Xerox B405V_DN User Manual

Xerox® VersaLink® B405 Multifunction Printer

User Guide

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Document version 1.0: February 2017

Contents

1 Safety 11

Notices and Safety ....................................................................................................................................................... 12

Electrical Safety ............................................................................................................................................................. 13

General Guidelines ................................................................................................................................................ 13

Power Cord .............................................................................................................................................................. 14

Emergency Turn Off ............................................................................................................................................. 14

Telephone Line Cord ............................................................................................................................................ 14

Operational Safety ....................................................................................................................................................... 15

Operational Guidelines ....................................................................................................................................... 15

Ozone Release ........................................................................................................................................................ 15

Printer Location ..................................................................................................................................................... 15

Printer Supplies ...................................................................................................................................................... 16

Maintenance Safety .................................................................................................................................................... 17

Printer Symbols .............................................................................................................................................................. 18

Environmental, Health, and Safety Contact Information ............................................................................. 20

2 Getting Started 21

Parts of the Printer ....................................................................................................................................................... 22

Front View ................................................................................................................................................................ 22

Duplex Automatic Document Feeder ............................................................................................................ 23

Control Panel .......................................................................................................................................................... 24

Internal Parts .......................................................................................................................................................... 26

Rear View ................................................................................................................................................................. 27

Power Options ................................................................................................................................................................ 28

Powering On the Printer or Exiting Low-Power or Sleep Mode ............................................................ 28

Restarting, Placing in Sleep Mode, or Powering Off the Printer ..........................................................

Accessing the Printer ................................................................................................................................................... 30

Logging In ................................................................................................................................................................ 30

Introduction to Apps ................................................................................................................................................... 31

Information Pages ....................................................................................................................................................... 32

Printing Information Pages ............................................................................................................................... 32

Configuration Report ................................................................................................................................................... 33

Printing the Configuration Report .................................................................................................................. 33

The Embedded Web Server ....................................................................................................................................... 34

Accessing the Embedded Web Server ........................................................................................................... 34

Finding the IP Address of Your Printer .......................................................................................................... 34

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Contents

Installation and Setup ................................................................................................................................................ 35

Installation and Setup Overview ..................................................................................................................... 35

Selecting a Location for the Printer ............................................................................................................... 35

Connecting the Printer ........................................................................................................................................ 36

More Information ......................................................................................................................................................... 52

3 Customize and Personalize 53

Customize and Personalize Overview .................................................................................................................... 54

Customizing or Personalizing the Home Screen ................................................................................................ 55

Customizing or Personalizing the Apps ................................................................................................................ 56

Customizing or Personalizing the Feature List ........................................................................................... 56

Customizing or Personalizing the Entry Screen ......................................................................................... 56

Saving Presets ........................................................................................................................................................ 57

Removing App Customization .......................................................................................................................... 57

Customizing App Default Settings ................................................................................................................. 58

4 Xerox® Apps 59

Xerox

App Gallery ....................................................................................................................................................... 60

Xerox

Creating a Xerox

Logging in to your Xerox

Installing or Updating an App from the Xerox

Apps Gallery Overview ......................................................................................................................... 60

App Gallery Account ....................................................................................................... 60

App Gallery Account ....................................................................................... 61

App Gallery ............................................................... 62

Device ................................................................................................................................................................................ 63

Device Overview .................................................................................................................................................... 63

About ......................................................................................................................................................................... 64

Supply Status .......................................................................................................................................................... 65

Billing and Usage Counters ............................................................................................................................... 66

Reset to Factory Defaults .................................................................................................................................. 66

Remote Services .................................................................................................................................................... 67

Address Book .................................................................................................................................................................. 68

Address Book Overview ....................................................................................................................................... 68

Editing the Address Book ................................................................................................................................... 68

Managing Favorites ............................................................................................................................................. 71

Jobs .................................................................................................................................................................................... 73

Jobs Overview ......................................................................................................................................................... 73

Managing Jobs ....................................................................................................................................................... 73

Managing Special Job Types ............................................................................................................................ 74

Managing Jobs using the Embedded Web Server .................................................................................... 79

Copy ................................................................................................................................................................................... 80

Copy Overview........................................................................................................................................................ 80

Making a Copy ....................................................................................................................................................... 81

Copy Workflows ..................................................................................................................................................... 83

ID Card Copy .................................................................................................................................................................. 90

ID Card Copy Overview ....................................................................................................................................... 90

Copying an ID Card .............................................................................................................................................. 90

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Email .................................................................................................................................................................................. 91

Email Overview ....................................................................................................................................................... 91

Sending a Scanned Image in an Email ......................................................................................................... 91

Scan To ............................................................................................................................................................................. 93

Scan To Overview .................................................................................................................................................. 93

Scanning to an Email Address .......................................................................................................................... 94

Scanning to a USB Flash Drive ......................................................................................................................... 94

Scanning to a User Home Folder .................................................................................................................... 95

Scan to Desktop ..................................................................................................................................................... 96

Scanning to a Shared Folder on a Network Computer ........................................................................... 97

Scanning Images into an Application on a Connected Computer..................................................... 99

Fax .................................................................................................................................................................................... 101

Fax Overview ......................................................................................................................................................... 101

Sending a Fax ....................................................................................................................................................... 102

Fax Workflows ...................................................................................................................................................... 104

USB ................................................................................................................................................................................... 110

USB Overview ....................................................................................................................................................... 110

Scanning to a USB Flash Drive ....................................................................................................................... 110

Printing From a USB Flash Drive ................................................................................................................... 111

Contents

5 Printing 113

Printing Overview ........................................................................................................................................................ 114

Selecting Printing Options ....................................................................................................................................... 115

Print Driver Help .................................................................................................................................................. 115

Windows Printing Options ............................................................................................................................... 116

Macintosh Printing Options ............................................................................................................................

UNIX and Linux Printing................................................................................................................................... 118

Mobile Printing Options .................................................................................................................................... 121

Printing From a USB Flash Drive ........................................................................................................................... 123

Printing Features ......................................................................................................................................................... 124

Managing Jobs ..................................................................................................................................................... 124

Printing Special Job Types ............................................................................................................................... 125

Selecting Paper Options for Printing............................................................................................................ 128

Scaling ..................................................................................................................................................................... 129

Printing on Both Sides of the Paper ............................................................................................................. 129

Printing Mirror Images ...................................................................................................................................... 130

Printing Multiple Pages to a Single Sheet .................................................................................................. 130

Print Quality .......................................................................................................................................................... 130

Image Options ..................................................................................................................................................... 131

Lightness ................................................................................................................................................................ 131

Contrast .................................................................................................................................................................. 131

Image Shift ........................................................................................................................................................... 131

Printing Booklets ................................................................................................................................................. 131

Using Special Pages ........................................................................................................................................... 132

Printing Watermarks for Windows ............................................................................................................... 134

Orientation ............................................................................................................................................................ 135

Printing Banner Pages ....................................................................................................................................... 135

118

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Contents

Selecting Job Completion Notification for Windows ............................................................................ 136

Using Custom Paper Sizes ....................................................................................................................................... 137

Printing on Custom Paper Sizes ..................................................................................................................... 137

Defining Custom Paper Sizes .......................................................................................................................... 137

6 Paper and Media 139

Supported Paper .......................................................................................................................................................... 140

Ordering Paper ..................................................................................................................................................... 140

General Paper Loading Guidelines ............................................................................................................... 140

Paper That Can Damage Your Printer......................................................................................................... 141

Paper Storage Guidelines ................................................................................................................................. 141

Supported Standard Paper Sizes ................................................................................................................... 142

Supported Paper Types and Weights .......................................................................................................... 142

Supported Standard Paper Sizes for Automatic 2-Sided Printing .................................................... 143

Supported Paper Types and Weights for Automatic 2-Sided Printing ........................................... 143

Supported Custom Paper Sizes ...................................................................................................................... 144

Cardstock................................................................................................................................................................ 144

Loading Paper .............................................................................................................................................................. 145

Changing Paper Settings.................................................................................................................................. 145

Loading Paper in Trays 1-4 .............................................................................................................................. 145

Loading Paper in the Bypass Tray ................................................................................................................ 148

Loading Small Paper Sizes in the Bypass Tray ......................................................................................... 150

Configuring Trays 1-4 for the Paper Length ............................................................................................. 153

Printing on Special Paper ......................................................................................................................................... 155

Envelopes ............................................................................................................................................................... 155

Labels ....................................................................................................................................................................... 161

7 Maintenance 165

General Precautions ................................................................................................................................................... 166

Cleaning the Printer ................................................................................................................................................... 167

Cleaning the Exterior of the Printer ............................................................................................................. 167

Cleaning the Interior ......................................................................................................................................... 169

Adjustments and Maintenance Procedures ...................................................................................................... 170

Adjusting Paper Registration .......................................................................................................................... 170

Supplies ........................................................................................................................................................................... 173

Consumables ........................................................................................................................................................ 173

Routine Maintenance Items ........................................................................................................................... 173

Ordering Supplies ................................................................................................................................................ 174

Toner Cartridges .................................................................................................................................................. 176

Recycling Supplies ............................................................................................................................................... 177

Managing the Printer ................................................................................................................................................ 178

Viewing the Meter Reading ............................................................................................................................ 178

Printing the Billing Summary Report ........................................................................................................... 178

Moving the Printer ...................................................................................................................................................... 179

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Contents

8 Troubleshooting 181

General Troubleshooting ......................................................................................................................................... 182

Printer Does Not Power On .............................................................................................................................. 182

Printer Resets or Powers Off Frequently ..................................................................................................... 183

Printer Does Not Print........................................................................................................................................ 183

Printing Takes Too Long ................................................................................................................................... 184

Document Prints From Wrong Tray ............................................................................................................. 185

Automatic 2-Sided Printing Problems ......................................................................................................... 185

Printer is Making Unusual Noises.................................................................................................................. 185

Paper Tray Will Not Close ................................................................................................................................ 185

Condensation has Formed Inside the Printer ........................................................................................... 186

Paper Jams .................................................................................................................................................................... 187

Locating Paper Jams .......................................................................................................................................... 187

Minimizing Paper Jams ..................................................................................................................................... 188

Clearing Paper Jams .......................................................................................................................................... 190

Troubleshooting Paper Jams .......................................................................................................................... 201

Print-Quality Problems .............................................................................................................................................. 204

Controlling Print-Quality ................................................................................................................................... 204

Paper and Media ................................................................................................................................................. 204

Solving Print-Quality Problems ....................................................................................................................... 205

Copy and Scan Problems.......................................................................................................................................... 210

Fax Problems ................................................................................................................................................................ 211

Problems Sending Faxes ................................................................................................................................... 211

Problems Receiving Faxes ................................................................................................................................ 212

Getting Help ..................................................................................................................................................................

Viewing Warning Messages on the Control Panel.................................................................................. 213

Viewing Current Errors on the Control Panel ............................................................................................ 213

Using the Integrated Troubleshooting Tools ........................................................................................... 213

Online Support Assistant .................................................................................................................................. 214

Information Pages.............................................................................................................................................. 214

More Information ............................................................................................................................................... 214

213

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Contents

A Specifications 215

Printer Configurations and Options ..................................................................................................................... 216

Available Configurations .................................................................................................................................. 216

Standard Features .............................................................................................................................................. 216

Options and Upgrades ...................................................................................................................................... 217

Physical Specifications .............................................................................................................................................. 218

Weights and Dimensions ................................................................................................................................. 218

Standard Configuration.................................................................................................................................... 218

Configuration with Three Optional 550-Sheet Feeders ....................................................................... 219

Total Space Requirements ............................................................................................................................... 219

Clearance Requirements .................................................................................................................................. 220

Clearance Requirements with Three Optional 550-Sheet Feeders .................................................. 220

Environmental Specifications ................................................................................................................................. 221

Temperature ......................................................................................................................................................... 221

Relative Humidity ............................................................................................................................................... 221

Elevation ................................................................................................................................................................. 221

Electrical Specifications ............................................................................................................................................ 222

Power Supply Voltage and Frequency ........................................................................................................ 222

Power Consumption ........................................................................................................................................... 222

ENERGY STAR Qualified Product ................................................................................................................... 222

Germany - Blue Angel ........................................................................................................................................ 223

Recycling Supplies ............................................................................................................................................... 223

Performance Specifications .................................................................................................................................... 224

Print Speed ............................................................................................................................................................ 224

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Contents

B Regulatory Information 225

Basic Regulations ........................................................................................................................................................ 226

United States FCC Regulations ...................................................................................................................... 226

Canada .................................................................................................................................................................... 226

Certifications in Europe .................................................................................................................................... 226

European Union Lot 4 Imaging Equipment Agreement Environmental Information .............. 227

Germany ................................................................................................................................................................. 229

Turkey RoHS Regulation ................................................................................................................................... 230

Eurasian Economic Community Certification .......................................................................................... 230

Regulatory Information for 2.4-GHz and 5-GHz Wireless Network Adapter ................................ 230

Ozone Release ...................................................................................................................................................... 231

Copy Regulations ........................................................................................................................................................ 232

United States ........................................................................................................................................................ 232

Canada .................................................................................................................................................................... 233

Other Countries .................................................................................................................................................... 234

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Contents

Fax Regulations ........................................................................................................................................................... 235

United States ........................................................................................................................................................ 235

Canada .................................................................................................................................................................... 236

European Union ................................................................................................................................................... 237

New Zealand ......................................................................................................................................................... 238

South Africa .......................................................................................................................................................... 238

Safety Certification .................................................................................................................................................... 239

Material Safety Data Sheets .................................................................................................................................. 240

C Recycling and Disposal 241

All Countries .................................................................................................................................................................. 242

North America .............................................................................................................................................................. 243

European Union ........................................................................................................................................................... 244

Domestic/Household Environment .............................................................................................................. 244

Professional/Business Environment ............................................................................................................. 244

Collection and Disposal of Equipment and Batteries ............................................................................ 245

Battery Symbol Note ......................................................................................................................................... 245

Battery Removal .................................................................................................................................................. 245

Other Countries............................................................................................................................................................ 246

D Apps Features 247

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• Environmental, Health, and Safety Contact Information ................................................................................ 20

Safety

This chapter includes:

• Notices and Safety .......................................................................................................................................................... 12

• Electrical Safety ................................................................................................................................................................ 13

• Operational Safety .......................................................................................................................................................... 15

• Maintenance Safety ....................................................................................................................................................... 17

• Printer Symbols ................................................................................................................................................................. 18

Your printer and the recommended supplies have been designed and tested to meet strict safety requirements. Attention to the following information ensures the continued safe operation of your Xerox printer.

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Safety

Notices and Safety

Read the following instructions carefully before operating your printer. Refer to these instructions to ensure the continued safe operation of your printer.

Your Xerox include safety agency evaluation and certification, and compliance with electromagnetic regulations and established environmental standards.

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

Note: Unauthorized alterations, which can include the addition of new functions or connection of

external devices, can affect the product certification. For more information, contact your Xerox representative.

printer and supplies are designed and tested to meet strict safety requirements. These

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Safety

• Telephone Line Cord ....................................................................................................................................................... 14

Electrical Safety

This section includes:

• General Guidelines ........................................................................................................................................................... 13

• Power Cord ......................................................................................................................................................................... 13

• Emergency Turn Off ........................................................................................................................................................ 14

General Guidelines

WARNINGS:

• Do not push objects into slots or openings on the printer. Touching a voltage point or shorting out a part could result in fire or electric shock.

• Do not remove the covers or guards that are fastened with screws unless you are installing optional equipment and are instructed to do so. Power off the printer when performing these installations. Disconnect the power cord when removing covers and guards for installing optional equipment. Except for user-installable options, there are no parts that you can maintain or service behind these covers.

The following are hazards to your safety:

• The power cord is damaged or frayed.

• Liquid is spilled into the printer.

• The printer is exposed to water.

• The printer emits smoke, or the surface is unusually hot.

• The printer emits unusual noise or odors.

• The printer causes a circuit breaker, fuse, or other safety device to activate.

If any of these conditions occur, do the following:

1. Power off the printer immediately.

2. Disconnect the power cord from the electrical outlet.

3. Call an authorized service representative.

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Safety

Power Cord

Use the power cord supplied with your printer.

• Plug the power cord directly into a properly grounded electrical outlet. Ensure that each end of the cord is connected securely. If you do not know if an outlet is grounded, ask an electrician to check the outlet.

WARNING: To avoid risk of fire or electrical shock, do not use extension cords, power strips, or

power plugs for more than 90 days. When a permanent outlet receptacle cannot be installed, use only one factory-assembled extension cord of the appropriate gauge for each printer or multifunction printer. Always adhere to national and local building, fire, and electrical codes

• Do not use a ground adapter plug to connect the printer to an electrical outlet that does not have a

• Verify that the printer is plugged into an outlet that is providing the correct voltage and power.

• Do not place the printer in an area where people can step on the power cord.

• Do not place objects on the power cord.

• If the power cord becomes frayed or worn, replace it.

• To avoid electrical shock and damage to the cord, grasp the plug when unplugging the power cord.

regarding length of cord, conductor size, grounding, and protection.

ground connection terminal.

Review the electrical specification of the printer with an electrician if necessary.

The power cord is attached to the printer as a plug-in device on the back of the printer. If it is necessary to disconnect all electrical power from the printer, disconnect the power cord from the electrical outlet.

Emergency Turn Off

If any of the following conditions occur, power off the printer immediately and disconnect the power cord from the electrical outlet. Contact an authorized Xerox service representative to correct the problem if:

• The equipment emits unusual odors or makes unusual noises.

• The power cable is damaged or frayed.

• A wall panel circuit breaker, fuse, or other safety device has been tripped.

• Liquid is spilled into the printer.

• The printer is exposed to water.

• Any part of the printer is damaged.

Telephone Line Cord

WARNING: To reduce the risk of fire, use only No. 26 American Wire Gauge (AWG) or larger

telecommunication line cord.

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VersaLink® B405 Multifunction Printer

User Guide

Safety

Operational Safety

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

Your attention to the following safety guidelines helps to ensure the continued, safe operation of your printer.

Operational Guidelines

• Do not remove any trays while the printer is printing.

• Do not open the doors when the printer is printing.

• Do not move the printer while is printing.

• Keep hands, hair, neckties, and so on away from the exit and feed rollers.

• Covers, which require tools for removal, protect the hazard areas within the printer. Do not remove

the protective covers.

• Do not override any electrical or mechanical interlock devices.

• Do not attempt to remove paper that is jammed deeply inside the product. Switch off the product

promptly and contact your local Xerox representative.

WARNING: The metallic surfaces in the fuser area are hot. Always use caution when

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

Ozone Release

This printer produces ozone during normal operation. The amount of ozone produced is dependent on copy volume. Ozone is heavier than air and is not produced in amounts large enough to harm anyone. Install the printer in a well-ventilated room.

For more information in the United States and Canada, go to www.xerox.com/environment. In other markets, please contact your local Xerox representative or go to www.xerox.com/environment_europe.

Printer Location

• Place the printer on a level, solid, non-vibrating surface with adequate strength to hold its weight. To find the weight for your printer configuration, refer to Physical Specifications on page 218.

• Do not block or cover the slots or openings on the printer. These openings are provided for ventilation and to prevent overheating of the printer.

• Place the printer in an area where there is adequate space for operation and servicing.

• Place the printer in a dust-free area.

• Do not store or operate the printer in an extremely hot, cold, or humid environment.

• Do not place the printer near a heat source.

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VersaLink® B405 Multifunction Printer 15

Safety

• Do not place the printer in direct sunlight to avoid exposure to light-sensitive components.

• Do not place the printer where it is directly exposed to the cold air flow from an air conditioning

system.

• Do not place the printer in locations susceptible to vibrations.

• For optimum performance, use the printer at the elevations specified in Elevation on page 221.

Printer Supplies

• Use the supplies designed for your printer. The use of unsuitable materials can cause poor performance and a possible safety hazard.

• Follow all warnings and instructions marked on, or supplied with, the product, options, and supplies.

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

• Keep all consumables away from the reach of children.

• Never throw toner, toner cartridges, drum cartridges, or waste cartridges into an open flame.

• When handling cartridges, for example toner and such, avoid skin or eye contact. Eye contact can

cause irritation and inflammation. Do not attempt to disassemble the cartridge, which can increase the risk of skin or eye contact.

CAUTION: Use of non-Xerox supplies is not recommended. The Xerox Warranty, Service

Agreement, and Total Satisfaction Guarantee do not cover damage, malfunction, or degradation of performance caused by use of non-Xerox supplies, or the use of Xerox supplies not specified for this printer. The Total Satisfaction Guarantee is available in the United States and Canada. Coverage could vary outside these areas. Please contact your Xerox representative for details.

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VersaLink® B405 Multifunction Printer

User Guide

Safety

Maintenance Safety

Do not attempt any maintenance procedure that is not specifically described in the documentation supplied with your printer.

• Clean the device with a dry lint-free cloth only.

• Do not burn any consumables or routine maintenance items. For information on Xerox recycling programs, go to www.xerox.com/gwa .

WARNING: Do not use aerosol cleaners. Aerosol cleaners can be explosive or flammable when

used on electromechanical equipment.

When installing the device in a hallway or similar restricted area, additional space requirements can apply. Ensure that you comply with all workspace safety regulations, building codes, and fire codes for your area.

supplies

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Safety

Printer Symbols

Symbol Description

Warning: Indicates a serious hazard that can result in death or serious injury if not avoided.

Hot Warning: Hot surface on or in the printer. Use caution to avoid personal injury.

Warning: Moving parts. To avoid personal injury, use caution.

Caution: Indicates a mandatory action to take in order to avoid damage to the property.

Caution: To avoid damage to the property, be careful not to spill toner when handling the waste

cartridge.

Do not touch the part or area of the printer.

Do not expose the drum cartridges to direct sunlight.

Do not burn the toner cartridges.

Do not burn the waste cartridge.

Do not burn the drum cartridges.

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Safety

Do not use inkjet paper.

Do not use paper attached with staples or any form of binding clip.

Do not use folded, creased, curled, or wrinkled paper.

Do not use transparencies or overhead projector sheets.

Do not reload paper previously printed on or used.

Do not copy money, revenue stamps, or postage stamps.

For details about all the printer symbols that appear on your printer, refer to the Printer Symbols guide at

www.xerox.com/office/VLB405docs .

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VersaLink® B405 Multifunction Printer 19

Safety

Environmental, Health, and Safety Contact Information

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

United States and Canada: 1-800-ASK-XEROX (1-800-275-9376)

Europe: +44 1707 353 434

For product safety information in the United States and Canada, go to www.xerox.com/environment.

For product safety information in Europe, go to www.xerox.com/environment_europe.

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VersaLink® B405 Multifunction Printer

• More Information ............................................................................................................................................................ 52

Getting Started

This chapter includes:

• Parts of the Printer ........................................................................................................................................................... 22

• Power Options ................................................................................................................................................................... 28

• Accessing the Printer....................................................................................................................................................... 30

• Introduction to Apps....................................................................................................................................................... 31

• Information Pages ........................................................................................................................................................... 32

• Configuration Report ...................................................................................................................................................... 33

• The Embedded Web Server .......................................................................................................................................... 34

• Installation and Setup ................................................................................................................................................... 35

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VersaLink® B405 Multifunction Printer 21

Getting Started

• Rear View ............................................................................................................................................................................ 26

Parts of the Printer

This section includes:

• Front View ........................................................................................................................................................................... 22

• Duplex Automatic Document Feeder ....................................................................................................................... 23

• Control Panel ..................................................................................................................................................................... 24

• Internal Parts ..................................................................................................................................................................... 26

Front View

1. Tray 1

2. Bypass Tray

3. Front Door

4. USB Memory Port

5. Control Panel

6. Card Reader Bay

7. Duplex Automatic Document Feeder

8. Output Tray

9. Output Tray Paper Stop

10. Optional 550 Sheet Feeder, maximum of 3 (Trays 2–4)

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Duplex Automatic Document Feeder

Getting Started

1. Document Feeder Cover

2. Paper Guides

3. Duplex Automatic Document Feeder

4. Document Output Tray

5. Document Output Tray Extension

Document Feeder Guidelines

The Duplex Automatic Document Feeder accommodates the following original-sized documents:

• Width: 140–216 mm (5.5–8.5 in.)

• Length: 140–356 mm (5.5–14 in.)

• Weight: 60–125 g/m²

Follow these guidelines when loading original documents into the duplex automatic document feeder:

• Load original documents face up so that the top of the document enters the feeder first.

• Place only loose sheets of undamaged paper in the duplex automatic document feeder.

• Adjust the paper guides so that they fit against the original documents.

• Insert paper in the duplex automatic document feeder only when ink on the paper is dry.

• Do not load original documents above the MAX fill line.

Document Glass Guidelines

The document glass accommodates original size documents up to 216 x 356 mm (8.5 x 14 in.). Use the document glass rather than the duplex automatic document feeder to copy or scan the following types of original documents:

• Paper with paper clips or staples attached

• Paper with wrinkles, curls, folds, tears, or notches

• Coated or carbonless paper or items other than paper, such as cloth or metal

• Envelopes

• Books

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VersaLink® B405 Multifunction Printer 23

Getting Started

Control Panel

The control panel consists of a touch screen and buttons you press to control the functions available on the printer. The control panel:

• Displays the current operating status of the printer.

• Provides access to print, copy, and scan features.

• Provides access to reference materials.

• Provides access to Tools and Setup menus.

• Prompts you to load paper, replace supplies, and clear jams.

• Displays errors and warnings.

• Provides the Power/Wake button used for powering on or off the printer. This button also supports

the power-saver modes, and blinks to indicate the power status of the printer.

Item Name Description

NFC Area

Touch Screen Display

Home Button

Near Field Communication (NFC), is a technology that enables devices to communicate when they are within 10 cm (4 in.) of each other. Use the NFC area to obtain a network interface or to establish a TCP/IP connection between your device and the printer.

The screen displays information and provides access to printer functions.

This button provides access to the Home menu for access to printer features, such as copy, scan, and fax.

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printer is powered off, this button powers on the printer.

Item Name Description

Power/Wake This button serves several power-related functions.

When the

• When the printer is powered on, pressing this button displays a menu on the control panel. From this menu, you can choose to enter Sleep mode, restart, or power off the printer.

• When the printer is powered on, but in a low-power mode or Sleep

Status LED This light blinks blue or amber to indicate printer status.

Notification Banner

Pause Button

mode, pressing this button wakes the printer.

• When the printer is powered on, holding this button for 10-seconds turns off the printer.

This button also blinks to indicate the power status of the printer.

• When the light blinks slowly, the printer is in low-power mode or Sleep mode.

• When the light blinks rapidly, the printer is powering down, or exiting a low-power mode.

Blue

• Blinks blue once to acknowledge a successful Authentication request.

• Blinks blue once slowly for a copy or print job initiated at the control

panel.

• Blinks blue twice slowly for fax or print job received from the network.

• Blinks blue rapidly while the printer is powering up, or to signal

detection of a Wi-Fi Direct connection request.

Amber

• Blinks amber to indicate an error condition or warning that requires your attention. For example, an out of toner condition, a paper jam, or out of paper for the current job.

• It also blinks amber to indicate a system error, which typically is associated with an error code.

Notifications and messages are displayed in a pop-up banner below the apps area. To view the full notification, touch the down arrow. After you have reviewed the information, touch X to close.

When a job is being scanned or processed, a Pause icon appears in the notification banner area. To pause the current job, touch the Pause icon. The job pauses with the option to resume or delete the job.

Getting Started

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Getting Started

Internal Parts

1. Output Tray Paper Stop

2. Front Door

3. Drum Cartridge

4. Toner Cartridge

5. Duplex Automatic Document Feeder

6. Document Cover

7. Document Glass

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Rear View

Getting Started

1. Phone Line Connector/Fax Line Connector

2. Ethernet Port

3. Wireless Network Adapter Port Cover

4. USB Port

5. Foreign Device Interface Connector

6. Back Cover

7. Duplex Unit

8. Transfer Roll

9. Fuser

10. Control Board

11. Left Side Cover

12. Power Connector

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Getting Started

Power Options

The printer has a single multifunction button on the control panel. The Power/Wake button restarts, powers up, or powers down the printer. This button also enters and exits low-power mode, and flashes when the printer is in power-saver mode.

Powering On the Printer or Exiting Low-Power or Sleep Mode

To power on the printer, or to exit Low-Power mode or Sleep mode, press the Power/Wake button.

Notes:

• The Power/Wake button is the only power button on the printer.

• The printer exits Low-Power mode or Sleep mode automatically when it receives data from a

connected device.

• When in Low-Power mode, or Sleep mode, the touch screen is powered off and unresponsive.

To wake the printer manually, press the Power/Wake button.

CAUTION: Do not plug or unplug the power cord while the printer is powered on.

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Restarting, Placing in Sleep Mode, or Powering Off the Printer

To restart the printer, place the printer in Sleep Mode, or power off the printer:

1. At the printer control panel, press the Power/Wake button.

2. Select an option.

− To restart the printer, touch Restart.

− To place the printer in Sleep Mode, touch Sleep.

In Sleep Mode, the touch screen goes dark and the Power/Wake button flashes.

− To power off the printer, touch Power Off.

− If the printer does not respond to a single press of the Power/Wake button, press and hold the

button for 5 seconds. A wait message appears as the printer powers down. After 10 seconds, the touch screen goes dark and the Power/Wake button flashes until the

printer completes the power-down process.

CAUTION: Do not unplug the power cord while the printer powers down.

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Getting Started

Accessing the Printer

Logging In

Logging in is the process by which you identify yourself to the printer for authentication. If authentication is set, to access printer features, you log in with your user credentials.

Logging In at the Control Panel

1. At the printer control panel, press the Home button.

2. Touch Log In.

3. Type the User Name using the keypad, then touch Enter.

4. If prompted, enter the password, then press Enter.

5. Touch OK.

Note: To access each service that is password-protected, repeat steps 3 and 4.

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Introduction to Apps

Xerox Apps are a gateway to the features and functions of your device. There are standard Apps that are already installed on the device and that appear on the Home screen. There are also Apps that are installed as standard but are hidden when your device is used for the first time.

When you log in, the apps that are configured for your personal account appear on the control panel.

You can download more Apps for your device from the Xerox

Apps Gallery Overview on page 60.

App Gallery. For details, refer to Xerox

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Getting Started

The PostScript Font List provides a printout of all PostScript fonts

Information Pages

Your printer has a set of information pages that you can print. These pages include configuration and font information, demonstration pages, and more.

The following Information Pages are available:

Name Description

Configuration Report

The Configuration Report provides printer information including installed options, network settings, port setup, tray information,

Billing Summary Report

and more.

The Billing Summary Report provides information about the device and a detailed listing of the billing meters and sheet

Supplies Usage Report

counts.

The Supplies Usage Report provides coverage information and part numbers for reordering supplies.

PostScript Font List

that are available on the printer.

PCL Font List

The PCL Font List provides a printout of all PCL fonts that are available on the printer.

Demonstration Print

Demonstration Print provides a demonstration of the current print quality.

Startup Page

The Startup Page provides basic printer configuration and network information.

Job History Report

The printer retains information on previous print jobs, including the date, time, job type, document name, output color, paper size, number of pages, and results. The status of a maximum of 20 jobs prints on the Job History Report.

Printing Information Pages

1. At the printer control panel, press the Home button.

2. Touch Device > About > Information Pages.

3. To print an information page, touch the desired page.

4. To return to the Home screen, press the Home button.

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Configuration Report

The Configuration Report provides product information including, installed options, network settings, port setup, tray information, and more.

Printing the Configuration Report

1. At the printer control panel, press the Home button.

2. Touch Device > About > Information Pages.

3. Touch Configuration Report.

4. To return to the Home screen, press the Home button.

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Getting Started

The Embedded Web Server

The Embedded Web Server is the administration and configuration software that is installed in the printer. It allows you to configure and administer the printer from a Web browser.

The Embedded Web Server requires:

• A TCP/IP connection between the printer and the network in Windows, Macintosh, UNIX, or Linux environments.

• TCP/IP and HTTP enabled in the printer.

• A network-connected computer with a Web browser that supports JavaScript.

Accessing the Embedded Web Server

At your computer, open a Web browser. In the address field, type the IP address of the printer, then press Enter or Return.

Finding the IP Address of Your Printer

To install the print driver for a network-connected printer, you need the IP address of your printer. You also need the IP address to access the settings of your printer through the Embedded Web Server. You can view the IP address of your printer on the control panel or on the Configuration Report.

Note: Wait until the printer has been on for 2 minutes to view the TCP/IP address. If the TCP/IP address

is 0.0.0.0, or begins with 169, it indicates a network connectivity issue.

To view the IP address of the printer on the control panel:

1. At the printer control panel, press the Home button.

2. Touch Device > About.

3. Record the IP address from the display.

4. To return to the Home screen, press the Home button.

To obtain the printer IP address from the Configuration Report:

1. At the printer control panel, press the Home button.

2. Touch Device > About > Information Pages.

3. Touch Configuration Report. The IP address appears in the Connectivity section of the Configuration Report for IPv4 or IPv6.

To return to the Home screen, press the Home button.

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Installation and Setup

For reference:

Installation Guide packaged with your printer.

Online Support Assistant at www.xerox.com/office/VLB405support

Installation and Setup Overview

Before you print, ensure that your computer and the printer are plugged in, powered on, and connected. Configure the initial settings of the printer, then install the print driver software and utilities on your computer.

You can connect to your printer directly from your computer using USB, or connect to a network using an Ethernet cable or wireless connection. Hardware and cabling requirements vary for the different connection methods. Routers, network hubs and switches, modems, Ethernet cables, and USB cables are not included with your printer and are purchased separately. Xerox recommends an Ethernet connection because it is typically faster than a USB connection, and it provides access to the Embedded Web Server.

For more information, refer to the System Administrator Guide at www.xerox.com/office/VLB405docs .

Selecting a Location for the Printer

1. Select a dust-free area with temperatures from 10–32°C (50–90°F), and relative humidity 10–85%.

Note: Sudden temperature fluctuations can affect print quality. Rapid heating of a cold room can

cause condensation inside the printer, directly interfering with image transfer.

2. Place the printer on a level, solid, non-vibrating surface with adequate strength to hold the weight of the printer. The printer must be horizontal with all four feet in solid contact with the surface. To find the weight for your printer configuration, refer to Weights and Dimension on page 218, on page 218. Select a location with adequate clearance to access supplies and to provide proper ventilation. To find the clearance requirements for your printer, refer to Clearance Requirements on page 220.

3. After positioning the printer, you are ready to connect it to the power source and computer or network.

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Getting Started

• Installing the Software .................................................................................................................................................. 46

Connecting the Printer

This section includes:

• Selecting a Connection Method ................................................................................................................................. 36

• Connecting to a Computer Using USB..................................................................................................................... 37

• Connecting to a Wired Network ................................................................................................................................. 37

• Connecting to a Wireless Network ............................................................................................................................ 37

• Connecting to a Telephone Line ................................................................................................................................ 43

• Initial Printer Setup ......................................................................................................................................................... 43

• Configuring AirPrint ........................................................................................................................................................ 43

• Configuring Google Cloud Print .................................................................................................................................. 44

Selecting a Connection Method

You can connect the printer to your computer using a USB cable, Ethernet cable, or wireless connection. The method that you select depends on how your computer is connected to the network. A USB connection is a direct connection and is the easiest to set up. An Ethernet connection is used to connect to a network. If you are using a network connection, it is important to understand how your computer is connected to the network.

Note: Hardware and cabling requirements vary for the different connection methods. Routers, network

hubs, network switches, modems, Ethernet cables, and USB cables are not included with your printer and must be purchased separately.

• USB: If you connect the printer to one computer and do not have a network, use a USB connection. A USB connection offers fast data speeds, but typically not as fast as a network connection.

Note: To access the Embedded Web Server, a network connection is required.

• Network: If your computer is connected to an office network or home network, use an Ethernet cable to connect the printer to the network. You cannot connect the printer directly to the computer. A connection through a router or network switch is required. An Ethernet network can be used for one or more computers and supports many printers and systems simultaneously. An Ethernet connection is typically faster than USB and allows you direct access to the settings of the printer using the Embedded Web Server.

• Wireless Network: If your environment includes a wireless router or wireless access point, you can connect the printer to the network with a wireless connection. A wireless network connection provides the same access and services as a wired connection provides. A wireless network connection is typically faster than USB and allows direct access to the settings of the printer using the Embedded Web Server.

• Telephone: To send and receive faxes, the multifunction printer must be connected to a dedicated telephone line.

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Connecting to a Computer Using USB

• Windows 7, Windows 8.1, Windows Server 2008, Windows 10, Windows Server 2008 R2, and Windows Server 2012.

• Macintosh OS X version 10.9 and later.

• UNIX and Linux: Your printer supports connection to various UNIX platforms through the

network interface.

To connect the printer to the computer using a USB cable:

1. Connect the B end of a standard A/B USB 2.0 or USB 3.0 cable to the USB Port on the back of the printer.

2. Connect the A end of the USB cable to the USB port on the computer.

3. If the Windows Found New Hardware Wizard appears, cancel it.

4. Install the print driver.

For more information, refer to Installing the Software on page 46.

Connecting to a Wired Network

1. Ensure that the printer is powered off.

2. Attach a Category 5 or better Ethernet cable from the printer to the network or router socket. Use an Ethernet switch or router, and two or more Ethernet cables. Connect the computer to the switch or router with one cable, then connect the printer to the switch or router with the second cable. Connect to any port on the switch or router except the uplink port.

3. Attach the power cord, then plug in the printer and turn it on.

4. Set the network IP printer address, or set up the printer for automatic printer IP detection. For more information, refer to the System Administrator Guide at www.xerox.com/office/VLB405docs.

Connecting to a Wireless Network

A wireless local area network (WLAN) provides the means to connect two or more devices in a LAN without a physical connection. The printer can connect to a wireless LAN that includes a wireless router or wireless access point. Before connecting the printer to a wireless network, the wireless router must be configured with a service set identifier (SSID) and any necessary credentials.

Note: Wireless networking is available only on printers with the optional Wireless Network

Adapter installed.

Installing the Wireless Network Adapter

The optional wireless network adapter plugs in to the back of the control board. After the adapter is installed, and wireless networking is enabled and configured, the adapter is able to connect to a wireless network.

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Getting Started

To install the Wireless Network Adapter:

1. Power off the printer.

2. To remove the Wireless Network Adapter Port Cover, press the latch to the left, then pull the cover away from the printer.

3. Remove the packaging from the Wireless Network Adapter.

4. To install the Wireless Network Adapter, follow the installation instructions provided with the Wireless Network Adapter.

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CAUTION: Pulling on the adapter can cause damage. After the adapter is installed, remove it

only as needed, and as directed in the Wireless Network Adapter removal instructions. For details, refer to Removing the Wireless Network Adapter.

5. Power on the printer.

6. Configure the Wi-Fi Settings. For details about configuring the Wi-Fi settings, refer to the System Administrator Guide at www.xerox.com/office/VLB405docs .

Removing the Wireless Network Adapter

1. Power off the printer.

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Getting Started

2. To open the left-side cover, loosen the bolt on the back of the printer that secures the cover. Slide the cover toward the back, then out and away from the printer.

3. Reach into the printer and pull the release lever. Grasp the Wireless Network Adapter with your other hand and carefully pull it away from the printer.

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CAUTION: Do not use force to pull on the Wireless Network Adapter. If the latch is released

properly, the adapter pulls out easily. Pulling on a secured adapter can damage it.

4. To reinstall the Wireless Network Adapter Port Cover, insert the tab into the small slot. Gently press the port cover against the back of the printer until the cover latches into place.

5. Place the left-side cover into position and slide it toward the front of the printer. Tighten the bolt to secure the cover.

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Getting Started

6. Connect the printer to your computer with a USB cable or through the network using an Ethernet cable.

7. Power on the printer.

Note: If the printer was installed previously in a wireless network environment, it could retain setup and

configuration information from that environment. To prevent the printer from attempting to connect to the previous network, reset the wireless settings. For more information, refer to the System Administrator Guide at www.xerox.com/office/VLB405docs.

Connecting to Wi-Fi Direct

You can connect to your printer from a Wi-Fi mobile device, such as a tablet, computer, or smart phone, using Wi-Fi Direct. Wi-Fi Direct is disabled by default.

Note: Wireless networking is available only on printers with the optional Wireless Network Adapter

installed.

To connect with Wi-Fi Direct, follow the directions provided with your mobile device.

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Connecting to a Telephone Line

WARNING: To reduce the risk of fire, use only No. 26 American Wire Gauge (AWG) or larger

telecommunication line cord.

1. Ensure that the printer is powered off.

2. Connect a standard RJ11 cable, No. 26 American Wire Gauge (AWG) or larger, to the Line port on the back of the printer.

3. Connect the other end of the RJ11 cable to an operating telephone line.

4. Power on the printer.

5. Enable and configure the Fax functions.

Initial Printer Setup

Before installing the printer software, verify that the printer is set up correctly. Setup includes enabling the optional features and assigning an IP address for the Ethernet network connection. The installation wizard starts automatically the first time the printer is started. The installation wizard prompts the System Administrator to configure the following settings:

• Language

• Network Connection

• Proxy Server Setup

• Date and Time

• Measurements

• LDAP Settings

• Apps Setup

• Security Settings

For more information on configuring the printer settings, refer to the System Administrator Guide at

www.xerox.com/office/VLB405docs.

Configuring AirPrint

AirPrint is a software feature that allows you to print from wired or wireless Apple iOS-based mobile devices and Mac OS-based devices without the need to install a print driver. AirPrint-enabled printers allow you to print or fax directly from a Mac, an iPhone, iPad, or iPod touch. You can use AirPrint to print from a wired device or a wireless device without using a print driver.

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Notes:

• Not all applications support AirPrint.

• Wireless devices must join the same wireless network as the printer.

• For AirPrint to function, both IPP and Bonjour (mDNS) protocols must be enabled.

• The device that submits the AirPrint job must be on the same subnet as the printer. To allow

devices to print from different subnets, configure your network to pass multicast DNS traffic across subnets.

• The Mac OS device must be Mac OS 10.7 or later.

• AirPrint-enabled printers work with all models of iPad, iPhone (3GS or later), and iPod touch

(3rd generation or later), running the latest version of iOS.

1. At your computer, open a Web browser. In the address field, type the IP address of the printer, then press Enter or Return.

Note: If you do not know the IP address for your printer, refer to Finding the IP Address of Your Printer on page 34.

2. In the Embedded Web Server, click Home > Connectivity.

Note: If this feature does not appear, log in as a system administrator.

3. For Mobile Printing, click AirPrint™.

4. To enable AirPrint™, click the Enable toggle button.

Note: AirPrint™ is enabled by default when IPP and Bonjour (mDNS) are both enabled.

− To change the printer name, in the Name field, enter a new name.

− To enter a location for the printer, in the Location field, enter the location of the printer.

− To enter a physical location or address for the printer, in the Geo-Location field, enter the

geographic latitude and longitude coordinates in decimal form. For example, use coordinates such as 45.325026, -122.766831 for a location.

5. Click OK.

6. To activate your changes, at the prompt, click Restart Now.

Configuring Google Cloud Print

Google Cloud Print allows you to print documents that are stored in the cloud without using a print driver.

Before you begin:

• Set up a Google email account.

• Configure the printer to use IPv4.

• Configure Proxy Server settings as needed.

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To configure Google Cloud Print:

1. At your computer, open a Web browser. In the address field, type the IP address of the printer, then press Enter or Return.

Note: If you do not know the IP address for your printer, refer to Finding the IP Address of Your Printer on page 34.

2. In the Embedded Web Server, click Home > Connectivity.

3. For Mobile Printing, click Google Cloud Print.

4. To enable Google Cloud Print, click the Enable toggle button.

5. Click OK.

6. Restart the printer, then wait two minutes for the printer to connect.

7. Refresh your Web browser, then for Mobile Printing, click Google Cloud Print.

8. Click Printer Registration.

9. Click Register. A printer registration page prints.

10. To register the printer, in your Web browser, type the URL provided, or use your mobile phone to scan the barcode.

After the printer is registered, a confirmation status window appears.

11. To access the Google Cloud Print feature, in your Google account, click Manage Your Printer.

Note: The default printer name appears in this format: Model name (MAC address).

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Getting Started

• Installing the Printer as a Web Service on Devices ............................................................................................. 51

Installing the Software

This section includes:

• Operating System Requirements ............................................................................................................................... 46

• Installing the Print Drivers for a Windows Network Printer ............................................................................. 47

• Installing the Print Drivers for a Windows USB Printer ...................................................................................... 47

• Installing the Drivers and Utilities for Macintosh OS X ..................................................................................... 48

• Installing Drivers and Utilities for UNIX and Linux ............................................................................................. 51

Before installing driver software, verify that the printer is plugged in, turned on, connected correctly, and has a valid IP address. The IP address usually appears in the upper right corner of the control panel. If you cannot find the IP address, refer to Finding the IP Address of Your Printer on page 34.

If the Software and Documentation disc is not available, download the latest drivers from

www.xerox.com/office/VLB405drivers.

Operating System Requirements

• Windows 7, Windows 8.1, Windows Server 2008, Windows 10, Windows Server 2008 R2, and Windows Server 2012.

• Macintosh OS X version 10.9 and later.

• UNIX and Linux: Your printer supports connection to various UNIX platforms through the

network interface.

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Installing the Print Drivers for a Windows Network Printer

1. Insert the Software and Documentation disc into the appropriate drive on your computer. If the installer does not start automatically, navigate to the drive, and double-click the Setup.exe installer file.

2. Select your printer model.

3. Click Install Drivers.

4. Select Install Print Driver, Install Scan Driver, or Install Print and Scan Drivers.

5. At the License Agreement, click I Agree.

6. From the list of discovered printers, select your printer.

Note: When installing drivers for a network printer, if your printer does not appear in the list, click

the IP Address or DNS Name button. In the IP Address or DNS Name field, type the IP address of your printer, then click Search to locate and select your printer. If you do not know the IP address of the printer, refer to Finding the IP Address of Your Printer on page 34.

7. Click Next.

8. If desired, you can name your printer by typing a name in the Queue Name field.

9. If installing a print driver, make a print driver selection.

10. If installing a scan driver, make a scan driver selection.

11. Click Install.

12. If desired, set the printer as the default printer.

Note: Before selecting Share Printer, contact your system administrator.

13. To complete the installation, click Finish, then click Close.

Installing the Print Drivers for a Windows USB Printer

1. Insert the Software and Documentation disc into the appropriate drive on your computer. If the installer does not start automatically, navigate to the drive, and double-click the Setup.exe

installer file.

2. Click Install Software.

3. At the License Agreement, select I Agree, then click Next.

4. To install the printer support software, select Software, then click Next.

5. In the Software and Documentation window, clear the check box for any undesired options.

6. Click Next.

7. To complete the installation, click Finish.

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Installing the Drivers and Utilities for Macintosh OS X

1. Insert the Software and Documentation disc into the appropriate drive on your computer.

2. Open Xerox

3. To run Xerox

4. When prompted, click Continue.

5. To accept the license agreement, click I Agree.

6. To accept the current installation location, click Install, or select another location for the installation files, then click Install.

7. If prompted, enter your password, then click OK.

8. From the list of discovered printers, select your printer, then click Next.

9. If your printer does not appear in the list of discovered printers:

a. Click the Network Printer Icon. b. Type the IP address of your printer, then click Continue. c. Select your printer in the list of discovered printers, then click Continue.

10. If your printer was not detected, verify that the printer is on and that the Ethernet or USB cable is connected properly.

11. To accept the print queue message, click OK.

12. Select or clear the Set Printer as Default and Print a Test Page check boxes.

13. Click Continue, then click Close.

Print Drivers 3.xx.x.dmg/.pkg as needed for your printer.

Print Drivers 3.xx.x.dmg/.pkg, double-click the appropriate file name.

Adding the Printer

For networking, set up your printer using Bonjour (Rendezvous), or connect using the IP address of your printer for an LPD/LPR connection. For a non-network printer, create a desktop USB connection.

To add the printer using Bonjour:

1. From the computer Applications folder or from the dock, open System Preferences.

2. Click Printers & Scanners. The list of printers appears on the left of the window.

3. Under the list of printers, click the plus button (+).

4. At the top of the window, click the Default icon.

5. Select your printer from the list, then click Add.

Note: If your printer was not detected, verify that the printer is on and that the Ethernet cable is

connected properly.

To add the printer by specifying the IP address:

1. From the computer Applications folder or from the dock, open System Preferences.

2. Click Printers & Scanners. The list of printers appears on the left of the window.

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Online Support Assistant at: www.xerox.com/office/VLB405support

3. Under the list of printers, click the plus button (+).

4. Click IP.

5. From the Protocol drop-down menu, select the protocol.

6. In the Address field, enter the IP address of the printer.

7. In the Name field, enter a name for the printer.

8. From the Print Using drop-down list, choose Select a driver to use.

9. From the printer software list, select the print driver for your printer model.

10. Click Add.

For reference:

Installing Scan Drivers for Macintosh

1. Insert the Software and Documentation disc into your computer.

2. Double-click the disc icon on your desktop to view the .dmg file for your printer.

3. Open the Scan Installer.dmg file, then navigate to the appropriate installer file for your operating system.

4. Open the Scan Installer package file.

5. Click Continue to acknowledge the warning and introductory messages.

6. To accept the license agreement, click Continue, then click Agree.

7. To accept the current installation location, click Install, or select another location for the installation files, then click Install.

8. Enter your password, then click OK.

9. Select your printer in the list of discovered printers, then click Continue.

10. Click Continue Installation.

11. To restart, click Log Out.

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Installing LAN Fax Drivers for Macintosh

1. Insert the Software and Documentation disc into your computer.

2. Double-click the disc icon on your desktop to view the .dmg file for your printer.

3. Open the LAN Fax Installer.dmg file, then navigate to the appropriate installer file for your operating system.

4. Open the LAN Fax Installer package file.

5. Click Continue to acknowledge the warning and introductory messages.

6. To accept the license agreement, click Continue, then click Agree.

7. To accept the current installation location, click Install, or select another location for the installation files, then click Install.

8. Enter your password, then click OK.

9. Select your printer in the list of discovered printers, then click Continue.

10. Click Continue Installation.

11. To finish, click Close.

12. To register your printer and software, complete the registration form.

Adding a LAN Fax Printer for Macintosh

After installing the LAN fax driver on a Macintosh computer, use Bonjour to set up your printer. You can also add the printer using the IP Address of the printer for an LDP/LPR connection. For non-network printers, create a desktop USB connection.

To add the printer using Bonjour:

1. From the computer Applications folder or from the dock, open System Preferences.

2. Click Printers & Scanners. The list of printers appears on the left of the window.

3. Under the list of printers, click the plus button (+).

4. At the top of the window, click the Default icon.

5. Select your printer from the list, then click Add.

Note: If the printer is not detected, ensure that the printer is on and that the cable is connected

properly.

6. In the Print Using drop-down list, choose Select Printer Software.

7. In the printer software list, select the appropriate Xerox

LAN fax driver model, then click OK.

8. Click Add.

To add the printer by specifying the IP address:

1. From the computer Applications folder or from the dock, open System Preferences.

2. Click Printers & Scanners. The list of printers appears on the left of the window.

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3. Under the list of printers, click the plus button (+).

4. Click IP.

5. From the Protocol drop-down menu, select the Protocol.

6. In the Address field, enter the IP address of the printer.

7. In the Name field, enter the name of the printer.

8. In the Print Using drop-down list, choose Select Printer Software.

9. In the printer software list, select the appropriate Xerox

10. Click Add.

LAN fax driver model, then click OK.

Installing Drivers and Utilities for UNIX and Linux

For details on installing print drivers and utilities for UNIX and Linux, refer to UNIX and Linux Printing on page 118.

Installing the Printer as a Web Service on Devices

Web Services on Devices (WSD) allow a client to discover and access a remote device and its associated services across a network. WSD supports device discovery, control, and use.

To install a WSD printer using the Add Device Wizard:

1. At your computer, click Start, then select Devices and Printers.

2. To launch the Add Device Wizard, click Add a Device.

3. In the list of available devices, select the one you want to use, then click Next.

Note: If the printer you want to use does not appear in the list, click the Cancel button. Add the

WSD printer manually using the Add Printer Wizard.

4. Click Close.

To install a WSD printer using the Add Printer Wizard:

1. At your computer, click Start, then select Devices and Printers.

2. To launch the Add Printer Wizard, click Add a Printer.

3. Click Add a network, wireless, or Bluetooth printer.

4. In the list of available devices, select the one you want to use, then click Next.

5. If the printer you want to use does not appear in the list, click The printer that I want is not listed.

6. Select Add a printer using a TCP/IP address or hostname, then click Next.

7. From the Device type field, select Web Services Device.

8. Enter the printer IP address in the Hostname or IP address field, then click Next.

9. Click Close.

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Getting Started

More Information

You can obtain more information about your printer from these sources:

Resource Location

Installation Guide Packaged with the printer.

Other documentation for your printer www.xerox.com/office/VLB405docs

Technical support information for your printer; including online technical support, Online Support Assistant, and print driver downloads.

Information Pages

Order supplies for your printer www.xerox.com/office/VLB405supplies

A resource for tools and information, including interactive tutorials, printing templates, helpful tips, and customized features to meet your individual needs.

Local sales and Technical Customer Support www.xerox.com/office/worldcontacts

Printer registration www.xerox.com/office/register

Xerox® Direct online store www.direct.xerox.com/

www.xerox.com/office/VLB405support

Print from the control panel. For details, refer to

Information Pages on page 32.

www.xerox.com/office/businessresourcecenter

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• Customizing or Personalizing the Apps .................................................................................................................... 56

Customize and Personalize

This chapter includes:

• Customize and Personalize Overview ....................................................................................................................... 54

• Customizing or Personalizing the Home Screen ................................................................................................... 55

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Customize and Personalize

Customize and Personalize Overview

This chapter provides information on how to customize and personalize your device to meet the specific demands of your workflows.

You can Customize your Apps, hide, or show Apps on the Home screen, and rearrange the order to suit your job priorities. For each App, you can hide or show individual features and configure default settings to meet the needs of your workgroup. You can save job settings for repeated use.

Customization enables users to work more productively.

When individual user accounts are configured on the device, you can Personalize the device to meet specific user needs. You can configure your personal Home page to hide or show only the Apps you use. Each of the feature lists can be tailored to your job requirements. Default settings for each app can be specified, and settings for regular jobs can be saved for your use.

Personalization options ensure that the features and functions displayed meet individual user needs, improving efficiency.

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Customizing or Personalizing the Home Screen

To hide or show an App on the Home screen:

1. At the printer control panel, press the Home button.

2. Touch Customize.

3. To display an installed, but hidden App:

a. Touch +.

b. Touch the App that you want to appear on the control panel. c. Touch Done.

4. To hide an installed App: a. For the desired App, touch X. b. Touch Done.

5. Verify that only the desired Apps are displayed on the Home screen.

To rearrange Apps on the Home screen:

1. At the printer control panel, press the Home button.

2. Touch Customize.

3. Touch and hold the required App.

4. Drag the App to the new location.

5. Release the App.

6. Touch Done.

7. Verify that the Apps appear in the correct location on the Home screen.

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Customize and Personalize

Customizing or Personalizing the Apps

Customization enables you to modify the features available, delete a saved preset, or remove customized settings applied to an App.

Customizing or Personalizing the Feature List

To customize the Features list for an App:

1. At the printer control panel, press the Home button.

2. Touch the App required.

3. Scroll to the bottom, then touch Customize.

4. Touch Feature List.

Note: For logged-in administrators, a window appears that asks you to confirm if the changes are

for a Guest or for you.

5. Touch the desired option.

− To hide a feature, for the required feature, touch the Eye icon. To signify that the feature is

hidden, the Eye icon appears with a line across.

− To show a feature, for the required feature, touch the Eye icon. To signify a feature is visible,

the Eye icon appears with no line across.

6. To reorder the menu features, touch and drag the features into the desired order.

7. To save the current configuration, touch Done.

Customizing or Personalizing the Entry Screen

The Entry Screen is appears when the Fax, Email, USB or Scan To Apps are selected. The Entry Screen provides options for entering recipient or destination details for a job. Use this procedure to choose the options that to appear on the Entry Screen.

To customize the Entry Screen for an App:

1. At the printer control panel, press the Home button.

2. Touch the App required.

3. Scroll to the bottom, then touch Customize.

4. Touch Entry Screen.

5. Touch the needed options.

Note: For logged-in administrators, a window appears that asks you to confirm if the changes are

for a Guest or for you.

6. To save the current configuration, touch X.

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Saving Presets

You can use this feature to save a particular combination of App settings for future jobs. You can save the settings with a name and retrieve them for later use.

To save the current App settings:

1. At the printer control panel, press the Home button.

2. Touch the App required.

3. Select the job settings.

4. Scroll to the bottom, then touch Save.

5. Touch Save as New Preset.

6. Touch Enter Preset Name, then to enter a preset name, use the keypad.

7. Touch Next.

8. Select an icon that best suits the preset that you are creating.

9. Touch Done.

Note: The preset is stored within the Preset feature.

Deleting a Saved Preset

To delete a saved preset:

1. At the printer control panel, press the Home button.

2. Touch the App required.

3. Scroll to the bottom, then touch Customize.

4. Touch Presets.

5. Touch the Trash icon that corresponds with the preset that you want to delete.

6. At the prompt, touch Delete.

7. Touch Done.

Removing App Customization

To remove the current App customization settings:

1. At the printer control panel, press the Home button.

2. Touch the App required.

3. Scroll to the bottom, then touch Customize.

4. Touch Remove App Customization.

5. At the prompt, touch OK.

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Customize and Personalize

Customizing App Default Settings

To customize the App default settings:

1. At the control panel, press the Home button.

2. Touch the App required.

3. Configure the required default settings.

4. Touch Save.

5. Touch Save Defaults. The new settings override the previous default settings.

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• USB ...................................................................................................................................................................................... 110

Xerox

Apps

This chapter includes:

• Xerox

• Device ................................................................................................................................................................................... 63

• Address Book ..................................................................................................................................................................... 68

• Jobs ........................................................................................................................................................................................ 73

• Copy ...................................................................................................................................................................................... 80

• ID Card Copy ..................................................................................................................................................................... 90

• Email ..................................................................................................................................................................................... 91

• Scan To ................................................................................................................................................................................ 93

• Fax ....................................................................................................................................................................................... 101

App Gallery .......................................................................................................................................................... 60

Xerox® Apps are a gateway to the features and functions of your device. There are standard Apps already installed and displayed on the Home screen. There are also Apps that are installed as standard but are hidden when your device is used for the first time.

For details about Customizing the Home screen and the Apps features, refer to Customize and

Personalize on page 53.

A range of Apps are available for download and installation from the Xerox

Xerox compatible printers.

For more information about using the Xerox

Gallery on page 60.

Extensible Interface Platform (EIP) Apps. EIP Apps enable you to install secure, signed apps on

Apps Gallery and downloading Apps, refer to Xerox Apps

App Gallery. These include

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Xerox® Apps

• Installing or Updating an App from the Xerox® App Gallery .......................................................................... 61

Xerox® App Gallery

This section includes:

• Xerox

• Creating a Xerox

• Logging in to your Xerox® App Gallery Account .................................................................................................. 61

Xerox® Apps Gallery Overview

Apps Gallery Overview .................................................................................................................................... 60

App Gallery Account .................................................................................................................. 60

Use the Xerox your device. The Xerox improve your productivity, simplify workflows, and enhance your user experience.

App Gallery to find Apps that provide new features or capabilities for

App Gallery allows you direct access to Apps that can

To use the Xerox® App Gallery App, ensure that your device uses either the wireless or the wired network connection.

Note: If your device is hosted by a local server inside a firewall and a proxy is enabled, set a proxy

exception at the device.

For further information and instructions on using the Xerox User Guide available at www.xerox.com.

App Gallery, refer to the Xerox® App Gallery

Creating a Xerox® App Gallery Account

With an App Gallery account, you have direct access to all the available Apps for your device. An App Gallery account allows you to view and acquire Apps, install Apps on your device, and manage your Apps and licenses.

An App Gallery account can be setup using the control panel or the Embedded Web Server. For information about accessing the Embedded Web Server, refer to Getting Started on page 34.

Note: If you have an existing Xerox App Gallery Account, refer to Logging in to your App Gallery Account

on page 61.

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To create an App Gallery account using the Control Panel:

1. At the printer control panel, press the Home button.

2. Touch Xerox App Gallery.

3. Touch Request an Account.

4. Touch the Enter your email address. Enter a valid email address using the touch screen keypad, then touch Enter.

5. Touch OK. A message is displayed stating completion instructions have been sent to the email address entered.

6. Touch Close.

7. Access your email account for the email address that you provided to Xerox App Gallery.

8. Open the Xerox App Gallery Account Request email, then click the URL link for creating an account.

9. Review and accept the Terms of Use. To continue creating an account, click the Agree button.

10. Enter the information required into the appropriate fields:

− User ID

− Password

− Confirm Password

− First and Last Name

− Company Name

− Address (Street, City, State/Province, Postal)

− Country

11. Click OK.

12. After the account is created, a confirmation message appears.

13. At the printer control panel, log in to your App Gallery Account.

Logging in to your Xerox® App Gallery Account

When you are logged in to the App Gallery, you can browse available Apps, and install and update Apps.

To log in to your App Gallery Account:

1. At the printer control panel, press the Home button.

2. Touch Xerox

3. Enter your User Name using the touch screen keypad, then touch Enter.

4. Enter your Password using the touch screen keypad, then touch Enter.

5. Touch Log In. The Xerox

Xerox User Guide

App Gallery.

App Gallery appears.

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Xerox® Apps

Installing or Updating an App from the Xerox® App Gallery

Xerox® Apps add, extend, or customize the functionality of your device. You can use the Xerox® App Gallery App to browse and install Apps at your device control panel.

To install an App from the App Gallery:

1. At the printer control panel, press the Home button.

2. Touch Xerox

3. Enter your User Name using the touch screen keypad, then touch Enter.

4. Enter your Password using the touch screen keypad, then touch Enter.

5. Touch Log In. The Xerox

6. Touch the App required, then touch Install. The License Agreement screen appears.

Note: If the App was installed previously and a new version is available, the button is laeled as

Update.

7. Touch Agree. The installation process begins. If the App does not successfully install, to attempt the installation process again, touch Install.

8. To exit the Xerox

App Gallery.

App Gallery appears.

App Gallery App, touch Exit.

To update an App from the App Gallery:

1. At the printer control panel, press the Home button.

2. Touch Xerox

App Gallery.

3. Enter your User Name using the touch screen keypad, then touch Enter.

4. Enter your Password using the touch screen keypad, then touch Enter.

5. Touch Log In. The Xerox

App Gallery appears.

6. Touch the App required, then touch Update. The License Agreement screen appears.

7. Touch Agree.

8. When the update is complete, the Update button is labeled as Installed.

9. To exit the Xerox

App Gallery App, touch Exit.

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• Remote Services................................................................................................................................................................ 67

Device

This section includes:

• Device Overview ............................................................................................................................................................... 63

• About .................................................................................................................................................................................... 64

• Supply Status ..................................................................................................................................................................... 65

• Billing and Usage Counters .......................................................................................................................................... 66

• Reset to Factory Defaults ............................................................................................................................................. 66

Device Overview

The Device App gives you access to information about your printer, including the serial number and model. You can view the status of the paper trays, billing and supplies information, and print information pages.

Many Device options can be configured to meet your individual needs. For details about configuring all of the Device settings, refer to the System Administrator Guide at www.xerox.com/office/VLB405docs .

Device Options

The following Device options are available:

Option Description

Language

About

Software Update

Language allows you to set the language that appears on the control panel display.

The About option provides an overview of your device and its current settings and status. You can access information pages and reports using this option.

Use this option to check for software updates and configure update settings.

Notifications

Xerox User Guide

Use the Notifications option to see details of any current alerts or faults on the device. A History button displays fault codes and the date they occurred on the device.

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Xerox® Apps

Paper Trays

Supplies

Billing/Usage

General

Apps

Connectivity

Support

Resets

Use the Paper Trays option to see the paper size, type, and color set for each paper tray and the tray-capacity status.

Use the Supplies section to monitor the status of the components you can replace. The supply level and estimated number of impressions or days left for each unit is displayed.

Use the Billing/Usage option to view the serial number and the total number of impressions made by your device.

Use the General option to customize settings such as the power-save modes, date and time, and control panel brightness. You can configure the General settings using the device control panel, or by using the Embedded Web Server.

Use Apps to select settings for the Apps installed on your device.

Use the Connectivity option to configure network settings at the control panel, or join another wireless network.

Use this option to access and print the Support Pages to assist with troubleshooting errors.

Use the Resets option to reset device settings and font, forms, and macros to the factory-default settings.

For details on configuring the printer settings, refer to the System Administrator Guide at

www.xerox.com/office/VLB405docs.

About

The About option provides an overview of your device and its current settings and status. You can access information pages and reports using this option.

Information Pages

Your printer has a set of information pages that you can print. These pages include configuration and font information, demonstration pages, and more.

The following Information Pages are available:

Name Description

Configuration Report

Billing Summary Report

Supplies Usage Report

The Configuration Report provides printer information including installed options, network settings, port setup, tray information, and more.

The Billing Summary Report provides information about the device and a detailed listing of the billing meters and sheet counts.

The Supplies Usage Report provides coverage information and part numbers for reordering supplies.

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PostScript Font List

PCL Font List

Demonstration Print

Startup Page

Job History Report

The PostScript Font List provides a printout of all PostScript fonts that are available on the printer.

The PCL Font List provides a printout of all PCL fonts that are available on the printer.

Demonstration Print provides a demonstration of the current print quality.

The Startup Page provides basic printer configuration and network information.

Supply Status

You can check the status and percentage of life remaining for your printer supplies at the control panel or from the Embedded Web Server. When printer supplies near their replacement time, warning alerts appear on the control panel. You can customize the alerts that appear on the control panel and configure email alert notifications.

To check the supplies status at the control panel:

1. To view status information for the printer supplies, touch Device > Supplies.

2. To view details about a specific item, including its part number for reordering, touch the desired item.

3. To return to the Supplies screen, touch X.

4. To return to the Device screen, touch the back arrow.

To customize supplies alert settings:

1. To customize the alerts that appear for printer supplies, touch Device > Supplies > Alerts Setup.

2. To enable supplies alerts, touch the Enable Alerts toggle button.

3. To configure the printer to display an alert when an item reaches a specific usage percentage level, touch the item, then select the percentage.

4. To customize the alerts for each supply item, to enable or disable an alert, touch the toggle button.

5. To return to the Supplies screen, touch X.

6. To return to the Device screen, touch the back arrow.

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Xerox® Apps

To set up email alerts:

1. To set up alerts to send to an email address, touch Device > Supplies > Email Alerts.

2. To enter an email address, touch Add Email, then touch Enter Email Address.

3. Use the touch screen keyboard to enter an email address, or select an entry from the Address Book, then touch OK.

4. Add more email addresses if necessary.

5. To customize the alerts for each supply item, to enable or disable an alert, touch the toggle button.

6. To exit the menu, touch OK.

7. To return to the Device screen, touch the back arrow.

To check the supplies status and set up alerts using the Embedded Web Server, refer to the System Administrator Guide at www.xerox.com/office/VLB405docs.

Billing and Usage Counters

The Billing/Usage menu displays the total number of impressions that the printer generated or printed during its lifetime. You cannot reset the counters. A page is counted as one side of a sheet of paper. For example, a sheet of paper that is printed on two sides counts as two impressions.

To view the Billing and Usage Counters:

1. At the printer control panel, press the Home button.

2. Touch Device > Billing/Usage.

3. To view more details, touch Usage Counters, then select an option.

− Impression Counters: This option provides the number of impressions made by the printer. The

number of impressions cannot equal the number of sheets counted, depending on the printer setup. If your printer is set up to count large sheets as large impressions or as multiple smaller impressions, the number of impressions can differ.

− Sheet Counters: This option provides the number of impressions made by the printer.

Impressions for 2-Sided sheets are identified as a separate line from1-Sided sheets.

− Images Sent Counters: This option provides the number of images sent using the Fax, Email,

or Scan features.

− Fax Impressions Counters: This option provides the number of images sent using the Fax

features. Each fax feature is identified on a separate line.

− All Usage Counters: This option provides all of the printer usage information.

4. After viewing the usage readings, to return to the Home screen, press the Home button.

Reset to Factory Defaults

The non-volatile memory (NVRAM) stores printer settings, even after the power is turned off. The Reset to Factory Defaults feature erases all settings and returns the printer to original factory state. All jobs, presets, Apps, and device settings are reset. When complete, the printer restarts, then displays the Install Wizard.

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To reset the printer to factory defaults:

1. At the printer control panel, press the Home button.

2. Touch Device > Resets > Reset to Factory Defaults.

3. At the prompt, touch Reset.

4. When the process is complete, the printer restarts automatically.

Remote Services

You can use the Remote Services option in the Embedded Web Server to send error and usage information to the Xerox support team to help them resolve problems quickly.

For information about enabling Remote Services and uploading information to Xerox, refer to the System Administrator Guide at www.xerox.com/office/VLB405docs.

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Xerox® Apps

• Managing Favorites ........................................................................................................................................................ 71

Address Book

This section includes:

• Address Book Overview .................................................................................................................................................. 68

• Editing the Address Book .............................................................................................................................................. 68

Address Book Overview

Use the Device Address Book to create individual contacts or group contacts for use with the Email, Fax, and Scan To Apps. Contacts can be added to the Device Address Book using the control panel or the Embedded Web Server.

The Device Address Book stores a maximum of 2000 contacts. If the Create New Contact button is unavailable, the address book has reached its capacity.

Before you can use this feature, the System Administrator must enable users to view and manage the Device Address Book.

Editing the Address Book

You can create and save contact information for individual contacts or groups. You can manage address book contacts at the control panel, or in the Embedded Web Server.

Adding or Editing Contacts in the Address Book at the Control Panel

To add contacts:

1. At the printer control panel, press the Home button.

2. Touch Address Book.

3. Touch the Plus icon (+), then select Add Contact.

4. To enter a name, touch the Enter First Name, Enter Last Name, or Enter Company field, then enter the information. To move to the next field, touch Next. When finished, touch Enter

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5. Enter the contact details:

− To add an email address to the contact, touch Add Email. Enter an email address,

then touch Enter.

− To add a fax number to the contact, touch Add Fax. Enter a fax number, then touch Enter.

− To add an SMB scan location, touch Add SMB. Browse to the location required,

then touch Enter.

− To add an FTP scan location, touch Add FTP. Browse to the FTP location or enter the FTP

address, then touch Enter.

Note: If authentication is required for scan locations, enter a valid login name and password.

6. To mark the email address or fax number as a favorite, touch the Star icon.

7. To save the contact, touch OK.

8. To return to the Home screen, press the Home button.

To edit or delete contacts:

1. At the printer control panel, press the Home button.

2. Touch Address Book.

3. From the Address Book, touch a contact name, then touch Edit.

4. To change contact information, touch the information that you want to update, edit as needed, then touch OK.

5. To save your contact changes, touch OK.

6. To delete a contact, touch Delete Contact, then touch Delete.

7. To return to the Home screen, press the Home button.

Adding or Editing Groups in the Address Book at the Control Panel

To add groups:

1. At the printer control panel, press the Home button, then touch Address Book.

2. Touch the Plus icon (+), then select Add Group.

3. Select the group type, enter a name for the group, then touch Enter.

4. To add group members, touch Add Member.

5. To add a contact name, from the Favorites or Contacts menu, select a contact.

6. To add more group members, touch Add Member, then select a contact.

7. To mark the group as a favorite, touch the Star icon.

8. To save the group, touch OK.

9. To return to the Home screen, press the Home button.

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Xerox® Apps

To edit or delete groups:

1. At the printer control panel, press the Home button.

2. Touch Address Book.

3. From the Address Book, select a group, then touch Edit.

4. To add group members, touch Add Member.

5. To add a contact, from the Favorites or Contacts menu, select a contact.

6. To add more group members, touch Add Member and select a contact.

7. To remove group members, for each contact, touch the Trash icon. At the prompt, touch Delete.

8. To save the changes, touch OK.

9. To delete the group, touch Delete Group, then touch Delete.

10. To return to the Home screen, press the Home button.

Adding or Editing Contacts in the Address Book in the Embedded Web Server

To add contacts:

1. At your computer, open a Web browser. In the address field, type the IP address of the printer, then press Enter or Return.

2. In the Embedded Web Server, click Address Book.

3. Click Add Contact.

4. To enter a name, click the First Name, Last Name, or Company field, then enter the details.

5. Enter the contact details.

− To add an email address to the contact, click the Email Plus icon (+), then enter an email

address.

− To add a fax number to the contact, click the Fax Plus icon (+), then enter a fax number.

− To add an SMB scan location, click the (Network) SMB Plus icon (+), then enter the SMB details.

Click OK.

− To add an FTP scan location, click the FTP Plus icon (+), then enter the FTP details. Click OK.

6. To mark the email address or fax number as a favorite, touch the Star icon.

7. To save the contact, click OK.

To edit or delete contacts:

1. At your computer, open a Web browser. In the address field, type the IP address of the printer, then press Enter or Return.

2. In the Embedded Web Server, click Address Book.

3. From the Address Book, select a contact.

4. To edit contact information, perform the following steps.

a. Click the contact name or contact information, then edit as needed. b. To clear contact information, for the specific contact information, click the Trash icon.

c. To save the changes, click OK.

5. To remove the selected contact from the Address Book, click Delete. At the prompt, click Delete.

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Adding or Editing Groups in the Address Book in the Embedded Web Server

To add groups:

1. At your computer, open a Web browser. In the address field, type the IP address of the printer, then press Enter or Return.

2. In the Embedded Web Server, click Address Book.

3. Click Add Group.

4. For Enter Group Name, enter a name for the group.

5. From the menu, select the group type.

6. To add group members, for Members, click the plus icon (+).

7. To add contacts to the group, in the Add Members window, for each contact, select the check box. When you are finished, click OK.

8. To save the group, click OK.

To edit or delete groups:

1. At your computer, open a Web browser. In the address field, type the IP address of the printer, then press Enter or Return.

2. In the Embedded Web Server, click Address Book.

3. Within the address book, select a group.

4. To add group members: a. For Members, click the plus icon (+).

b. In the Add Members window, click the check box for each desired member.

c. To save the changes, click OK.

5. To remove group members: a. For the desired member, click the Trash icon.

b. At the prompt, click Delete.

c. Repeat the previous two steps for each member. d. To save the changes, click OK.

6. To remove the selected group from the Address Book, click Delete. At the prompt, click Delete.

Advanced Settings

The Advanced option provides more settings for importing and exporting contact details and managing contacts. You can use the Advanced option to set up a directory service.

For details about the Advanced options, refer to the System Administrator Guide at

www.xerox.com/office/VLB405docs .

Managing Favorites

You can mark contacts as Favorites. A star next to a contact in the list indicates a Favorite. You can mark a favorite as a Global Favorite for all services or as a Favorite for email, fax, or scan-to destinations.

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Managing Favorites at the Control Panel

1. At the printer control panel, press the Home button, then touch Address Book.

2. Select a contact, then touch Edit.

3. To make the contact a Global Favorite, for the contact name, touch the Star icon.

4. To mark a contact as a Favorite for email, fax, or a scan-to destination:

a. For each desired feature, touch the Star icon. b. To save changes, touch OK.

5. To clear a contact marked as a Favorite:

a. To remove the contact as a Global Favorite, for the contact name, touch the Star icon.

b. To remove the contact from the Favorite list for a selected feature, for the selected feature,

touch the Star icon.

c. To save changes, touch OK.

6. To return to the Home screen, press the Home button.

Managing Favorites in the Embedded Web Server

1. In the Embedded Web Server, click Address Book.

2. Select a contact.

3. To make the contact a Global Favorite, click the Global Favorite Star icon.

4. To mark a contact as a Favorite for email, fax, or a scan-to destination, for each feature, click the Star icon.

5. To remove a contact marked as a Favorite, for Global Favorite or the selected feature, touch the Star icon. The contact is removed from the Global Favorite list, or the Favorite list for the selected feature.

6. To save changes, click OK.

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• Managing Jobs using the Embedded Web Server ............................................................................................... 79

Jobs

This section includes:

• Jobs Overview .................................................................................................................................................................... 73

• Managing Jobs .................................................................................................................................................................. 73

• Managing Special Job Types ....................................................................................................................................... 74

Jobs Overview

Use Jobs to view current jobs, print saved, personal, and secure jobs, and view details of completed jobs. You can pause, delete, print, or view job progress or job details for a selected job.

Managing Jobs

From the control panel Jobs menu, you can view lists of active jobs, secure jobs, or completed jobs. You can pause, delete, print, or view job progress or job details for a selected job. From the Jobs window in the Embedded Web Server, you can view a list of active and completed print jobs. For more details, refer to Managing Jobs using the Embedded Web Server on page 79.

A print job can be held by the printer when it is unable to complete a print job. For example, it needs attention, paper, or supplies. When the condition is resolved, the printer automatically resumes printing. When you send a secure print job, the job is held until you release it by typing a passcode at the control panel. For more details, refer to Managing Special Job Types on page 74.

To pause the print job with the option to delete it:

1. At the printer control panel, press the Home button.

2. Touch Jobs, then touch the name of the desired print job.

3. Do one of the following:

− To pause the print job, touch Pause. To resume the print job, touch Resume.

− To delete the print job, touch Delete. At the prompt, touch Delete.

Note: If you do not make a selection within 60 seconds, the job automatically resumes.

4. To return to the Home screen, press the Home button.

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To view, print, or delete saved and secure jobs:

1. At the printer control panel, press the Home button.

2. To view a list of active and completed jobs, touch Jobs.

3. To view a list of specific job types, touch an option.

− To view Saved Jobs, touch Saved Jobs. To print the job, touch the job, enter the quantity, then

touch OK. To delete the job, touch the Trash icon, then touch Delete.

− To view Personal jobs, touch Personal & Secure Jobs. To print the jobs, touch the folder, then

touch Print All, or Delete All.

− For Secure Jobs, touch Personal & Secure Jobs. Touch the folder, enter the passcode number,

then touch OK. To print a Secure Job, touch the job. To print or delete all the jobs in the folder, touch Print All, or Delete All.

4. To view details about a job, touch the job.

5. To return to the Home screen, press the Home button.

Notes:

• The system administrator can restrict users from deleting jobs. If a system administrator has

restricted job deletion, you can view the jobs, but not delete them.

• Only the user that sent the job or the system administrator can delete a Secure Print job.

To print a job held for resources:

1. At the printer control panel, press the Home button.

2. Touch Jobs.

3. From the jobs list, touch the held job name. The resources required for the job appear on the control panel.

4. Do one of the following:

− To print the job, replenish the resources required. The job resumes automatically when the

required resources are available. If the job does not print automatically, touch Resume.

− To delete the print job, touch Delete. At the prompt, touch Delete.

5. To return to the Home screen, press the Home button.

Managing Special Job Types

Special job types allow you to send a print job from your computer, then print it from the printer control panel. Select special job types in the print driver, Printing Options tab, under Job Type.

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Saved Job

Saved Jobs are documents sent to the printer and, unless deleted, are stored there for future use. Any user can print or delete a Saved Job.

To print a Saved Job:

1. In your software application, access the print settings. For most software applications, press CTRL+P for Windows or CMD+P for Macintosh.

2. Select your printer, then open the print driver.

− For Windows, click Printer Properties. Depending on your application, the title of the button

can vary.

− For Macintosh, in the Print window, click Preview, then select Xerox Features.

3. For Job Type, select Saved Job.

4. Type a job name or select a name from the list, then click OK.

5. Select any other required printing options.

− For Windows, click OK, then click Print.

− For Macintosh, click Print.

To release a Saved Job:

1. At the printer control panel, press the Home button.

2. Touch Jobs.

3. To view Saved Jobs, touch Saved Jobs.

4. To print a Saved Job, touch the job name, enter the quantity, then touch OK.

5. To delete the document after printing, for that job, touch the Trash icon, then at the prompt, touch Delete.

6. To return to the Home screen, press the Home button.

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Secure Print

Use Secure Print to print sensitive or confidential information. After you send the job, it is held at the printer until you enter your passcode at the printer control panel.

To print using Secure Print:

1. In your software application, access the print settings. For most software applications, press CTRL+P for Windows or CMD+P for Macintosh.

2. Select your printer, then open the print driver.

− For Windows, click Printer Properties. Depending on your application, the title of the button

varies.

− For Macintosh, in the Print window, click Preview, then select Xerox Features.

3. For Job Type, select Secure Print.

4. Type the passcode, confirm the passcode, then click OK.

5. Select any other required printing options.

− For Windows, click OK, then click Print.

− For Macintosh, click Print.

To release a Secure Print job:

1. At the printer control panel, press the Home button.

2. Touch Jobs.

3. To view Secure Print jobs, touch Personal & Secure Jobs.

4. Touch your folder.

5. Enter the passcode number, then touch OK.

6. Select an option:

− To print a Secure Print job, touch the job.

− To print all the jobs in the folder, touch Print All.

− To delete a Secure Print job, touch the Trash icon, then at the prompt, touch Delete.

− To delete all the jobs in the folder, touch Delete All.

Note: After a Secure Print job is printed, it is deleted automatically.

7. To return to the Home screen, press the Home button.

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Personal Print

Personal Print allows you to store a document in the printer, then print it from the control panel.

Note: This feature is only available on a Windows computer printing to a network printer.

Personal Print is a type of saved job with these features:

• A Personal Print job appears in a folder named after the user ID associated with the print job.

• A Personal Print job does not use a passcode.

• Any user can print or delete a Personal Print job.

• You can print all jobs in the list at once, delete an individual job, or delete all jobs in the list.

• After a Personal Print job is printed, it is deleted automatically.

To print using Personal Print:

1. In your software application, access the print settings. For most software applications, click File > Print or for Windows, press CTRL+P.

2. Select your printer, then click Printer Properties. Depending on your application, the title of the button varies.

3. For Job Type, select Personal Print.

4. Select any other required printing options, then click OK.

5. To send the job to the printer, click Print.

To release a Personal Print job:

1. At the printer control panel, press the Home button.

2. Touch Jobs.

3. To view Personal Print jobs, touch Personal & Secure Jobs.

4. Touch your folder.

5. If prompted for a passcode, touch Skip.

Note: When your folder contains Secure Print jobs and Personal Print jobs, the passcode prompt

appears.

6. Select an option.

− To print a Personal Print job, touch the job.

− To print all the jobs in the folder, touch Print All.

− To delete all the jobs in the folder, touch Delete All.

7. To return to the Home screen, press the Home button.

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Sample Set

The Sample Set job type prints one copy of a multiple-copy print job before printing the remaining copies. After reviewing the sample set, you can either print the remaining copies or delete them at the printer control panel.

Sample Set is a type of saved job with these features:

• A Sample Set job appears in a folder named after the user ID associated with the print job.

• A Sample Set job does not use a passcode.

• Any user can print or delete a Sample Set job.

• A Sample Set prints one copy of a job to allow you to proofread the job before printing any

remaining copies.

After a Sample Set job is printed, it is deleted automatically.

To print using Sample Set:

1. In your software application, access the print settings. For most software applications, press CTRL+P for Windows or CMD+P for Macintosh.

2. Select your printer, then open the print driver.

− For Windows, click Printer Properties. Depending on your application, the title of the button

varies.

− For Macintosh, in the Print window, click Preview, then select Xerox Features.

3. For Job Type, select Sample Set.

4. Select any other required printing options.

− For Windows, click OK, then click Print.

− For Macintosh, click Print.

To release a Sample Set:

1. At the printer control panel, press the Home button.

2. To view available jobs, touch Jobs.

3. Touch the Sample Set job.

Note: The Sample Set file description shows the job as Held for Future Printing, and shows the

number of remaining copies of the job.

4. Select an option.

− To print the remaining copies of the job, touch Release.

− To delete the remaining copies of the job, touch Delete.

5. To return to the Home screen, press the Home button.

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Managing Jobs using the Embedded Web Server

You can view a list of active jobs and delete print jobs from the Active Jobs list in the Embedded Web Server. You can use the Embedded Web Server to submit jobs for printing at the device. You can print .pdf, .ps, .pcl, .prn, .xps, .jpg, .tif and .txt files directly from the Embedded Web Server without opening another application or the print driver. The files can be stored on a local computer hard drive, mass storage device, or network drive.

To manage jobs using the Embedded Web Server:

1. At your computer, open a Web browser. In the address field, type the IP address of the printer, then press Enter or Return.

2. In the Embedded Web Server, click Jobs.

3. Click the job name.

4. Do one of the following:

− To pause the print job, click Pause. To resume the print job, click Resume.

− To delete the print job, click Delete. At the prompt, click Delete.

5. To return to the Home screen, click Home.

To submit jobs for printing using the Embedded Web Server:

1. At your computer, open a Web browser. In the address field, type the IP address of the printer, then press Enter or Return.

2. In the Embedded Web Server, click Home.

3. In the Quick Links area, click Submit File.

4. Click the Submit field.

5. In the selection window, select a file to print, then click Open.

6. To print the document, click Submit.

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• Copy Workflows ................................................................................................................................................................ 83

Copy

This section includes:

• Copy Overview ................................................................................................................................................................... 80

• Making a Copy .................................................................................................................................................................. 80

Copy Overview

To make a copy, the device scans your original documents and temporarily stores the images. It then prints the images based on the options selected.

If Authentication or Accounting has been enabled on your device, enter your login details to access Copy features.

You can adjust various settings for individual Copy jobs and save settings as Presets for future jobs. The list of features can be customized, and some features could be hidden from view when the App is installed. To view all available features and to find out more about customizing the Copy App, refer to

Customize and Personalize on page 53.

For information about all the App features and available settings, refer to Apps Features on page 247.

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Making a Copy

To make a copy:

1. At the printer control panel, press the Home button.

2. To clear previous App settings, touch Reset.

3. Load your original documents.

− Use the document glass for single pages or paper that cannot be fed using the duplex

automatic document feeder. Lift the automatic document feeder, then place the original document face down in the upper-left corner of the document glass.

Xerox® Apps

− For multiple, single, or 2-sided pages, use the duplex automatic document feeder. Remove any

staples or paper clips from the pages. Insert the original documents face up in the automatic document feeder, with the top of the page entering the feeder first. Adjust the paper guides so that they fit against the document originals.

4. Touch Copy, then enter the number of copies needed.

Note: To amend the number of copies entered, touch the X button, then enter the required quantity.

5. If scanning from 2-sided original documents, touch 2-Sided, then select an option.

6. Adjust copy settings as needed. For details about available features, refer to Apps Features on page 247.

7. Touch Start. If you placed documents in the feeder, scanning continues until the feeder is empty.

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8. If you are scanning from the document glass, when prompted, do one of the following:

− To complete the job and return to the Copy app, touch Done.

− To scan another page, load a new original document on the document glass, then touch Add

Page.

− To delete the scan and return to the Copy app, touch Cancel, then touch Delete.

Note: If you are scanning a document from the automatic document feeder, a prompt

does not appear.

9. To return to the home screen, press the Home button.

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• Adding Annotations ........................................................................................................................................................ 88

Copy Workflows

This section includes:

• Changing the Page Layout ........................................................................................................................................... 83

• Book Copying ..................................................................................................................................................................... 83

• Shifting the Image .......................................................................................................................................................... 84

• Creating a Booklet ........................................................................................................................................................... 85

• Adding a Front Cover ...................................................................................................................................................... 86

• Erasing the Edges of Copies ......................................................................................................................................... 86

• Printing a Sample Copy ................................................................................................................................................. 87

Note: Some features are hidden from view when the Copy App is installed. For more information refer to Customize and Personalize on page 53.

Changing the Page Layout

You can use Page Layout to place a defined number of pages on one or both sides of the paper.

To change the page layout:

1. At the printer control panel, press the Home button.

2. Touch Copy.

3. Touch Page Layout.

4. Select the required number of pages per side.

5. To change the Original Orientation, touch Page Layout, then touch More. Select Portrait or Landscape.

Note: The Original Orientation option is only available when the selected number of pages per slide

is 2, 4, or 8.

6. To change the Image Order, touch Page Layout, then touch More. Select one of the following options.

− Right then Down: This option prints the images across the page, row by row.

− Down then Right: This option prints the images down the page, column by column.

Note: The Image Order option is only available when the selected number of pages per slide

is 4 or 8.

7. Touch OK.

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Book Copying

You can use the Book Copying feature to copy books, magazines, or other bound documents. You can use this feature to copy images for different results.

• Copy either the left or right page onto a single sheet of paper

• Copy both the left and right pages onto two sheets of paper

• Copy both the left and right pages as a single image onto one sheet of paper

Note: To make copies from books, magazines, or other bound documents, use the document glass

only. Do not place bound original documents in the document feeder.

To set up book copying:

1. At the printer control panel, press the Home button.

2. Touch Copy.

3. Touch Book Copying.

4. Touch Mode, then select one of the following options:

− Off: This option is the default setting.

− Both Pages: This option scans both pages of an open book onto two sheets of paper.

− Left/Right Page Only: This option scans the left or right page of an open book onto a single

sheet of paper.

5. If Binding Edge Erase is required, touch Binding Edge Erase, then move the slider to the right to erase up to 50 mm (1.97 in).

6. Touch OK.

Shifting the Image

You can change the placement of an image on the copy page. This is useful if the image is smaller than the page size.For image shift to work correctly, position original documents as follows:

• Document Feeder: Position original documents face up, short edge entering the feeder first.

• Document Glass: Position original documents face down, in the upper-left corner of the document

glass, short edge to the left.

To change the placement of the image:

1. At the printer control panel, press the Home button.

2. Touch Copy.

3. Touch Image Shift.

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4. Select one of the following options.

− Off: This option is the default setting.

− Auto Center: This option centers the image on the page.

− Snap to Edge: This option shifts the image to the edge of the document. Select one of the

image-position options.

• Mirror Side 1: This option allows you to set the Image Shift for Side 1, and matches the

Side 2 Image Shift accordingly. To move the image to the required edge of the page, touch the appropriate arrow.

• Independent Sides: This option allows you to position the images on Side 1 and Side 2

independently of each other. To move each image to the required edge of the page, touch the appropriate arrow.

− Manual: This option allows you to specify the amount of Image Shift required. Select one of

the image-position options.

• Mirror Side 1: This option allows you to set the Image Shift for Side 1, and matches the

Side 2 Image Shift accordingly. Touch the appropriate fields. To adjust the image shift, move the slider.

• Independent Sides: This option allows you to position the images on Side 1 and Side 2

independently of each other. Touch the appropriate fields. To adjust the image shift, move the slider.

5. To specify the orientation of the original document, touch Original Orientation, then select an option.

6. Touch OK.

Creating a Booklet

The booklet feature reduces the original page images to fit two images on each side of the printed page. You can print copies in booklet format.

Notes:

• This function is available on printers with an optional Productivity Kit installed only.

• In Booklet mode, the printer scans all of the original documents before it prints the copies.

To create a booklet:

1. At the printer control panel, press the Home button.

2. Touch Copy.

3. Touch Booklet Creation.

Note: If Reduce/Enlarge has been adjusted, a message appears confirming that Reduce/Enlarge

has changed to Auto%. If Paper Supply has been set to Auto Select, a message appears confirming that Paper Supply has changed to Tray 1.

4. Touch the Booklet Creation toggle button.

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5. Touch Original Document, then select the option that matches your original documents:

− 1-Sided Original: This option scans only one side of the original image and produces 1-sided

output files.

− 2-Sided Original: This option scans both sides of the original image.

− 2-Sided, Rotate Side 2: This option scans both sides of the original image, rotating the

second side.

6. If a cover sheet is required, touch the Cover toggle button, then adjust Paper Supply and Print On Cover as needed.

7. Touch OK.

Adding a Front Cover

You can print the first page of your copy job on different paper, such as colored or heavyweight paper. The printer selects the special paper from a different tray. The cover can be blank or printed.

Note: This function is available on printers with an optional Productivity Kit installed only.

To add a front cover to your copy job:

1. At the printer control panel, press the Home button.

2. Touch Copy.

3. Touch Front Cover.

4. Touch the Front Cover toggle button.

Note: If Paper Supply is set to Auto Select, a notification appears confirming that the Paper Supply

has been changed to Tray 1.

5. Touch Printing Options, then select an option.

− Blank: This option inserts a blank front cover.

− Print on Side 1 Only: This option prints on the front side of the cover only.

− Print on Side 2 Only: This option prints on the back side of the cover only.

− Print on Both Sides: This option prints on both sides of the cover.

6. Touch Paper Supply, then select the required paper source.

7. Touch OK.

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Erasing the Edges of Copies

You can erase content from the edges of your copies using the Edge Erase feature. You can specify the amount to erase on the right, left, top, and bottom edges.

To erase the edges of copies:

1. At the printer control panel, press the Home button.

2. Touch Copy.

3. Touch Edge Erase.

4. Select one of the following options.

− All Edges: This option erases all four edges by the same amount. To adjust the amount to

erase, move the slider.

− Print to Edge: This option prints to the edge of the paper.

− Individual Edges: This option allows you to specify different amounts to erase from the edges.

Select an erase option.

• Mirror Edges: This option allows you to set the Edge Erase for Side 1, and matches the

Side 2 Edge Erase accordingly. To adjust the edge erase, move the slider.

• Independent Edges: This option allows you to set the Edge Erase on Side 1 and Side 2

independently of each other. Touch the appropriate field. To adjust the Edge Erase, move the slider.

5. To specify the orientation of the original document, touch Original Orientation, then select an option.

6. Touch OK.

Printing a Sample Copy

Sample Copy allows you to print a test copy of a job to inspect before printing multiple copies. This feature is useful for complex or high-volume jobs. After you print and inspect the test copy, you can choose to print or cancel the remaining copies.

To print a sample copy of your job:

1. At the printer control panel, press the Home button.

2. Touch Copy.

3. Adjust the copy settings as needed.

4. Enter the number of copies needed.

5. Touch the Sample Copy toggle button.

6. Touch the Start button. The sample copy prints.

7. Inspect the sample copy, then select one of the following options.

− If the copy is unsatisfactory, touch Delete. The job is canceled and no more copies are printed.

− If the copy is satisfactory, touch Release. The remaining copies are printed.

8. To return to the home screen, press the Home button.

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Adding Annotations

You can use the Annotations feature to add a page number, comment, date, or Bates Stamp to your copies.

Notes:

• This function is available on printers with an optional Productivity Kit installed only.

• If Booklet Creation is selected, you cannot add Annotations.

To add annotations:

1. At the printer control panel, press the Home button.

2. Touch Copy.

3. Touch Annotations.

4. To insert page numbers: a. Select the required page location, then touch Page Number.

b. Enter the starting page number. c. To adjust which pages contain the selected annotation, touch Apply To, then select All Pages

or All Pages Except First.

d. Touch OK.

5. To insert a comment: a. Select the required page location, then touch Comment.

b. Select the required entry, then touch OK.

Note: To create a comment, touch the edit icon for Not in Use. Enter the required text, then touch

OK.

c. To adjust which pages contain the selected annotation, touch Apply To, then select the

required option.

d. Touch OK.

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6. To insert the current date: a. Select the required page location, then touch Date Stamp.

b. Touch Format, then select the required date format. c. To adjust which pages contain the selected annotation, touch Apply To, then select the

required option.

d. Touch OK.

7. To insert a Bates Stamp: a. Select the required page location, then touch Bates Stamp.

b. Touch Prefix, then select the required entry. Touch OK.

Note: To create a prefix, touch the edit icon for Not in Use. Enter the required text, then touch OK.

c. Touch Starting Number. Enter the required starting number, then touch OK.

d. Touch Number of Digits, then select the required option. e. To adjust which pages contain the selected annotation, touch Apply To, then select the

required option.

f. Touch OK.

8. To change the text formatting, touch Format & Style. Adjust the settings as required, then touch OK.

9. Touch OK.

10. If necessary, to remove all entered annotations, touch Delete All.

Note: Not all annotations are available in all page locations.

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• Copying an ID Card ......................................................................................................................................................... 90

ID Card Copy

This section includes:

• ID Card Copy Overview .................................................................................................................................................. 90

ID Card Copy Overview

You can use the ID Card Copy App to copy both sides of an ID card or small document onto one side of paper. To copy the card properly, place each side in the upper-left corner of the document glass. The printer stores both sides of the document, then prints them side by side on the paper.

The ID Card Copy App is hidden from view on initial device setup. The list of features can be customized, and some features can be hidden from view. For more information about adding and customizing Apps, refer to Customize and Personalize on page 53.

For information about all the App features and available settings, refer to Apps Features on page 247.

Copying an ID Card

To copy an ID card:

1. At the printer control panel, press the Home button.

2. To clear previous App settings, touch Reset.

3. Lift the automatic document feeder, then place the original document in the upper-left corner of the document glass.

4. Touch ID Card Copy.

5. Adjust the settings as required.

6. Touch Scan.

7. When scanning is finished, lift the automatic document feeder. Flip the original document, then place it in the upper-left corner of the document glass.

8. To scan the second side of the original document and print the copies, touch Scan.

9. To return to the home screen, press the Home button.

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• Sending a Scanned Image in an Email .................................................................................................................... 91

Email

This section includes:

• Email Overview .................................................................................................................................................................. 91

Email Overview

You can use the Email app to scan images and attach them to emails. You can specify the file name and format of the attachment, and include a subject heading and message for the email.

You can adjust various settings for individual Email jobs and save settings as Presets for future jobs. The list of features can be customized, and some features could be hidden from view when the App is installed. To view all available features and to find out more about customizing the Email App, refer to

Customize and Personalize on page 53.

For information about all the App features and available settings, refer to Apps Features on page 247.

Sending a Scanned Image in an Email

To send a scanned image in an email:

1. At the printer control panel, press the Home button.

2. To clear previous App settings, touch Reset.

3. Load your original documents.

− For single pages or paper that cannot be fed using the duplex automatic document feeder, use

the document glass. Lift the automatic document feeder, then place the original documents face down in the upper-left corner of the document glass.

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− For multiple, single, or 2-sided pages, use the duplex automatic document feeder. Remove any

4. Touch Email.

5. Enter recipients:

− To enter the email address manually into the To field, type the address using the touch screen

keypad. Touch Enter.

− To select a contact or group from the Address Book, touch the Address Book icon. Touch

Favorites or Contacts, then select a recipient.

6. If scanning from 2-sided original documents, touch 2-Sided Scanning, then select an option.

7. Adjust the email settings as needed:

− To save the scanned document with a specific file name, touch the attachment file name, enter

a new name using the touch screen keypad, then touch Enter.

− To save the scanned document with a specific file format, touch the attachment file format,

then select the required format. To create a searchable file or to add password protection, select More from the file format.

− To change the subject line, touch Subject, enter a new subject line using the touch screen

keypad, then touch Enter.

− To change the email body message, touch Message, enter a new message, then touch OK. For details about available features, refer to Apps Features on page 247.

8. To start the scan, touch Send.

9. If you are scanning from the document glass, when prompted, to finish, touch Done, or to scan another page, touch Add Page. You can also touch Cancel Job.

Note: If you are scanning a document from the automatic document feeder, a prompt does not

appear.

10. To return to the Home screen, press the Home button.

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Xerox® Apps

• Scanning Images into an Application on a Connected Computer ................................................................ 99

Scan To

This section includes:

• Scan To Overview ............................................................................................................................................................. 93

• Scanning to an Email Address ..................................................................................................................................... 93

• Scanning to a USB Flash Drive .................................................................................................................................... 94

• Scanning to a User Home Folder ............................................................................................................................... 95

• Scan to Desktop ................................................................................................................................................................ 96

• Scanning to a Shared Folder on a Network Computer ...................................................................................... 97

Scan To Overview

The Scan To feature provides several methods for scanning and storing an original document. The scanning procedure using your printer differs from that of desktop scanners. The printer is connected typically to a network rather than a single computer, so you select a destination for the scanned image at the printer.

The printer supports the following scanning functions:

• Scan original documents to an email address.

• Scan original documents to a USB Flash drive.

• Scan original documents to your home folder.

• Scan original documents to a shared network location using SMB and FTP transfer protocols.

You can adjust various settings for individual Scan To jobs and save settings as Presets for future jobs. The list of features can be customized, and some features could be hidden from view when the App is installed. To view all available features and to find out more about customizing the Scan To App, refer to

Customize and Personalize on page 53.

For information about all the App features and available settings, refer to Apps Features on page 247.

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Scanning to an Email Address

Before you scan to an email address, ensure that you configure the printer with the email server information. For details, refer to the System Administrator Guide at www.xerox.com/office/VLB405docs.

To scan an image and send it to an email address:

1. Load the original document on the document glass or into the duplex automatic document feeder.

2. At the control panel, touch the Home button.

3. Touch Scan To.

4. Enter recipients:

− To enter the email address manually, touch Email, then enter an email address. Touch Enter.

− To select a contact or group from the Address Book, touch Contacts.

5. To save the scanned document as a specific file name, touch the attachment file name, then enter a new name using the touch screen keypad. Touch Enter.

6. To save the scanned document as a specific file format, touch the attachment file format, then select the required format.

Note: To make scanned documents searchable, your system administrator can enable the

Searchable feature.

7. Adjust scanning options as needed.

8. To change the subject line, from Email Features, touch Subject, then enter a new subject line using the touch screen keypad. Touch Enter.

9. To change the email body message, from Email Features, touch Message, then enter a new message. Touch OK.

10. To begin the scan, touch Scan.

11. If you are scanning from the document glass, when prompted, to finish, touch Done, or to scan another page, touch Add Page.

Note: If you are scanning a document from the automatic document feeder, a prompt does not

appear.

12. To return to the Home screen, press the Home button.

Scanning to a USB Flash Drive

You can scan a document and store the scanned file on a USB Flash drive. The Scan to USB function produces scans in .jpg, .pdf, .pdf (a), .xps, and .tif file formats.

Notes:

• If the device is in Power Saver mode, before proceeding with the USB scan, to wake the device,

press the Power/Wake button.

• Only USB Flash drives formatted to the typical FAT32 file system are supported.

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To scan to a USB Flash drive:

1. Load the original document on the document glass or in the duplex automatic document feeder.

2. At the printer control panel, press the Home button.

3. Insert your USB Flash drive into the USB memory port on the front of the printer.

4. At the USB Drive has been detected screen, touch Scan to USB.

Note: If this feature does not appear, enable the feature or contact the system administrator.

5. To save the scanned file to a specific folder on the USB Flash drive, navigate to the directory where you want to save your file, then touch OK.

6. To save the scanned document as a specific file name, touch the attachment file name, then enter a new name using the touch screen keypad. Touch Enter.

7. To save the scanned document as a specific file format, touch the attachment file format, then select the required format.

8. Adjust scanning features as needed.

9. To begin the scan, press Scan. The printer scans your images to the folder that you specified.

10. If you are scanning from the document glass, when prompted, to finish, touch Done or to scan another page, touch Add Page.

Note: If you are scanning a document from the automatic document feeder, a prompt does not

appear.

WARNING: Do not remove the USB Flash drive while the device is scanning and processing

the job. If you remove the Flash drive before the transfer is complete, the file can become unusable and other files on the drive can be damaged.

11. To return to the Home screen, press the Home button.

Scanning to a User Home Folder

Scan to Home allows you to scan documents that are saved to a home directory on an external server. The home directory is distinct for each authenticated user. The directory path is established through LDAP.

Before You Begin

To scan to the home folder defined in an LDAP directory, first ensure that the home folder locations are defined for each user.

If you want to scan to a shared folder on the network, create a shared folder on your network with read and write access privileges.

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Scanning to a Home Folder

Note: If LDAP Network Authentication is configured, the Home button appears as an option that

you can select on the Scan To screen.

1. Load the original document on the document glass or into the duplex automatic document feeder.

2. At the printer control panel, press the Home button.

3. To log in to the printer, touch Log In.

4. Enter your user name, then touch Next.

5. Enter your password, then touch OK.

6. To scan to a home folder, select an option:

− Touch Scan To. On the Scan To screen, touch Home.

− Touch My Folder.

7. To save the scanned document as a specific file name, touch the attachment file name, enter a new name using the touch screen keypad, then touch Enter.

8. To save the scanned document as a specific file format, touch the attachment file format, then select the desired format.

9. Adjust scanning options as needed.

10. To begin the scan, press Scan.

If you are scanning from the document glass, when prompted, to finish, touch Done, or to scan another page, touch Add Page.

Note: If you are scanning a document from the automatic document feeder, a prompt does not

appear.

11. To return to the Home screen, press the Home button.

Scan to Desktop

Before you begin:

• Before scanning, ensure that your computer and the printer are plugged in, powered on, and connected to an active network.

• On your computer, ensure that you have the correct print driver software installed. For details, refer to Installing the Software on page 46.

• On your computer, ensure that the printer is installed using WSD. For details, refer to Installing the

Software on page 46.

• On your printer, ensure that WSD is enabled. For details, refer the System Administrator Guide at

www.xerox.com/office/VLB405docs.

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To Scan to Desktop:

1. Load the original document on the document glass or into the duplex automatic document feeder.

2. At the printer control panel, press the Home button.

3. Touch Scan to Desktop.

4. To select a destination, touch the computer address.

5. To begin the scan, press Scan. The Windows Fax and Scan application opens on your PC desktop. The image file of your scan is

saved to the Scanned Documents folder.

6. If you are scanning from the document glass, when prompted, to finish, touch Done, or to scan another page, touch Add Page.

Note: If you are scanning a document from the automatic document feeder, a prompt does not

appear.

7. To return to the Home screen, press the Home button.

Scanning to a Shared Folder on a Network Computer

Before you can use the printer as a scanner on a network:

• Create a shared folder on your computer hard drive.

• Access the Embedded Web Server, then create an address that points the scanner to the computer.

Sharing a Folder on a Windows Computer

1. Open Windows Explorer.

2. Right-click the folder you want to share, then select Properties.

3. Click the Sharing tab, then click Advanced Sharing.

4. Select Share this folder.

5. Click Permissions.

6. Select the Everyone group, and verify that all permissions are enabled.

7. Click OK.

Note: Remember the Share name for later use.

8. Click OK again.

9. Click Close.

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Sharing a Folder in Macintosh OS X Version 10.7 and Later

1. From the Apple menu, select System Preferences.

2. From the Internet & Wireless menu, select Sharing.

3. From the Service menu, select File Sharing.

4. Under Shared Folders, click the plus icon (+).

5. Browse to the folder that you want to share on the network, then click Add.

6. To modify access rights for your folder, select the folder. The groups activate.

7. From the Users list, click Everyone, then use the arrows to select Read & Write.

8. Click Options.

9. To share the folder, select Share files and folders using SMB.

10. To share the folder with specific users, next to the user name, select On.

11. Click Done.

12. Close the System Preferences window.

Note: When you open a shared folder, a Shared Folder banner appears in the Finder for the folder

and subfolders.

Adding an SMB Folder as an Address Book Entry from the Embedded Web Server

1. At your computer, open a Web browser. In the address field, type the IP address of the printer, then press Enter or Return.

Note: If you do not know the IP address for your printer, refer to Finding the IP Address of Your Printer on page 34.

2. Click Address Book, then click Add Contact.

3. For Network (SMB), click the plus icon (+), then enter the following information:

− Nickname: Enter the name that you want to appear in the Address Book.

− Type: Select the network connection type.

− IP Address: Port: Enter the IP address of your computer, then enter the default port number.

− Share: Enter a name for the directory or folder. For example, to save scanned files to a shared

folder named scans, type scans.

− Document Path: Enter the path of the folder on the SMB server. For example, to save the

scanned files to a folder named colorscans inside the scans folder, type colorscans.

− Login Name: Enter your computer user name.

− Password: Enter your computer login password.

− Retype Password: Enter your login password again.

4. To save your network information, click OK.

5. To save your contact, click OK.

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Adding a Folder as an Address Book Entry Using the Control Panel

1. At the printer control panel, touch the Home button.

2. Touch Address Book.

3. Touch the plus icon (+), then select Add Contact.

4. Enter the name to appear in the address book.

5. Touch Add (SMB), then navigate to the desired folder.

Note: Login credentials are required for computers on secured networks.

6. To save changes, touch OK.

Scanning to a Shared Folder on a Networked Computer

1. Load the original document on the document glass or into the duplex automatic document feeder.

2. At the printer control panel, press the Home button.

3. Touch Scan To.

4. Touch Contacts.

5. From the Contacts list, select the shared folder.

6. To save the scanned document as a specific file name, touch the attachment file name, enter a new name using the touch screen keypad, then touch Enter.

7. To save the scanned document as a specific file format, touch the attachment file format, then select the desired format.

8. Adjust scanning options as needed.

9. To begin the scan, press Scan.

10. If you are scanning from the document glass, when prompted, to finish, touch Done, or to scan another page, touch Add Page.

Note: If you are scanning a document from the automatic document feeder, a prompt

does not appear.

11. To return to the Home screen, press the Home button.

Scanning Images into an Application on a Connected Computer

You can import images directly from the scanner into a folder on your computer. With a Macintosh® computer and some Windows

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applications, you can import the images directly into an application.

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Scanning an Image into an Application

Note: Some Windows applications, including Microsoft Office 2007 and newer, do not support this

feature.

1. Load the original document on the document glass or in the duplex automatic document feeder.

2. At your computer, open the application into which you want to scan the image.

3. In the application, select the menu item to acquire the image.

4. From the Paper Source menu in Windows, or from the Scan From menu on a Macintosh

computer,

select one of the following:

− For the Document Glass, select Flatbed.

− For the Duplex Automatic Document Feeder, select Document Feeder.

5. Specify other scan driver settings as needed.

6. To begin the scan, click Scan. The printer scans the document and places the image in your application.

Scanning from Windows Control Panel

1. Load the original document on the document glass or in the duplex automatic document feeder.

2. On your computer, select Start > Devices and Printers.

3. From the Devices and Printers window, right-click the printer icon, then select Start Scan.

4. Select the paper source for your original document from the menu.

5. Adjust scanning options as needed.

6. To preview the document or select a portion of the document to scan, select Preview. The printer scans a preview copy of the image.

7. To select part of the document, use the corner points to resize the frame.

8. Click Scan.

9. To import the scan, in the Import Pictures and Video window, click Import. The scanned image is stored in the default My Pictures folder.

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Xerox B405V_DN User Manual

Specifications and Main Features

Frequently Asked Questions

User Manual

Safety

Notices and Safety

Electrical Safety

General Guidelines

Power Cord

Emergency Turn Off

Telephone Line Cord

Operational Safety

Operational Guidelines

Ozone Release

Printer Location

Printer Supplies

Maintenance Safety

Printer Symbols

Environmental, Health, and Safety Contact Information

Getting Started

Parts of the Printer

Front View

Duplex Automatic Document Feeder

Document Feeder Guidelines

Document Glass Guidelines

Control Panel

Internal Parts

Rear View

Power Options

Powering On the Printer or Exiting Low-Power or Sleep Mode

Restarting, Placing in Sleep Mode, or Powering Off the Printer

Accessing the Printer

Logging In

Logging In at the Control Panel

Introduction to Apps

Information Pages

Printing Information Pages

Configuration Report

Printing the Configuration Report

The Embedded Web Server

Accessing the Embedded Web Server

Finding the IP Address of Your Printer

Installation and Setup

Installation and Setup Overview

Selecting a Location for the Printer

Connecting the Printer

Selecting a Connection Method

Connecting to a Computer Using USB

Connecting to a Wired Network

Connecting to a Wireless Network

Installing the Wireless Network Adapter

Removing the Wireless Network Adapter

Connecting to Wi-Fi Direct

Connecting to a Telephone Line

Initial Printer Setup

Configuring AirPrint

Configuring Google Cloud Print

Installing the Software

Operating System Requirements

Installing the Print Drivers for a Windows Network Printer

Installing the Print Drivers for a Windows USB Printer

Installing the Drivers and Utilities for Macintosh OS X

Adding the Printer

Installing Scan Drivers for Macintosh

Installing LAN Fax Drivers for Macintosh

Adding a LAN Fax Printer for Macintosh

Installing Drivers and Utilities for UNIX and Linux

Installing the Printer as a Web Service on Devices

More Information

Customize and Personalize

Customize and Personalize Overview

Customizing or Personalizing the Home Screen

Customizing or Personalizing the Apps

Customizing or Personalizing the Feature List

Customizing or Personalizing the Entry Screen

Saving Presets

Deleting a Saved Preset

Removing App Customization

Customizing App Default Settings

Xerox® App Gallery