Setting Up the Phonebook, Planning the Phonebook | Xerox 665, 765

Programming the Machine

Setting Up the Phonebook

Remote telephone numbers can be assigned to Speed Dial numbers and/or One Touch Keys in the Phonebook. The numbers are used for Alpha Dialing, Speed Dialing, One Touch Dialing, Chain Dialing, Group Dialing and Polling Operations. Once preset, these features allow you to send documents or make a telephone call to frequently called numbers by pressing a few keys.

To program the Group features, the remote telephone number must be assigned to a Speed Dial Number or a One Touch Key.

Planning the Phonebook

When programming the remote telephone number in a Speed Dial Number or a One Touch Key, you can include many fax options to use during the communication. Please read this section carefully and refer to the suggested chapters for detail feature descriptions.

Use the following list as an aid in planning the Phonebook:

•Phonebook Reports can be printed listing the numbers assigned to Speed Dial numbers and One Touch keys. Press Phonebook to print the desired report.

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Determine which phonebook number you want to assign to each One Touch (up to 68) or Speed Dial (up to 300) number.

Determine if you want to store a pause in the telephone number. If your machine is connected to a PBX system, you may need to enter a pause so the system can connect to an outside line.

Multiple 3 second pauses can be entered. To enter a pause, press the Pause key.

Determine if you want to store a Charge Code. To enter and hide a charge code, press the Charge Code key after you have entered the telephone number.

WorkCentre Pro 665/685/765/785

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Xerox 665, 765, 685, 785 manual Setting Up the Phonebook, Planning the Phonebook

Contents

Xerox Welwyn Garden City AL7 1HL Table of Contents WorkCentre Pro 665/685/765/785 Dialing Methods Receiving Documents Transmitting Documents Cancelling Jobs PollingMailbox Communications Reports Copying Documents 10-1 Viii WorkCentre Pro 665/685/765/785 Appendix a Ordering Supplies Troubleshooting 16-1 Appendix B Maintaining the Product Energy Star Xii WorkCentre Pro 665/685/765/785 Introduction Finding Information in the System Administrator’s Guide SAG Polling Chapter Troubleshooting ChapterMailbox Communications Chapter Reports Chapter Information provided by the User’s Guide Environment Specifications a Basic Troubleshooting Chapter Send header 1. Inside Outside Off Document Conventions Introduction Programming the Machine Using the Menu Mode Key Key Description Keys used in Menu Mode Operation To program a Menu feature using the scroll keys Fax features Print reports Phonebook setup Self testTo program a Menu feature using the Menu Numbers Menu Flow Map Programming the Machine Programming the Machine Keys used to Enter Characters Character Entries Character Code Table Correcting Characters Entering CharactersReplacing Characters Enter name Enter name Insert Deleting or Inserting Characters Direct Access Function Keys Programming the Machine Planning the Phonebook Setting Up the Phonebook Pre-setting Speed Dial Numbers Speed dial number 001 Enter speed dial nbr or Back to previous Stop to complete Speed dial 001 Name 20 max Enter name Speed dial 001 Fax number 128 maxSpeed dial 001 Alternate fax nbr Fax options? 1. Yes Send Later Subaddress PWD 20 max Subaddress SUB 20 max Line Selection Speed dial number 1. Delete Modify Retain Modifying or Deleting Speed Dial Numbers Press one touch key or Back to previous Stop to complete Pre-setting One Touch Numbers One Touch key Name 20 max Enter name One touch key 001 Fax number 128 maxOne touch key Alternate fax nbr Fax options? 1. Yes Send later Time Hhmm Fax Speed Line Selection One touch key 1. Delete Modify Retain Modifying or Deleting One Touch Dial Numbers Enter group number or Back to previous Stop to complete Pre-setting Group Numbers Group number 0025 Enter speed dial or OT Enter to complete Enter name Group name 20 max Phonebook By name Speed dial Group dial Programming Group Send Deleting or Modifying a Group Number Enter group number or Back to previous Enter to completeEnter group number 1. Delete Modify Retain Filling out the One Touch Label Setting the Department Codes To setup Department CodesSet dept. code 1. Yes Set dept. code Recover old data New Enter master code Dept. number01 Dept. name 20 maxEnter name Dept. name 20 max Enter master code Dept. number Enter master code Dept. number Master codeSet dept. code Dept. number Set dept. code Dept. number Dept. code Set dept. code Dept. number04 Dept. name 20 max Enter name Changing the Department Code Settings Dept. number 1. Delete Modify Retain Set dept. code Already assigned Dept. number02 Error correct-ECM 1. On Off Long original 1m 39 Inches Any length Long Original Setting Bypass Tray Paper Size Setting Interval Number of redials Redial Count and Interval Setting Redials 00-14 Redials Interval 01-15 min Receive interval Interval 00-15min Receive Interval Resolution Selection Description Resolution and Contrast Setting Standard ResolutionFine Superfine Super power save Automatic Manual Off Power Saver Setting Entering time Time 01-60min Printer power save 1. On Off Print Density Refuse junk mail 1. On Off Refuse Junk Mail Setting Ringer volume Volume 2 3 4 5 6 Ringer Volume Setting Alarm volume Volume 2 3 4 5 6 Alarm Volume Setting Key touch volume Volume 2 3 4 5 6 Key Touch Volume Setting Monitor volume Volume 2 3 4 5 6 Monitor Volume Setting Send After Scan Default Setting When memory full Delete scan pages Send scan pagesType of send Dial while scan Dial after scan Remote Service Setting Remote AccessRemote access 1. On Off Download firmware 1. No job in memory Anytime Download RDC password Set RDC password Password 20 max RDC Password Auto supply ordering 1. On Off Supplies Order Separator Page Default Setting Fax separator page 1. On OffCopy separator page 1. On Off PC separator page 1. On Off Line monitor 1. Always Off Line Monitor Default Setting Programming the Machine Receiving Documents Setting the Answer Mode Line Answer mode Auto answer Manual answerBasic Receive Rings to answer Rings 01-*10 Receive only Start/Stop time 0000 Manual Receive Auto Receive Advanced Receive Collate FaxCollate fax 1. On Off Reduce incoming fax 1. On Off Reduce Incoming Fax Setting Receive to memory 1. On Off Receive to Memory Automatic Secure Receive Setup Secure ReceiveSecurity code Security On/Off Secure receive Security code Secure receive Security code Security On/Off Secure receive 1. On Off Secure receive Start/Stop time 600Secure recv. all day For each day? 1.Yes Monday Secure all day 1. Yes Secure receive Start Stop Manual Secure Receive Printing the Stored Document in Secure Receive Mode Secure receive 1. Start Stop12-01-1999 1547 Ready Free memory 80% Printing Discard extra 1. On Off Discard Extra Setting Receiving Documents Dialing Methods Manual Dial On-hook and Off-hook Dialing 12-01-1999 1347 Ready Free memory100% Dial or press CopyDial fax number Fax number Communicating Job number 022 5554444 Alpha Dialing Enter search name Exit to previous Keith Doe Co. −↓ Speed dial 001 Keith Doe CoScanning into memory Job number 007 Free memory 91% Phonebook 1. Speed dial Alpha dial Group dial Speed Dialing Speed dial 001 One Touch DialingScanning into memory Job number 041 Free memory 85% One touch key Keypad Dialing Scanning into Memory Job number 052 Free memory 82%12-01-1999 1347 Ready Free memory92% Dial or press Copy Manual Redial Last Number Off-hook Automatic Redialing Redial last number Enter to start Manual Redial Last 5 Numbers On-hook Chain Dialing Procedure Charge Card TransmissionsScanning into memory Job number 017 Free memory 100% Manual group Enter fax number, Phonebook Or one touch key Manual Group Dialing Manual group − to previous Enter more Or press Start Transmitting Documents Memory Job NumbersScanning into memory Job number 047 Free Memory 100% Memory send 1. On Off Memory Send or Direct Send Default Mode Memory Send 12-01-1999 1347 Ready Free memory 100% Dial or press Copy Scanning into memory Job number Free memory 92%12-01-1999 1347 Ready Free memory 85% Load document Dialing Job number 5551212 Direct Send Direct Send with Memory Send Selected Direct send YesFree memory 80% Enter fax number Delayed Start Manual SendTime Hhmm DD Priority Transmission Line Selection Line selection Either line Line #1 Line #2Free memory 100% Enter fax number Charge Codes Fax number 128 max 5151212 +Fax number 128 max 5151212 + $$$ Effective Range Cover Sheet Cover sheet 1. On Off Cover Sheet SetupLoad cover image 1. Yes Cover sheet Press Start to store Sending a Document with a Cover Sheet Cover sheet Send PrintEnter to Name Enter from Name Batching Confirming a Transmission Option Description One Time Fax Options Number of pages Pages Number of Pages Listen to dial 1. On Off Listen to Dial Send then Poll Send then poll OffSend then poll Add security code? 1. Yes Transmitting Documents Error correct ECM 1. On Off ECM Disable Secure send Off Secure Send Transmission Send after scan 1. Yes Send After Scan Enable Transmitting Documents Enter account code or press Start Advanced Transmissions Using an Account Code Account code 1. On Off Account Code Default Setting 12-01-1999 Free memory 100% Enter dept. code Transmitting Using a Department Code Resend Stored Fax Default Setting Resending a Stored Fax Fax number 128max Start Send to one number Change Secure Send Setting Relay Station Setup Initiating Station SetupITU-T Relay Communications ITU-T Relay Transmission Setup password 1. Yes Enter password Password 20 maxSend Relay Box number 20 max Transmitting Documents Originator Presetting ITU-T Relay BoxRelay Boxes Relay Station End Stations Enter password Password20 max Program password 1. YesEnter mailbox new# Box number 20 max Relay end number Enter phonebook key or one touch key Relay end number One touch key01 Enter more Or press Start Transmitting Documents Mailbox setup 1. Done Mailbox delete Deleting a Relay BoxDelete mailbox# Box number 20max Transmitting Documents Stop Key Cancelling JobsJob Status Key Dialing Job number 006 5551212 Cancel Job Key Cancel job Enter to cancel Previous − Next ↓ Cancel this job? Job number 043 Yes 12-01-1999Job number 043 Direct Send Jobs Cancel this job? 1 Cancelling Jobs Polling Communications Polling Storing a Document to be Polled Scan to be polled 1. Poll-once box Multi-poll box Storing a Document to be Polled in a Poll-once Box Scan to be polled security code Secure fax 20 max Storing a Document to be Polled in a Multi-poll Box Cancelling Documents Stored in a Polling Box Modifying Documents Stored in a Polling BoxSecurity/fax number? Already assigned Delete Add + Retain Polling a Remote Document Poll-once or Multi-poll Box Poll one number Enter fax numberPoll Add security code? 1. Yes Load document To poll press Start Group Polling Poll a group Security code Poll a group Add security code? 1. Yes Continuous Polling Continuous poll Interval 10-70minContinuous poll Start/Stop time 0800 Continuous poll − ↓ for setting Start/Stop days Mon-Fri Continuous poll One touch key46 Enter more Or press StartContinuous poll Security code Already assigned 1. Delete Retain Deleting Continuous Poll Jobs Polling Mailbox Communications Mailbox ITU-T CommunicationsMailbox Reception Reports Mailbox setup Done Mailbox delete Local Mailbox ITU-TCreating an ITU-T Mailbox Enter mailbox new # Box number 20 max Mailbox type Confidential Bulletin board Relay Deleting an ITU-T Mailbox Mailbox Confidential Bulletin board Relay Box setup Storing a Document in a Local ITU-T MailboxDelete Mailbox # Store Confidential Box number 20 max Store Bull. board Printing a Document Stored in a Local ITU-T Mailbox Print Confidential Box number 20 max Print Bull board Deleting a Document Stored in a Local ITU-T Mailbox Remote ITU-T Mailbox Sending to a Remote ITU-T MailboxDelete Confidential Box number 20 max Delete Bull board Mailbox Communications To send to a remote mailbox, press Polling a Remote ITU-T Mailbox Poll Confidential Box number 20 max Poll Bulletin Board Attaching an ITU-T Sub Address Transmitting a Document to an ITU-T Sub Address Subaddress SEP 20 max Polling a Document Using a Sub Address Load document To poll press Start Reports Setting Up Reports and Lists Activity Report Setup Description Code Activity report Set key default Auto print Confirmation Report Setup Confirmation Report Confirmation report 1. Always On error Off Confirmation Report Memory Send Confirm. memory send 1. Always On error Off Show first fax page 1. On Off Group Send Report Group send report Always On error Off Reports Group Poll Report Group poll report Always On error Off Relay Originator Report Relay originator 1. Always On error Off Show first fax page 1. On Off Relay Station Report Relay station 1. Always On error Off Reports Relay Destination Report Relay destination 1. Always On error Off Reports Confirmation report Confirmation Report Override Local to mailbox Remote to mailbox Relay station Reception Report Setup Description Printing Reports and Lists Activity ReportPrint number 50 1paper 100 2paper 150 3paper ITU-T Mailbox Report Pending Jobs Report Department Code Report Power Failure List Press Menu Map Menu Map Settings Report To print the Settings Report Press Copying Documents Making CopiesCopy Copies PaperAuto Collate On Copying Papertray 1 LT Pages Press the Exit or Stop key to cancel the copy operation Scan Functionality 11-2 WorkCentre Pro 665/685/765/785 PCL Printing Functionality 12-2 WorkCentre Pro 665/685/765/785 Network Functionality 13-2 WorkCentre Pro 665/685/765/785 Internet FAX Functionality 14-2 WorkCentre Pro 665/685/765/785 Using the ControlCentre Setting the Machine Defaults Setting up the WorkCentre Setting up the Telephone Lines Using the Power Save features Changing Your ControlCentre Password Setting the PC’s Date and Time on the WorkCentre Setting the Fax Send Options Setting the Cover Sheet and Send Header OptionsChoosing How to Send Faxes Setting the Redial Options Sending Faxes Using Security Faxing Long Originals Setting the Receive Footer Option Setting the Fax Receive OptionsReceiving Faxes when the Printer is Unavailable Receiving Secure Faxes Setting the Receive Interval Receiving Oversized Faxes Collating and Reducing Incoming Faxes Setting up a Phonebook Receiving Faxes to Your PCAssigning an Individual Fax Number to a One Touch Key Using the ControlCentre Editing a One Touch Key Entry Deleting One Touch Key Entries Presetting a Speed Dial Number Editing a Speed Dial Number Deleting Speed Dial Numbers Presetting a Group Dial Number Deleting Group Dial Numbers Editing a Group Dial Number Opening a Phonebook File Saving a Phonebook to Your PC Creating a Mailbox Creating Mailboxes Editing a Mailbox Using Department Codes Setting up Department CodesDeleting a Mailbox Deleting a Department Code Changing a Department Code Printing Reports Confirmation Reports Setup Printing the Settings Report Reception Reports Setup Saving WorkCentre Settings to a File Saving the WorkCentre SettingsOpening a Saved WorkCentre Settings File Creating a New WorkCentre Settings File Enabling Xerox personnel to perform remote tests Setting up automatic supply ordering Firmware Download Troubleshooting Self TestAuto test Individual test Print test Troubleshooting Error Messages and Codes Calling for Service 16-4 WorkCentre Pro 665/685/765/785 Troubleshooting Code Probable Cause Corrective Action Error Codes WorkCentre Pro 665/685/765/785 16-7 Code Description Replace Parts Device Error Codes Code Location Paper Jam Remove any documents from the Document Tray Documents Open the Right Side Cover and remove any jammed paper 067 WorkCentre Pro 665/685/765/785 16-13 Right Side Document Jam Typical Causes Recommended Procedure Document Jams Remove all documents from the Document Tray Documents 073 G3 5 0 Status Code Table Problem Check Items Transmission Problems Reception Problems Problems with envelopes Image QualityCommunications failure 16-22 WorkCentre Pro 665/685/765/785 Ordering Supplies Ordering SuppliesSupplies Setting-up Automatic Supplies Ordering Setting up the destinationOrdering Supplies Automatically WorkCentre Pro 665/685/765/785 Select supplies 1. Toner Drum Entering the part details Enter quantity Quantity Enter part number 20 max Entering ordering details Enter tel number Tel number 32 max Enter contact name Name 40 maxEnter ship to name Name 40 max Enter ship address Address 64 max Printing the order form Maintaining the Product Replacing the PaperTo replace the paper 039 Push the paper tray all the way into the machine To replace the Toner Cartridge Replacing the Toner Cartridge and Fuser Cleaner 065 098 093 Assembly 026 027 029 To replace the Fuser Cleaner 076-1 076-2 101 To replace the Drum Unit Replacing the Drum Unit Developer Assembly 026 028 To replace the Ozone Filter Cleaning the Machine Cleaning the Cabinet and Ozone Filter Cleaning the Document Scanner Close the Transmission Cover WorkCentre Pro 665/685/765/785 Cleaning the Developer Assembly and the Surrounding Parts 023 065 To clean the Paper guide To clean the Transfer Wire and Discharge Wire To clean the Developer Assembly 026 027 029 Cleaning the Charger Wire and the Laser Beam Window Charger WireLaser Beam Window To clean the Laser Beam Window To clean the Charger Wire Charger Wire WorkCentre Pro 665/685/765/785 Assembly 027 029 Cleaning the Components as Needed 023 065 Page To clean Contacts To clean the Metering Blade Developer 028 Installing the maintenance kit Specification Product Data Sheet JBIG/MMR/MR/MH Process Unit is 750 prints. Supply Toner Cartridge WorkCentre Pro 665/685/765/785 Safety Certification and Environmental Compliance This product must be earthed Laser Safety Information Radio Frequency Emissions USA Third Party Certification120v 60Hz Nominal Markets 230v, 50 Hz Nominal Markets Unique European Certification Approvals and Certification UK Electricity at Work Regulation Question What is the Electricity at Work Regulation? Question Is the Xerox equipment in my premises safe? Question Is Xerox equipment safe? Question I require records of all tests Environmental ChoiceM Environmental CompliancePage FCC Regulations Send Header RequirementsData Coupler Information Page Canadian Certification Page Index Symbols INDEX-2 INDEX-3 See also LCD document feeder INDEX-5 See also LCD listen to dial See also menu map levels INDEX-8 See also dial mode INDEX-10 See also contrast default setting See also security INDEX-13 INDEX-14