Box number 20max Transmitting Documents Stop Key Cancelling JobsJob Status Key Dialing Job number 006 5551212 Cancel Job Key Cancel job Enter to cancel Previous − Next ↓ 12-01-1999 Cancel this job? Job number 043 YesJob number 043 Direct Send Jobs Cancel this job? 1 Cancelling Jobs Polling Communications Polling Storing a Document to be Polled Scan to be polled 1. Poll-once box Multi-poll box Storing a Document to be Polled in a Poll-once Box Scan to be polled security code Secure fax 20 max Storing a Document to be Polled in a Multi-poll Box Modifying Documents Stored in a Polling Box Cancelling Documents Stored in a Polling BoxSecurity/fax number? Already assigned Delete Add + Retain Poll one number Enter fax number Polling a Remote Document Poll-once or Multi-poll BoxPoll Add security code? 1. Yes Load document To poll press Start Group Polling Poll a group Security code Poll a group Add security code? 1. Yes Continuous poll Interval 10-70min Continuous PollingContinuous poll Start/Stop time 0800 Continuous poll One touch key46 Enter more Or press Start Continuous poll − ↓ for setting Start/Stop days Mon-FriContinuous poll Security code Already assigned 1. Delete Retain Deleting Continuous Poll Jobs Polling Mailbox ITU-T Communications Mailbox CommunicationsMailbox Reception Reports Local Mailbox ITU-T Mailbox setup Done Mailbox deleteCreating an ITU-T Mailbox Enter mailbox new # Box number 20 max Mailbox type Confidential Bulletin board Relay Deleting an ITU-T Mailbox Storing a Document in a Local ITU-T Mailbox Mailbox Confidential Bulletin board Relay Box setupDelete Mailbox # Store Confidential Box number 20 max Store Bull. board Printing a Document Stored in a Local ITU-T Mailbox Print Confidential Box number 20 max Print Bull board Deleting a Document Stored in a Local ITU-T Mailbox Sending to a Remote ITU-T Mailbox Remote ITU-T MailboxDelete Confidential Box number 20 max Delete Bull board Mailbox Communications To send to a remote mailbox, press Polling a Remote ITU-T Mailbox Poll Confidential Box number 20 max Poll Bulletin Board Attaching an ITU-T Sub Address Transmitting a Document to an ITU-T Sub Address Subaddress SEP 20 max Polling a Document Using a Sub Address Load document To poll press Start Reports Setting Up Reports and Lists Activity Report Setup Description Code Activity report Set key default Auto print Confirmation Report Setup Confirmation Report Confirmation report 1. Always On error Off Confirmation Report Memory Send Confirm. memory send 1. Always On error Off Show first fax page 1. On Off Group Send Report Group send report Always On error Off Reports Group Poll Report Group poll report Always On error Off Relay Originator Report Relay originator 1. Always On error Off Show first fax page 1. On Off Relay Station Report Relay station 1. Always On error Off Reports Relay Destination Report Relay destination 1. Always On error Off Reports Confirmation report Confirmation Report Override Local to mailbox Remote to mailbox Relay station Reception Report Setup Description Activity Report Printing Reports and ListsPrint number 50 1paper 100 2paper 150 3paper ITU-T Mailbox Report Pending Jobs Report Department Code Report Power Failure List Press Menu Map Menu Map Settings Report To print the Settings Report Press Making Copies Copying DocumentsCopy Copies PaperAuto Collate On Copying Papertray 1 LT Pages Press the Exit or Stop key to cancel the copy operation Scan Functionality 11-2 WorkCentre Pro 665/685/765/785 PCL Printing Functionality 12-2 WorkCentre Pro 665/685/765/785 Network Functionality 13-2 WorkCentre Pro 665/685/765/785 Internet FAX Functionality 14-2 WorkCentre Pro 665/685/765/785 Using the ControlCentre Setting the Machine Defaults Setting up the WorkCentre Setting up the Telephone Lines Using the Power Save features Changing Your ControlCentre Password Setting the PC’s Date and Time on the WorkCentre Setting the Cover Sheet and Send Header Options Setting the Fax Send OptionsChoosing How to Send Faxes Setting the Redial Options Sending Faxes Using Security Faxing Long Originals Setting the Receive Footer Option Setting the Fax Receive OptionsReceiving Faxes when the Printer is Unavailable Receiving Secure Faxes Setting the Receive Interval Receiving Oversized Faxes Collating and Reducing Incoming Faxes Receiving Faxes to Your PC Setting up a PhonebookAssigning an Individual Fax Number to a One Touch Key Using the ControlCentre Editing a One Touch Key Entry Deleting One Touch Key Entries Presetting a Speed Dial Number Editing a Speed Dial Number Deleting Speed Dial Numbers Presetting a Group Dial Number Deleting Group Dial Numbers Editing a Group Dial Number Opening a Phonebook File Saving a Phonebook to Your PC Creating a Mailbox Creating Mailboxes Editing a Mailbox Setting up Department Codes Using Department CodesDeleting a Mailbox Deleting a Department Code Changing a Department Code Printing Reports Confirmation Reports Setup Printing the Settings Report Reception Reports Setup Saving WorkCentre Settings to a File Saving the WorkCentre SettingsOpening a Saved WorkCentre Settings File Creating a New WorkCentre Settings File Enabling Xerox personnel to perform remote tests Setting up automatic supply ordering Firmware Download Self Test TroubleshootingAuto test Individual test Print test Troubleshooting Error Messages and Codes Calling for Service 16-4 WorkCentre Pro 665/685/765/785 Troubleshooting Code Probable Cause Corrective Action Error Codes WorkCentre Pro 665/685/765/785 16-7 Code Description Replace Parts Device Error Codes Code Location Paper Jam Remove any documents from the Document Tray Documents Open the Right Side Cover and remove any jammed paper 067 WorkCentre Pro 665/685/765/785 16-13 Right Side Document Jam Typical Causes Recommended Procedure Document Jams Remove all documents from the Document Tray Documents 073 G3 5 0 Status Code Table Problem Check Items Transmission Problems Reception Problems Image Quality Problems with envelopesCommunications failure 16-22 WorkCentre Pro 665/685/765/785 Ordering Supplies Ordering SuppliesSupplies Setting up the destination Setting-up Automatic Supplies OrderingOrdering Supplies Automatically WorkCentre Pro 665/685/765/785 Select supplies 1. Toner Drum Entering the part details Enter quantity Quantity Enter part number 20 max Entering ordering details Enter tel number Tel number 32 max Enter contact name Name 40 maxEnter ship to name Name 40 max Enter ship address Address 64 max Printing the order form Replacing the Paper Maintaining the ProductTo replace the paper 039 Push the paper tray all the way into the machine To replace the Toner Cartridge Replacing the Toner Cartridge and Fuser Cleaner 065 098 093 Assembly 026 027 029 To replace the Fuser Cleaner 076-1 076-2 101 To replace the Drum Unit Replacing the Drum Unit Developer Assembly 026 028 To replace the Ozone Filter Cleaning the Machine Cleaning the Cabinet and Ozone Filter Cleaning the Document Scanner Close the Transmission Cover WorkCentre Pro 665/685/765/785 Cleaning the Developer Assembly and the Surrounding Parts 023 065 To clean the Paper guide To clean the Transfer Wire and Discharge Wire To clean the Developer Assembly 026 027 029 Charger Wire Cleaning the Charger Wire and the Laser Beam WindowLaser Beam Window To clean the Laser Beam Window To clean the Charger Wire Charger Wire WorkCentre Pro 665/685/765/785 Assembly 027 029 Cleaning the Components as Needed 023 065 Page To clean Contacts To clean the Metering Blade Developer 028 Installing the maintenance kit Specification Product Data Sheet JBIG/MMR/MR/MH Process Unit is 750 prints. Supply Toner Cartridge WorkCentre Pro 665/685/765/785 Safety Certification and Environmental Compliance This product must be earthed Laser Safety Information Radio Frequency Emissions USA Third Party Certification120v 60Hz Nominal Markets 230v, 50 Hz Nominal Markets Unique European Certification Approvals and Certification UK Electricity at Work Regulation Question What is the Electricity at Work Regulation? Question Is the Xerox equipment in my premises safe? Question Is Xerox equipment safe? Question I require records of all tests Environmental ChoiceM Environmental CompliancePage Send Header Requirements FCC RegulationsData Coupler Information Page Canadian Certification Page Index Symbols INDEX-2 INDEX-3 See also LCD document feeder INDEX-5 See also LCD listen to dial See also menu map levels INDEX-8 See also dial mode INDEX-10 See also contrast default setting See also security INDEX-13 INDEX-14