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Xerox 6400XF WorkCentre 6400 User Guide - Page 139

Selecting New Email Settings to Send Scanned Image Attachments, Scan to Email

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Scanning • Macintosh: Click the Xerox Scan Utility icon in the dock (or Applications > Xerox > Xerox Scan Utility). 2. Select the Scan to Email. 3. Select one or more images you want to send in an email. 4. Select the profile you want to use from the Email Profiles drop-down list. The fields for Attachment Base Name, To, CC, Subject, and Message display information that applies to the saved profile. 5. If desired, enter a different name in the Base Attachment Name field and select new email settings. The Xerox Scan Utility adds the scan date and time information for each image to the end of the file name. Note: For example, if you scan an image at 10:15:07 AM on April 27, 2008, select PDF as the file name extension, and then enter the new file name report in the Base Attachment Name field, the actual file name becomes: report_2008-04-27_10.15.07.pdf. 6. Click the Copy to Email button to open your email application. The selected images are attached to the email. 7. If desired, make additional changes to the email message, and then send the email. Selecting New Email Settings to Send Scanned Image Attachments To send scanned images as attachments in an email without using a profile: 1. Access the Xerox Scan Utility on your computer: • Windows: Right-click the Xerox Scan Utility icon in the taskbar, and then select Open Xerox Scan Utility. If the icon does not appear in the taskbar, click Start, select All Programs (or Programs if you are using Windows Classic View), select Xerox Office Printing, select Scanning, and then select Xerox Scan Utility. • Macintosh: Click the Xerox Scan Utility icon in the dock (or Applications > Xerox > Xerox Scan Utility). 2. Select the Scan to Email tab. 3. Select one or more images you want to send in an email. 4. Enter a name in the Base Attachment Name field. The Xerox Scan Utility appends the scan date and time information for each image to the end of the file name. Note: For example, if you scan an image at 10:15:07 AM on April 27, 2008, select PDF as the file name extension, and then enter the new file name report in the Base Attachment Name field, the actual file name becomes: report_2008-04-27_10.15.07.pdf. 5. Enter the appropriate information in the To, CC, Subject, and Message fields. 6. Click the Copy to Email button to open your email application. The selected images are attached to the email message. 7. If desired, make additional changes to the email message, and then send the email. WorkCentre 6400 Multifunction Printer 139 User Guide

Section	Page
Contents	3
Safety	11
Electrical Safety	12
Laser Safety	12
Power Cord	12
Telephone Line Cord	13
Operational Safety	14
Product Location	14
Operational Guidelines	14
Printer Supplies	14
Maintenance Safety	15
Product Symbols	16
Features	17
Parts of the Printer	18
Front-Right Views	18
Rear-Left View	19
Internal Components	19
Printer Configurations	20
Standard Features	20
Available Configurations	20
Product Options	21
Control Panel	22
Control Panel Layout	22
Information Pages	25
Administrator Access	26
More Information	27
Xerox Support Centre	28
Network Basics	29
Choosing a Connection Method	30
Operating System Requirements	30
Connecting to a Printer on a Network	30
Connecting with USB	30
Assigning the Printer an IP Address	31
Accessing Quick Setup Home	31
IP Address Setup Wizard	31
Installing the Printer Drivers	33
Choosing a Printer Driver	33
Installing the Driver for Windows 2000 or Newer	34
Installing the Driver for Macintosh OS X 10.3 and Newer	36
Installing the Driver (UNIX/Linux)	36
CentreWare Internet Services	38
Printing	39
Printing Overview	40
Supported Media	41
Recommended Media	41
General Media Loading Guidelines	41
Media That Can Damage Your Printer	42
Paper Storage Guidelines	42
Loading Media	43
Loading Paper in Tray 1	43
Loading Envelopes	46
Loading Paper in Tray 2, 3, or 4	49
Printing on Special Media	53
Printing on Transparencies	53
Printing on Envelopes	54
Printing on Labels	54
Printing on Glossy Paper	55
Printing on Custom Size Paper	55
Selecting Printing Options	56
Printing Options for Windows	57
Setting Default Printing Options for Windows	58
Selecting Printing Options for an Individual Job in Windows	58
Saving a Set of Commonly Used Printing Options in Windows	58
Printing Options for Macintosh	59
Selecting Options for an Individual Job for Macintosh	59
Saving a Set of Commonly Used Printing Options for Macintosh	59
Printing on Both Sides of the Paper	60
2-Sided Printing Guidelines	60
Printing a 2-Sided Document	60
Page Layout Options	61
Selecting Paper Type to Use	62
Printing Multiple Pages to a Single Sheet (N-Up)	63
Printing Booklets	64
Using Color Corrections	65
Selecting Color Correction	65
Making Color Adjustments	65
Advanced Color Options - Press Match	66
Adjusting the Automatic Color Correction	67
Printing in Black and White	68
Printing Insert Pages	69
Printing Cover Pages	70
Printing Exception Pages	72
Specifying Exception Page Characteristics - Windows	72
Specifying Exception Page Characteristics - Macintosh	73
Scaling	74
Printing Watermarks	75
Selecting, Creating, and Editing Watermarks	75
Printing Mirror Images	77
Creating and Saving Custom Sizes	78
Job Completion Notification	79
Printing Special Job Types	80
Printing and Deleting Secure Print Jobs	80
Printing a Sample Set	80
Delayed Printing	81
Saving a Print Job to the Printer	81
Sending a Print Job to a Fax Machine	81
Copying	83
Basic Copying	84
Adjusting Copy Options	85
Basic Settings	85
Layout Adjustments	90
Output Format Adjustments	93
Advanced Copying	99
Managing Copy Functions	102
Specifying Default Copy Settings	102
Changing the Reading Order	102
Creating Copy Feature Presets	103
Faxing	105
Fax Overview	106
Enabling and Configuring Fax Services	106
Sending a Fax	107
Changing the Default Fax Settings	107
Server Fax	109
Configuring the Printer to Send a Server Fax	109
Configuring a Fax Repository	109
Sending a Server Fax	110
Sending an Internet Fax	111
Receiving Faxes	112
Configuring the Printer to Receive a Fax	112
Configuring the Printer to Receive an Internet Fax	112
Selecting Fax Options	113
Setting 2-Sided Faxing	113
Setting the Fax Resolution	113
Selecting the Original Type	113
Adjusting Image Quality	113
Adjusting Layout	114
Setting Fax Options	115
Build Job	117
Managing Fax Functions	118
Printing a Confirmation Report	118
Enabling or Disabling Secure Faxes	118
Printing or Clearing Secure Faxes	119
Enabling or Disabling Junk Fax Prevention	119
Printing a Fax Report	120
Inserting Pauses in Fax Numbers	120
Printing the Fax Protocol Report	121
Adding Speed Dial Entries	122
Adding an Individual	122
Adding a Group	122
Editing or Clearing Speed Dial Entries	122
Scanning	123
Scanning Overview	124
Using CentreWare Internet Services	125
Printing a Configuration Report	125
Accessing CentreWare IS	125
Loading Original Documents	126
Using the Document Glass	126
Using the Document Feeder	126
Scan to Mailbox	127
Scanning to the Public Folder	127
Creating a Mailbox	127
Scanning to a Mailbox	128
Downloading Images to Your Computer Using CentreWare IS	129
Using the Xerox Scan Utility	132
Scanning Using the Xerox Scan Utility	132
Creating Scan Templates	132
Deleting Scan Templates	135
Managing Xerox Scan Utility Folder and Email Profiles	136
Using the Scan to Email and Copy to Folder Tools	138
Importing Scanned Files into an Application	142
Scan to File	145
Scan to E-mail	146
Setting E-mail Options	147
Scan to Home	148
Setting Scan Options	149
Advanced Scanning Options	149
Maintenance	153
Maintenance and Cleaning	154
General Precautions	154
Locating the Serial Number	155
Usage Counters	155
Resetting Routine Maintenance Item Life Counters	155
Cleaning the Printer	156
Cleaning the Document Glass and Document Cover	156
Cleaning the Exterior	157
Cleaning the Media Feed Roller (Tray 1)	158
Cleaning the Media Feed Roller (Trays 2, 3, 4)	159
Cleaning the Document Feeder Rollers and Pad	160
Cleaning the Duplex Feed Rollers	161
Cleaning the Media Transfer Rollers for Tray 3 and Tray 4	162
Cleaning the Laser Lenses	164
Ordering Supplies	166
Consumables	166
Routine Maintenance Items	166
Customer Replaceable Parts	166
When to Order Supplies	167
Recycling Supplies	167
Installing Staples	168
Calibrating the Scanner	171
Moving the Printer	173
Troubleshooting	175
Control Panel Messages	176
General Troubleshooting	177
Printer Does not Turn On	177
Printing Takes Too Long	178
Product Resets or Turns Off Frequently	178
Product Is Making Unusual Noises	179
The Date and Time Are Incorrect	179
Duplex Problems	179
Scanner Error	179
Front Door Will Not Close	179
Right Side Door Will Not Close	180
Paper Feed Problems	181
Clearing Paper Jams or Misfeeds	181
Minimizing Paper Jams	197
Troubleshooting Paper Feed Problems	198
Print-Quality Problems	201
Using Built-in Troubleshooting Tools	201
Troubleshooting Print-Quality Problems	203
Copy and Scan Problems	214
Fax Problems	215
Problems Sending Faxes	216
Problems Receiving Faxes	217
Printing the Protocol Report	218
Getting Help	219
Control Panel Messages	219
Fax and Scan Alerts	219
Maintenance Assistant	219
Online Support Assistant	220
Helpful Weblinks	220
Product Specifications	221
Physical Specifications	222
Base Unit	222
Optional Trays 3 and 4	222
Optional Finisher	222
Clearance Requirements	222
Environmental Specifications	223
Temperature	223
Relative Humidity	223
Electrical Specifications	224
Performance Specifications	225
Resolution	225
Print Speed	225
Copy Speed	225
Scan Speed	225
Controller Specifications	226
Processor	226
Memory	226
Interfaces	226
Regulatory Information	227
Basic Regulations	228
United States (FCC Regulations)	228
Canada (Regulations)	228
European Union	229
Ozone Release	229
Copy Regulations	230
United States	230
Canada	231
Other Countries	232
Fax Regulations	233
United States	233
Canada	234
Europe	235
South Africa	235
New Zealand Telecom Warning Notice	236
Material Safety Data Sheets	237
Recycling and Disposal	239
Guidelines and Information	240
All Countries	240
European Union	240
North America	242
Other Countries	242

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Scanning

WorkCentre 6400 Multifunction Printer

User Guide

139

•

Macintosh

: Click the

Xerox Scan Utility

icon in the dock (or

Applications

Xerox

Xerox Scan

Utility

Select the

Scan to Email

Select one or more images you want to send in an email.

Select the profile you want to use from the

Email Profiles

drop-down list.

The fields for

Attachment Base Name

Subject

, and

Message

display information that

applies to the saved profile.

If desired, enter a different name in the

Base Attachment Name

field and select new email

settings. The Xerox Scan Utility adds the scan date and time information for each image to the end

of the file name.

Note:

For example, if you scan an image at 10:15:07 AM on April 27, 2008, select PDF as the file

name extension, and then enter the new file name

report

in the

Base Attachment Name

field, the

actual file name becomes:

report_2008-04-27_10.15.07.pdf

Click the

Copy to Email

button to open your email application. The selected images are attached

to the email.

If desired, make additional changes to the email message, and then send the email.

Selecting New Email Settings to Send Scanned Image Attachments

To send scanned images as attachments in an email without using a profile:

Access the Xerox Scan Utility on your computer:

•

Windows

: Right-click the

Xerox Scan Utility

icon in the taskbar, and then select

Open Xerox

Scan Utility

. If the icon does not appear in the taskbar, click

Start

, select

All

Programs

(or

Programs

if you are using Windows Classic View), select

Xerox Office Printing

, select

Scanning

, and then select

Xerox Scan Utility

•

Macintosh

: Click the

Xerox Scan Utility

icon in the dock (or

Applications

Xerox

Xerox Scan

Utility

Select the

Scan to Email

tab.

Select one or more images you want to send in an email.

Enter a name in the

Base Attachment Name

field. The Xerox Scan Utility appends the scan date

and time information for each image to the end of the file name.

Note:

For example, if you scan an image at 10:15:07 AM on April 27, 2008, select PDF as the file

name extension, and then enter the new file name

report

in the

Base Attachment Name

field, the

actual file name becomes:

report_2008-04-27_10.15.07.pdf

Enter the appropriate information in the

Subject

, and

Message

fields.

Click the

Copy to Email

button to open your email application. The selected images are attached

to the email message.

If desired, make additional changes to the email message, and then send the email.