Xerox 685, 665, 785, 765 User Manual

XEROX

WorkCentre Pro 665, 685, 765, 785

System Administrator’s Guide

Xerox Limited, Global knowledge and Language Services, Enterprise Centre, Bessemer Road, WELWYN GARDEN CITY, AL7 1HL United Kingdom

publication are trademarks of Xerox Corporation and Xerox Limited. Products and trademarks of other companies are also acknowledged. Copyright protection claimed includes all forms and matters of

copyrightable material and information now allowed by statutory or judicial law or hereinafter granted, including without limitation, material generated from the software programs which are displayed on the screen such as icons, screen display looks, etc.

Changes are periodically made to the document. Revisions, changes, any technical inaccuracies, and typographical errors will be corrected in any subsequent editions

Table of Contents

Chapter 1 Introduction............................................................................1-1

Finding Information in the System Administrator’s Guide (SAG)................1-1

Information provided by the User’s Guide..................................................1-3

Document Conventions..............................................................................1-5

Notes, Cautions, and Warnings.......................... ..... .... ..... ..........................1-6

Chapter 2 Programming the Machine....................................................2-1

Using the Menu Mode...............................................................................2-1

Keys used in Menu Mode Operation..................................................2-2

Menu Flow Map .................................................................................2-4

Character Entries......................... .... ..... ..... .................................................2-7

Keys used to Enter Characters...........................................................2-7

Character Code Table........................................................................2-8

Entering Characters............................................................................2-9

Correcting Characters ........................................................................2-9

Deleting or Inserting Characters...............................................2-10

Direct Access Function Keys....................................................................2-11

Setting Up the Phonebook........................................................................2-13

Planning the Phonebook .......................................... ..... .... ..... ..........2-13

Pre-setting Speed Dial Numbers......................................................2-14

Modifying or Deleting Speed Dial Numbers......................................2-21

Pre-setting One Touch Numbers......................................................2-22

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Modifying or Deleting One Touch Dial Numbers..............................2-28

Pre-setting Group Numbers ............................................................2-29

Programming Group Send .................................................. ..... ........2-31

Deleting or Modifying a Group Number....................................2-32

Filling out the One Touch Label................................................2-33

Setting the Department Codes........................................... .... ..... .............2-34

To setup Department Codes............................................... ..... .... ....2-34

Changing the Department Code Settings.........................................2-38

Setting the Machine Default Settings.......................................................2-40

Error Correct - ECM Default Setting.................................................2-40

Long Original Setting........................................................................2-41

Bypass Tray Paper Size Setting...............................................................2-42

Redial Count and Interval Setting*...................................................2-43

Receive Interval................................................................................2-45

Resolution and Contrast Setting.......................................................2-46

Power Saver Setting.........................................................................2-48

Print Density.....................................................................................2-50

Refuse Junk Mail Setting..................................................................2-51

Ringer Volume Setting .....................................................................2-52

Alarm Volume Setting.......................................................................2-53

Key Touch Volume Setting...............................................................2-54

Monitor Volume Setting....................................................................2-55

Send After Scan Default Setting.......................................................2-56

Remote Service Setting................................ .... ..... ..... ......................2-57

Remote Access............................... .........................................2-57

Download ......................... .... ............................................................2-58

RDC Password.................................................................................2-59

Supplies Order .................................................................................2-60

Separator Page Default Setting........................................................2-61

Line Monitor Default Setting................................................ ..... .... ....2-63

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Chapter 3 Receiving Documents ............................................................3-1

Basic Receive.............................................................................................3-2

Setting the Answer Mode (Line 1)......................................................3-2

Setting the Answer Mode (Line 2)......................................................3-3

Auto Receive......................................................................................3-5

Manual Receive.......................................... ........................................3-5

Advanced Receive......................................................................................3-6

Collate Fax .........................................................................................3-6

Reduce Incoming Fax Setting ............................................................3-7

Receive to Memory.............................................................................3-8

Secure Receive..................................................................................3-9

Automatic Secure Receive Setup...............................................3-9

Manual Secure Receive.......................... .... ..... ........................3-13

Printing the Stored Document in Secure Receive Mode..........3-14

Discard Extra Setting* ................................................... .... ..... ..... .....3-15

Chapter 4 Dialing Methods......................................................................4-1

Dialing Methods..........................................................................................4-1

Manual Dial (On-hook and Off-hook Dialing)......................................4-2

Alpha Dialing ......................................................................................4-4

Speed Dialing.....................................................................................4-6

One Touch Dialing...................................... ........................................4-7

Keypad Dialing ...................................................................................4-8

Automatic Redialing*..........................................................................4-9

Manual Redial Last Number (Off-hook)............................. ..... ............4-9

Manual Redial Last 5 Numbers (On-hook)*......................................4-10

Chain Dialing....................................................................................4-11

Charge Card Tran smission s...................................... ...............4-12

* Not available in all markets.

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Manual Group Dialing.......................................................................4-13

Chapter 5 Transmitting Documents .......................................................5 -1

Memory Send or Direct Send Default Mode...............................................5-3

Memory Send .............................. ..... ..... .... ................................................5-4

Direct Send ................................................................................................5-6

Direct Send with Memory Send Selected...........................................5-7

Manual Send..............................................................................................5-8

Delayed Start..............................................................................................5-8

Priority Transmission.................................. ................................................5-9

Line Selection............................... ..... .......................................................5-10

Charge Codes..........................................................................................5-11

Cover Sheet .............................................................................................5-12

Cover Sheet Setup...........................................................................5-13

Sending a Document with a Cover Sheet ........................................5-14

Batching ...................................................................................................5-16

Confirming a Transmission.......................................................................5-17

One Time Fax Options........................... .... ..... .........................................5-18

Number of Pages .............................................................................5-19

Listen to Dial.....................................................................................5-20

Send then Poll..................................................................................5-21

ECM Disable ....................................................................................5-23

Secure Send Transmission .............................................................5-24

Send After Scan Enable...................................................................5-25

Advanced Transmissions.........................................................................5-27

Using an Account Code....................................................................5-27

Account Code Default Setting..........................................................5-28

Transmitting Using a Department Code...........................................5-29

Resend Stored Fax Default Setting..................................................5-30

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Resending a Stored Fax...........................................................5-31

Secure Send Setting.........................................................................5-33

ITU-T Relay Communications ..................................................................5-34

ITU-T Relay Transmission................................................................5-34

Presetting ITU-T Relay Box..............................................................5-37

Deleting a Relay Box........................................................................5-41

Chapter 6 Cancelling Jobs ......................................................................6-1

Stop Key.....................................................................................................6-1

Job Status Key ...........................................................................................6-1

Cancel Job Key ..........................................................................................6-2

Direct Send Jobs........................................................................................6-5

Chapter 7 Polling......................................................................................7-1

Polling Communications.............................................................................7-1

Storing a Document to be Polled........................................................7-2

Storing a Document to be Polled in a Poll-once Box..................7-3

Storing a Document to be Polled in a Multi-poll Box ..................7-5

Cancelling Documents Stored in a Polling Box..........................7-6

Modifying Documents Stored in a Polling Box............................7-6

Polling a Remote Document (Poll-once or Multi-poll Box)..................7-8

Group Polling..................................... .................................................7-9

Continuous Polling*..........................................................................7-11

Deleting Continuous Poll Jobs.................................................7-13

Chapter 8 Mailbox Communications ......................................................8-1

Mailbox ITU-T Communications.................................................................8-1

Local Mailbox (ITU-T).........................................................................8-2

* Not available in all markets.

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Creating an ITU-T Mailbox.........................................................8-2

Deleting an ITU-T Mailbox .........................................................8-4

Storing a Document in a Local ITU-T Mailbox ...........................8-5

Printing a Document Stored in a Local ITU-T Mailbox...............8-7

Deleting a Document Stored in a Local ITU-T Mailbox .............8-9

Remote ITU-T Mailbox................................. .... ..... ...........................8-10

Sending to a Remote ITU-T Mailbox........................................8-10

Polling a Remote ITU-T Mailbox..............................................8-13

Attaching an ITU-T Sub Address......................................................8-15

Transmitting a Document to an ITU-T Sub Address ................8-16

Polling a Document Using a Sub Address...............................8-17

Chapter 9 Reports....................................................................................9-1

Setting Up Reports and Lists......................................................................9-1

Activity Report Setup..........................................................................9-2

Confirmation Report Setup.................................................................9-5

Confirmation Report...................................................................9-6

Confirmation Report - Memory Send .........................................9-7

Group Send Report.................... ..... ..... .... ..................................9-9

Group Poll Report ........................... ..... ....................................9-11

Relay Originator Report ...........................................................9-12

Relay Station Report................................................................9-14

Relay Destination Report.........................................................9-16

Confirmation Report Override..........................................................9-18

Reception Report Setup...................................................................9-19

Printing Reports and Lists........................................................................9-21

Activity Report..................................................................................9-21

ITU-T Mailbox Report.......................................................................9-22

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Pending Jobs Report........................................................................9-23

Department Code Report.................................................................9-24

Power Failure List.............................................................................9-25

Menu Map.........................................................................................9-26

Settings Report.................................................................................9-27

Chapter 10 Copying Documents ..........................................................10-1

Making Copies..........................................................................................10-1

Chapter 11 Scan Functionality..............................................................11-1

Chapter 12 PCL Printing Functionality.................................................12-1

Chapter 13 Network Functionality ........................................................13-1

Chapter 14 Internet FAX Functionality.................................................14-1

Chapter 15 Using the ControlCentre ....................................................15-1

Setting up the WorkCentre.......................................................................15-2

Setting the Machine Defaults............................................................15-2

Setting up the Telephone Lines........................................................15-3

Using the Power Save features........................................................15-4

Setting the PC’s Date and Time on the WorkCentre........................15-5

Changing Your ControlCentre Password .........................................15-5

Setting the Fax Send Options...................................................................15-6

Setting the Cover Sheet and Send Header Options.........................15-6

Choosing How to Send Faxes..........................................................15-6

Sending Faxes Using Security.........................................................15-7

Setting the Redial Options............................... .................................15-7

Faxing Long Originals.......................................................................15-8

* Not available in all markets.

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Setting the Fax Receive Options..............................................................15-9

Setting the Receive Footer Option...................................................15-9

Receiving Faxes when the Printer is Unavailable............................15-9

Receiving Secure Faxes ......................... .........................................15-9

Setting the Receive Interval...........................................................15-10

Receiving Faxes f rom the Fax Numbers Assigned to You r Phonebook Only

15-11

Collating and Reducing Incoming Faxes........................................15-11

Receiving Oversized Faxes................................... ..... .... ................15-11

Receiving Faxes to Your PC..........................................................15-12

Setting up a Phonebook.........................................................................15-12

Assigning an Individual Fax Number to a One Touch Key .............15-12

Assigning a Speed Dial or Group Dial Number to a One Touch Key15-14

Editing a One Touch Key Entry......................................................15-14

Deleting One Touch Key Entries....................................................15-15

Presetting a Speed Dial Number....................................................15-15

Editing a Speed Dial Number.........................................................15-16

Deleting Speed Dial Numbers........................................................15-17

Presetting a Group Dial Number....................................................15-17

Editing a Group Dial Number .........................................................15-18

Deleting Group Dial Numbers ........................................................15-18

Saving a Phonebook to Your PC....................................................15-19

Opening a Phonebook File.............................................................15-19

Creating Mailboxes.................................................................................15-20

Creating a Mailbox .........................................................................15-20

Editing a Mailbox............................................................................15-21

Deleting a Mailbox..........................................................................15-22

Using Department Codes.......................................................................15-22

Setting up Department Codes........................................................15-22

Changing a Department Code........................................................15-23

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Deleting a Department Code..........................................................15-23

Printing Reports........................... .... .......................................................15-24

Activity Report Setup......................................................................15-24

Confirmation Reports Setup...........................................................15-24

Reception Reports Setup ...............................................................15-25

Printing the Settings Report............................................................15-25

Saving the WorkCentre Settings............................................................15-26

Saving WorkCentre Settings to a File.............................................15-26

Opening a Saved WorkCentre Settings File...................................15-26

Creating a New WorkCentre Settings File......................................15-26

Enabling Xerox personnel to perform remote tests................................15-27

Setting up automatic supply ordering.....................................................15-27

Firmware Download................................................................................15-28

Chapter 16 Troubleshooting..................................................................16-1

Self Test ...................................................................................................16-1

Calling for Service ....................................................................................16-3

Error Messages and Codes......................................................................16-3

Error Codes..............................................................................................16-6

Device Error Codes..................................................................................16-8

Paper Jam................................................................................................16-9

Document Jam .......................................................................................16-15

Status Code Table..........................................................................16-18

Transmission Problems..........................................................................16-19

Reception Problems...............................................................................16-20

Image Quality ................................................ .........................................16-21

Problems with envelopes........................................................................16-21

Communications failure..........................................................................16-21

Appendix A Ordering Supplies ..............................................................A-1

* Not available in all markets.

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Ordering Supplies...................................................................................... A-1

Ordering Supplies Automatically................................................. ..... ......... A-2

Setting-up Automatic Supplies Ordering........................................... A-2

Setting up the destination.......................................................... A-2

Entering the part details............................................................ A-4

Entering ordering details........................................................... A-6

Printing the order form .............................................................. A-8

Appendix B Maintaining the Product ....................................................B-1

Replacing the Paper.......................................................................... B-1

Replacing the Toner Cartridge and Fuser Cleaner........................... B-4

Replacing the Drum Unit................................................................. B-15

Cleaning the Machine.............................................................................. B-20

Cleaning the Cabinet and Ozone Filter........................................... B-20

Cleaning the Document Scanner.................................................... B-21

Cleaning the Developer Assembly and the Surrounding Parts....... B-23

Cleaning the Charger Wire and the Laser Beam Window ...... B-31

Cleaning the Components as Needed.................................... B-38

Installing the maintenance kit.................................................................. B-46

Appendix C Product Data Sheet............................................................ C-1

Appendix D Safety Certification and Environmental Compliance ...... D-1

Laser Safety Information...................................................................D-3

Third Party Certification.....................................................................D-4

Radio Frequency Emissions USA.....................................................D-4

Unique European Certification ..................................................................D-5

Approvals and Certification ...............................................................D-5

UK Electricity at Work Regulation ..................................................... D-6

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Environmental Compliance...................................... ..................................D-9

ENERGY STAR® ..............................................................................D-9

Environmental ChoiceM ................................................ .... ..... ...........D-9

SWISS ENERGY 2000......................................................................D-9

Telecommunications Requirements........................................................D-10

European Fax Approvals and Certification......................................D-10

FCC Regulations.............................................................................D-11

Send Header Requirements.................................................... D-11

Data Coupler Information........................................................ D-11

Canadian Certification................................................... .... ..... .........D-13

* Not available in all markets.

WorkCentre Pro 665/685/765/785 xi

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Introduction

1 Introduction

Thank you for purchasing the Xerox WorkCentre Pro. The WorkCentre is designed for ease of use, but to use your machine to its fullest potential, take some time to read the Documentation.

You will be ready to send and receive faxes and make copies with your machine as soon as you have read the User Guide. You can

then refer to topics in this System Administrator’s Guide as needed.

Finding Information in the System Administrator’s Guide (SAG)

The System Administrator’s Guide contains the following sections:

Table of Contents

Use the Table of Contents to find topics easily.

Introduction - Chapter 1

Describes the information in this User’s Guide and System Administrator’s Guide.

Programming the Machine - Chapter 2

Describes Menu Mode operation and the steps required to enter information when programming the machine. Instructions for storing frequently dialed numbers are also provided.

Receiving Documents - Chapter 3

Describes the Receive functions and instructs how to perform each function.

Dialing Methods - Chapter 4

Describes the Dialing methods and instructs how to use each method.

Transmitting Document s - Chapter 5

Describes the Transmit functions and instructs how to perform each function.

Cancelling Jobs - Chapter 6

Provides the instructions for cancelling the various types of jobs.

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Introduction

Polling - Chapter 7

Describes the Polling functions and instructs how to perform each function.

Mailbox Communications - Chapter 8

Describes both the Xerox Mailbox system and the standard ITU-T Mailbox system and instructs how to use the mailbox functions for each system.

Reports - Chapter 9

Describes the reports and lists and instructs how to setup or print each report.

Copying Documents - Chapter 10

Describes the Copy functions and instructs how to perform each function.

Scan Functionality - Chapter 11

Describes the TWAIN settings.

PCL Printing Functionality - Chapter 12

This option will be made available soon.

Network Functionality - Chapter 13

This option will be made available soon.

Internet FAX Functionality - Chapter 14

This option will be made available soon.

Control Centre and Web Control Centre - Chapter 15

Describes how to use Control Centre and Web Control Centre software to set up the WorkCentre

Troubleshooting - Chapter 16

Guides the user through problem solving and provides a list of error codes, messages, and recommended corrective actions.

Ordering Supplies - Appendix A

Provides contact addresses and telephone numbers for ordering consumable supplies.

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Maintaining the Product - Appendix B

Provides procedures to clean and maintain the machine. Includes detailed procedures for replacing the consumables.

Product Data Sheet - Appendix C

Environmental Specifications - Appendix D

Provides the safety, data coupler, and Canadian certification information.

Index

Refer to the Index to locate specific information.

Information provided by the User’s Guide

In addition, the User’s Guide contains the following sections:

Table of Contents

Use the Table of Contents to find topics easily.

Introduction - Chapter 1

Introduction

Describes the information in this User’s Guide and System Administrator’s Guide.

Machine Requirements - Chapter 2

Describes the system and space requirements.

Machine Overview - Chapter 3

Describes the system and hardware features of the machine and provides an overview of how the machine operates. Each key on the Control Panel is described.

Getting Started - Chapter 4

Includes the procedures for setting up the basic machine information such as date, time, language, machine ID, send header and receive footer. Simple instructions to send, receive, print, and copy are also provided.

WorkCentre Pro 665/685/765/785 1-3

Introduction

Basic Troubleshooting - Chapter 5

Guides the user through problem solving, and recommended corrective actions.

Environment Specifications - A

Provides the safety, data coupler, and Canadian certification information.

Index

Refer to the Index to locate specific information.

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Document Conventions

A document convention is simply a way of presenting information. This section explains the conventions used in the WorkCentre Pro

User’s Guide. Many procedures require you to press a key to perform a function;

these keys appear in bo ldface type.

For example:

When you use the Menu Mode, you may have to press a series of keys before arriving at the desired menu. The resulting screen message for each step appears next to the series of keys pressed.

For example:

appear as follows:

To enable the send header:

1. Press:

Introduction

Press

The procedure to enable the Send Header would

Start

to send a fax.

Send header

1. Inside

2. Outside

3. Off

2. Select where you want the fax header to be printed: To print the header in the document area, press .

To print the header above the document area, press . To not print a header, press .

3. The menu selection screen redisplays. Press the Standby Mode.

WorkCentre Pro 665/685/765/785 1-5

Stop

to return to

Introduction

Notes, Cautions, and Warnings

This manual uses notes, cautions, and warnings to emphasize information the reader needs. Notes contain information that supplements the text. Notes are emphasized with italics. The following is an example of a note:

Note: Notes are provided as additional information.

The following are examples of a caution and a warning:

CAUTION

Do not touch the green drum surface. Touching the drum could reduce the print quality.

WARNING Do not touch the heater unit inside the machine.

The heater unit is hot while the machine is operating.

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2 Programming the Machine

This chapter contains detailed instructions for programming the WorkCentre from the Control Panel. Step-by-step instructions are provided for programming features using the Menu Mode, storing frequently used numbers to automatic dialing keys, and setting machine defaults.

Using the Menu Mode

Various functions of the WorkCentre are available by selecting menu items with the menu screen displayed on the Control Panel. The menu uses a multi-layered structure, each layer containing multiple features. Since 4 lines are displayed at a time, additional features are displayed one line at a time as you scroll down the list.

Programming the Machine

Confidential

1. Print mailbox

2. Send to mailbox

3. Poll from mailbox

Additional features

WorkCentre Pro 665/685/765/785 2-1

4. Store to mailbox

5. Delete contents

Programming the Machine

Keys used in Menu Mode Operation

The following table lists the keys commonly used when programming the machine in Menu Mode.

Key Key Description

Enter

Exit

Press the Standby Mode to the menu screen. When the menu screen is already displayed, press this key to scroll up through the menu selections.

When a menu screen is displayed, press the

Down

selections.

When the menu screen is displayed, press the

Left

When entering characters, use this key to move the cursor to the left.

When entering characters, use the key to move the cursor to the right.

When the currently highlighted menu has sub-items, press the screen of sub-items.

Press the

key to change the display from

arrow key to scroll down through the menu

arrow key to display the preceding menu.

Right

arrow

Enter

key to display the

Exit

key to exit the menu mode.

Numeric Keypad The Numeric Keypad is used to enter numeric

information.

Keyboard The Keyboard is used to enter alpha and special

character s information.

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Programming the Machine

To program a Menu feature using the scroll keys:

1. From the Standby Mode, press:

1. Fax features

2. Print reports

3. Phonebook setup

4. Self test

The active item is highlighted.

2. Using the and arrow keys, scroll through the list until the feature you wish to program is highlighted, then press the

Enter

key.

3. The next menu layer is displayed. Using the and arrow keys, scroll through the list until the feature you wish to program is highlighted, then press the

To program a Menu feature using the Menu Numbers:

Most Menu features are assigned a sequence number. You can select the feature you wish to program quickly by pressing the sequence numbers.

Refer to the Menu Flow Map on the pages that follow, or to print a Menu Map, press

Menu, 7

. Menu map can also be printed by a direct

access key under the access cover. Locate the feature you wish to program on the Menu Map and note

the number sequence.

For example:

The Machine ID feature is accessed by first selecting

Initial Setup (5), then Machine ID (3). Therefore, to access this menu item, press:

Enter

key.

and

Note: Double digit menu numbers (01. Speaker volume)

require 2 entries and are shown as 0 1.

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Programming the Machine

Menu Flow Map

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Programming the Machine

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Programming the Machine

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Character Entries

Programming the Machine

When programming your Machine ID or names assigned to Speed Dial numbers and One Touch Keys, you enter characters. Also, many features programmed in the Menu Mode require text entries.

The following table lists the keys used to enter characters. For more information on entering characters, refer to the character entry procedures later in this chapter.

Keys used to Enter Characters

Key Function

Moves the cursor to the left to delete, change or add characters.

Moves the cursor to the right to delete, change or add characters or spaces.

Insert

Delete

Numeric KeyPad

Keyboard Provides the user interface for entering

Inserts a character between existing characters.

Deletes an existing character.

Provides the user interface for entering numeric characters .

alpha and special characters.

WorkCentre Pro 665/685/765/785 2-7

Programming the Machine

Character Code Table

The Character Code Table lists special characters that can be entered when programming the WorkCentre.

The table lists the alpha keys in the left column and the characters that correspond to each key in the right column.

To enter the special characters entry mode, press the keyboard. Pressing the alpha key displays the special characters you can enter.

Select your desired character by using or arrow keys, and press Uppercase special characters can be selected by pressing the alpha

key while holding down

Enter

Int’l

or key on

Shift

key after

Int’l

or key is pressed.

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Programming the Machine

Entering Characters

Using the Keyboard and the Numeric Keypad to enter characters:

Correcting Characters

Note: You may need to move the cursor to the left or right, then

reposition the cursor prior to entering or deleting a new character.

Replacing Characters

Input correct characters over the existing characters.

Enter name

XERIX

Enter name

XEROX

1. Using the and arrow keys, position the cursor at the character to be corrected.

2. Enter the desired character.

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Programming the Machine

Deleting or Inserting Characters

Enter name

1. Using the and arrow keys, position

XERX

the cursor at the character to be deleted or at the point of insertion.

Note: If you are not in the insert mode, pressing Delete deletes

the character, but the spaces remain.

Enter name

[Insert]

2. Press: .

Insert

The message “Insert” is

XERX

displayed.

3.To insert, enter the correct

Enter name

character(s).

Delete

To delete, press .

XEROX

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