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Xerox 8560MFP User Guide - Page 126

Using the Xerox Scan Utility, Including Scanned Images in Email - scan profile

UPC - 095205428841

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Retrieving Scanned Images Using the Xerox Scan Utility This section includes: ■ Including Scanned Images in Email on page 5-9 ■ Copying Scanned Images to Folders on page 5-11 Use the Scan to Email or Copy to Folder tabs in the Xerox Scan Utility to view and retrieve images scanned to your computer from a Phaser 8560MFP/8860MFP printer. You can save the images in a specific folder or include the images as attachments in email messages. Including Scanned Images in Email When sending scanned images as attachments to email, you can use an email profile that has been saved with specific settings, or you can attach scanned images to an email and select new settings without using a saved profile. Using an Email Profile To send scanned images as attachments in an email using an email profile: 1. Access the Xerox Scan Utility on your computer: ■ Windows: Right-click the Xerox Scan Utility icon on the taskbar, and then select Xerox Scan Utility. If the icon does not appear in the taskbar, click Start, select Programs, select Xerox Office Printing, select Scanning, and then select Xerox Scan Utility. ■ Macintosh: Click the Xerox Scan Utility icon in the dock. 2. Select the Scan to Email tab. 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 base name to the front of the file name. 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. Using No Email Profile 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 on the taskbar, and then select Xerox Scan Utility. If the icon does not appear in the taskbar, click Start, select Programs, select Xerox Office Printing, select Scanning, and then select Xerox Scan Utility. ■ Macintosh: Click the Xerox Scan Utility icon in the dock. 2. Select the Scan to Email tab. Phaser® 8560MFP/8860MFP Multifunction Printer 5-9

Section	Page
Contents	3
Printer Features	9
Parts of the Printer	10
Front View	11
Side View	12
Back View	12
Open View	13
Printer Configurations	14
Standard Features	14
Available Configurations	15
Options	17
Upgrade	17
Accessory	17
Printer and Scan Drivers	17
Control Panel	18
Control Panel Features	18
Control Panel Layout	18
Information Pages	22
Menu Map	22
Sample Pages	22
More Information	24
Resources	24
Xerox Support Centre	26
Network Basics	27
Overview of Network Setup and Configuration	28
Setting Up the Network	29
Choosing a Connection Method	29
Connecting via USB	29
Connecting via Ethernet (Recommended)	29
Configuring the Network Address	31
TCP/IP and IP Addresses	31
Automatically Setting the Printer’s IP Address	31
Dynamic Methods of Setting the Printer’s IP Address	32
Manually Setting the Printer’s IP Address	35
Installing the Printer Drivers	36
Available Drivers	36
Windows 2000 or Later	37
Macintosh OS X, Version 10.3 and Higher	38
Printing Basics	39
Overview of Basic Steps	40
Supported Paper and Media	41
Paper Usage Guidelines	42
Duplex Automatic Document Feeder Guidelines	42
Paper That Can Damage Your Printer	43
Paper Storage Guidelines	43
Supported Paper Sizes and Weights	44
Loading Paper	47
Loading Paper in Tray 1	47
Using Manual Feed	52
Loading Paper in Tray 2, 3, or 4	53
Selecting Printing Options	59
Selecting Printing Preferences (Windows)	59
Selecting Options for an Individual Job (Windows)	60
Selecting Options for an Individual Job (Macintosh)	61
Printing on Both Sides of the Paper	64
Automatic 2-Sided Printing Guidelines	64
Manual 2-Sided Printing	66
Printing on Specialty Media	68
Printing Transparencies	68
Printing Envelopes	75
Printing Labels	81
Printing Glossy Paper	87
Printing Custom Size Paper	93
Creating Custom Paper Types	97
Copying	98
Basic Copying	99
Adjusting Copying Options	100
Basic Settings	100
Image Adjustments	105
Image Placement Adjustments	110
Output Adjustments	113
Advanced Copying	115
Managing Copy Functions	117
Setting the Print Job Interrupt Option	117
Using a Color Copy Password	117
Scanning	118
Overview	119
Installing the Scan Driver	119
Basic Scanning	120
Scanning Originals at the Printer	121
Using Walk-Up Scanning	123
Retrieving Scanned Images	124
Using CentreWare IS to Retrieve Images	125
Using the Xerox Scan Utility	126
Importing Images into an Application	129
Scanning Options	132
Setting the Scan Resolution	132
Automatically Suppressing Background Variations	133
Setting the Color Mode	133
Setting 1-Sided or 2-Sided Originals	134
Setting the Document Type	135
Setting the Original Size	136
Managing Scan Templates	137
Creating a Template with the Thumbnail Image Option	138
Creating a Template to Scan Images Directly to a Folder	139
Deleting Templates	140
Managing Folder and Email Profiles	141
Creating or Editing Email Profiles	142
Deleting Email Profiles	142
Creating or Editing Folder Profiles	143
Deleting Folder Profiles	143
Managing Files and Scanning Policies	144
Deleting Image Files from the System	144
Deleting Image Files from the Xerox Scan Utility	146
Adding a Password for Scanning to Your Computer	146
Creating a Private Folder	147
Controlling Scanning Policies	147
Calibrating the Scanner	148
Starting the Calibration Procedure	148
Calibrating the Scanner at the Document Glass	149
Calibrating the Scanner at the Document Feeder	150
Faxing	151
Basic Faxing	152
Sending a Fax from the Printer	152
Sending a Fax from Your Computer	153
Adding Individual and Group Speed Dial Entries	155
Adding an Individual	156
Adding a Group	158
Editing or Deleting an Individual Speed Dial Entry	160
Editing or Deleting a Group Speed Dial Entry	161
Faxing Multiple Recipients Using Send List	162
Setting Up a Send List of Fax Recipients	162
Viewing or Editing the Send List	163
Selecting Fax Options	164
Setting the Fax Destination	164
Setting the Fax Resolution	165
Selecting the Original Size	165
Selecting Auto Suppression	165
Selecting the Starting Rate	166
Delay Sending a Fax	166
Managing Fax Functions	167
Printing a Transmission Report	167
Enabling or Disabling Secure Faxes	168
Printing or Clearing Secure Faxes	169
Clear Pending Faxes	170
Enabling or Disabling Junk Fax Prevention	171
Printing Fax Reports	172
Inserting Pauses in Fax Numbers	173
Changing Default Settings	174
Solving Fax Problems	175
Configuring the Modem	175
Printing the Protocol Monitoring Report	175
Resetting Fax Options to the Factory Default	176
Print Quality	177
Controlling the Quality of Your Prints	178
Selecting a Print-Quality Mode	178
Adjusting Color	180
Solving Print-Quality Problems	182
Smudges or Smears	183
Random Light Stripes	184
Predominate Light Stripes	186
Transparency Images Are Too Light or Too Dark	187
Colors Are Wrong	188
PANTONE Colors Do Not Match	189
Maintenance	190
Maintenance and Cleaning	191
Routine Maintenance	191
Cleaning the Paper Release Blade	200
Cleaning the Maintenance Kit Wiper Blade	204
Cleaning the Outside of the Printer	207
Cleaning the Document Glass and Document Feeder	207
Ordering Supplies	212
Consumables	212
Routine Maintenance Items	213
When to Order Supplies	213
Recycling Supplies	213
Moving and Repacking the Printer	214
Precautions for Moving the Printer	214
Moving the Printer Within the Office	214
Preparing the Printer for Shipment	216
Troubleshooting	224
Clearing Paper Jams	225
Jam at Exit Cover	225
Jam at Exit Path	231
Jam at Front Cover	234
Jam at Tray 2, 3, or 4	241
Jam at the Document Feeder	246
Getting Help	250
Control Panel Messages	250
PrintingScout Alerts	250
Fax and Scan Alerts	251
PhaserSMART Technical Support	251
Online Support Assistant	251
Web Links	252
User Safety	254
Copy Regulations	261
Fax Regulations	264

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Retrieving Scanned Images

Phaser® 8560MFP/8860MFP Multifunction Printer

5-9

Using the Xerox Scan Utility

This section includes:

■

Including Scanned Images in Email

on page 5-9

■

Copying Scanned Images to Folders

on page 5-11

Use the

Scan to Email

Copy to Folder

tabs in the Xerox Scan Utility to view and retrieve

images scanned to your computer from a Phaser 8560MFP/8860MFP printer. You can save the

images in a specific folder or include the images as attachments in email messages.

Including Scanned Images in Email

When sending scanned images as attachments to email, you can use an email profile that has

been saved with specific settings, or you can attach scanned images to an email and select new

settings without using a saved profile.

Using an Email Profile

To send scanned images as attachments in an email using an email profile:

Access the Xerox Scan Utility on your computer:

■

Windows

: Right-click the Xerox Scan Utility icon on the taskbar, and then select

Xerox Scan Utility

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

Start

, select

Programs

, select

Xerox Office Printing

, select

Scanning

, and then select

Xerox

Scan Utility

■

Macintosh

: Click the Xerox Scan Utility icon in the dock.

Select the

Scan to Email

tab.

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 base name to the front of the file name.

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.

Using No Email Profile

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 on the taskbar, and then select

Xerox Scan Utility

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

Start

, select

Programs

, select

Xerox Office Printing

, select

Scanning

, and then select

Xerox

Scan Utility

■

Macintosh

: Click the Xerox Scan Utility icon in the dock.

Select the

Scan to Email

tab.