Xerox Pro 412 User Manual

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WorkCentre Pro 412

User Guide

708P86380

Prepared by: The Document Company Xerox

GKLS European Operations Bessemer Road Welwyn Garden City Hertfordshire AL7 1HE ENGLAND

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

Xerox

, The Document Company

products mentioned in this publication are trademarks of Xerox Corporation. Product names and trademarks of other companies are hereby acknowled

Changes are periodically made to this document. Changes, technical inaccuracies, and typographical errors will be corrected in subsequent e dit ion s.

, the digital X® and all Xerox

ged.

1 About This Guide...................................................................1-1

Finding Information in the User Guide.....................................................1-2

Customer Support......................................................................................1-4

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

Orientation....................................................................................................1-5

Bracket Text Typeface .................................................................................1-7

Italic Typeface..............................................................................................1-7

Quick Pathway .............................................................................................1-7

Notes............................................................................................................1-8

Hints.............................................................................................................1-8

Cautions.......................................................................................................1-8

Warnings......................................................................................................1-8

Related Information Sources ....................................................................1-9

2 Product Overview..................................................................2-1

Unpacking...................................................................................................2-2

Identifying the Machine Components ......................................................2-4

Front View....................................................................................................2-4

Rear View.....................................................................................................2-5

Control Panel Components and Keys......................................................2-6

Entering Characters Using the Numeric Keypad ...................................... ...2- 8

Making Connections................................................................................2-11

Installing Drum and Toner Cartridges....................................................2-14

Loading Paper ..........................................................................................2-18

Setting the Language...............................................................................2-22

Setting the Local ID and Name ...............................................................2-23

Setting the Date and Time.......................................................................2-25

Installing Software ........... ....... ...... ....... ...... ....... ...... ...... ...........................2-26

3 Copy........................................................................................3-1

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

1. Press the Copy/Fax/Scan Key.................................................................3-2

Xerox WorkCentre Pro 412 User Guide i

2. Select the Paper Supply...........................................................................3-3

3. Load the Originals....................................................................................3-4

4. Select the Copy Features.........................................................................3-7

5. Enter the Quantity................. ...... ....... ...... ....... ...... ...... ....... ......................3-7

6. Press Start ...............................................................................................3-8

Standard Copy Features............................................................................3-9

Lighten/Darken.............................................................................................3-9

Original Type..............................................................................................3-10

2-Sided Copy .............................................................................................3-11

Reduce/Enlarge .........................................................................................3-12

Output ........................................................................................................3-12

Resetting Copy Features ...........................................................................3-13

Special Copy Features.................. ....... ...... ....... ...... ...... ....... ...... ....... ...... .3-14

Auto Fit.......................................................................................................3-14

Clone..........................................................................................................3-15

4 Print.........................................................................................4-1

Printing a Document from an Application ...............................................4-2

Printer Settings ..........................................................................................4-3

Accessing Printer Settings ........................... ....... ...... ...... ....... ...... ....... ...... ...4-3

Printer Properties Tabs ................................................................................4-5

5 Fax...........................................................................................5-1

Faxing Procedure.......................................................................................5-2

1. Load the Originals....................................................................................5-2

2. Press the Copy/Fax/Scan Key.................................................................5-5

3. Select the Fax Features...........................................................................5-6

4. Enter the Fax Number.............................. ....... ...... ...................................5-6

5. Press Start ...............................................................................................5-7

6. Fax Job Management ..............................................................................5-7

Dialing Methods ................................... ...... ....... ...... ...... ....... ...... ....... ...... ...5-9

Keypad Dialing.............................................................................................5-9

Speed Dialing.............................................................................................5-10

Group Dialing (for Multi-Address Transmission)........................................5-12

Manual Group Dialing ................................................................................5-14

Manual Dialing ...........................................................................................5-16

Redial.........................................................................................................5-16

Sending a Fax After Talking.......................................................................5-17

Receiving a Fax........................................................................................5-18

Receive Modes ..........................................................................................5-18

ii Xerox WorkCentre Pro 412 User Guide

Standard Fax Features ............................................................................5-20

Resolution ..................................................................................................5-20

Scan Options..............................................................................................5-21

Original Type..............................................................................................5-21

Lighten/Darken...........................................................................................5-22

Resetting Fax Features..............................................................................5-22

Advanced Fax Features...........................................................................5-23

Sending a Color Fax ..................................................................................5-23

Delay Send.................................................................................................5-24

Priority Sending..........................................................................................5-27

Polling ........................................................................................................5-28

Canceling a Scheduled Operation .............................................................5-32

Fax Reports ..............................................................................................5-33

6 Scan........................................................................................6-1

The WorkCentre Pro 412 TWAIN Scanner Program................................6-2

Scanning Procedure ..................................................................................6-3

1. Load the Originals....................................................................................6-3

2. Run the ScanToPC Program ...................................................................6-6

3. Press the Copy/Fax/Scan Key.................................................................6-6

4. Select the Scan Features.........................................................................6-7

5. Press Start ...............................................................................................6-7

Configuring the Default Scan Application...............................................6-8

Standard Scan Features............................................................................6-9

Resolution ....................................................................................................6-9

Scan Options................................................................................................6-9

Original Type..............................................................................................6-10

Lighten/Darken...........................................................................................6-11

Reduce/Enlarge .........................................................................................6-12

Resetting Scan Features............................................................................6-12

Advanced Scanning.................................................................................6-13

7 Maintaining the Product........................................................7-1

Cleaning......................................................................................................7-2

Cleaning the WorkCentre Pro 412 .. ....... ...... ....... .........................................7- 2

Cleaning the Document Glass and Cover....................................................7-3

Control Panel and LCD Display ................... ................................................ 7- 3

Document Feeder and Output Tray .................... ...... ...... ....... ...... ................7-3

Ordering Supplies......................................................................................7-4

Customer Replaceable Units ....................................................................7-5

Xerox WorkCentre Pro 412 User Guide iii

Toner Cartridge............................................ ....... ...... ...... ....... ...... ....... ...... ...7- 5

Drum Cartridge............. ...... ....... ...... ....... ...... ....... ...... ...... ...........................7-11

Loading Media..........................................................................................7-14

Using the Paper Cassette..........................................................................7-15

Using the Bypass Tray...............................................................................7-19

Media Guidelines .......................................................................................7-23

8 Basic Troubleshooting..........................................................8-1

Document Jams .........................................................................................8-2

Input Misfeed................................................................................................8-2

Exit Misfeed..................................................................................................8-3

Roller Misfeed ..............................................................................................8-3

Paper Jams.................................................................................................8-4

Paper Feed Area..........................................................................................8-4

Fuser Area ...................................................................................................8-6

Paper Exit Area............................................................................................8-8

Duplex Jam................................................................................................8-11

Bypass Jam................................................................................................8-11

Calling for Service............ ....... ...... ....... ...... ....... ...... ...... ...........................8-12

Customer Support Telephone Number ......................................................8-12

LCD Error Messages................................................................................8-13

Solving Problems.....................................................................................8-16

Copier Problems Solution Chart.................................................................8-16

Printing Problems Solution Chart...............................................................8-18

Faxing Problems Solution Chart ................................................................8-21

Resetting the Machine.............................................................................8-23

9 System Setup.........................................................................9-1

System Setup .............................................................................................9-2

System Setup Options ....... ....... ...... ....... ...... ....... ...... ...... .............................9-2

Changing the System Setup Options...........................................................9-4

Adjusting Speaker Volume........................................................................9-5

System Data Settings ................................................................................9-6

System Data Options ......... ....... ...... ....... ...... ....... .........................................9- 6

Setting System Data Options.......................................................................9-8

Reports........................................................................................................9-9

Clearing Memory......................................................................................9-11

ControlCentre 5.0.....................................................................................9-12

Installing ControlCentre 5.0................................. ...... ...... ....... ...... ....... ...... .9-12

iv Xerox WorkCentre Pro 412 User Guide

Running ControlCentre 5.0 ........................................................................9-12

Using ControlCentre 5.0.............................................................................9-13

10 Appendix A - Safety Notes...................................................A-1

Safety Standards......................................................................................... A-3

Regulatory Information............................................................................. A-4

Laser Safety................................................................................................ A-5

The Electricity at Work Regulations - UK ONLY ......................................... A-6

Certification to 1999/5/EC .. ....... ...... ....................................... ...... ....... ...... .. A-9

FCC Regulations....................................................................................... A-10

Canadian Certification............................................................................... A-13

Environmental Compliance.................................................................... A-14

Energy Star®............................................................................................. A-14

11 Appendix B - Specifications................................................B-1

Printer Specification .. ...... ....... ...... ....... ...... ....... ...... ...... ....... ...... ...............B-2

Fax Specification.......................................................................................B-3

Scanner and Copier Specification........................................................... B-4

General Specification ............................................................................... B-5

Paper Specification................. ...... ....... ............................................. ........B-6

12 Index ..............................................................................Index - i

Xerox WorkCentre Pro 412 User Guide v

vi Xerox WorkCentre Pro 412 User Guide

1 About This Guide

Thank you for purchasing the WorkCentre Pro 412. The WorkCentre Pro 412 is designed for ease of use, but to use

your machine to its fullest potential, take some time to read the User Documentation.

About This Guide

Xerox WorkCentre Pro 412 User Guide Page 1-1

Finding Information in the User Guide

The User Guide contains the following sections:

- Table of Contents Use the Table of Contents to find topics easily.

- About this Guide - Chapter 1 Describes the information in this User Guide.

- Product Overview - Chapter 2 Describes the system and hardware features of the

machine and provides instructions for unpacking and setting up your new machine ready for use.

- Copy - Chapter 3 Describes the procedures for loading and copying

originals. It also includes instructions for using the copy features available.

- Print - Chapter 4 Describes the procedure for printing from a PC and an

overview of the printer driver features.

- Fax - Chapter 5 Describes the procedures for sending and receiving

faxes. It also includes instructions for using all the fax features and functions available.

- Scan - Chapter 6 Describes the procedures for using the Scan function

available on your machine.

- Maintaining the Product - Chapter 7 Provides maintenance and cleaning procedures

necessary to ensure optimum product performance. Includes instruction s for orderi ng and replacing consumables.

- Basic Troubleshooting - Chapter 8 Guides the user through problem solving and provides a

list of error messages and recommended corrective actions.

Page 1-2 Xerox WorkCentre Pro 412 User Guide

- System Setup - Chapter 9 Provides instructions for programming the default

system settings available on the machine. Also provides information about setting up and using ControlCentre

5.0.

- Safety Notes - Appendix A Provides safety procedures and approval certification

information for the product.

- Specifications - Appendix B Provides information on the machine specifications. Use

this chapter to ensure all materials being used are within specification.

- Index Refer to the Index to locate specific information.

About This Guide

Xerox WorkCentre Pro 412 User Guide Page 1-3

Customer Support

If after product installation further assistance is required, please call our experts at the Xerox Welcome Centre or your local representative. When telephoning please quote the machine serial number. Use the space below to make a note of the machine serial number:

# _______________________________________

The serial number is located on the machine, behind the front door. To access the serial number, open the side cover using the release latch and then open the front door.

You will be provided with the Xerox Welcome Centre or local representative telephone number when the WorkCentre Pro 412 is installed. For convenience and future reference, please record the telephone number in the space below:

Welcome Centre or local representative Telephone Number:

# _______________________________________ Xerox US Welcome Center: 1-800- 821 -2797

Xerox Canada Welcome Center: 1-80 0- 93-XE RO X (1-800-939-3769)

Page 1-4 Xerox WorkCentre Pro 412 User Guide

Conventions

Orientation

Throughout this User Guide, there are some terms that are used interchangeably:

Document is synonymous with original.

Button is synonymous with key.

Page is synonymous with sheet.

WorkCentre Pro 412 is synonymous with the machine.

There are two types of orientation referred to in this guide, Image Orientation and Feed Orientation.

Image Orientation

Image Orientation describes the direction of the image on the page. There are two types of image orientation:

Portrait

About This Guide

The image is portrait when vertically aligned with the longest

Xerox WorkCentre Pro 412 User Guide Page 1-5

edge of the paper.

Landscape

The image is landscape when vertically aligned with the shortest edge of the paper.

Feed Orientation

Feed Orientation describes the direction the originals and the media is fed through the machine. It is recommended the feed orientation of the originals matches that of the media.

There are two types of feed orientation:

Long Edge Feed (LEF)

When observed from the front of the machine, originals or media with the long edges to the left and right of the document feeder or paper tray.

LEF Orientation

Original / Media Feed Direction

Short Edge Feed (SEF)

When observed from the front of the machine, originals or media with the short edges to the left and right of the document feeder or paper tray.

SEF Orientation

Original / Media Feed Direction

Page 1-6 Xerox WorkCentre Pro 412 User Guide

Bracket Text Typeface

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

Press [Reduce/Enlarge] on the control panel repeatedly until ‘REDUCE/ENLARGE’ displays on the LCD.

Italic Typeface

Quick Pathway

Press the Copy/Fax/Scan Key.

Select the Paper Supply.

Load the Originals.

Choose the Copy features required.

Enter the copy quantity required.

Press [Start].

Enter the required percentage using the numeric keypad. If you press [Clear/Clear All], the selected percentage

returns to 100%.

The Italic typeface is used to emphasize a word or phrase. For example:

- Always follow safety procedures when operating the

equipment.

- There are several fax dialing methods available on your

WorkCentre Pro 412.

In addition to the step by step instructions available throughout this User Guide, a summary of the steps is contained in the Quick Pathway at the beginning of a chapter or section. After becoming familiar with the procedures for a particular feature, the Quick Pathway is a useful reminder of the steps required to access a particular feature.

About This Guide

Xerox WorkCentre Pro 412 User Guide Page 1-7

Notes

Hints

Cautions

Notes are statements that provide additional information. For example:

NOTE: You cannot include one group dial number in another group dial number.

Hints help users perform a task. For example:

HINT: For information about all the dialing methods available, refer to the section “Dialing Methods” on page 5-9.

Cautions are statements that suggest mechanical damage may be the result of an action. For example:

CAUTION:When cleaning the WorkCentre Pro 412, do not use organic solvents or aerosol cleaners.

Warnings

Warnings are statements that alert users to the possibility of personal injury. For example:

WARNING:This product must be connected to a protective earthing circuit.

Page 1-8 Xerox WorkCentre Pro 412 User Guide

Related Information Sources

Information available for the WorkCentre Pro 412 consists of:

-This User Guide

- The Quick Sta rt Gu id e

- The Installation Sheet

- The Customer Documentat ion CD

About This Guide

Xerox WorkCentre Pro 412 User Guide Page 1-9

Page 1-10 Xerox WorkCentre Pro 412 User Guide

2 Product Overview

Thank you for purchasing the WorkCentre Pro 412. This product provides printing, copying, faxing and scanning functionality.

This chapter provides an overview of your WorkCentre Pro 412 and step-by-step instructions for setting up your machine and installi ng the software.

This chapter includes:

- Unpacking

- Identifying the Machine Compone nts

- Control Panel Components and Keys

- Making Connections

- Installing Drum and Toner Cartridges

- Loading Paper

- Setting the Language

- Setting the Local ID and Name

Product Overview

- Setting the Date and Time

- Installing Software

Xerox WorkCentre Pro 412 User Guide Page 2-1

Unpacking

Remove the plastic film from the LCD. Remove all tapes and packing materials from your WorkCentre Pro 412.

Pull the Scan unlock switch located on the bottom of the scanner module toward you to unlock the scanner.

Using the instructions provided in this section, unpack your Xerox WorkCentre Pro 412.

Tape

LCD

Scanner module

Pull open the paper cassette and remove the packing material from the paper cassette.

Page 2-2 Xerox WorkCentre Pro 412 User Guide

Ensure that you have the following components:

USB Cable

AC Power Cord

Telephone Line Cord Software User

Documentation

Starter Toner Cartridge Drum Cartridge

NOTE: The WorkCentre Pro 412 is equipped with a USB port and a parallel port for use with IBM Compatible computers with a 100MHz Pentium or higher equivalent processor.

NOTE: You must be running Windows 98, Windows 2000 or Windows Me to use the USB cable. Otherwise, use a parallel cable. (Parallel or USB cables are not required for standalone features.)

Product Overview

HINT: If using a parallel cable, ensure that it meets IEEE standard 1284 specifications and is not longer than twelve feet.

Xerox WorkCentre Pro 412 User Guide Page 2-3

Identifying the Machine Components

Use the illustrations in this section, identify your WorkCentre Pro 412 components and their location.

Front View

Automatic Document Feeder

Control Panel

Document Guides

Document Input Tray

Document Output Tray

Paper Guides

Bypass Tray

Side Cover

Scanner Module

Page 2-4 Xerox WorkCentre Pro 412 User Guide

Paper Cassette

Front Cover

Release Latch

Rear View

Scan Module Connector

Telephone Connections

EXT.

LINE

USB Connector

Document Cover

Document Glass

Product Overview

Paper Cassette

AC Power Cord Connector

Parallel Connector

Xerox WorkCentre Pro 412 User Guide Page 2-5

Paper Exit Extension

Control Panel Components and Keys

Use the illustration below to identify the components and keys of your WorkCentre Pro 412 control panel.

Item

1 Pause PC Printing Use to pause a print job. When pressed again, the PC print

2 Reports Use to display a list of available reports for printing and the

3 2-Sided Copy Use to make one or two-sided copies from one-sided

4 Output Use to collate outputs in copy mode. 5 Reduce/Enlarge Use to adjust copy size from 25% to 400% when you feed an

6 Lighten/Darken Use to adjust contrast level prior to copying, faxing or

7 Paper Supply Use to select paper supply source between Cassette and

8 Resolution Use to adjust the resolution or sharpness for the current fax

9 Original Type Use to select original type between text, mixed, and photo for

10 Scan Options Use to select COLOR, B&W or GRAY mode for scanning.

Description Function

job is resumed.

menu map.

originals.

original from the document glass, and 25% to 100% from the ADF. When feeding from the document glass, Clone and AutoFit features are available using this key.

scanning.

Bypass in Copy or Fax mode.

or scan job.

copying, faxing, and scanning.

In Fax mode, B&W or COLOR mode is selectable.

Page 2-6 Xerox WorkCentre Pro 412 User Guide

Item

Description Function

11 Copy/Fax/Scan Use to select the functionality of the machine; COPY MODE,

FAX MODE or SCAN MODE. When the required mode displays, press Select or wait a few seconds to access the mode.

12 The display shows the current status of the machine and

guides the user through various tasks using a menu system for each operation.

13 Use to navigate the menu list vertically and horizontally.

14 Select Use to save a curr ent selection. 15 Job Status Use to display current job status and pending jobs. 16 Menu/Exit Use to enter or exit Menu mode. 17 Manual Group Use to send a fax job to multiple destinations. 18 Manual Dial Use to dial a fax number manually (inter-active dial). 19 Speed Dial Use to dial calls and send fax documents by entering a 2 digit

Speed Dial number which has been stored in the machine’s phone book memory.

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

when storing a number in the phone book memory.

ABC

GHI

DEF

JKL

MNO

special functions in conjunction with the Menu button.

21 Use to dial a phone number, to enter a letter, or to choose

PQRS TUV WXYZ

Product Overview

22 Use to start a job.

23 Use to stop an operation at any time. Any operation

originating on a PC should be stopped on the PC.

Xerox WorkCentre Pro 412 User Guide Page 2-7

Item

Description Function

24 Clear/Clear All Clear/Clear All operates differently depending on the

selected mode:

• Copy Mode - Use to clear the copy quantity (while you are entering a number) or clear the currently selected feature setting (while you are programming a copy feature).

• Scan Mode - Use to return to Standby mode.

• Fax Mode - Use to clear an incorrect fax number. Press

twice to clear all currently user selected settings and return to Standby mode.

25 Illuminates when a system error occurs.

Entering Characters Using the Numeric Keypad

As you perform various tasks, you’ll need to enter names and numbers. For example, when you set up your machine you enter your name (or your company’s name) and telephone number. When you store Speed dial or Group dial numbers, you may also enter the correspondi ng name s.

Use the instructions below to enter alphanumeric characters.

When prompted to enter a letter, locate the button labeled with the character you want.

Press the button repeatedly until the correct letter appears in the display.

For example, to enter the

Numeric Keypad

letter O, press 6, (labeled MNO). Each time you press 6, the display shows a different letter, first M, then N and O, and finally 6.

You can enter special characters (space, plus sign, etc.). For details, see “Keypad Character Assignment” on page 9.

Page 2-8 Xerox WorkCentre Pro 412 User Guide

To enter additional letters, repeat the procedure.

If the next letter is printed on the same button, move the cursor by pressing , then press the button labeled with the letter you want.

The cursor moves to the right and the next letter appears in the display.

When you have finished entering letters, press [Select].

Keypad Character Assignment

Key Assigned Numbers, Letters or Characters

1 1 2 A > B> C > 2 3 D > E > F > 3 4 G > H > I > 4 5 J > K > L > 5 6 M > N > O > 6 7 P > Q > R > S > 7

Product Overview

8 T > U > V > 8 9 W > X > Y > Z > 9 0 + > - > , > . > ‘ > / > * > # > & > 0

Editing Numbers or Names

If you make a mistake, move the cursor under the wrong character by pressing or . Press the correct number to overwrite the inco rrect charact er. If y ou press [Clear /Clear All], all the characters are deleted.

Xerox WorkCentre Pro 412 User Guide Page 2-9

Inserting a Pause

With some telephone systems, you must dial an access code (9 for example) and listen for a second dial tone. In such cases, you must insert a pause in the telephone number. You can insert a pause while you are setting up a Speed dial number.

To insert a pause, press [Pause/Redial] at the appropriate place while entering the telephone number. A “-” will appear in the display at the corresponding location.

Page 2-10 Xerox WorkCentre Pro 412 User Guide

Making Connections

Connect the Scan Module cord to the port shown and fasten the side screws.

If required, connect your answering machine and/or telephone to the EXT jack.

Use the following instructions to make the necessary connections required to install your Xerox WorkCentre Pro

412.

Product Overview

Connect the Telephone Line Cord from the wall jack to the LINE jack.

Xerox WorkCentre Pro 412 User Guide Page 2-11

CAUTION:Shut down your computer before connecting the cable.

Connect the USB Cable directly to your computer.

USB Cable

Connect a Parallel Port Cable (sold separately).

Parallel Port Cable

NOTE: Use only the Parallel cable or the USB cable. You must be running Windows 98, Windows 2000 or Windows Me to use the USB cable. Otherwise, use a parallel cable. (Parallel or USB cables are not required for standalone features.)

HINT: If using a parallel cable, ensure that it meets IEEE standard 1284 specifications and is not longer than twelve feet.

Page 2-12 Xerox WorkCentre Pro 412 User Guide

Ensure you have unlocked the Scanner. Pull the scan unlock switch toward you before connecting the power cord. For details refer to “Unpacking” starting on page 2-2.

Connect the AC Power Cord to your machine and a power outlet.

When plugged in, the WorkCentre Pro 412 is switched on.

Product Overview

Xerox WorkCentre Pro 412 User Guide Page 2-13

Installing Drum and Toner Cartridges

Using the instructions provided, install the Drum and Toner cartridges.

Pull the release latch to open the side cover.

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

Open the front cover.

Page 2-14 Xerox WorkCentre Pro 412 User Guide

Remove the drum cartridge from its packaging and slide it into the WorkCentr e Pr o 412 until it locks into place.

Product Overview

Xerox WorkCentre Pro 412 User Guide Page 2-15

Slide the toner cartridge into the WorkCentre Pro 412 until it locks into place.

Turn the toner lever downwards until it locks into place.

Page 2-16 Xerox WorkCentre Pro 412 User Guide

Close the front cover and the side cover .

Product Overview

Xerox WorkCentre Pro 412 User Guide Page 2-17

Loading Paper

Using the instructions provided, load paper into your Xerox WorkCentr e Pro 412 . The paper cassette can hold a maximum

of 550 sheets of 80 g/m

(20 lb) plain paper.

Page 2-18 Xerox WorkCentre Pro 412 User Guide

LGL

FOLIO

LTR

Adjust the rear paper guide to the required paper length.

It is preset to A4 or 8.5 x 11 inch size depending on country.

To load another size, lift and insert the rear guide into the corresponding posit ion .

Fan the paper and insert it into the cassette.

Rear guide

Product Overview

Xerox WorkCentre Pro 412 User Guide Page 2-19

Ensure that the paper is positioned under the snubbers.

Do not fill above the max fill line.

Snubber

Max Fill Line

Page 2-20 Xerox WorkCentre Pro 412 User Guide

While squeezing the side guide as shown, move it toward the stack of paper until it gently touches the side of the stack.

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

Close the paper cassette.

Product Overview

Xerox WorkCentre Pro 412 User Guide Page 2-21

Setting the Language

If the machine language requires changing, follow the instructions below to change the Select Language setting.

Press [Menu/Exit] on the control panel. The display shows the first menu; SYSTEM DATA.

Scroll to the ‘SYSTEM SETUP’ menu by pressing repeatedly, then press [Select].

Scroll to the ‘SELECT LANGUAGE’ option by pressing repeatedly.

Using the or . navigation keys, select the required language option and press [Select].

The language will change to the required setting.

Press [Menu/Exit] to exit.

Page 2-22 Xerox WorkCentre Pro 412 User Guide

Setting the Local ID and Name

In some countries you are required by law to indicate your fax number on any fax you send. The System ID, containing your telephone number and name (or company name), will be printed at the top of each page sent from your machine. Follow the instructions below to enter your machine’s System ID.

NOTE: In some countries access to the local ID by the user is not permitted due to local regulations.

Press [Menu/Exit] on the control panel. The display shows the first menu; SYSTEM DATA.

Scroll to the next menu ‘SYSTEM ID’ by pressing , then press [Select].

The displays asks you to enter the fax number. If there is a number already entered the number displays.

Enter your fax telephone number. You can include + symbol in the phone number by pressing the key, and insert a space by pressing the # key.

If you make a mistake, move the cursor under the wrong character by pressing or . Press the correct number to overwrite the incorrect number. If you press [Clear/Clear All], all the characters are deleted.

Product Overview

Press [Select] when the number on the display is correct. The display asks you to enter the ID.

Enter your name or company name by using the numeric keypad.

You can enter alphanumeric ch arac ter s using the numer ic keypad, and include special symbols by pressing 0 repeatedly.

HINT: For details on how to use the numeric keypad to enter

alphanumeric characters, refer to “Entering Characters Using the Numeric Keypad” on page 2-8

Xerox WorkCentre Pro 412 User Guide Page 2-23

If you want to enter the same letter or number in succession (e.g. SS, AA, 777), enter one digit, then move the cursor by pressing the button, and enter the next digit.

If you want to insert a space in the name, you can also use the button to move the cursor to skip the position.

Press [Select] when the name on the display is correct.

You have now entered the System ID for your machine.

Page 2-24 Xerox WorkCentre Pro 412 User Guide

Setting the Date and Time

The current time and date are shown on the display when the machine is on and ready for faxing (Standby mode). The time and date are printed on all faxes you send.

Press [Menu/Exit] on the control panel. The display shows the first menu; SYSTEM DATA.

Press or until ‘DATE & TIME’ appears, then press [Select].

Enter the correct date and time using the numeric keypad:

Day = 01 ~ 31 Month = 01 ~ 12 Year = 00 ~ 99 Hour = 00 ~ 23 (24-hour mode)

Minute = 00 ~ 59

The date and time is entered and displayed in the following order:

MM = Month DD = Day YY = Year HH: = Hour MM = Minute

You can also use or to move the cursor under the digit you want to correct, then enter a new number.

Product Overview

= 01 ~ 12 (12-hour mode)

To select AM or PM for 12-hour format, press or .

Press [Select] when the time and date on the display is correct.

If you enter an invalid number, the machine beeps and does not proceed to the next step. If this happens, just re-enter the correct number.

The display shows the time and date you have set, then returns to Standby mode.

Xerox WorkCentre Pro 412 User Guide Page 2-25

Installing Software

You are now ready to install the drivers and other software that will enable PC printing and scanning.

NOTE: Ensure the WorkCentre Pro 412 is plugged in and connected to your computer’s parallel or USB port before installing software from the CD. Windows 95 and Windows NT

4.0 do not support USB connection.

1. Switch on your PC, and start Windows.

NOTE: If a window appears concerning New Hardware, select Cancel.

2. Insert the Setup CD into the CD-ROM drive of your PC. If the Xerox screen appears automatically, go to step 4.

3. From the Start menu, select [Run]. Type D:\XINSTALL.EXE (Where “D” is the letter of your CDROM drive), then click [OK].

4. Follow the on-screen instructions to complete the software installation.

5. After installing all of your software, reboot your PC. For Windows 95/98, upon restart, eject the CD.

Congratulations! Your machine is now set up and fully operational.

NOTE: For more information about printing and scanning, refer to the “Print” and “Scan” chapters of this Guide.

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3 Copy

Copy

This chapter provides step-by-step instructions for copying documents.

This chapter includes:

- Copying Procedure

- Standard Copy Features

- Special Copy Features

Xerox WorkCentre Pro 412 User Guide Page 3-1

Copying Procedure

Quick Pathway

Press the Copy/Fax/Scan

Before making copies identify what is to be copied, the number of copies required and any special programming requirements. Use the following steps to make a copy.

Key.

Select the Paper Supply.

Load the Originals.

Choose the Copy features required.

Enter the copy quantity required.

Press [Start].

1. Press the Copy/Fax/Scan Key

Ensure that the LCD displays ‘READY TO COPY’.

If not, press the [Copy/Fax/ Scan] key on the control panel repeatedly until ‘COPY MODE’ displays in the bottom line of the LCD, then press [Select].

Copy/Fax/Scan Key Select Key

3-2 Xerox WorkCentre Pro 412 User Guide

2. Select the Paper Supply

You can copy to a size of media as large as a sheet of legal size (216 x 356 mm / 8.5 x 14 inch) paper. For full media specifications, refer to Appendix B - Specifications.

The instructions for loading this media are the same whether you are printing, faxing, or copying.

HINT: For instructions on how to load media, refer to Chapter 7 - Maintaining the Product, page 7-14.

Select the required paper supply source by pressing [Paper Supply].

If you are using the cassette, press [Paper Supply] until the LCD displays ‘CASSETTE’.

If you are using the bypass tray to load special print media, press [Paper Supply] until the LCD displays ‘BYPASS’.

Press [Select] to save the required selection.

NOTE: When feeding media through the Bypass Tray the paper size option in System Data Settings must be set to the correct size. If feeding media smaller than A4/Letter, the setting can remain set at A4, Letter or Legal size. Refer to Chapter 9 - System Setup, page 9-6 for instructions.

Copy

Xerox WorkCentre Pro 412 User Guide Page 3-3

3. Load the Originals

A choice of document input areas is available. These are:

- An automatic document feeder (ADF) for multiple originals.

- A document glass for single originals or bound originals.

Automatic Document Feeder (ADF)

Using the Automatic Document Feeder (ADF), you can load up to 30 documents in one job. Ensure documents are in good condition, and that all staples and paper clips have been removed. Ensure any glue, ink or correction fluid on the paper is completely dry before loading the documents.

Originals should be between 45 g/m and 28 lb), and between B5 (182 x 257 mm / 7 x 10 inch) and Legal size (216 x 356 mm / 8.5 x 14 inch).

Do not attempt to feed the following types of documents into the Automatic Document Feeder:

- carbon-paper or carbon-back ed pape r

- coated paper

and 105 g/m2 (12.5 lb

- onion skin or thin paper

- wrinkled or creased paper

- curled or rolled paper

- torn paper

Do not load documents containing different sizes or weights of paper.

NOTE: If your document falls into any of these categories, use the document glass only.

Page 3-4 Xerox WorkCentre Pro 412 User Guide

Remove all staples and paper clips before placing the originals into the document feeder.

If necessary, adjust the sliding document guides to the paper size required.

Insert the originals neatly into the document feeder, face up.

The first page should be on top with the headings towards the back or left of the machine.

Align the stack with the left and rear edges of the document feeder tray and adjust the guides to just touch the front and rear edges of the originals.

Copy

Document guides

Document Glass

The document glass should be used for single pages or bound originals up to a maximum size of Legal size paper (216 x 356 mm / 8.5 x 14 inch).

Raise the document glass cover.

Xerox WorkCentre Pro 412 User Guide Page 3-5

Position the original face down on the document glass. Align it with the registration arrow in the rear left corner.

NOTE: Ensure that no documents are loaded in the ADF. If a document is detected in the ADF, the document has a priority than the document on the glass.

Lower the document glass cover.

Leaving the cover open while copying will affect the copy quality and toner consumption.

NOTE: On completion of a copy job ensure the document glass cover is fully closed.

Page 3-6 Xerox WorkCentre Pro 412 User Guide

4. Select the Copy Features

5. Enter the Quantity

There are five standard features available. The keys are located on the Control Panel.

If you do not adjust any setting, the machine will make a copy with the following features:

- Lighten/Darken – Normal

- Original Type – Mixed

- 2-Sided Copy – OFF

- Reduce/Enlarge – 100 %

- Output – OFF

For a more detailed explanation of the standard Copy features available, please refer to the following pages:

- Lighten/Darken - page 3-9

- Original Type - page 3-10

- 2-Sided Copy - page 3-11

- Reduce/Enlarge - page 3-12

- Output - page 3-12

Copy

Up to 999 copies can be entered using the numeric keypad.

Use the numeric keypad to enter the number of copies required.

If necessary, press [Clear/ Clear All] on the control panel to clear the selected quantity and enter a new quantity.

Numeric Keypad Clear/Clear All

Key

Xerox WorkCentre Pro 412 User Guide Page 3-7

6. Press Start

Press [Start] to begin copying. The LCD displays copy

processing.

Start Key

Page 3-8 Xerox WorkCentre Pro 412 User Guide

Standard Copy Features

You can set the following standard features for Copy. Use the feature buttons on the control panel to change feature settings before pressing the Start button to begin copying.

Lighten/Darken

The Lighten/Darken key can adjust the contrast for a document containing faint markings or dark images.

Press [Lighten/Darken] on the control panel to display the current setting.

Press [Lighten/Darken] repeatedly to scroll through the choices.

You can choose from 5 contrast settings. Each time you press the key, the selection block on the LCD moves to the left or the right. As the selection block moves to the right, the contrast be comes darker.

Press [Select] to save the selection.

Copy

Xerox WorkCentre Pro 412 User Guide Page 3-9

Original Type

The Original Type setting can be used to improve copies of different documents by specifying the type of document being loaded.

Press [Original Type] on the control panel to display the current setting.

Press [Original Type] repeatedly to change the setting.

Press [Select] to save the selection.

Original Type Options

Text Use to copy documents containing mostly text. Mixed Use to copy documents with mixed text and graphics. Photo Use when the originals are photographs.

Page 3-10 Xerox WorkCentre Pro 412 User Guide

2-Sided Copy

Use the 2-Sided Copy option to produce 2-sided copies from 1sided originals.

Press [2-Sided Copy] repeatedly until the required selection displays.

Press [Select] to save the selection.

Press [Start].

2-Sided Copy Options

Long Edge Produces copies with the binding orientation along the long

edge of the paper as in a magazine.

Short Edge Produces copies with the binding orientation along the short

edge of the paper as in a calendar.

Copy

Xerox WorkCentre Pro 412 User Guide Page 3-11

Reduce/Enlarge

Output

You can reduce or enlarge the size of a copied image from 25% to 400% using the document glass or from 25% to 100% using the ADF.

NOTE: The percentage available is different according to the document loading method.

Press [Reduce/Enlarge] on the control panel repeatedly until ‘REDUCE/ENLARGE’ displays on the LCD.

Enter the required percentage using the numeric keypad.

NOTE: Use leading zero’s to ensure three digits are entered e.g. enter 050 to program a 50% reduction.

If you press [Clear/Clear All], the selected percentage returns to 100%.

Press [Select] to save the selection.

When the Output feature is On, the machine collates the copy job into sets. For example, 2 copies of a 3 page job will print one complete document followed by the second complete document (e.g. 1, 2, 3 then 1, 2, 3).

NOTE: If producing multiple collated sets, use the document feeder to scan the originals.

Press [Output] on the control panel to display the current setting.

Press [Output] to select ‘ON’.

Press [Select] to save the setting.

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Resetting Copy Features

Press [Clear/Clear All] on the control panel twice.

The LCD displays ‘READY TO COPY’.

You can reset all the Copy feature selections you have made back to the factory default status.

Clear/Clear All Key

Copy

Xerox WorkCentre Pro 412 User Guide Page 3-13

Special Copy Features

Special Copy Features can be used for more advanced Copy jobs. Use the Special Copy Features for:

Auto Fit

This feature automatically reduces or enlarges the original image to fit on the paper currently loaded in the machine.

This feature can only be applied when you are using the document glass. If a document is detected in the ADF, the Auto Fit option does not work.

Ensure that the document to be copied is loaded on the document glass.

NOTE: Ensure that no documents are loaded in the ADF. Auto Fit does not work with ADF loading.

- Printing the Original Image to Fit on the Paper (Auto Fit)

- Printing Multiple Copies on a Single Page (Clone)

Press [Reduce/Enlarge] repea tedl y unti l ‘AUTO FIT’ displays.

Press [Select] to save the setting.

Press [Start]. The machine prescans the original image with low resolution to determine the copy ratio.

The machine begins copying the image onto the paper size you have loaded.

Page 3-14 Xerox WorkCentre Pro 412 User Guide

Clone

Ensure that the document to be copied is loaded on the document glass.

NOTE: Ensure that no documents are loaded in the ADF. Clone does not work with ADF loading.

The Clone feature prints multiple image copies from an original document onto a single page. The number of images is automatically determined by the original image size.

This feature can only be applied when you are using the document glass. If a document is detected in the ADF, the Clone option does not work.

Press [Reduce/Enlarge] repea tedl y unti l ‘CLONE’ displays.

Press [Select] to save the setting.

Press [Start]. The machine prescans the original image with low resolution to detect the image size and determines the number of images to be printed on a page.

Copy

The machine scans the original and reproduces multiple images.

Xerox WorkCentre Pro 412 User Guide Page 3-15

Page 3-16 Xerox WorkCentre Pro 412 User Guide

4Print

This section describes printing from your PC to your Xerox WorkCentre Pro 412.

This chapter includes:

- Printing a Document from an Application

- Printer Settings

Xerox WorkCentre Pro 412 User Guide Page 4-1

Printing a Document from an Application

This procedure describes the general steps required for printing from various Windows applications. The exact steps for printing a document may vary depending on the application program you are using. Refer to your software application’s documentation for the exact printing procedure.

The following steps describe the typical process to print from a Windows environment:

1. Ensure that your W or kC entre Pr o 412 is properly connected to the computer, the machine is powered on, and there is paper in one of the paper trays.

2. Verify that you have installed the printer driver software for your machine. For instructions, refer to Chapter 2 - Product Overview, page 2-26.

3. Start the program you are using to create the document, and create or open the document you want to print.

4. Choose [Print] or [Page Setup] from the File menu. Ensure the WorkCentre Pro 412 is selected as your default printer. Click [Properties] or [Setup] if you want to make any adjustments that are appropriate for printing your document.

HINT: For instructions refer to the next section “Printer Settings”.

5. Click [OK] to close the Properties dialog box.

6. After making any necessary changes to the printing parameters, click [OK] to start the print job.

Page 4-2 Xerox WorkCentre Pro 412 User Guide

Printer Settings

You can use your machine with all your Windows 95/98/2000/ Me or Windows NT 4.0 applications. Ensure you have set the WorkCentre Pro 412 as the default printer for all your Windows operations.

Most Windows software applications allow you to make changes to the printer settings. This includes settings that determine how a print job looks such as paper size, paper orientation, and margins. Settings made in the application to create the document will usually override settings made in the printer driver.

NOTE: You do not need to use any of the control panel keys to use the machine as a PC printer. For example, if you want to adjust the printing contrast you do not have to press Lighten/Darken on the control panel. The control panel keys are used primarily for copying, faxing and scanning.

Accessing Printer Settings

You can access printer settings by using either of these methods.

Windows 95/98/Me

Select the File > Print > Properties or File > Page Setup command from within any Windows application.

Select the Xerox WorkCentre printer from the Printers folder, then select File > Properties (or select the printer icon in the Printers folder, and click the right mouse button).

Xerox WorkCentre Pro 412 User Guide Page 4-3

Windows NT 4.0

Select the File > Print > Properties or File > Page Setup command from within any Windows application.

Select the Xerox WorkCentre printer from the Printers folder, click the right mouse button, then select Document Defaults from the drop-down list.

Windows 2000

Select the File > Print or File > Page Setup command from within any Windows application.

Select the Xerox WorkCentre printer from the Printers folder, click the right mouse button, then select Printing Preferences from the drop-down list.

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Printer Properties Tabs

When the Printer Properties are displayed, you can review and

change settings for your print job. Your printer’s Properties window consists of 5 tabs:

- Paper

- Image Quality

- Page Layout

-Watermark

- About

If you access the Printer Properties through the Printers folder, you can view more Windows-based tabs, as well as these 5 tabs.

For information on the Windows-based tabs, refer to your Windows User Guide.

For details on the pr inter set tings avai lable on each tab, p lease refer to the printer driver on-line help.

Xerox WorkCentre Pro 412 User Guide Page 4-5

NOTE: If you access the Printer Properties through the Printers folder, any settings made will become the default settings for the printer. Settings made when the Printer Properties are accessed through an application File menu and

Print or Page Setup will remain active until the

application you are printing from is closed.

Printer Properties Buttons and Icons

Click [OK] when you have finished reviewing or making changes.

Click [Cancel] if you want to exit the tab menus without applying any changes.

Click [Help] to view the online Help feature and tab menu details.

Click the [?] icon in the title bar. Position the ? pointer over the parameter in question and click to see a pop up window explaining that parameter.

Click the [Defaults] button to reset the parameter values for current tab to their default settings (i.e., before you made any pending changes).

Page 4-6 Xerox WorkCentre Pro 412 User Guide

5 Fax

Fax

This chapter contains information about the Fax function and the features available. It gives step by step instructions on how to send and receive faxes using all the features and functions available.

The following topics are included:

- Faxing Procedure

- Dialing Methods

- Receiving a Fax

- Standard Fax Features

- Advanced Fax Features

-Fax Reports

Xerox WorkCentre Pro 412 User Guide Page 5-1

Faxing Procedure

Quick Pathway

Load the Originals.

Press the Copy/Fax/Scan Key

Choose the Fax features required.

Enter the fax number.

Press [Start].

1. Load the Originals

Before sending a fax identify what is to be faxed, the fax number and any special programming requirements. Use the following steps to send a fax.

A choice of document input areas is available. These are:

- An automatic document feeder (ADF) for multiple single sided originals.

- A document glass for single originals or bound originals.

Automatic Document Feeder (ADF)

Originals should be between 45 g/m and 28 lb), and between B5 (182 x 257 mm / 7 x 10 inch) and Legal size (216 x 356 mm / 8.5 x 14 inch).

and 105 g/m2 (12.5 lb

Page 5-2 Xerox WorkCentre Pro 412 User Guide

Remove all staples and paper clips before placing the originals into the document feeder.

If necessary, adjust the sliding document guides to the paper size required.

Insert the originals neatly into the document feeder, face up.

Do not attempt to feed the following types of documents into the Automatic Document Feeder:

- carbon-paper or carbon-back ed pape r

- coated paper

- onion skin or thin paper

- wrinkled or creased paper

- curled or rolled paper

- torn paper

Do not load documents containing different sizes or weights of paper.

NOTE: If your document falls into any of these categories, use the document glass only.

Document guides

Fax

The first page should be on top with the headings towards the back or left of the machine.

Align the stack with the left and rear edges of the document feeder tray and adjust the guides to just touch the front and rear edges of the originals.

Xerox WorkCentre Pro 412 User Guide Page 5-3

Raise the document glass cover.

Position the original face down on the document glass. Align it with the registration arrow in the rear left corner.

Document Glass

The document glass should be used for single pages or bound originals up to a maximum size of Legal size (216 x 356 mm /

8.5 x 14 inch).

NOTE: Ensure that no documents are loaded in the ADF. If a document is detected in the ADF, the document has a priority than the document on the glass.

Lower the document glass cover.

NOTE: On completion of a job ensure the document glass cover is fully closed.

Page 5-4 Xerox WorkCentre Pro 412 User Guide

2. Press the Copy/Fax/Scan Key

Ensure that the LCD displays the date and time (FAX mode).

If not, press the [Copy/Fax/ Scan] key on the control panel repeatedly until ‘FAX’ displays in the bottom line of the LCD, then press [Select].

Copy/Fax/Scan Key Select Key

Fax

Xerox WorkCentre Pro 412 User Guide Page 5-5

3. Select the Fax Features

There are four standard features available. The keys are located on the Control Panel.

For a more detailed explanation of the standard Fax features available, please refer to the following pages:

4. Enter the Fax Number

Enter the fax number of the remote machine using the Numeric Keypad.

Use the numeric keypad to enter the telephone number of the remote fax machine.

If an incorrect number is entered, use the navigation keys to select the incorrect number and press the correct number.

Pressing the [Clear/Clear All] key will delete the entire fax number entered.

- Resolution - page 5-20

- Scan Options - page 5-21

- Original Type - page 5-21

- Lighten/Darken - page 5-22

Numeric Keypad Clear/Clear All

Key

There are several methods available for entering the remote fax number, including functions such as Speed dialing and Group dialing.

HINT: For information about all the dialing methods available, refer to “Dialing Methods” on page 5-9.

Page 5-6 Xerox WorkCentre Pro 412 User Guide

5. Press Start

Press [Start] to begin scanning and faxing.

If scanning originals using the document glass, the displays asks if you want to send another page. Using the navigation keys select [1:YES] or [2:NO] and press [Select].

If [1:YES] is selected, repeat the procedure until all the originals have been scanned, then select [2:NO] and press [Select] to send the job.

6. Fax Job Management

Fax

Start Key

Canceling a Fax

To cancel a fax, press Stop at any time during the transmission.

Confirming Transmission

When the last page of your document has been sent successfully, the machine beeps and returns to Standby mode.

If something went wrong during your fax transmission, an error message appears on the display.

HINT: For a listing of error messages and their meanings, refer to Chapter 8 - Basic Troubleshooting, page 8-13.

If you receive an error message, press [Stop] to clear the message and try to send the document again.

Xerox WorkCentre Pro 412 User Guide Page 5-7

You can set your machine to print out a Confirmation Report (Message Confirm) automatically each time sending is completed. For instructions refer to Chapter 9 - System Setup, page 9-6.

Monitoring Dual Job Status

Your machine can perform more than one of many functions simultaneously. For example, you can:

- Receive a fax into the memory while making a copy.

- Store a fax document for later transmission while printing an incoming fax.

When the machine performs dual tasks, press [Job Status] to see the current status on the display of the other operation. Each time you press [Job Status], the current status of the two operations displays alternatively.

Page 5-8 Xerox WorkCentre Pro 412 User Guide

Dialing Methods

Keypad Dialing

There are several fax dialing methods available on your WorkCentre Pro 412.

Use the following instructions to send the fax using Keypad Dialing.

Feed the document(s) face up into the ADF or place a single document on the document glass face down.

Ensure the LCD displays the date and time (FAX mode). If not, press the [Copy/Fax/Scan] key until FAX displays, then press [Select].

Use the numeric keypad to enter the telephone number of the remote fax machine.

Press [Start].

Fax

Xerox WorkCentre Pro 412 User Guide Page 5-9

Speed Dialing

You can store up to 80 numbers in one or 2-digit Speed Dial locations (1 -8 0) .

Storing a Number for Speed Dialing

Ensure that the LCD displays the date and time (FAX mode). If not, press [Copy/Fax/Scan] until FAX displays, then press [Select].

Press and hold [Speed Dial] on the control panel for 2 seconds.

Enter a speed dial number using the numeric keypad, then press [Select].

If a number is already stored in the location you chose, the display shows the number.

Enter the fax number you want to store, then press [Select].

To assign a name to the number, enter the required name. For information on how to enter names, refer to Chapter 2 -

Product Overview, page 2-8. If you do not want to assign a name, skip this step.

Press [Select] when the name appears correctly or simply without entering a name.

To store more telephone numbers, repeat the procedure.

To return to Standby mode, press [Menu/Exit] or [Stop].

Page 5-10 Xerox WorkCentre Pro 412 User Guide

Using Speed Dialing

Feed the document(s) face up into the ADF or place a single document on the document glass face down.

Ensure the LCD displays the date and time (FAX mode). If not, press the [Copy/Fax/Scan] key until FAX displays, then press [Select].

Program any features required for the job.

Press [Speed Dial] on the control panel.

Enter the speed dial number.

Press [Start].

The fax number stored in the speed dial location will be automatically dialed, then the document will be sent when the remote fax machine answers.

Fax

Xerox WorkCentre Pro 412 User Guide Page 5-11

Group Dialing (for Multi-Address Transmission)

A number of speed dial numbers can be assigned as a group. By using the group number, you can send a document to multiple parties in a single operation. Your machine will dial the remote numbers in stored sequence. If the number is busy, your machine will dial the next stored number and after dialing all of the s t ored num bers , wi ll aut oma tic all y re di al a ny nu mbe r that was previously busy. Before you can use this feature, you must coordinate and store the group numbers required.

Assigning Speed Dial Numbers to a Group

Ensure that the LCD displays the date and time (FAX mode). If not, press [Copy/Fax/Scan] until FAX displays, then press [Select].

Press [Menu/Exit] on the control panel. The display shows the first menu; SYSTEM DATA.

Press or until you find ‘GROUP DIAL’, then press [Select].

Press [Select] to access ‘NEW’.

Enter the required group number between Speed Dial location numbers 01 and 80, then press [Select].

NOTE: If the group number is already used, ‘NO. IS REGISTERED’ appears on the LCD.

The display asks for a 2-digit speed dial number.

Enter the speed dial number you want to include in the group and press [Select].

The speed dial number, fax number and name displays.

Press [Select].

Repeat the procedure to enter other speed dial numbers into the selected group.

Press [Menu/Exit] when you have entered all the required speed dial numbers.

The display asks you to enter an ID (name).

Page 5-12 Xerox WorkCentre Pro 412 User Guide

To assign a name to the group, enter the required name. If you do not want to assign a name, skip this step.

When you have finished, press [Select].

If you want to assign another group, repeat the whole procedure.

To exit and return to the previous menu level, press [Menu/ Exit]. To return to Standby mode, press [Stop].

NOTE: You cannot include a group dial number in another group dial number.

Editing Group Dial Numbers

You can delete a specific speed dial number from a selected group or add a new speed dial number to the selected group.

Ensure that the LCD displays the date and time (FAX mode). If not, press [Copy/Fax/Scan] until FAX displays, then press [Select].

Press [Menu/Exit] on the control panel. The display shows the first menu; SYSTEM DATA.

Press or until you find ‘GROUP DIAL’, then press [Select].

Fax

Press or to select ‘EDIT’ then press [Select].

Enter the group number you want to edit, then press [Select].

The display prompts you to enter a speed dial number.

If you want to delete a specific speed dial number from the group, enter the speed dial number and press [Select].

The LCD displays ‘DELETE?’.

If you want to add a new speed dial number, enter the new speed dial number and press [Select].

The LCD displays ‘ADD?’.

Press [Select] to select the required option. Repeat the steps to add or remove other speed dial number s.

Xerox WorkCentre Pro 412 User Guide Page 5-13

Press [Select] when you have finished editing the Group. If there is a name assigned to the group, the name appears.

Change the name if necessary, then press [Select]. Y ou can continue editing other groups by repeating the whole procedure.

To exit and return to the previous menu level, press [Menu/ Exit]. To return to Standby mode, press [Stop].

Using Group Dialing (Multi-Address Transmi ssion)

You can use Group Dialing for Manual Group sendi ng, or Delayed sending.

Follow the procedure of the required operation, for Manual Group sending refer to the instructions below. For Delayed Sending, refer to “Delay Send” page 5-24.

When you come to a step in which the display asks you to enter the remote fax number, press Speed Dial and enter the group dial number. You can use only one group number for one operation. Then continue the procedure to complete the required operation.

Your machine automatically scans the document into memory, and the machine will dial each of the numbers included in the Group.

Manual Group Dialing

Use this feature to send your documents to multiple locations. After sending, the documents are automatically erased from the memory.

Feed the document(s) face up into the ADF or place a single document on the document glass face down.

Ensure the LCD displays the date and time (FAX mode). If not, press the [Copy/Fax/Scan] key until FAX displays, then press [Select].

Program any features required for the job.

Press [Manual Group] on the control panel.

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Enter the remote fax phone number using the numeric keypad.

To enter the number, you can also press [Speed Dial] and enter a speed dial number and press [Select].

Press [Select] to confirm the number. The display asks you to enter the next fax number to send

the document to.

NOTE: If you have an operation stored in the memory which requires the machine to send or receive to or from more than one location, the machine will not allow additional fax numbers to be entered here.

Press [Select] and enter another fax number using the numeric keypad.

You can also press [Speed Dial] and enter a speed dial number and press [Select]. Note that you cannot use Group dial numbers for another fax number.

The number appears on the display.

Press [Select] to confirm the number.

To send to one location or when you complete the last fax number setting, press [Menu/Exit].

Fax

The document will be scanned into the memory before transmission.

The display shows the memory capacity and the number of pages being stored in the memory, then the machine begins sending the document in order of the numbers you entered.

NOTE: For an original fed from the document glass, the display asks if you want to feed another page. Using the navigation keys, select [1:YES] or [2:NO] and press [Select]. When you have finished scanning all the originals, select [2:NO] and press [Select] to send the fax.

Xerox WorkCentre Pro 412 User Guide Page 5-15

Manual Dialing

Redial

Feed the document(s) face up into the ADF or place a single document on the document glass face down.

Ensure the LCD displays the date and time (FAX mode). If not, press the [Copy/Fax/Scan] key until FAX displays, then press [Select].

Program any features required for the job.

Press [Manual Dial] on the control panel. The dial tone will be audible.

Enter the remote fax phone number using the numeric keypad.

When you hear the fax tone from the remote machine, press [Start] to begin sending.

To Redial the Last Number:

Ensure the LCD displays the date and time (FAX mode). If not, press the [Copy/Fax/Scan] key until FAX displays, then press [Select].

Press [Pause/Redial]. If a document is loaded in the ADF or on the document glass, the machine automatically begins to send.

To Search Redial Memory:

Ensure the LCD displays the date and time (FAX mode). If not, press the [Copy/Fax/Scan] key until FAX displays, then press [Select].

Press and hold [Pause/Redial] for 2 seconds. The Redial memory in your machine retains the last 10

numbers called. If you have dialed the same number multiple times, the machine does not count the duplicates.

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Press or to search through the memory until you find the number you want.

When the number you want appears on the display, press [Start] to dial.

Sending a Fax After Talking

If you have a phone connected to the EXT jack, you can send a fax after speaking with a person at the remote site.

When you have finished talking, instruct the person at the remote location to start their fax machine and hang up. The remote fax machine will send the initial fax tones.

Wait until you hear the fax tone from the remote fax machine.

Place the documents in the Automatic Document Feeder.

Press [Start] and replace your handset.

Fax

Xerox WorkCentre Pro 412 User Guide Page 5-17

Receiving a Fax

Receive Modes

Your WorkCentre Pro 412 can automatically answer, receive, and print all incoming faxes.

During PC file printing, an incoming fax can be received and stored in memory.

You can change the receive mode.

You can configure your machine to TEL, FAX, TEL/FAX or ANS/FAX mode.

Press [Menu/Exit] on the control panel.

Press or until ‘SYSTEM SETUP’ appears in the display, then press [Select].

Press or to select the required receive mode.

Press [Select] to save the setting.

Press [Menu/Exit] to exit and return to the previous menu level.

To return the Standby mode, press [Stop].

Receive Mode Options

TEL In TEL mode, automatic fax answering and reception is turned

off. To receive a fax manually, pick up the external phone handset or press Manual Dial to accept the call. You can hear voice or fax tone from the remote machine. Press [Start] and replace the handset.

NOTE: If the machine is in Scan or Copy mode, the Manual Dial button will not be activated. Ensure that the LCD displays the date and time (FAX mode).

FAX The machine answers an incoming call and immediately goes

into fax receive mode.

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TEL/FAX The machine answers the incoming call. If a fax signal is not

detected, the machine sounds a ringing tone to indicate a voice phone call. To answer the call, press [Start] on the control panel, then lift the handset. If the external phone is not lifted while the ringing tone is sounding, the machine will switch to automatic fax reception mode.

ANS/FAX Use if attaching an answering machine to the Xerox

WorkCentre Pro 412. If the machine senses a fax tone, it

automatically switches to FAX mode.

Receiving Manually in TEL Mode

If you have an external phone connected to the EXT jack, you can answer voice phone calls and receive faxes manually.

Answer an incoming call by picking up the external phone.

If you hear a fax tone, or if the person calling asks you to receive a fax, press [Start].

You may also press the characters *9* on the telephone to initiate reception.

Replace the external phone handset. The machine begins receiving and returns to Standby mode when reception is complete.

Fax

NOTE: The characters *9* (star-nine-star) are preset at the factory as the default remote receive start code (Rcv Code) for machines operated with a telephone connected to the EXT jack. The asterisks in the code are fixed characters, but the number can be changed. For instructions, refer to Chapter 9 System Setup, page 9-6.

Xerox WorkCentre Pro 412 User Guide Page 5-19

Standard Fax Features

You can set the following standard features for Faxing. Use the feature buttons on the control panel to change feature settings before pressing the Start button to begin scanning.

Resolution

Use the Resolution option to increase sharpness and clarity. If you press [Resolution] repeatedly after loading an original, you can choose between FINE, SUPER FINE, and STANDARD.

Resolution Options

Standard Use for documents with normal sized characters.

Fine Use for documents containing small characters or thin lines, or

for sending documents printed using a dot-matrix printer.

Press [Resolution] on the control panel to display the current setting.

Press [Resolution] repeatedly to scroll through the choices. Press [Select] to save the required selection.

Super Fine Use for documents containing extremely fine detail. Super Fine

mode is enabled only if the remote machine also supports Super Fine resolution.

NOTE: Super Fine resolution is not available if the Send from Memory feature is set to ON. If Send From Memory is set to ON, all documents will be stored to memory in Standard mode. If the product is set to Super Fine resolution and the remote fax machine does not support Super Fine resolution, your product will transmit using the highest resolution mode supported by the remote fax machine.

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Scan Options

Original Type

If the remote fax machine has color reception capability, you can send color documents. Select B&W for non-color documents, and COLOR for color documents.

Press [Scan Options] on the control panel to display the current setting.

Press [Scan Options] repeatedly to scroll through the choices.

Press [Select] to save the selection.

If you send different types of documents, use this option to change the original type to ensure a high quality.

Press [Original Type] on the control panel to display the current setting.

Press [Original Type] repeatedly to change the setting.

Press [Select] to save the selection.

Original Type Options

Fax

Text Use to scan documents containing mostly text. Mixed Use to scan documents with mixed text and graphics. Photo Use when the originals are photographs.

Xerox WorkCentre Pro 412 User Guide Page 5-21

Lighten/Darken

Resetting Fax Features

Press [Clear/Clear All] on the control panel twice.

Use Lighten/Darken to compensate for the brightness or darkness of your faxed document. Set to darker mode when the document contains faint pencil markings or light print. Set to lighter mode for dark print.

Press [Lighten/Darken] on the control panel to display the current setting.

Press [Lighten/Darken] repeatedly to scroll through the choices.

Press [Select] to save the selection.

You can reset all the Fax feature selections you have made back to the factory default status.

The LCD displays the date and time.

Clear/Clear All Key

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Advanced Fax Features

There are a number of fax functions which can be used for more advanced fax jobs.

Sending a Color Fax

Use the following procedure to send a color fax if your original contains color:

Feed the document(s) face up into the ADF or place a single document on the document glass face down.

Ensure the LCD displays the date and time (FAX mode). If not, press the [Copy/Fax/Scan] key until FAX displays, then press [Select].

Press [Resolution] on the control panel to display the current setting.

Press [Resolution] repeatedly until ‘FINE’ is disp laye d .

Press [Select] to save the setting.

Press [Scan Options] on the control panel to display the current setting.

Fax

Press [Scan Options] repeatedly until ‘COLOR’ is displayed.

Press [Select] to save the setting.

Press [Manual Dial] on the control panel and enter the number of the remote machine using the numeric keypad.

Press [Start] to begin scanning and then sending.

NOTE: If the remote machine does not have color printing capability, the received fax will be printed in black and white.

Xerox WorkCentre Pro 412 User Guide Page 5-23

Delay Send

You can set your machine to send a fax at a later time when you will not be present.

Feed the document(s) face up into the ADF or place a single document on the document glass face down.

Ensure the LCD displays the date and time (FAX mode). If not, press the [Copy/Fax/Scan] key until FAX displays, then press [Select].

Program any features required for the job.

Press [Menu/Exit] on the control panel.

Press or until ‘DELAY SEND’ appears, then press [Select].

Enter the number of the remote machine using the numeric keypad.

To enter the number, you can also press Speed Dial and enter the speed dial number then press [Select].

Press [Select] to confirm the number. The display asks you to enter the next fax number to send

the document to.

If you want to send to more than one location, press [Select], and enter another fax number using the numeric keypad.

You can also press Speed Dial and enter a speed dial number, then press [Select].

The number appears on the display. Press [Select] to confirm the number.

To send to one location or when you complete the last fax number setting, press [Menu/Exit].

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The display asks you to enter an ID. If you want to assign a name to the transmission, enter the name. If not, skip this step.

For details on how to enter the name using the numeric keypad, refer to Chapter 2 - Product Overview, page 2-8.

Press [Select]. The display shows the current time and asks you to enter the

start time when the fax is to be sent.

Enter the time by using the numeric keypad. To select AM or PM for 12-hour format, press or . If

you set a time earlier than the current time, the document will be sent at that time on the following day.

Press [Select] when the start time displays correctly. The document will be scanned into the memory before

transmission. The display shows the memory capacity and the number of pages being stored in the memory.

Fax

The machine returns to Standby mode and the LCD reminds you that you are in Standby mode and that Delayed Transmission is set.

NOTE: For instructions on canceling a delayed send transmission, refer to “Canceling a Schedule Transmission” on page 5-32.

Xerox WorkCentre Pro 412 User Guide Page 5-25

Adding Documents To a Delayed Transmission

You can add documents to the delayed transmission previously reserved in your machine’s memory.

Feed the document(s) face up into the ADF or place a single document on the document glass face down.

Ensure the LCD displays the date and time (FAX mode). If not, press the [Copy/Fax/Scan] key until FAX displays, then press [Select].

Program any features required for the job.

Press [Menu/Exit] on the control panel.

Press or until ‘ADD/CANCEL’ appears, then press [Select].

Press [Select] to access ‘ADD’. The display shows the information of the last job reserved in the memory.

Press or repeatedly until you find the operation to which you want to add documents, then press [Select].

The machine automatically stores the documents in the memory, and the display shows the memory capacity and the number of pages.

After storing, the machine displays the number of total pages, then returns to Standby mode.

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Priority Sending

When the Priority Send is enabled, a high priority document can be transmitted ahead of reserved operations. The document is scanned into the memory, then transmitted when the current operation is concluded. In addition, the Priority Send will interrupt a broadcast operation between stations (i.e., when transmission to station A ends, before transmission to station B begins) or between redial attempts.

Feed the document(s) face up into the ADF or place a single document on the document glass face down.

Ensure the LCD displays the date and time (FAX mode). If not, press the [Copy/Fax/Scan] key until FAX displays, then press [Select].

Program any features required for the job.

Press [Menu/Exit] on the control panel.

Press or until ‘PRIORITY SEND’ appears, then press [Select].

Enter the number of the remote machine using the numeric keypad.

To enter the number you can also press [Speed Dial] and enter the speed dial number, then press [Select].

Fax

Press [Select] to confirm the number.

The display asks you to enter an ID. If you want to assign a name to the transmission, enter the name. If not, skip this step.

For details on how to enter the name using the numeric keypad, refer to Chapter 2 - Product Overview, page 2-8.

Press [Select]. The document will be scanned into the memory before

transmission. The display shows the memory capacity and the number of pages being stored in the memory.

Xerox WorkCentre Pro 412 User Guide Page 5-27

Polling

NOTE: For an original fed from the document glass, the

display asks if you want to feed another page. Using the navigation keys, select [1:YES] or [2:NO] and press [Select]. When you have finished scanning all the originals, select [2:NO] and press [Select] to send the job.

The machine shows the number being dialed, then begins sending the document.

What is Polling?

Polling is used when one fax machine requests another to send a document. This is useful when the person with the original document to be sent is not in the office. The person who wants to receive the document calls the machine holding the original and requests that the document be sent. In other words, it “polls” the machine holding the original.

TX Poll

You can program your fax machine to send documents in your absence when polled by a r emote fax m achine. It is possibl e to use a poll code to prevent unauthorized polling of your fax machine. When you secure your machine in this manner, only those who know the poll code can poll your machine.

Feed the document(s) face up into the ADF or place a single document on the document glass face down.

Ensure the LCD displays the date and time (FAX mode). If not, press the [Copy/Fax/Scan] key until FAX displays, then press [Select].

Program any features required for the job.

Press [Menu/Exit] on the control panel.

Press or until ‘POLLING’ appears, then press [Select].

Press [Select] to access ‘TX POLL’.

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The display asks you to enter a 4-digit poll code. The poll code is preset to 0000 at the factory, which represents no poll code.

If you want to use a poll code, enter the required 4-digit code (except for 0000), then press [Select]

If you do not want to secure the transmission with a poll code, press [Select] when the display shows 0000 for the poll code, or enter 0000.

The display asks you to store the document in the machine’s bulletin board memory.

If you store the document in the bulletin board memory, more than one remote station can poll that document from your machine. If not, the document will be automatically erased after being polled by a remote machine.

Using the or key, select ‘ON’ to store in the bulletin board or ‘OFF’ not to store in the bulletin board. Then press [Select].

The machine stores the document in the memory. The display counts the number of pages being stored in the memory and the memory capacity remaining.

HINT: A Schedule Job Information report can be printed to confirm that a TX Poll operation has been set. Refer to “Fax Reports” on page 5-33 for further information.

Fax

The machine returns to Standby mode.

NOTE: If you have previously set the receive mode to other than FAX mode, the machine automatically switches to FAX mode (automatic receiving) when set to be polled.

Xerox WorkCentre Pro 412 User Guide Page 5-29

RX Poll and Delay RX Poll

You can set your machine to automatically receive documents from one or more unattended remote fax machines now, or at a later time. This feature permits unattended polling in the evening hours when telephone rates are lower:

NOTE: The remote machine must be ready for polling.

Ensure the LCD displays the date and time (FAX mode). If not, press the [Copy/Fax/Scan] key until FAX displays, then press [Select].

Press [Menu/Exit] on the control panel.

Press or until ‘POLLING’ appears, then press [Select].

Press or to select ‘DELAY RX POLL’, then press [Select].

The display asks you to enter the number of the remote fax machine.

Enter the number of the remote fax machine using the numeric keypad.

You can press [Speed Dial] and enter the speed dial number and press [Select].

Press [Select] to confirm the number. The display asks you to enter another fax number to receive

documents from another location.

To poll more than one location, press [Select] and repeat the procedure.

To poll one location or when you have entered all locations, press [Menu/Exit].

The display asks you to enter the time you require your machine to call the remote machine.

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Enter the time using the numeric keypad. Use or to select AM or PM. If you set a time earlier

than the current time, your machine will call the number at that time on the following day.

To call the remote machine immediately, skip this step.

Press [Select] when the time appears correctly in the display or without entering the time.

The display asks you to enter a 4-digit code. Poll code ‘0000’ represents no code.

If the remote machine is secured with a Poll code, you must enter the correct code, and press [Select]

If the remote machine is not secured with a Poll code, press [Select] to accept [0000] which represents no code, or enter

0000. If you have entered a specific start time, the machine will

dial, and receive a document from the remote machine at the time specified.

If not, the machine dials the remote machine immediately to retrieve the document.

Fax

Xerox WorkCentre Pro 412 User Guide Page 5-31

Canceling a Scheduled Operation

Delayed Sends, Priority Sends, Group Sends and TX Polling are all scheduled operations. T o cancel a scheduled operation, use the following instructions.

Ensure the LCD displays the date and time (FAX mode). If not, press the [Copy/Fax/Scan] key until FAX displays, then press [Select].

Press [Menu/Exit] on the control panel. The display shows the first menu; SYSTEM DATA.

Press or until ‘ADD/CANCEL’ appears, then press [Select].

Press or to select ‘CANCEL’, then press [Select]. The display shows the information of the last job reserved in memory.

Press or repeatedly until you find the operation you want to cancel, then press [Select].

A confirmation message appears, press [Select] to initiate canceling the job. The selected job is canceled.

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Fax Reports

Message Confirmation This report shows the fax number, the number of pages,

Fax

Various Reports and Lists are available on your machine. The Fax Reports help you confirm and monitor your fax activity. Reports can be set up to include specific information or to print automatically.

Your machine can print reports containing useful information – Schedule Job, Phonebook List, etc.

NOTE: For further information about Reports refer to the Customer Documentation CD.

The following fax reports are available:

elapsed time of the operation, the communication mode, and the communication results.

You can set up your machine to print the message confirmation report in one of the following ways:

- Automatically after each transmission (ON)

- Automatically only if an error occurs during transmission (ERR)

- No report printed at all (OFF). You can print this report manually at any time you want.

Schedule Job Information This list shows the document currently stored for Delayed

Sending, Priority Sending, Group Sending, and TX polling. The list shows the starting time, type of operation, etc.

Phonebook List This list shows all of the numbers currently stored in the

machine’s memory as Speed dial numbers and Group dial numbers.

Transmission Journal This report shows information concerning transmission

activities recently made.

Reception Journal This report shows information concerning reception activities

recently made.

Xerox WorkCentre Pro 412 User Guide Page 5-33

Multi-Communication Report This report is printed automatically after sending documents or

receiving documents from more than one location.

NOTE: The list you have set to print out automatically will not print out when there is no paper loaded or a paper jam has occurred.

HINT: For a full list of the reports available, refer to Chapter 9 System Setup, page 9-9.

Printing Reports

Press [Reports] on the control panel. The display shows the first menu; MSG. CONFIRM.

Press [Reports] repeatedly until you find the list you want to print, then press [Select].

The selected list will be printed out.

Page 5-34 Xerox WorkCentre Pro 412 User Guide

Xerox Pro 412 User Manual

Specifications and Main Features

Frequently Asked Questions

User Manual

Table of Contents

1 About This Guide

Finding Information in the User Guide

Customer Support

Conventions

Orientation

Image Orientation

Feed Orientation

Bracket Text Typeface

Italic Typeface

Quick Pathway

Notes

Hints

Cautions

Warnings

Related Information Sources

2 Product Overview

Unpacking

Identifying the Machine Components

Front View

Rear View

Control Panel Components and Keys

Entering Characters Using the Numeric Keypad

Keypad Character Assignment

Editing Numbers or Names

Inserting a Pause

Making Connections

Installing Drum and Toner Cartridges

Loading Paper

Setting the Language

Setting the Local ID and Name

Setting the Date and Time

Installing Software

3 Copy

Copying Procedure

1. Press the Copy/Fax/Scan Key

2. Select the Paper Supply

3. Load the Originals

Automatic Document Feeder (ADF)

Document Glass

4. Select the Copy Features

5. Enter the Quantity

6. Press Start

Standard Copy Features

Lighten/Darken

Original Type

Original Type Options

2-Sided Copy

2-Sided Copy Options

Reduce/Enlarge

Output

Resetting Copy Features

Special Copy Features

Auto Fit

Clone

4Print

Printing a Document from an Application

Printer Settings

Accessing Printer Settings

Windows 95/98/Me

Windows NT 4.0

Windows 2000

Printer Properties Tabs

Printer Properties Buttons and Icons

5 Fax

Faxing Procedure

1. Load the Originals

Automatic Document Feeder (ADF)

Document Glass

2. Press the Copy/Fax/Scan Key

3. Select the Fax Features

4. Enter the Fax Number

5. Press Start

6. Fax Job Management

Canceling a Fax

Confirming Transmission