Xerox Documate 3920 User Guide

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User’s Guide41
Setting the Default Copy Options
You can set the default copy options for the scanner. This way, whenever you want to scan to the 
printer, the most commonly used settings are already configured. Please refer to the previous section 
for the list of options you can set as a default. Note that the list indicates when a feature cannot be 
assigned a default value.
To access the Copier Default template from the scanner:
1. Press the Menu button on the scanner.
2. Press the Copier Default button on the LCD touch screen.
3. Change the settings as needed on the Basic, Image Edit, and Advanced Copy tabs. 
4. Press OK on the LCD screen to save these settings.
To access the Copier Default template from the scanner:
1. Input the scanner’s IP address in the URL field of your web browser, or open it from the Network 
Management Tool.
2. When the embedded web page opens, click on the Copier Default link on the left side of the page.
3. Change the settings as needed, and then click the Update button to send the changes to the 
scanner.
4. Power cycle the scanner. 
Please refer to Managing the Scanner Remotely on page 89 for detailed information about accessing 
and navigating the scanner options remotely. 
						

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User’s Guide 42
Information Messages When Copying
MessageAction
ADF paper emptyPress the OK button. Reload your documents into the auto document feeder and try 
again.
ADF cover openClose the ADF door and press the OK button.
Flatbed cover openClose the scanner lid. Remove any paper from the ADF and press the OK button.
Flatbed Light CheckPower cycle the scanner.
If the code still appears, contact your nearest dealer.
Calibration ErrorPower cycle the scanner.
If the code still appears, contact your nearest dealer.
Error_Flatbed Home 
PositionPower cycle the scanner.
If the code still appears, contact your nearest dealer.
Error_Pick Up Roller• If this occurs while previewing, split your multi-page document into smaller 
batches and try again. 
• If this occurs while scanning, the pick up roller may not work properly. Contact 
your nearest dealer for a replacement.
Home sensor errorPower cycle the scanner.
If the code still appears, contact your nearest dealer.
Lamp errorPower cycle the scanner.
If the code still appears, contact your nearest dealer.
ADF paper jamADF paper jam.
Open the ADF cover and remove the paper from the ADF.
If the code still appears, power cycle the scanner.
If the code still appears, contact your nearest dealer.
Lock errorScanning unit is locked.
1. Turn off your scanner.
2. Find the lock switch underneath the scanner lid, to one side of the flatbed glass, 
and unlock the machine. 
3. Turn the scanner back on.
4. If the code still appears, contact your nearest dealer.
Check printer cable or 
status1. Check if the printer cable has been correctly connected.
2. Check if the printer is turned on.
3. Restart the scanner and your printer.
4. If the message still appears, contact your nearest dealer.
Detect printer error1. Turn off the scanner.
2. Turn off the printer.
3. Turn on the printer.
4. Turn on the scanner.
Paper size not supportedPlease set the supported paper size to the tray of the printer. HLT and * are not sup-
ported. 
						

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User’s Guide43
Copy Specifications
Copy PortUSB 2.0 Host Rev 2.0
Printer LanguagePCL5c. PCL5e
Multi-Copy Speed
      Speed mode32 CPM(type B) (copies per minute)
Multiple Copies (Copy count)Up to 99
Copy Print Resolution600 x 600 dpi
Original SizeADF Scans—U.S. Legal size 8.5”x14”
Flatbed Scans—Maximum 8.5”x11.7”
Copy SizeUp to Legal
Density Control1~7 levels (lightest to darkest)
Va r i a b l e25% ~ 400%, in 1% increments
Paper SupplyA4, U.S. Letter, A5, B5, U.S. Legal 
Scaling Option100%(Default)
70% (A4->A5)
78% (Legal->Letter)
86% (A4->B5)
115% (B5-> A4)
127% (Letter-> Legal)
141% (A5-> A4)
98% (Fit to Page)
Edge Erase0/ 6/ 13/ 19/ 25 mm
Margin Shift (right, bottom)0/ 6/ 13/ 19/ 25 mm
Paper saving (N-Up)1 in 1, 2 in 1, 4 in 1 (landscape), 4 in 1 (portrait)
CollateSort/Stack
Duplex1–1 / 2-1
Orientation for DuplexLong Edge to Long Edge, Short Edge to Long Edge 
						

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User’s Guide 44 
						

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User’s Guide45
4E-mail
This chapter includes:
•Scanning to E-mail on page 46
•Scan Options for E-mailing on page 48
•Setting the Default E-mail Options on page 52
•Using the Address Book on page 53
•Information Messages When E-mailing on page 54
•E-mail Specifications on page 56
When connected to an ethernet network and an SMTP server, the scanner allows you to transmit 
documents to your e-mail as an attachment. With a touch of the e-mail key and the selection of your 
recipients' e-mail addresses, the documents are first scanned and converted into an image file, and 
then transmitted to remote recipients within minutes. 
To use the E-mail option, the scanner must already be set up to work on the network, and have the Mail 
Server options configured in the scanner. Please refer to the Scanner Setup chapter for further details 
on Adding the Scanner to the Network and Adding the Email Server Information. 
						

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User’s Guide 46
Scanning to E-mail
1. Place your document face up in the ADF or fa c e  d ow n on the flatbed glass.
2. Press the E-mail button on the scanner. 
3. The LCD screen displays the E-mail options.
4. Press anywhere in the To field to show the soft-keyboard on screen so you can input destination 
E-mail address(es). Press the Cc or Bcc buttons to input E-mail addresses for those fields.
5. Press Return on the soft-keyboard to return to the main E-mail screen.
Instead of inputting the E-mail address manually, you can select email address(es) from the 
scanner’s address book.
1. Touch the Address Book icon on the E-mail main screen.  
						

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User’s Guide47
2. The following Address Book screen displays.
3. Touch an e-mail address to select it. The selected one will be highlighted. (You can touch 
another address for multiple selections.) 
4. Touch OK to return to the E-mail main screen.
6. Select the options you want to use for the documents you are scanning on the Basic, E-mail 
Options, and Scan Options tabs.
Note that any settings you change here are not permanently saved. The next time the email 
function is used, the default email options will be displayed in the LCD screen. 
The next section describes each feature in detail.
7. Press the B&W or Color button on the scanner to start scanning. 
Note that if Multi-Level(gray) is enabled, on the Scan Options tab, pressing the B&W button on 
the scanner will send a grayscale image.
The scanner starts scanning and sends the image to the email address you specified.
NOTE: 
• If you make a mistake during the process, press the Stop button on the scanner to cancel the 
scan.
• The scanner allows you to send the scanned documents to multiple e-mail addresses. After 
inputting the first e-mail address, simply press the enter key, on the soft keyboard, to type 
another address in the next line.
• Up to 64 characters can be entered in the File Name of Attachment, “To”, “From”, “Reply to”, 
“Subject”, and the “Text” fields.
• If you wish to scan a multi-page document and convert it to a single image file, choose your 
output file format to be MTIFF or PDF.
• If you want to scan multiple pages from the flatbed, or more than one set of 50 pages from the 
ADF, press the Bind button first. After the first flatbed or ADF scan finishes, you will be prompted 
to bind to the next scan. Place the next page on the flatbed, or document batch in the ADF, and 
press Bind to continue. After you are done scanning all pages in the document, choose End to 
close the dialog box. 
						

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Scan Options for E-mailing
Basic Settings
OptionDescription
To / Cc / Bcc
(A default value cannot 
be assigned)Select To, Cc, or Bcc, then press anywhere in the field to open the soft keyboard so you 
can enter the destination email address. 
Address Book Icon
(A default value cannot 
be assigned)Press the address book icon to show the address book on the LCD screen. Select the 
email address from the list that you want and then press OK.
SubjectPress anywhere in the field to display the soft keyboard. Input the subject you want to 
have in the email message, then press Return to return to the email options screen. 
You can input a maximum of 64 characters for the subject field.
Original Doc.Press the button, on the LCD panel, repeatedly to cycle through the three options.
•Simplex: If your original is a single-sided document, choose Simplex to scan your 
documents only on one side.
•Duplex(long): If your original is a double-sided document which is bound along 
the long edge of paper, choose Duplex(Long) to scan your document on the 
front and the back side. 
•Duplex(short): If your original is a double-sided document which is bound along 
the short edge of paper, choose Duplex(Short) to scan your document on the 
front and the back side.
ResolutionChoose your default resolution for the scanned document. The higher the resolution, 
the greater the detail for the scanned image. High resolution settings take longer to 
scan and produce larger file sizes.
Choices are: 
•75 / 100 / 150 / 200 / 300 / 400 / 600 dpi
Note: If you are scanning duplex (two-sided) paper, the resolution for color or gray 
scanning have a maximum option of 300 dpi. 
						

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E-mail Options
Paper SizeSelect the size of the paper you are scanning from the list. 
Choices are: 
•A4 / Letter / A5 / B5 / Legal
Note that Legal size is available only when scanning from the ADF.
Image DensityThe image density can be adjusted within a range of 7 levels using the control panel 
or from the scanner's Web Page. Increasing the value makes your scanned image 
darker and decreasing the value makes your scanned image lighter.
Bind
(A default value cannot 
be assigned)Multi-batch document scanning from the ADF or Multi-page scanning from the flat-
bed can be enabled. Press the Bind button when you want to scan more than 50 
pages from the ADF or more than one page from the flatbed. After scanning the 1st 
batch or 1st page, a dialog box will pop up asking if you wish to Bind or End. Choose 
Bind to scan the next batch or page or choose End to stop scanning. 
OptionDescription
File Name of Attach-
mentThe file name of your scanned document without a file extension. If you have not 
entered a value in the box, the system will set a default file name. 
From
(A default value cannot 
be assigned)Enter the “From” address of your outgoing e-mail from the scanner. If an e-mail can 
not be sent, notification is returned to this address. If the administrator has not set 
the device’s e-mail account in the Mail Server settings, you can enter the e-mail 
address here. This is the “From” address in your e-mail when you receive an email from 
the scanner. 
Reply To
(A default value cannot 
be assigned)Enter a “Reply to” address if you want to specify a reply address that is different from 
the “From” address. Up to 60 characters can be entered in the field. To enter the 
address, you can touch anywhere on the “Reply To” field to bring up the soft keyboard 
to type the address.
Te x t
(A default value cannot 
be assigned)Type your e-mail message here. To enter the text, you can press anywhere on the 
“Text” field to bring up the soft keyboard to type the text. 
File SeparationLimit the file size of the attachment of each outgoing message to avoid the size limi-
tation of SMTP servers. 
Choices are: 
•1MB / 3MB / 5MB / 10MB / 30MB / Unlimited
OptionDescription 
						

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Scan Options
Add Text File
(A default value cannot 
be assigned)Select this option to have a log file (*.log) attached to the email message. This log file 
describes the scanned image attachment (resolution, color mode, file format, page 
numbers, and so on.) 
OptionDescription
ColorColor documents to be sent via E-mail from the scanner.
Options:
1. File Format: PDF, JPEG, TIFF, MTIFF (Multi-page TIFF)
Note: Choose MTIFF or PDF when you need to scan multi-page documents and 
convert it to a single image file.
2. Compression Level: Low, Medium, High
(If TIFF or MTIFF is selected as a file format, the compression Level is defined as 
Raw only.)
Black&White Multi-Level (Gray): Choose “ON” if you wish to make gray copies or OFF to make a 
B&W (single-bit) copy. 
• If you choose ON from Multi-Level (Gray), the file formats include PDF, JPEG, 
TIFF, and MTIFF. If TIFF or MTIFF is selected as your file format, the 
compression Level is limited to Raw only. 
• If you choose OFF from Multi-Level (Gray), the file formats include PDF, TIFF, 
and MTIFF. The compression Level of MTIFF or TIFF includes G3, G4, and Raw.
Options:
1. Multi-Level (Gray): ON, OFF
2. File format: PDF, TIFF, MTIFF(Multi-page TIFF)
3. Compression Level: Low, Medium, High
File Formats
PDFPDF (Portable Document Format) is a very popular file format used by Adobe. You can 
view PDF files using Adobe Acrobat or Adobe Reader.
TIFF/MTIFFTIFF (The Tagged-Image File Format) is a flexible bitmap image format supported by 
virtually all paint, image-editing, and page-layout applications. Also, virtually all desk-
top scanners can produce TIFF images.
JPEGJPEG (Joint Photographic Experts Group) compression provides the best results with 
continuous-tone color and the smallest file size.
OptionDescription