XEROX 4118 User Manual [en, fr, es, en, pt]

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WorkCentre 4118

Quick Use Guide.............................................................. 1

Guía rápida de uso ........................................................ 37

Guide d’initiation rapide ................................................. 73

32N00466

Guia de Uso Rápido..................................................... 109

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Xerox WorkCentre 4118

Quick Use Guide

32N00466

Document Feeder

Control Panel

Scanner

Module

Paper

Tray 1

Paper Tray 2

(optional)

Document Input Tray

Document Guides

Front Cover

Document

Output Tray

Release lever

Paper Guides

Bypass Tray

Side Cover

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Table of Contents

Welcome to Your Machine..........................................5

Introduction..................................................................6

Installing Cartridges....................................................7

Loading Paper..............................................................9

CD Contents...............................................................11

Installing Drivers .......................................................12

Control Panel Overview ............................................18

Setting and Using Features......................................21

Setting the Paper Size ............................................................. 21

Setting the Display Language.................................................. 22

Copying.................................................................................... 23

Faxing (4 in 1 only) .................................................................. 24

Scanning (4 in 1 only) .............................................................. 27

ControlCentre ............................................................29

Help List .....................................................................31

Machine Settings.......................................................32

Troubleshooting at Install.........................................34

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

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Welcome to Your Machine

Thank you for choosing the Xerox WorkCentre 4118.

To support the delivery of your new machine please refer to the following:

¾ Quick Use Guide ¾ Quick Install Sheets ¾ User Guide ¾ System Administration Guide (Network Kit only) ¾ The Xerox website http://www.xerox.com

The following pages contain an overview of the main features to help you get started. If you require more detailed information about any of the features available on your machine, please refer to the User Guide.

The Document Company Xerox GKLS European Operations Bessemer Road Welwyn Garden City Hertfordshire AL7 1HE ENGLAND

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®, The Document Company®, the digital X® and all Xerox products mentioned in this publication are trademarks of Xerox Corporation. Product names and trademarks of other companies are hereby acknowledged.

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Introduction

Xerox WorkCentre 4118p

Hereafter the 4118p will be referred to in this documentation as the 2 in 1 model.

The 2 in 1 model provides digital copying and direct printing at 17 pages per minute A4 or 18 pages per minute Letter as standard.

Options available include an additional Paper Tray, Document Feeder, Foreign Interface, Stand and Network Kit. The Network Kit enables network printing, including PostScript, Macintosh and Linux print and scan drivers.

Xerox WorkCentre 4118x

Hereafter the 4118x will be referred to in this documentation as the 4 in 1 model.

The 4 in 1 model provides digital copying, direct printing, fax and direct scanning at 17/18 pages per minute.

Options include an additional Paper Tray, Foreign Interface, Stand, and Network Kit. The Network Kit enables network printing including PostScript, Macintosh and Linux print and scan drivers.

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Installing Cartridges

¾ Pull the release latch to

open the side cover.

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

¾ Open the front cover.

¾ If the cartridge locking lever

is in the lower position, turn the lever upward until it locks into place.

¾ Remove the drum cartridge

from its bag and slide it into the machine firmly until it locks into place.

CAUTION: Do not expose the green drum to light for an extended period. Never expose the drum to direct sunlight or touch the drum surface. Damage or poor image quality may result.

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¾ Remove the starter toner

cartridge from its bag.

¾ Gently shake the cartridge

to loosen the toner. Shaking the cartridge will

ensure maximum copies per cartridge.

¾ Slide the toner cartridge

into the machine, aligning

the cartridge to the left of the slot, until it locks into place.

¾ Turn the toner locking lever

downwards until it locks in place.

¾ Close the front cover and

the side cover. The product returns to

standby mode.

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Loading Paper

¾ Pull open the paper tray.

¾ Push down on the pressure

plate until it locks into position.

¾ Adjust the rear paper guide to

the required paper length. It is preset to A4 or Letter size

depending on country.

¾ To load another size, lift the

rear guide out of the current position and into the required position.

L The paper trays can hold a maximum

of 550 sheets of 80 g/m paper. You can use A4, Letter or Legal size paper only.

(20 lb) plain

Rear Guide

¾ Fan the paper and insert it into

the tray.

¾ If loading Letterhead, ensure

the design is face-up and the top edge of the sheet is placed at the right side.

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¾ Ensure that the paper is

positioned under the snubbers.

Do not fill above the maximum fill line.

¾ Position the side guide by

squeezing the lever and sliding it toward the stack of paper, until it gently touches the side of the stack.

Do not allow the guide to press against the edge of the paper tightly.

Max Fill

Line

Snubbers

¾ Close the paper tray.

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CD Contents

User Guide CD

Provides detailed information, technical specifications and procedural step by step instructions on all the features available.

Drivers CD

Contains the print drivers, TWAIN and WIA drivers and ControlCentre software available for your machine.

¾ Print Drivers are available for Windows 98, NT, 2000, ME and XP. Print

Drivers include PCL5e emulation and PCL6.

¾ The TWAIN driver is the interface between your machine and the image

manipulation software. The TWAIN driver is available for Windows 98, NT, 2000, ME and XP.

¾ The ControlCentre software allows you to adjust fax and print settings. It

is also used to upgrade the machine’s firmware.

Nuance CD (4 in 1 only)

This CD contains the PaperPort SE 10.0 and OmniPage 4.0 SE software available when scanning from your machine. You will receive 1 CD containing different languages.

¾ PaperPort SE 10.0 is image manipulation software that has a variety of

features.

¾ OmniPage 4.0 SE is an Optical Character Recognition (OCR) software

that converts the scanned image into editable text documents.

IMPORTANT RESTRICTION: THE FOLLOWING PROVISION FORMS PART OF THE LEGALLY BINDING AGREEMENT UNDER WHICH YOU ARE LICENSED TO USE THE SOFTWARE CONTAINED IN THIS PACKAGE. BY INSTALLING, COPYING OR USING THE SOFTWARE, YOU AGREE TO BE LEGALLY BOUND BY THE FOLLOWING. IF YOU DO NOT AGREE WITH THE FOLLOWING, DO NOT INSTALL, COPY OR USE THE SOFTWARE: This package contains multiple language versions of [PaperPort 10 SE; OmniPage SE v4.0]. This software is licensed on a single Seat basis only; that is, the software (regardless of language version) may only be used by you on or from a single Seat. A "Seat" means each computer (a) on which the software or a portion of the software is either installed or run, or (b) from which the software is accessed.

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Installing Drivers

Supported Systems

Programs for Windows

To use your machine as a printer and scanner in Windows, you must install the MFP driver. You can install some or all the following components:

¾ Printer driver

features. The PCL Print driver is standard. The PostScript driver is available with the optional Network Kit.

¾ Scan driver

available for scanning documents on your machine (4 in 1 only).

¾ ControlCentre

print settings. You can also update the firmware of the machine.

- Use this driver to take full advantage of your printer’s

- TWAIN and Windows Image Acquisition (WIA) drivers are

- Used to adjust fax settings (for example phonebook) and

Macintosh Driver

You can print and scan to and from Macintosh operating systems using your machine. This driver is available with the optional Network Kit.

Linux Driver

You can print and scan to and from Linux operating systems using your machine. This driver is available with the optional Network Kit.

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System Requirements

Windows

ITEM REQUIREMENTS RECOMMENDED

CPU Windows 98/Me/NT 4.0/2000 Pentium II 400 MHz or higher Pentium III 933 MHz

Windows XP Pentium III 933 MHz or higher Pentium IV 1 GHz

RAM Windows 98/Me/NT 4.0/2000 64 MB or higher 128 MB

Windows XP 128 MB or higher 256 MB

Free disk space

Internet Explorer

Windows 98/Me/NT 4.0/2000 300 MB or higher 1 GB Windows XP 1 GB or higher 5 GB

5.0 or higher 5.5

98/Me/NT 4.0/2000/XP

Macintosh

Macintosh 10.3 or later - with Network Kit option.

Linux

Various Linux - with Network Kit option.

Installing Drivers in Windows

Installing Xerox Drivers in Microsoft Windows XP or Windows 2000 using the USB port

All applications should be closed on your PC before beginning installation.

)

Make sure that your computer is not connected to the WorkCentre 4118 at this point.

¾ Insert the Xerox Drivers CD into the CD-ROM drive.

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¾ When the language selection

window appears, select the appropriate language.

Choose the appropriate radio button for the hardware selected and then click [Next].

¾ Choose the components you

want to install and then click [Next].

¾ The confirmation screen

summarizes your selections. Either Click [Back] to reselect or Click [Next] to install your selections.

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¾ When the setup has completed

click [Finish].

¾ Plug the USB cable into the

WorkCentre 4118 and connect it to your Personal Workstation (PC).

The Hardware Wizard will search for and find the drivers.

If the Hardware Wizard prompts you, follow the instructions provided.

Two modes of USB operation are provided, Fast and Slow. Some PC user’s may experience

)

poor functionality in the default ’Fast’ mode, if this occurs select the Slow mode. Information on changing USB modes can be found in the Help List, which can be printed by following the instructions that appear on page 31 of this document.

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Installing Xerox Drivers in Microsoft Windows XP, 2000, NT or Windows 98/ME using the Parallel port

¾ Plug the Parallel cable into the WorkCentre 4118 and connect it to your

PC.

¾ Start your PC and switch on the WorkCentre 4118.

¾ Insert the Xerox Drivers CD into the CR-ROM drive. In Microsoft Windows

click [Start] and then [Run]. Type [E:Xinstall.exe], replacing "E" with the

3 4

letter of your CD-ROM drive and click [OK].

¾ When the language selection window

appears, select the appropriate language.

¾ Choose the appropriate model.

¾ Choose the components you want to

install and then click [Next].

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¾ The confirmation screen summarizes

your selections. Either Click [Back] to reselect or Click [Next] to install your selections.

¾ Click [Finish].

The driver installation is now complete.

Test Print

1 2

Instructions for installing a USB driver in Windows 98 or Me can be found in the Xerox

)

WorkCentre 4118 User Guide, or at www.xerox.com.

To ensure the WorkCentre 4118 has been installed correctly a test print or scan should be submitted from the Workstation.

¾ Open a document on the Workstation.

¾ Select the Xerox WorkCentre 4118 as the printer to which the document

will be sent.

¾ Print the selected document on the device and verify that it prints

correctly. The installation process is now complete.

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Control Panel Overview

Copy key

Feature

keys (1 - 6)

Copy/fax keys

Navigation keys

Menu/Exit

Display

Status Map Numeric

Status keys

Enter

Paper Supply

2 in 1 Control Panel

Navigation keys

Menu/Exit

Display

Status keys

Keypad

Clear / Clear All (AC)

Start

Stop

Clear / Clear All (AC)

Feature

keys (1 - 7)

Status Map

Paper Supply

Enter

Fax

Functions

Numeric

Keypad

Start

Stop

4 in 1 Control Panel

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ITEM DESCRIPTION

Lighten/Darken Use to adjust the contrast level to improve output quality. Reduce/Enlarge Use to adjust copy size from 25% to 400% when using the Document Glass, and

25% to 100% using the Document Feeder.

1-2 Sided Use to scan 1 Sided originals and produce 2 Sided output.

Collated Use to produce collated output.

Original Type Used to select the type of original being scanned.

Color Original Use this option when scanning a color original.

Resolution Use to adjust the scan resolution (4 in 1 only).

Copy Select to activate the Copy mode. The Copy key illuminates when selected.

Fax Select to activate the Fax mode. The Fax key illuminates when selected (4 in 1 only).

Menu/Exit Use to access the menu functions and also to move up through the menu levels.

Enter Use to confirm the selection on the display.

Navigation Keys Use to scroll through the menu items and the options available for each menu item.

Paper Supply Use to select a paper type and source. Each press of the Paper Supply key changes

the selection. The Status Map indicates the selected tray.

Paper Tray 2 is available as an option.

)

Status Map The Status Map identifies which paper tray is selected, when a paper tray is empty

and when an error occurs.

Bypass

Paper

Jam

Tray 2Tray 1

Display Displays the current status and the menu prompts and selections.

Job Status Use to view the current job status, add pages to jobs in memory and to delete jobs.

The Status Map has a light for each paper tray. A paper tray can be selected using the Paper Supply key. Each time the key is pressed, a different tray is selected and a green light displays to indicate the selected tray. When two tray lights display together, the Auto Tray Switching feature is active. This enables the machine to switch to a different tray if the current tray runs out of paper.

If a paper tray is empty, the light will flash and if enabled, an error tone will sound. If an error occurs, a red light displays and a message appears on the display

providing further information.

For a detailed description of the error messages, refer to the Xerox WorkCentre 4118

)

User Guide.

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Machine Status Use to access setup menus and customise the machine.

Manual Group Use to manually enter multiple destinations for a fax job (4 in 1 only).

Manual Dial Use to dial a fax number manually (4 in 1 only).

Speed Dial Use to dial fax numbers and send faxes by entering a Speed Dial number which has

been set up previously and stored in the machine’s Dial Directory (4 in 1 only).

Pause/Redial Use to redial the last phone number called or to add a pause when storing a number

in the dial directory (4 in 1 only).

Numeric Keypad Use to enter alphanumeric characters.

Start Use to activate a job.

Stop Use to stop an operation at any time.

Clear/Clear All (AC) Press once to clear a current entry e.g. an incorrect number or character entry. Press

twice to clear all programmed settings, the display requests confirmation.

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Setting and Using Features

Setting the Paper Size

After loading paper in the paper trays, you will need to set the default Paper Size. Use the following instructions to set the default Paper Size for each

tray.

¾ Press the [Machine Status]

key on the Control Panel.

2 3

Enter Machine

Status

¾ Select [Machine Setup] using the Navigation Keys and press [Enter].

The display shows [Tray 1 Size] on the bottom line.

¾ Press [Enter].

¾ Use the Navigation Keys to select the Paper Size required and press

[Enter] to save the selection.

¾ Repeat the procedure for [Tray 2 Size] if available, and [Bypass Size].

¾ Press [Menu/Exit] to exit each menu level and return to standby mode.

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Setting the Display Language

Use this option to change the language displayed on the Control Panel.

¾ Press the [Machine Status]

key on the Control Panel.

¾ Select [Machine Setup] using the Navigation Keys and press [Enter].

Enter Machine

Status

3 4

¾ Select [Language] using the Navigation Keys and press [Enter].

The Current Language setting will appear on the display.

¾ Select the Language required using the Navigation Keys and press

[Enter] to save the selection.

¾ Press [Menu/Exit] to exit each menu level and return to standby mode.

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Copying

Basic Copying

¾ Ensure Ready to Copy

displays.

¾ If necessary, press the

[Copy] key to change to Copy mode.

¾ The Copy key remains

illuminated when selected.

¾ Load originals using the

Document Feeder or the Document Glass.

¾ Select the Copy features

required, enter the quantity and press Start.

Ready To Copy 100% 001

Current Reduction /

Enlarge Setting

Copy Key

Copy Job Example: Using AutoCenter

¾ Press [Menu/Exit]. ¾ With Copy Features selected, press [Enter].

Number of Copies

¾ Using the Navigation Keys, select [Margin Shift] and press [Enter]. ¾ Using the Navigation Keys, select [AutoCenter] and press [Enter]. ¾ Press [Menu/Exit] twice to exit to the Ready to Copy display. ¾ Enter the number of copies required and press Start.

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Faxing (4 in 1 only)

Fax Setup

231

¾ Connect one end of the supplied telephone line cord to the LINE jack on

the back of the WorkCentre 4118, and the other end directly into the wall jack.

Note: Do NOT plug the WorkCentre 4118 telephone cord into any other device, such as an

answering machine until the Fax operation has been verified.

¾ Press the [Fax] key. ¾ Test the connection by pressing the [Manual Dial] key and listen for a dial

tone.

¾ If a dial tone can be heard, continue to step 2.

If there is no dial tone, there is a problem with the telephone line cord, wall connection or an internal function on the WorkCentre 4118.

Setting the Machine ID (if applicable)

¾ Press [Machine Status] on the Control Panel. ¾ Using the Navigation Keys, select [Machine Setup] and press [Enter]. ¾ Using the Navigation Keys, select [Machine ID] and press [Enter]. ¾ Enter your fax number using the Numeric Keypad.

If you enter an incorrect digit, press the Navigation Key to delete the last digit.

¾ Press [Enter] when the number on the display is correct.

The display prompts you to enter the ID.

¾ Enter your name or the company name using the Numeric Keypad.

Pressing the appropriate key on the pad cycles through each letter and the number for the key continually. Stop when the letter or number required displays and press the right Navigation Key to move to the next position. Continue entering letters and numbers until the ID displays.

¾ Press [Enter] to save the entry, then press [Stop/Clear] to return to

standby mode.

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Enabling a Confirmation Page

¾ Press [Machine Status] on the Control Panel. ¾ Using the Navigation Keys, select [Fax Setup] and press [Enter]. ¾ Using the Navigation Keys select [MSG Confirm] and press [Enter]. ¾ Using the Navigation Keys select [ON] and press [Enter].

A confirmation page will print after each Fax transmission.

Sending a Fax

¾ Load an original into the

Document Feeder or place face-down on the Document

Original Type

Fax Key

Glass.

¾ Press the [Fax] key to

activate Fax mode.

¾ Enter the destination fax

number using the Numeric Keypad on the machine.

¾ Press Start to send the fax.

Lighten/

Darken

2 Sided

Color

Original

Resolution

¾ Load an original into the Document Feeder or place face-down on the

Document Glass.

¾ Press the [Fax] key to activate Fax mode. ¾ Press the [Manual Dial] key and listen for the dial tone. ¾ Use the telephone keypad to enter the destination fax number. ¾ Press Start when you hear the high-pitched fax signal.

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Fax Job Example: Using Delayed Fax

¾ Load originals face-up into the Document Feeder or place an original

face-down on the Document Glass.

¾ Press the [Fax] key to activate Fax mode. ¾ Press the [Menu/Exit] key. ¾ Using the Navigation Keys select [Fax Features] and press [Enter]. ¾ Using the Navigation Keys select [Delayed Fax] and press [Enter]. ¾ Enter the destination fax number using the Numeric Keypad and press

[Enter].

¾ Enter the name or company name of the destination fax using the

Numeric Keypad. Pressing the appropriate key on the pad cycles through each letter and the number for the key continually. Stop when the letter or number required displays and press the right Navigation Key to move to the next position. Continue entering letters and numbers until the full name displays.

¾ Press [Enter]. ¾ Enter the Time to Transmit and press [Enter].

The fax will be scanned, stored and then transmitted at the programmed time.

Deleting a Delayed Fax Job

If the job is no longer required, it can be deleted from the queue.

¾ Select [Job Status] on the Control Panel. ¾ Select the job in the queue using the Navigation Keys and press [Enter]. ¾ A Cancel Job request displays, press [Enter] to cancel the job.

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Scanning (4 in 1 only)

Scan Setup

¾ If you have not already installed the PC Scan Drivers from the Print

Drivers CD, insert the Print Drivers CD into the CD-ROM and follow the

on-screen instructions.

¾ Ensure you select PC Scan by checking the box. ¾ Insert the Nuance OmniPage SE CD into the CD-ROM drive and follow

the on-screen instructions.

Scanning an Original

¾ Load originals face-up into the Document Feeder or place an original

face-down on the Document Glass.

¾ Go to the Start menu and select Programs, then Nuance OmniPage SE,

and then OmniPage SE.

¾ Select the Auto OCR button. ¾ Accept the defaults then click the blue Start button to start scanning. ¾ Follow the prompts as they appear and complete a test scan.

You can also optimize the WorkCentre 4118 scanner to work with OmniPage SE at this time.

¾ If the scan completes, installation is successful. If the scan fails, continue

to Problem Solving.

Problem Solving

¾ Go to the Start menu and select Programs, then Nuance OmniPage SE. ¾ Select Scanner Wizard. ¾ Click on Select Scanning Source, then click Next and then select Xerox

WorkCentre 4118.

Note: If you do not see this option, click on the other drivers button and select the TWAIN

option, then click OK. Select the Xerox WorkCentre printer and click Next. When the installer requests to test the connection, select No and click Next. Click Finish and perform another Test Scan.

¾ Follow the prompts to perform a series of test scans. ¾ When the tests are successful, select Finish.

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Direct Scanning from Other Applications

¾ Load originals using the Document

Feeder or the Document Glass.

¾ Start the scan application program

being used to acquire the scanned image.

¾ Select [New Scan] in your

application to access the TWAIN driver options.

¾ Select the [Preview] option on the

TWAIN driver window.

¾ If necessary, drag the selection tool

to the area requiring scanning.

¾ Select the [Scan] option on the

TWAIN driver window.

Preview

The specified image displays on the screen.

¾ Select [File] and [Save].

The image is saved and can now be used in another document if required.

¾ Remove your original from the

Document Glass or Document Feeder.

For instructions on using the WIA driver (XP only) refer to the Scanning chapter of the Xerox

)

WorkCentre 4118 User Guide.

Scan

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