Xerox 423 User Manual

XEROX

WorkCentre Pro 423/428

Scanner User Guide

708P86638

The Documeint COmpamt

XEROX X

Prepared and translated by:
The Document Company Xerox
GKLS European Operations

Bessemer Road
Welwyn Garden City

Hertfordshire
AL7 1HE

ENGLAND
©2001 by Xerox Corporation. All rights reserved.

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

Xero^, The Document Compan^, 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.

Changes are periodically made to this document. Changes, technical inaccuracies, and typographical errors
will be corrected in subsequent editions.

Table of Contents

Preface................................................................1-1

Using This Guide........................................................................1-2

Conventions................................................................................1-3

Background Knowledge........................................................1-2

Organization..........................................................................1-2

Bracket text typeface

Italic typeface........................................................................1-3

Notes.....................................................................................1-3

Hints......................................................................................1-3

Cautions................................................................................1-3

Warnings...............................................................................1-3

............................................................

1-3

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Before Using the Scanner

Overview.....................................................................................2-2

Scanning with the Mailbox....................................................2-2

CentreWare Scanning Services

Required Environment

WorkCentre Pro....................................................................2-4

Personal Computer (Client)..................................................2-4

Personal Computer (Server)

Network.................................................................................2-4

Preparing to use the Mailbox Feature........................................2-5

Defining the IP Address........................................................2-5

Setting the IP Address..........................................................2-6

Setting Subnet Mask and Gateway Address........................2-7

Enabling the Salutation.........................................................2-8

Creating a Mailbox................................................................2-9

Procedure.............................................................................2-9

Preparing to use CentreWare Scanning Services

Enabling the Transport Protocol (UDP)..............................2-12

Enabling the FTP Client......................................................2-14

Installing the Network Scanner Utility

Required Environment........................................................2-15

Target Operating System....................................................2-15

Personal Computer.............................................................2-15

Network...............................................................................2-15

Target Application Software

Installation...........................................................................2-16

Procedure...........................................................................2-16

Uninstallation

Procedure...........................................................................2-18

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2-1

2-3
2-4

2-4

2-12

2-15

2-15

2-18

Operating the Scanner......................................3-1

Scanning Documents

Scan-to-Mailbox....................................................................3-2

Procedure.............................................................................3-2

Scan-to-Server(Using Job Template)

Procedure.............................................................................3-5

Specifying Various Features (Mailbox)

Selecting the Scan Resolution Level

Procedure.............................................................................3-7

XEROX WorkCentre Pro 423/428 Scanner User Guide Page i

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3-2

3-5

3-7
3-7

Selecting the Original Type...................................................3-8

Procedure.............................................................................3-8

Selecting the Density Level

Procedure.............................................................................3-8

Selecting the Scan Size........................................................3-9

Procedure.............................................................................3-9

Selecting Scanning Ratio....................................................3-10

Procedure...........................................................................3-10

Scanning Mixed Size Originals

Procedure...........................................................................3-11

Loading Documents...........................................................3-11

Scanning Two-Sided Originals

Procedure...........................................................................3-12

Printing/Deleting Stored Documents........................................3-13

Procedure...........................................................................3-13

Custom Presets for Scanning Features

Screen Default (4. Scan Default)........................................3-16

Scan Screen
Scan Features

Procedure...........................................................................3-16

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3-8

3-11

3-12

3-16

3-16
3-16

Operating the Client (Personal Computer)

Using the Network Scanner Driver

Importing the Stored Documents..........................................4-2

Procedure.............................................................................4-2

Changing Display of the Scanner Name

Network.................................................................................4-5

Local File

Other Scanners.....................................................................4-5

Procedure.............................................................................4-6

Changing ImportSettings

Import Order

File List Mode

Negative Image
Temporary Save as

Using the Mailbox Viewer

Confirm/Delete/ImportStored Documents

Procedure.............................................................................4-8

Importing the Document Stored in the Mailbox

Setting Up the Properties....................................................4-10

Import Properties................................................................4-12

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Precautions and Limitations

Precautions and Limitations.......................................................5-2

Enabling Salutation or FTP Client

Using the Network Scanner Driverand the

Mailbox Viewer at the Same Time........................................5-2

Importing from Several Personal Computers

Printing Stored Document

Retrieve from the Mailbox of the Machine

Using the CentreWare Scanning Services...........................5-2

Using the TIFFfile.................................................................5-2

Scan Size Limitation.............................................................5-2

Number of Pages of Stored Document
Maximum Numberof Scanned Pages (Mailbox)

Upgrading the Network Scanner Utility

Troubleshooting..........................................................................5-4

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4-1

4-2

4-5

4-5

4-6
4-6
4-6
4-7
4-7

4-8
4-8

4-10

5-1

5-2

5-2
5-2
5-2

5-3
5-3
5-3

Page ii XEROX WorkCentre Pro 423/428 Scanner User Guide

Appendix A-1

Printing Job Template List.

Compatible Software

...........

.A-2
.A-3

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XEROX WorkCentre Pro 423/428 Scanner User Guide Page in

Page iv XEROX WorkCentre Pro 423/428 Scanner User Guide

1 Preface

Thank you for purohasing the Xerox WorkCentre Pro 423/428. This
guide provides all the neoessary operating instruotions and preoautions
for using spanning features.

To get the most out of the maohine, please read this guide oarefully
beforehand.

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XEROX WorkCentre Pro 423/428 Scanner User Guide Page 1-1

Using This Guide

Background Knowledge

Organization

Chapter 1 This ohapter

Chapter 2 Before Using the Scanner

Chapter 3 Operating the Scanner

Chapter 4 Operating the Client (Personal Computer)

This guide is written with the assumption that you are familiar with the
basio workings of yoursystems.With referenoe to information suoh as
personal oomputers, operating systems and networks, refer to the
relevant information forassistanoe.

The following is a summary of eaoh ohapter:

This ohapter provides the summary of soanning features and
preparation instruotions for using the network soanner.

This ohapter desoribes how to soan the dooument.

This ohapter desoribes how to import the stored dooument from the
mailbox of the maohine to a personal oomputer using a olient personal
oomputer.

Chapter 5 Precautions and Limitations

This ohapter desoribes the preoautions and limitations when using the
soan feature and also explains how to troubleshoot problems when
they ooour.

Appendix This seotion provides information on soan feature referenoes and

prooedures when using CentreWare Soanning Servioes.

Page 1-2 XEROX WorkCentre Pro 423/428 Scanner User Guide

Conventions

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Bracket text typeface

Italic typeface

In this manual, a host device refers to a personal computer or

workstation.

The [Bracket Text] typeface is used to emphasize the selection of a
feature mode or button. For example:

> Select[Image Quality].
> Select[Save].

The Italic typeface is used to emphasize a word or phrase. In addition,
references to otherchapters and publications are displayed in Italic

typeface. Forexample:
Always follow safety procedures when operating the equipment.

Refer to “Maintenance” on page 11-1, for information about cleaning

the Document Glass.

For more information about the network options available, refer to the

System Administrator Guide.

I

Notes

Hints

Cautions

Warnings

Notes are statements that provide additional information. Forexample:

NOTE: If the Xerox WorkCentre Pro 423/428 does not include the

Finisherand/or High Capacity Feeder, ignore the firststep.

Hints help users perform a task. For example:

HINT: Select the X/Y display areas to display a pop up keypad which
can be used to enter and save the values.

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

CAUTION: When cleaning the Xerox WorkCentre Pro 423/428, do
not use organic solvents or aerosol cleaners.

Warnings are statements that alert users to the possibility of personal
damage. Forexample:

WARNING: This equipment must be connected to an earthed
mains socket outlet.

XEROX WorkCentre Pro 423/428 Scanner User Guide Page 1-3

Page 1-4 XEROX WorkCentre Pro 423/428 Scanner User Guide

! Before Using the Scanner

The following information oan be found in this ohapter:
> Overview
> Required Environment
> Preparing to use the Mailbox Feature
> Preparing to use CentreWare Spanning Servioe
> Installing the Network Spanning Utility

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XEROX WorkCentre Pro 423/428 Scanner User Guide Page 2-1

Overview

The WorkCentre Pro Network Soanner provides the following features:
> The soan feature by using the mailbox in the maohine
> The soan feature by using the CentreWare Spanning Servioes

The following is the summary of eaoh soan feature:

Scanning with the Mailbox

You oan store a dooument in the mailbox by soanning the dooument on
the maohine.

The stored data oan be imported to the personal oomputer (olient)
oonneoted to a network.

Besides soanned doouments, you oan also import data reoeived from

other faosimile to your mailbox of the WorkCentre Pro.
See the UserGuide (Facsimile) for details of the mailbox feature.

(optional)

Page 2-2 XEROX WorkCentre Pro 423/428 Scanner User Guide

CentreWare Scanning Services

You can scan a document by specifying a template file, which is called
h Job Template.

The scanned data will be stored on the hard disk of the machine and
the data will be automatically transmitted to the personal computer
(server) connected to a network.

The optional CentreWare Scanning Services is required in orderto
create the Job Template or to setup a repository location for the
transmitted data.

NOTE: This guide describes only the procedure for the machine when
using CentreWare Scanning Services. For information regarding the
procedure forthe personal computer, referto the CentreWare
Scanning Services User Guide.

It is necessary to install the optional printer HDD kit in order to use

CentreWare Scanning Services.

Scan

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XEROX WorkCentre Pro 423/428 Scanner User Guide Page 2-3

Required Environment

This section describes the required environment in order to use the
scan feature (mailbox feature).

WorkCentre Pro

The following options are needed forthe machine:
> Fax unit (for models not installed with the fax feature)
> Printer HDD kit (when using CentreWare Scanning Services only)
> 64MB SDRAM (when using CentreWare Scanning Services only)

Personal Computer (Client)

The personal computer as a client must be installed with either one of
the following operation systems:

> Microsoft Window^ 95/Window^ 98/Window^ Me operating

system

> Microsoft Windows operating system Version 4.0/Window^

2000 operating system

NOTE: Windows NT 4.0 Server TSE (Terminal Server Edition) and
Windows 2000 Server/Advanced Server Terminal Service are not
compatible with this feature.

Personal Computer (Server)

When using the CentreWare Scanning Services, the personal
computer as a server must be installed with the following operation
system:

> Microsoft Windows N^ operating system version 4.0
> Microsoft Window^ 2000 operating system

Network

The machine and personal computer should be connected with a
network and be able to communicate with the TCP/IP protocol.

Page 2-4 XEROX WorkCentre Pro 423/428 Scanner User Guide

Preparing to use the Mailbox Feature

The following preparation is neoessary to soan a dooument using the
mailbox:

> Define IP address.
> Enable Salutation.
> Registerthe mailbox.

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Defining the IP Address

The prooedure forsetting up is as follows:

This seotion explains how to set up anIP address. Depending on the
network environment, you may need to set up the subnet mask and
gateway address. If your network has a Dynamio Host Configuration

Protoool (DHCP), BOOTP or RARP environment, the printer oan obtain
these items automatioally from eaoh of the server. By default, these
items are obtained automatioally from the DHCP server.

NOTE: Use the DHCP servertogether with the Windows Internet

Name Servioe (WI NS) server at the same time. When using the WI NS
server, adjust the settings if neoessary, by seleoting the following on
the printeroontrol panel: Network/Port, followed by WINS Server, and
then the various items.
When using the BOOTP or RARP server, seleot the following on the
printeroontrol panel: Network/Port, followed by TCP/IP Settings, Get

IP Address, and then BOOTP or RARP. Cheok with your system
administrator if you have any queries on the BOOTP or RARP
environment.

In addition, you oan use the quiok setup menu to oonfigure the IP
address and Salutation along with the printer environment setting.

See the User Guide (Printer) to oheok the DHCP server and use the
quiok setup menu.

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XEROX WorkCentre Pro 423/428 Scanner User Guide Page 2-5

I ▼ I II ► I |EJed/Sel||

to move down a column. to move between columns. to select an Item (* shows beside item).

Quick Setup

Report List

System Setting

Setting the IP Address

This section explains the procedure for setting up the IP address
manually by using the printer control panel. Depending on the network
environment you are using, you may need to set up the subnet mask
and gateway address. Set the necessary items after checking with the
network administrator.

NOTE: You do not need to define the IP address if it already exists.
(The screen to define the IP address will not be displayed in the
following case.)

1. With “Ready to print or fax” displayed, press the Menu button.

Network/Port

Parallel
LPD
Netware
SMB
IPP
USB
Port 9100
EtherTalk
Salutation
FTP Client
SNMP
Internet Service

TCP/IP Settings Get IP Address

IP Address

DHCP
BOOTP
RARP

Manually

000.000.000.000

2. Set “Get IP Address” to Manually.

3. Enter the IP Address.

Use the left an right arrows to move between the numbers.

Use up and down arrows to increment or decrement the value. If
you keep your finger on a button, the number will change
automatically.

4. Press the Menu button to accept the changes and re-initialize the
printer.

Page 2-6 XEROX WorkCentre Pro 423/428 Scanner User Guide

I ▼ I I I I ► I |EJed/Sel I

to move down a column. to move between columns. to select an Item (* shows beside item).

Quiok Setup

Report List

System Setting

Network/Port

Parallel
LPD
Netware

SMB

IPP
USB
Port 9100
EtherTalk

Salutation

FTP Client

Setting Subnet Mask and Gateway Address

1. With “Ready to print or fax” displayed, press the Menu button.

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SNMP

Internet Servioe

TCP/IP Settings

2. EntertheSubnetMask.

Use the left an right arrows to move between the numbers.

Use up and down arrows to inorement or deorement the value. If
you keep your finger on a button, the number will ohange
automatioally.

3. Enter the Gateway Address.
Use the left an right arrows to move between the numbers.
Use up and down arrows to inorement or deorement the value. If

you keep your finger on a button, the number will ohange
automatioally.

4. Press the Menu button to aooept the ohanges and re-initialize the

printer.

Get IP Address
IP Address

Subnet Mask
Gateway Address

000.000.000.000

000.000.000.000

XEROX WorkCentre Pro 423/428 Scanner User Guide Page 2-7

Enabling the Salutation

Enable Salutation on the printeroontrol panel.

Ready to print
or fax

Press

©

Menu

Quick Setup

■ (2)

Menu

Network/Port

(D Press ^

NOTE: RAM for the printer is not installed, Salutation
oannot be enabled due to insuffioient memory. If this
happens, disable ports thatyou are not using. If the
Salutation still oannot be enabled, you are then

Menu

reoommended to install the 64MB SDRAM for the
printer. Please referto your User Guide (Printer).

or

À

Network/Port

Parallel

(J) Press ^ a few times until the following appears

Network/Port

Salutation

^ a few times until the following appears

T

Press ^

Salutation

Port Status

(D Press ^

Port Status

! (2) Press Y

T

Port Status

; (D Press Ejecî/Seî

T

Port Status

(g) Press

(When “Ready to print or Fax” appears, the
printer is ready to receive data.)

Menu

Switch off/on the power

I

Ready to print
or fax

Disable'

Press Clear All on the copier

control panel

Enable

Enable'

Page 2-8 XEROX WorkCentre Pro 423/428 Scanner User Guide

Creating a Mailbox

Use the copier control panel to create a mailbox to store the scanned

document.__________________________________________________

NOTE: You can create up to 200 mailboxes.

Procedure

1. Select Setup Menu on the Menu screen.

NOTE: If the following screen is notdisplayed, press Feature
Selection to display the screen.

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2. Select Mailbox.

Setup Menu

Speed Dial

Group Dial

5
5
5

Job/Name
Comment

Stored Jobs

1

I

Local Fax
Infomiation

5

3. Select an unused mailbox number directly or use the ▲ or'

button.

Setup Mailbox

m (Not bntereoj

002 (Not Entered)
003 (Not Entered)
004 (Not Entered)
005 (Not Entered)
006 (Not Entered)
007 (Not Entered)
008 (Not Entered)
009 (Not Entered)
010 (Not Entered)

Prev.
page

Next
page

Close

Enter/Change

4. Select Enter/Change.

XEROX WorkCentre Pro 423/428 Scanner User Guide Page 2-9

5. Enter a 4-digit password by using the keypad, and select Confirm

Password.

NOTE: The password must be unique.

When notsetting the password, do notenterany password and then
select Confirm Password.
Select Delete Mailbox to delete a mailbox created.
Select Change Password to change the password.

Use the numeric keypad to enter password.

Mailbox No. 001
Enter/Change

Password

Confimi
Password

Change

Password

Delete
mailbox

Mailbox Name

I (Not Entì'ed)

Enter/Change
Name

Mailbox

I

Options
Check

Password
Delete^ave

Documents

Close

3

?

I

6. Select Enter/Change Name to enter the name for the mailbox.

Use the numeric keypad to enter password.

Mailbox No. 001
Enter/Change

Password

Confimi
Password

'Change

Password

Delete
mailbox

3

Mailbox Name

(In Use - No Name)
Enter/Change

Name
Mailbox

Options
Check

Password
Delete^ave

Documents

Close

3

?

3

If you do not wish to enter any name, proceed to Step 8.

7. Enter the name using the keyboard on the screen, then select

Save.

Mailbox No. 001

- Enter/Change Name

Scanner

□S00000000

0000000000

Backspace

Space

0000000000
000000

Symbol

NOTE: You can enter up to 10 characters for the mailbox name.

See the UserGuide (Facsimile) for entering text.

Alpha
numeric

Shift

Page 2-10 XEROX WorkCentre Pro 423/428 Scanner User Guide

8. Select Check Password to check the password.

Use the numeric keypad to enter password.

Mailbox No. 001
Enter/Change

Password

Confimi
Password

Change
Password

Delete
mailbox

5

Mailbox Name

Scanner

Enter/Change
Name

Mailbox

Options
Check

Password
Deletefôave

Documents

Close

3

I

9. Select the settings for Check Password and then select Save.

Mailbox No. 001
Check Password

Retrieve/Delete

I On

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10. Select Delete/Save Documents to configure the settings for
retrieving thedocuments.

Use the numeric keypad to enter password.

Mailbox No. 001
Enter/Change

Password

Confimi
Password

Change

Password

Delete
mailbox

I

11. Select whether to save or delete the document after retrieving and
then selectSave.

12. Select Clear All on the control panel.

XEROX WorkCentre Pro 423/428 Scanner User Guide Page 2-11