Xerox Phaser 3635MFP User Manual

							Xerox Phaser 3635 User Guide105
6  E-mail
This chapter contains information about the options available within E-mail.
When enabled, scanned images can be sent as an e-mail attachment to a specified e-mail 
recipient or recipients. Access to the E-mail features is gained using the Services Home 
button on the control panel.
The tabs available for selecting E-mail features are:
•E-mail on page 113.
•Advanced Settings on page 116.
•Layout Adjustment on page 118.
•E-mail Options on page 119.
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E-mail Procedure
This section describes the basic procedure for sending e-mails from the machine. 
Follow the steps below:
Load the Documents – page 106
Select the Features – page 107
Enter the Address Details on page 109.
Advanced settings on page 111.
Start the E-mail Job – page 111
Job Status Screen – page 111
Stop the E-mail Job – page 112
NOTE: If an authentication feature is enabled, you may need an account before 
using the machine. To get an account, or for more information, contact the 
System Administrator.
Load the Documents
You can load the documents to be e-mailed either on the Document Glass or 
through the Document Feeder.
For information on setting up the paper trays, refer to Setting up Paper Trays in the 
Setups chapter on page 179.
Document Feeder:
The following steps explain how to load documents using the document feeder: 
1.Before loading the documents into the document feeder, ensure they are in 
good condition and remove all staples and paper clips.
2.Insert the documents neatly into the 
document feeder, face up. The first 
page should be on top with the 
headings towards the left of the 
machine.
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L Up to 100 sheets of 20 
lb (80 g/m²
) bond paper can 
be loaded. Weight ranges 
from 12.5 lb to 28 lb (50 - 120 
g/m²
) - refer to Machine 
Specifications in the 
Specifications chapter on 
page 206. for full Document 
Feeder Specifications.
3.Place the stack in the middle of the guides aligning the left edge with the 
document feeder tray, and position the guides to just touch the edge of the 
documents.
Document Glass:
The following steps explain how to load documents using the document 
glass:
1.Raise the document feeder.
2.Place the document face down on the document glass, aligned with the tip of 
the registration arrow near the top left of the document glass.
3.Lower the document feeder.
1 Select the Features
Press the Services Home button and select E-mail from the displayed items. 
Various e-mail features can be selected for your e-mail job. The most common 
features are displayed on the E-mail screen.
1.Press the Services Home button on the control panel.
Registration 
Arrow
Services Home 
button
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2.Select E-mail on the touch screen. Ensure that the E-mail screen is displayed.
NOTE: If an authentication feature is enabled, you may need an account before 
using the machine. To get an account, or for more information, contact the 
System Administrator.
3.Press the Clear All button on the control panel to cancel any previous 
selections. The control panel returns to the default Entry screen.
4.Select the From: field on the touch screen. The Keypad screen will display. 
5.Enter your e-mail address as the Sender and select Save.
NOTE: If the E-mail feature is accessed via Authentication Mode, the sender's e-
mail address will be auto-filled. The sender may also search for their e-mail 
address via the Address Book. 
6.Select one of the following tabs for the feature required.
Fe a t u r eDescription
E-mail
Use the features on this tab to select the standard options 
for an e-mail job, e.g. address fields, subject lines, message 
body, etc.
Use this tab to enter the settings of the e-mail originals, e.g. 
color scanning, 2 sided originals, type, etc.
Advanced SettingsUse the features on this tab to access the advanced e-mail 
settings, e.g. image options, resolution, file size, etc.
Layout AdjustmentUse the features on this tab to adjust the layout, e.g. 
original size, edge erase, etc.
E-mail OptionsUse the features on this tab to select the file format, add a 
Reply To address or add an e-mail message.
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If necessary, select one of the tabs and configure the e-mail settings. For 
information on the individual tabs, refer to the following:
E-mail on page 113.
Advanced Settings on page 116.
Layout Adjustment on page 118.
E-mail Options on page 119.
2 Enter the Address Details
There are three methods to enter an e-mail address destination:
• Manually enter the e-mail address.
• Use the Address Book option to enter an e-mail address from the address book 
available on your machine. You do not need to enter the full name, and can 
search the address book on the first few letters.
•Use the .com key on the e-mail keypad
NOTE: The instructions for programming the .com key are in the System 
Administrator Guide.
To manually enter an e-mail address
1.From the E-mail screen choose the New Recipients button. The New 
Recipients keypad screen will appear.
NOTE: To show upper or lower case, accented characters or special characters 
select the Shift key on the Keypad screen. To change languages choose the 
Keyboard Layout key on the Keypad screen. 
2.Type in a valid e-mail address and select the Add button.
3.To add more recipients, repeat the previous step.
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4.To enter recipient address(es) as Copy (Cc:) or Blind Copy (Bcc:) addresses, 
select the To : button. Select either Cc: or Bcc: from the drop-down menu 
options.
5.When all recipient addresses have been added, select the Close button.
To enter a programmed recipient address using the .com key
The .com key is a programmable key that can hold full e-mail addresses (i.e. 
[email protected]) or partial e-mail address (i.e. xerox.com). 
1.From the New Recipient keypad screen select the .com key and select an 
address. 
2.To add the address to the recipient list, select the Add button. 
3.When all recipient addresses have been added, select the Close button.
To add recipient addresses using the Address Books 
1.From the E-mail screen choose the Address Book button. The New Recipient 
keypad screen will appear.
2.Enter the first few characters of the recipient's name or e-mail address and 
select the Search button. The Xerox device will return a list of names that 
match your entry.
3.Choose the desired recipient from the list returned and select the Add button.
4.When all recipient addresses have been added, select the Close button.
NOTE: If there are no matching entries:
1) Select the Address Book button to search the other address book. If one 
or more matches are found based on the search criteria, the matches 
display on the touch screen. 
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2) Use the up/down scroll buttons to locate the recipient. 
3) Select the recipient in the list and select the Add button. 
4) Repeat the above procedure to add more recipient addresses.
5) When all recipient addresses have been added, select the Close button. 
The entered e-mail addresses will be shown in the Address List. 
Optional information
From the E-mail screen, select Subject to add a subject line that will appear in the 
recipient’s e-mail inbox. Use the touchscreen keypad to enter the text.
Select Message to add a short message to accompany the scanned original. Use 
the touchscreen keypad to enter the text.
3 Advanced settings
For information on the advanced settings available on the individual tabs, refer to 
the following:
Advanced Settings on page 116.
Layout Adjustment on page 118.
E-mail Options on page 119.
4 Start the E-mail Job
Press the Start button. Each document is scanned only once and the machine 
sends originals as an e-mail attachment.
5 Job Status Screen
To display the progress of your e-mail job, press the Job Status button on the 
control panel.
The default Job Status screen displays all incomplete jobs, including the queued 
scan to e-mail job. If there are no incomplete jobs in progress, the message “No 
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Active Jobs” is displayed. For more information on the Job Status screen, refer to 
Job Status Screen in the Copy chapter on page 41.
6 Stop the E-mail Job
Follow the steps below to manually cancel an activated e-mail job:
1.Press the Stop button on the control panel to cancel the current e-mail job.
2.To cancel a queued job press the Job Status button on the control panel to 
display the Active Jobs screen.
3.Select the appropriate job from the queue.
4.Select Delete from the Job Commands list.
5.Select Confirm to delete the job or Cancel to return to previous screen.
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E-mail
The E-mail screen contains the basic information needed to send a document as 
an e-mail attachment.
The E-mail screen allows you to temporarily change the information relating to 
your original. Changing these settings allows you to achieve optimum scanning 
quality for each E-mail original.
Use the following options to enter recipient information.
From...This button provides information about the sender including the sender's e-mail 
address. Select the From... button to display the e-mail keypad to enter an e-mail 
address. 
NOTE: If E-mail is accessed via Authentication Mode, the information contained 
will be linked with the login name.
New RecipientsSelect the New Recipients button to enter one or more recipients for the e-mail 
attachment. Selecting the New Recipients button displays the e-mail keypad to 
enter an e-mail address.
OptionDescription
To :
Use the keypad on the touch screen to enter the e-mail address 
of the recipient.
Cc:Use the keypad on the touch screen to enter the e-mail address 
of the recipient you wish to be copied on the e-mail job.
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DetailsUse this option to view the details of the selected recipient. The information 
displayed is determined by how the address was originally added to the Address 
List, either from the Internal or Public Address Book, or entered manually.
Address BookThe Address Book contains a list of e-mail addresses and details that are relevant 
to your company and/or you. If configured, your machine is able to support two 
types of e-mail address books - Network and Public. When an entry is made in To..., 
Cc... or Bcc... the Address Book displays search results for one or both configured 
address books.
SubjectUse this option to add a new subject or edit the default e-mail subject. The subject 
is the title of the e-mail and not the text contained within the e-mail. The subject 
line can contain up to 50 characters and displays on the touch screen under the 
Subject button.
Output Color
Use this option to scan Black and White, Grayscale or Full Color originals.
2-Sided Scanning
This is used to specify whether 1 or 2 sides of your original will be scanned. You can 
also program the orientation for 2-sided originals. Bcc: 
Use the keypad on the touch screen to enter the e-mail address 
of the recipient you wish to be copied on the e-mail job, 
without their name being displayed on the e-mail.
OptionDescription
OptionDescription
Full Color
Use this option to scan a color original.
GrayscaleUse this option to scan an original with multiple shades of gray.
Black & WhiteUse this option to scan a black and white original.
OptionDescription
1 Sided Original
Use this option for originals that are printed on one 
side only.
2 Sided OriginalUse this option for originals that are printed on both 
sides.
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