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Xerox 5230A, 5225A manual Scanning Process, Prerequisites for Scan to E-mail Setup

Models: 5230A 5225A

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10 Scanner Environment Settings

Scanning Process

The machine has five types of scanning functions.

•Scan to E-mail

•Scan to Mailbox

•Network Scanning

•Scan to PC (FTP)

•Scan to PC (SMB)

The setup procedures are as follows.

Scan to E-mail Setup

Hard copies can be scanned at the machine and sent to remote clients as e-mail attachments in Single TIFF, Multi TIFF, PDF, PDF/A*, JPEG*, or XPS format. SMTP and POP3 mail servers are used to send and receive e-mail respectively.

*: The PDF/A and JPEG file formats are supported by the WorkCentre 5225A/5230A only.

NOTE: XPS stands for XML Paper Specification.

Prerequisites for Scan to E-mail Setup

1.Confirm that an existing operational network using TCP/IP is available.

2.Confirm that DNS and the Domain Name have been correctly setup for the multifunction machine.

3.Confirm that the following ports are enabled:

•Scan to E-mail: [Send E-mail]

•E-mail Print: [Receive E-mail]

•E-mail Notification Service/Notify Job End by E-mail: [E-mail Notification Service]

Data to Set Up E-mail	Install	Comments
	Requirement	Comments
	Requirement

SMTP mail server Host Name or IP Required address

If using an external mail server, your Internet Service Provider will provide you with the mail server name or IP address.

SMTP login/password	Required*

WorkCentre E-mail address	Required

Local e-mail addresses	Optional	A Local Address Book can be created to
		store e-mail addresses.

LDAP server address can be	LDAP Host Name	Displays only e-mail addresses on the
enabled		corporate (LDAP) internal address book.

* Only if the SMTP server requires login and password for authentication.

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Xerox 5230A, 5225A manual Scanning Process, Prerequisites for Scan to E-mail Setup

Contents

User Guide Products Subject To Ordinary Export Regulations Products Subject To Supplementary Export Regulations Table of Contents Setups Machine Status Connectivity & Network Setup Port Settings CentreWare Internet Services 149 Printer Environment Settings 233 Unix TCP/IP Mail Environment Settings 275 Scanner Environment Settings 283 Authentication and Account Administration 315 Internet Fax 295Server Fax 301 Security Encryption/Digital Signature 305 Problem Solving 349 Appendix 431 Index 445Page Xerox Welcome Center Serial Number Language Displayed on the Touch Screen ConventionsOrientation Long Edge Feed LEF 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 Auto Tray Switching Envelope Tray Storing and Handling Paper Supported Paper Sizes and TypesSupported Paper Sizes Paper Trays Standard Sizes Available blank Not available Output Trays/Duplex Module Standard Sizes Tray Module Finisher Supported Paper Types Paper Trays Non-standard SizesOutput Trays/Duplex Module Non-standard Sizes Paper Trays Output Trays/Duplex Module Paper Type Paper and Other Media Cleaning the Machine Ordering SuppliesControl Panel and Touch Screen Document Glass and Document Feeder Glass 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 Secure Print Jobs & More Job AttributesShow Child Jobs Print this job History Report Charge Print RefreshGo to Document List Private Charge Print Secure PrintSelect All Print Sample Set Delayed Print Public MailboxDocument/Type Stored Date Undelivered Faxes Resend Fax Screen Address Book Starting Rate Machine Status Machine Information General Information Paper Tray Status Print Mode SetupPCL Emulation Off-line Print Reports PasswordOverwrite Hard Disk Job Status/Activity Report Copy Reports Printer Reports Scan Reports Fax Reports ReportsJob Template List Fax Comments List Auditron Reports Mailbox ListJob Counter Report Automatically Printed Reports/Lists Faults Fax Receiving ModeSupplies Manual Receive User Account Billing Information Billing InformationBilling Information Tools System SettingsSetup Authentication/Security Settings Accounting Machine Status Setting Procedure Enter the System Administration Mode Configure a Feature Exit the System Administration Mode Main Menu on the Tools Screen System SettingsCommon Service Settings Machine Clock/Timers Audio Tones Screen/Button Settings Screen Default at Power On Service Screen DefaultService Screen After Auto Clear Auto Display of Login Screen Paper Tray Settings Paper Tray Attributes on Setup ScreenCustom Paper Name / Color Paper Tray Attributes Tray 5 Paper Size Defaults Auto Tray Switching ControlPaper Tray Attributes During Loading Paper Tray Priority Image Quality Reports Print Reports Button Recipient on Activity Report MaintenanceSided Report Finisher Adjustment Initialize Hard DiskDelete All Data Software Options Default Watermark Effect Default WatermarkWatermark Date Format Other Settings Default Print Paper Size Paper Size SettingsExtended Tray Module Auto Job Promotion Document Glass Document Feeder Size Width Length Setups Tray 1 Tray 6 HCF Size Width Length Tray 1 Configuration Service Rep. Restricted OperationMillimeters/Inches Keyboard Input Restriction Copy Tab Copy Service SettingsCopy Defaults Paper Supply Reduce/EnlargeOriginal Type Lighten/Darken Image Shift Side Image RotationImage Rotation Direction Original Orientation Annotations Comment Position Annotations Date StampAnnotations Apply Date Stamp To Annotations Date Stamp Position Copy Control Original Size Defaults Reduce/Enlarge Presets Preset 1 to Connectivity & Network SetupPort Settings NetWare EtherTalkBonjour Port Protocol Settings Machine’s E-mail Address/Host Name Proxy Server Settings Outgoing/Incoming E-mail Settings Remote Authentication Server Settings Smtp Server SettingsAuthentication System Setup Domain Filtering Security Settings Kerberos Server SettingsSMB Server Settings SSL/TLS Settings Mime Settings IPSec Settings Ieee 802.1x Settings Output Destination for E-mail Print Service SettingsMail Receive Protocol Allocate Memory PostScript MemoryJob Ticket Memory WorkCentre 5225A/5230A Receiving Buffer USB Receiving Buffer IPP Receiving Buffer NetWareReceiving Buffer SMB Receiving Buffer EtherTalk Receiving Buffer PortPrint Area Substitute Tray Unregistered Forms Print User IDBanner Sheet Banner Sheet Tray Scan Service Settings Scan DefaultsColor Scanning WorkCentre 5225A/5230A File Format Resolution Contrast WorkCentre 5225A/5230AShadow Suppression WorkCentre 5225A/5230A Color Space WorkCentre 5225A/5230A Scan to PC Defaults Output Size Defaults Output Size 1 to Saturation WorkCentre 5225A/5230A Background Suppression Level WorkCentre 5225A/5230AShadow Suppression Level WorkCentre 5225A/5230A Tiff Format Fax Defaults Fax Service SettingsScreen Defaults Fax Control Mixed Sized Originals Scan Mode Re-enter RecipientsRe-enter Broadcast Recipients Re-enter Speed Dial Recipients Manual Send/Receive Default Fax Receiving ModeSender ID Save Undelivered Faxes Mailbox Selector Setup Pages Up On ReceiptSided Printing Reduce 8.5×11 SEF Original to A4 SEF Output Destination Setup Fax Received OptionsMailbox Receive Display Priority 1 to Direct Fax Local Terminal Information Local Name Internet Fax Control Mail/Internet Fax Service Settings Mail Control Mail Sending When Search Failed Maximum Data Size per E-mail WorkCentre 5225A/5230AMaximum Total Data Size WorkCentre 5225A/5230A Maximum Split Count WorkCentre 5225A/5230A Mailbox/Stored Document Settings Mailbox Service Settings Stored Document Settings Setup Job Flow Service Settings Create Mailbox Mailbox NameCheck Mailbox Passcode Delete Documents After Retrieval Registering Operations with a Job Number Stored ProgrammingLink Job Flow Sheet to Mailbox Screen Create Job Flow Sheet Create Job Flow Sheet Screen Description KeywordSend as Fax Send as Internet Fax Add Address Book Entry With Fax selected Description DefaultCreate Job Flow Sheet Keyword Description Default Refer to Add Fax Comment on With Internet Fax selected Description Default With E-mail selected Description Create Fax Group Recipients With Server selected Description Paper Tray Attributes AccountingAdd Fax Comment Create/View User Accounts User IDUser Name Passcode Reset Total Impressions Reset User AccountAccount Limit User Role Reset User Accounts View Accounts System Administrator’s Meter Copy Jobs Accounting Type Accounting Login Screen Settings Fax Billing Data Authentication/Security Settings Auto Reset of User Billing InformationCopy Activity Report Charge Rate per Unit System Administrator Settings AuthenticationSystem Administrator’s Login ID System Administrator’s Passcode Login Type Access ControlDevice Access Service Access Reset User Accounts Create Authorization GroupsFeature Access Create/View User Accounts User Details Setup Allow user to disable active settingsFailed Access Log Display Login Status Passcode Policy System Administrator Maximum Login AttemptsCharge / Private Print Settings Receive Control Allow User to Disable Active SettingsJob Status Default Access To Active Jobs ViewCompleted Jobs View Hide Job Details Number of Overwrites Scheduled Image Overwrite Setups 148 CentreWare Internet Services Information Checklist CentreWare Internet Services Environments CentreWare Internet Services InstallationInstallation Procedure Network Communication Setup When IPv4 Mode or Dual Stack is selected in step When IPv6 Mode or Dual Stack is selected in step Test Access Selecting Transport Protocols Screen LayoutHeader Panel Logo Panel Main Panel ServicesCategory Name Services Services Default User ID and Passcode StatusGeneral Trays Consumables Output DestinationConsumables SMart Kits Jobs Active JobsJob History List Job History Job History Group Parent Jobs CountHost Interface Time Completed Job Submission Error HistoryPrint Feature Description Templates ScanJob Templates New Distribution Template DistributionDelete Copy Login Name Fields Default Value Optional AddFile Destination Edit Network Color Scanning Scanning WorkCentre 5225A/5230A SidedScanning Original Type Color Scanning WorkCentre 5225A/5230A Settings WorkCentre 5222/5225 5230 Image Options WorkCentre 5225A/5230A ResolutionAdvanced Lighten/Darken WorkCentre 5225A/5230A Background Adjustment Orientation Original Size Layout OriginalReduce Enlarge Output Size Filing Document Options Name DocumentFormat Edit Document Name Network Optimized for Mailbox Mailbox Document List Retrieve Edit Mailbox Job Flow Sheets List Mailbox SetupJob Flow Sheets Job Flow Sheets Common Attributes Print Send as Fax Send as Internet Fax Send as E-mail FTP Transfer SMB Transfer Shared Name Properties Properties Features Feature Setting itemsConfiguration Overview Connectivity and Printing Services Configuration Overview Services Mappings on Administrator’s E-mail Address General Setup ConfigurationMachine Model Serial Number General Setup Paper Settings Paper Type Power Time to Low Power Mode Saver/EnergySaver Settings Time to Sleep Mode Feature Setting items General Setup Cloning View Feature DetailsHide Feature Details Install Clone File General Setup Alert Notification General Setup SMart ESolutionsRegistration Meter Assistant WSD Connectivity Physical Ethernet Connections Protocols EtherTalk Connectivity Protocols NetWare SLP Connectivity Protocols TCP/IP Connectivity Protocols TCP/IP DHCP/DDNS Connectivity Protocol Snmp Configuration Connectivity Protocols Snmp Configuration Connectivity Protocols Snmp Configuration Microsoft Networking Connectivity Protocols Microsoft Networking Connectivity Protocols Smtp Server Ldap Connectivity Protocols Ldap POP3 Setup Connectivity Protocols Ldap Connectivity Protocols Http Bonjour UPnP DiscoveryWebDAV Services Printing Print Mode Language Emulations Services Printing Language Emulation PCL Services Printing Language Emulation 204 Services Mail Defaults Internet Fax Services Mail DefaultPublic Address Book Fax Fax Received Options Services FaxFax Repository Setup Services Network General Scanning Services Network File Repository Setup Scanning Default TemplateValidation Servers Scan Template Management Services Network Advanced Scanning Services Scan to Home Software UpgradesManual Upgrade Xerox Services Xerox Communication Server Services Xerox Services Custom Validation Options ServicesCustom Services Accounting Xerox Standard Manage Accounting Group Accounts Accounting Xerox StandardAccounting Accounting Xerox Standard Configuration Accounting Type Verify User DetailsVerify User Details for Printer/Direct Fax Jobs Customize User Prompts Configuration 218 Accounting Accounting Login Screen Settings Authentication Required Security AuthenticationConfiguration Authentication Configuration Security Authentication Authentication Configuration Device Default State ConfigurationSetup Failed Access Log Security Create Create Authorization Groups Authorization SetupRemote Authentication System Groups Security Remote SMB Server Authentication Security IP Filtering UnboundedPort 5225A/5230A Unbounded Port Security Machine Digital Upload Signed Certificate IKE Authentication Method Security IP SecShared Key Verify Shared Key Security Certificate Certificate Order Management Display the list Enable Ieee Authentication MethodLogin Name Device Name Retype Password Security Settings System Administrator SupportPhone Number Location Services Phone Number Xerox SupportCustomer Support Phone Number Supply Phone Number CentreWare Internet Services 232 Quick Network Setup Dhcp Prerequisites for Quick Network Setup Using TCP/IPConfiguring an IP Address via Dhcp Procedure for Quick Network Setup Using TCP/IP Quick Network Setup Static IP Windows TCP/IP NetWare Environments Information ChecklistNetWare NetWare Installation Installation ProcedureTarget computers IPX/SPX frame types Network Communication Setup NetWare SetupComputer Setup Test Print 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 SunOS IP address tab PrinterName Using the Command Window TTY Method HP-UX Using the System Administrator Manager SAM GUI Method Printing Solaris/HP-UX Job number Print lpr Parameter Delete lprm Printer Status +interval Examples Option FunctionSelecting a paper tray Parameter Description Specifying double-sided printing Selecting a paper output traySelecting a paper type Specifying paper size and double-sided printing Specifying collation Printing Specifying the print modeSpecifying stapling EtherTalk EtherTalk Environments EtherTalk Installation Workstation Setup 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 Installation TCP/IP LPD or Port9100 Environments 265 266 USB Port USB Port Installation USB Port Communication SetupUSB Port Communication Setup USB Port Environment Auto Eject Time Adobe Communication Protocol IPP Internet Printing Protocol IPP Environment IPP Installation 272 Computer Setup Test Print Printer Environment Settings 274 Scan to E-mail Mail Print Mail Notification Service Mail Overview Notify Job End by E-mail Mail Installation Correspondent SpecificationsMail Environments System Requirements 278 Mail Setting Setup Test Mail Scan to E-mail 281 Mail Environment Settings 282 Scanning Overview Scanning with the machine Scan to E-mail Setup Prerequisites for Scan to E-mail SetupData to Set Up E-mail Install Comments Requirement Scanning Process Procedure for Scan to E-mail Setup Scan to Mailbox Setup Scan to E-mail TroubleshootingPrerequisites for Scan to Mailbox Setup Symptom Possible Cause Resolution/Validation Data to Set Up Scan to Install Comments Mailbox Requirement Network Scanning Setup Prerequisites for Network Scanning Setup Scan to Home Setup Procedure for Network Scanning 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 Job Flow Service Setup Procedure for Scan to PC Setup SMB 294 Internet Fax Internet Fax Overview Test Internet Fax Internet Fax InstallationInternet Fax Environments Internet Fax Installation 298 Test Internet Fax 300 Server Fax Overview Server Fax Environments Server Fax Installation Fax Server Installation and ConfigurationFax Server Installation and Configuration Test Server Fax Transmission Machine Configuration Test Server Fax Transmission Types of Encryption/Digital Signature Services Available Security Encryption/Digital Signature Configuration of Https SSL/TLS Communication Encryption Installation OverviewConfiguration on the Machine Mail Encryption/Digital Signature Configuring Certificates with CentreWare Internet Services Configuration on a Computer Configuration of E-mail Encryption/Digital Signature Page No settings are required on a recipient computer Supported E-mail Applications 312 Configuration of IPsec To enable IPsec 314 Overview of Authentication Users Controlled by Authentication Types of Authentication Authenticated Users with System Administrator PrivilegesAuthenticated Users with Account Administrator Privileges Unauthenticated Users Xerox Secure Access Functions Controlled by AuthenticationLocal Access CentreWare Internet Services Authentication for Job Flow Sheets and MailboxesRemote Access System Administrator Shared Job Flow Sheet Job Flow Sheet TypesGenerally Shared Job Flow Sheet Mailbox 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 Authenticated Users Job Flow Operations System Administrator Job Flow OperationsSystem Administrator Shared Mailbox Types of Mailboxes Operations General Users System Administrator MailboxPersonal Mailbox Owner Other PersonalGenerally Authenticated Users Mailbox Operations System Administrator 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 Restricted Use AccountPer Account Accounting Limit Service AccountingRestrictions on Use Corresponding Items Jobs that Can be Managed for Each ServiceAccount Manageable Jobs Account User Jobs Manageable Items Scan Account Services InformationDocument Manageable Items Overview Installation ChecklistXerox Standard Accounting Enabling Xerox Standard Accounting from Internet Services Creating a User Account and Setting Usage LimitsCreating a Group Account At Your Computer Maximum Usage Limits and Resetting Individual Usage Limits Using XSA at the machineTo Reset User Limits At the Machine Enabling XSA in your Print Drivers Resetting Usage DataPrinting a Usage Report 802.1x Authentication To Restore Settings or Clone Settings to another MachineConfiguring 802.1x with CentreWare Internet Services To make a Back-up file Local Machine Authentication Setup Preparations Remote Authentication Setup Configuring Remote Authentication for Kerberos Windows Configuring Remote Authentication for Kerberos Solaris Configuring Remote Authentication for SMB Configuring Remote Authentication for Ldap Ldap Authentication Ldap Group AccessLdap User Mappings Custom Filters Network Authentication Setup Enabling Network Authentication Xerox Secure Access Setup Secure Access and AccountingInformation Checklist Enabling the Accounting Option in Workstation Print Drivers Enabling Specific Xerox Secure Access Settings Adding the Secure Access to the Server Using Secure Access 348 Problem Solving Fault Clearance Procedure Paper Jams 351 352 Green Lever A2 Paper Jams in Cover aGreen Lever A1 Paper Jams in Cover B Paper Jams in Cover C Paper Jams in Cover E Paper Jams in the High Capacity Tandem Tray Optional Tray Paper Jams in Tray 5 Bypass Paper Jams in the Duplex Module Cover D OptionalPaper Jams in the High Capacity Feeder Optional At the Exit of Tray Under the Top Cover of Tray Paper Jams in the Integrated Office Finisher Optional Paper Jams in the Office Finisher LX OptionalIntegrated Office Finisher Top Cover Office Finisher LX Top Cover Office Finisher LX Transport Cover F Document Jams Stapler Faults Staple Jams in the Integrated Office Finisher Optional Staple Jams in the Office Finisher LX Optional Lever R1 365 Common Problems Symptom Recommendation 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 Other Problem Action Machine settingsClient settings When the machine is switched off Authentication using SMB When printingPrinting using an SMB environment When printing fails NetWare Cause Confirmation Method Action When there is no notification of error Unix 378 TCP/IP This section explains the restrictions for TCP/IP Problem Cause Action EtherTalk Bonjour Name Change RulesZone Name Bonjour operating environment CentreWare Internet Services Problem Confirmation Method Action Scanning Services When retrieving a document from a mailbox When polling from another fax machineUsing Tiff files Network access in an SMB environment Mail Services Internet/Intranet Connection Internet/Intranet connections Problem ActionWhen you cannot connect to a web server Authentication Connection to External Applications Custom ServicesIPv6 Addresses Scanning Fault Codes Code Description and Remedy 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 Screen Messages Message Description and Remedy 429 Problem Solving 430 Specifications Machine Specifications First Copy Out Time Warm-up TimeDocument Glass Document Feeder Paper Supply Paper Output Envelope TrayCenter Tray Left Side Tray Electrical Specifications Power ConsumptionOffice Finisher LX Frequency 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 Index Numerics 446 447 448 449 450 451 452 453 454