Xerox Documate 3920 User Guide

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User’s Guide71
Fa x  O p t i o n s
RedialSets the number of redial attempts if the number dialed is busy. 
Choices are: 0, 1, 2, 3, 4, 5, 6, 7, 8, 9, 10 (The Redial value 0 indicates no redial.) 
Redial IntervalThe redial interval setting selects the number of minutes between each redial if the 
number dialed is busy. 
Choices are: 1, 2, 3, 4, 5, 6 minutes
Ring ResponseLets you set the number of times the phone rings before the fax answers. 
Choices are: 1 ring, 5, 10, 15, 20 seconds
Sound VolumeUse the arrow keys to adjust the sound volume during fax communication. 
Choices are: 0, 1, 2, 3
OptionDescription
Add Phone #Choose ON then the new fax number will be automatically included in the Phone 
Book after sending the fax finishes. 
Choices are: ON, OFF 
Transmission ReportSelect this option if you want to print the fax transmission report. This report lists the 
time and date of transmission and whether the transmission was successful (OK). If 
you select Yes, a report will be printed after each transmission. If you select Error, the 
report will only be printed when a fax fails to transmit. 
Choices are: Yes, No, Error only
Fit to PageChoose Enable to have incoming faxes scaled down to fit on the printer paper. If this 
setting is disabled, an incoming fax image that is larger than the printer paper is split 
across multiple pages. 
Choices are: Enable, Disable
Detect Dial ToneChoose Enable to allow this scanner to wait for and detect a dial tone before proceed-
ing with dialing. If you are using the scanner on the same line as your phone, turn on 
the detect dial tone setting. This will prevent the scanner from sending a fax while 
someone is on the phone.
Choices are: Enable, Disable
Detect Busy ToneChoose Enable to allow this scanner to detect a busy tone when sending a fax. 
Choices are: Enable, Disable
(The default setting varies based on country code.)
OptionDescription 
						

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Cancel Fax Jobs
Manual ReceiveChoose Enable to use the Manual Receive fax function or Disable to use the auto 
receive fax function. When Manual Receive is enabled, and there is an incoming fax, 
and the machine starts ringing you need to press the Start button, in the Fax working 
mode, to receive and print the fax.
Choices are: Enable, Disable
ECM ModeChoose Enable to use “ECM Mode”. The Error Correction Mode function helps this 
scanner to improve communication in areas where telephone line conditions are poor.
Choices are: Enable, Disable
Printing SizeSelect the size of the paper in the printer you have attached for the faxes you receive.
Report PrintYou can print the following types of reports:
•Activity Report: Select to print a report showing the latest record, of up to 50 
communications, between the sending and receiving fax machines. (The default 
setting is to print a record of every 50 communications between sending and 
receiving fax machines.) The report may contain information and results which 
are useful for troubleshooting problems.
•Broadcast Report: Select to print the group transmission report.
•Transmission Report: Select to print the latest transmission report, to check if 
the transmission result is successful, disregarding which selection you have 
chosen in the Transmission Report option.
OptionDescription
DeleteIf you want to cancel a previously set delayed fax, touch the Cancel Fax Job tab to dis-
play the Cancel Fax Job screen. Touch the fax job you want to cancel and then touch 
the Delete button to cancel the fax job.
OptionDescription 
						

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Configuring the Fax Settings Remotely
Open your web browser and type in the scanner’s IP address in the URL field, then press enter on your 
keyboard. The web page will connect and display the scanner’s embedded web page in the browser 
window. 
Click on the Fa x  S e t t i n g s link on the left side of the page to open the window for configuring the Fax 
options.
• Click on the down arrow next to Add Phone # and select On or Off from the menu. 
When this option is turned on, any phone number that is input at the scanner is automatically 
added to the scanner’s phone book when sending is complete. 
Note that this is the only Fax Setting option that is not available from the LCD touch screen. All 
other options in this window are accessible from the scanner and are described, in detail, in the 
previous section.
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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Scanning to Fax
1. Place your document face up in the ADF or fa c e  d ow n on the flatbed glass.
2. Press the Fax button on the scanner. 
3. The LCD touch screen displays the Fax options.
4. Enter the fax number with the numeric keypad on the control panel.
5. You can also select multiple fax numbers at one time. To enter the next fax number, press the 
Down-arrow key, at the right of the Phone Number field, after finishing entering the first fax 
number.
6. Instead of inputting the phone number manually, you can select phone numbers from the 
scanner’s phone book. 
						

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• Touch the Phone Book icon on the Fax main screen. 
• The following Phone Book screen displays.
• Touch an option to select it. The selected one will be highlighted. (You can touch another 
number for multiple selections.) 
•Touch OK to return to the Fax main screen.
7. Select the options you want to use for the documents you are scanning on the Basic and More 
Settings tabs.
Note that any settings you change here are not permanently saved. The next time the fax 
function is used, the default fax options will be displayed in the LCD screen. 
The next section describes each feature in detail.
8. Press the B&W button on the scanner to start scanning. 
The scanner starts scanning and sends the image as a fax to the number you specified. 
						

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User’s Guide 76NOTE: 
• If you make a mistake during the process, press the Stop button on the scanner to cancel the 
scan.
• Up to 20 characters can be entered in the Fa x  N u m b e r field and some characters such as “-” and 
“P” (a 2-second pause) are supported.
• When entering a phone number from the numeric keypad, include any PSTN access number 
(number to access the public telephone line, usually a 9 or 0), area codes, and the telephone 
number.
• The machine allows broadcast faxing. This means it allows you to send the scanned documents 
to multiple fax numbers. After entering your first fax number, press the Down Arrow button on 
the LCD-screen to enter your next fax number in the next line. Up to 200 fax numbers can be 
entered and broadcasted at one time. 
• 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 Faxing
Basic Settings
OptionDescription
Phone number field
(A default value cannot 
be assigned)Use the numeric keypad on the control panel to input the phone number you want to 
receive the fax. Press the up or down arrow button, next to the field, to input or view 
additional numbers.
Phone Book Icon
(A default value cannot 
be assigned)Press the phone book icon to show the scanner’s phone book on the LCD screen. 
Select the phone numbers from the list that you want and then press OK.
Original Doc.
(A default value cannot 
be assigned)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.
QualitySet default quality type.
Choices are: Standard, *Fine, Extra Fine, Photo 
•Standard (200 x 100 dpi): Suitable for most typed originals.
•Fine (200 x 200 dpi): Good for small print.
•Extra Fine (200 x 400 dpi): Good for small print or artwork and transmits slower 
than Fine resolution.
•Photo (200 x 200 dpi): Use when the original has varying shades of gray. 
Note: Faxes are sent in the specified resolution if that resolution is supported by the 
receiving fax machine.
Paper SizeSelect the size of the paper you are scanning from the list. 
Choices are: 
•A4 / Letter / Legal
Note that Legal size is available only when scanning from the ADF. 
						

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More Settings
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.
OptionDescription
Send Later (Date/
Time)
(A default value cannot 
be assigned)Enter the specific date and time you wish to send the fax via the soft keyboard. This 
frees you from the need to manually start the transmission.
Polling ReceptionSets the default status of polling reception. Choose ON to use the scanner to poll 
other machines. Polling is the process of retrieving faxes from another fax machine.
Overseas ModeSets the default overseas mode. Choose ON to avoid transmission problems when fax-
ing overseas.
OptionDescription 
						

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Setting the Default Fax Options
You can set some default fax options for the scanner. This way, whenever you want to scan and send a 
fax, 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 Fax Default template from the scanner:
1. Press the Menu button on the scanner.
2. Press the Fa x  D e fa u l t button on the LCD touch screen.
3. Change the settings as needed on the Fax Default screen. 
4. Press OK on the LCD screen to save these settings.
To access the Fax 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 Fa x  D e fa u l t 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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Using the Phone Book
The scanner has an internal phone book that can store up to 200 phone numbers. Touch the Phone 
Book icon on the Fax main screen to display the Phone Book screen.
• Touch a name or a group shown in the screen. Touch another phone number or group to send the 
fax to multiple people or groups.
• If the receiving name of the phone number group does not appear on the screen, you can find the 
name by touching the Characters button for a quick search.
• Or you can touch the Frequent or the Recent button to show the 10 most frequently used or 10 
recently used names of phone numbers or groups.
Managing the Fax Phone Book
With the Fax Phone Book, you can send your scanned documents simultaneously to multiple fax 
machines at one time. The Fax Phone Book allows you to create up to 200 phone numbers and 20 
phone groups.
You can manage the phone book locally at the scanner, using the control panel and LCD touch screen, 
or remotely using the embedded web page phone book. You will need the scanner’s IP address to 
access it through the Network Management Tool or web browser.