Cover Letter Cover | Xerox 426, 440, 432, 430, 425, 420 manual

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

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

Contents

Xerox Document Centre 440/432/430/426/425/420 User Guide AL7 1HE England Product Overview About This Guide Copy Changing the Default Time Settings Fax More Features Embedded Fax Network Scanning Media Print Mail Authentication Mode E-mail Completed Print Jobs Queue Internet ServicesPrint 10Paper and other media 10-1 11Setups 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 Orientation Bracket 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 Requirements Xerox 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 GFI Product 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 button All Services Features button ¾ 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 Information Faults Reports and CountersPrint Reports Counters Account Information Product Overview System controls Job Interrupt Auditron Access Screen Information Sources Using the Help ? button User Documentation Labels Copy Copying procedure Load the documentsDocument Feeder Copy Document Glass Pic of document feeder being raised Constant Velocity Transport Glass Select the Features button Select the features DC440/432/430/425 DC426/420 Enter the quantity Identify the copy job in the Print Queue Select Start Output Standard Features Copy Uncollated Collated Automatic 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 Quality Added Features Copy Original Size DC440/432/430/425/Original Input DC426/420 Image Adjustment tab Copy ¾ Select Original Size To produce size for size copies ¾ Select Added Features ¾ Select Original Size To produce reduced / enlarged copies Bound Originals Bound 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 Adjustment ¾ Select Page Edit Area Edit options Edit options Edit DC426/420 Transparencies Output Format Copy ¾ Programme Change Tray Attributes Transparency options Up 2 Up DC426/420 On the DC426/420 ¾ Select Added Features and then Output Format Annotation ¾ Select Added Features ¾ Select Output Format Annotation 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 DC440/432/430/425 ¾ Select Blank Covers or Printed Covers Covers options Copy Build Job Job Assembly Copy Copy To store a job Stored Jobs Copy To delete a stored job To retrieve a stored job Managing 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 Procedure Load the documents Select Start Dial the number Fax Status Xerox Document Centre 440/432/430/426/425/420 User Guide Resolution Standard Features Embedded Fax Original Type Sides Scanned ¾ Select Sides Scanned to access the options available Next Destination Dialing ¾ Select Next Destination. The number appears in the list Dialing Characters Xerox 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 Directory Fax Advanced Features Reports and Setups More Features Embedded Fax Cover Letter Cover ¾ Select More Features and then Cover Letter Lighter/Darker ¾ Select More Features ¾ Select Transmission Report¾ Select More Features ¾ Select Lighter/Darker Transmission Report ¾ Select More Features ¾ Select Communications Mode Communication Mode DC440/432/430/425 ¾ Select More Features ¾ Select Delayed Start Delayed Start Send Priority DC440/432/430/425 ¾ Select More Features ¾ Select Send Priority Advanced Features Embedded Fax Build Job ¾ Select Poll Remote Fax Poll Remote Fax Store for Polling Free PollingFree polling Secure polling Secure Polling Print documents Polling Password Button¾ Select Polling Password Delete documents Store to Mailbox Fax Mailbox Print 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 Mode Individual Dial Directory Setup Xerox Document Centre 440/432/430/426/425/420 User Guide ¾ Select the ‘From’ Comment’ ¾ The Cover Letter screen will appear Group Deleting a number from the Dial Directory Fax ¾ Select Dial Directory Comment Setup¾ Select Comment Setup in Reports & Setups To send a Group Fax Transmit Header Print ¾ Select Transmit Header Print feature in Reports & Setups Server 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 Characters Keypad ¾ Select More Fax Features ¾ Select Lighter/Darker More Fax Features Server Fax Original Size Options Original Input Size ¾ Select More Fax Features ¾ Select Delayed Start Login Guest Access Authentication Mode Server Fax Login 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 Enter Logging Off ¾ Select Access LAN Fax Local Area Network Fax LAN Fax Features Fax Queue Managing Fax Jobs Xerox 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 list Private Repository Public and Private Templates Xerox Document Centre 440/432/430/426/425/420 User Guide Scanning Image Adjustment Original Size Basic Image Quality Basic Image Quality Options¾ Select Basic Image Quality Sides Imaged Options ¾ Select Reduce/Enlarge Reduce/Enlarge Options Stored Image Settings Options Stored Image Settings Erase Output Format or Filing Setups Server IP Address /Server Name Document Name or Document Folder Document Path / Volume If File Already Exists or Filing Policy Login Name/Password Document 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 Jobs Destination Type Owner Status Scanned/Filed Display Completed Scan Jobs Queue DC440/432/430/425 Xerox 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 Options Restore Settings Services Tab Radio ButtonsCancel Apply new settings, settings Services Tab ¾ Select ServicesJob Submission Stored Templates ¾ Select Services ¾ Select Stored Templates Queue Tab Status Tab ¾ Select Properties Properties Tab Interfaces Properties FeaturesContention Management Power Saver Authentication Server DC440/432/430/425 Feature Name Action ServicesLdap Lightweight Directory Access Public Address Book this feature is Print Setup Repository SetupTemplate Pool Setup Default Template Feature Name Action Portfolio Maintenance Tab ¾ Select Assistance Assistance Tab Public and Private Repositories Scanning with Internet Services Template Pools Template ManagementTemplate Summary Template Services NetWare Services Parameters Description Login NameFax Immediate or Delayed Path to Document Copy Staple if Finisher option is Services Parameters DescriptionPrint Number of Copies Local Original Size Services Parameters Description SharpnessSame as Original default auto Image Size Edge/Border Erase Reduce/Enlarge Document Management Fields Modifying a template ¾ Select Stored Templates ¾ Select Apply New SettingsTemplate Operations Creating a new template ¾ Select Stored Templates Scan 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 Fax Problem 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 Tray Envelope Tray optional Loading the Envelope Tray Loading the High Capacity Feeder High Capacity Feeder optional Auto 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 Procedures Auditron Administrator Tools System Administrator Tools Changing the Settings Access the Setup ToolsOwner Tools ¾ Select Save or Cancel Quick Pathway ¾ Select Access Control Panel Machine Setups Access the Machine Setups ¾ Select Paper Trays Paper Tray Setups Date/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 Clear ¾ Select Contention ContentionPower Save Auto Off ¾ Select Power Save or Auto Off ¾ Select Localization Interrupt ButtonPriority or Print Queue Priority Localization Additional Setups Report Languages¾ Select Report Languages ¾ Select Customer Support Number Touch Screen ContrastCustomer Support Number ¾ Select Touch Screen Contrast ¾ Select Machine Serial Number Paper SizesMachine Serial Number ¾ Select Paper Sizes ¾ Select Xerox Supplies Number or Supplies Tel. Number Xerox Supplies Number / Supplies Tel. Number Accessing Fault Override Fault Override Disabled Component Service Disabled Feature/Result Unavailable Features Feature 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 Defaults Custom Normal Image Quality ¾ Select Sides Image Portrait Images Landscape Images Head to Head ¾ Select Expert Image Quality Margin Shift DC440/432/430/425 ¾ Select Border Erase Erase DC440/432/430/425 ¾ Select Edge Erase Edge Erase DC440/432/430/425 Fax 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 DC440/432/430/425 Fax Terminal Setups ¾ Select Fax Setups ¾ Select Fax Terminal SetupsEmbedded Fax Fax Terminal Options Local ID Access Fax Terminal Setups Local Name ¾ Select Local ID¾ Select Local Name ¾ Select Company Logo Company Logo ¾ Select Delayed Start Time Delayed Start Time Long Document DC440/432/430/425 ¾ Select Dialling Digits Reporting Dialling Digits Reporting DC440/432/430/425 Fax 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 Attributes ¾ Select Fax Report Options Fax Report OptionsActivity Report ¾ Select A3 Æ 11 x ¾ Select Broadcast and Multi-Poll Reports Broadcast and Multi-Poll Reports Transmission Report Mailbox Report Fax Panel DefaultsResolution ¾ Select Fax Panel Defaults ¾ Select Resolution Lighter/Darker Original Type¾ Select Original Type Super G3 Communication Mode DC440/432/430/425Forced 4800 DC426/420 ¾ Select Forced ¾ Select Fax Mailboxes Fax Mailboxes ¾ 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 Mailbox Mailbox 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 Options Pause Time Redial Management¾ Select Pause Time ¾ Select Redial Interval ¾ Select Redial Management ¾ Select Redial Count ¾ Select Line Monitor Line Monitor ¾ Select Resend Count Batch SendResend Count ¾ Select Batch Send ¾ Select Incoming Fax Options Auto Answer Delay¾ Select Auto Answer Delay Incoming Fax Options Junk Fax Prevention Ring Volume ¾ Select Secure Fax Receive Receive Header Print DC440/432/430/425Secure Fax Receive DC440/432/430/425 ¾ Select Receive Header Print Line Use Restriction DC440/432/430/425 Auditron Setups Access Auditron Setups ¾ Select Auditron Setups ¾ Touch Internal Auditron Auditron Enable Setups DC440/432/430/425 Copy Fax ¾ Select Internal Auditron ¾ Select Auditron Enable Setups To modify an account ¾ Select Internal Auditron ¾ Select Account SetupsAdd/Modify Accounts DC440/432/430/425 To add an account ¾ Select Add Account ¾ Select Delete Account ¾ Select Confirm Delete Account Reset 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 Search Internal Auditron DC426/420 Service Access Setup DC426/420 ¾ Select Service Access Setup Account Setup DC426/420 Add Accounts ¾ Select Internal Auditron ¾ Select Account Setup Scroll 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 Accounting Enables/disables Job Based Accounting Foreign Interface Device Setups ¾ Enter Owner PIN see Access Rights DC426/420 Key System Auditron Owner Operator Administrator PIN Assign Privileges ¾ Select Access Rights Add Pin Set User Privileges¾ Select Add Pin ¾ Select Delete PIN ¾ Select Confirm Delete PIN Service 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 Sheet Print 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 DC440/432/430/426/425/420 Document Feeder and Output Trays Control Panel and Touch Screen Removing the old Copy/Print Cartridge Replacing the Copy/Print Cartridge Xerox 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 Cartridge If Fitted Maintenance Finisher optional Loading Staples Maintenance 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 Tables Solving 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 procedure Specifications Accessibility Machine SpecificationsHardware Configuration Machine Weight Copier 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 optional Convenience Stapler optional Finisher optional Frequency Electrical SpecificationsPower Consumption Tower Mailbox optional Specifications 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 Feet Xerox 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