Xerox WorkCentre Pro 665, WorkCentre Pro 785, WorkCentre Pro 685, WorkCentre Pro 765 User Manual
XEROX
Workcentre Pro 665, 685, 765, 785
User’s Guide
Xerox Limited,
Global knowledge and Language Services,
Enterprise Centre,
Bessemer Road,
WELWYN GARDEN CITY,
AL7 1HL
United Kingdom
©1999 by Xerox Corporation. All rights reserved.
Xerox®, Xerox Limited® and all the products mentioned in this
publication are trademarks of Xerox Corporation and Xerox Limited.
Products and trademarks of other companies are also acknowledged.
Copyright protection claimed includes all forms and matters of
copyrightable material and information now allowed by statutory or
judicial law or hereinafter granted, including without limitation,
material generated from the software programs which are displayed
on the screen such as icons, screen display looks, etc.
Changes are periodically made to the document. Revisions, changes,
any technical inaccuracies, and typographical errors will be corrected
in any subsequent editions
Table of Contents
Chapter 1 Introduction............................................................................. 1-1
Finding Information in the User’s Guide.....................................................1-1
Information provided by the System Administrator’s Guide (SAG).............1-2
Document Conventions..............................................................................1-5
Notes, Cautions, and Warnings.......................... ..... .... ............................ ...1-6
Chapter 2 Machine Requirements...........................................................2-1
System Requirements................................................................................2-1
Space Requirements.......................................................................... 2-2
Chapter 3 Machine Overview...................................................................3-1
System Overview........................................................................................3-1
System Features ........................................................................................3-2
Hardware Features.....................................................................................3-4
Control Panel..............................................................................................3-6
Control Panel Components and Function Keys..................................3-7
Direct Access Function Keys............................................................3-11
Tones................................................................................................3-13
Operation Modes........................................... ............................ ...............3-14
Standby Mode ..................................................................................3-14
Communication Mode.......................................................................3-14
Copy Mode.......................................................................................3-15
WorkCentre Pro 665/685/765/785 i
Menu Mode ......................................................................................3-15
PC Printing Mode...................... ..... .... ..... ............................ .............3-15
DocuLAN Fax Mode.........................................................................3-15
Types of Communications........................................................................3-16
Transmissions..................................................................................3-16
Receptions .......................................................................................3-18
Multi Access Communications .........................................................3-18
Multi Access Function Table - Local.........................................3-19
Multi Access Function Table - Fax Communication .................3-20
Multi Access Function Table - PC ............................................3-21
Chapter 4 Getting Started........................................................................4-1
Printing your Menu Map............... ..... ..... .... ............................ ....................4-1
Setting the Machine Language...................................................................4-1
Setting the Date and Time..........................................................................4-2
Setting your Machine ID*............................................................................4-5
Setting the Dial Mode*....................... ..... ............................ .... ....................4-7
Setting the Send Header............................................................................4-8
Setting the Receive Footer.........................................................................4-9
Loading Documents .................................................................................4-10
Document Specifications..................................................................4-10
Selecting the Scan Resolution .........................................................4-12
Selecting the Scan Contrast.............................................................4-13
Quick Start................................................................................................4-14
To Receive.......................................................................................4-14
To Send............................................................................................4-14
To Copy ...........................................................................................4-14
To Print.............................................................................................4-14
Menu Map ........................................................................................4-15
ii WorkCentre Pro 665/685/765/785
Phonebook Reports ..........................................................................4-16
By Name Phonebook ...............................................................4-17
Speed Dial Phonebook.............................................................4-18
Group Phonebook........... ..... ..... .... ............................ ...............4-19
One Touch Phonebook.......................................... ...................4-20
Chapter 5 Basic Troubleshooting...........................................................5-1
Calling for Service ......................................................................................5-1
Paper Jam..................................................................................................5-1
Document Jam ...........................................................................................5-8
Bypass Tray Limitation................ .... ..... ............................ ........................5-11
Chapter A Safety Certification and Environmental Compliance.........A-1
Laser Safety Information ...................................................................A-3
Third Party Certification..................................................................... A-4
Radio Frequency Emissions USA .....................................................A-4
Unique European Certification...................................................................A-5
Approvals and Certification................................................................A-5
UK Electricity at Work Regulation......................................................A-6
Environmental Compliance................................. ............................ ...........A-9
ENERGY STAR®..............................................................................A-9
Environmental ChoiceM .................... .... ............................ ..... ...........A-9
SWISS ENERGY 2000...................................................................... A-9
Telecommunications Requirements........................................................A-10
European Fax Approvals and Certification......................................A-10
FCC Regulations.............................................................................A-11
Send Header Requirements.....................................................A-11
Data Coupler Information .........................................................A-11
Canadian Certification......................................... ............................A-13
* Not available in all markets.
WorkCentre Pro 665/685/765/785 iii
iv WorkCentre Pro 665/685/765/785
1 Introduction
Thank you for purchasing the Xerox Workcentre Pro. The
WorkCentre is designed for ease of use, but to use your machine to
its fullest potential, take some time to read the User Documentation.
You will be ready to send and receive faxes and make copies with
your machine as soon as you have read chapters 1 through 4. You
can then refer to topics in the remaining documentation as needed.
Finding Information in the User’s Guide
The User’s Guide contains the following sections:
Introduction
Table of Contents
Use the Table of Contents to find topics easily.
Introduction - Chapter 1
Describes the information in this User’s Guide and System
Administrator’s Guide.
Machine Requirements - Chapter 2
Describes the system and space requirements.
Machine Overview - Chapter 3
Describes the system and hardware features of the machine and
provides an overview of how the machine operates. Each key on the
Control Panel is described.
Getting Started - Chapter 4
Includes the procedures for setting up the basic machine information
such as date, time, language, machine ID, send header and receive
footer. Simple instructions to send, receive, print, and copy are also
provided.
WorkCentre Pro 665/685/765/785 1-1
Introduction
Basic Troubleshooting - Chapter 5
Guides the user through problem solving, and recommended
corrective actions.
Environment Specifications - A
Provides the safety, data coupler, and Canadian certification
information.
Index
Refer to the Index to locate specific information.
Information provided by the System Administrator’s Guide (SAG)
In addition, the System Administrator’s Guide contains the following
sections:
Table of Contents
Use the Table of Contents to find topics easily.
Introduction - Chapter 1
Describes the information in this User’s Guide and System
Administrator’s Guide.
Programming the Machine - Chapter 2
Describes Menu Mode operation and the ste ps requi red to enter
information when programming the machine. Instructions for storing
frequently dialed numbers are also provided.
Receiving Documents - Chapter 3
Describes the Receive functions and instructs how to perform each
function.
Dialing Methods - Chapter 4
Describes the Dialing methods and instructs how to use each
method.
Transmitting Documents - Chapter 5
Describes the Transmit functions and instructs how to perform each
function.
Cancelling Jobs - Chapter 6
Provides the instructions for cancelling the various types of jobs.
1-2 WorkCentre Pro 665/685/765/785
Introduction
Polling - Chapter 7
Describes the Polling functions and instructs how to perform each
function.
Mailbox Communications - Chapter 8
Describes both the Xerox Mailbox system and the standard ITU-T
Mailbox system and instructs how to use the mailbox functions for
each system.
Reports - Chapter 9
Describes the reports and lists and instructs how to setup or print
each report.
Copying Documents - Chapter 10
Describes the Copy functions and instructs how to perform each
function.
Scan Functionality - Chapter 11
Describes the TWAIN settings.
PCL Printing Functionality - Chapter 12
This option will be made available soon.
Network Functionality - Chapter 13
This option will be made available soon.
Internet FAX Functionality - Chapter 14
This option will be made available soon.
Control Centre and Web Control Centre - Chapter 15
Describes how to use Control Centre and Web Control Centre
software to set up the WorkCentre
Problem Solving - Chapter 16
Guides the user through problem solving and provides a list of error
codes, messages, and recommended corrective actions.
Ordering Supplies - Appendix A
Provides contact addresses and telephone numbers for ordering
consumable supplies.
WorkCentre Pro 665/685/765/785 1-3
Introduction
Maintaining the Product - Appendix B
Provides procedures to clean and maintain the machine. Includes
detailed procedures for replacing the consumables.
Product Data Sheet - Appendix C
Environmental Specifications - Appendix D
Provides the safety, data coupler, and Canadian certification
information.
Index
Refer to the Index to locate specific information.
1-4 WorkCentre Pro 665/685/765/785
Document Conventions
A document convention is simply a way of presenting information.
This section explains the conventions used in the Workcentre Pro
User’s Guide.
Many procedures require you to press a key to perform a function;
these keys appear in boldface type.
Introduction
For example:
Press
Start
to send a fax.
When you use the Menu Mode, you may have to press a series of
keys before arriving at the desired menu. The resulting screen
message for each step appears next to the series of keys pressed.
For example:
The procedure to enable the Send Header would
appear as follows:
To enable the send header:
1. Press:
Menu
Send header
1. Inside
2. Outside
3. Off
WorkCentre Pro 665/685/765/785 1-5
2. Select where you want the fax header to be printed:
To print the header in the document area, press .
To print the header above the document area, press .
To not print a header, press .
3. The menu selection screen redisplays. Press
Stop
the Standby Mode.
to return to
Introduction
Notes, Cautions, and Warnings
This manual uses notes, cautions, and warnings to emphasize
information the reader needs. Notes contain information that
supplements the text. Notes are emphasized with italics. The
following is an example of a note:
Note: Notes are provided as additional information.
The following are examples of a caution and a warning:
CAUTION
Do not touch t he green drum surface. Tou ching the
drum could reduce the print quality.
WARNING
Do not touch the heater unit inside the machi ne.
The heater unit is hot while the machine is
operating.
1-6 WorkCentre Pro 665/685/765/785
2 Machine Requirements
This chapter provides information on the system requirements and
the space requirements.
System Requirements
When choosing an installation location, follow these guidelines:
• Avoid dusty locations, extreme heat, humidity, direct sunlight, or
areas subject to heavy vibration.
• Avoid areas where interference from other electrical devices may
be present.
Machine Requirements
• Avoid using an AC outlet that shares the same circuit as an
electrical device, which may create interference.
• Locate the machine within reach of a telephone outlet. Use a
dedicated single line telephone connection.
• Place the machine on a level surface. An uneven surface can
cause performance problems such as poor copy quality and
paper jams.
WorkCentre Pro 665/685/765/785 2-1
Machine Requirements
Space Requirements
Adequate space is required for ventilation, ease of operation,
maintenance, and replacement of consumables. Provide the
minimum space as shown in the following figure.
47.2 inches
(1.2 meter)
37.4 inches
003
(950 mm)
Height: 30 inches (750 mm)
Height (with Optional Paper Tray): 33.4 inches (850 mm)
Height (with 2 Optional Paper Trays): 37.4 inches (950 mm)
2-2 WorkCentre Pro 665/685/765/785
3 Machine Overview
This chapter provides an overview of the WorkCentre’s hardware
features and operation. The Control Panel is discussed and each key
is defined.
System Overview
The WorkCentre allows the user to send, receive, copy, and print
documents. The ControlCentre software allows you to program the
Fax settings on a PC and write the settings to the WorkCentre.
When you switch on the power and the system has warmed up, the
machine is in the standby, or idle mode and is ready to use. When an
action completes successfully, the machine returns to the Standby
Mode and displays the following information:
Machine Overview
12-01-1999 06:57
Ready
Free memory: 100%
Load document
Through the Menu mode, you can configure the standard machine
settings or customize your machine. Refer to Chapter 4 “Getting
Started” for basic programming instructions and procedures for
setting the standard machine settings.
For optimum performance, the machine should be left on 24 hours a
day. While the machine is powered on, the internal batteries are
charged.
The primary battery retains the programmed data for up to 5 years if
the machine loses power. Document data stored in a machine with
standard memory is retained for up to 72 hours during a power failure
or power off, where the image battery is fully charged for more than 8
hours prior to power off.
WorkCentre Pro 665/685/765/785 3-1
Machine Overview
System Featur es
Feature Description
Copying on Plain Paper Plain paper is used for printer output thereby allowing the use
The following table describes many of the WorkCentre features.
Refer to the Table of Contents or Index to locate detailed information.
of standard forms, labels, etc.
Dual Line Simultaneous
Communications*
Alpha Dialing
(418 numbers)
One Touch Dialing
(68 Keys)
Speed Dialing
(300 Numb ers)
Direct Access Function Keys
(14 Keys)
Multi Access Communications Utilizing the built-in memory, as many as 100 operations can
High Resolution With a maximum resolution of 406 dots/inch x 391 dots/inch
This machine enables the operation of two real time
communication jobs at one time.
Dial the desired location by searching for the name in the
Speed Dial, One Touch, and Group phonebooks.
With one key stroke, the number of the assigned location(s)
is dialed and the document is sent.
In addition to the 68 One Touch keys, 300 3-digit speed dial
numbers can be assigned to frequently called locations.
Fourteen of the most frequently used functions are assigned
to keys located on the Access Panel.
be progra mmed for maximum equipment utilization and
efficiency. For example, you can store a document to
memory while the machine is receiving a document.
(16 dots/mm x 15.4 lines/mm) and 256 levels of halftone
expression, precision drawings, small-size characters, or
photographs are copied, sent, and received clearly.
Enriched System Functions Various types of communications are available through
Mailbox Systems Features ITU-T industry standards mailbox communications.
Group Communications
(50 groups)
* Not available on all models.
3-2 WorkCentre Pro 665/685/765/785
enriched system functions such as Relay, Group, and
Mailbox Communications.
This feature allows the transmission of a document to as
many as 368 different remote locations with one operation
sequence.
Machine Overview
Feature Description
Manual Group This feature allows the user to send a document to multiple
remote machines by simply pressing the Manual Group key
and entering the telephone numbers.
Batching This feature automatically performs transmissions of multiple
documents going to the same phone number. Documents
sent to the same l ocation are trans mitted with one phone c all,
thus saving time and call connecting costs.
Refuse Junk mail With this feature selected, your WorkCentre only receives
from those remote units with phone numbers assigned to
your Speed Dial or One Touch phonebooks.
Receive to Memory Automatically stores up to 100 received documents to
available memory if the paper runs out or if a paper jam
occurs.
Collated Fax With this feature selected, incoming documents are r eceived
to memory and then printed “last page first”.
This feature stacks the document with page 1 on top.
Super Power-Saver Mode This feature turns off areas of the machine, which have a
high power consumption.
Printer Power Saver Mode This feature turns off the printer fuser unit to reduce the
power consumption.
Optional Accessories The WorkCentre can be optioned with up to two additional
paper trays, a bypass tray, a handset*, PCL Printing Card
and Network card.
ControlCentre
PC Printing With the Windows Printer Driver installed on your PC and
DocuLAN Fax Using the optional DocuLAN Fax kit, the Workcentre may be
ControlCentre is software package that can be loaded on a
PC. The ControlCentr e softwa re allow s you t o progra m most
of the machine settings using the PC, then write the settings
to the WorkCentre.
the parallel print cable attached to the parallel port , the
WorkCentre can be used to print from the PC. Network
printing is supported by installing an optional Network card.
used on a Local Area Network.
Additional In-box Software Please refer to the individual software packages for
WorkCentre Pro 665/685/765/785 3-3
information regarding installation and usage.
Machine Overview
Hardware Features
Feature Description
Document Output Tray Collects the document pages following a
Control Panel Contains the keys to program system features or
Document Guides Guides the document pages into the scanner.
transmission or copy operation. Contains an
extension to support larger documents.
operate the machine.
Tran sm is si on Co ve r Open
Button
Document Tray Supports the documents to be copied or transmitted.
Handset Connector* Provides a jack for connecting the optional handset.
Telephone Connector Provides a standard modular jack for connecting a
Line Connector
(Lines 1 & 2**)
Right Side Cover Allows access for clearing paper jams.
Top Cover Open Lever Releases the Top Cover for accessing consumables
Paper Tray Supplie s the cut sheet paper to the WorkCentre. A
Copy Output Tray Collects printed documents.
Releases the Transmission Cover to clear a
document jam.
telephone.
A standard modular jack for connecting the phone
line to line 1 or line 2 for fax communications.
or clearing a paper jam.
paper size sensor is located in the paper tray
assembly to automatically detect and use the proper
paper size when in the receiv e mod e.
Power Switch Switches the WorkCentre power On/Off.
Power Cord Supplies power to the machine.
Bi-directional Parallel
Connector (IEEE 1284
compliant)
* Not available in all markets.
** Not available on some models.
3-4 WorkCentre Pro 665/685/765/785
Connects the WorkCentre to a PC.
Workcentre Hardware Features
Machine Overview
Document Guides
Document
Output Tray
Printed Output
Tray
Control
Panel
Paper Tray
001
Transmission Cover
Open Button
Top Cover
Open Lever
Document
Tray
*
Bi-directional
Parallel C onnector
**
**
Right Side Cover
* Not available in all markets.
** Not available on some models.
WorkCentre Pro 665/685/765/785 3-5
Power Cord
Connector
056
Machine Overview
Control Panel
060-1
059
060-2
3-6 WorkCentre Pro 665/685/765/785
Machine Overview
Control Panel Components and Function Keys
The Control Panel is used to program the features and to initiate
communications. The following figures and tables illustrate the
Control Panel and describe eac h compon ent.
Item Description Function
1 Display Displays the machine status and messages. The display provides
information about the current operation mode. The machine has the
following operating modes: St andby Mode, Communication Mode,
Menu Mode, Copy Mode, PC Printing Mode, (see “Operation
Modes” later in this Chapter).
2 PC LED Illuminates when a PC communication is in progress.
3 Line 1 LED Illuminates when a fax communication is in progress on line 1.
4 Line 2 LED Illuminates when a fax communication is in progress on line 2.
5 The
6 Deletes the character at the position of the cursor.
7 Used to
8
9
Menu
Delete or *
Exit or *
Menu
key is used to access menu items listed in the menu
map which are not available from the direct access keys. The
Menu key is also used as a navigation key for scrolling up a
menu list.
* Used on International machines.
Exit
a menu list.
Left
or Back navigation key used for going back to a previous
menu list. Also used for positioning the cursor for character
delete or insert when you enter names.
Down
navigation key used for scrolling down a menu list.
10
WorkCentre Pro 665/685/765/785 3-7
Right
navigation k ey use d for go ing to the nex t lev el of m enus o f
the highlighted item. Also used when you enter names for
positioning the cursor for character delete or insert.
Machine Overview
Item Description Function
11 Used to select the dis playe d menu item, to s tart
Enter
a communication, or to accept name and
number entries.
12 Sets the i nsert mode allowi ng a char acte r to be
Insert
*
inserted at the position of the cursor instead of
overwriting the character in the current position.
*Used on International machines.
13 Alarm LED Illuminates when an error occurs, or when the
machine is out of paper, toner or drum.
14 Numeric
Keypad
Used for numeric, alphabetical or special
character input for direct dialing, directory
dialing, and menu item input.
15 During on-hook or off-hook dialing, this key is
Redial
used to redial the last number dialed. Pressing
Redial/Pause displays the jobs waiting to be
Pause
redialed. Pressing the
immediat e redial.
Enter
key forces an
When entering a telephone number, pressing
this key enters a pause in the telephone number
sequence.
16 Used to access programmed Speed Dial,
Phonebook
Alpha, and/or Groups. Pressing this key initially
displays the phonebook menu.
17 Starts a job that is ready for transmitting,
18 Stops a Direct Send job and ejects the
Start
Stop
scanning, or copying.
document from the scanner. Also used to clear
an error message displayed on the display.
3-8 WorkCentre Pro 665/685/765/785
Machine Overview
Item Description Function
19
Manual
Dial
Used for interactive dialing. Digits are dialed as
the key is pressed. The line monitor
automatically turns on.
20 Used to copy documents.
21 Used to create a one time group of phone
Copy
Manual
Group
numbers, for Group Sending or Polling. Speed
dial and one touch numbers can be used.
22 Used to set the copy reduction. The following
Reduce Copies
settings are avai lable:
100%, Auto Fit, 86%, 75%, 50%
23 Used to set the resolution for copying,
Resolution
scanning, or faxing. The following settings are
available: Standard (no LED lit, fax only), Fine,
Superfine, Photo Fine and Photo Superfine.
24 Sets the contrast of the printout to Normal (no
Contrast
LED lit), Lighten, or Darken. This is a scanner
setting affecting send and copy.
25 Deletes pending and active jobs. You must
Cancel
Job
select the appropriate job type to display the
desired job for cancellation. Once the job is
displayed, pressing Cancel Job again displays
the Cancel Job Confirmation screen.
When used in conjunction with the Job Status
key, active jobs can be canceled quickly by
pressing this key then confirming the
cancellation.
26 This feature turns power off to minimize power
Power Save
*
consumption, if th e m ac hin e ha s n ot b een used
for a period of time.
* Used on International machines.
WorkCentre Pro 665/685/765/785 3-9
Machine Overview
Item Description Function
27 Displays the active job if a communication is in
Job Status
*
progress. If there are no communications in
progress, a summary of the Pending Jobs is
displayed.
*Used on International machines.
28 One Touch
Keys
Used to select phone numbers that have been
stored in memory.
29 Flip Door Opening the flip door to the right enables to use
the control panel as a keyboard to program the
machine ID, ID na mes for th e phonebook , Email
†
addresses for Internet FAX
30 Used to select one touch numbers form 35 to 68
Shift
, etc.
and for case character changes on the letter
keyboard.
31 Used to program the Email addresses when
Email
†
programming the phonebook. Pressing this key
at transmission, the Email address can be
entered for Internet FAX
†
transmission.
32 Alphabetic
Keypad
Used to enter alphabetic characters while
programming the phonebooks, etc. More
information c an be foun d in the C hapte r 2 o f t he
System Administrator’s Guide on your
CD-ROM.
33 Used to enter alphabetic characters while
Int’l or
programming the phonebooks, etc. More
information c an be foun d in the C hapte r 2 o f t he
System Administrator’s Guide on your
CD-ROM.
†
Available as an optional upgrade.
3-10 WorkCentre Pro 665/685/765/785
Machine Overview
Direct Access Function Keys
The following table lists the Workcentre’s Direct Access Fun ction Keys
which are located in the left of the Control Panel. The Direct Access
Function Keys automate 14 of the most frequently used WorkCentre
features.
Direct Access Function Keys
Refer to the Table of Contents to locate specific function information.
Description Function
Prints a list of Transmission Communications, Receive
Activity
Phonebook
Confirm.
Tone
Dial
Communications, or both.
Prints a list of telephone/facsimile numbers stored in
memory. Available reports include Alphabet, Speed Dialing,
One Touch, and Group Dialing numbers.
Sets the Confirma tion rep ort opti ons for the c urrent jo b bein g
Faxed, Polled, or Broadcast.
Option to temporarily switch from pulse to tone dial (DTMF).
060-3
WorkCentre Pro 665/685/765/785 3-11
Machine Overview
Description Function
Charge
Code
Chain
Dial
Delay
Start
Line
Select
Cover
Sheet
Allows entry of a Charge Cod e at the time of dialing or duri ng
phonebook programming. Digits entered after this selection
are concealed.
Allows entries of manual, One Touch, and Speed Dial
numbers to be chained together for sequential dialing
operations.
Allows a job to begin at a later time (up to one month).
Allows you to select Line 1 or Line 2 for a communication.
Enables or disables the cover sheet option if the main menu
cover sheet option is On. If On is selec ted, the To: and From :
input is required.
Direct
Send
Priority
Resend
Mailbox
Menu Map
Transmits the document directly from the scanner instead of
scanning it into memory first.
Used to send the current job prior to any jobs reserved in
memory.
Used to resend a job that exceeded the redialing count and
has not been deleted.
Displays the menu to set up or modify the ITU-T mailbox
functions for communication to any compatible machine
using ITU-T standards for mailboxing.
Prints out a menu listing with the menu address numbers.
3-12 WorkCentre Pro 665/685/765/785
Machine Overview
Tones
The WorkCentre generates tones to indicate the operational status of
the machine.
• Single short tone — A confirmation tone. A short tone sounds
when a key is pressed or when an action completes successfully.
• Extended tone — Signifies an unsuccessful operation. An
extended tone (two to five seconds) occurs when a transaction
does not complete normally. The user must perform an action to
continue a process. Refer to the display messages in the System
Administrator’s Guide.
WorkCentre Pro 665/685/765/785 3-13
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