Xerox 4215-MRP, 4219-MRP, 4220-MRP, 4230-MRP User Manual

XEROX

Xerox MRP Family
4215/MRP, 4219/MRP, 4220/MRP, 4230/MRP

Fax Modem for Macintosh
Operator Guide

May 1995
720P12322

Xerox Corporation
701 S. Aviation Boulevard
El Segundo, CA 90245

© 1995 by Xerox Corporation. All rights reserved.
Copyright protection claimed includes all forms and matters of

copyrightable material and information now allowed by statutory

Safety

Notices

Your optional fax board must be installed by a qualified service
representative.

CAUTION: This equipment generates, uses, and can radiate
radio frequency energy, and if not installed and used in
accordance with the installation requirements, may cause radio
interference to radio communications.

U.S.A.

Your printer has been tested and found to comply with the limits
for a Class A computing device pursuant to Subpart J of Part 15
of FCC rules, which are designed to provide reasonable
protection against such interference when operated in a
commercial environment. Operation of this equipment in a
residential area is likely to cause interference. In such cases, the
user at his or her own expense is required to correct the
interference.

Canada

This digital apparatus does not exceed the Class A limits for radio
noise emissions from digital apparatus as set out in the radio
interference regulations of the Canadian department of
communications.

Les present appareil numerique n’emet pas de bruits
radioelectriques depassant les limites applicables aux appareils de
Classe A prescitees dans le reglement sur le brouillage
radioelectrique edicte par les ministre des communications du
Canada.

Europe: 50 Hz, 220 to 240 V equipment

This equipment has been tested and certified in conformance
with European commission directive 82/499/ECC and VDE
0871/0875, Class A, relating to radio frequency interference.

XEROX MRP FAMILY FAX MODEM FOR MACINTOSH OPERATOR GUIDE iii

NOTICES

Laser safety

Your printer complies with appropriate safety standards.
Specifically regarding lasers, the equipment complies with laser

product performance standards set by governmental,
international and national agencies as a Class 1 laser product. It
does not emit hazardous light; the beam is totally enclosed
during all phases of customer operation and maintenance.

WARNING: Use of controls or adjustments or performance of
procedures other than those specified herein may result in
hazardous radiation exposure.

Be aware of all labels that warn you against removing panels or
covers. See the example below of a label located behind the
front cover, below the on/off switch.

DANGER - Invisible laser radiation
when open and interlock
defeated for service.

AVOID DIRECT EXPOSURE TO
BEAM

Operational safety

Instructions for safe service are
in SERVICE MANUAL.

These laser warning labels are placed on panels that cover areas
that are not operator serviceable. These panels are not to be
removed.

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

Attention to the following notes ensures the continued safe
operation of your equipment.

Do this

Always connect equipment to a properly grounded power source
receptacle. If in doubt, have the receptacle checked by a
qualified electrician.

WARNING: Improper connection of the equipment grounding
conductor can result in electrical shock.

Always place equipment on a floor with adequate strength for
the weight of the machine.

Always have your service representative move or relocate the
equipment.

Always use materials and supplies specifically designed for your
Xerox equipment.

iv XEROX MRP FAMILY FAX MODEM FOR MACINTOSH OPERATOR GUIDE

NOTICES

WARNING: Use of unsuitable materials may result in poor
performance and can possibly create a hazardous condition.

Always use a Xerox specified cordset with the Equipment Leakage
Circuit Interrupter/Residual Current Device (ELCI/RCD).

Use caution when installing or modifying telephone lines.

Do not do this

Never use an extension cord with the ELCI/RCD.
Never use the ELCI/RCD where water may enter the casing.
Never attempt any maintenance function that is not specifically

described in this document.
Never remove any covers or guards that are fastened with screws

unless otherwise instructed. There are no operator-serviceable
areas within these covers.

Never override or “cheat” electrical or mechanical devices.
Never operate the equipment if you notice unusual noises or

odors. Disconnect the power cord from the power source
receptacle and call your service representative to correct the
problem.

Never install telephone wiring during a lightening storm.
Never install telephone jacks in a wet location unless specifically

designated for wet locations.
Never touch uninsulated telephone wires or terminals unless the

telephone line has been disconnected at the network interface.
Avoid using a telephone (other than a cordless type) during an

electrical storm. There may be a remote risk of electrical shock
from lightening.

Never use a telephone to report a gas leak in the vicinity of the
leak.

U.S. only: If you need any additional safety information
concerning the equipment or Xerox supplied materials, call the
following toll-free number: 1-800-828-6571.

Approvals and certification

60 Hz, 115 V Listed by Underwriters Laboratories, UL1950 (UL). Meets CSA

standards, C22.2 NO 950 (CSA).

50 Hz, 220 to 240 V Meets the British Standards Institution, IEC950 (BSI).

Safety feature

Your printer is equipped with an Equipment Leakage Circuit
Interrupter/Residual Current Device (ELCI/RCD). This safety
device protects you if an electric outlet supplying power to the
printer is improperly wired.

XEROX 4220 LPS FAX MODEM FOR MACINTOSH OPERATOR GUIDE v

NOTICES

U.S. configuration of ELCI/RCD

1 Window
2 Reset button

International configuration of ELCI/RCD

1 Window
2 Reset button

If power is interrupted to the printer, follow these steps:

1. Locate the safety device, using the U.S. or International
Configuration (above).

2. Check to see if a red flag displays in the window of the
safety device.

3. If the red flag does not display, press and release the black
Reset button.

The red flag displays and power is restored to the system.

If power is not restored by this procedure or if the device
interrupts power to the printer again, call your service
representative.

vi XEROX MRP FAMILY FAX MODEM FOR MACINTOSH OPERATOR GUIDE

Table of contents

Notices iii

Safety iii

Laser safety iv
Operational safety iv

Introduction ix

About this guide ix

Conventions ix

1. Installation 1-1

Macintosh fax utility software package 1-1
Hardware and software requirements 1-1
Fax printer driver 1-2
Fax printer utility 1-2
Before you begin installation 1-2
Installation procedure 1-3
Initial configuration settings 1-4
Removing the fax utility 1-6

2. Operation 2-1

Fax Destinations window 2-1
Sending a fax 2-2
Creating a cover page 2-3
Transmitting a PostScript file 2-4
Delaying fax transmissions 2-5
Editing fax options 2-6

3. Phonebook 3-1

Creating your Fax Phonebook 3-1

Starting from the Fax Destinations window 3-1
Starting from the Fax Cover Page window 3-2

Using the Fax Phonebook Editor window 3-2

Displaying phonebook entries 3-3
Selecting and deselecting entries 3-3
Sorting phonebook entries 3-3
Editing phonebook entries 3-3

XEROX MRP FAMILY FAX MODEM FOR MACINTOSH OPERATOR GUIDE vii

TABLE OF CONTENTS

Deleting phonebook entries 3-4
Options 3-4

Adding individuals to the phonebook 3-5
Adding groups to the phonebook 3-5
Broadcasting a fax 3-5

4. Additional configuration options 4-1

Accessing the fax printer utility 4-1
Accessing the Fax Phonebook option 4-1
Incoming fax settings 4-1
Fax Printer Calendar 4-2
Print Activity Report 4-3
Clear Activity Report 4-3

5. Fax Setup menu 5-1

Fax Setup menu 5-1
Fax setup item descriptions 5-4

Fax Mode 5-4
Clock Setup 5-4
Send Setup 5-5
Receive Setup 5-6

Fax setup configuration examples 5-7

Setting tray 1 as the default input tray for fax received 5-7
Disabling automatic tray switching for fax received 5-8
Setting the date 5-9
Setting the time 5-10
Setting the redial count for a send configuration 5-10
Turning the speaker off for a send configuration 5-11

6. Troubleshooting 6-1

Fax Setup menu error messages 6-1
Printer Configuration Report 6-4

Appendices

A. Performance enhancement A-1
B. Related publications B-1

Index INDEX-1

viii XEROX MRP FAMILY FAX MODEM FOR MACINTOSH OPERATOR GUIDE

About this guide

Conventions

Introduction

This guide is intended to be an information reference for the
Macintosh fax modem option for your printer.

The procedures presented in this guide were written with the
assumption that the reader is a network administrator familiar
with installing printers on networks, and is familiar with basic
Macintosh operations and terminology.

This manual uses conventions in text and procedures.

Text conventions

This manual uses the following conventions throughout.

italics Italics are used for document and library names.

CAUTION: Cautions are associated with equipment safety.

WARNING: Warnings are associated with the safety of people.

N Notes are hints that help you perform a task or understand the

text.

MB Stands for megabyte.

KB Stands for kilobyte.

gsm Stands for grams per one square meter of paper.

Print language mode Refers to one of the two print languages: PCL 5 or PostScript

Level 2.

XEROX MRP FAMILY FAX MODEM FOR MACINTOSH OPERATOR GUIDE ix

INTRODUCTION

Procedure conventions

This guide uses the following conventions within printer control
panel procedures.

A function key, when referred to in the main text of this guide, is
identified by the function key name, a slash (/), and then the
function key icon:

• Off-Line/O • Clear/C

• Main Menu/M • Pause/P

• Last Page/L • Reset/R

• Enter/L • Test Mode/T

A function key, specified in a numbered step-by-step example of
control panel procedures, is identified by the icon in the left
margin and the associated key name in the text of the numbered
step. For example:

L 1. Press the Enter key.

Reference to messages displayed at the control panel appear in
text like this:

READY TO PRINT
DRY INK IS LOW--REPLACE SOON.

Procedure conventions—Macintosh personal computer

This guide uses the following conventions within procedures
performed on your Macintosh.

Menu buttons Menu buttons displayed on the Macintosh screen are identified

by their name in square brackets. For example:
Click on the [OK] button.

Keyboard keys A keyboard key name is boldface with downstyle capitalization.

For example:
Press the Tab key.

x XEROX MRP FAMILY FAX MODEM FOR MACINTOSH OPERATOR GUIDE

1. Installation

Each time you print with your Macintosh, the printer fax utility
gives you the capability to send your document as a high-quality
fax directly from your Macintosh to compatible fax machines or
fax printers anywhere in the world.

Macintosh fax utility software package

The Macintosh fax utility software package is comprised of a
program disk with the following items:

• Build Fax Driver

• Fax Printer Utility

• Teach Text document.

The fax utility software allows you to do the following:

• Send PostScript documents containing text, line art, and

graphic images directly from your Macintosh. Scanning is
unnecessary.

• Send high-quality (standard or fine print resolution)

• Send documents (at the resolution of the receiving fax

• Send a fax to all members of a distribution list with one

• Delay transmitting your fax document until a time you select

• Set up parameters for receiving and sending faxes, such as

Hardware and software requirements

In addition to the printer that is installed with the fax modem,
you need the following hardware and software:

• Macintosh with a hard disk drive. A minimum of 373 KB of

• Macintosh System 6 or higher operating system

documents to any fax machine or fax printer compatible with
CCITT Group III.

printer) in unmodified PostScript format if both the sending
and receiving machines are PostScript fax printers.

command.

within the next 24 hours.

setting the number of rings before answering and setting the
send resolution.

free disk space is needed to store the fax utility.

• Xerox AppleTalk interface installed in your printer

• AppleTalk interface utility (Xerox Printer Support

• Software for Macintosh) installed on the Macintosh computer

XEROX MRP FAMILY FAX MODEM FOR MACINTOSH OPERATOR GUIDE 1-1

INSTALLATION

Fax printer driver

• Fax Utility for Macintosh disk that contains the following files:

— Build Fax Driver
— Fax Printer Utility.

The following options, if installed on your printer, can increase
performance when you fax and print at the same time, or when
you send and receive complex faxes:

• 20 MB of RAM installed on your printer

• A high-capacity hard drive (to allow the spooling of fax jobs).

When you build the fax printer driver from your LaserWriter
printer driver, a Print Dialog window is created. This window is
the tool used to send a file as a fax, or to print the file locally. A
fax button in the Print Dialog window brings up the main Fax
Destinations window, and the appropriate fax information is
added to control and manage the fax transmission.

Fax printer utility

Before you begin installation

The fax printer utility does the following:

• Provides configuration support for the internal fax modem

option

• Allows you to update your Fax Phonebook

• Allows you to configure your printer to receive faxes and set

the date and time of the printer calendar/clock.

• Allows you to print and clear a fax Activity Report.

The fax utility software is provided on the Fax Utility for
Macintosh disk, and must be installed on your hard disk.

CAUTION: Do not copy the fax utility software files directly to
your hard disk and then attempt to use the driver. You must use
the install program with the fax utility and follow the instructions
provided in this chapter.

Follow these steps before you begin the installation procedure:

1. In order to use the fax utility on a Macintosh system, you
need to set the AppleTalk Print Language to the PostScript
mode (AppleTalk) from the printer control panel.

1-2 XEROX MRP FAMILY FAX MODEM FOR MACINTOSH OPERATOR GUIDE

Installation procedure

INSTALLATION

The fax utility does not function correctly in any other
setting, because this utility sends PostScript queries to the
printer and feed back is returned only in the AppleTalk
PostScript mode.

2. Make a backup copy of the program disk. Store the original
disk in a safe place and use the backup copy.

3. Make sure you have at least 373 KB available on your hard
disk to store the fax utility software.

4. On your hard disk, create a new folder for the fax utility
software. You may name it anything you wish.

5. Copy these files from the backup disk into the folder you just
created:

— Build Fax Driver
— Fax Printer Utility.

Follow these steps to install the fax utility software files:

1. Open the folder that you created for the fax utility and
double-click on the Build Fax Driver icon/file name.

A message displays in the Dialog box informing you that this
application builds a fax printer driver from the LaserWriter
driver currently installed. At this point you may continue, or
click on the [Cancel] button to abort the installation.

2. Click on the [Build] button to continue with the installation.
A message displays indicating that the fax printer driver is

being built.
If the installation is successful, a file named Fax Printer is

created and placed in your System folder (if you are running
System 6) or the Extensions folder within your System folder
(if you are running System 7).

If the installation is not successful, the partially built driver is
deleted. If installation is not successful because your virus
checker prevents the build program from modifying your
printer driver, refer to the documentation that came with
your virus checker for information on removing or disabling
the program. Then repeat the steps above.

N Note: If you have a virus checker such as

SAM_Intercept, the system may display a message
prompting you to Allow, Deny, or Learn the changes
that are about to occur to your system. Click on
[Allow] as many times as necessary to continue
installation.

When the installation is complete, a message displays that
the fax printer driver has been successfully built and may be
selected using the Chooser.

3. Click on the [OK] button.

4. Select Chooser from the Apple menu.
The Chooser window displays.

XEROX MRP FAMILY FAX MODEM FOR MACINTOSH OPERATOR GUIDE 1-3

INSTALLATION

5. Click on Fax Printer to change the printer driver to the
required printer. Make sure your printer is selected in the
Select LaserWriter window.

6. Click on Continue if the system prompts you to select Page
Setup and confirm the settings. This is necessary for the
application to format documents correctly for the fax printer.

7. In order to spool one or more faxes to the Print Monitor
queue and to continue working on your Macintosh computer
during fax transmission, the Background Printing should be
set to ON. If Background Printing is set to OFF, you are not
able to delay fax transmissions (as explained in the
“Operation” chapter).

8. Verify that AppleTalk is active.

9. Close the Chooser window.
You do not have to restart your system. Fax Printer is now

the default driver. If other software on your system is
installed to use another driver (for example, LaserWriter),
select the appropriate driver (through the Chooser) to print
from those applications.

10. Click on Continue if the system prompts you to choose Page
Setup and confirm the settings. This is necessary for the
application to format documents correctly for the fax printer.

Initial configuration settings

11. Pull down the File menu from the desktop menu bar and
select Print Directory..., Print Desktop... or Print Window...,
in order to verify that you have successfully installed the fax
printer driver. The Print Dialog window should include a
Destination field with three radio buttons: [Printer], [Fax],
and [PostScript File].

12. Click on the Destination: [Fax] radio button.

The [Print] button in the top right corner of the window
changes to a [Fax] button.

N Note: Destination: [Printer] is always the default

setting. If you do not see Destination options at the
base of the window, repeat the installation procedure.

At this point you may continue with “Initial configuration
options“ to set up the fax utility software for your environment,
or click on [Cancel] and perform the basic configuration later.

Follow these steps to set up the fax utility software for your work
environment:

1. If the Print Dialog window is not currently open on your
desktop, select Print Directory..., Print Desktop..., or Print
Window... from the File menu. Click on the Destination:
[Fax] radio button.

2. Click on the [Fax...] button in the upper right corner of the
Print Dialog window.

The Fax Destinations window displays.

1-4 XEROX MRP FAMILY FAX MODEM FOR MACINTOSH OPERATOR GUIDE

Field/Button Description

INSTALLATION

3. Click on the [Options] radio button.
The Fax Options window displays.
N Note: Clicking the [Help] button at any point gives

you advice and information about the current window.

4. Complete the fields in the Fax Options window. Refer to
table 1-1.

5. Click on the [OK] button after you complete the entries in
the Fax Options window.

The Fax Destinations window displays.

6. Click on [Cancel] to complete the installation.
N Note: You can also access the Fax Setup menu

through the control panel on your printer to change
the Fax send configuration settings. Refer to the “Fax
Setup menu” chapter for these procedures.

Table 1-1 lists the fax utility software fields and their descriptions.
Table 1-1. Fax Options window field descriptions

Outside Line Prefix Enter any access codes required to obtain an outside line (for example, some phone

systems require you to dial 9 to get an outside line). You can specify up to 9
characters for an outside line prefix; the fax utility automatically adds these codes
before dialing the fax telephone number.

The fax utility recognizes the following characters:

Code Function

0 through 9 Dialing numbers
* and # Sounds the tones corresponding to these keys on tone

telephones

W Waits for a dial tone

, (comma) Two second pause

[ ] To protect internal account codes, credit card numbers, or

calling card access numbers, any part of the telephone number
placed within brackets is dialed but is not reported on the FAX
cover page or the FAX header.

For example, an outside line prefix of “9,” dials the number 9, then waits for two
seconds before dialing a fax number. You may override the prefix set in this
window when you send a fax.

If you need an outside line prefix for certain calls only (as when accessing a
particular long-distance carrier), leave this field blank and specify the required prefix
when you send a fax.

If this field does not apply to your telephone system, leave it blank.

XEROX MRP FAMILY FAX MODEM FOR MACINTOSH OPERATOR GUIDE 1-5

INSTALLATION

Field/Button Description

Table 1-1. Fax Options window field descriptions

(continued)

[Tone Dialing]
[Pulse Dialing]

These radio buttons enable you to specify whether your phone system uses tone
dialing or pulse dialing. [Tone dialing] is the default setting.

Long Distance Prefix Enter the prefix you must dial when calling outside your local calling area (for

example, you may need to dial a “1” before dialing the long distance area code and
number). If this does not apply to your calling area, leave this field blank.

Current Area Code Enter your local area code in this field, being consistent in the way you enter area

codes and phone numbers. For example, if you placed parentheses around the area
code in the Current Area Code field, you must use parentheses when entering area
codes in your Fax Phonebook.

If you enter an area code in this field, you must also include area codes with every
phone number that you add to your phonebook.

If you do not complete this field, you must include the area code and long distance
prefix of every long distance phone number, excluding local numbers, that you add
to your phonebook.

Maximum number of
retries

Enter the maximum number of times you want the fax software to try dialing a
number if it cannot connect the first time. This number must be between 0 and

100. The default is 0.

Minutes to wait
before retrying

If you enter a number in the Maximum number of retries field, this entry is required.
Enter the number of minutes you want the fax software to wait before trying the

number again. This number must be between 1 and 60.
Resolution This option is used only when manually entering a fax number.
Fax PostScript

This option is used only when manually entering a fax number.
password

Confirmation Pages When the Confirmation Pages checkbox is selected, the fax utility automatically

prints a page (Transmission Status Report) confirming the time and number of pages

it transmitted during a fax job. If you do not want a confirmation page, click on

once in the Confirmation Pages checkbox to deselect the box (remove the “X”).
Page Caption When the Page Caption checkbox is selected, the fax utility automatically prints the

date, time, and page number at the top of each page being transmitted. To disable

this feature, click on one to deselect the Page Caption checkbox.

Refer to the “Editing fax options” section in the “Operation”
chapter if you want to modify the initial configuration settings.

Removing the fax utility

If you want to remove the fax utility software from your
Macintosh hard disk, perform the following:

• Drag the fax printer driver and Fax Phonebook files from your

Extensions/System folder to the Trash icon.

• Drag the folder that contains the fax utility software files to

the Trash icon.

1-6 XEROX MRP FAMILY FAX MODEM FOR MACINTOSH OPERATOR GUIDE

2. Operation

This chapter explains how to use the fax utility to send faxes
from any Macintosh that supports printing. You learn how to
perform the following tasks:

• Use the options provided in the Fax Destinations window

• Fax a document directly from your Macintosh applications

• Add an optional cover page

• Transmit a PostScript file

• Send a fax to multiple locations (broadcast fax) using your

phonebook

• Specify a time for a delayed fax transmission

• Edit fax options.

Fax Destinations window

The Fax Destinations window allows you to designate to whom
your fax is transmitted.

From within any application that supports printing, you can
follow the steps below to display and use this window:

1. Select the option that enables you to print (for example,
select Print... from the File menu).

2. Specify print options, for example:

• The page numbers you wish to fax

• The number of copies to be sent.

3. Click on the [Fax] radio button, then click on the [Fax]
button in the Destination field, found in the upper right
corner of the Print Dialog window.

4. Do any of the following actions:

• Enter a fax number

• Choose a group or individual name to receive your fax

• Click on [Phonebook_] to add to or edit the names in

your Fax Phonebook

• Click on [Options] to verify or change the current fax

configuration settings.

XEROX MRP FAMILY FAX MODEM FOR MACINTOSH OPERATOR GUIDE 2-1