XEROX 123 User Manual [en, en]

Pro 16fx User Guide

7/1999
701P31244

ENERGY STAR

As an ENERGY STAR® Partner, Xerox Corporation has determined that this
product meets the ENERGY STAR® guidelines for energy efficiency.

© 8/1999 by Xerox Corporation. All rights reserved.

Copyright protection claimed includes all forms and matters of copyrighted material and
information now allowed by statutory or judicial law or hereinafter granted, including without
limitation material generated from the software programs that are displayed on the screen such as
icons, screen display looks, etc.

XEROX®, The Document Company®, the stylized X and WorkCentre Pro 16fx are registered
trademarks of Xerox Corporation and Xerox Canada Ltd. is a licensee of all the trademarks.

Product names used in this guide may be trademarks or registered trademarks of their respective
companies and hereby acknowledged.

ENERGY STAR is a U.S. registered mark.

Information

To get answers for any other questions you might have regarding your WorkCentre Pro 16fx, to
register your warranty by phone, or for assistance with the installation of your Pro 16fx, you may
call your dealer. If your dealer is not a service provider call: 1 – 800 – TEAM – XRX
(1 – 800 – 832 – 6979).

Supplies

To order supplies for your WorkCentre Pro 16fx, contact your Xerox Authorized Dealer.

Toner Cartridge: 6R972
Drum Cartridge:13R563

Service

To obtain service call your dealer. If your dealer is not a service provider call:
1 – 800 – TEAM – XRX (1 – 800 – 832 – 6979).

The following information will be needed when you call Xerox:

Machine Type: WorkCentre Pro 16fx
Machine serial number: L Y 9 and the __ __ __ __ __ __.

(Product Code) (Serial number)

The serial number is located on the back cover of the Pro 16fx, to the left of the power cord.

Xerox Corporation

AW

Rochester, New York
Manufactured in Japan

Product code

Serial Number

XEROX

PRODUCT CODE : LY9
RATING : 120 V-60 hz

MANUFACTURED : SSK

Date
000000

Visit the Xerox Web site at: http://www.teamxrx.com

Information
How to obtain a French User Guide

Au Canada et aux États-Unis, pour obtenir la version française du présent guide d´utilisation,
veuillez composer:

1 – 800 – TEAM – XRX (1 – 800 – 832 – 6979)

À l´extérieur des États-Unis et du Canada, veuillez communiquer avec votre représentant Xerox.

It's Illegal

In the USA

It is against US law to copy copyrighted material without permission of the copyright owner unless
the copying falls within the "Fair Use" or library reproduction rights of the copyright law. Further
information on these U.S. provisions may be obtained from the Copyright Office, Library of
Congress, Washington, D.C. 20550, or telephone the Copyright Office at [phone] and ask
for circular 21. Copying of other items may be prohibited. If you have any questions, seek legal
advice.

In Canada

In Canada it is against the law to copy copyrighted material without permission of the copyright
owner, unless the copying falls within the private study, research or criticism provision of the
copyright law. Copying of other items may be prohibited. If you have any questions, seek legal
advice.

Table of Contents

Preface v

Safety Notes...........................................................................................................v

Helpful Hints .........................................................................................................viii

Installation 1

Installation...............................................................................................................2

Copying 7

Copier Control Panel ..............................................................................................8

Power Reduction / Auto Clear ..............................................................................10

Auto Copy Function..............................................................................................10

Paper Specifications.............................................................................................11

Loading Paper................................................................................................12

Flashing

Making Copies on the Document Glass ...............................................................14

Making Copies on the Single Pass Feeder ..........................................................15

Image Quality........................................................................................................16

Reduction/Enlargement........................................................................................17

Alternate Paper Tray.............................................................................................18

Two-Sided Copying ..............................................................................................19

Envelopes.............................................................................................................20

Customizing Your Pro 16fx...................................................................................21

Pro 16fx Care .......................................................................................................25

..........................................................................................................13

Fax Control Panel 27

A Look at the Fax Control Panel...........................................................................28

About the Liquid Crystal Display...........................................................................30

Using the Arrow Keys...........................................................................................30

Entering Characters..............................................................................................31

WorkCentre Pro 16fx

Fax Setup 33

Entering Your Name and Fax Number .................................................................34

Setting the Date and Time....................................................................................35

Setting the Tray Paper Size..................................................................................36

Selecting the Reception Paper Size.....................................................................37

Setting the Dial Mode ...........................................................................................38

Setting the Number of Redial Times ....................................................................39

Setting the Redial Interval.....................................................................................40

Setting Fine Resolution Priority ............................................................................41

Adjusting the Beep Volume ..................................................................................42

Setting the Length of Alarm Beeps.......................................................................43

Turning Key Beeps Off .........................................................................................44

Adjusting the Ringing Volume ..............................................................................45

Storing Numbers for Automatic Dialing ................................................................46

Storing Numbers Under Group Keys....................................................................48

Sending a Fax 51

Choosing Suitable Media......................................................................................52

Setting the Document...........................................................................................54

Including a Cover Sheet .......................................................................................56

Setting the Resolution...........................................................................................58

Setting the Contrast..............................................................................................58

Dialing and Transmitting.......................................................................................59

Receiving Faxes 69

Selecting the Reception Mode..............................................................................70

Setting the Number of Rings for Auto Reception..................................................71

Setting the Number of Rings for Manual Reception.............................................72

Using the Machine with an Answering Machine...................................................73

Using the Remote Reception Function.................................................................75

Using with a PC Modem.......................................................................................76

Receive Reduce ...................................................................................................77

Footer Printing......................................................................................................78

Setting the Index Function....................................................................................79

Anti Junk Fax........................................................................................................80

Distinctive Ringing................................................................................................82

ii Table of Contents

Fax Special Functions 85

Memory.................................................................................................................86

Canceling a Reserved Job ...................................................................................87

Broadcast Dialing..................................................................................................88

Transmission Reservation....................................................................................91

Transmission Reservation (continued).................................................................92

Polling...................................................................................................................94

Timer Operations..................................................................................................98

Data Transfer......................................................................................................101

Fax Reporting 103

Printing Out Reports by Request........................................................................104

Activity Report Auto Listing.................................................................................108

Printing Transaction Reports..............................................................................109

Printer Driver 111

Printer Driver Software Installation.....................................................................112

Pro 16fx Properties (Printer Driver) ....................................................................115

Creating Pro 16fx Floppy Disk Installation Diskettes..........................................118

Enabling High Speed Printer Communications ..................................................119

Problem Solving 121

Single Pass Feeder Misfeed................................................................122

– E2 Clearing the Paper Path.....................................................................123

Toner Cartridge Replacement..................................................................126

J2 Drum Cartridge Replacement...............................................................127

Counter access...................................................................................................128

Copier Problem Solving......................................................................................129

Fax Problem Solving ..........................................................................................132

Printer Problem Solving......................................................................................135

Table of Contents iii

Appendix 139

Hardware Specifications.....................................................................................140

Fax Specifications ..............................................................................................141

FCC Compliance in the USA..............................................................................142

Copy Print Fax Multiple Operation Table............................................................145

iv Table of Contents

Preface

Safety Notes

Your Pro 16fx and supplies have been designed and tested to meet strict safety requirements.
These include safety agency examination and approval, and compliance to established
environmental standards. Please read the following instructions carefully before operating the Pro
16fx and refer to them as needed to ensure the continued safe operation of your Pro 16fx.

Follow all warnings and instructions marked on or supplied with the product.

Symbology:

= Laser Caution use of controls or adjustments or performance of procedures other than

those specified herein may result in hazardous radiation exposure.
Unplug this Pro 16fx from the wall outlet before cleaning. Always use materials specifically

designated for this Pro 16fx. Use of other materials may result in poor performance and could
create a hazardous situation.

Do not use aerosol cleaners. Follow the instructions in this User Guide for proper cleaning
methods.

Never use supplies or cleaning materials for purposes other than what they were intended. Keep
all supplies and materials out of reach of children.

Do not use this Pro 16fx near water, wet locations, or outdoors.
Do not place this Pro 16fx on an unstable cart, stand, or table. The Pro 16fx may fall, causing

personal injury or serious damage to the Pro 16fx.
This product is equipped with a 3-wire grounding type plug (e.g., a plug having a third grounding

pin). This plug will fit only into a grounding-type power outlet. This is a safety feature. To avoid
risk of electric shock, contact your electrician to replace the receptacle if you are unable to insert
the plug into the outlet. Never use a grounding adapter plug to connect the Pro 16fx to a power
source receptacle that lacks a ground connection terminal.

= High Voltage, = Heated Surface,

!

= Warning

v

Safety Notes

This Pro 16fx should be operated from the type of power source indicated on the marking label.
If you are not sure of the type of power available, consult your local power company.

Do not allow anything to rest on the power cord. Do not locate the Pro 16fx where persons will
step on the cord.

The power supply cord is the disconnect device for this equipment. Insure that installation is
near the outlet and is easily accessible.

Your machine is equipped with an energy saving device to conserve power when the machine is
not in use. The machine may be left on continuously.

Slots and Openings in the cabinet and in the back and sides of the Pro 16fx are provided for
ventilation. To ensure reliable operation of the Pro 16fx and to protect it from overheating, these
openings must not be blocked or covered. The Pro 16fx should never be located near or over a
radiator or heat register. This Pro 16fx should not be placed in a built-in installation unless proper
ventilation is provided.

Never push objects of any kind into the slots of the Pro 16fx as they may touch dangerous voltage
points or short out parts which could result in a fire or electric shock.

Never spill liquid of any kind on the Pro 16fx.
Never remove covers or guards that require a tool for removal. There are no casual operator

serviceable areas within these covers.
Never defeat interlock switches. Machines are designed to restrict operator access to unsafe

areas. Covers, guards, and interlock switches are provided to ensure that the machine will not
operate with covers opened.

Use of an extension cord with this Pro 16fx is not recommended or authorized.
Avoid direct viewing of the document lights. The lamps are bright and, while not harmful, they

may cause an annoying afterimage. Always keep the document cover closed during operation
and storage.

Avoid exposing the drum cartridge to light for extended periods of time.

vi Preface

Safety Notes

Do not touch the green photoreceptor. Scratches or smudges that appear on the photoreceptor
will result in poor copy quality and may shorten the service life.

Do not put your hands into the fuser area, as you may be burned.
Ozone: This product produces ozone during normal operation. The ozone produced is

dependent on copy volume and is heavier than air. Providing the correct environmental
parameter, as specified in the Xerox installation procedures, ensure that concentration levels
meet safe limits.

If you need additional safety information concerning the Pro 16fx or Xerox supplied materials, you
may call the following toll-free number.

In the United States or Canada: 1 – 800 – 828 – 6571

Preface vii

Helpful Hints

Care of your Pro 16fx

• Do not place heavy objects on any surface of the Pro 16fx.

• Take care not to place liquids on or near the Pro 16fx.

• Avoid placing clips or staples on any Pro 16fx surface.

Maintenance

• Clean the Document Glass daily and as required.

• Do not apply cleaning liquids or sprays directly to the Pro 16fx; apply to the cloth first.

• Store paper in a dry area, on a flat surface, and in a closed cabinet.

• Wrap partially-used reams of paper tightly.

Pro 16fx location

For reliable Pro 16fx operation and copy quality, Xerox recommends:

• Place your Pro 16fx in a well-ventilated room.

• Recommended environment:

– Temperature: 50° to 90°F / 10° to 32°C.
– Humidity: 20% to 85%.

• Place the Pro 16fx on a flat, level surface.

• Avoid locations that subject the Pro 16fx to:

– Direct sunlight.
– Extreme changes in temperature or humidity.

viii Preface

Installation

This chapter illustrates the contents of the packing carton and the components of
the WorkCentre Pro 16fx. It also describes the steps needed to set up the
WorkCentre Pro 16fx properly. The following topics are included:

Installation...............................................................................2

Getting to Know Your WorkCentre Pro 16fx.................................3

Set up your Xerox Pro 16fx. .........................................................4

1

Installation

As you unpack the Pro 16fx, familiarize yourself with its contents. After the Pro 16fx is installed,
and the Ready Indicator is lit, the Pro 16fx is ready to make copies.

IMPORTANT: Save the carton and packing materials. They should be used to repack the Pro
16fx if it has to be shipped for servicing or in case you move.

Power cord

Packing material

User documentation/
Installation CD

* Note: To ensure reliability of the Pro 16fx use the IEEE-1284 compliant parallel cable that is
supplied with the machine. Only cables labeled “IEEE-1284” can be used with your Pro 16fx.

Telephone cord

IEEE-1284
Parallel Cable *

Drum cartridge
(installed in the
machine)

Starter toner
cartridge

2 Installation

Installation (continued)

p

Getting to Know Your WorkCentre Pro 16fx

Original exit area

Document feeder
guides

Original feeder tray

Fax control
panel

Document cover
Copier control

panel

Exit tray

er tray 1

Pa
Paper tray 2

Telephone line
connection

Front cover

TEL

Single Pass Feeder (SPF)

Document glass

Alternate paper tray
paper guides

Alternate paper tray

Side cover

Release
latch

Exit tray

USB port

LINE

Parallel port

Serial number

Power connection

Lift areaPower switch

Installation 3

Installation (continued)

Set up your Xerox Pro 16fx.

1. Remove the bag from the Pro 16fx.

2. Remove the pieces of tape and the packing material.

3. Open the Single Pass Feeder (SPF) and remove the
packing materials shown.

4. Unscrew and remove the shipping screw from the left
side of the Pro 16fx.

CAUTION: The Pro 16fx will malfunction if the shipping
screw is not removed.

4 Installation

5. Lift and pull open the paper tray. Turn and remove the
paper tray button.

CAUTION: Paper will misfeed if the paper tray button is
not removed.

Note: Be sure to remove the pressure plate lock from both
paper trays.

Ä

Installation (continued)

6. Secure the paper tray button and the shipping screw in
the locations shown.

• Turn the paper tray button to secure its storage

position.

Note: Save the paper tray button and the shipping screw.
They will be needed if the Pro 16fx has to be moved.

7. Load paper into the tray.

• Refer to the Loading Paper section for additional

information.

• Do not fill above the max line.

8. Push the paper tray firmly back into the Pro 16fx.

Note: Ensure that the alternate paper tray is lowered.

9. Press the release lever to open the side cover.

10. Remove the Caution tape from the cover.

11. Remove the two red fuser pins by pulling the string
upward one pin at a time.

• Discard the fuser pins.

Note: Misfeeds will occur if the fuser pins are not
removed.

CAUTION: Ensure that the side cover is always open
before opening the front cover.

12. Press the front cover release buttons to open the front
cover.

Installation 5

Ä

Installation (continued)

1

2

3

TEL

LINE

13. Remove the starter toner cartridge from the silver bag.
Vigorously shake the cartridge to loosen the toner.

• Thoroughly shaking the cartridge will assure

maximum copies per cartridge.

• Xerox has included a Starter Toner Cartridge.

Purchased replacement toner cartridges will yield
approximately three times the number of copies.

14. Remove the toner cartridge cover.

15. Slide the toner cartridge into the Pro 16fx until it locks
into place.

16. Close the front cover and the side cover.

Skip to the Printer Driver Software Installation section
in this User Guide to set up the Pro 16fx for printing.

17. Plug the power cord into the Pro 16fx and then into a
grounded outlet.

18. Turn on the power switch. In approximately two
seconds the ready indicator will light. Copying is now
possible.

Note: Save the carton and packing materials. They should
be used to repack the Pro 16fx if it has to be shipped for
servicing or moved.

19. Plug one end of the telephone line into the jack marked
“LINE”. Plug the other end into a standard (RJ11c)
single-line telephone wall jack. Be sure not to plug this
cord into the “TEL” jack. The “TEL” jack is used to
attach an extension telephone or answering machine to
the unit.

Note: If your area experiences a high incidence of
lightning or power surges, we recommend that you install
surge protectors for the power and telephone lines.

6 Installation

Copying

This chapter describes the copier operation and care of the WorkCentre Pro 16fx.
The following topics are included:

Copier Control Panel...............................................................8

Power Reduction / Auto Clear...............................................10

Auto Copy Function ..............................................................10

Paper Specifications.............................................................11

Paper Storage ............................................................................11

Loading Paper ................................................................12

Flashing

..........................................................................13

Making Copies on the Document Glass................................14

Making Copies on the Single Pass Feeder...........................15

Image Quality........................................................................16

Reduction/Enlargement ........................................................17

Alternate Paper Tray.............................................................18

Two-Sided Copying...............................................................19

Envelopes.............................................................................20

Selecting Envelopes...................................................................20

Printing/Copying on an envelope:

Envelope Storage:......................................................................20

..................................20

Customizing Your Pro 16fx...................................................21

Programmable Features.............................................................21

Programmable Feature Settings 0 – 7 and 11 – 14 ...................23

Programmable Feature Setting 10 .............................................24

Pro 16fx Care........................................................................25

Cleaning the Document Glass and Cover ..................................25

Cleaning the Corotron Wire........................................................25

7

Copier Control Panel

Auto

200% Max

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1 2 3 4 5 6 12 14 15137 11108

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The control panel has keys and lights that are used to control and display the conditions of the Pro
16fx.

1. Image Quality Mode: The image quality mode is used to maximize copy quality.
Auto– for originals with a colored background or mixed text and graphics.
Text – for originals that contain mainly text.
Photo – for copying photographs.
Toner Save – decreases the overall copy density.

2. Copy Contrast: Press the contrast keys to lighten or darken copies while in the Text, Photo,
or Toner Save settings. Refer to the Image Quality section for detailed information.

3. Preset Reduction/Enlargement: Press this key to select any of the preset reductions or

enlargements.

• The (customer settable) percentage has been set at the factory for 50%. Refer to

Customizing Your Pro 16fx for information about changing this percentage.

4. Percentage Indicator: The indicator will light when any reduction or enlargement setting is

selected.

8 Copying

Ä

Copier Control Panel

5. Variable Percentage: Press the down key to decrease the percentage. Press the up key to
increase the percentage. Any percentage from 50% to 200% may be selected.

6. %: Press this key to display the reduction/enlargement percentage selected.

7. Display Window: Copy quantity, reduction/enlargement settings, and status codes appear in

this area.

8. Quantity Keys: Select up to 100 copies. Press the 1 key to increase the quantity by one.
Press the 10 key to increase the quantity by 10.

• To display the number of copies requested during the copy run press the 10 key.

• Press the Clear key to clear the selected quantity.

9. Pro 16fx Diagram: Helps you locate areas that require your attention. The indicators will
flash in the area requiring attention. For additional information refer to the Problem Solving
section.

10. Paper Supply Selection: Press to change the selected paper supply. The selected paper
supply location will be indicated by a green light on the Pro 16fx diagram.

11. SPF Misfeed Indicator: This indicator will light when a misfeed occurs in the SPF.

12. On-line/Off-line Key: Press this button to alternate between On-line and Off-line status.

When the light is lit, the printer is On-line.

13. Ready Indicator: When the light is ON (not flashing), the Pro 16fx is ready to make copies.
When the light is flashing after the Start key is pressed, the Pro 16fx is warming up and the
copy cycle will begin automatically.

14. Start: Press this key to begin copying. The display will change to 1 and increases by 1 as
each copy is made.

15. Clear/Stop: Press this key to stop the Pro 16fx while making copies or to clear copy quantity.
If the key is pressed twice quickly, all programming will be cleared.

Copying 9

Power Reduction / Auto Clear

Power Reduction Modes automatically reduce power consumed by the Pro 16fx when the Pro
16fx has not been used for a set period of time. There are two modes of power reduction; Power

Save, and Power Shut-off.
Power Save Mode – The Ready Indicator will flash and the other indicators will remain on. To

copy from the Power Save mode select the desired features and press Start. The copies will be
made automatically.

Power Shut-Off Mode – When the Pro 16fx enters the power shut-off mode the Ready Indicator
will flash and the other indicators will turn off. To copy from the power shut-off mode, press the
Start button, then, select the desired features and press Start again. The copies will be made
automatically.

Auto Clear – This Pro 16fx is enabled at the factory to return to the Normal Copy Mode
approximately one minute after a job is completed. Unless otherwise programmed, the Normal
copy Mode settings are as follows:

• Copy Quality – Auto

• Copy Lighter/Darker – Normal

• Priority Tray – Tray 1

• Priority Magnification – 100%

• Quantity Selected – 1

Note: Time periods for the Power Shut-Off, Power Save, and Auto Clear modes can be modified
to meet your specific copying needs. Refer to Customizing Your Pro 16fx section of this User
Guide for information about changing these settings.

Auto Copy Function

This function provides the ability to program a copy job while the copier is warming up, or to pause
a print job to enable copying.

1. Program the copy job.

2. Press Start.

• The current page will be completed if printing is in process.

3. When the copy job is completed, press the On-line/Off-line button to immediately return to the

print job.

10 Copying

Paper Specifications

Paper Storage

Note: Paper affected by humidity, and curled paper can cause jams and copy quality problems.
For reliable copier operation and good copy quality, Xerox recommends that paper be stored:

• on a flat surface.

• in a closed container.

• in a low humidity area.

• tightly wrapped, if the ream is partially used.

The Specifications Chart below provides information about the types of paper that can be used at
each of the paper input areas.

Paper Input Paper Tray 1 and 2 Alternate Paper Tray

Paper Sizes

5.5×8.5" to 8.5×14" / A5 to
216×356mm

3.5×5.5" to 8.5×14" / A6 to

216×356mm
Paper Weights
Optimum
Range

20 lb / 80 gsm
15 – 24 lb /

56 – 90 gsm

20 lb / 80 gsm

14 – 34 lb /

52 – 130 gsm
Paper Capacities

Copy, letterhead, and
predrilled

Labels, Envelopes, and

20 lb / 80 gsm
2×250 sheets

20 lb / 80 gsm

50 sheets

No Yes (1 at a time)

Transparencies *

* Use labels, envelopes, and transparencies specifically designed for copiers and laser printers

(high temperatures).

Copying 11

Loading Paper

will flash in the copy quantity display and the green indicator in the copier diagram will flash

when:

• a paper tray is empty.

• paper misfeeds: paper has not fed all the way into the copier.

• a paper tray is not closed properly.

If the paper has misfed, open the paper tray indicated by the flashing green light on the copier
diagram and remove the misfed paper.

• Do not reuse the misfed paper.

• Ensure that the paper is under the corner snubbers.

• Close the paper tray.

• If copying, press the Start key to make the remaining copies.

• If printing, the job will automatically resume when paper is added.

1. Lift and pull open the paper tray.

12 Copying

2. Push down on the pressure plate until it locks in
position.

Note: The procedures for loading paper into tray 1 and
tray 2 are identical.

3. Adjust the paper guides to the desired paper size.

• Squeeze the side guide.

• Lift and insert the rear guide.

• When adding paper larger than 8.5×11/A4, remove

the rear guide and store it in the pocket in front of the
side guide.

Loading Paper

4. Fan the paper and insert it into the tray.

• Ensure that the paper corners are under the corner

snubbers.

• Do not fill above the max fill line.

5. Close the paper tray.

6. If copying, press Start to continue. If printing, the job will
automatically resume.

• To cancel the flashing P without restarting copying,

press the Clear button.

Flashing

When the Alternate Paper Tray runs out of paper, or the paper misfeeds, the P will flash in the
display and the green indicator in the copier diagram will flash.

1. Add paper if the Alternate Paper Tray is empty.

2. If paper has misfed, remove it by carefully pulling the
edge of the paper in the direction of the arrow.

3. If copying, press the Start key to continue.

If printing, press the On-line/Off-line key to continue.

Copying 13

Making Copies on the Document Glass

Auto

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1. Ensure that the Pro 16fx is Off-line.

• The light between the two icons will be off.

2. Select the desired copy features from the control panel.

3. Select the number of copies.

• Press the 10 to increase the quantity by 10. Press the

1 key to increase the quantity by 1.

• To clear the selected quantity, press the Clear key.

4. Lift the Document Cover.

5. Place the original face down and align it with the
registration guide on the document glass.

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14 Copying

6. Close the Document Cover.

Note: Leaving the cover open while copying will affect
copy quality and toner consumption.

7. Press Start to begin copying.

• The number in the display window returns to 1 and

advances as each copy is made.

Making Copies on the Single Pass Feeder

Use the Single Pass Feeder(SPF) to make one collated copy of originals or multiple uncollated
copies of one set of originals. The SPF holds up to 30 originals (20 lb/80 gsm) in one job. Ensure
originals are in good condition, and that all staples and paper clips have been removed. Use the
document glass to make copies from transparencies, facsimile paper, or originals having other
unusual characteristics. For reliable copying operation, use originals within the following ranges:

Paper weight range: 16 to 24 lb/60 to 90 gsm

Paper size range: 5.5×8.5"/A5, 8.5×11"/A4 and 8.5×14"/216×353 mm

Auto

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1. Select the required paper tray.

2. Select the desired copy features from the control panel.

3. Adjust the paper guide to the original size.

Note: Writing that is very close to the leading or trailing
edge of the original may not copy. Turning the original
around in the SPF may help.

4. Insert up to 30 originals face up into the SPF until the
green SPF light on the copier diagram comes on.

5. Press Start.

• The number in the display window returns to 1 and

advances as each copy is made.

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Copying 15

Image Quality

S

A

The image quality features described on this page can be used to improve copies of documents
printed on colored paper, photographs, or are of poor quality.

Toner

Auto: Use Auto when copying from originals with a colored background or mixed text and
graphics.

Note: When Auto is selected, the copier automatically varies the contrast of your copies.
Lighter/Darker settings are not available.

Text: Use Text to copy documents containing mostly text.
Photo: Use Photo when the originals are photographs.
Toner Save: Toner Save mode lowers overall copy density on each page. This feature can be

used when making draft copies.

Copy Contrast

Lightest

Darkest

ave

Photo

Text

uto

Auto

You can vary the copy contrast of your copies in small
increments when Text, Photo, or Toner Save settings are
selected.

Note: When Auto is selected the copy contrast settings are
not available.

Press the copy contrast key to lighten or darken copies while
in the Text, Photo, or Toner Save settings.

There are 5 contrast settings represented by 3 indicator lights. The indicators light up one or two
at a time to represent the selected setting. Successive pushes of the key will change the
indicators in successive order. Darkest, normal and lightest settings are depicted by one
indicator. When 2 indicators are lit, the copy contrast will be mid point between the darker setting
and the lighter setting.

16 Copying

Reduction/Enlargement

50% 200%

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W

o

r

k

C

e

n

t

r

e

P

r

o

Preset Reduction/Enlargement

Press the Preset Reduction/Enlargement key to quickly
select one of the 6 preset percentages. The customer
settable percentage (

) has been set at the factory for
50%. Refer to Customizing Your Pro 16fx for i nformation
about changing the default percentage.

Variable Percentage

Press the Variable Percentage key to increase or decrease
the reduction or enlargement by 1% increments. You may
select any percentage from 50 – 200%. Press the % key to
display the current percentage. When any reduction or
enlargement is selected the variable percent indicator will
light.

Display Window

Preset or variable reduction/enlargement percentages
appear in the Display Window at the time selections are
made. After a few seconds, the reduction/enlargement
percent is replaced with the number of copies selected.
Press the % key to recall the current reduction/enlargement
ratio.

Reduction/Enlargement Reference Table

Original Size Copy Size % To Use

5.5 × 8.5 8.5 × 14

5.5 × 8.5 8.5 × 11

8.5 × 14 8.5 × 11

8.5 × 11 5.5 × 8.5
A4 A3 141%
B4 A4 81%

A4/ A3 A5/ A4 71%

154%
129%

78%
64%

Copying 17

Alternate Paper Tray

The alternate paper tray can be used to feed multiple sheets of standard paper, or it can be used
to feed single sheets of special or heavy papers such as note cards, transparencies, and labels.

The alternate paper tray holds up to 50 sheets of 20 lb/ 80 gsm paper ranging in size from

3.5×5.5" to 8.5×14"/ A6 to 216×356mm.

Load special stock as follows:

Predrilled paper: holes toward the rear of the copier.
Letterhead paper: face down with the top toward the left.
Envelopes: flap side up and toward the rear, one at a time.

Labels: face down, one at a time.
Transparencies: removable stripe face up and toward the rear, one at a time.

• Use labels, transparencies, and envelopes specifically designed for copiers (high

temperatures).

1. Place the original face down and align it with the
registration guide on the document glass.

2. Lower the alternate paper tray, located on the right side
of the copier.

3. Unfold the paper support extension as shown.

4. Adjust the guides to the width of the copy paper.

18 Copying

5. Insert the copy paper all the way into the alternate paper
tray until it stops (do not force).

• 50 sheets max.

Note: When loading envelopes, labels, or transparencies
insert one at a time.

6. Press the Paper Supply button to select the alternate
paper tray.

7. Select other required features.

8. Press the Start button.

Two-Sided Copying

Xerox

1

Xerox

1

Xerox

2

Xerox

1

1. Place side 1 original face down on the Document
Glass, with the TOP toward the LEFT. Lower the
document cover.

Note: 16 lb / 60 grams per square meter copy paper is not
recommended for two-sided copying.

2. Select quantity required.

3. Press Start to make side 1 copies.

4. Remove the first original and place the second original
face down on the Document Glass with the TOP
toward the RIGHT, and lower the document cover.

5. Remove the Side 1 copies from the output tray and
insert the copies face up, TOP toward the RIGHT, into
the alternate paper tray.

6. Select the alternate paper tray.

7. Press Start.

Copying 19

Envelopes

Various types and sizes of envelopes can be printed/copied on the Pro 16fx using the bypass tray
or alternate paper tray.

Selecting Envelopes

The construction of envelopes is critical to printing performance and varies widely. Use high­quality envelopes that are thin and sharply creased. Test a few envelopes before you purchase
large quantities.

Sizes: Minimum: 3 x 5” / 76 x 127mm

Maximum 8.5 x 14” / 216 x 356mm

Hints: Try to avoid printing over the area where the envelope’s three back flaps meet.

Printing/Copying on an envelope:

1. Load one envelope at a time into the alternate paper tray.

• Make sure that the leading edge of the envelope is straight and firmly creased.

• For the best print quality, position margins no closer than .5”/ 13mm from the edges of

the envelope.

2. Slide the envelope into the bypass, flap side up and toward the rear.

Caution: The types of envelopes described below can severely damage your machine.

• Never use envelopes with clasps, snaps, windows, coated linings, exposed self-stick

adhesives, or other synthetic materials.

• Never use envelopes with glues, inks, and adhesives that could discolor, scorch, or melt

when heat is applied.

• Never try to print on both sides of an envelope. Jamming and damage can result.

Envelope Storage:

Proper storage of envelopes helps ensure successful feeding and printing.

• Envelopes should be protected from moisture. Excessive moisture can cause wrinkles and

sealed flaps.

Envelopes should be stored flat. Air can become entrapped during printing and cause creases to
form. Flat storage helps prevent air entrap

20 Copying

Customizing Your Pro 16fx

Programmable Features

The default settings for various machine features may be changed to suit your individual needs.
All of these features remain set until this process is repeated.

Each of the programmable features, along with its program number and options are contained in
the chart below. The procedure to change the default settings follows the chart.

Note: The procedures written in this manual are based on the factory default settings.

Feature Program

Priority Tray: This feature allows you to set

the default paper tray. At power on or auto
clear, the copier will return to the selected
priority paper tray.

Auto Clear Time Out: This feature allows
you to select the time it takes for the copier to
return to the normal copy mode after a copy
cycle is complete.

Time Out to Power Save: When enabled,
this feature automatically reduces power used
by the copier if the copier has not been used
for the set period of time.

Time Out to Power Shut-Off: When
enabled, this feature significantly reduces
power used by the copier if the copier has not
been used for the set period of time.

Default Magnification: This feature allows
you to make copies slightly larger or smaller
than the original, or the same size.

Number

00 –

1 –
2 -

10 – Off

1 – 30 seconds
2 – 60 seconds *
3 – 90 seconds
4 – 120 seconds

20 – Off

1 – 45 seconds
2 – 90 seconds *
3 – 2 minutes
4 – 5 minutes

3 0 – 2 minutes

1 – 5 minutes *
2 – 15 minutes
3 – 30 minutes
4 – 60 minutes
5 – 120 minutes
6 – Off

4 0 – 100% *

1 – 99%
2 – 101%

* Factory Setting

Main paper tray *
Alternate paper tray

Second paper tray

Option Number

Ä

Copying 21

Feature Program

Default Image Quality: This feature allows

you to select the default Image Quality mode.

Auto Contrast Adjustment: The copy
contrast range may be adjusted when the
copy image is consistently too light or too dark
in the Auto Image Quality mode.

Paper Trail Edge Deletion: The trail edge
deletion can be turned Off to accommodate
originals that have print to the very bottom
edge. When Off, another 4 mm will copy,
however the image quality may deteriorate as
it gets closer to the bottom edge.

When this feature is On each time the paper
tray is opened edge deletion is disabled for the
first copy. Edge deletion is enabled for the
following copies.

Reduction/Enlargement Preset: This
feature allows you to set a specific preset
reduction or enlargement setting for the
key.

Auto Paper Tray Switching: When enabled,
the copier will automatically switch to another
paper tray when the selected tray runs out of
paper.

Single Pass Feeder Contrast
Adjustment/Automatic Document Feeder:

The copy exposure range may be adjusted
when the copy image is consistently too light
or too dark.

Return to Print Mode: This feature allows
you to select the time it takes for the copier to
return to the print mode after a copy job is
complete.

Option Number

Number

* Factory Setting

5 0 – Auto Exposure *

1 – Text
2 – Photo

6 0 – Lightest

1 – Lighter
2 – Normal *
3 – Darker
4 – Darkest

70 – On *

1 – Off

10 50 – 200%

Default 50% *

11 0 – On

1 – Off *

12 0 – lightest

1 – lighter
2 – Normal *
3 – darker
4 – darkest

14 0 – 60 seconds *

1 – 90 seconds
2 – 120 seconds
3 – 150 seconds
4 – 180 seconds
5 – Off - no time out

22 Copying

Programmable Feature Settings 0 – 7 and 11 – 14

50% 200%

10

1

50% 200%

10

1

To change the programmable features, find the Program Number and the desired Option Number
in the Programmable features chart on the previous pages. Follow the instructions below.

Note: The Pro 16fx must be off-line and in the Ready mode.

1. Select the Toner Saver mode.

2. Press again and hold the Image Quality key for
approximately 4 to 6 seconds.

• The light next to Auto mode will light.

• The lights within the Pro 16fx Diagram will flash.

3. Press the 10 key to select the Program Number of the
feature to be changed.

• You will not be given the choice to change an option if

your machine does not have the feature.

4. Press Start.

• The current setting for that program will flash.

5. Press the 1 key until the option number you want is
displayed.

6. Press Start to store the selection.

7. Press the Clear key to continue making other changes.
Press the Image Quality key to return to the copy mode.

Copying 23

Programmable Feature Setting 10

50% 200%

10

1

50% 200%

10

1

Use the following procedure to change the preset Reduction/Enlargement default setting ( ).
This feature allows you to set a specific preset reduction or enlargement between 50 – 200%.

1. Select the Toner Saver mode.

2. Press again and hold the Image Quality key for
approximately 4 to 6 seconds.

• The light next to Auto mode will light.

• The lights within the Pro 16fx Diagram will flash.

3. Press the 10 key until the number 10 is displayed.

4. Press Start.

• The current reduction/enlargement setting will flash.

24 Copying

5. Press the variable percentage keys until the desired
percentage is displayed.

6. Press Start to store the selection.

7. Press the Clear key to continue making other changes.
Press the Image Quality key to return to the copy mode.

Pro 16fx Care

Cleaning the Document Glass and Cover

Keeping the document glass clean helps ensure the best possible copies. Xerox suggests that
you clean the document glass at the start of each day and during the day as needed.
CAUTION: Do not pour or spray water directly onto any part of the copier.

1. Slightly dampen a soft lint-free cloth or paper towel with
water.

2. Wipe the surface of the document glass until it is clean
and dry.

3. Wipe the underside of the white document cover until it
is clean and dry.

4. Close the document cover.

Cleaning the Corotron Wire

If copies start getting streaks or blotches, the corotron wire may be dirty.

Note: Ensure that the alternate paper tray is lowered.

1. Press the release latch to open the side cover.

2. Remove the green corotron wire cleaner from inside the
copier (near the front corner of the machine).

3. Insert the corotron cleaner into the corotron wire unit.

4. Wipe the corotron wire with the corotron cleaning tool as
shown.

5. Replace the cleaner and close the side cover.

Copying 25

26 Copying

Fax Control Panel

This chapter provides an illustration of the WorkCentre Pro 16fx fax control panel
and describes the various functions you can perform from it. The following topics
are included:

A Look at the Fax Control Panel...........................................28

About the Liquid Crystal Display ...........................................30

Using the Arrow Keys ...........................................................30

Entering Characters..............................................................31

Entering Letters..........................................................................31

Entering Symbols........................................................................31

Selecting Characters ..................................................................31

27

A Look at the Fax Control Panel

1

2

3

Fax from Glass Menu

4

5

6

7

8

9

10

11

Resolution

GHI

PQRS

Tone

Contrast

ABC DEF

JKL

TUV

Stop/Exit Start Fax

Enter

Broadcast

MNO

WXYZ

Auto

Manual
Answering
Machine

Reception

Direct Send

Speed Dial/Search

Redial/Pause

On/Off Hook

24

23

22

21

20

19

18

17

16

15

14

13

12

1 Liquid Crystal

Display (LCD)

2 Arrow keys

3 Enter key

4 Fax from Glass

5 Menu key

6 Resolution key

7 Contrast key

8 Rapid keys

28 Fax Control Panel

Displays fax operation and programming messages.

Press these keys to scroll through menus. During input mode,
these keys are also sometimes used to move the cursor.

Press this key to store alphanumeric characters you have
typed in or to select menu items.

Press this key to initiate faxing from the document glass.
Press this key to enter menu mode.
Press this key to adjust the resolution before sending faxes.
Press this key to adjust the contrast before sending faxes.
Press one or more of these keys to dial a fax or telephone

number automatically. Press the 20/poll rapid to start polling.

9 Number keys

Press these keys to dial numbers and to enter characters
during number/name storing procedures.

10/13 * / #

11 Stop/Exit key

12 Start Fax key

14 On/Off Hook key

15 Redial/Pause

key

16 Speed

Dial/Search key

17 Direct Send key

18 20/poll Key

Press these keys to enter symbols during the name storing
procedure. Press the * (Tone) key to change from pulse
dialing to tone dialing mode.

Press this key to stop an operation before it is completed, or to
delete the number that was last input. This key is also used to
close the line when manually dialing.

Press this key to begin sending a fax or manually receiving a
fax.

Press this key to connect to your telephone line to begin
manual dialing. To close the line, press the key again.

Press this key to automatically redial the last fax number you
dialed or to insert a pause when entering numbers.

Press this key to dial a two-digit speed dial number. During
character input use this key to delete an incorrect entry. Press
this key twice to search for a previously stored number.

Press this key to transmit one page at a time. This mode is
used when the internal memory can not hold the entire set of
documents to be transmitted. Very large and complex
documents can be transmitted using this mode.

This key can be configured as a rapid key or as the polling
key. When configured as a Rapid key, it will operate like the
other Rapid keys. When configured as polling key, press it to
start polling.

19 Broadcast key

20 Reception key

21 Answering

Machine light

22 Manual light

23 Auto light

24 LCD contrast

dial

Press this key to send documents to multiple (up to 50)
receiving fax machines.

Press this key to select the mode (auto, manual or answering
machine) for receiving faxes.

This light indicates the answering machine will answer if the
line is properly connected.

This light indicates the machine must be answered manually.
This light indicates the machine will answer automatically.
Turn this dial to adjust the contrast level of the LCD.

Fax Control Panel 29

About the Liquid Crystal Display

The Pro 16fx is equipped with a two-line liquid crystal display (LCD) on the fax control panel for
displaying various messages and settings during operation. This LCD can display up to 20
characters on each line. When the unit is idle, the LCD shows the date, time, and the stand-by
memory available.

Below is an example of the LCD.

A dial located at the top of the fax control panel controls the contrast of the display. Turning the
dial to the right darkens the LCD. Turning the dial to the left lightens the LCD.

Using the Arrow Keys

The left and right arrow keys on the fax control panel are very useful for scrolling through the
various function lists and settings. Once you have pressed the Menu key, you can scroll through
the menu functions as desired. Pressing the Enter key then chooses the displayed function. For
many of the menu lists, you can use the arrow keys again to scroll through the settings.

The arrow keys also allow you to move the cursor forward and backward when entering
alphanumeric characters. See Entering Characters in this chapter.

30 Fax Control Panel

Entering Characters

You can enter letters, numbers, and symbols by using the fax keypad. The keypad is shown
below.

GHI

PQRS

ABC

JKL

TUV

DEF

MNO

WXYZ

Entering Letters

Letters are marked above each of the number keys “2” through “9.” To enter a letter, press the
appropriate key repeatedly until the desired letter appears. The number of the key appears first,
followed by letters in the order marked above the key. For example, pressing the 2 key once
displays “2,” twice displays “A,” three times displays “B,” and four times displays “C.” A fifth press
of the 2 key begins the cycle again with “2.”

Entering Symbols

Symbols can be entered by pressing the “#” and “✸✸✸✸” keys. The chart below shows the sequence
of symbols that will display. Press the “#” key to move forward through the sequence. Press the
“✸✸✸✸” key to move backward.

#→ ←*

. / ! " # $ % & ‘ ( ) * + , - : ; < = > ? @ [¥] ^ _ ` {l} → ←

Selecting Characters

When the desired letter, number or symbol is displayed, press the right arrow key to select that
character and move the cursor to the next position to the right. To move the cursor to the
previous position, press the left arrow key. Press the Enter key to complete the entry of the string
of characters.

Fax Control Panel 31

Notes:

• To enter two characters that require using the same key in succession, press the right arrow
key once after entering the first character and then enter the second character.

• To change one individual character to another, use the left or right arrow key to move the
cursor to the character you want to change. Use the keypad to select the appropriate
replacement character and press the Enter key to confirm your selection. The new character
will replace the old one.

• To enter a space between letters, press the “1” key.

• To switch between upper and lower case letters, press the Redial/Pause key.

• To delete a character, use the left or right arrow key to move the cursor to the character you

want to delete. Then press the Speed Dial/Search key.

• To backspace and delete one character at a time, press the Stop/Exit key.

32 Fax Control Panel

Fax Setup

This chapter describes the procedures for setting up your WorkCentre fax
machine. This includes explaining how to enter your name and fax number and
how to set the date and time. It also includes instructions for setting the paper
size, dial mode, number of redial times and interval, fine resolution priority, and
beep and ringing volume. Additionally, it provides the procedures for storing
numbers. The following topics are included:

Entering Your Name and Fax Number..................................34

Setting the Date and Time....................................................35

Setting the Tray Paper Size..................................................36

Selecting the Reception Paper Size......................................37

Setting the Dial Mode............................................................38

Setting the Number of Redial Times.....................................39

Setting the Redial Interval.....................................................40

Setting Fine Resolution Priority.............................................41

Adjusting the Beep Volume...................................................42

Setting the Length of Alarm Beeps .......................................43

Turning Key Beeps Off..........................................................44

Adjusting the Ringing Volume...............................................45

Storing Numbers for Automatic Dialing.................................46

Storing Numbers.........................................................................46

Clearing Numbers.......................................................................47

Storing Numbers Under Group Keys.....................................48

33

Entering Your Name and Fax Number

Note: You can view all of the items in the menu display by pressing the Menu key, then using the
left and right arrow keys to scroll through the function list. Pressing the Enter key chooses the

displayed function.
To have your name and fax number printed at the top of every transmitted page, program them by

pressing the operation panel keys as described below.

• You must program your name and number in order to comply with the Consumer Protection
Act of 1991.

• If you enter an incorrect character, press the left arrow key to move the cursor back to the
mistake or the Speed Dial/Search key to delete, then enter the correct character. To move
the cursor forward, press the right arrow key.

Use the following procedure to enter your name and fax number:

Step Press t hese keys Comments

1
2
3

4
5

6
7

Menu then 3
3

Example:

18008326979

Enter

Example: Xerox

999 =x
333 =e
7777=r
6666=o
999 =x

Enter
Stop/Exit twice

Display = “ENTRY MODE”
Display = “ENTER YOUR FAX #”
Enter your own fax number (maximum 20 digits) by

pressing the number keys. To insert a space between
digits, press the “*” key. To insert a “+” press the “#”
key.

Display = “ENTER YOUR NAME”
Enter your name by pressing the appropriate number

keys as shown on the left. Press each key repeatedly
until the desired letter appears in the display
(maximum of 24 characters). To enter a space, press
the 1 key twice. To switch between lower case and
capital letters, press the Redial/Pause key once. See
Entering Characters in the Fax Control Panel
section.

Display = “STORED”

34 Fax Setup

Setting the Date and Time

The date and time that appear in the display are printed at the top of every transmitted page. Set
the date and time by pressing the keys on the operation panel as shown below. To correct a
mistake, press the Stop/Exit key to move the cursor back to the mistake and then enter the
correct number.

Note: The machine supports millennial dates (those from the year 2000 on). To program such a
date, enter the last two digits. For example, the year 2000 is programmed by entering “00”.

Use the following procedure to set the date and time:

Step Press t hese keys Comments

1
2
3

4

5

6
7

8

9

10

Menu then 3
2

Example: 1999

99

Example: July

07

Example: the fifth

05

Enter

Example:

05

Example:

20
* or #

Enter

Display = “ENTRY MODE”
Display = “ENTER YEAR”
Enter the last two digits of the year.

Display =“ENTER MONTH”
Enter the month (2 digits: “01” for January, “02” for

February, “12” for December, etc.).
Display = “ENTER DATE”
Enter the day of the month (2 digits: “01” to “31”).
Display = “PRESS ENTER KEY”
Display = “ENTER TIME”

Enter the hour (2 digits: “01” to “12”).

Enter the minute (2 digits: “00” to “59”).

Press “*” to select A.M., or “#” to select P.M.
Display = “PRESS ENTER KEY”
The clock starts when you press this button.
Display = “STORED”

11

Stop/Exit twice

Fax Setup 35

Setting the Tray Paper Size

You must program the size of paper you have loaded in the machine so that Receive Reduce
functions can properly adjust the size of documents printed out. Follow the steps below.

Note: If you are using letter-size paper, you do not need to make any changes, as this is the
factory setting.

Step Press t hese keys Comments

1

2
3

4

5

Notes:

If the machine runs out of paper while receiving a fax:

Menu then 4

0 then 2
1 or 2 or 3 or 4

1 or 2 or 3 or 4

Stop/Exit twice

Display = “OPTION SETTING”

Display = “MAIN CASSETTE”
Select the paper size for paper tray 1:

1 = letter (default)
2 = legal
3 = A4
4 = other

Display = “STORED” and then “SECOND CASSETTE”
Select the paper size for paper tray 2:
1 = letter (default)

2 = legal
3 = A4
4 = other

Display = “STORED”

• If paper of the same size is available in another paper tray, the machine automatically
switches to the other tray and prints the fax.

• If the same size paper is loaded in both main cassette and the second cassette, select 4 =
“Other” for the tray that you do not want to use.

• If the same size paper is not available in the other tray, the error message “PAPER OUT
(XX)” appears on the display. The received fax is saved in memory and printed when you add
paper of the proper size.

36 Fax Setup

Selecting the Reception Paper Size

On the Control Panel, you can select the paper size that you want received faxes to be printed on
(AUTO, A4, Letter, Legal). If you select the AUTO setting, the machine automatically prints the
fax on the most appropriate size paper. Follow the procedure below.

Step Press t hese keys Comments

1

2
3

4

Note: If the size setting on the Control Panel differs from the size actually in the paper trays, the

error message “PAPER OUT (XX)” appears on the display (for example, if you have set A4 on the
control panel and the paper trays contain letter-size and legal-size paper). When this happens,
the received fax is saved in memory and printed when you do one of the following:

• Correct the setting on the Control Panel.

OR

• Put paper of the selected size in the paper tray and program the paper size. Refer to Setting
the Tray Paper Size.

Menu then 4

0 then 1
1 or 2 or 3 or 4

Stop/Exit twice

Display = “OPTION SETTING”

Display = “PRINT PAPER SIZE”
Select the paper size for received faxes:

1 = letter
2 = legal
3 = A4 size paper
4 = auto (default)

Display = “STORED”

Fax Setup 37

Setting the Dial Mode

The machine can be used with both touch-tone and pulse telephone lines. Touch-tone lines use
tones of different pitches for each number key, while pulse lines use a series of pulses. Your
machine must be set to match the kind of telephone line you are using: touch-tone or pulse.

Step Press t hese keys Comments

1
2

3

4

Menu then 4
1 then 9

1 or 2

Stop/Exit twice

Display = “OPTION SETTING”
Display = “DIAL MODE”
Select the dial mode:

1 = touch-tone (default)
2 = pulse

Display = “STORED”

38 Fax Setup

Setting the Number of Redial Times

You can select the number of times the machine will try to redial a busy number. If you enter 00,
the machine will not try to redial. Follow this procedure:

Step Press t hese keys Comments

1
2
3

4
5

Menu then 4
0 then 8
00 to 14

Enter
Stop/Exit twice

Display = “OPTION SETTING”
Display = “REDIAL TIMES”
Enter the number of redial times (“00” to “14”).

02 = default
Display = “STORED”

Fax Setup 39

Setting the Redial Interval

The redial interval (the time the machine waits in between attempts to re-send a fax to a busy
number), can be set from 1 to 15 minutes. Follow this procedure:

Step Press t hese keys Comments

1
2
3

4
5

Menu then 4
0 then 9
01 to 15

Enter
Stop/Exit twice

Display = “OPTION SETTING”
Display = “REDIAL INTERVAL”
Enter the redial interval minutes (“01” to “15”).

05 = default
Display = “STORED”

40 Fax Setup

Setting Fine Resolution Priority

For most fax jobs, you will most likely want to specify the fax image resolution. However, you can
also set a default resolution when no setting is made using the Resolution key. When Fine
Resolution Priority is turned on, all faxes will be sent in Fine Mode unless otherwise specified.
When Fine Resolution Priority is turned off, all faxes will be sent in the Standard Mode unless
otherwise specified. To turn on this function, follow the procedure below:

Step Press t hese keys Comments

1
2
3

4

Menu then 4
0 then 3
1 or 2

Stop/Exit twice

Display = “OPTION SETTING”
Display = “FINE PRIORITY”
1 = on

2 = off (default)

Fax Setup 41

Adjusting the Beep Volume

Adjust the volume of both key beeps and alarm beeps (emitted at the end of transmission and
reception) using the procedure below.

Step Press t hese keys Comments

1
2
3

4
5

Menu then 4
1 then 6
Left Right

Arrow or Arrow

Enter
Stop/Exit twice

Display = “OPTION SETTING”
Display = “BEEP VOLUME”

Press the left or right arrow key to lower or raise the
volume to the desired level.
1 = max
2 = high
3 = med (default)
4 = low
5 = min
6 = off

Display = “STORED”

42 Fax Setup

Setting the Length of Alarm Beeps

You can select the length in seconds of the alarm beeps by following the procedure below.

Step Press t hese keys Comments

1
2
3

4
5

Menu then 4
1 then 5
Left Right

Arrow or Arrow

Enter
Stop/Exit twice

Display = “OPTION SETTING”
Display = “BEEP LENGTH”
Press the left or right arrow key to set the alarm beeps

to the desired length or to turn them off.
1 = 3 seconds (default)

2 = 1 second
3 = no beep

Display = “STORED”

Fax Setup 43

Turning Key Beeps Off

You can choose to turn the key beeps off by following the procedure below.

Step Press t hese keys Comments

1
2
3

4

Menu then 4
1 then 7
1 or 2

Stop/Exit three times

Display = “OPTION SETTING”
Display = “KEY BEEPS”
1 = on (default)

2 = off

44 Fax Setup

Adjusting the Ringing Volume

You can adjust the ringing volume of the machine using the procedure below.

Step Press t hese keys Comments

1
2
3

4
5

Menu then 4
1 then 8
Left Right

Arrow or Arrow

Enter
Stop/Exit three times

Display = “OPTION SETTING”
Display = “RINGING VOLUME”
Press the left or right arrow key to raise or lower the

volume to the desired level.
1 = max

2 = high
3 = med (default)
4 = low
5 = min
6 = off

Display = “STORED”

Fax Setup 45

Storing Numbers for Automatic Dialing

Automatic Dialing is a quick and convenient way to dial by using only a Rapid key (Rapid Key
Dialing), or pressing the Speed Dial/Search key and entering a two-digit number (Speed Dialing).

Storing Numbers

To use Automatic Dialing, you must first store the full telephone number. The way you store it
depends on whether you want to use it for Rapid Key Dialing or Speed Dialing:

Use the following procedure to store numbers for Rapid Key Dialing or Speed Dialing:

Step Press t hese keys Comments

1
2
3
4

5
6

7
8

9

Menu then 3
1
1

Example: Rapid Key 01

01

Example: Speed Dial 75

75
Enter

Example:

8005551234
Enter

Example: Xerox

999 =x
333 =e
7777=r
6666=o
999 =x

Enter

Display = “ENTRY MODE”
Display = “FAX NUMBER MODE”
Display = “FAX NUMBER SET”
To store a Rapid key number, press a Rapid key. To

store a Speed Dial number, press two number keys
(“00” to “99”).

Display = “PRESS ENTER KEY”

Display = “ENTER FAX NUMBER”
Enter the fax telephone number (maximum of 20 digits

including pauses) using the number keys.
Display = “ENTER NAME”

Enter the name of the location or party by pressing
number keys as described in Entering Characters in
the Fax Control Panel chapter. If you do not want to
enter a name, skip this step.

Display = “CHAIN DIAL”

10

46 Fax Setup

1 or 2

Press “1” if you want to specify the number as a Chain
Dialing number (refer to Chain Dialing in the Sending
a Fax section). Otherwise, press “2”.

Ä

Storing Numbers for Automatic Dialing (continued)

11

Note: You may need to add a pause between certain digits in the number to allow time for

connection. For example, if you are on a PBX telephone system that requires an access number,
such as “9”, to be dialed to access an outside line, you will need to enter a pause between the
access number and the fax number of the other party. Pauses are entered by pressing the
Redial/Pause key (2 seconds per pause). If necessary, several pauses can be entered in a row.

Step 4

or
Stop/Exit . . .

Return to Step 4 to store another number, or press the
Stop/Exit key a number of times until you exit. If the
number is a Rapid key number, you can write the
name on the label above the appropriate Rapid key.

Clearing Numbers

Use the following procedure to clear numbers:

Step Press t hese keys Comments

1
2
3

4

Menu then 3
1
2

Example: Rapid Key 01

01

Example: Speed Dial 75

75

Display = “ENTRY MODE”
Display = “FAX NUMBER MODE”
Select CLEAR.

Display = “FAX NUMBER CLEAR”
To clear a Rapid key number, press the appropriate

Rapid key. To clear a Speed Dial number, enter the 2­digit number with the number keys.

Display = “PRESS ENTER KEY”
If there is no number stored under that Rapid key or

Speed Dial number, “NO NUMBER STORED” will
appear in the display.

5
6

Enter
Step 4

or
Stop/Exit . . .

Display = “CLEARED”
Return to Step 4 to clear another number, or press the

Stop/Exit key a number of times until you exit.

Fax Setup 47

Storing Numbers Under Group Keys

Group keys allow you to dial a group of fax numbers by simply pressing the appropriate Group key
once. They are convenient for the Broadcasting function, which is used to transmit a document to
a group of fax machines.

All Rapid keys can be programmed as Group keys. To program or clear a group key, follow the
steps below. Note that one key cannot be programmed as both a Rapid key and a Group key at
the same time.

• Up to 50 fax numbers can be stored in one Group key.

• Only Rapid keys and Speed Dial numbers can be stored in a Group key. No full numbers can

be stored.

Use the following procedure to store numbers under Group keys:

Step Press t hese keys Comments

1
2

3

4

5
6

Menu then 5
1 or 2

Example: Rapid Key 01

01

Example: Rapid Key 01

01

Example: Speed Dial 75

75

Enter

Example: Xerox

999 =x
333 =e
7777=r
6666=o
999 =x

Display = “GROUP ENTRY MODE”
Press “1” (SET) to program a Group key, or “2”

(CLEAR) to clear a Group key.

Setting:

Press the Rapid key you wish to use as a Group
key.

Display = “GROUP #=XX” followed by “DIAL #=”

Clearing:

Press the Group key you wish to clear, and then
go to Step 7.

Enter fax numbers using one or both of the
following methods:

• Press one or more Rapid keys.

• Enter one or more Speed Dial numbers with

the number keys.

Display = “ENTER GROUP NAME”
Enter the name of the group by pressing number keys

as described in Entering Characters in the Fax
Control Panel section. If you do not want to enter a
name, skip this step.

48 Fax Setup

Ä

Storing Numbers Under Group Keys (continued)

7

8

Enter

Step 3

or
Stop/Exit . . .

Setting:

Display = “GROUP SET” will appear in the display.

Clearing:

Display = “GROUP #=XX CLEARED”
Return to Step 3 to program/clear another Group key

or press the Stop/Exit key a number of times until you
exit.

Fax Setup 49

50 Fax Setup

Sending a Fax

This chapter describes the procedure for sending a fax document. This includes
choosing suitable media, setting the document, including a cover sheet, setting
the resolution and contrast, and dialing and transmitting. The following topics are
included:

Choosing Suitable Media .......................................................52

Size and Weight when using the SPF.......................................52

Size when using the document glass........................................52

General Guidelines ...................................................................53

Setting the Document.............................................................54

When using the SPF:................................................................54

When placing the original on the document glass: ...................55

Including a Cover Sheet.........................................................56

Cover Sheet..............................................................................56

Auto Cover Sheet......................................................................57

Setting the Resolution............................................................58

Setting the Contrast...............................................................58

Dialing and Transmitting........................................................59

Direct Keypad Dialing................................................................59

Direct Sending ..........................................................................60

Manual Dialing ..........................................................................61

Rapid Key Dialing......................................................................62

Group Key Dialing.....................................................................62

Speed Dialing............................................................................63

Using the Speed Dial/Search Key.............................................64

Redialing...................................................................................65

Chain Dialing.............................................................................66

External Phone Dialing .............................................................67

51

Choosing Suitable Media

Make sure that the documents to be faxed meet the specifications and guidelines listed in this
section.

Size and Weight when using the SPF

The size of documents that you can load in the SPF depends on whether you load one sheet at a
time or several sheets at once.

Parameter Minimum Maximum

Paper Size
(one sheet at a time)

Paper Size
(several sheets at once)

Paper Weight 14 lbs

Note: When feeding in a long document, grasp the document at the edges to guide it into the
SPF.

5.5 x 8.5 inches
(140 mm x 216 mm)

5.5 x 8.5 inches
(140 mm x 216 mm)

(52 g/m

2)

10.1 x 19.7 inches
(257 mm x 50 cm)

10.1 x 14.3 inches
(257 mm x 364 mm)

23 lbs
(85 g/m

2

)

Size when using the document glass

Parameter Minimum Maximum

Paper Size not applicable 10.1 x 14.3 inches

(257 mm x 364 mm)

Note:

When you are using the SPF, your documents (originals) are being scanned through the machine.
The area of a document that is scanned by the machine while faxing is slightly smaller than the
actual document (original) size. Any text or graphics outside this area will not be scanned.

Scanning width: 8.2 inches
Scanning length: the length of the sheet minus 0.16 inch from both the top and bottom edges.

52 Sending a Fax

Choosing Suitable Media

General Guidelines

• All clips, staples, and pins should be removed from originals before they are used. If these
are not removed, they may damage the machine.

• Ink, glue, and correction fluid on originals must be completely dry before using the documents
with the machine.

• Originals that are in some way dangerous to the internal mechanisms of the machine should
not be used.

• When faxing, any writing on the originals that is yellow, yellowish-green, or light blue cannot
be transmitted. Copy the original onto white paper first.

• The following kinds of originals should not be used:

- Originals with a glossy coating

- Originals with static electricity

- Originals with tears, folds, or curls

- Originals that have become stuck together and cannot be easily separated

- Originals with holes, windows, or perforations

- Transparency films, tracing paper, or other transparencies

- Originals with plastic or metallic coatings

Notes:

• Xerox does not accept responsibility for the loss or damage of originals.

• It is a good idea to copy valuable originals on a flat-bed copier before using them with the

machine.

Sending a Fax 53

Setting the Document

Direct Send

This section describes setting documents in the SPF or on the document glass.

When using the SPF:

1. Confirm that there are no documents on the document
glass and that copying is not in progress.

2. Adjust the original guides to the width of your document.

3. Place the document face up and push it gently into the
original feeder tray. The top edge of the document
should enter the fax first.

4. There are two ways to send the fax:

54 Sending a Fax

• To scan the document into memory, then dial and
transmit, continue with the Dialing and
Transmitting section.

• To dial and transmit the document directly without
first scanning it into memory, press the Direct
Send key. “DIRECT SEND” will appear in the
display. Continue with the Dialing and
Transmitting section.

Setting the Document

Fax From Glass

Fax From Glass

When placing the original on the document glass:

1. Confirm that there are no documents in the SPF.

2. Place the document face down and align it with the
registration guide.

3. Close the document cover.

Note: When using the document glass, do not place
documents in the SPF.

4. Press the Fax From Glass key to scan the page into
memory.

5. Select the document size from those displayed.

6. Press the Fax From Glass key. If you have more than
one document to read into memory, place the next
page, and press the Fax From Glass key to read each
page.

Refer to Dialing and Transmitting in this section for
information on dialing and transmitting the fax.

Sending a Fax 55

Including a Cover Sheet

If you wish to include a cover sheet with your fax, you can either create one manually or program
your fax to generate one for you. Programmed cover sheets can be on a per-fax basis or
generated automatically every time you send a fax.

Cover Sheet

You can generate a cover sheet on a per-fax basis. You can have your fax generate a cover
sheet and send it as the last page of the transmission. The cover sheet includes the sending date
and time, the sender’s name and number, and the receiver’s name and number if an automatic
dialing number is used. The total number of pages sent is indicated on the bottom.

To include a cover sheet with a transmission, follow these steps:

Step Press t hese keys Comments

1
2

3

Note: The receiver’s name must be programmed in either the Rapid Key or Speed Dial function

for it to appear on the Cover Sheet.

Menu then 7

1 or 2

Example:
Press 2 for URGENT

Display = “COVER SHEET MODE”
1 = on

2 = off (default)
If you pressed “1” in the previous step, select a

message by entering a number from 2 to 6 as shown
below, or enter 1 if you do not want to include a
message.

1: NO MESSAGE
2: URGENT
3: IMPORTANT
4: CONFIDENTIAL
5: PLS. DISTRIBUTE
6: PLS. CALL BACK

56 Sending a Fax

Including a Cover Sheet

Auto Cover Sheet

If you want to send a cover sheet with your fax transmissions regularly, this function is very useful.
This function differs from the Cover Sheet function in two ways. First, the Cover Sheet function
must be programmed before every fax you want to use it with; the Auto Cover Sheet function will
send a cover sheet with every fax transmission unless you turn it off. Second, no message is
included on the cover sheets generated by the Auto Cover Sheet function.

Note: the Cover Sheet function is the dominant of the two. An ideal way to use the two functions
together is to always leave Auto Cover Sheet on, then use the Cover Sheet function to attach
messages or not attach a cover sheet to certain transmissions.

Use the procedure below to turn the Auto Cover Sheet function on or off:

Step Press t hese keys Comments

1
2
3

4

Note: The receiver’s name must be programmed in either the Rapid Key or Speed Dial function

for it to appear on the Auto Cover Sheet.

Menu then 4

1 then 3
1 or 2

Stop/Exit twice

Display = “OPTION SETTING”
Display = “AUTO COVER SHEET”
1 = on

2 = off (default)

Sending a Fax 57

Setting the Resolution

The Resolution key allows you to select the resolution of documents being sent. To set the
Resolution, press the Resolution key until the desired resolution appears in the LCD.

Your machine has the following resolution settings:

HALFTONE

Use Halftone for photographs and illustrations. The original will be reproduced in 64 shades of
gray.

Note: If the document is B4 size, you cannot use the Halftone setting in the following situations:

– With the memory function
– For a broadcast operation
– For a timer operation
– For sending from the document glass
– With the memory polling function

STANDARD

Use Standard for ordinary documents. This setting gives you the fastest transmission. It is the
default setting. If you do not change the setting, the document will automatically be sent in
Standard mode.

FINE

Use Fine for improved reproduction, especially with documents containing small letters or fine
drawings.

S. FINE

Use Super Fine when you need the highest quality of reproduction.

Setting the Contrast

The Contrast key allows you to select the contrast of the documents being sent. To set the
contrast, press the Contrast key until the desired contrast appears in the LCD. The three
contrast levels are LIGHT, MEDIUM, and DARK.

58 Sending a Fax

Dialing and Transmitting

Once you have set the document in the SPF or have scanned the document into memory from the
document glass and have made any desired transmission settings, you are ready to dial the
number of the receiving fax machine and transmit the document. You can choose from one of
several dialing methods to best suit your needs.

Direct Keypad Dialing

If the number of the fax you want to reach is not a Rapid key or Speed Dial number, use Direct
Keypad Dialing to manually enter it using the following procedure:

ABC

GHI

PQRS

DEF

JKL

MNO

TUV

WXYZ

1. Confirm that you have correctly placed the document in
the SPF or scanned the document into memory from the
document glass. See Setting the Document in this
section.

2. Enter the number of the fax machine you want to send
to by pressing the number keys.

Start Fax

Stop/Exit

3. Check the display. If the number of the receiving
machine is shown correctly, press the Start Fax key.

• If it is not correct, press the Stop/Exit key to
backspace and clear one digit at a time and then
enter the correct number.

Sending a Fax 59

Dialing and Transmitting

Direct Send

Direct Sending

The Direct Send function provides the ability to send documents to a remote fax machine one
page at a time. It is used when the internal memory of the Pro 16fx cannot hold the entire set of
documents to be transmitted. Since the job is scanned and transmitted one page at a time, the
Pro 16fx can send very large and complex jobs.

Note: Direct Send does not allow Group, Broadcast or Redial dialing or Fax From Glass.
To direct send a document, follow these steps:

1. Confirm that you have loaded the documents into the
SPF.

2. Press the Direct Send key.

Start Fax

60 Sending a Fax

3. Dial the number using Direct Send, Rapid Key, Speed
Dial, or Search Dial method.

4. Press Start Fax key if needed.

Each page will be scanned and transmitted one at a time
until all pages have been transmitted

Dialing and Transmitting

On/Off Hook

Manual Dialing

Manual dialing provides the ability to dial phone numbers directly from the control panel to the
phone line. This can be used to navigate phone menus prior to sending the fax.

To manually dial a phone number, follow these steps:

1. Confirm that you have loaded the documents into the
SPF or scanned the documents into memory from the
document glass.

2. Press the On/Off Hook Key.

GHI

PQRS

Start Fax

ABC

DEF

JKL

MNO

TUV

WXYZ

3. Enter the number of the fax machine you want to send
to by pressing the number keys.

4. Press the Start Fax key.

Sending a Fax 61

Dialing and Transmitting

For Rapid Key dialing or Group Key dialing, confirm that you have set the document in the SPF, or
scanned the document into memory from the document glass.

Rapid Key Dialing

If the number you want to dial has been stored as a Rapid key number (see Storing Numbers for
Automatic Dialing in the Fax Setup section), you can dial it by pressing the appropriate Rapid

key as shown:

01 02 03 04 05

06 07 08 09 10

11 12 13 14 15

16 17 18 19 20/poll

Group Key Dialing

If the group of numbers you want to dial have been stored as a Group number (see Storing
Numbers for Automatic Dialing in the Fax Setup section), you can dial them by pressing the

appropriate Group key as shown:

01 02 03 04 05

06 07 08 09 10

11 12 13 14 15

16 17 18 19 20/poll

Note: A Group key can be made up of Rapid Keys and Speed Numbers. A Group key cannot use
the same key as a Rapid Key.

62 Sending a Fax

Dialing and Transmitting

Speed Dial/Search

Speed Dialing

If the number you want to dial has been stored as a Speed Dial number, you can dial it using the
following procedure:

1. Confirm that you have set the document in the SPF, or
scanned the document into memory from the document
glass.

2. Press the Speed Dial/Search key.

ABC

GHI

PQRS

DEF

JKL

MNO

TUV

WXYZ

3. Enter the 2-digit number by pressing the number keys.
See Storing Numbers for Automatic Dialing in the
Fax Setup section.

Start Fax

Stop/Exit

4. Check the display. If the name or number shown is
correct, press the Start Fax key.

• If it is not correct, press the Stop/Exit key and then
repeat Step 1.

Sending a Fax 63

Dialing and Transmitting

Speed Dial/Search

Using the Speed Dial/Search Key

If you do not remember the Rapid key or Speed Dial number in which you have stored a particular
fax number, you can search for the number by following the steps below:

1. Press the Speed Dial/Search key twice.

ABC

GHI

PQRS

DEF

JKL

MNO

TUV

WXYZ

2. Enter the first letter of the stored name by pressing the
appropriate number key (the key below the marked
letter) until the letter appears in the display. If the name
begins with a special character or number, press “1”.

• If you do not remember the first letter, go to Step 3

and scroll through the list from the beginning.

Start Fax

64 Sending a Fax

3. Press the or (left and right arrow keys) to
scroll through the names (numbers if you pressed “0”).
Stop when the desired name appears in the display.

4. Press the Start Fax key. The document will be
automatically transmitted once the telephone connection
is made.

Dialing and Transmitting

Redial/Pause

Redialing

You can send a fax to the number you last dialed by following the steps below.

1. Press the Redial/Pause key.

Start Fax

2. Press the Start Fax key.

Sending a Fax 65

Dialing and Transmitting

Chain Dialing

The maximum number of digits that may be entered when storing a fax phone number is 20. If
you need to store a number that is longer than 20 digits, use Chain Dialing. Rapid key or speed
dial numbers are designated as “Chain Dial” numbers when they are stored.

The Chain Dialing function allows you to combine an Automatic Dialing number set for Chain
Dialing (see Fax Setup/Storing Numbers for Automatic Dialing) with another Automatic Dialing
number or digits entered manually with the number keys to dial one phone number up to 50 digits
long. In addition to being convenient for storing long numbers, it allows you to store an area code
or access code as an Automatic dialing number.

The following are some examples of how this can be done:

• Enter Speed Dial numbers that you have programmed for Chain Dialing. For example, to
store a 36-digit number for Automatic dialing, you can break it into two parts. Store the first
part of a fax number in Speed dial number 22, then press “1” in step 10 of that procedure to
specify it as a Chain Dial number. Store the second half in Speed dial number 27 and press
“2” in step 10 to specify that it is not a Chain Dial number. To dial, press Speed Dial/Search
and “22”, then press Speed Dial/Search and “27”. Press Start Fax to begin transmission.

• Press a Rapid key that is set for Chain Dialing and then manually enter a number by pressing
the appropriate number keys. Press the Start Fax key after the final number key to begin
transmission. You can use this method, for example, when you have stored a long distance
access code into a Rapid key, and want to dial this in combination with a number that is not
stored as an automatic dialing number. You can also store a long distance number into a
Rapid key, and dial this in combination with an access code not stored as an automatic dialing
number.

• Store long distance numbers as Chain Dial numbers, and store a calling card number or
access code as a non-chain number. Dial this combination to make a long distance call.

66 Sending a Fax

Dialing and Transmitting

External Phone Dialing

The fax machine provides the ability to connect an external phone to the “TEL” connector on the
back of the machine. The connected telephone can be used to initiate the phone call to transmit
the fax.

To use external phone dialing to send documents, follow these steps:

1. Confirm that you have set the documents in the SPF, or
scanned the documents into memory from the
document glass.

Start Fax

2. Dial the remote fax machine using your external phone.

3. After the remote fax answers, press Start Fax.

4. The documents will be scanned and transmitted.

Sending a Fax 67

68 Sending a Fax

Receiving Faxes

This chapter describes the procedure for receiving a fax on your WorkCentre.
This includes three modes of reception and two optional settings for reducing the
size of faxes that are larger than the paper you have loaded, and printing a footer
showing the sending fax machine ID information. The following topics are
included:

Selecting the Reception Mode..................................................70

Setting the Number of Rings for Auto Reception.......................71

Setting the Number of Rings for Manual Reception ..................72

Using the Machine with an Answering Machine ........................73

Quiet Detect Time...........................................................................73

Answering Machine Backup ...........................................................74

Using the Remote Reception Function......................................75

Using with a PC Modem............................................................76

Receive Reduce........................................................................77

Footer Printing..........................................................................78

Setting the Index Function........................................................79

Anti Junk Fax............................................................................ 80

Turning Anti Junk Fax On and Off..................................................80

Storing Junk Fax Numbers.............................................................80

Clearing Junk Fax Numbers...........................................................81

Distinctive Ringing....................................................................82

69

Selecting the Reception Mode

Your Pro 16fx has three modes for receiving incoming calls and faxes. A light for each mode is
located above the Reception key on the fax control panel. To select the reception mode, press
the Reception key until the light next to the desired mode comes on.

Below are descriptions of the three reception modes:

Auto mode

Select this mode when you only want to receive faxes on your telephone line. The machine will
automatically answer all calls and receive incoming faxes.

Manual mode

This is the most convenient mode for receiving phone calls if you have an external phone. To
have true manual mode, the machine must be set not to answer while in Manual mode (see
Setting the Number of Rings for Manual Reception in this section). You can also receive
faxes; however, all calls must first be answered by picking up the receiver on the external phone
or telephone connected to the same line.

Answering Machine mode

Select this mode when an answering machine is connected to the unit and you want the
answering machine to answer all calls. This allows you to receive both voice messages and faxes
while you are out.

Note: If you are using distinctive ringing as described in Distinctive Ringing in this section, you
must set the reception mode to Auto. This is also true if you are using an answering machine with
distinctive ringing. In this case, the answering machine must be connected to a separate wall
jack, not to your machine.

70 Receiving Faxes

Setting the Number of Rings for Auto Reception

You can set the number of rings before the machine answers in Auto mode using the procedure
below.

Step Press t hese keys Comments

1
2
3

4
5

Note: If an external telephone is connected, the external telephone rings once regardless

whether the number of rings is set to 0.

Menu then 4

0 then 4
0 to 9

Enter
Stop/Exit twice

Display = “OPTION SETTING”
Display = “# OF RINGS(AUTO)”
Select the number of rings you would like to use (0 to

9).
2 = default
Display = “STORED”

Receiving Faxes 71

Setting the Number of Rings for Manual Reception

The number of rings before the machine answers in Manual mode can also be set. If you do not
want the machine to answer at all in Manual mode, select “0” in Step 3 below.

Step Press t hese keys Comments

1
2
3

4
5

Menu then 4

0 then 5
0 to 9

Enter
Stop/Exit twice

Display = “OPTION SETTING”
Display = “# OF RINGS(MAN.)”
Select the number of rings you would like to use (0 to

9).
0 = off (default)
Display = “STORED”

72 Receiving Faxes

Using the Machine with an Answering Machine

Quiet Detect Time

Quiet Detect Time is the function that enables the machine to be used along with an answering
machine for both phone messages and faxes. After the answering machine has answered, any
duration of silence longer than a certain threshold time will prompt the machine to take over the
line and prepare to receive a fax. The Quiet Detect Time can be set from 00 to 10 seconds,
following the procedure below.

Step Press t hese keys Comments

1
2
3

4
5

Notes:

• The machine has been set at the factory for a Quiet Detect Time of 5 seconds, which gives
the best performance for most answering machines. However, you may have to adjust the
Quiet Detect Time depending on your answering machine’s disconnect time (the time before
the machine disconnects the line after a period of silence). If your machine has a short
disconnect time, you may have to shorten the Quiet Detect Time. However, if the machine is
interrupting callers in the middle of messages, you should set a longer Quiet Detect Time.

• If there is a pause at the end of your answering machine message, make sure that the Quiet
Detect Time is longer than this pause.

• Setting Quiet Detect Time to 00 turns the function off. However, the machine will not be able
to receive faxes sent using manual dialing unless the sender follows the next procedure, If
Quiet Detect Time is not working properly….

Menu then 8

1

00 to 10

Enter
Stop/Exit twice

Display = “A.M. MODE”
Display = “QUIET DETECT TIME”
Enter the Quiet Detect Time in seconds, from 00 to 10.

Setting “00” turns off Quiet Detect Time.
5 = default
Display = “STORED”

Receiving Faxes 73

Using the Machine with an Answering Machine

If Quiet Detect Time is not working properly...

With some answering machines, there is simply no Quiet Detect Time that will allow both
reception of faxes and uninterrupted voice messages. Even in this case, however, you can set up
the machine to receive both phone and fax messages from callers on touch-tone lines. Follow
this procedure:

1. Set the Quiet Detect Time to 00.

2. Alter your phone message to tell callers that they can send a fax by pressing the Remote
Reception Number (factory set to 5), followed by the “*” key twice, and then the Start Fax key
of their fax machine.

Answering Machine Backup

There may be times when the tape on your answering machine becomes full, or when the
answering machine itself malfunctions. It is still possible to receive faxes under these conditions
by turning on the Auto Receive function. The machine will automatically answer all calls after five
rings. To use this function, follow the procedure below.

Step Press t hese keys Comments

1
2
3

4

Note: If you are using Auto Receive, make sure that your answering machine is set to answer on

four rings or less. Otherwise, the machine will take over all calls, preventing callers from leaving
voice messages.

74 Receiving Faxes

Menu then 8

2
1 or 2

Stop/Exit twice

Display = “A.M. MODE”
Display = “SELECT AUTO RECEIVE”
1 = on

2 = off (default)

Using the Remote Reception Function

The machine’s Remote Reception feature is designed to allow you to activate fax reception from
an external telephone or a telephone connected directly to the machine. The Remote Reception
function operates even when the Fax Signal Receive function is turned off. Refer to Using with a
PC Modem for more details.

Follow the procedure below to activate this feature.
Turning on Remote Reception:

Step Press t hese keys Comments

1
2
3

4

If you want to receive a fax while you are on an external telephone, when you hear a fax tone,
press the one-digit Fax Remote Number (factory setting: 5) and * *. To ensure proper fax
reception, hang up the external phone only after you have confirmed that fax reception has begun.
Confirm that fax reception has begun as follows:

Notes:

• If documents are set in the SPF, the machine does not respond to pressing Fax Remote
Number and * *.

• If you are not using a PC modem on the same line as your machine, and have not turned off
the Fax Signal Receive function, you do not need to make any changes to the Remote
Reception function. Simply use the factory settings. The machine will automatically take over
the line if you answer from the external phone and a fax tone is detected.

• If the external telephone is connected directly to the fax, there is no sound when fax reception
begins.

• If the external telephone shares the telephone line with the fax but is not directly connected,
you hear a continuous tone when fax reception begins. If you cannot hear this tone, try
pressing the one-digit FAX Remote Number and * * again.

Menu then 4

1 twice
1 or 2

Stop/Exit twice

Display = “OPTION SETTING”
Display = “REMOTE RECEPTION”
1 = on (default)

2 = off

Receiving Faxes 75

Using with a PC Modem

The fax machine is set up to automatically begin reception if you pick up from an external
telephone and a fax tone is heard. However, if you have a PC modem on the same telephone line
as your fax machine, you must turn on the Remote Reception function, and deactivate the Fax
Signal Receive function. Otherwise, the fax machine will mistakenly attempt to receive the
transmission from your PC. Refer to Using the Remote Reception Function for more details.

To turn off the Fax Signal Receive function:

Step Press t hese keys Comments

1
2
3

4

Menu then 4

1 then 2
2

Stop/Exit twice

Display = “OPTION SETTING”
Display = “FAX SIGNAL RECEIVE”
1 = on (default)

2 = off

76 Receiving Faxes

Receive Reduce

You may on occasion receive faxes that are larger than the paper loaded in the machine. To
ensure that you do not lose any part of the original, you should use the Receive Reduce function,
which scales the fax to the printing paper size. To use this feature, follow this procedure:

Step Press t hese keys Comments

1
2
3

4

Menu then 4

1 then 4
1 or 2

Stop/Exit twice

Display = “OPTION SETTING”
Display = “RECEIVE REDUCE”
Select one of the reduction settings listed below by

pushing the corresponding number key:
1 = Auto Reduction (default)

Automatic reduction depending on size of original

and printing paper.
2 = No Reduction
Display = “STORED”

Receiving Faxes 77

Footer Printing

You can choose whether or not to have a footer printed out with the ID information (name,
number, etc.) of the sending machine. To use this function, follow this procedure:

Step Press t hese keys Comments

1
2
3

4

Footer example:

0CT-14-1999 SAT 5:00 PM FROM:8005551234 TO:XEROX CORPORATION PAGE 1

Menu then 4

2 then 1
1 or 2

Stop/Exit twice

Display = “OPTION SETTING”
Display = “FOOTER PRINT”
1 = on

2 = off (default)

78 Receiving Faxes

Setting the Index Function

You can print an index mark along the edge of the pages in each job. This makes it easy to
separate different jobs on the output tray.

Separate faxes

with index marks.

Use the following procedure to set the index function:

Step Press t hese keys Comments

1
2
3

4

Menu then 4

2 twice
1 or 2

Stop/Exit twice

Display = “OPTION SETTING”
Display = “BATCH INDEXING”
1 = on (default)

2 = off

Receiving Faxes 79

Anti Junk Fax

You can avoid wasting fax paper by using the Anti Junk Fax function. This function prevents the
reception of faxes from up to ten specified parties.

Turning Anti Junk Fax On and Off

To turn the Anti Junk Fax feature on and off, use the following procedure:

Step Press t hese keys Comments

1
2

3

4

Menu then 6
Right

Arrow then Enter

1 or 2

Stop/Exit twice

Display = “ANTI JUNK FAX”
Display = “ANTI JUNK SELECT”

1 = on
2 = off

Storing Junk Fax Numbers

To store junk fax numbers, use the following procedure:

Step Press t hese keys Comments

1
2

3
4

5

Menu then 6
Left

Arrow then Enter

1 then Enter

Example:

5552062
Enter

Display = “ANTI JUNK FAX”
Display = “JUNK FAX # MODE”

Display = “ENTER JUNK FAX #”
Enter the fax number (maximum of 20 digits)

Display = “STORED”

6

80 Receiving Faxes

Step 3

or
Stop/Exit . . .

Return to Step 3 to enter another number or press the
Stop/Exit key a number of times until you exit.

Anti Junk Fax

Clearing Junk Fax Numbers

To clear junk fax numbers, use the following procedure:

Step Press t hese keys Comments

1
2

3
4

5

Menu then 6
Left

Arrow then Enter
2

Example:

01 then Enter

Step 4

or
Stop/Exit . . .

Display = “ANTI JUNK FAX”
Display = “JUNK FAX # MODE”

Display = “JUNK FAX # CLEAR”
Enter the number of the fax number to clear.

Display = “CLEARED”
Return to Step 4 to clear another number or press the

Stop/Exit key a number of times until you exit.

Receiving Faxes 81

Distinctive Ringing

Distinctive ringing is a service offered by some telephone companies that allows you to use up to
four different telephone numbers, each with a distinctive ringing pattern, on your regular single
line. If you subscribe to a distinctive ringing service, you can set your fax to automatically answer
when it detects one of these ringing patterns, and use the number corresponding to that pattern
as an exclusive fax number.

Important: To use distinctive ringing, you must subscribe to your phone company’s distinctive

ringing service. Do not use this setting if you do not subscribe to a distinctive ringing
service.

When using this feature, you must set the reception mode of your machine to Auto (see
Selecting the Reception Mode in this section). When your designated fax number is dialed, the
machine will automatically answer and begin reception. Note that other devices you have
connected on the same line will also ring until the machine answers. If one of your other numbers
is dialed, the machine will ring, but will not answer.

To use distinctive ringing, select the ringing pattern to which you want your machine to answer, as
shown below. The selections for ringing are:

1. RING PATTERN 1 : Two short rings

2. RING PATTERN 2 : One short, one long, and one short ring

3. RING PATTERN 3 : Two short rings and one long ring

4. RING PATTERN 4 : Three rings

5. RING PATTERN 5 : Two rings

6. STANDARD RING : Your machine’s normal ringing pattern

7. OFF: Answers all ringing patterns (This turns distinctive ringing off.)

82 Receiving Faxes

Distinctive Ringing

Use the following procedure to change the ringing pattern:

Step Press t hese keys Comments

1
2
3

4

Menu then 4
2 then 0
Left or Right Arrow

then

Enter

Stop/Exit twice

Display = “OPTION SETTING”
Display = “DISTINCTIVE RING”
Select a ringing pattern by scrolling through them with

the arrow keys in the order of the above list.
Display = “STORED”
7 = off (default)

Receiving Faxes 83

84 Receiving Faxes

Fax Special Functions

This chapter describes the fax special functions such as use of memory, data
transfer, transmission reservation, broadcasting, polling, timer operations and anti
junk fax. The following topics are included:

Memory.................................................................................86

Memory Backup..........................................................................86

Canceling a Reserved Job....................................................87

Broadcast Dialing..................................................................88

Broadcasting using a Group key ................................................90

Transmission Reservation.....................................................91

When using the SPF: .................................................................91

When using the document glass:...............................................93

Polling...................................................................................94

Setting the Polling Key................................................................94

Polling Others.............................................................................95

Being Polled (Memory Polling) ...................................................96

Timer Operations.................................................................. 98

To set a timer operation:.............................................................99

To cancel a timer operation:.....................................................100

Data Transfer......................................................................101

85

Memory

Your machine has a memory area that can be used to store both incoming and outgoing
documents.

Approximately 120 pages of average content can be held in memory for transmission. Fewer
pages can be held if any of the pages were scanned using fine or superfine resolution, or if
document content is greater than average.

Memory Backup

The machine uses a lithium-ion battery to keep automatic dialing numbers and other programmed
data in memory when the power is turned off (when the machine is unplugged). Battery power is
consumed primarily when the power is turned off. With the power kept continuously off, the life of
the battery is about 5 years. If the battery dies, have your dealer or retailer replace it. Do not try
to replace it yourself.

When documents are stored in memory, do not turn the power off (by unplugging the power
cable). If power to the machine is cut off due to a power shortage or other causes, the fax
memory data will be kept for approximately one hour. However, if power to the machine is cut off
within 10 minutes of it being turned on, fax memory data may not be saved.

Substitute Reception into Memory

This is a back-up function that is automatically activated if your machine runs out of paper, the
toner cartridge needs replacement, or the paper jams.

The message “FAX RX IN MEMORY” will only appear in the display at the time the document is
initially received into memory. After reception is complete, one of the following messages,
“REPLACE TONER,” or “PAPER JAM” will appear in the display. When you add paper (and set
the paper size), replace the toner cartridge, or clear the jam, the stored documents will
automatically be printed out.

If you received documents in memory because the machine ran out of paper, be sure to add
paper which is the same size as the paper previously used. If not, the document print-out size
may not match the size of the printing paper.

Caution: If documents received in memory are lost due to a power failure or other interruption in
the power supply, a POWER FAIL REPORT will be printed out when the power is restored. This
gives available information about the faxes lost, including the fax numbers of the transmitting
machines.

86 Fax Special Functions

Canceling a Reserved Job

This function allows you to cancel a reserved job. Doing so does not affect the current job. If
there is no reserved fax job in queue, this procedure will not work.

To cancel a reserved job:

Stop/Exit

Stop/Exit

1. Press the Stop/Exit key to cancel the reserved job.

• If more than one job is reserved in memory, press the

or (left or right arrow key) to scroll through the

reserved menu.

2. Press the Enter key to select the reserved job.

3. Press Yes to cancel the reserved job. Press No to
leave the selected job in memory.

4. Press the Stop/Exit key again to cancel the active fax
job.

If you wish to cancel another job reserved in memory,
repeat steps 1 through 3.

Fax Special Functions 87

Broadcast Dialing

Broadcast

01 02 03 04 05

06 07 08 09 10

11 12 13 14 15

16 17 18 19 20/poll

This function allows you to send the same document to as many as 50 different locations with just
one operation. Once the document is loaded, it is scanned and stored in memory. The fax
numbers you have entered are then automatically dialed in succession, and the document is
transmitted to each location.

To enter the fax numbers of the receiving machines, you must use Rapid keys, Speed Dial
numbers or Group keys. No fax numbers can be entered manually.

1. Place the document face up and push it gently into the
SPF, or scan to memory from the document glass.

• Adjust the resolution and/or contrast settings if

desired.

2. Press the Broadcast key.

88 Fax Special Functions

3. Dial the numbers of the receiving machines using one
or more Rapid and/or Group keys.

Ä