Xerox 2121L Companion Suite Pro User Manual
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- Xerox 2121L | Companion Suite Pro User Manual - Page 1
Companion Suite Pro User manual - Xerox 2121L | Companion Suite Pro User Manual - Page 2
CD-ROM packaging has been opened, or when parts are missing, or when the request for reimbursement destroy all the copies of the program and the documentation. WARRANTY The Software is provided on an "as and restoration expenses shall be at the user's expense. The license holder nonetheless has the - Xerox 2121L | Companion Suite Pro User Manual - Page 3
Device management 18 Adding a device connected to the network 18 Manually adding a device connected to the network 20 Adding a Printing 33 Printing on the multifunction terminal 33 Faxing a document from an application 35 Analyzing a document 36 Scan To 36 Analyzing from a touch - Xerox 2121L | Companion Suite Pro User Manual - Page 4
Importing a directory 42 Saving your address book 42 Fax communication 43 The Fax window 43 Sending a fax 44 Sending a fax from the hard disk or the terminal 44 Sending a document from an application 46 Receiving a fax 48 Tracking faxes 48 The Outbox 49 Sent items 50 Send log - Xerox 2121L | Companion Suite Pro User Manual - Page 5
you to connect a PC to a compatible multifunction terminal. From the PC you can: • Manage a multifunction terminal, configure it to your requirements, • Send faxes and SMSs from your PC, • Scan documents in color or black and white and touch them up on your PC, or convert them to text using Optical - Xerox 2121L | Companion Suite Pro User Manual - Page 6
INSTALLATION INSTALLING THE SOFTWARE ON YOUR PC Under Windows 98SE/ME/2000/XP Turn on your PC. Open an ADMINISTRATOR session except for 98SE and ME environments. Open the CD-ROM drive, insert the installation CD-ROM and close the drive. The installation procedure starts automatically (Autorun). - Xerox 2121L | Companion Suite Pro User Manual - Page 7
installation procedure copies all the software required for running the Companion Suite Pro kit onto your hard disk, i.e.: - Companion Suite Pro (Fax and SMS communication software, Scanner software, etc.), - PaperPort - Omnipage. You may already have a version of one of the programs which are - Xerox 2121L | Companion Suite Pro User Manual - Page 8
multifunction terminal, you must restart your PC for the modifications to come into effect. Click OK. When your PC has reinitialized, the InstallShield Wizard screen shows you how far preparation of the wizard has progressed. You can stop the procedure at any time by clicking the CANCEL button. - Xerox 2121L | Companion Suite Pro User Manual - Page 9
FRENCH Click NEXT to start installation of the COMPANION SUITE PRO kit on your PC. Before copying files onto your hard disk, you must accept the license contract shown. Use the scroll bar to read the contract fully. Click YES. The final installation is ready to be run. Click INSTALL. - 5 - Xerox 2121L | Companion Suite Pro User Manual - Page 10
A window shows you how far installation has progressed. Companion Suite Pro has been installed on your PC. Click CONTINUE to copy the utilities and programs which accompany the kit (PaperPort SE and Omnipage SE). - 6 - - Xerox 2121L | Companion Suite Pro User Manual - Page 11
application to access the network. Click Yes or Authorize (depending on your firewall) to authorize MFServices.exe to access the network. NB: Windows XP with Service Pack 2 and above has a firewall installed by default - 7 - - Xerox 2121L | Companion Suite Pro User Manual - Page 12
INSTALLATION OF A NETWORK PRINTER Note: Companion Suite Pro LM2 must be installed to carry out this operation. Run the application by selecting PROGRAMS > COMPANION SUITE > COMPANION SUITE PRO LM2 > ADD A PRINTER from the START menu. Click NEXT to run the installation procedure The following - Xerox 2121L | Companion Suite Pro User Manual - Page 13
FRENCH Note: It is possible that a device may not be shown in the list. In this case, click the NOT IN THE LIST button. The following window is displayed : Enter the IP address or the NetBIOS name of the device you want to add. You can test the connection between the PC and the device by clicking - Xerox 2121L | Companion Suite Pro User Manual - Page 14
CONNECTIONS If you use a terminal connected to the network: Connect your PC to the network. Connect your multifunction terminal to the network. Check they each have a valid IP address. If you use a terminal connected via a USB link: Connect your PC to the multifunction terminal using the USB - Xerox 2121L | Companion Suite Pro User Manual - Page 15
FRENCH A screen shows you how far deinstallation has progressed. At the end of the procedure, you must restart your system. Close all running programs, select YES, I WANT TO RESTART MY COMPUTER NOW and click FINISH. - 11 - - Xerox 2121L | Companion Suite Pro User Manual - Page 16
MF MONITOR, which allow you to: • Check that your multifunction terminal is correctly connected to your PC, • Gain quick access to image touchup, OCR and fax receive/send software as well as your device's web pages. To manage the multifunction terminal, run MF Director by clicking the icon on your - Xerox 2121L | Companion Suite Pro User Manual - Page 17
FRENCH MF DIRECTOR This graphic interface lets you run utilities and programs to manage your multifunction terminal. GRAPHIC DESCRIPTION Run the application by clicking the icon on your desktop or by selecting PROGRAMS > COMPANION SUITE > COMPANION SUITE PRO LM2 > MF DIRECTOR from the START menu. - Xerox 2121L | Companion Suite Pro User Manual - Page 18
and you can choose from the following colors: Gold Light Blue Light Green - 14 - - Xerox 2121L | Companion Suite Pro User Manual - Page 19
Change the PARAMETERS of the connected terminal. Refer to the manual for the terminal for details of its parameters. View the STATUS multifunction terminal, Manage the ADDRESS BOOK, Get HELP from this documentation, Run SCAN TO to execute a preconfigured action on the multifunction - Xerox 2121L | Companion Suite Pro User Manual - Page 20
Run the utility to redirect and manage faxes or SMSs (Short Message Service), To launch PaperPort (Doc Manager). To run a utility or program from the COMPANION SUITE PRO kit, left-click it. - 16 - - Xerox 2121L | Companion Suite Pro User Manual - Page 21
FRENCH MF MONITOR GRAPHIC DESCRIPTION Run the application by clicking the MF Monitor icon on your desktop or by selecting PROGRAMS > COMPANION SUITE > COMPANION SUITE PRO LM2 > MF MONITOR from the START menu. Using the tabs below, you can configure your multifunction terminal from this screen: • - Xerox 2121L | Companion Suite Pro User Manual - Page 22
the network is listed with: • Its NetBIOS name (which identifies the hardware uniquely) or its IP address (the device's identifier on the network) • Its name (user-defined). To define the name of a device, please refer to the user manual for the device. To update the list, click REFRESH. - 18 - - Xerox 2121L | Companion Suite Pro User Manual - Page 23
and displayed automatically in the list. To add a device located on a subnetwork other than that on which your PC is situated, you have to use manual add. To add a device shown in the list, click the corresponding line to select it then click OK. The device registration window is displayed. Enter - Xerox 2121L | Companion Suite Pro User Manual - Page 24
IP address or its NetBIOS name and manage it on a subnetwork other than the one on which your PC is situated. To add a device manually, click ADD MANUALLY. The "Add manually a device" window lets you enter the NetBIOS name or IP address of a device. Note: The IP address can vary depending on the - Xerox 2121L | Companion Suite Pro User Manual - Page 25
to check that the device is definitely connected to the PC. If there is a problem with the connection, an error message is displayed. Click OK to acknowledge the error message information message is displayed. Click OK to return to the add manual screen, then click OK to add the device. - 21 - - Xerox 2121L | Companion Suite Pro User Manual - Page 26
is found during registration. If this problem occurs, check that your PC is not already on the device's list of registered PCs. Note: Check also that the maximum number of PCs which may be registered on this device has not been reached. A window reminds you that you can configure the ScanTo - Xerox 2121L | Companion Suite Pro User Manual - Page 27
FRENCH If you try to add a device when the maximum number of devices has been reached, a message warns you that new device has been added. To install the drivers for your terminal, follow the instructions shown on the screen. A window asking where the drivers are located may display. If so, specify - Xerox 2121L | Companion Suite Pro User Manual - Page 28
a few moments. A window indicates that the driver has been found. Click NEXT. A window tells you that the software has been installed. Click FINISH. If the Wizard is displayed again, refer to the third step of this procedure and follow the instructions. This procedure has to be carried out - Xerox 2121L | Companion Suite Pro User Manual - Page 29
FRENCH Selecting the current device Only one device at a time may be connected to the PC. The current device may be selected by clicking the radio button for the line corresponding to the device. Status of the connection The status of the connection between the current device and the PC is - Xerox 2121L | Companion Suite Pro User Manual - Page 30
• Green means the connection is OK • Red means the computer cannot connect to the device. - 26 - - Xerox 2121L | Companion Suite Pro User Manual - Page 31
FRENCH Parameters for the device Select a device by clicking its line in the list and click Properties to configure the scanning parameters to be applied for this device when you click the Scan To button. Choose the scan MODE by selecting from the drop-down menu, - 27 - - Xerox 2121L | Companion Suite Pro User Manual - Page 32
choices are given in the table below: Choice PaperPort PDF PaperPort TIFF e-mail PDF Action When a ScanTo PC is carried out from the terminal, the document is put into PDF format and saved in the ScanTo directory. To view the PDF, right click the file and select "Open". When a ScanTo PC is - Xerox 2121L | Companion Suite Pro User Manual - Page 33
FRENCH Note: To use the e-mail PDF option, an e-mail client must be configured on your computer. If the device supports DUPLEX (both sides) mode, you can set this mode by checking the box. Removing a device Select the device from the list and click the minus sign or REMOVE. - 29 - - Xerox 2121L | Companion Suite Pro User Manual - Page 34
To confirm you want to remove the device, click Yes. To cancel the removal operation, click No. The device is no longer displayed in the list. - 30 - - Xerox 2121L | Companion Suite Pro User Manual - Page 35
a dedicated web page which displays information relating to the parameters of the terminal. To find out what these parameters refer to, please refer to the user manual for the multifunction terminal. - 31 - - Xerox 2121L | Companion Suite Pro User Manual - Page 36
The STATUS link opens a dedicated web page which displays the status of the multifunction terminal, The DIRECTORY link opens a web page dedicated to managing the directory, - 32 - - Xerox 2121L | Companion Suite Pro User Manual - Page 37
When the software is installed, two printer drivers are installed on your PC: • Laser MULTIFUNCTION: for printing your documents on the terminal. • COMPANION SUITE FAX: for faxing a document from an application. PRINTING ON THE MULTIFUNCTION TERMINAL To print a document on your terminal from your PC - Xerox 2121L | Companion Suite Pro User Manual - Page 38
, you can specify this in the printer installation parameters so as to adapt the printer options which may be accessed. START > PARAMETERS > PRINTERS AND FAX MACHINES > LASER MULTIFUNCTION > Select the printer, right click and choose > PROPERTIES > DEVICE PARAMETERS > INSTALLATION OPTIONS. - 34 - - Xerox 2121L | Companion Suite Pro User Manual - Page 39
FRENCH Note: Whatever the installation parameters, the duplex print options have no effect if your device does not have a duplex module. FAXING A DOCUMENT FROM AN APPLICATION This function is carried out using the COMPANION SUITE FAX printer. For more details, please refer to paragraph Sending a - Xerox 2121L | Companion Suite Pro User Manual - Page 40
starts up • by pressing the ScanTo button on the device or by clicking the following icon in the MF Director window: ScanTo starts scanning the document and saves it in a scan folder in the PaperPort directory, then opens PaperPort. If PaperPort is not installed, the image is saved on the - Xerox 2121L | Companion Suite Pro User Manual - Page 41
be used (flatbed or pass-through). Set your parameters (contrast, resolution, etc.) before starting the scan. Once scanned, you can archive or touch-up the document. - 37 - - Xerox 2121L | Companion Suite Pro User Manual - Page 42
an SMS or fax. If you want, you can print the list of numbers saved in the Directory. You can also create groups of contacts in the address book. This enables you to group contacts together, for example in the same company or department, to whom you frequently send common documents. Note: The - Xerox 2121L | Companion Suite Pro User Manual - Page 43
CONTACT from the menu displayed. The data entry window for the contact's details is displayed. Enter the name of your contact, their fax or GSM number, their fax transmission speed, associated shortcut key, e-mail address and default send format (PDF or image). Press OK. The new contact is added - Xerox 2121L | Companion Suite Pro User Manual - Page 44
Press NEW and select GROUP from the menu displayed. Enter the name of the group. The group can include contacts in the address book or new contacts. Case 1: the members are in the address book. Press the SELECT MEMBERS button. The selection screen is displayed. Select a contact or a group in the - Xerox 2121L | Companion Suite Pro User Manual - Page 45
address book, • Delete a contact or a group from your address book, • Look for a contact or a group in the address book by entering the first few letters of the name, • View the record of a contact or group if you want to change it. Changing the information for a contact Select the contact you - Xerox 2121L | Companion Suite Pro User Manual - Page 46
IMPORTING OR EXPORTING A DIRECTORY Importing a directory Importing a directory avoids the need to enter contacts one by one. Select IMPORT from the FILE menu in the ADDRESS BOOK window. Select the file to be imported and press OPEN. Saving your address book This function allows you to save your - Xerox 2121L | Companion Suite Pro User Manual - Page 47
's scanners, from the disk or from the screen as faxes, • Receive faxed documents, • Track communications using the Outbox, Inbox, Sent items, Send log and Reception log. Parameters are available to change how your terminal deals with fax communication. You can change these parameters to adapt - Xerox 2121L | Companion Suite Pro User Manual - Page 48
. Access the address book. Stop the transmission of a fax (only active for the outbox). View all faxes present in the fax manager folder selected. Preview faxes. Fax manager folders. Device used for sending the fax. SENDING A FAX Sending a fax from the hard disk or the terminal Click the - Xerox 2121L | Companion Suite Pro User Manual - Page 49
is a computer file located on your hard disk (this file must be in TIFF or FAX format). To send your document to a contact, enter their number in the RECIPIENTS field and press the button or select a contact (or group) from one in the directory in the ADDRESS BOOK field and press - Xerox 2121L | Companion Suite Pro User Manual - Page 50
button in front of it in the list of devices added in the PERIPHERAL SELECTION tab of the Monitor, must be able to send a fax. Sending a document from an application This method lets you send a document which you created with a desktop application, directly without printing it beforehand. - 46 - - Xerox 2121L | Companion Suite Pro User Manual - Page 51
FRENCH Select PRINT from the FILE menu of your desktop application. Select the COMPANION SUITE FAX printer and press OK. The fax send window is displayed. To send your document to a contact, enter their number in the RECIPIENTS field and press the button or select a contact (or group) from - Xerox 2121L | Companion Suite Pro User Manual - Page 52
connected to several PCs , but only one computer can be defined as receiving PC to which faxes are to be sent. To find out more about how to choose the receiving PC, please refer to the user manual for the device. Note: A PC can be receiver for a device which is not its current - Xerox 2121L | Companion Suite Pro User Manual - Page 53
services give you precise information about the communication activity of the Terminal for both sending and receiving. The send and reception logs print automatically when their contents fill an A4 sheet. After this automatic print, the Terminal creates a new log. The Outbox The fax are put at - Xerox 2121L | Companion Suite Pro User Manual - Page 54
A4 page is filled. Note: The DELETE button deletes the whole log and not only the message(s) selected. The send log contains the following information: • Fax recipient, • Date the fax was sent, • Status (sent, rejected, etc.). Reception log The Reception log allows you to keep a history of - Xerox 2121L | Companion Suite Pro User Manual - Page 55
. Description of the LOGS AND REPORTS tab Field Automatic printing of a received document Print a reception report Automatic printing of a reception log Automatic printing of the sent document Description The fax is printed automatically when it is received. A reception report is printed for - Xerox 2121L | Companion Suite Pro User Manual - Page 56
the FAX PARAMETERS tab Field Sending speed Line number Dialing prefix Dialing type Header Description Default transmission speed for faxes. Number of The Dialing prefix will be automatically inserted before the number before the fax is transmitted on this line. Must be configured according - Xerox 2121L | Companion Suite Pro User Manual - Page 57
may be a lot greater if the line has a lot of interference. Number of times the Terminal is to try when the send fails. Time between two transmission attempts. COVER PAGE The cover page is a part of the fax document generated automatically by your terminal which shows information about the sender - Xerox 2121L | Companion Suite Pro User Manual - Page 58
The window containing the cover page template you created is displayed: Click the icon to show the list of available fields. - 54 - - Xerox 2121L | Companion Suite Pro User Manual - Page 59
of available fields. Your mouse cursor changes to a "rubber stamp" icon. - Click where you want to put the field. - You can move or increase the size of the field as desired. Note: Adjust the may be selected from the COVER PAGE window in the fax send page. Description of the COVER PAGE tab - 55 - - Xerox 2121L | Companion Suite Pro User Manual - Page 60
a cover page template Follow the instructions below: Creating a cover page enables you to create a template whose fields (fax number, comments, subject, etc.) will be filled in automatically by the Fax application according to information supplied for each document recipient. Creating a cover page - Xerox 2121L | Companion Suite Pro User Manual - Page 61
FRENCH More information on Options A and B: • Option (A) : Open the desired application to be used to produce the background (Word, Wordpad, etc.). Draw the background image then print this document on the "Companion Suite Fax" printer. At this point, the MFSendFax dialog box is displayed: - 57 - - Xerox 2121L | Companion Suite Pro User Manual - Page 62
the bottom right corner (this is the button with the diskette icon). The background image is created in the C:\Program Files \ Companion Suite Pro LM \ Documents \ FAX \ Temporary folder with a .fax extension. - 58 - - Xerox 2121L | Companion Suite Pro User Manual - Page 63
FRENCH • Option (B): Run MFManager, select "New Fax", select the scanner as source as shown below: Add recipients to the list of recipients. Click the "Advanced options" tab and select Fine Resolution as shown below: - 59 - - Xerox 2121L | Companion Suite Pro User Manual - Page 64
"Cover page creation". (c) Click the "Open" button in the toolbar, set the file filter to *.fax and navigate down to the folder C:\Program Files \ Companion Suite Pro LM \ Documents \ FAX \ Temporary which contains the background image created at the first stage. (d) Click the "fields" button in - Xerox 2121L | Companion Suite Pro User Manual - Page 65
SMSs are sent using the modem in your multifunction laser printer. For more details please refer to the user manual for your multifunction laser printer. Warning - The SMS service is dependent on country and operator. Your PC kit lets you easily process single or multiple-destination sends - Xerox 2121L | Companion Suite Pro User Manual - Page 66
Key 1 2 3 4 5 6 7 8 9 10 Write an SMS Action Delete an SMS from one of the folders of the SMS manager. For the SEND LOG and RECEPTION LOG, this command has the effect of deleting the whole log. Print an SMS from one of the folders of the SMS manager. View an SMS using the Viewer. Access the - Xerox 2121L | Companion Suite Pro User Manual - Page 67
of the entry field to customize your message or insert the date and time automatically. To send your SMS to a contact, enter their number in the TELEPHONE NUMBER field in the RECIPIENTS section and press the button or select a contact (or group) from one in the directory shown in the CONTACT LIST - Xerox 2121L | Companion Suite Pro User Manual - Page 68
Set any advanced parameters required (for deferred send or to give a priority level to the SMS), by pressing the ADVANCED PARAMETERS button Click OK to send your SMS to all the contacts in the RECIPIENT LIST. Your send request can be viewed in the Outbox if required. RECEIVING AN SMS SMSs - Xerox 2121L | Companion Suite Pro User Manual - Page 69
FRENCH TRACKING SMSS SMSs can be tracked by means of the: • Outbox, • Inbox, • Sent items, • Send log, • Reception log. These services give you precise information about the communication activity of the Terminal for both sending and receiving. The send and reception logs print automatically when - Xerox 2121L | Companion Suite Pro User Manual - Page 70
Send log The Send log enables you to keep a history of SMS communications (both successful and rejected) processed by your terminal. The log is printed automatically when an A4 page is filled. Note: The DELETE button deletes the whole log and not only the message(s) selected. The send log contains - Xerox 2121L | Companion Suite Pro User Manual - Page 71
to confirm. Description of the "Logs and reports" tab Field Automatic printing of a received document Print a reception report Automatic printing of a reception log Automatic printing of the sent document Print the send report Print the send log Description The SMS is printed automatically when - Xerox 2121L | Companion Suite Pro User Manual - Page 72
which can be used by desktop applications to be created from a paper document or an image file. Character recognition can only be done on printed characters is displayed. Press the OCR WIZARD button and follow the instructions. Note: For more details on using the software, please refer to the on-line
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Companion Suite Pro
User manual