Xerox 426, 440, 432, 430, 425, 420 Cover Letter Cover, ¾ Select More Features and then Cover Letter

Page 135

Cover Letter (Cover Page)

Fax

¾Select [More Features] and then [Cover Letter].

¾Select [On]. The [Comment List] will be displayed.

¾Select [To Comment] and select the recipients name from the list. The name appears under To Comment.

¾Select [From Comment] and then the senders name from the list. The name appears under the From Comment.

¾Select [Save].

Use this feature to automatically generate a Cover Letter for an out-going fax.

The Cover Letter contains the following information.

NOTE: Except for the To and From comments, the following are automatically inserted. Refer to “Comment Setup” on page 4-42for information about setting up a comment.

-A Fax cover letter title.

-The name or telephone number of the remote terminal. (If the fax number has been entered manually instead of using the Dial Directory, the first line of the To comment is blank.)

-The To comment (recipient’s name).

-The local name.

-The From comment (sender’s name).

-The telephone number for the local, or sending, terminal.

-The number of pages, not including the cover page.

Xerox Document Centre 440/432/430/426/425/420 User Guide

Page 4-19

Image 135

Contents Xerox Document Centre 440/432/430/426/425/420 User Guide AL7 1HE England Product Overview About This GuideCopy Changing the Default Time SettingsFax More Features Embedded FaxNetwork Scanning Media PrintMail Authentication Mode E-mailCompleted Print Jobs Queue Internet ServicesPrint 10Paper and other media 10-111Setups 11-1 12Maintenance 12-1 13Problem Solving 13-1 14Specifications 14-115Glossary 15-1 Xerox Document Centre 440/432/430/426/425/420 User Guide About This Guide Xerox Welcome Center SEF Orientation ConventionsOrientation LEF OrientationBracket text typeface Italic typefaceQuick Pathway Hints Related Information Sources Safety Notes Xerox Document Centre 440/432/430/426/425/420 User Guide Safety Standards AgencyStandard Regulatory Information FCC PartICES-003 Data Coupler Information Send Header RequirementsXerox Document Centre 440/432/430/426/425/420 User Guide Canadian CSO3 Laser Safety About This Guide Environmental Compliance Energy StarEnvironmental ChoiceM Illegal Copying Xerox Document Centre 440/432/430/426/425/420 User Guide About This Guide DC426/420DC440/432/430/425 Ground Fault Interrupter GFIProduct Overview Identifying the machine components Product Overview Optional Components Product Overview Xerox Document Centre 440/432/430/426/425/420 User Guide Power ON/OFF Powering OnDC440/432/430/425 DC426/420 Powering Off Power Save Modes Stand-by Mode Low Power ModePower Save Mode Auto Off/Sleep Changing the Default Time Settings ¾ Enter the password using the keypad and select Enter Xerox Document Centre 440/432/430/426/425/420 User Guide Recycled Paper Modes Features button Job Status button Machine Status buttonAll Services Features button¾ Select All Services.The pop-up window will be displayed Job Status button¾ Select Other Queues to display the queues available Machine Status button Paper Supply Status Machine InformationFaults Reports and CountersPrint Reports Counters Account InformationProduct Overview System controls Job Interrupt Auditron Access Screen Information Sources Using the Help ? buttonUser Documentation LabelsCopy Copying procedure Load the documentsDocument Feeder Copy Document Glass Pic of document feeder being raised Constant Velocity Transport Glass Select the Features buttonSelect the features DC440/432/430/425 DC426/420 Enter the quantityIdentify the copy job in the Print Queue Select StartOutput Standard Features CopyUncollated CollatedAutomatic Stapling using the Finisher Manual Stapling using the FinisherStapled optional Convenience Stapler optional Sides Imaged Orientation Reduce/Enlarge Portrait ImagesLandscape Images Head to HeadHead to Toe Reduce / Enlarge options Paper Supply Paper Supply options Image Quality options Image QualityAdded Features Copy Original Size DC440/432/430/425/Original Input DC426/420 Image Adjustment tab Copy¾ Select Original Size To produce size for size copies ¾ Select Added Features ¾ Select Original SizeTo produce reduced / enlarged copies Bound OriginalsBound Originals options Image Shift Image Shift options¾ Select Save and Save again Expert Image Quality ¾ Select Added Features ¾ Select Image Adjustment EraseExpert Image Quality options Edit optional Erase options¾ Select Border Erase or Edge Erase ¾ Select Area Edit ¾ Select Added Features and then Image Adjustment¾ Select Page Edit Area Edit optionsEdit options Edit DC426/420Transparencies Output Format Copy¾ Programme Change Tray Attributes Transparency options Up 2 Up DC426/420On the DC426/420 ¾ Select Added Features and then Output FormatAnnotation ¾ Select Added Features ¾ Select Output FormatAnnotation options Programming a new comment ¾ Select Save ¾ The comment will be displayed in the list Inserts Copy Booklet Creation ¾ Select Booklet Creation in Output Format Covers DC440/432/430/425¾ Select Blank Covers or Printed Covers Covers optionsCopy Build Job Job Assembly CopyCopy To store a job Stored JobsCopy To delete a stored job To retrieve a stored jobManaging Copy Jobs Print QueueQuick Pathway ¾ Select Job Status on the control panel Xerox Document Centre 440/432/430/426/425/420 User Guide Copy Completed Print Jobs Queue Fax Sending a Fax using Embedded Fax Embedded Fax ProcedureLoad the documents Select Start Dial the numberFax Status Xerox Document Centre 440/432/430/426/425/420 User Guide Resolution Standard Features Embedded FaxOriginal Type Sides Scanned ¾ Select Sides Scanned to access the options availableNext Destination Dialing¾ Select Next Destination. The number appears in the list Dialing CharactersXerox Document Centre 440/432/430/426/425/420 User Guide Telephone Xerox Document Centre 440/432/430/426/425/420 User Guide Keypad Speed DialSelect this Enter this Results Button Data Next Destination Dial DirectoryFax Advanced Features Reports and Setups More Features Embedded FaxCover Letter Cover ¾ Select More Features and then Cover LetterLighter/Darker ¾ Select More Features ¾ Select Transmission Report¾ Select More Features ¾ Select Lighter/Darker Transmission Report¾ Select More Features ¾ Select Communications Mode Communication Mode DC440/432/430/425¾ Select More Features ¾ Select Delayed Start Delayed StartSend Priority DC440/432/430/425 ¾ Select More Features ¾ Select Send PriorityAdvanced Features Embedded Fax Build Job ¾ Select Poll Remote Fax Poll Remote FaxStore for Polling Free PollingFree polling Secure polling Secure Polling Print documents Polling Password Button¾ Select Polling Password Delete documentsStore to Mailbox Fax MailboxPrint from Mailbox Delete Mailbox Contents ¾ Select More Features ¾ Select Advanced Features Original Size DC440/432/430/425/Mixed Size Originals DC426¾ Select Start Reports & Setups Embedded Fax Fax Reports Fax Report OptionsActivity Report ¾ Select Answer Mode Answer ModeIndividual Dial Directory SetupXerox Document Centre 440/432/430/426/425/420 User Guide ¾ Select the ‘From’ Comment’ ¾ The Cover Letter screen will appearGroup Deleting a number from the Dial DirectoryFax ¾ Select Dial Directory Comment Setup¾ Select Comment Setup in Reports & Setups To send a Group FaxTransmit Header Print ¾ Select Transmit Header Print feature in Reports & SetupsServer Fax Procedure 440/432/430/425 Sending a Fax using Server Fax Load the documents ¾ Using the numeric keypad, enter the fax number Standard Features Server Fax Original Type Sides Scanned Send List/Phonebook Phonebook ¾ Select Phonebook or Send List Dial pause Long Pause Group Dial \ Dialing CharactersKeypad ¾ Select More Fax Features ¾ Select Lighter/Darker More Fax Features Server FaxOriginal Size Options Original Input Size¾ Select More Fax Features ¾ Select Delayed Start Login Guest Access Authentication Mode Server FaxLogin Network Authenticated Access ¾ Select Guest Access Login Guest Access and Network Authenticated AccessChanging the Authentication Service ¾ Select Network Authenticated Access and then select EnterLogging Off ¾ Select AccessLAN Fax Local Area Network Fax LAN Fax FeaturesFax Queue Managing Fax JobsXerox Document Centre 440/432/430/426/425/420 User Guide Completed Fax Jobs Queue Xerox Document Centre 440/432/430/426/425/420 User Guide Fax Xerox Document Centre 440/432/430/426/425/420 User Guide Media Print Using Media Print ¾ Select All Services ¾ Select Media Print Xerox Document Centre 440/432/430/426/425/420 User Guide Network Scanning Network Scanning Summary Box Features Hint Only one template can be selected at a time Templates and template listPrivate Repository Public and Private TemplatesXerox Document Centre 440/432/430/426/425/420 User Guide Scanning Image AdjustmentOriginal Size Basic Image Quality Basic Image Quality Options¾ Select Basic Image Quality Sides Imaged Options ¾ Select Reduce/Enlarge Reduce/Enlarge OptionsStored Image Settings Options Stored Image SettingsErase Output Format or Filing Setups Server IP Address /Server Name Document Name or Document Folder Document Path / VolumeIf File Already Exists or Filing Policy Login Name/PasswordDocument Management Fields DC440/432/430/425 Network Scanning ¾ Select All Services ¾ Select Network Scanning ¾ If required, select and change the options ¾ Select Save Authentication Mode Network Scanning Characters if required Login Guest Access and Network Authenticated Access ¾ Select Access ¾ Select OK Scan Queue Managing Scan JobsDestination Type Owner Status Scanned/Filed Display Completed Scan Jobs Queue DC440/432/430/425Xerox Document Centre 440/432/430/426/425/420 User Guide Mail Standard Features Entering a manual E-mail address Using the Address Books Public Address Book Internal Address Book Image Adjustment Original Size Adjusts the settings for the output Sides Imaged Stored Image Settings Erase Output Format Reply to¾ Select Reply to Authentication Mode E-mail Login Network Authenticated Access Login Guest Access and Network Authenticated Access Changing the Authentication Service Logging Off Managing Scan Jobs Completed Scan Jobs Queue Mail Xerox Document Centre 440/432/430/426/425/420 User Guide Print Print Driver Features Print Xerox Document Centre 440/432/430/426/425/420 User Guide Tower Mailbox Managing Print Jobs Print Xerox Document Centre 440/432/430/426/425/420 User Guide Completed Print Jobs Queue Xerox Document Centre 440/432/430/426/425/420 User Guide Internet Services Function Action Pages Standard Features Internet ServicesFeature pages Interface OptionsRestore Settings Services Tab Radio ButtonsCancel Apply new settings, settingsServices Tab ¾ Select ServicesJob Submission Stored Templates ¾ Select Services ¾ Select Stored TemplatesQueue Tab Status Tab ¾ Select Properties Properties TabInterfaces Properties FeaturesContention Management Power SaverAuthentication Server DC440/432/430/425 Feature Name Action ServicesLdap Lightweight Directory Access Public Address Book this feature isPrint Setup Repository SetupTemplate Pool Setup Default TemplateFeature Name Action Portfolio Maintenance Tab ¾ Select Assistance Assistance TabPublic and Private Repositories Scanning with Internet ServicesTemplate Pools Template ManagementTemplate Summary Template Services NetWare Services Parameters Description Login NameFax Immediate or Delayed Path to DocumentCopy Staple if Finisher option is Services Parameters DescriptionPrint Number of Copies LocalOriginal Size Services Parameters Description SharpnessSame as Original default auto Image SizeEdge/Border Erase Reduce/EnlargeDocument Management Fields Modifying a template ¾ Select Stored Templates ¾ Select Apply New SettingsTemplate Operations Creating a new template ¾ Select Stored TemplatesScan to File Copying a template ¾ Select Stored TemplatesDeleting a template ¾ Select Stored Templates Retrieving a Scanned Document using PaperPort Scanning to a public repositoryTo scan to a private repository Hint For best results select Text in Original Type Scan with Local Copy Scan to FaxProblem Solving Paper and other media Loading paper Preparing paper for loadingLoading the paper trays ¾ Pull out the paper tray towards you Xerox Document Centre 440/432/430/426/425/420 User Guide Paper and other media Bypass Tray Bypass Tray with the High Capacity Tray Finisher Bypass Tray with the Left TrayEnvelope Tray optional Loading the Envelope Tray Loading the High Capacity Feeder High Capacity Feeder optionalAuto Tray Switching Storing and Handling Paper Media Use Specifications Other mediaMedia Uses and Special Considerations High Capacity Feeder load Media Trays 1, 2, 3, 4 load LEF Other Trays 1, 2, 3, 4 load LEF or Cover stock Booklets Xerox Document Centre 440/432/430/426/425/420 User Guide Setups Key Operator Tools Setup ProceduresAuditron Administrator Tools System Administrator ToolsChanging the Settings Access the Setup ToolsOwner Tools ¾ Select Save or Cancel Quick Pathway ¾ Select Access Control Panel Machine SetupsAccess the Machine Setups ¾ Select Paper Trays Paper Tray SetupsDate/Time Setup ¾ Select Date/Time ¾ Select Date SetupDate ¾ Select Time Setup Time¾ Select Save and Close Timers Walkup Screen¾ Select Walkup Screen ¾ Select Auto Clear Low Power¾ Select Low Power Auto Clear¾ Select Contention ContentionPower Save Auto Off ¾ Select Power Save or Auto Off¾ Select Localization Interrupt ButtonPriority or Print Queue Priority LocalizationAdditional Setups Report Languages¾ Select Report Languages ¾ Select Customer Support Number Touch Screen ContrastCustomer Support Number ¾ Select Touch Screen Contrast¾ Select Machine Serial Number Paper SizesMachine Serial Number ¾ Select Paper Sizes¾ Select Xerox Supplies Number or Supplies Tel. Number Xerox Supplies Number / Supplies Tel. NumberAccessing Fault Override Fault OverrideDisabled Component Service Disabled Feature/Result Unavailable FeaturesFeature Collated Left Tray Destination Tray, Tower Disabled Component Service/ Feature Disabled Feature/Result Copy Setups Access the Copy Setups¾ Select Copy Setups ¾ Select Defaults DefaultsCustom NormalImage Quality ¾ Select Sides Image Portrait Images Landscape Images Head to Head ¾ Select Expert Image Quality Margin Shift DC440/432/430/425¾ Select Border Erase Erase DC440/432/430/425¾ Select Edge Erase Edge Erase DC440/432/430/425Fax Setups Access the Fax Setups¾ Select Fax Setups ¾ Select the option required ¾ Select Fax Setups ¾ Enter Key Operator PIN Server Fax Setups DC440/432/430/425Fax Terminal Setups ¾ Select Fax Setups ¾ Select Fax Terminal SetupsEmbedded Fax Fax Terminal Options Local ID Access Fax Terminal SetupsLocal Name ¾ Select Local ID¾ Select Local Name ¾ Select Company Logo Company Logo¾ Select Delayed Start Time Delayed Start TimeLong Document DC440/432/430/425 ¾ Select Dialling Digits Reporting Dialling Digits Reporting DC440/432/430/425Fax Printing Options Receive ReductionMargin Duplex Printing ¾ Select Duplex PrintingAll 1 Sided All 2 Sided ¾ Select Output Selection Paper AttributesOutput Selection ¾ Select Paper Attributes¾ Select Fax Report Options Fax Report OptionsActivity Report ¾ Select A3 Æ 11 x¾ Select Broadcast and Multi-Poll Reports Broadcast and Multi-Poll ReportsTransmission Report Mailbox Report Fax Panel DefaultsResolution ¾ Select Fax Panel Defaults ¾ Select ResolutionLighter/Darker Original Type¾ Select Original Type Super G3 Communication Mode DC440/432/430/425Forced 4800 DC426/420 ¾ Select Forced¾ Select Fax Mailboxes Fax Mailboxes¾ Select Edit Mailbox ¾ Select Mailbox Password To Add or Edit a Mailbox¾ Select Mailbox Name ¾ Select Fax File Management Fax File ManagementTo Delete a Mailbox ¾ Select Delete MailboxMailbox Files DC440/432/430/425/Failed Fax Files for Polling DC440/432/430/425Delete in 24 hours DC426/420 Keep Fax Communication Setups ¾ Select Fax Setups ¾ Select Fax Communication Setups¾ Select Files for Polling Dialing Type Access Fax Communication SetupsOutgoing Fax Options ¾ Select Outgoing Fax OptionsPause Time Redial Management¾ Select Pause Time ¾ Select Redial Interval ¾ Select Redial Management ¾ Select Redial Count¾ Select Line Monitor Line Monitor¾ Select Resend Count Batch SendResend Count ¾ Select Batch Send¾ Select Incoming Fax Options Auto Answer Delay¾ Select Auto Answer Delay Incoming Fax OptionsJunk Fax Prevention Ring Volume¾ Select Secure Fax Receive Receive Header Print DC440/432/430/425Secure Fax Receive DC440/432/430/425 ¾ Select Receive Header PrintLine Use Restriction DC440/432/430/425 Auditron Setups Access Auditron Setups ¾ Select Auditron Setups ¾ Touch Internal Auditron Auditron Enable Setups DC440/432/430/425Copy Fax ¾ Select Internal Auditron ¾ Select Auditron Enable SetupsTo modify an account ¾ Select Internal Auditron ¾ Select Account SetupsAdd/Modify Accounts DC440/432/430/425 To add an account ¾ Select Add Account¾ Select Delete Account ¾ Select Confirm Delete AccountReset All Counters Reset All LimitsDelete All Accounts ¾ Select Job Limit Policy Terminate Immediately¾ Select Internal Auditron Counters and Limits Display ¾ Select Account SummaryScroll List SearchInternal Auditron DC426/420 Service Access Setup DC426/420¾ Select Service Access Setup Account Setup DC426/420Add Accounts ¾ Select Internal Auditron ¾ Select Account SetupScroll buttons Unlimited Reset Count Job Completion Setup DC426/420 ¾ Select Job Completion Setup Terminate JobDelete Pending Jobs Job Based Accounting optional DC440/432/430/425 ¾ Select Auditron Setups ¾ Select External AccountingEnables/disables Job Based Accounting Foreign Interface Device Setups ¾ Enter Owner PIN see Access RightsDC426/420 Key System Auditron Owner Operator AdministratorPIN Assign Privileges ¾ Select Access RightsAdd Pin Set User Privileges¾ Select Add Pin ¾ Select Delete PIN ¾ Select Confirm Delete PINService Access Control Authentication Mode DC440/432/430/425 Setups Network Scanning Setups Default RepositoryJob Template Pool Public Repository 1,2,3,4 Update All TemplatesIf File Already Exists Confirmation SheetPrint Setups Port SetupsProtocol Setups Printer Setups Postscript SetupsPCL Setups Tower Mailbox Setups Mail Setups DC440/432/430/425 Xerox Document Centre 440/432/430/426/425/420 User Guide Maintenance Ordering Supplies Document Glass and Constant Velocity Transport Glass Cleaning the DC440/432/430/426/425/420Document Feeder and Output Trays Control Panel and Touch ScreenRemoving the old Copy/Print Cartridge Replacing the Copy/Print CartridgeXerox Document Centre 440/432/430/426/425/420 User Guide Maintenance Xerox Document Centre 440/432/430/426/425/420 User Guide Inserting the new Copy/Print Cartridge Recycling the Copy/Print CartridgeIf Fitted Maintenance Finisher optional Loading StaplesMaintenance Xerox Document Centre 440/432/430/426/425/420 User Guide Convenience Stapler optional Xerox Document Centre 440/432/430/426/425/420 User Guide Problem Solving Fault Clearance Procedure Clearing Jams Symptom Recommendation Problem Solving TablesSolving DC426/420, Booklet Creation, Build Problem Symptom Recommendation Border Erase or Edge Erase to remove Symptom Recommendation Washout ¾ Check the quality of the documents Symptom Recommendation ¾ Refer to Paper and other media on Table of Fault Codes at the end Enabled in the Fax Communications Fault Codes and Messages Table of Fault CodesCode Description and Corrective Action Problem Code Description and Corrective Action Output Quality Xerox Welcome Center Telephone Number Call for Service procedureSpecifications Accessibility Machine SpecificationsHardware Configuration Machine WeightCopier Speed from paper tray First Copy Out Time for the DC426/420First Copy Out Time for the DC440/432/430/425 Warm-up Time Paper SupplyTrays 1, 2, 3 Center Tray Bypass TrayHigh Capacity Feeder optional Paper Supply for Envelope Tray optionalConvenience Stapler optional Finisher optionalFrequency Electrical SpecificationsPower Consumption Tower Mailbox optionalSpecifications for the Embedded Fax Feature Specifications Xerox Document Centre 440/432/430/426/425/420 User Guide Glossary Terms Defined Glossary EAS Glossary Xerox Document Centre 440/432/430/426/425/420 User Guide Glossary Xerox Document Centre 440/432/430/426/425/420 User Guide Store for Polling Stand-by ModeSystem Administrator Stabilizer FeetXerox Document Centre 440/432/430/426/425/420 User Guide Index Fitted Deleting a Authenticated access Select features Xerox Document Centre 440/432/430/426/425/420 User Guide Xerox Document Centre 440/432/430/426/425/420 User Guide Vii 432 Xerox Document Centre 440/432/430/426/425/420 User Guide Xerox Document Centre 440/432/430/426/425/420 User Guide Scan to file, internet services Xii DC420 Xiv

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