Mail Overview | Xerox 5225A, 5230A manual

9 E-mail Environment Settings

This chapter explains how to set up the e-mail feature on the machine. Some models do not support the e-mail feature. Some models require optional kits to use the e-mail feature. For details, contact the Xerox Welcome Center.

In this chapter, the following information is provided:

E-mail Overview – page 275

Information Checklist – page 276

E-mail Environments – page 277

E-mail Installation – page 277

Installation Procedure – page 277

Network Communication Setup – page 278

Test Mail – page 280

E-mail Overview

You can send and receive e-mails using the machine.

When sending and receiving an e-mail, the following features are available.

•Scan to E-mail

•E-mail Print

•E-mail Notification Service

•Notify Job End by E-mail

Scan to E-mail

You can send the scanned documents as an e-mail attachment to one or more e-mail address destinations. You can select the format of the scanned data to be TIFF, PDF, or XPS.

E-mail Print

You can send an e-mail from a computer to the machine, with a TIFF, PDF, or JPEG document attached. Upon receiving the e-mail, the machine will print it out automatically.

E-mail Notification Service

You can configure the machine to send an e-mail to a specified address. The e-mail will give notice whenever an error occurs on the machine, or a history of failed e-mail reception requests or print requests.

You can also configure the machine so that an e-mail is sent notifying the completion of a print job which has been requested from your computer.

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Xerox 5225A, 5230A manual Mail Overview, Scan to E-mail Mail Print Mail Notification Service

Contents

User Guide Products Subject To Supplementary Export Regulations Products Subject To Ordinary Export Regulations Table of Contents Machine Status Setups Connectivity & Network Setup Port Settings CentreWare Internet Services 149 Unix TCP/IP Printer Environment Settings 233 Scanner Environment Settings 283 Mail Environment Settings 275 Security Encryption/Digital Signature 305 Authentication and Account Administration 315Internet Fax 295 Server Fax 301 Problem Solving 349 Index 445 Appendix 431Page Serial Number Xerox Welcome Center Long Edge Feed LEF Language Displayed on the Touch ScreenConventions Orientation Italic Typeface Text in Square BracketsText in Angle Brackets Related Information Sources Trays 1 & 2/Two Tray Module Trays 3 Loading PaperPreparing Paper for Loading High Capacity Tandem Tray Trays 3 Bypass Tray Tray High Capacity Feeder Tray Loading Paper Envelope Tray Auto Tray Switching Paper Trays Standard Sizes Storing and Handling PaperSupported Paper Sizes and Types Supported Paper Sizes Available blank Not available Tray Module Finisher Output Trays/Duplex Module Standard Sizes Paper Trays Supported Paper TypesPaper Trays Non-standard Sizes Output Trays/Duplex Module Non-standard Sizes Paper Type Output Trays/Duplex Module Paper and Other Media Document Glass and Document Feeder Glass Cleaning the MachineOrdering Supplies Control Panel and Touch Screen Removing the Old Drum Cartridge Replacing the Drum CartridgeDocument Feeder Rollers Inserting the New Drum Cartridge Replacing the Toner Cartridge Inserting the New Toner Cartridge Loading Staples in the Integrated Office Finisher OptionalRemoving the Old Toner Cartridge Maintenance Loading Staples in the Office Finisher LX Optional Maintenance Emptying the Hole Punch Waste Container Optional Maintenance Job Status Job Status Job Screen Active JobsPop-up Menu Completed Jobs Print this job History Report Secure Print Jobs & MoreJob Attributes Show Child Jobs Document List Charge PrintRefresh Go to Print Private Charge PrintSecure Print Select All Sample Set Stored Date Delayed PrintPublic Mailbox Document/Type Resend Fax Screen Undelivered Faxes Starting Rate Address Book Machine Information Machine Status Paper Tray Status General Information Off-line Print ModeSetup PCL Emulation Print Reports PasswordOverwrite Hard Disk Copy Reports Job Status/Activity Report Scan Reports Printer Reports Fax Comments List Fax ReportsReports Job Template List Auditron Reports Mailbox ListJob Counter Report Automatically Printed Reports/Lists Manual Receive FaultsFax Receiving Mode Supplies User Account Billing Information Billing InformationBilling Information Tools System SettingsSetup Accounting Authentication/Security Settings Machine Status Enter the System Administration Mode Setting Procedure Exit the System Administration Mode Configure a Feature Main Menu on the Tools Screen System SettingsCommon Service Settings Machine Clock/Timers Audio Tones Screen/Button Settings Auto Display of Login Screen Screen Default at Power OnService Screen Default Service Screen After Auto Clear Paper Tray Attributes Paper Tray SettingsPaper Tray Attributes on Setup Screen Custom Paper Name / Color Paper Tray Priority Tray 5 Paper Size DefaultsAuto Tray Switching Control Paper Tray Attributes During Loading Reports Image Quality Print Reports Button Recipient on Activity Report MaintenanceSided Report Software Options Finisher AdjustmentInitialize Hard Disk Delete All Data Date Format Default Watermark EffectDefault Watermark Watermark Other Settings Auto Job Promotion Default Print Paper SizePaper Size Settings Extended Tray Module Document Glass Document Feeder Size Width Length Setups Tray 1 Tray 6 HCF Size Width Length Keyboard Input Restriction Tray 1 ConfigurationService Rep. Restricted Operation Millimeters/Inches Copy Tab Copy Service SettingsCopy Defaults Lighten/Darken Paper SupplyReduce/Enlarge Original Type Original Orientation Image Shift SideImage Rotation Image Rotation Direction Annotations Date Stamp Position Annotations Comment PositionAnnotations Date Stamp Annotations Apply Date Stamp To Copy Control Reduce/Enlarge Presets Original Size Defaults Preset 1 to Connectivity & Network SetupPort Settings Port NetWareEtherTalk Bonjour Protocol Settings Machine’s E-mail Address/Host Name Proxy Server Settings Outgoing/Incoming E-mail Settings Domain Filtering Remote Authentication Server SettingsSmtp Server Settings Authentication System Setup SSL/TLS Settings Security SettingsKerberos Server Settings SMB Server Settings Mime Settings Ieee 802.1x Settings IPSec Settings Output Destination for E-mail Print Service SettingsMail Receive Protocol Receiving Buffer USB Allocate MemoryPostScript Memory Job Ticket Memory WorkCentre 5225A/5230A Receiving Buffer IPP Receiving Buffer NetWareReceiving Buffer SMB Substitute Tray Receiving Buffer EtherTalkReceiving Buffer Port Print Area Banner Sheet Tray Unregistered FormsPrint User ID Banner Sheet File Format Scan Service SettingsScan Defaults Color Scanning WorkCentre 5225A/5230A Color Space WorkCentre 5225A/5230A ResolutionContrast WorkCentre 5225A/5230A Shadow Suppression WorkCentre 5225A/5230A Scan to PC Defaults Output Size 1 to Output Size Defaults Tiff Format Saturation WorkCentre 5225A/5230ABackground Suppression Level WorkCentre 5225A/5230A Shadow Suppression Level WorkCentre 5225A/5230A Fax Defaults Fax Service SettingsScreen Defaults Fax Control Re-enter Speed Dial Recipients Mixed Sized Originals Scan ModeRe-enter Recipients Re-enter Broadcast Recipients Save Undelivered Faxes Manual Send/Receive DefaultFax Receiving Mode Sender ID Reduce 8.5×11 SEF Original to A4 SEF Mailbox Selector SetupPages Up On Receipt Sided Printing Direct Fax Output Destination SetupFax Received Options Mailbox Receive Display Priority 1 to Local Name Local Terminal Information Internet Fax Control Mail/Internet Fax Service Settings Mail Control Maximum Split Count WorkCentre 5225A/5230A Mail Sending When Search FailedMaximum Data Size per E-mail WorkCentre 5225A/5230A Maximum Total Data Size WorkCentre 5225A/5230A Mailbox Service Settings Mailbox/Stored Document Settings Stored Document Settings Job Flow Service Settings Setup Delete Documents After Retrieval Create MailboxMailbox Name Check Mailbox Passcode Registering Operations with a Job Number Stored ProgrammingLink Job Flow Sheet to Mailbox Screen Create Job Flow Sheet Create Job Flow Sheet Screen Send as Internet Fax DescriptionKeyword Send as Fax Add Address Book Entry With Fax selected Description DefaultCreate Job Flow Sheet Keyword Refer to Add Fax Comment on Description Default With E-mail selected Description With Internet Fax selected Description Default With Server selected Description Create Fax Group Recipients Paper Tray Attributes AccountingAdd Fax Comment Passcode Create/View User AccountsUser ID User Name User Role Reset Total ImpressionsReset User Account Account Limit View Accounts Reset User Accounts Accounting Type System Administrator’s Meter Copy Jobs Fax Billing Data Accounting Login Screen Settings Charge Rate per Unit Authentication/Security SettingsAuto Reset of User Billing Information Copy Activity Report System Administrator’s Passcode System Administrator SettingsAuthentication System Administrator’s Login ID Service Access Login TypeAccess Control Device Access Create/View User Accounts Reset User AccountsCreate Authorization Groups Feature Access Display Login Status User Details SetupAllow user to disable active settings Failed Access Log Passcode Policy System Administrator Maximum Login AttemptsCharge / Private Print Settings Receive Control Allow User to Disable Active SettingsJob Status Default Hide Job Details Access ToActive Jobs View Completed Jobs View Scheduled Image Overwrite Number of Overwrites Setups 148 Information Checklist CentreWare Internet Services Network Communication Setup CentreWare Internet Services EnvironmentsCentreWare Internet Services Installation Installation Procedure When IPv6 Mode or Dual Stack is selected in step When IPv4 Mode or Dual Stack is selected in step Test Access Logo Panel Selecting Transport ProtocolsScreen Layout Header Panel Main Panel ServicesCategory Name Services Services Trays Default User ID and PasscodeStatus General SMart Kits ConsumablesOutput Destination Consumables Job History JobsActive Jobs Job History List Time Completed Job History Group Parent JobsCount Host Interface Job Submission Error HistoryPrint Feature Description Templates ScanJob Templates Copy New Distribution TemplateDistribution Delete Destination Edit Login NameFields Default Value Optional Add File Color Scanning WorkCentre 5225A/5230A Network Color ScanningScanning WorkCentre 5225A/5230A Sided Scanning Original Type WorkCentre 5225A/5230A Background Settings WorkCentre 5222/5225 5230 Image OptionsWorkCentre 5225A/5230A Resolution Advanced Lighten/Darken Enlarge Output Size Adjustment Orientation Original SizeLayout Original Reduce Document Name Filing DocumentOptions Name Document Format Edit Network Optimized for Mailbox Document List Mailbox Retrieve Edit Mailbox Job Flow Sheets List Mailbox SetupJob Flow Sheets Print Job Flow Sheets Common Attributes Send as Internet Fax Send as Fax FTP Transfer Send as E-mail Shared Name SMB Transfer Properties Services Properties FeaturesFeature Setting items Configuration Overview Connectivity and Printing Mappings on Configuration Overview Services Serial Number Administrator’s E-mail AddressGeneral Setup Configuration Machine Model Time to Sleep Mode General Setup Paper Settings Paper TypePower Time to Low Power Mode Saver/Energy Saver Settings Feature Setting items Install Clone File General Setup CloningView Feature Details Hide Feature Details General Setup Alert Notification Meter Assistant General Setup SMartESolutions Registration WSD Protocols EtherTalk Connectivity Physical Ethernet Connections SLP Connectivity Protocols NetWare TCP/IP Connectivity Protocols DHCP/DDNS Connectivity Protocols TCP/IP Connectivity Protocol Snmp Configuration Connectivity Protocols Snmp Configuration Microsoft Networking Connectivity Protocols Snmp Configuration Connectivity Protocols Microsoft Networking Ldap Connectivity Protocols Smtp Server Connectivity Protocols Ldap Connectivity Protocols Ldap POP3 Setup Connectivity Protocols Http Bonjour UPnP DiscoveryWebDAV Language Emulations Services Printing Print Mode PCL Services Printing Language Emulation Services Printing Language Emulation 204 Defaults Services Mail Internet Fax Services Mail DefaultPublic Address Book Fax Fax Received Options Services FaxFax Repository Setup Services Network General Scanning Scan Template Management Services Network File Repository Setup ScanningDefault Template Validation Servers Services Network Advanced Scanning Xerox Services Xerox Communication Server Services Scan to HomeSoftware Upgrades Manual Upgrade Accounting Xerox Standard Manage Accounting Services Xerox ServicesCustom Validation Options Services Custom Services Group Accounts Accounting Xerox StandardAccounting Accounting Xerox Standard Customize User Prompts Configuration Accounting TypeVerify User Details Verify User Details for Printer/Direct Fax Jobs Configuration 218 Accounting Accounting Login Screen Settings Authentication Required Security AuthenticationConfiguration Authentication Configuration Failed Access Log Security Authentication Authentication ConfigurationDevice Default State Configuration Setup Groups Security Create Create Authorization GroupsAuthorization Setup Remote Authentication System Security Remote SMB Server Authentication 5225A/5230A Unbounded Port Security IP FilteringUnbounded Port Security Machine Digital Upload Signed Certificate Verify Shared Key IKE Authentication MethodSecurity IP Sec Shared Key Display the list Security Certificate Certificate Order Management Retype Password Enable IeeeAuthentication Method Login Name Device Name Security Settings Location System AdministratorSupport Phone Number Supply Phone Number Services Phone NumberXerox Support Customer Support Phone Number CentreWare Internet Services 232 Procedure for Quick Network Setup Using TCP/IP Quick Network Setup DhcpPrerequisites for Quick Network Setup Using TCP/IP Configuring an IP Address via Dhcp Quick Network Setup Static IP Windows TCP/IP NetWare Environments Information ChecklistNetWare IPX/SPX frame types NetWare InstallationInstallation Procedure Target computers Test Print Network Communication SetupNetWare Setup Computer Setup Test Print NetWare SetupComputer Setup Unix TCP/IP Interface Unix TCP/IP InstallationUnix TCP/IP Environments 242 Printer Name Print Language/Mode/Logical Printer Workstation SetupPrint language/mode/logical printer Solaris IP address tab PrinterName SunOS HP-UX Using the Command Window TTY Method Using the System Administrator Manager SAM GUI Method Solaris/HP-UX Printing Print lpr Job number Delete lprm Parameter Printer Status Examples +interval Parameter Description OptionFunction Selecting a paper tray Specifying double-sided printing Selecting a paper output traySelecting a paper type Specifying collation Specifying paper size and double-sided printing Printing Specifying the print modeSpecifying stapling EtherTalk Environments EtherTalk Workstation Setup EtherTalk Installation Microsoft Networking Connection Protocol SMB InstallationSMB Environments Install the print driver on the computer 262 TCP/IP LPD or Port9100 TCP/IP LPD or Port9100 Environments TCP/IP LPD or Port9100 Installation 265 266 USB Port USB Port Environment USB Port InstallationUSB Port Communication Setup USB Port Communication Setup Auto Eject Time Adobe Communication Protocol IPP Environment IPP Internet Printing Protocol IPP Installation 272 Test Print Computer Setup Printer Environment Settings 274 Mail Overview Scan to E-mail Mail Print Mail Notification Service Notify Job End by E-mail System Requirements Mail InstallationCorrespondent Specifications Mail Environments 278 Mail Setting Setup Scan to E-mail Test Mail 281 Mail Environment Settings 282 Scanning with the machine Scanning Overview Scanning Process Scan to E-mail SetupPrerequisites for Scan to E-mail Setup Data to Set Up E-mail Install Comments Requirement Procedure for Scan to E-mail Setup Symptom Possible Cause Resolution/Validation Scan to Mailbox SetupScan to E-mail Troubleshooting Prerequisites for Scan to Mailbox Setup Data to Set Up Scan to Install Comments Mailbox Requirement Prerequisites for Network Scanning Setup Network Scanning Setup Procedure for Network Scanning Setup Scan to Home Setup At Your Workstation Prerequisites for Scan to Home SetupProcedures for Scan to Home Setup Data to Set Up Scan to PC Install Comments Scan to PC Setup FTPPrerequisites for Scan to PC Setup FTP Prerequisites for Scan to PC Setup SMB Scan to PC Setup SMBProcedure for Scan to PC Setup FTP Procedure for Scan to PC Setup SMB Job Flow Service Setup 294 Internet Fax Overview Internet Fax Test Internet Fax Internet Fax InstallationInternet Fax Environments Internet Fax Installation 298 Test Internet Fax 300 Server Fax Environments Server Fax Overview Test Server Fax Transmission Server Fax InstallationFax Server Installation and Configuration Fax Server Installation and Configuration Machine Configuration Test Server Fax Transmission Security Encryption/Digital Signature Types of Encryption/Digital Signature Services Available Mail Encryption/Digital Signature Configuration of Https SSL/TLS Communication EncryptionInstallation Overview Configuration on the Machine Configuration on a Computer Configuring Certificates with CentreWare Internet Services Configuration of E-mail Encryption/Digital Signature Page No settings are required on a recipient computer Supported E-mail Applications 312 To enable IPsec Configuration of IPsec 314 Users Controlled by Authentication Overview of Authentication Unauthenticated Users Types of AuthenticationAuthenticated Users with System Administrator Privileges Authenticated Users with Account Administrator Privileges Xerox Secure Access Functions Controlled by AuthenticationLocal Access CentreWare Internet Services Authentication for Job Flow Sheets and MailboxesRemote Access Mailbox Job Flow Sheet System Administrator Shared Job Flow SheetJob Flow Sheet Types Generally Shared Job Flow Sheet Created using Create Job Flow Sheet on the Setup screen When the Authentication Feature is Not EnabledCreated using Create Mailbox on the Setup screen When the Authentication Feature is Enabled Types of Mailboxes Authenticated Users Job Flow OperationsSystem Administrator Job Flow Operations System Administrator Shared Mailbox Operations General Users System Administrator MailboxPersonal Mailbox Owner Other PersonalGenerally System Administrator Mailbox Operations Authenticated Users Mailbox Operations General Users Linking Job Flow Sheets to MailboxesJob Owner Other Trator Mailbox System Administrator Job FlowJob Flow Shared by Management Features and Services Overview of Account AdministrationTypes of Account Administration Accounting Restricted UseAccount Per Account Limit Service AccountingRestrictions on Use Corresponding Items Jobs that Can be Managed for Each ServiceAccount Manageable Jobs Manageable Items Account User Jobs Scan Account Services InformationDocument Manageable Items Overview Installation ChecklistXerox Standard Accounting At Your Computer Enabling Xerox Standard Accounting from Internet ServicesCreating a User Account and Setting Usage Limits Creating a Group Account At the Machine Maximum Usage Limits and Resetting Individual Usage LimitsUsing XSA at the machine To Reset User Limits Enabling XSA in your Print Drivers Resetting Usage DataPrinting a Usage Report To make a Back-up file 802.1x AuthenticationTo Restore Settings or Clone Settings to another Machine Configuring 802.1x with CentreWare Internet Services Preparations Local Machine Authentication Setup Remote Authentication Setup Configuring Remote Authentication for Kerberos Solaris Configuring Remote Authentication for Kerberos Windows Configuring Remote Authentication for Ldap Configuring Remote Authentication for SMB Custom Filters Ldap AuthenticationLdap Group Access Ldap User Mappings Enabling Network Authentication Network Authentication Setup Enabling the Accounting Option in Workstation Print Drivers Xerox Secure Access SetupSecure Access and Accounting Information Checklist Enabling Specific Xerox Secure Access Settings Using Secure Access Adding the Secure Access to the Server 348 Fault Clearance Procedure Problem Solving Paper Jams 351 352 Green Lever A2 Paper Jams in Cover aGreen Lever A1 Paper Jams in Cover B Paper Jams in Cover E Paper Jams in Cover C Tray Paper Jams in the High Capacity Tandem Tray Optional At the Exit of Tray Paper Jams in Tray 5 BypassPaper Jams in the Duplex Module Cover D Optional Paper Jams in the High Capacity Feeder Optional Under the Top Cover of Tray Office Finisher LX Top Cover Paper Jams in the Integrated Office Finisher OptionalPaper Jams in the Office Finisher LX Optional Integrated Office Finisher Top Cover Office Finisher LX Transport Cover F Document Jams Stapler Faults Staple Jams in the Integrated Office Finisher Optional Lever R1 Staple Jams in the Office Finisher LX Optional 365 Symptom Recommendation Common Problems Symptom Recommendation 368 Symptom Recommendation Troubleshooting Network-related ProblemsProblem Solving Procedure Cause Confirmation Method Action When printing fails Cause Confirmation Method ActionWhen the document cannot be deleted from the printer window When the machine is switched off Other Problem ActionMachine settings Client settings Authentication using SMB When printingPrinting using an SMB environment NetWare When printing fails Cause Confirmation Method Action When there is no notification of error Unix 378 TCP/IP This section explains the restrictions for TCP/IP EtherTalk Problem Cause Action Bonjour operating environment BonjourName Change Rules Zone Name Problem Confirmation Method Action CentreWare Internet Services Scanning Services Network access in an SMB environment When retrieving a document from a mailboxWhen polling from another fax machine Using Tiff files Mail Services Internet/Intranet Connection Internet/Intranet connections Problem ActionWhen you cannot connect to a web server Scanning AuthenticationConnection to External Applications Custom Services IPv6 Addresses Code Description and Remedy Fault Codes Code Description and Remedy 392 Code Description and Remedy 394 Code Description and Remedy 396 Code Description and Remedy 398 Code Description and Remedy 400 401 402 Code Description and Remedy 404 Code Description and Remedy 406 Code Description and Remedy 408 Code Description and Remedy 410 Code Description and Remedy 412 Code Description and Remedy 414 Code Description and Remedy 416 Code Description and Remedy 418 Code Description and Remedy 420 Code Description and Remedy 422 Code Description and Remedy 424 Code Description and Remedy 426 Code Description and Remedy Message Description and Remedy Screen Messages 429 Problem Solving 430 Machine Specifications Specifications Document Feeder First Copy Out TimeWarm-up Time Document Glass Paper Supply Left Side Tray Paper OutputEnvelope Tray Center Tray Frequency Electrical SpecificationsPower Consumption Office Finisher LX Specifications for the Fax Service Parameter Value Emulation ParametersPCL Emulation 438 439 Parameter Item No Value Machine Software UpgradePrepare for the Upgrade Xerox Extensible Interface Platform Xeip Configuring Xeip 443 Appendix 444 Numerics Index 446 447 448 449 450 451 452 453 454