Comment Setup, To send a Group Fax | Xerox 430, 440, 432, 426, 425, 420

To send a Group Fax

¾Select [Dial Directory].

¾Use the up and down keys to locate the directory number required. Groups will be at the bottom of the list.

¾Enter #01 to go to the top of the list).

¾Select the required number - details appear in the display window.

¾Select [Next] to add the selection to the current dial list.

¾To enter additional locations, repeat steps 5 and 6.

Comment Setup

¾Select [Comment Setup] in Reports & Setups.

¾Select an empty line in the Comment List to enter the name(s) you want to program.

Comments are used in the To and From lines on a cover page. Refer to “Cover Letter (Cover Page)” on page 4-19on how to add a comment. The DC440/432/430/425 can store up to 50 comments in the Comments List. The DC426/420 can store up to 34 comments.

Page 4-42

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

Image 158

Xerox 430, 440, 432, 426, 425 To send a Group Fax, ¾ Select Dial Directory, ¾ Select Comment Setup in Reports & Setups

Contents

Xerox Document Centre 440/432/430/426/425/420 User Guide AL7 1HE England About This Guide Product Overview Changing the Default Time Settings Copy More Features Embedded Fax Fax Media Print Network Scanning Authentication Mode E-mail Mail 10Paper and other media 10-1 Internet ServicesPrint Completed Print Jobs Queue 11Setups 11-1 12Maintenance 12-1 15Glossary 15-1 13Problem Solving 13-114Specifications 14-1 Xerox Document Centre 440/432/430/426/425/420 User Guide About This Guide Xerox Welcome Center LEF Orientation ConventionsOrientation SEF Orientation Quick Pathway Bracket text typefaceItalic typeface Hints Related Information Sources Safety Notes Xerox Document Centre 440/432/430/426/425/420 User Guide Standard Safety StandardsAgency ICES-003 Regulatory InformationFCC Part Send Header Requirements Data Coupler Information Xerox Document Centre 440/432/430/426/425/420 User Guide Canadian CSO3 Laser Safety About This Guide Environmental ChoiceM Environmental ComplianceEnergy Star Illegal Copying Xerox Document Centre 440/432/430/426/425/420 User Guide About This Guide Ground Fault Interrupter GFI DC426/420DC440/432/430/425 Product Overview Identifying the machine components Product Overview Optional Components Product Overview Xerox Document Centre 440/432/430/426/425/420 User Guide DC440/432/430/425 Power ON/OFFPowering On DC426/420 Powering Off Power Save Modes Power Save Mode Auto Off/Sleep Stand-by ModeLow Power Mode 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 Features button Job Status button Machine Status button Modes Features button All Services ¾ Select Other Queues to display the queues available ¾ Select All Services.The pop-up window will be displayedJob Status button Machine Status button Machine Information Paper Supply Status Print Reports FaultsReports and Counters Account Information Counters Product Overview System controls Job Interrupt Auditron Access Screen Using the Help ? button Information Sources Labels User Documentation Copy Document Feeder Copying procedureLoad the documents Copy Document Glass Pic of document feeder being raised Select the Features button Constant Velocity Transport Glass Select the features Enter the quantity DC440/432/430/425 DC426/420 Select Start Identify the copy job in the Print Queue Standard Features Copy Output Collated Uncollated Stapled optional Automatic Stapling using the FinisherManual Stapling using the Finisher Convenience Stapler optional Sides Imaged Orientation Head to Toe Reduce/EnlargePortrait ImagesLandscape Images Head to Head Reduce / Enlarge options Paper Supply Paper Supply options Image Quality Image Quality options Added Features Copy Image Adjustment tab Copy Original Size DC440/432/430/425/Original Input DC426/420 ¾ Select Original Size ¾ Select Added Features ¾ Select Original Size To produce size for size copies Bound Originals To produce reduced / enlarged copies Bound Originals options ¾ Select Save and Save again Image ShiftImage Shift options Expert Image Quality Expert Image Quality options ¾ Select Added Features ¾ Select Image AdjustmentErase ¾ Select Border Erase or Edge Erase Edit optionalErase options ¾ Select Added Features and then Image Adjustment ¾ Select Area Edit Area Edit options ¾ Select Page Edit Edit DC426/420 Edit options Output Format Copy Transparencies ¾ Programme Change Tray Attributes Up 2 Up DC426/420 Transparency options ¾ Select Added Features and then Output Format On the DC426/420 ¾ Select Added Features ¾ Select Output Format Annotation Annotation options Programming a new comment ¾ Select Save ¾ The comment will be displayed in the list Inserts Copy Booklet Creation Covers DC440/432/430/425 ¾ Select Booklet Creation in Output Format Covers options ¾ Select Blank Covers or Printed Covers Copy Job Assembly Copy Build Job Copy Stored Jobs To store a job Copy To retrieve a stored job To delete a stored job Quick Pathway ¾ Select Job Status on the control panel Managing Copy JobsPrint Queue Xerox Document Centre 440/432/430/426/425/420 User Guide Copy Completed Print Jobs Queue Fax Embedded Fax Procedure Sending a Fax using Embedded Fax Load the documents Dial the number Select Start Fax Status Xerox Document Centre 440/432/430/426/425/420 User Guide Standard Features Embedded Fax Resolution Original Type ¾ Select Sides Scanned to access the options available Sides Scanned Dialing Next Destination Dialing Characters ¾ Select Next Destination. The number appears in the list Xerox Document Centre 440/432/430/426/425/420 User Guide Telephone Xerox Document Centre 440/432/430/426/425/420 User Guide Select this Enter this Results Button Data KeypadSpeed Dial Dial Directory Next Destination Fax More Features Embedded Fax Advanced Features Reports and Setups ¾ Select More Features and then Cover Letter Cover Letter Cover Transmission Report ¾ Select More Features ¾ Select Transmission Report¾ Select More Features ¾ Select Lighter/Darker Lighter/Darker Communication Mode DC440/432/430/425 ¾ Select More Features ¾ Select Communications Mode Delayed Start ¾ Select More Features ¾ Select Delayed Start ¾ Select More Features ¾ Select Send Priority Send Priority DC440/432/430/425 Advanced Features Embedded Fax Build Job Poll Remote Fax ¾ Select Poll Remote Fax Free polling Secure polling Store for PollingFree Polling Secure Polling Delete documents Polling Password Button¾ Select Polling Password Print documents Fax Mailbox Store to Mailbox Print from Mailbox Delete Mailbox Contents ¾ Select Start ¾ Select More Features ¾ Select Advanced FeaturesOriginal Size DC440/432/430/425/Mixed Size Originals DC426 Reports & Setups Embedded Fax Activity Report Fax ReportsFax Report Options Answer Mode ¾ Select Answer Mode Dial Directory Setup Individual Xerox Document Centre 440/432/430/426/425/420 User Guide ¾ The Cover Letter screen will appear ¾ Select the ‘From’ Comment’ Deleting a number from the Dial Directory Group Fax To send a Group Fax Comment Setup¾ Select Comment Setup in Reports & Setups ¾ Select Dial Directory ¾ Select Transmit Header Print feature in Reports & Setups Transmit Header Print 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 Dialing Characters Dial pause Long Pause Group Dial \ Keypad More Fax Features Server Fax ¾ Select More Fax Features ¾ Select Lighter/Darker Original Input Size Original Size Options ¾ Select More Fax Features ¾ Select Delayed Start Authentication Mode Server Fax Login Guest Access Login Network Authenticated Access ¾ Select Network Authenticated Access and then select Enter Login Guest Access and Network Authenticated AccessChanging the Authentication Service ¾ Select Guest Access ¾ Select Access Logging Off LAN Fax Features LAN Fax Local Area Network Fax Managing Fax Jobs Fax Queue 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 Templates and template list Hint Only one template can be selected at a time Public and Private Templates Private Repository Xerox Document Centre 440/432/430/426/425/420 User Guide Image Adjustment Scanning Original Size ¾ Select Basic Image Quality Basic Image QualityBasic Image Quality Options Sides Imaged Options Reduce/Enlarge Options ¾ Select Reduce/Enlarge Stored Image Settings Stored Image Settings Options Erase Output Format or Filing Setups Server IP Address /Server Name Document Path / Volume Document Name or Document Folder Login Name/Password If File Already Exists or Filing Policy 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 Managing Scan Jobs Scan Queue Completed Scan Jobs Queue DC440/432/430/425 Destination Type Owner Status Scanned/Filed Display 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 ¾ Select Reply to Output FormatReply 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 Interface Options Standard Features Internet ServicesFeature pages Function Action Pages Apply new settings, settings Services Tab Radio ButtonsCancel Restore Settings Job Submission Services Tab¾ Select Services ¾ Select Services ¾ Select Stored Templates Stored Templates Queue Tab Status Tab Properties Tab ¾ Select Properties Power Saver Properties FeaturesContention Management Interfaces Public Address Book this feature is Feature Name Action ServicesLdap Lightweight Directory Access Authentication Server DC440/432/430/425 Default Template Repository SetupTemplate Pool Setup Print Setup Feature Name Action Portfolio Maintenance Tab Assistance Tab ¾ Select Assistance Scanning with Internet Services Public and Private Repositories Template Summary Template PoolsTemplate Management Template Services Path to Document Services Parameters Description Login NameFax Immediate or Delayed NetWare Local Services Parameters DescriptionPrint Number of Copies Copy Staple if Finisher option is Image Size Services Parameters Description SharpnessSame as Original default auto Original Size Reduce/Enlarge Edge/Border Erase Document Management Fields Creating a new template ¾ Select Stored Templates ¾ Select Apply New SettingsTemplate Operations Modifying a template ¾ Select Stored Templates Deleting a template ¾ Select Stored Templates Scan to FileCopying a template ¾ Select Stored Templates To scan to a private repository Retrieving a Scanned Document using PaperPortScanning to a public repository Hint For best results select Text in Original Type Scan to Fax Scan with Local Copy Problem Solving Paper and other media Loading the paper trays Loading paperPreparing paper for loading 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 Left Tray Bypass Tray with the High Capacity Tray Finisher Envelope Tray optional Loading the Envelope Tray High Capacity Feeder optional Loading the High Capacity Feeder Auto Tray Switching Storing and Handling Paper Media Uses and Special Considerations Media Use SpecificationsOther media 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 Setup Procedures Key Operator Tools System Administrator Tools Auditron Administrator Tools Owner Tools Changing the SettingsAccess the Setup Tools ¾ Select Save or Cancel Machine Setups Quick Pathway ¾ Select Access Control Panel Access the Machine Setups Paper Tray Setups ¾ Select Paper Trays Date Date/Time Setup¾ Select Date/Time ¾ Select Date Setup ¾ Select Save and Close ¾ Select Time SetupTime ¾ Select Walkup Screen TimersWalkup Screen Auto Clear Low Power¾ Select Low Power ¾ Select Auto Clear ¾ Select Power Save or Auto Off ContentionPower Save Auto Off ¾ Select Contention Localization Interrupt ButtonPriority or Print Queue Priority ¾ Select Localization ¾ Select Report Languages Additional SetupsReport Languages ¾ Select Touch Screen Contrast Touch Screen ContrastCustomer Support Number ¾ Select Customer Support Number ¾ Select Paper Sizes Paper SizesMachine Serial Number ¾ Select Machine Serial Number Xerox Supplies Number / Supplies Tel. Number ¾ Select Xerox Supplies Number or Supplies Tel. Number Fault Override Accessing Fault Override Unavailable Features Disabled Component Service Disabled Feature/Result Feature Collated Left Tray Destination Tray, Tower Disabled Component Service/ Feature Disabled Feature/Result ¾ Select Copy Setups Copy SetupsAccess the Copy Setups Defaults ¾ Select Defaults Normal Custom Image Quality ¾ Select Sides Image Portrait Images Landscape Images Head to Head Margin Shift DC440/432/430/425 ¾ Select Expert Image Quality Erase DC440/432/430/425 ¾ Select Border Erase Edge Erase DC440/432/430/425 ¾ Select Edge Erase ¾ Select Fax Setups ¾ Select the option required Fax SetupsAccess the Fax Setups ¾ Select Fax Setups Server Fax Setups DC440/432/430/425 ¾ Enter Key Operator PIN Embedded Fax Fax Terminal Setups¾ Select Fax Setups ¾ Select Fax Terminal Setups Access Fax Terminal Setups Fax Terminal Options Local ID ¾ Select Local Name Local Name¾ Select Local ID Company Logo ¾ Select Company Logo Delayed Start Time ¾ Select Delayed Start Time Long Document DC440/432/430/425 Dialling Digits Reporting DC440/432/430/425 ¾ Select Dialling Digits Reporting Margin Fax Printing OptionsReceive Reduction All 1 Sided All 2 Sided Duplex Printing¾ Select Duplex Printing ¾ Select Paper Attributes Paper AttributesOutput Selection ¾ Select Output Selection ¾ Select A3 Æ 11 x Fax Report OptionsActivity Report ¾ Select Fax Report Options Broadcast and Multi-Poll Reports ¾ Select Broadcast and Multi-Poll Reports Transmission Report ¾ Select Fax Panel Defaults ¾ Select Resolution Fax Panel DefaultsResolution Mailbox Report ¾ Select Original Type Lighter/DarkerOriginal Type ¾ Select Forced Communication Mode DC440/432/430/425Forced 4800 DC426/420 Super G3 Fax Mailboxes ¾ Select Fax Mailboxes ¾ Select Mailbox Name ¾ Select Edit Mailbox ¾ Select Mailbox PasswordTo Add or Edit a Mailbox ¾ Select Delete Mailbox Fax File ManagementTo Delete a Mailbox ¾ Select Fax File Management Delete in 24 hours DC426/420 Keep Mailbox Files DC440/432/430/425/Failed FaxFiles for Polling DC440/432/430/425 ¾ Select Files for Polling Fax Communication Setups¾ Select Fax Setups ¾ Select Fax Communication Setups ¾ Select Outgoing Fax Options Access Fax Communication SetupsOutgoing Fax Options Dialing Type ¾ Select Pause Time Pause TimeRedial Management ¾ Select Redial Management ¾ Select Redial Count ¾ Select Redial Interval Line Monitor ¾ Select Line Monitor ¾ Select Batch Send Batch SendResend Count ¾ Select Resend Count Incoming Fax Options Auto Answer Delay¾ Select Auto Answer Delay ¾ Select Incoming Fax Options Ring Volume Junk Fax Prevention ¾ Select Receive Header Print Receive Header Print DC440/432/430/425Secure Fax Receive DC440/432/430/425 ¾ Select Secure Fax Receive Line Use Restriction DC440/432/430/425 Auditron Setups Access Auditron Setups Auditron Enable Setups DC440/432/430/425 ¾ Select Auditron Setups ¾ Touch Internal Auditron ¾ Select Internal Auditron ¾ Select Auditron Enable Setups Copy Fax To add an account ¾ Select Add Account ¾ Select Internal Auditron ¾ Select Account SetupsAdd/Modify Accounts DC440/432/430/425 To modify an account Delete Account ¾ Select Delete Account ¾ Select Confirm Delete All Accounts Reset All CountersReset All Limits ¾ Select Internal Auditron ¾ Select Job Limit PolicyTerminate Immediately Search ¾ Select Account SummaryScroll List Counters and Limits Display Service Access Setup DC426/420 Internal Auditron DC426/420 Account Setup DC426/420 ¾ Select Service Access Setup ¾ Select Internal Auditron ¾ Select Account Setup Add Accounts Scroll buttons Unlimited Reset Count Job Completion Setup DC426/420 Delete Pending Jobs ¾ Select Job Completion SetupTerminate Job ¾ Select Auditron Setups ¾ Select External Accounting Job Based Accounting optional DC440/432/430/425 Enables/disables Job Based Accounting Foreign Interface Device Setups Access Rights ¾ Enter Owner PIN see Key System Auditron Owner Operator Administrator DC426/420 PIN ¾ Select Access Rights Assign Privileges ¾ Select Add Pin Add PinSet User Privileges Delete PIN ¾ Select Delete PIN ¾ Select Confirm Service Access Control Authentication Mode DC440/432/430/425 Setups Job Template Pool Network Scanning SetupsDefault Repository Confirmation Sheet Update All TemplatesIf File Already Exists Public Repository 1,2,3,4 Protocol Setups Print SetupsPort Setups PCL Setups Printer SetupsPostscript Setups Tower Mailbox Setups Mail Setups DC440/432/430/425 Xerox Document Centre 440/432/430/426/425/420 User Guide Maintenance Ordering Supplies Cleaning the DC440/432/430/426/425/420 Document Glass and Constant Velocity Transport Glass Control Panel and Touch Screen Document Feeder and Output Trays Replacing the Copy/Print Cartridge Removing the old 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 Recycling the Copy/Print Cartridge Inserting the new Copy/Print Cartridge If Fitted Maintenance Loading Staples Finisher optional 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 Problem Solving Tables Symptom Recommendation 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 Code Description and Corrective Action Fault Codes and MessagesTable of Fault Codes Problem Code Description and Corrective Action Output Quality Call for Service procedure Xerox Welcome Center Telephone Number Specifications Machine Weight Machine SpecificationsHardware Configuration Accessibility First Copy Out Time for the DC440/432/430/425 Copier Speed from paper trayFirst Copy Out Time for the DC426/420 Trays 1, 2, 3 Warm-up TimePaper Supply Paper Supply for Envelope Tray optional Bypass TrayHigh Capacity Feeder optional Center Tray Finisher optional Convenience Stapler optional Tower Mailbox optional Electrical SpecificationsPower Consumption Frequency 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 Stabilizer Feet Stand-by ModeSystem Administrator Store for Polling 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