Xerox 3635MFP-S User Manual

Xerox Phaser 3635MFP

User Guide

Version 3.7.21.02.08

Prepared and translated by:
Xerox

GKLS European Operations
Bessemer Road
Welwyn Garden City
Hertfordshire
AL7 1BU
ENGLAND

Copyright
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 limitations, material generated from the software programs which are
displayed on the screen, such as icons, screen displays, looks etc.

Xerox®, and all Xerox products mentioned in this publication are trademarks of Xerox Corporation. Product names and
trademarks of other companies are hereby acknowledged.

Changes, technical inaccuracies and typographical errors will be corrected in subsequent editions.
Version 3.7.21.02.08

© 2008 Xerox Corporation. All rights reserved.

Table of Contents

Welcome.................................................................................................... 1

Introduction. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2

About This Guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3

Related Information Sources . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4

Customer Support. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5

Safety . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6

Environmental Compliance. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18

Product Recycling and Disposal. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19

Getting Started......................................................................................... 21

Machine Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22

Loading Paper. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26

Login /Out . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28

Machine Status . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29

Customizing Your Machine . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34

For Further Assistance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35

Copy.......................................................................................................... 37

Copy Procedure . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38

Copy . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45

Image Quality . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48

Layout Adjustment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50

Output Format. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54

ID Card Copy . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58

Fax ............................................................................................................ 59

Fax Procedure . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60

Embedded Fax . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66

Embedded Fax Image Quality . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71

Embedded Fax Layout Adjustment. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73

Embedded Fax Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74

Server Fax . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80

Server Fax Image Quality. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81

Server Fax Layout Adjustment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82

Server Fax Options. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 83

Forward to Fax/E-mail Features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 84

Network Scanning ...................................................................................85

Scan Procedure . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 86

Network Scanning Resources. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 91

Network Scanning. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 92

Advanced Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 96

Layout Adjustment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 98

Filing Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 100

Xerox Phaser 3635MFP User Guide i

Table of Contents

E-mail ...................................................................................................... 103

E-mail Procedure . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 104

E-mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .111

Advanced Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 114

Layout Adjustment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 116

E-mail Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 117

Store to USB ...........................................................................................119

Store Files from the Machine . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 120

Store Files from the Workstation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 128

Advanced Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 129

Layout Adjustment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 131

File/Folder Management. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 133

Print Files............................................................................................... 135

Print Files from the Internal Drive. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 136

Print Files from the USB Drive . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 138

Print ........................................................................................................ 143

Print Procedure. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 144

Custom Size Printing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 146

Printer Drivers. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 148

Paper / Output . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 149

Image Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 150

Layout / Watermark. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 151

Advanced . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 152

Paper and other Media.......................................................................... 153

Loading Paper . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 155

Setting the Paper Size . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 162

Media Specifications. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 163

Setups..................................................................................................... 165

Accessing Tools . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 166

Tools Menu Overview. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 167

Localization. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 169

Fax Setup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 172

Setting up Paper Trays. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 178

Machine Presets. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 180

Change Default Settings. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 182

Software . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 184

CRU Replacement Defaults . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 185

Accounting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 187

Security Settings. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 189

ii Xerox Phaser 3635MFP User Guide

Table of Contents

Machine Tests. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 191

Customer Support and Supplies Numbers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 194

Optional Services . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 195

Maintenance........................................................................................... 197

Consumables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 198

Cleaning the Machine. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 201

Specifications ........................................................................................203

Machine Specifications. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 204

Electrical Specifications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 207

Feature Specifications. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 208

Troubleshooting .................................................................................... 211

Fault Clearance. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 212

Error and Fault Codes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 215

Appendix A............................................................................................. 217

Enable/Disable Banner Sheet. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 218

Index .......................................................................................................219

Xerox Phaser 3635MFP User Guide iii

Table of Contents

iv Xerox Phaser 3635MFP User Guide

1 Welcome

Thank you for choosing the Xerox Phaser 3635MFP. This product has been designed
for ease of use, but to use your machine to its fullest potential, take some time to read
this User Guide.

The User Guide provides you with an overview of the features and options that may be
available on your machine. To help you familiarize yourself with your new machine
please refer to:

• Chapter 2 Getting Started.

• Chapter 11 Setups.
Further chapters within this guide offer additional information on the features and

options available. For additional assistance at the machine, press the Help button. If
your machine is connected to the network, use the CentreWare Help system or click on
the Help button in the Printer Driver.

NOTE: The graphic representations of the touch screen displayed throughout this Use r

Guide may differ slightly according to the configuration. However, feature descriptions
and functionality as described remain the same.

Xerox Phaser 3635MFP User Guide 1

1Welcome

Introduction

The Xerox Phaser 3635MFP is a digital device capable of being used for
copying, printing, faxing, and scanning. The features and functions available
on your machine depend on the model purchased:

Xerox Phaser 3635MFP/S

This model provides digital copying, printing and scanning. The device
supports scanning to and printing from a USB thumb drive and has the
capability of storing print, copy and scan files on the device. It copies and
prints at 35 pages per minute. A Document Feeder, Paper Tray and Bypass
Tray are also provided and 2-sided copying and printing are supported. An
additional Paper Tray, Stand, Foreign Interface Device and Memory Upgrade
are available as options.

Xerox Phaser 3635MFP/X

This model has digital copying, printing, scanning and faxing capabilities. The
device supports scanning to and printing from a USB thumb drive and has the
capability of storing print, copy and scan files on the device. It copies and
prints at 35 pages per minute. A Document Feeder, Convenience Stapler and
Paper Tray are supplied as standard, and 2 Sided capability is also sup ported.
Additional Paper Tray, Stand, Foreign Interface Device and Memory Upgrade
are available as options.

2 Xerox Phaser 3635MFP User Guide

About This Guide

Throughout this User Guide some terms are used interchangeably:

• Paper is synonymous with media.

• Document is synonymous with original.

• Xerox Phaser 3635MFP/S and Phaser 3635MFP/X is synonymous with the
machine / device.

The following table offers further information about the conventions used
within this Guide.

Convention Description Example

1 Welcome

Italic
TypeFace

Notes

Information

Warning

Caution

Used to denote screen or tab titles.
In addition, references to other
publications are displayed in Italic
typeface.

Used to provide additional or useful
information about a function or
feature.

Offers more in-depth specification
information relating to the machine.

Used to alert users to the possibility
of personal injury.

Cautions are statements that
suggest mechanical damage as a
result of an action

.

Basic Copy Features.
Please refer to
chapter 3, page 42.

NOTE: The machine

automatically detects
standard document
sizes.

 Up to 50 sheets of 20 lb

) bond paper can be

(80 g/m²
loaded.

WARNING: This

product must be
connected to a
protective earthing
circuit.

CAUTION: DO NOT

use organic or
strong chemical
solvents or aerosol
cleaners or pour
fluids directly onto
any area.

Most option screens include three buttons to confirm or cancel your choices.

• The Undo button resets the current screen to the values that were
displayed when the screen was opened.

• The Cancel button resets the screen and returns to the previous screen.

• The Save button saves the selections made and returns to the previous
screen.

Xerox Phaser 3635MFP User Guide 3

1Welcome

Related Information Sources

Information on this family of products can be found in:

1. This User Guide

2. The Quick Use Guide

3. The System Administration CD

4. The Xerox website http://www.xerox.com

4 Xerox Phaser 3635MFP User Guide

Customer Support

If you need assistance during or after product installation, please visit the
Xerox website for online solutions and support:

http://www.xerox.com

If you require further assistance, call our
experts at the Xerox Welcome Center, or
contact your local representative. When
telephoning please quote the machine
serial number. Use the space below to
make a note of the machine serial
number:

#_______________________________

The serial number is located on a panel
at the rear of the machine and on the
inside of the front door. The Xerox
Welcome Center or local representative
telephone number is provided when the
machine is installed.

1 Welcome

For convenience and future reference, please record the telephone number in
the space below:

Xerox Welcome Center or local representative telephone number:
# ____________________________________________

Xerox Phaser 3635MFP User Guide 5

1Welcome

Safety

Read these safety notes carefully before using this product to ensure you
operate the equipment safely.

Your Xerox product and supplies have been designed and tested to meet strict
safety requirements. These include Safety Agency approva l, and compliance
to established environmental standards. Please read the following instructions
carefully before operating the product and refer to them as needed to en sure
the continued safe operation of your product.

The safety testing and performance of this product have been verified using
XEROX materials only.

Follow all warnings and instructions marked on, or supplied with the product.
This WARNING mark alerts users to the possibility of personal injury.

This WARNING mark alerts users to heated surfaces.

WARNING: This symbol indicates a Laser

and alerts the user to refer to the appropriate safety information.

WARNING: This product must be connected to a protective earthing

circuit.

is being used in the equipment

Operator Accessible Areas

This equipment has been designed to provide operator access to safe areas
only. Operator access to hazardous areas is restricted using covers or guards,
which require a tool to enable removal. Never remove these covers or guards.

Maintenance Information

1. Any operator product maintenance procedures will be described in the

user documentation supplied with the product.

2. Do not carry out any maintenance on this product which is not described

in the customer documentation

WARNING: Do not use aerosol cleaners. Aerosol cleaners can be

explosive or flammable when used on electromechanical equipment.

3. Use supplies and cleaning materials only as directed in the Operator

section of this manual.

6 Xerox Phaser 3635MFP User Guide

4. Do not remove covers or guards that are fastened with screws. There are

no parts behind these covers that you can maintain or service.

Operational Safety Information

Your Xerox equipment and supplies have been designed and tested to meet
strict safety requirements. These include safety agency examination,
approval, and compliance with established environmental standards.

To ensure the continued safe operation of your Xerox equipment, follow these
safety guidelines at all times:

Do These

• Always follow all warnings and instructions that are marked on or supplied
with the equipment.

• Before cleaning this product, unplug the product from the electrical outlet.
Always use materials specifically designated for this product, the use of
other materials may result in poor performance and create a hazardous
situation.

1 Welcome

WARNING: Do not use aerosol cleaners. Aerosol cleaners can be

explosive or flammable when used on electromechanical equipment

• Always exercise care when moving or relocating equipment. Please
contact your local Xerox Service Department to arrange relocation of the
copier to a location outside of your building.

• Always locate the machine on a solid support surface (not on plush carpet)
that has adequate strength to support the weight of the machine.

• Always locate the machine in an area that has adequate ventilation and
room for servicing.

• Always unplug this equipment from the electrical outlet before cleaning.

NOTE: Your Xerox 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.

WARNING: The metallic surfaces in the fuser area are hot. Please use

caution when removing paper jams from this area and avoid touching
any metallic surfaces

Do Not Do These

• Never use a ground adapter plug to connect the equipment to a power
outlet that lacks a ground connection terminal.

• Never attempt any maintenance function that is not specifically described
in this documentation.

Xerox Phaser 3635MFP User Guide 7

1Welcome

• Never obstruct ventilation openings. They are provided to prevent
overheating.

• Never remove covers or guards that are fastened with screws. There are
no operator serviceable areas within these covers.

• Never locate the machine near a radiator or any other heat source.

• Never push objects of any kind into the ventilation openings.

• Never override or "cheat" any of the electrical or mechanical interlock
devices.

• Never place this equipment where people might step on or trip on the power
cord.

• This equipment should not be placed in a room unless proper ventilation is
provided. Please contact your local Authorized dealer for further
information.

Electrical Safety Information

1. The power receptacle for the machine must meet the requirements

stated on the data plate on the rear of the machine. If you are not sure
that your electrical supply meets the requirements, please consult your
local power company or an electrician for advice.

2. The socket outlet shall be installed near the equipment and shall be

easily accessible.

3. Use the power cable that is supplied with your machine. Do not use an

extension cord or remove or modify the power cord plug.

4. Plug the power cable directly into a correctly grounded ele ctrical outlet. If

you are not sure whether or not an outlet is correctly grounded, consult
an electrician.

5. Do not use an adapter to connect any Xerox equipment to an electrical

outlet that lacks a ground connection terminal.

6. Do not place this equipment where people might step or trip on the power

cable.

7. Do not place objects on the power cable.

8. Do not override or disable electrical or mechanical interlock devices.

9. Do not push objects into slots or openings on the machine. Electrical

shock or fire may result.

10.Do not obstruct ventilation openings. These openings are used to provide

proper cooling to the Xerox machine.

Electrical Supply

1. This product shall be operated from the type of electrical supply indicted

on the product's data plate label. If you are not sure that your electrical

8 Xerox Phaser 3635MFP User Guide

1 Welcome

supply meets the requirements, please consult a licensed electrician for
advice.

WARNING: This equipment must be connected to a protective earth

circuit. This equipment is supplied with a plug that has a protective earth
pin. This plug will only fit into an earthed electrical outlet. This is a safety
feature. If you are unable to insert the plug into the outlet, contact a
licensed electrician to replace the outlet.

2. Always connect equipment to a correctly grounded power outlet. If in

doubt, have the outlet checked by a qualified electrician.

Disconnect Device

The power cable is the disconnect device for this equipment. It is attached to
the back of the machine as a plug-in device. To remove all electrical power
from the equipment, disconnect the power cable from the electrical outlet.

Emergency Power Off

If any of the following conditions occur, turn off the machine immediately and
disconnect the power cable(s) from the electrical outlet(s). Contact an
authorized Xerox Service Representative to correct the problem:

The equipment emits unusual odours or makes unusual noises.
The power cable is damaged or frayed.
A wall panel circuit breaker, fuse, or other safety device has been tripped.
Liquid is spilled into the machine.
The machine is exposed to water.
Any part of the machine is damaged

CAUTION: Risk of explosion if battery is replaced by an incorrect type.

Dispose of used batteries according to the instruction.

Quality Standards

The product is manufactured under a registered ISO9002 Quality system.
If you need additional safety information concerning this XEROX product or

XEROX supplied materials you may call the following number:
EUROPE: [phone]
USA/CANADA: 1 800 928 6571

Safety Standards

EUROPE: This XEROX product is certified by the following Agency using the

Safety Standards listed.

Agency: TUV Rheinland

Xerox Phaser 3635MFP User Guide 9

1Welcome

Standard: IEC60950-1, 2001

USA/CANADA: This XEROX product is certified by the following Agency
using the Safety Standards listed.

Agency: UNDERWRITERS LABORATORIES
Standard: UL60950-1, 2003 Edition. Certification is based on reciprocity

agreements, which include requirements for Canada.

Laser Safety Information

CAUTION: Use of controls, adjustments or performance of procedure

other than those specified herein may result in hazardous light
exposure.

With specific regard to laser safety, the equipment complies with performance
standards for laser product set by government, national and international
agencies as a Class 1 laser product. It does not emit hazardous light, as the
beam is totally enclosed during all phases of customer operation and
maintenance.

WARNING: Do not stare into the light source if the platen cover is in the up

position.

Ozone Safety Information

This product will produce ozone during normal operation. The ozone produced
is heavier than air and is dependent on copy volume. Providing the correct
environmental parameters as specified in the Xerox installation procedure will
ensure that the concentration levels meet safe limits.

If you need additional information about ozone, please request the Xerox
publication Ozone by calling 1-800-828-6571 in the United States and
Canada. In other markets please contact your authorized local dealer or
Service Provider.

For Consumables

• Store all consumables in accordance with the instructions given on the
package or container.

• Keep all consumables away from the reach of children.

• Never throw print cartridges or toner containers into an open flame.

• Cartridges: When handling cartridges, for example ink, fuser, etc, avoid
skin or eye contact. Eye contact can cause irritation and inflammation. Do
not attempt to disassemble the cartridge. This can increase the risk of skin
or eye contact.

10 Xerox Phaser 3635MFP User Guide

1 Welcome

Product Safety Certification

This product is certified by the following Agency using the Safety standards
listed.

Agency Standard

Underwriters Laboratories Inc UL60950-1 1st (2003) (USA/Canada)

IEC60950-1 Edition 1 (2001)

This product has been manufactured under a registered ISO9001 Quality
system.

CE Mark

The CE mark applied to this product, symbolizes XEROX's declaration of
conformity with the following applicable European Union Directives, as o f the
dates indicated:

December 12, 2006:

Council Directive 2006/95/EC as amended. Approximation of the laws of
the member states related to low voltage equipment.

December 15, 2004:

Council Directive 2004/108/EC as amended. Approximation of the laws of
the member states related to electromagnetic compatibility.

March 9, 1999

Council Directive 99/5/EC, on radio equipment and telecommunications
terminal equipment and the mutual recognition of the conformity.

A full declaration of conformity, defining the relevant directives and referenced
standards, can be obtained from your XEROX Limited representative.

WARNING: In order to allow this equipment to operate in proximity to

Industrial Scientific and Medical (ISM) equipment, the external radiation
from the ISM equipment may have to be limited or special mitigation
measures taken.

NOTE: Changes or modifications to this equipment not specifically approved

by the Xerox Corporation may void the user’s authority to operate this
equipment.

WARNING: Shielded cables must be used with this equipment to maintain

compliance with Council Directive 2004/108/EC.

Xerox Phaser 3635MFP User Guide 11

1Welcome

EMC Information

FCC Part 15

This equipment has been tested and found to comply with the limits for a Class
A digital device, pursuant to Part 15 of the FCC Rules. These limits are
designed to provide reasonable protection against harmful interference when
the equipment is operated in a commercial environment. This equipment
generates, uses and can radiate radio frequency energy and, if not installed
and used in accordance with the instruction manual, may cause harmful
interference to radio communications. Operation of this equipment in a
residential area is likely to cause harmful interference in which case the user
will be required to correct the interferences at their own expense.

NOTE: Changes or modifications to this equipment not specifically approved

by the Xerox Corporation may void the user’s authority to operate this
equipment.

WARNING: Shielded cables must be used with this equipment to maintain

compliance with FCC regulations.

Model Number:

XRX-FAXKIT

US Regulatory Information for the Fax Kit option (Phaser
3635MFP/X only)

FAX Send Header Requirements:
The telephone Consumer Protection Act of 1991 makes it unlawful for any

person to use a computer or other electronic device, including a Fax machine,
to send any message unless such message clearly contain s in a margin at the
top or bottom of each transmitted page or on the first page of the transmission,
the date and time it is sent and an identification of the business or other entity,
or other individual sending the message and the telephone number of the
sending machine or such business, other entity or individual. (The telephone
number provided may not be a 900 number or any other number for which
charges exceed local or long distance transmission charges.)

In order to program this information into your FAX machine refer to Setting the
Machine and follow the steps provided.

Data Coupler Information:
This equipment complies with Part 68 of the FCC rules and the requirements

adopted by the Administrative Council for Terminal Attachments (ACTA). On
the rear of this equipment is a label that contains, among other information, a
product identifier in the format US:AAAEQ##TXXXX. If requested, this
number must be provided to the Telephone Company.

A plug and jack used to connect this equipment to the premises wiring and
telephone network must comply with the applicable FCC Part 68 rules and

12 Xerox Phaser 3635MFP User Guide

1 Welcome

requirements adopted by the ACTA. A compliant telephone cord and modular
plug is provided with this product. It is designed to be connected to a
compatible modular jack that is also compliant. See installation instructions for
details.

You may safely connect the machine to the following standard modular jack:
USOC RJ-11C using the compliant telephone line cord (with modular plugs)
provided with the installation kit. See installation instructions for details.

The Ringer Equivalence Number (or REN) is used to determine the number of
devices that may be connected to a telephone line. Excessive RENs on a
telephone line may result in the devices not ringing in response to an incoming
call. In most but not all areas, the sum of RENs should not exceed five (5.0).
To be certain of the number of devices that may be connected to a line, as
determined by the total RENs, contact the local Telephone Company. For
products approved after July 23, 2001, the REN for this product is part of the
product identifier that has the format US:AAAEQ##TXXXX. The digits
represented by ## are the REN without a decimal point (e.g., 03 is a REN of

0.3). For earlier products, the REN is separately shown on the label.

If this Xerox equipment causes harm to the telephone network, the Telephone
Company will notify you in advance that temporary discontinuance of service
may be required. If advance notice isn't practical, the Telephone Company will
notify the customer as soon as possible. Also, you will be advised of your right
to file a complaint with the FCC if you believe it is necessary.

The Telephone Company may make changes in its facilities, equipment,
operations or procedures that could affect the operation of the equipment. If
this happens the Telephone Company will provide advance notice in order for
you to make necessary modifications to maintain uninterrupted service.

If trouble is experienced with this Xerox equipment, for repair or warranty
information, please contact the appropriate service center; details of which are
displayed either on the machine or contained within the user guide. If the
equipment is causing harm to the telephone network, the Telephone
Company may request that you disconnect the equipment until the problem is
resolved.

Repairs to the machine should be made only by a Xerox representative or an
authorized Xerox service agency. This applies at any time during or after the
service warranty period. If unauthorized repair is performed, the remainder of
the warranty period is null and void. This equipment must not be used on party
lines. Connection to party line service is subject to state tariffs. Contact the
state public utility commission, public service commission or corporation
commission for information.

If your office has specially wired alarm equipment connected to the telephone
line, ensure the installation of this Xerox equipment does not disable your
alarm equipment. If you have questions about what will disable alarm
equipment, consult your Telephone Company or a qualified installer.

Xerox Phaser 3635MFP User Guide 13

1Welcome

Canadian Regulatory Information for the Fax Kit option
(Phaser 3635MFP/X only)

Model Number:

XRX-FAXKIT

This product meets the applicable Industry Canada technical specifications

NOTE: The Ringer Equivalence Number (REN) assigned to each terminal

device provides an indication of the maximum number of terminals allowed to
be connected to a telephone interface. The termination on an interface may
consist of any combination of devices subject only to the requirement that the
sum of the Ringer Equivalence Numbers of all of the devices does not
exceed 5.

Repairs to certified equipment should be coordinated by a representative
designated by the supplier. Any repairs or alterations made by the user to this
equipment, or equipment malfunctions, may give the telecommunications
company cause to request the user to disconnect the equipment.

Users should ensure for their own protection that the electrical ground
connections of the power utility, telephone lines and internal metallic water
pipe systems, if present, are connected together. This precaution may be
particularly important in rural areas.

CAUTION: Users should not attempt to make such connections

themselves, but should contact the appropriate electric inspection
authority, or electrician, as appropriate.

European Regulatory Information for the Fax Kit option
(Phaser 3635MFP/X only)

Radio Equipment & Telecommunications Terminal Equipment Directive

This Xerox product has been self-certified by Xerox for pan-European single
terminal connection to the analogue public switched telephone network
(PSTN) in accordance with Directive 1999/5/EC.

The product has been designed to work with the national PSTNs and
compatible PBXs of the following countries:

Austria Belgium Bulgaria Cyprus
Czech Republic Denmark Estonia Finland
France Germany Greece Hungary
Iceland Ireland Italy Latvia
Liechtenstein Lithuania Luxembourg Malta
Netherlands Norway Poland Portugal
Romania Slovakia Slovenia Spain

14 Xerox Phaser 3635MFP User Guide

1 Welcome

Sweden Switzerland United Kingdom

In the event of problems, you should contact your local Xerox representative
in the first instance.

This product has been tested to and is compliant with TBR21 or ES 103 021­1/2/3 or ES 203 021-1/2/3, technical specifications for terminal equipme nt for
use on analogue-switched telephone networks in the European Economic
Area.

The product may be configured to be compatible with other country networks.
Please contact your Xerox representative if it needs to be reconnected to
another country's network.

NOTE: Although this product can use either loop disconnect (pulse) or DTMF

(tone) signaling it is recommended that it is set to use DTMF signaling. DTMF
signaling provides reliable and faster call setup. Modification, connection to
external control software or to external control apparatus not authorized by
Xerox, will invalidate its certification.

Illegal Copying

Congress, by statute, has forbidden the copying of the following subjects
under certain circumstances. Penalties of fine or imprisonment may be
imposed on those guilty of making such copies.

• Obligations or Securities of the United States Government, such as:

Certificates of Indebtedness
Coupons from Bonds
Silver Certificates
United States Bonds
Federal Reserve Notes
Certificates of Deposit
National Bank currency
Federal Reserve Bank Notes
Gold Certificates
Treasure Notes
Fractional Notes
Paper money
Bonds and obligations of certain agencies of the government, such as

FHA
Bonds (US Savings Bonds may be photographed only for publicity

purposes in connection with the campaign for the sale of such bonds.)

Xerox Phaser 3635MFP User Guide 15

1Welcome

Internal Revenue Stamps (If it is necessary to copy a legal document on
which there is a cancelled revenue stamp, this may be done p rovided the
reproduction of the document is performed for lawful purposes.)

Postage Stamps, canceled or uncanceled (For philatelic purposes,
postage stamps may be photographed provided the reproduction is black
and white and less than 3/4 or more than 11/2 times the linear dimensions
of the original).

Postal Money Orders
Bills, checks, or drafts for money drawn by or on authorized officers of the

United States
Stamps and other representatives of value, of whatever denomination,

which may be or have been issued under any Act of Congress

• Adjusted compensation Certificates for veterans of the World Wars.

• Obligations or Securities of any foreign government, bank, or corporation.

• Copyrighted material (unless permission of the copyright owner has been
obtained or the copying falls within the “fair use” or library reproduction
provisions of the copyright law). Further information of these provisions
may be obtained from the Copyright Office, Library of Congress,
Washington, DC 20559 (circular R21).

• Certificates of Citizenship or Naturalization (foreign naturalization
certificates may be photographed).

• Passports (foreign passports may be photographed).

• Immigration papers.

• Draft Registration cards.

• Selective Service Induction papers which bear any of the following
information:

Registrant’s earnings or income
Registrant’s dependency status
Registrant’s court record
Registrant’s previous military service
Registrant’s physical or mental condition

NOTE: Exception: US Army and Navy discharge certificates may be

photographed.

• Badges, identification cards, passes or insignias carried by military or
Naval personnel, or by members of the various Federal Departments and
Bureaus, such as the FBI and Treasury (unless the photograph is ordered
by the head of such Department or Bureau).

16 Xerox Phaser 3635MFP User Guide

1 Welcome

WARNING: Copying of the following is also prohibited in certain states:

automobile licences, driver’s licenses, and automobile Certificates of
Title. This list is not all-inclusive. In case of doubt, consult your attorney.

Cyprus Hungary Lithuania Slovakia
Czech Republic Italy Malta Slovenia
Estonia Latvia Poland Spain

Xerox Phaser 3635MFP User Guide 17

1Welcome

Environmental Compliance

USA

Energy Star

As an ENERGY STAR partner, Xerox Corporation has determined that (the
basic configuration of) this product meets the ENERGY STAR guidelines for
energy efficiency.

The ENERGY STAR and ENERGY STAR MARK are registered United States
trademarks.

The ENERGY STAR Office Equipment Program is a team effort between U.S.,
European Union and Japanese governments and the office equipment
industry to promote energy-efficient copiers, printers, fax, multifunction
machine, personal computers, and monitors. Reducing product energy
consumption helps combat smog, acid rain and long-term changes to the
climate by decreasing the emissions that result from generating electricity.

Xerox ENERGY STAR equipment is preset at the factory. Your machine will
be delivered with the timer for switching to Power Save Mode from the last
copy/print out, set at 60 minutes. A more detailed description of this feature
can be found in the Machine Setup Section of this guide.

18 Xerox Phaser 3635MFP User Guide

Product Recycling and Disposal

Professional/Business Environment

Application of this symbol on your equipment is confirmation that you must
dispose of this equipment in compliance with agreed national procedures. In
accordance with European legislation, end of life electrical and electronic
equipment subject to disposal must be managed within agreed procedures.

Domestic/Household Environment

Application of this symbol on your equipment is confirmation that you should
not dispose of the equipment in the normal household waste stream. In

accordance with European legislation, end of life electrical and electronic
equipment subject to disposal must be segregated from household waste.

Private households within EU member states may return used electrical and
electronic equipment to designated collection facilities free of charge. Please
contact your local disposal authority for information.

1 Welcome

In some member states, when you purchase new equipment, your local
retailer may be required to take back your old equipment free of charge.
Please ask you retailer for information.

Prior to disposal, please contact your local dealer or Xerox representative for
end of life takeback information.

North America

Xerox operates a worldwide equipment take back and reuse/recycle program.
Contact your Xerox sales representative (1-800-ASK-XEROX) to determine
whether this Xerox product is part of the program. For more information about
Xerox environmental programs, visit http://www.xerox.com/environment.

If you are managing the disposal of your Xerox product, please note that the
product contains lamp(s) with mercury, and may contain lead, Perchlorate and
other materials whose disposal may be regulated due to environmental
considerations. The presence of these materials is fully consistent with global
regulations applicable at the time that the product was placed on th e market.
For recycling and disposal information, contact your local authorities. In the
United States, you may also refer to the Electronic Industries Alliance web
site: http://www.eiae.org/.

Xerox Phaser 3635MFP User Guide 19

1Welcome

Other Countries

EH&S Contact Information

WARNING: Perchlorate Material - This product may contain one or more

Perchlorate-containing devices, such as batteries. Special handling may
apply, please see http://www.dtsc.ca.gov/hazardouswaste/perchlorate/

Please contact your local waste authorities and request disposal guidance.

For more information on Environment, Health and Safety in relation to this
Xerox product and supplies, please contact the following customer help lines:

USA: 1-800 828-6571
Canada: 1-800 828-6571
Europe: [phone]

Product Safety information for US
www.xerox.com/about-xerox/environment/enus.html

Product Safety information for EU
www.xerox.com/about-xerox/environment/eneu.html

20 Xerox Phaser 3635MFP User Guide

2 Getting Started

Before you use your machine, take some time to familiarize yourself with the various
features and options.

Xerox Phaser 3635MFP User Guide 21

2 Getting Started

Machine Overview

Component Location

Document Feeder, Paper Trays and Output Tray

Document
Feeder

Control Panel

USB Port

Output Tray

Bypass Tray

Document Glass, User Interface and Control Panel

Document
Registration
Point

Convenience
Stapler

Paper Tray 1

Paper Tray 2

Document
Glass / Platen

User Interface (UI) Touch
Screen

22 Xerox Phaser 3635MFP User Guide

Numeric Keypad

Control Panel

Models and Components

Phaser 3635MFP/S Phaser 3635MFP/X

2 Getting Started

50-sheet DADF
Paper Tray 1 & Bypass

Tray
Digital Copying
Network Printing
Scan to E-mail
Embedded Fax
USB Thumbdrive
256 MB Memory

Configuration
500 Sheet Paper Tray 2
Stand
20 Sheet Convenience

Stapler

Standard Standard

Standard Standard

Standard Standard

Standard Standard

Standard Standard

- Standard

Standard Standard

Option Option

Option Option

Option Option

- Standard

Foreign Interface

Option Option

Xerox Phaser 3635MFP User Guide 23

2 Getting Started

Control Panel Overview

Language

ServicesJob Status

Services
Home

Machine Status

Display and
Touch Screen

Dial Pause

Feature Description
Services

Displays the default feature on the touch screen.

Login Help

Cancel Entry Numeric Keypad

Power

Clear All

Interrupt
Printing

Stop

Start

Services Home
Job Status
Machine Status

Display and Touch Screen

Help

Displays the available features on the touch scree n.

Displays job progress information.

Displays the current status of the machine.

Displays and selects all the available programming features,
plus fault clearance procedures and general machine
information.

Accesses additional information.

Language Changes text displayed on the screen to an alternative

language.

Login/out

Numeric Keypad
Cancel Entry

Accesses Tools, used to adjust the defaults of the machine,
and to access locked services.

Use to enter numeric characters.

Press to cancel the entry made on the numeric keypad.

24 Xerox Phaser 3635MFP User Guide

Feature Description

Displays when the machine is in energy saver mode. Touch

Power

any button or the touch screen to wake up the machine.
Touching the power button will bring up energy saver options
on the touch screen.

2 Getting Started

Clear All (AC)
Interrupt Printing
Stop
Start

Dial Pause

Press to reset to normal feature defaults.

Press to insert a local job.

Press to cancel current job.

Press to begin local job.

Enters a pause in a telephone number when transmitting a
fax.

Powering on the Machine

The On/Off switch and the power outlet are at the rear of the machine.

1. Connect the AC Power Cord to the machine and a power outlet. The

power cord must be plugged into a grounded power socket.

2. Press the ON/OFF switch

to the ON (I) position.

3. To power OFF, press the

ON/OFF switch again to
the (O) position.

ON/OFF
switch

AC Power
Outlet

Xerox Phaser 3635MFP User Guide 25

2 Getting Started

Loading Paper

 An additional paper

tray is available as an
option. The instructions
for loading all paper
trays are the same.

1. Carefully pull open the paper tray.

Rear Guide
N.b. This is the max
fill line for 20lb or
less paper

Side Guides

Maximum Fill Line
N.b. This is the max fill line for
20lb-28lb (80 g/m² - 105 g/
m²) paper

NOTE: Take care not to let the tray fall when removing it from the device.

2. Fan the paper and insert it into the tray. Do not fill above the top edge of

the rear guide for up to 20lb (80
20 - 28lb (80 - 105

g/m²) paper.

g/m²) paper OR the Maximum Fill line for

3. If necessary, open the back of the paper tray to allow for paper sizes

such as Legal, Oficio and Folio.

26 Xerox Phaser 3635MFP User Guide

2 Getting Started

4. Move the guides so they just touch the paper stack. The guides must

lightly touch the edge of the stack, neither too tight nor too loose.

5. Close the tray.

6. Follow the instructions on the Touch Screen to confirm the stock size,

type and color.

NOTE: For more information on loading paper, please refer to Loading the

Paper Trays in the Paper and other Media chapter on page 155.

Xerox Phaser 3635MFP User Guide 27

2 Getting Started

Login /Out

The System Administrator may choose to enable certain local and network
authentication and accounting features which require the users to
authenticate themselves before using the device. Contact your System
Administrator for more information. For more information on authentication
and accounting features, such as Network Accounting, refer to Accounting on
page 187.

1. When Network Accounting has been enabled, enter a valid User ID and

Account ID and select Enter.

2. Complete your job.

3. To Log Off, select the Login/Out button on the touch screen.

28 Xerox Phaser 3635MFP User Guide

Machine Status

The Machine Status feature displays the following:

• Machine Information

• Faults

• Service Information

Select the Machine Status button to the left of the User Interface.

Machine Status
button

2 Getting Started

Machine Information

The Machine Information tab displays the following information:

Serial Number Serial number of machine. Use this when contacting Xerox support.

Xerox Phaser 3635MFP User Guide 29

2 Getting Started

Machine Details Select the Machine Details button to view useful information set by the System

Administrator:

• Customer Support details

• Supplies telephone number

• Machine serial number

• Customer asset tag number

• Xerox asset tag number

• System Software Version

For information on how to set up this screen, refer to Customer Support and

Supplies Numbers in the Setups chapter on page 194.

The Machine Details screen also shows:
Machine Hardware Options Configuration: This screen displays which

hardware options, e.g. paper trays, finisher, fax, etc are installed on the
machine.

Machine Software Version: This screen displays the current software
versions of features such as the main controller, image output terminal, user
interface and tray firmware.

Paper Tray Status Displays the following information about each paper tray:

Status

• Size, e.g. A4 (as preset by the System Administrator)

• Type, e.g. punched, plain (as preset by the System Administrator)

• Color (as preset by the System Administrator)

Usage Counters Displays overall total of images made. It also displays the number of images

made by each machine feature:

•Copy

•Print

• Fax

•E-mail

• Network Scanning

• Total Impressions

Information Pages Allows the user to print the following reports:

Report Description

Call For Assistance Displays the error and fault log for the machine.

30 Xerox Phaser 3635MFP User Guide

2 Getting Started

Report Description

Help List Displays a list of control panel buttons, factory

defaults and available options.

Error Messages Displays machine error list.
Last 40 Error Messages Displays 40 most recent machine error messages.
System Configuration Displays the current hardware and software

configuration of the machine.

E-mail Send Displays list of E-mail transmissions.
User Authentication Displays User login ids and addresses.
Local Address Book

Members
Group Address Book

Members
All Above Reports Prints all the reports listed above.
Fax Phone Book Displays stored numbers in the Speed Dial List, the

Fax Confirmation Displays confirmation of Fax completion status, e.g.

Fax Transmission Displays the last 50 faxes sent by the machine.
Fax Receive Displays the last 50 fax jobs received on the

Fax Broadcast Reports on the success or failure of a specific fax job

Fax Protocol Displays low level communication details for the last

Fax Multipoll Reports on the success or failure of a specific polling

Displays numbers stored in the Local Address Book.

Displays numbers stored in the Group Address Book

Group Dial List and Mailboxes.

CP: completed, FA: Fail, TS: Terminated by System.

machine.

which includes more than one destination.

fax transmitted or received.

fax job which includes more than one destination.

Junk Fax List Displays the fax numbers defined as junk fax

numbers by the System Administrator.

Pending Jobs Displays the fax jobs in the machine’s memory

waiting to be sent or printed. This report also gives a
percentage of available memory on the machine.

Fax Options Lists current Fax Option settings, e.g. ring volume,

redial count, date format, etc.

Xerox Phaser 3635MFP User Guide 31

2 Getting Started

Faults

The Faults tab displays information on machine errors and faults.

All Faults Displays the fault description and instructions on how to resolve the fault.

Active Messages Displays the list of active error messages.

Event Log Displays all fault messages and when they occurred. The fault messages can

be ordered by time or by error code.

32 Xerox Phaser 3635MFP User Guide

Service Information

The Services Information tab displays the current status of customer
replaceable and engineer replaceable consumables.

2 Getting Started

Print Cartridge Displays the remaining percentage of toner life.

Fuser Displays the number of images made with the current fuser.

Tray(s) Feed Roller Displays the number of images made with the current tray rollers.

Bias Transfer Roll

(BTR)

Displays the number of images made with the current BTR.

Select the Services button to the left of the User Interface to return to the
Services default screen.

Supplies

Displays the supplies notification message settings and counters.

Tools

Allows access to the Tools menu to configure the device settings.

Xerox Phaser 3635MFP User Guide 33

2 Getting Started

Customizing Your Machine

Your machine can be customized to suit your working environment and
practices. The Tools menu enables your System or Machine Administrator to
set-up, customize and maintain the machine.

After your machine is installed, it is recommended that the settings and
options are customized to fully meet the requirements of the Users. Please
discuss your requirements with your System or Machine Administrator to
ensure you get optimum performance from your machine.

The Tools facility is accessed using the Log In/Out button on the control
panel. Some of the settings within Tools are critical to the operation of the
machine, therefore the screens are password protected so they cannot be
accidentally changed or corrupted.

For full instructions on accessing and customizing your machine, refer to

Setups chapter on page 165.

The Tools menu options include:

Device Settings
Paper Tray Management
User Interface
Connectivity and Network Setup
Accounting
Security Settings

34 Xerox Phaser 3635MFP User Guide

For Further Assistance

2 Getting Started

Access the Online

Help:

For additional Help If you need any additional help on using your machine you can:

Press Help at any time to access the online help screens. Messages, screen
instructions and graphics provide additional information.

1) Refer to the Quick Use Guide or the System Administration CD,
contained in the CD Pack delivered with your machine.

2) Contact your System and/or Machine Administrator.

3) Visit our Customer Web Site at www.xerox.com or contact the Xerox
Welcome and Support Centre quoting the machine serial number.
Press the Machine Status button on the control panel.

NOTE: The serial number can also be found at the rear of the machine.

Xerox Phaser 3635MFP User Guide 35

2 Getting Started

36 Xerox Phaser 3635MFP User Guide

3 Copy

This chapter contains information on the copy screen and the copy features available.

Xerox Phaser 3635MFP User Guide 37

3Copy

Copy Procedure

This section describes the basic procedure for making copies. Follow the
steps below.

Load the Documents – page 38
Select the Features – page 39
Enter the Quantity – page 41
Start the Copy Job – page 41
Job Status Screen – page 41
Stop the Copy Job – page 43

NOTE: If an authentication feature is enabled, you may need an account

before using the device. To get an account, or for more information, contact
the System Administrator.

1 Load the Documents

You can load the documents to be copied either on the Document Glass or
through the Document Feeder.

For information on setting up the paper trays, refer to Setting up Paper Trays

in the Setups chapter on page 178.

Document Feeder:

The following steps explain how to load documents using the document
feeder:

1. Before loading the documents into the document feeder, ensure they are

in good condition and remove all staples and paper clips.

2. Insert the documents neatly into

the document feeder , face up. The
first page should be on top with
the headings towards the left of
the machine.

38 Xerox Phaser 3635MFP User Guide

3Copy

 Up to 50 sheets of 20

lb (80 g/m²
be loaded. Weight ranges
from 12.5 lb to 28 lb (50 ­120 g/m²
Specifications in the
Specifications chapter on
page 204 for full Document
Feeder Specifications.

) bond paper can

) - refer to Machine

3. Place the stack in between the guides aligning the left edge with the

document feeder tray, and position the guides to just touch the edge of
the documents.

4. When Paper Supply is set to Auto, the machine automatically select s an

appropriate tray.

Document Glass:

The following steps explain how to load documents using the document glass:

1. Raise the document feeder.

Registration
Arrow

2. Place the document face down on the document glass, aligned with the

tip of the registration arrow near the top left of the document glass.

3. Lower the document feeder.

2 Select the Features

By default, the Copy screen is the first screen displayed on the machine. If the
screen displays Job Status or Machine Status, press the Services Home
button. If the touch screen displays other options like Fa x or E-mail, press the
Services Home button and select Copy from the displayed items.

Various copy features can be selected for your copy job. The most common
features are displayed on the Copy screen.

Xerox Phaser 3635MFP User Guide 39

3Copy

1. Press the Services Home button on the control panel.

Services Home
button

2. Select Copy on the touch screen. Ensure that the Copy screen is

displayed.

3. Press the Clear All button once on the control panel to cancel any

previous selections. The control panel returns to the default en try screen.

4. Select the button for the feature required.

Feature Description

Copy

Image Quality

Layout Adjustment

Output Format

40 Xerox Phaser 3635MFP User Guide

Use this tab to select the standard options for a copy
job, e.g. reduce/enlarge, 2 sided copying, etc.

Use this tab to adjust the appearance of the copy output,
e.g. lighten/darken, background sup p re ssio n, etc.

Use this tab to adjust the layout of the copy output, e.g.
original size, edge erase, etc.

Use this tab to produce different options for the finished
output, e.g. booklet creation, covers, etc.

If necessary, press one of the tabs and configure the copy settings. For
information on the individual tabs, refer to the following:

Basic Copying - page 45
Image Quality - page 48
Layout Adjustment - page 50
Output Format- page 54

3 Enter the Quantity

The maximum copy quantity is 999.
Use the numeric keypad on the control panel to enter the number of copies

required. The number entered is displayed in the upper right-hand corner of
the screen.

NOTE: To cancel an incorrect entry, press the Clear C button and enter the

correct quantity.

3Copy

4 Start the Copy Job

Press the Start button. Each document is scanned only once. The number of
copies requested is displayed in the upper right-hand corner of the screen.

5 Job Status Screen

1. Press the Job Status button on the control panel to display the Job

Status screen.

Xerox Phaser 3635MFP User Guide 41

3Copy

The default Job Status screen displays all active jobs, including the queued
copy job.

2. Select from one of the following options:

Queue Description

All Jobs Displays all queued jobs.
Copy, Print and Fax

Receiving Jobs
Scan and Fax Send Jobs Displays all active scan and fax send jobs.

Displays all active copy, print and fax receiving
jobs.

3. Select the required job to view the Progress of Your Job screen. The

Progress of Your Job screen displays the number of originals scanned

and the number of images completed so far.

42 Xerox Phaser 3635MFP User Guide

3Copy

• The Delete button allows the user to delete the selected job from the active
job queue.

The Job Details button displays information such as owner, status, job type,
time submitted, etc.

4. Select Close to return to the Progress of Your Job screen. For

information on how to set the Default View, refer to Job Status Default in
the Setups chapter on page 182.

6 Stop the Copy Job

Follow the steps below to manually cancel an activated copy job.

1) Press the Stop button on the control panel to cancel the current copy
job.

2) To cancel a queued job press the Job Status button on the control
panel to display the Incomplete Printing Jobs screen.

3) Select the appropriate job from the queue to view the Progress of

your Job screen.

Xerox Phaser 3635MFP User Guide 43

3Copy

4) Select Delete from the Job Commands list.

5) Select Confirm to delete the job or Cancel to return to previous
screen.

44 Xerox Phaser 3635MFP User Guide

Copy

Copy Tab

3Copy

The tabs available for selecting the various Copy features are:

1) Copy

2) Image Quality

3) Layout Adjustment

4) Output Format

Depending on the options enabled and how your machine has been
configured, you may have to press the Services Home button and Copy to
display the Copy feature tabs.

The Copy tab is the default Copy screen. Use this tab to select the standard
options for a copy job.

The options can be selected by touching the appropriate button in each
column.

To view all the choices for each option, select the More... button.

Reduce/Enlarge

Using this option, originals can be reduced or enlarged between 25% and
400%.

100%: Produces an image on the copies the same size as the image on the
original.

Auto%: Proportionally reduces or enlarges the image on the copies based on
the size of the original and the size of the selected output paper.

Xerox Phaser 3635MFP User Guide 45

3Copy

Preset Options: The most commonly used reduce/enlarge percentages have
been provided as preset options. These preset options can be customized by
your System or Machine Administrator to meet individual needs.

Press the More... button to display all the Reduce/Enlarge options. Select a
custom percentage of reduction or enlargement required. Use the up/down

scroll buttons to adjust the reduce/enlarge percentage, in 1% increments.

Paper Supply

Use the Paper Supply options to select a paper tray for the copy job.
Auto Select: With this option selected, the machine chooses the correct

paper for the copy job based on the size of the originals being scanned.

 T ray 1 & 2 hold 520

sheets of 20lb paper.
Weight ranges from 60­105 g/sm. Sizes range
from A4(SEF) to Legal.

Tray 1: Use this option to select the paper loaded in Tray 1.
Tray 2 (Optional): Use this option to select the paper loaded in Tray 2.
Bypass Tray: Use this option when feeding individual types of stock, for

example letterhead or labels for one-off jobs. The Bypass Tray hold s up to 50
sheets of Universal 20lb (Xerox 4200) paper or up to 5 transparency sheets or
up to 5 envelopes.

For more information, refer to Media Specifications in the Paper and other

Media chapter on page 163.

46 Xerox Phaser 3635MFP User Guide

3Copy

2-Sided Copying

Double-sided copies can be made automatically from one or two-sided
originals.

1 1 Sided: Use this option for 1 sided originals when 1 sided copies are
required.

1 2 Sided: Use this option for 1 sided originals when 2 sided copies are
required.

1 2 Sided, Rotate Side 2: This option produces 2-sided copies from 1 sided
originals and rotates 180 degrees every second side image. Use this option to
create documents which can be read in a “head to toe” manner, for example
a calendar.

2 2 Sided: Use this option for 2 sided originals when 2 sided copies are
required.

2 1 Sided: Use this option for 2 sided originals when 1 sided copies are
required.

2 1 Sided, Rotate Side 2: This option produces 1 sided copies from 2 sided
originals and rotates 180 degrees every second side image. The “read”
orientation for this option varies depending on the input originals. For example,
if “head to head” orientation originals are scanned, the output will be “head to
toe”. If “head to toe” orientation originals are scanned, the output produced will
be “head to head”.

2 2 Sided, Rotate Side 2: This option produces 2 sided copies from 2 sided
originals and rotates 180 degrees every second sided image.

Output

Output is used to select the finishing requirements for the job. T he options will
depend on the finishing output device installed.

Collated: Select Collated for output stacked in sets to match the sequence of
the originals, i.e. (1,2,3 / 1,2,3).

Uncollated: Select Uncollated for output sorted into stacks of individual
pages, i.e. (1,1,1 / 2,2,2 / 3,3,3).

Xerox Phaser 3635MFP User Guide 47

3Copy

Image Quality

The Image Quality tab provides copy features used for adjusting the
appearance of the copy output.

Touch any of the top level buttons to select a feature. To view all the options
for a feature, select the option required. Multiple options can be selected for
each copy job if required.

Original Type

Use this feature to enhance the quality of your output.
The Original Type option is used to enhance the copy quality of the output

based on the type of original being scanned.

Type Description
Text

Photo

Photo and Text

Use for originals containing text or line art.

Use for continuous tone photographs or printed
half-tone originals.

Use for high quality lithographic images or
continuous tone photos with text and/or graphics.

Lighten / Darken

Adjusts the lightness or darkness of the output. To darken the output, select
the scroll down button. To lighten the output, select the scroll up button.

48 Xerox Phaser 3635MFP User Guide

3Copy

Background Suppression

Use to automatically reduce or eliminate the dark background resulting from
copying colored paper or newspaper originals.

Xerox Phaser 3635MFP User Guide 49

3Copy

Layout Adjustment

The Layout Adjustment tab provides copy features used for adjusting the
layout of the copy output.

Book Copying

Use when copying bound documents and books. Place the original document
at the back, center of the document glass. If the document is too thick, lift the
machine cover off the hinges slightly and then re-close the cover.

Off: Use to deactivate the feature

.

Left Page: Use to scan and copy the left page of a bound document.
Right Page: Use to scan and copy the right page of a bound document.

50 Xerox Phaser 3635MFP User Guide

3Copy

Both Pages: Use to scan and copy both pages of a bound document.
Book Binding and Edges Erase: Use to erase shadows of a binding or book

edge from the left and right edge of the document.

Original Size

Use this option to program the size of the originals being scanned or enable
the machine to recognize the size of the originals.

Auto Detect: Use this option to allow the machine to automatically recognize
the size of the originals being fed through the document feeder.

NOTE: Auto Detect is only available when there are originals detected on

DADF.
Preset Scan Areas: Use this option to specify the dimensions of the

document scanning region when scanning from the document glass. There
are several standard size dimensions that correspond to common document
sizes and orientations.

Custom Scan Areas: Use this option to manually adjust the scanning
dimensions using the scroll buttons.

Mixed Size Originals: Use this feature to copy a document containing mixed
size originals. The originals must be the same width, for example 8.5 x 11"
and 8.5 x 14". Load documents in the document feeder when using this
feature.

Xerox Phaser 3635MFP User Guide 51

3Copy

Edge Erase

Use this feature to “refresh” the quality of an original that has become torn or
frayed at the edges, or that has hole punch, staple or other marks.

All Edges (minimum): Erases equal amounts on all edges of the copies
(minimum 0.04").

All Edges (maximum): Erases equal amounts on all edges of the copies
(maximum 0.24").

Small Original Erase: Use to erase 0.24" (6 mm) from the edge of the
document when the original is smaller than the selected copy paper size.

Hole Punch Erase: Use to erase hole punch marks from the left and right
edge of the document.

52 Xerox Phaser 3635MFP User Guide

3Copy

Image Shift

This feature enables the position of the image on the page to be adjusted.

Off: The image position is not adjusted.
Auto Center: Automatically centres the scanned image on the output paper.
Margin Shift: Creates a binding edge for the document. The image can be

adjusted up or down on the page or shifted to the right or left. Use the up/
down and left/right scroll buttons to adjust the amount of shift. The image can

be shifted between 0 and 0.80", in 0.1" increments.

Xerox Phaser 3635MFP User Guide 53

3Copy

Output Format

The Output Format tab is used to produce different options for the finished
output.

Booklet Creation

Use this feature to create booklets from a sequential set of either single-sided
or double-sided originals. The machine prints 2-sided automatically, which,
when folded, produces a booklet with all the pages in the correct sequence.
The machine will also reduce and correctly position each image to fit on the
selected paper.

54 Xerox Phaser 3635MFP User Guide

3Copy

NOTE: Feed the originals from the document feeder, and ensure that the

Original Size settings on the Image Adjustment tab is set to Auto-detect.

Off: The feature is switched off.
On: Use this option to enable the Booklet Creation feature. There are two

further options available, when Booklet Creation is enabled.

Option Description
1 Sided Originals
2 Sided Originals

Select this option if the originals are single-sided.

Select this option if the originals are double-sided.

Covers

Use this feature to automatically add covers to your copied set using stock
taken from a different tray than the copies. Covers must be the same size and
orientation as the main body of the job.

No Covers: The feature is switched off.
Front Only: Use this option to add a front cover to the copies.
Back Only: Use this option to add a back cover to the copies.
Front and Back: Use this option to add both a front and back cover to the

copies.

Transparency Separators

Use this feature to add either a blank or printed divider between each
transparency within a set. Always load transparencies in the Bypass Tray.

Xerox Phaser 3635MFP User Guide 55

3Copy

Transparency jobs will be delivered single-sided, and collated with no
finishing. The quantity can only be set to 1 for this feature.

Transparency Supply: Select this button to specify the tray from which the
machine needs to use the transparency stock.

Separator Supply: Select this button to specify the tray from which the
machine needs to use the separator stock.

Page Layout

This feature is used to copy two or more documents, in a reduced size, onto
one sheet of paper. It is ideal for creating handouts, storyboards or documents
used for archival purposes.

NOTE: Originals must be loaded in the document feeder when using this

feature.

56 Xerox Phaser 3635MFP User Guide

3Copy

1 Page Up: Copies an original onto one sheet of paper.
2 Pages Up: Copies two separate originals onto one sheet of paper.
4 Pages Up: Copies four separate originals onto one sheet of paper.

NOTE: For landscape originals, place the top of the document at the back of

the feeder. For portrait originals, place the top of the document to the left.

Store Job

Use this feature to store files and job settings.

Off: The feature is switched off.
Copy & Save: Use this option to copy the original documents and store in the

device memory for retrieval later.

NOTE: Save Only: Store the originals in the device memory for retrieval later.

No hard copy output is produced.

Xerox Phaser 3635MFP User Guide 57

3Copy

ID Card Copy

Use this feature to copy both sides of an ID document, e.g. a driver’s license,
onto one side of paper.

1. Select Services Home to display the Services Home screen.

2. Select ID Card Copy to display the ID Card Copy screen.

3. Configure the output to improve the quality of the copy.

Paper Supply: Use the Paper Supply options to select a paper tray for the
copy job.

Lighten / Darken: Adjusts the lightness or darkness of the output. To
darken the output, select the scroll down button. To lighten the output,
select the scroll up button.

Background Suppression: Use to automatically reduce or eliminate the
dark background resulting from copying colored backgrounds.

4. Place one corner of the ID card into the back left-hand corner of the

document glass.

5. Press Start to copy side 1.

6. Turn the ID card over to scan the second side.

7. Press Start to copy side 2. Both sides of the ID card print on the same

side of the output copy.

58 Xerox Phaser 3635MFP User Guide

4 Fax

The Fax feature may not be available on your machine, depending on your
configuration. There are two types of Fax service - Embedded Fax and Server Fax.
Although both fax services can be installed, only one fax service can be enabled.

Your System Administrator will set up the default fax service. This chapter contains
information about the options available within both fax services.

NOTE: Embedded Fax is the default service when both fax services are installed.

Embedded Fax

Once enabled on your machine, you will be able to transmit and receive hard copy fax
jobs over the telephone network directly to and from another fax machine. Your images
are sent from your machine directly to the fax number entered. This type of fax travels
over normal telephone lines and will therefore be charged at telephone rates.

Server Fax

Once enabled on your machine, you will be able to transmit and receive hard copy
faxes without a dedicated telephone line on the machine. Your images are sent from
your machine, via your network, to a fax server which forwards them on to the fax
number you entered.

Access to the Fax features is gained using the Services Home button on the touch
screen and Fax to display the Fax feature tabs.

Xerox Phaser 3635MFP User Guide 59

4Fax

Fax Procedure

This section describes the basic procedure for sending faxes. Follow the steps
below.

Load the Documents – page 60
Select the Features – page 61
Color Faxing – page 63
Dial the Number - page 64
Start the Fax Job – page 64
Job Status Screen – page 64
Stop the Fax Job – page 64

NOTE: If the authentication feature is enabled, you may need an account

number before using the machine. To get an account number, or for more
information, contact the System Administrator.

1 Load the Documents

You can load the documents to be faxed either on the Document Glass or
through the Document Feeder.

For information on setting up the paper trays, refer to Setting up Paper Trays
in the Setups chapter on page 178.

Document Feeder:

The following steps explain how to load documents using the document
feeder:

1. Before loading the documents into the document feeder, ensure they are

in good condition and remove all staples and paper clips.

2. Insert the documents neatly into

the document feeder , face up. The
first page should be on top with
the headings towards the left of
the machine.

60 Xerox Phaser 3635MFP User Guide

4Fax

 Up to 50 sheets of 20

lb (80 g/m²
be loaded. Weight ranges
from 12.5 lb to 28 lb (50 ­120 g/m²
Specifications in the
Specifications chapter on
page 204 for full Document
Feeder Specifications.

) bond paper can

) - refer to Machine

3. Place the stack in between the guides aligning the left edge with the

document feeder tray, and position the guides to just touch the edge of
the documents.

4. When Paper Supply is set to Auto, the machine automatically select s an

appropriate tray.

Document Glass:

The following steps explain how to load documents using the document glass:

1. Raise the document feeder.

Registration
Arrow

2. Place the document face down on the document glass, aligned with the

tip of the registration arrow near the top left of the document glass.

3. Lower the document feeder.

2 Select the Features

If the screen displays Job Status or Machine Status, press the Services
Home button. If the touch screen displays other options, e.g. E-mail, select
Services Home and select Fax from the displayed items.

Various fax features can be selected for your fax job. The most common
features are displayed on the Fax screen.

NOTE: The Fax screen is not the same for Embedded and Server Fax.

Embedded Fax has more features than Server Fax.

Xerox Phaser 3635MFP User Guide 61

4Fax

1. Press the Services Home button on the control panel.

Services Home
button

2. Select Fax on the touch screen. Ensure that the Fax screen is displayed

NOTE: The image below shows the Embedded Fax screen.

3. Press the Clear All button once on the control panel to cancel any

previous selections, if needed. The control panel returns to the default
Entry screen.

4. Select the button for the feature required.

Embedded Fax

Feature Description

Basic Faxing

Image Quality

62 Xerox Phaser 3635MFP User Guide

Use this tab to select the standard options for a fax job,
e.g. dial options, resolution, sides scanned, etc.

Use this tab to adjust the appearance of the copy output,
e.g. image quality, etc.

Feature Description

4Fax

Server Fax

Layout Adjustment

Fax Options

Use this tab to adjust the layout of the copy output, e.g.
original size, edge erase, etc.

Use this tab to access the advance fax features, e.g.
reports, mailboxes, poll settings, etc.

If necessary, press one of the tabs and configure the fax settings. For
information on the individual tabs, refer to the following:

• Embedded Fax on page 66.

• Embedded Fax Image Quality on page 71.

• Embedded Fax Layout Adjustment on page 73.

• Embedded Fax Options on page 74.

Feature Description

Basic Faxing

Image Quality

Use this tab to select the standard options for a fax job,
e.g. dial options, resolution, sides scanned, etc.

Use this tab to adjust the appearance of the copy output,
e.g. image quality, color mode, etc.

Layout Adjustment

Fax Options

If necessary, press one of the tabs and configure the fax settings. For
information on the individual tabs, refer to the following:

• Server Fax on page 80.

• Server Fax Image Quality on page 81.

• Server Fax Layout Adjustment on page 82.

• Server Fax Options on page 83.

3 Color Faxing

NOTE: Color Faxing is only available with Embedded Fax.

Follow the steps below to send a color fax job.

1. For color faxing, select Color Mode on the Image Quality tab.

2. Select Full Color, then Save to confirm the settings.

Use this tab to adjust the layout of the copy output, i.e.
original size.

Use this tab to access the Delay Send features.

Xerox Phaser 3635MFP User Guide 63

4Fax

4 Dial the Number

Select a dialing option to enter the fax number.

Option Description

Keypad Dial

Manual Dial

Speed Dial

Redial

Send List

For more information on dialing options, refer to Dialing Options in the Fax
chapter on page 66.

5 Start the Fax Job

Press the Start button. The machine scans the originals, dials the entered
number and attempts to connect with the remote fax machine. Once
connected, the local machine sends the fax job. To print a confirmation or error
report, refer to Fax Report in the Setups chapter on page 176.

Use this option to enter the number using the
numeric keypad.

Allows you to get the dial tone before ente ring the fax
number.

Quickly select stored numbers from the Individual
Directory/Address Book.

Allows you to place a call to the last number or list of
numbers dialed.

Used for multiple destinations.

6 Job Status Screen

To follow the progress of your fax
job, press the Job Status button
on the control panel to display the
Job Status screen.

The default Job Status screen
displays all incomplete jobs,
including the queued fax job. If
there are no incomplete jobs in
progress, the message “No
Active Jobs” is displayed. For
more information on the Job

Status screen, refer to Job Status
Screen in the Copy chapter on
page 41.

7 Stop the Fax Job

Follow the steps below to manually cancel an activated fax job.

64 Xerox Phaser 3635MFP User Guide

4Fax

1. Press the Stop button on the control panel to cancel the current fax job.

2. To cancel a queued job press the Job Status button on the control panel

to display the Active Jobs screen.

3. Select the appropriate job from the queue to view the Progress of your

Job screen.

4. Select Delete from the Job Commands list.

5. Select Confirm to delete the job or Cancel to return to previous screen.

Xerox Phaser 3635MFP User Guide 65

4Fax

Embedded Fax

Use the options available on the Fax tab to enter the recipient telephone
number and to select the standard features for your fax job.

Dialing Options

Use the Dialing Options to enter the destination fax number or numbers for the
fax job. Individual fax numbers can be entered using the keypad or an
attached telephone handset, using the Speed Dial function or selected from
the Directory.

The Directory is a listing of Individual or Group numbers which have been
previously set up and stored. The Directory is accessible when the Send List
option is selected. Individual numbers can also be accessed from the
Directory using the Speed Dial function.

Keypad Dial Use this option to enter the number using the numeric keypad. The number

entered appears in the fax window. If an incorrect entry is made, use the C
button to delete the number and then enter the correct number.

Use the Keypad Dial option to return to using the keypad to enter fax numbers
after using alternative methods.

Manual Dial Allows you to get the dial tone before entering the fax number. Used when

sharing a fax and phone line. The Manual Dial mode must be used for color
faxing.

66 Xerox Phaser 3635MFP User Guide

Manual Receive Allows you to receive a fax if a handset is attached.

Speed Dial Speed Dial numbers are automatically created when a fax number is stored in

the Individual Directory. Using the Speed Dial number saves time typing the
complete fax destination number. To use Speed Dial, enter the 3 digit Speed
Dial number required.

To find out the Speed Dial number for an entry in the Individual Directory,
select the Send List option and scroll through the Individual Directory to view
the numbers assigned.

Redial Redial allows you to place a call to the last number or list of numbers dialed.

Send List The Send List is used when the fax is being sent to multiple destinations. Fax

numbers can be entered into the Send List manually using the keypad, using
Speed Dial or by using the Address Book. The Address Book stores and
displays the fax recipient details. Information includes the recipient’s name,
fax number and transmission preferences, as well as the resolution and
communication mode. Individual and Group entries are stored in the Directory.

The Current Send List displays a list of all the recipients for the fax. The list
holds up to 200 locations (46 digits allowed per entry).

To send a fax to multiple destinations, the Send List option is used.
Destination numbers for the fax can be added to the Current Send List using
any of the dialing methods available.

4Fax

Dialing Characters Special dialing characters can be added to your fax number using the Dialing

Characters option. Dialing characters are special characters used for

entering fax numbers. They are entered as part of the telephone number.

Character Description

Gives the machine time to switch from an inside line to

Pause [,]

Private Data
Delimiter [/]

Pulse to Tone
Switch [:]

an outside line during automatic dialing. For charge
code numbers, enter a pause after the fax number but
before the charge code number.

Protects confidential information. For example, if a
special charge code or credit card number is required
for a call. The / character should be selected before and
after entering confidential numbers. The numbers and
characters entered between this character will appear
as asterisks (*).

Used to switch from pulse dialing to DTMF (tone or one­touch) dialing. After switching from pulse to tone, you
cannot switch back to the original mode during the fax
procedure.

Xerox Phaser 3635MFP User Guide 67

4Fax

To select the required character:

1. Enter the fax number via the hard keypad to the right of the touch screen.

2. If required, select a Dialing Character from the touch screen.

3. Select the Add Character button.

4. Repeat as necessary and select the Save button when complete.

5. Press the Start button to send the fax.

Address Book

The Address Book contains a list of addresses, numbers and details that are
relevant to your company and/or you. Use the up/down scroll buttons to
locate the recipient. Highlight the recipient in the list and select the Add to
Recipients button. Continue this process until you have added all the required
recipients. On completion select the Done button. The entered e-mail
addresses will be shown in the Recipients list.

Address Book Setup

 This feature saves

time when sending faxes
to frequently used
destinations.

Address Book

Setup

Use this feature to store destination names, fax numbers and transmission
settings in your device. Entries stored here will be available for selection within
the Send List feature on the Fax tab. Dialing Groups can also be set up,
comprising of many individual entries.

From the Fax tab, select the Address Book button to create a new Individual
Directory entry, or to edit an existing one:

1. From the Individual Directory Setup screen, enter a Directory number or

select one from the directory list.

2. Select the Edit button.

3. Touch the Entry Name field and enter the Directory name (maximum of

20 characters).

4. Select the Save button to confirm entries.

5. Touch the Fax Number field and enter the fax number (including any

Dialing Characters) using the number keypad.

6. Select the Save button to confirm entries.

7. Select the Save button again to save your entry to the Directory and

return to the Setup screen. You can save up to 200 entries.

68 Xerox Phaser 3635MFP User Guide

4Fax

Group Directory

Setup

From the Fax tab, select the Address Book button to create a new Group
Directory entry, or to edit an existing one:

1. Select Groups from the drop-down menu.

2. From the Group Directory Setup screen, enter a Directory number or

select one from the directory list.

3. Select the Edit button.

4. Touch the Group Name field and enter a unique Group number

(maximum 20 characters).

5. Select the Save button to confirm entry.

6. Select the Add Recipients button.

7. Select the required entry from Individual Directory to add to your Group.

Either choose from the list, using the scroll buttons, or key in the
Directory Location number using the keypad.

8. Select the Add to Group button to add the Individual number to the

Group. Continue selecting and adding as required.

9. Select the Save button to save your entries and return to the Setup

screen.

2-Sided Scanning

This is used to specify whether the originals are single-sided or two-sided.

1 Sided: Use this option for originals that are printed on one side only.
2 Sided: Use this option for originals that are printed on both sides.
2 Sided - Rotate Side 2: Use this option for originals that are prin ted on both

sides and the second side has been rotated. For example , if you are scanning
a calendar which uses a “head to toe” format.

Original Type

NOTE: Original Type is only available with Embedded Fax.

Use this option to enhance the quality of the fax based on the type of orig inal
being scanned.

The options available are:

Option Description
Text

Photo and Text

Use for originals containing text or line art.

Use for high quality lithographic images or continuous tone
photos with text.

Photo

Xerox Phaser 3635MFP User Guide 69

Use for continuous tone photographs.

4Fax

Resolution

The Resolution affects the appearance of the fax at the receiving fax t erminal.
A higher resolution produces better quality for photos. However, a lower
resolution reduces communication time.

Standard 200 x 100 dpi - Recommended for text documents. It requires less
communication time, but does not produce the best image quality for graphics
and photos.

Fine 200 x 200 dpi - Recommended for line art and photos. This is the default
resolution and the best choice in most cases.

NOTE: SuperFine resolution is only available with Embedded Fax.

SuperFine 400 x 400 dpi - Recommended for average quality photos and

graphics. It produces good quality images and a smaller file size than the
600x600 resolution.

SuperFine 600 x 600 dpi - Recommended for use with high quality pho tos and

graphics. It produces the largest image file size, but delivers the best image
quality.

70 Xerox Phaser 3635MFP User Guide

Embedded Fax Image Quality

The Image Quality tab contains options that help you to enhance the
appearance and style of your faxed document.

4Fax

Lighten / Darken

Adjusts the lightness or darkness of the fax. To darken the fax, select the

scroll down button. To lighten the fax, select the scroll up button.

Background Suppression

Use to automatically reduce or eliminate the dark background resulting from
scanning colored paper or newspaper originals. Background Suppression is
on by default.

NOTE: Background Suppression is disabled if the Original Type is Photo.

When Off is selected, Background Suppression is deactivated.

Color Mode

Use to transmit the fax in mono or color.

Option Description
Black & White
Full Color

Transmits a Black & White image.

Transmits a Color image.

Xerox Phaser 3635MFP User Guide 71

4Fax

Select the Save button to confirm Color Mode selection.

NOTE: The receiving device must support color faxing for incoming jobs to

receive fax jobs in color.

72 Xerox Phaser 3635MFP User Guide

Embedded Fax Layout Adjustment

The Layout Adjustment tab contains the Fax Sending Features allowing you
to set the Priority Send options.

4Fax

Original Size

Use this option to select the size of the originals being scanned. The machine
can determine the size of the originals automatically, or a size can be entered
manually.

Option Description

Auto-Detect

Presets

Custom Size

Mixed Size Originals

Use this option to allow the machine to
determine the size of the originals being fed
through the document feeder.

Presets allow you to quickly define scan area
using standard paper size dimensions.
There are several dimensions that correspond to
common document sizes and orientations.

Custom Size allows you to enter a non-standard
size for your documents.

Mixed Sized Originals allow you to scan originals
of different sizes at one time without any
additional user intervention.

Xerox Phaser 3635MFP User Guide 73

4Fax

Embedded Fax Options

The Fax Options tab available with Embedded Fax provides further fax
features which can be used when transmitting faxes. To view all the options
for a feature, select the feature required. Multiple options can be selected for
each fax job if required.

Polling

Polling enables you to store fax documents into the machine’s memory for
retrieval by another remote fax machine, or to poll a remote fax machine or
mailbox to retrieve information.

Store for Polling

This option allows users to scan documents and store them. When remote
machines poll the device, they are able to retrieve the scanned document(s).
Passcodes can be set up to control which machines have access to the
documents stored.

Store for Polling

Stored documents will not be deleted after a successful poll.

Print Polling Documents

To print documents stored for polling.

Delete Polling Documents

All documents stored for polling will be deleted.

74 Xerox Phaser 3635MFP User Guide

Remote Polling

Poll Remote Fax

This option allows users to contact a remote fax machine to locate and receive
faxes stored by the remote machine. More than one remote machine can be
polled at a time. Enable this feature by selecting Poll Remote Fax and
selecting On.

Enter the number of the remote machine you wish to poll. Poll more than one
remote machine by using the Send List.

Use the Delayed Send feature to poll at a specific time. This allows you to poll
the remote machine when the line is less congested or when a cheaper rate
applies. Only one delayed polling job is allowed at a time.

Once you have entered the number of the remote machine and, if required,
the time you wish to poll, press the Start button on the control panel to begin
polling the remote machine or to store the polling command.

All documents that have been successfully polled from the remote machine
are printed on your machine.

4Fax

Poll Remote Mailbox

This option allows users to contact a remote mailbox which is set up on a
remote fax machine. When contact has been made, the remote machine
sends the faxes stored within the mailbox. To use this option, you need to
know the remote mailbox number and passcode.

Enter the remote machine’s fax number using the control panel, or select the
Send List button to select the required number from the directory. Group
Directory is not available when using the poll remote mailbox feature, as only
one telephone number can be entered at a time.

To poll a remote mailbox you must know the mailbox number. Use the keypad
to enter the number of the mailbox you wish to poll in the Mailbox Number
input field.

If the remote mailbox is protected with a passcode, use the keypad to enter
the passcode in the Passcode input field. If the passcode does not match the
remote mailbox passcode, the poll will fail.

NOTE: If the Passcode input field is left blank, the default passcode 0000 is

used.
Once you have entered the number and details of the remote machine mailbox

you wish to poll, press the Start button on the control panel to begin polling
remote machine mailbox.

All fax documents that have been successfully polled from the remote mailbox
are printed on your machine.

Xerox Phaser 3635MFP User Guide 75

4Fax

Delay Send

Delayed Send enables you to specify the time of a fax transmission or poll.
This option can be used to delay transmission of a fax job for a minimum
period of 15 minutes and a maximum period of 23hrs 59mins, by specifying
the time at which the fax is to be sent.

Select Off to send the fax immediately.
Select Specific Time to enter the time you wish the fax to be sent. Enter the

hours and minutes separately and press AM or PM to denote if you want the
fax to be sent in the morning or the evening.

Send Header Text

Select On to enable transmission header d etails on outgoing faxes. To format
Transmission Header details, refer to Transmission Header Text in the Setups
chapter on page 173.

Mailboxes

Mailboxes are areas of machine memory where incoming faxes are stored or
from which outgoing faxes can be polled (see Polling – page 74). The System
Administrator can set up to 20 mailboxes on your machine.

You can use a mailbox located on the same machine you are using (local
mailbox), or a mailbox set up on a remote machine (remote mailbox).

Local mailboxes can contain both stored or received documents. Stored
documents are placed in the local mailbox by the user standing at the device;
received documents are placed in the local mailbox by a remote fax device.
The local mailbox may be password protected and a local user can delete or
print the contents of the mailbox.

Documents held within the local mailbox are recognized as stored for polling,
printing or deleting by the user. To access a mailbox you must enter the 3 digit
mailbox number and, if applicable, a 4 digit mailbox passcode. Please contact
your System Administrator for more information.

NOTE: The storage time for faxes is set up by your System Administrator.

Store to Mailbox Allows users to scan and store fax documents for polling. Documents are

stored in your mailbox and automatically sent to a remote fax machine when
requested.

1. Enter Mailbox number (max 20 digits).

2. Enter Mailbox passcode (4 digit code).

3. Press Start.

76 Xerox Phaser 3635MFP User Guide

4Fax

Print Mailbox

Documents

Delete Mailbox

Documents

Send to a Remote

Mailbox

Allows you to print a hard copy of the documents stored in a mailbox.

1. Enter Mailbox number (max 20 digits).

2. Enter Mailbox passcode (4 digit code).

3. Press Start.

Allows you to delete all the documents stored within a mailbox.

NOTE: If the Delete Mailbox Documents or Print Mailbox Documents button is

selected then both received and stored documents within the selected
mailbox will be printed or deleted.

1. Enter Mailbox number (max 20 digits).

2. Enter Mailbox passcode (4 digit code).

3. Press Start.

Allows you to send a fax document directly to an individual’s private mailbox
on a remote machine.

NOTE: This feature will only be available when the remote machine has

mailbox capability and when the user sending the document knows the
mailbox number of the recipient.

Enter the recipient’s fax number using the control panel, or select the Send
List button and select the recipient from the directory. Group Directory is not
available when using the send to a remote mailbox feature, as only one
telephone number can be entered at a time.

If enabled, a confirmation report is printed once the documents are sent to the
remote mailbox.

Original Size

Use this option to select the size of the originals being scanned. The machine
can determine the size of the originals automatically, or a size can be entered
manually..

Option Description

Auto-Detect

Presets

Use this option to allow the machine to
determine the size of the originals being fed
through the document feeder.

Presets allow you to quickly define scan area
using standard paper size dimensions.
There are several dimensions that correspond to
common document sizes and orientations.

Xerox Phaser 3635MFP User Guide 77

4Fax

Option Description

Custom Size

Mixed Size Originals

Custom Size allows you to enter a non-standard
size for your documents.

Mixed Sized Originals allow you to scan originals
of different sizes at one time without any
additional user intervention.

Fax Sending Features

Select this feature to access the options which enable you to apply additional
transmission features to your fax job.

Priority Send Priority Send enables you to send a fax job ahead of all other fax jobs in

memory. It will not interrupt a currently active fax job.
Select On to enable this option. The job chosen under Priority Send will be

displayed in the job status queue as the highest priority job (except for the job
currently in process).

Fax Reports

This feature enables you to obtain information about the status of the fax
feature on your machine.

The various reports available are:

Report Description

Fax Phone Book Displays stored numbers in the S pee d Dial List, the Grou p

Dial List and Mailboxes.

Fax Confirmation Displays confirmation of Fax completion status, e.g. CP:

completed, FA: Fail, TS: Terminated by System.

Fax Transmission Displays the last 50 faxes sent by the machine.
Fax Receive Displays the last 50 fax jobs received on the machine.
Fax Broadcast Reports on the success or failure of a specific fax job

which includes more than one destination.

Fax Protocol Displays low level communication details for the last fax

transmitted or received.

Fax Multipoll Reports on the success or failure of a specific polling fax

job which includes more than one destination.

Junk Fax List Displays the fax numbers defined as junk fax numbers by

the System Administrator.

78 Xerox Phaser 3635MFP User Guide

4Fax

Report Description

Pending Jobs Displays the fax jobs in the machine’s memory waiting to

be sent or printed. This report also gives a percentage of
available memory on the machine.

Fax Options Lists current Fax Option settings, e.g. ring volume, redial

count, date format, etc.

Select the required report (use the scroll keys to review complete list) and then
select the Print Report button.

Xerox Phaser 3635MFP User Guide 79

4Fax

Server Fax

Use the options available on the Fax tab to enter the recipient telephone
number and to select the standard features for your fax job.

For information on the features available, please refer to Embedded Fax in the

Fax chapter on page 66.

80 Xerox Phaser 3635MFP User Guide

Server Fax Image Quality

The Image Quality tab available with Server Fax provides further fa x features
which can be used when transmitting faxes. To view all the options for a
feature, select the feature required. Multiple options can be selected for each
fax job if required.

4Fax

Lighten/Darken

Adjusts the lightness or darkness of the fax. To darken the fax, select the

scroll down button. To lighten the fax, select the scroll up button.

Background Suppression

Use to automatically reduce or eliminate the dark background resulting from
scanning colored paper or newspaper originals. Background Suppression is
on by default.

When Off is selected, Background Suppression is deactivated.

Xerox Phaser 3635MFP User Guide 81

4Fax

Server Fax Layout Adjustment

The Layout Adjustment tab available with Server Fax allows the user to
program the size of the originals being scanned or enable the machine to
recognize the size of the originals.

Original Size

Use this option to select the size of the originals being scanned. The machine
can determine the size of the originals automatically, or a size can be entered
manually.

Option Description

Auto-Detect

Presets

Custom Size

Mixed Size Originals

Use this option to allow the machine to
determine the size of the originals being fed
through the document feeder.

Presets allow you to quickly define scan area
using standard paper size dimensions.
There are several dimensions that correspond to
common document sizes and orientations.

Custom Size allows you to enter a non-standard
size for your documents.

Mixed Sized Originals allow you to scan originals
of different sizes at one time without any
additional user intervention.

82 Xerox Phaser 3635MFP User Guide

Server Fax Options

The Fax Options tab available with Server Fax allows the user to send a fax
at a pre-specified time to avoid peak charging times.

4Fax

Delay Send

Delay Send enables you to specify the time of a fax transmission or poll. This
option can be used to delay transmission of a fax job for a minimum period of
15 minutes and a maximum period of 23hrs 59mins, by specifying the time at
which the fax is to be sent.

Select Off to send the fax immediately.
Select Specific Time to enter the time you wish the fax to be sent. Enter the

hours and minutes separately and press AM or PM to denote if you want the
fax to be sent in the morning or the evening.

Xerox Phaser 3635MFP User Guide 83

4Fax

Forward to Fax/E-mail Features

The Forward to Fax / E-mail feature allows incoming or outgoing faxes to be
automatically forwarded to either another fax number or e-mail address. The
System Administrator configures the feature via the Web UI. The System
Administrator can also enable the Print Local Copy option to print a local copy
of the forwarded or received fax or e-mail.

For more information about this feature, consult the System Administrator
Guide, or contact your System Administrator.

Forward to Fax

This feature allows incoming or outgoing faxes to be automatically fo rwarded
to an anonymous fax recipient.

You can choose to forward the following:

• Transmitted Faxes

• Received Faxes

• All Faxes

Forward to Email

This feature allows incoming or outgoing faxes to be automatically fo rwarded
to another e-mail recipient.

You can choose to forward the following:

• Transmitted Faxes

• Received Faxes

• All Faxes
When forwarding to an email recipient, you can select one of these output

formats:

• Portable Document Format - PDF

• Tagged Image File Format - TIFF

84 Xerox Phaser 3635MFP User Guide

5 Network Scanning

This chapter contains information about the options available within Network Scanning.
Network Scanning is a standard feature on the Phaser 3635MFP.

Network Scanning enables the creation of an electronic image file.
If Network Scanning has been enabled, an electronic file can be created from a hard

copy original. The electronic file can be filed, faxed, or distributed through e-mail.

Xerox Phaser 3635MFP User Guide 85

5 Network Scanning

Scan Procedure

This section describes the basic procedure for scanning. Follow the steps
below.

Load the Documents – page 86
Select Network Scanning – page 87
Select Network Scanning Template – page 88
Change Feature Settings – page 88
Start the Network Scanning Job – page 89
Job Status Screen – page 89
Stop the Network Scanning Job – page 90

NOTE: If an authentication feature is enabled, you may need an account

before using the device. To get an account, or for more information, contact
the System Administrator.

1 Load the Documents

You can load the documents to be scanned either on the Document Glass or
through the Document Feeder.

Document Feeder:

The following steps explain how to load documents using the document
feeder:

1. Before loading the documents into the document feeder, ensure they are

in good condition and remove all staples and paper clips.

2. Insert the documents neatly into

the document feeder , face up. The
first page should be on top with
the headings towards the left of
the machine.

3. Place the stack in the middle of

the guides aligning the left edge
with the document feeder tray , and
position the guides to just touch
the edge of the documents.

86 Xerox Phaser 3635MFP User Guide

5 Network Scanning

Document Glass:

The following steps explain how to load documents using the document glass:

1. Raise the document feeder.

Registration
Arrow

2. Place the document face down on the document glass, aligned with the

tip of the registration arrow near the top left of the document glass.

3. Lower the document feeder.

2 Select Network Scanning

Press the Services Home button and select Network Scanning from the
displayed items.

1. Press the Services Home button on the control panel.

Services Home
button

Xerox Phaser 3635MFP User Guide 87

5 Network Scanning

2. Select Network Scanning on th e touch screen. Ensure that the Network

Scanning screen is displayed.

NOTE: If an authentication feature is enabled, you may need an account

number before using the machine. To get an account number, or for more
information, contact the System Administrator.

3 Select Network Scanning Template

Network Scanning uses preset templates created by the System
Administrator. These templates already contain feature settings customized to
the user. Use the up/down scroll buttons located to the right of the Template
List on the Network Scanning tab to move through the list and select a
Template.

To get quickly to a specific page in the Template list, use the number keypad
to identify the page number then select the pound (#) key. The counter will
display the page location.

For more information on Network Scanning templates, refer to Network
Scanning on page 92.

4 Change Feature Settings

To temporarily change the template settings, perform the following:

1. Press the Clear All button once on the control panel to cancel any

previous selections. The control panel returns to the default Entry
screen.

88 Xerox Phaser 3635MFP User Guide

5 Network Scanning

2. Select one of the following tabs for the feature required.

Feature Description

Use the features on this tab to select the required

Network Scanning

Advanced Settings

Layout Adjustment

template. Use this feature also to temporarily change
the information relating to your original, e.g. color
scanning, 2 sided originals, etc.

Use the features on this tab to update recently created
templates or temporarily change the scan settings
affecting appearance and style, e.g. image quality,
resolution, file size, etc.

Use the features on this tab to temporarily change the
information relating to your original, e.g. size of scanned
original, scan to edge.

Filing Options

Use the features on this tab to manage the file
destinations, formats and metadata.

If necessary, press one of the tabs and configure the network scan settings.
For information on the individual tabs, refer to the following:

Network Scanning - page 92
Advanced Settings - page 96
Layout Adjustment - page 100
Filing Options - page 100

5 Start the Network Scanning Job

Press the Start button. The machine scans the originals and transfers them to
the scan repository identified by the selected template.

6 Job Status Screen

To follow the progress of your
scanning job, press the Job Status
button on the control panel to
display the Job Status screen

The default Job Status screen
displays all incomplete jobs,
including the queued network scan
job. If there are no incomplete jobs
in progress, the message “No Active
Jobs” is displayed. For more
information on the Job Status
screen, refer to Job Status Screen in

the Copy chapter on page 41.

Xerox Phaser 3635MFP User Guide 89

5 Network Scanning

7 Stop the Network Scanning Job

Follow the steps below to manually cancel an activated scanning job.

1. Press the Stop button on the control panel to cancel the current scanning

job.

2. To cancel a queued job press the Job Status button on the control panel

to display the Active Jobs screen.

3. Select the appropriate job from the queue.

4. Select Delete from the Job Commands list.

5. Select Confirm to delete the job or Cancel to return to previous screen.

90 Xerox Phaser 3635MFP User Guide

Network Scanning Resources

Additional scanning software can be added to the machine’s scanning
capabilities:

5 Network Scanning

FreeFlow™

SMARTsend™

Enables the installation, set up and management of Network Scanning on the
network. FreeFlow™ SMARTsend™ is composed of several different
elements that work together to create and deliver the scanned document to its
final destination. For more information, contact your Xerox sales
representative.

Xerox Phaser 3635MFP User Guide 91

5 Network Scanning

Network Scanning

There are two important areas of information under the Network Scanning tab:
Template List and Template Details.

For more information on templates, refer to Template Overview on page 93
and Repositories on page 93.

Templates

 A default template

can also be created
using FreeFlow™
SMART send™ Software.
The word ’default’ will be
displayed in lower case.

Details

Templates currently available to the user are listed on the screen. On
installation, the factory default template ’DEFAULT’, in upper case, displays in
the template list. The default template appears at the top of the list and is
selected automatically. All other templates follow in alpha-numeric order.
There is a maximum of 250 templates.

The template list contains two types of templates:

• Network templates - these are templates stored in a remote template pool
repository, and created using software such as FreeFlow, SMARTsend.

• Local templates - these are templates stored locally on the device and
created using CentreWare Internet Services, WIA or TWAIN drivers.

The Details section on the right side of the screen displays information about
the selected template. Each time you select another template file, this area will
update to display information associated with the selected template.

92 Xerox Phaser 3635MFP User Guide

NOTE: Any changes made to the template at the machine are temporary.

Permanent changes must be made with the same utility that created the
template.

Template Overview

Successful scanning requires selecting a template at your machine.
Templates contain pre-selected options which will be applied to the scanned
original, for example, information about the final destination of your job (the
repository) and the image quality settings are defined within the template,
along with the template name.

5 Network Scanning

Creating

Templates

Selecting a

template

Changing

Preprogrammed

Template

Selections

Repositories

Refer to the System Administration CD for more information on creating
templates.

NOTE: Template names are limited to 20 characters. Template names

containing more than 20 characters will be shortened to the first 20
characters. Remember this when searching for existing templates or
assigning template names.

Select a template based on where the file is required to be sent. Normally, the
System Administrator will have established a template for use by each user.

After a template is selected, most of the pre-programmed settings like sides
scanned, image quality and resolution, can be temporarily changed. The
output destination assigned to the template cannot be changed at the
machine, but an alternate destination can be added.

Repositories are directories or filing locations set up on a server where your
scanned files are held. Before you can use Network Scanning your System
Administrator must set up the repositories available to your machine. The
repositories are defined in the template and cannot be changed at the
machine. Up to 5 repositories (1 default, 1 dedicated to the server fax and 3
additional) can be defined.

Output Color

Use this option to scan Mono, Grayscale or Full Color originals.

Option Description
Full Color

Xerox Phaser 3635MFP User Guide 93

Use this option to scan a color original.

5 Network Scanning

Option Description

Grayscale

Black & White

Use this option to scan an original with multiple shades of
gray.

Use this option to scan a black and white original.

2 Sided Network Scanning

This is used to specify whether the originals are single-sided or double-sided.

Option

1 Sided

2 Sided
2 Sided

Original, Rotate

Use this option for originals that are printed on one side
only.

Use this option for originals that are printed on both sides.

Use this option for originals that are printed on both sides.
This option will rotate side 2.

Side 2

Original Type

Description

Use this feature to select the type of original being scanned.

Resolution

Resolution affects the appearance of the scanned image. The higher the
scanning resolution (dpi - dots per inch) the better the image quality.

Option Description
Photo & Text

Photo

Text

Use for originals containing photographs and text.

Use for continuous tone photographs or high quality printed
half-tone originals.

Use for originals containing text or line art.

Resolution Description

72 x 72 dpi

100 x 100 dpi

Produces the smallest image file size and is recommended for
documents which are to be viewed electronically or archived.

Produces a small file size and is recommended for simple text
documents.

200 x 200 dpi

94 Xerox Phaser 3635MFP User Guide

Recommended for average quality text documents and line
art.