Xerox Phaser 3635MFP User Manual

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Xerox Phaser 3635 User Guide175
Select the On button to enable this feature.
Select the Off button to disable the feature.
If this feature is enabled, you will receive a popup while faxing a document, 
requiring you to confirm if you want the fax sent immediately.
Dial Tone VolumeWhen the Audio Line Monitor has been enabled, the dial tones are audible when 
faxing. Use the scroll buttons on the Dial Tone Volume screen to select a dial tone 
volume setting (from 1 - 7).
Transmission
Header TextThe Transmission Header Text screen allows you to input details that will appear 
on the header of all outgoing faxes.
Fax Country Setting
From a list of options, select the country in which the machine is installed. This 
enables the fax modem settings to match the telephone system of the country. 
Tools > User Interface > Fax Service Settings > Fax Country Setting 
Receive Defaults
The various options in the Receive Defaults section enable you to customize the 
way faxed documents are received.
Tools > User Interface > Fax Service Settings > Incoming Fax Defaults
Auto Answer DelayThis tool enables the machine administrator to set a delay time before the 
machine responds to a call. This is particularly useful if the machine is attached to 
a shared phone line. 
The default answer delay is 1 ring. To delay the pick-up, enter a number between 
1 ring and 7 rings using the keypad. Select the Save button to save the setting.
Ring VolumeThis feature enables the user to hear a ringing tone from the machine when an 
incoming fax is being received.
If you do not want to hear a ringing tone when the machine receives an incoming 
fax, select the Off button. If you want to hear a ringing tone when the machine 
receives an incoming fax, select the On button. When the feature is on, you can 
adjust the volume of the ringing tone by selecting a High, Medium or Low setting.
Auto ReductionWhen receiving a fax that is longer than the selected paper, the machine can 
automatically reduce the document to fit the paper. To do this, the Auto Reduction 
feature must be enabled. Select On or Off as needed. 
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If Auto Reduction is off, when receiving a document that is longer than the 
selected paper, any image at the bottom of the paper will be discarded according 
to the Discard Size setting. The Discard Size can be set between 0-30mm.
Receive HeaderSelect Enable to have a time stamp, page number and number of the sending fax 
machine printed at the top of all received fax jobs.
Fax Receive TraySelect from either Tray 1, Tray 2 or the Bypass Tray to use for incoming fax 
transmissions.
Default Output
OptionsDepending on the output device fitted, you will be able to duplex your incoming 
faxes. This utility is used to enable the output options you require for all your 
incoming faxes. 
Select the Duplex button, then select the On button. 
E-mail / Fax forwardThis feature allows incoming or outgoing faxes to be automatically forwarded to 
another recipient, either fax or e-mail. More Fax Forward features are available via 
CentreWare Internet Services.
Forward to E-mail
Select either Forward Transmitted Faxes, Forward Received Faxes or Forward 
All.
Select either Output Format pdf or Output Format TIFF.
Enter forwarding E-mail address and Save settings.
Fo r wa rd  t o  Fa x
Select either Forward Transmitted Faxes, Forward Received Faxes or Forward 
All Faxes.
Enter forwarding fax number and Save settings.
Secure ReceiveFor added security, this feature enables the machine administrator to control 
when and how your incoming faxes are printed. 
To print a fax on receipt, the Secure Receive feature must be Off. Select the On 
button to hold the incoming fax until a passcode is used.  Print on Passcode 
settings can be changed using the number keypad. Touch Save to confirm 
changes.
When a  fax is received, the screen will prompt you to insert a four digit passcode 
number (the default setting is 1111). This number will then be used by the user to 
release incoming faxes from the print queue.
Junk Fax PreventionThis tool enables the machine administrator to prevent the receipt of unwanted 
(junk) faxes. 
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The default selection for Junk Fax Prevention is Off so there is no filtering of 
incoming faxes. Select the On button to switch on the feature. With the feature 
switched on, the machine will block ALL incoming faxes listed in the Junk Fax 
Numbers list.
Junk Fax Numbers List
To add a number to the list touch an empty list location to highlight it and then 
touch the Edit List button.
Input the last 7 digits of the number you wish to block using the keypad and then 
select the Save button. 
Repeat this process for all the numbers you want to block up to a maximum of 10 
numbers and then select the Save button.
To delete a number from this directory, touch the line number to highlight it, then 
select the Edit List button. Press C (Clear) on the keypad to clear the number and 
then select the Save button.
Receive ModeThis feature allows you to switch between Telephone, Answering Machine/Fax and 
Fax receive options.
Te l e p h o n e
Use to operate in manual mode. When a call is received, pick up the external phone 
handset. If a fax tone can be heard, press Start and replace the handset.
Fa x  
The machine answers the incoming call and immediately switches to fax receive 
mode.
Answering Machine/Fax
Use if attaching an answering machine to the machine.  If the machine detects a 
fax tone, it switches to fax mode automatically.
Remote CodeWhen enabled, enter the external phone key (0-9) to start the fax receive.
Secure PollingThe machine can be programmed to send documents in the user’s absence when 
polled. When enabled, a Polling Passcode is required to access the documents 
stored for Secure Polling.
Add, Delete or Save passcodes to the Polling Passcodes list. 
Retained Documents Policy
Tools > User Interface > Fax Service Settings > Documents Received in Mailbox
The Retained Documents Policy feature allows the machine administrator to 
specify the period of time that faxes will be held in the machine memory once they 
have been printed from a mailbox or sent to a polling recipient. 
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A different time period may be specified for documents received in mailboxes and 
for documents stored for polling (whether in general memory or a private mailbox). 
Choose the appropriate option and select whether to Delete on Print or Keep.
Mailbox Setup
Tools > User Interface > Fax Service Settings > Mailbox Setup
The Mailbox Setup feature allows the System Administrator to edit the mailbox id, 
passcode and name. The System Administrator can also enable or disable the 
Mailbox Notification feature that sets whether a user receives fax notification or 
not.
Line Configuration
The fax option supports one analogue telephone line.  This feature enables the 
System Administrator to configure the fax lines for PSTN (Public Switching 
Telephone Network) systems. Set the dial type of the line to either Tone or Pulse. 
Enter the Fax Number and Machine Name (a friendly or easy-to-remember fax 
name).
Tools > User Interface > Fax Service Settings > Line Configuration
Fa x  Re p o r t
This facility allows you to enable the Always Print and Print on Error features for 
the reports below. An Auto-Print feature can be used for the Transmission/
Receive Report.
Tools > User Interface > Fax Service Settings > Fax Report
•Transmission/Receive Report: Reports details on recently transmitted or 
received faxes.
•Confirmation Report: Reports transmission status and can be printed after 
every transmission or only when a transmission error occurs.
•Broadcast Report: Reports the success or failure of a fax sent to several 
destinations and can be printed after every transmission or only when a 
transmission error occurs.
•Multipoll Report: Reports the success or failure of a polled fax to several 
destinations and can be printed after every transmission or only when a 
transmission error occurs.
Error Correction Mode
This mode compensates for poor line quality and ensures accurate, error-free 
transmission with any other Error Correction Mode equipped fax machine.  
However, if the line quality is poor, the transmission time may be increased when 
this mode is enabled.
Tools > User Interface > Fax Service Settings > Error Correction Mode
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Setting up Paper Trays
Paper Settings
Default Stock
The Default Stock settings allows the programming of the default paper type and 
color. Typically, this is the most common stock that will be used in the machine and 
is the stock that the machine will feed if a specific stock type is not selected. 
Tools > Paper Tray Management > Paper Setting > Default Stock
Paper Substitution
This feature enables the machine to automatically substitute common US and 
metric paper sizes when printing.
If the feature has been turned off, the machine will hold the job and indicate that 
the appropriate paper size should be loaded. If this feature is set to On, the 
machine will automatically substitute the sizes shown on the screen below.
Tools > Paper Tray Management > Paper Setting > Paper Substitution
Default Paper Size
The Default Paper Size settings allows the programming of the default paper size. 
Set the default size to either 8.5 x 11" (refers to Letter and Legal sizes) or A4 (297 
x 210mm). 
Tools > Paper Tray Management > Paper Setting > Default Paper Size
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Tray Settings
Auto Tray
When the On button is selected, the Auto Tray feature automatically selects the 
paper tray loaded with the paper size closest to the original document.  This can be 
overridden on the Basic Copy screen by manually selecting the required tray.
When the Off button is selected, the Auto Tray button is disabled on the Copy 
screen. The tray selection defaults to Tray 1. 
Tray Confirmation Messages
This feature enables the Tray Confirmation message on the display screen. The 
Tray Confirmation message appears when new stock is loaded into the paper trays. 
The user must confirm the paper size and paper type of the new stock.
Tools > Paper Tray Management > Tray Setting > Tray Confirmation Messages
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Machine Presets
Basic Copying Presets
This feature defines the 2 default reduction or enlargement ratios (refer to the 
Reduce/Enlarge Presets topic) that appear in the Reduce/Enlarge panel of the Copy 
screen.
Tools > User Interface > Copy Service Settings > Basic Copy Preset
Reduce/Enlarge Presets
This feature enables the machine administrator to set the 6 default reduction or 
enlargement ratios.
When the Reduce/Enlarge Presets window opens, the default reduction and 
enlargement ratios are displayed. These ratios produce a proportional reduction or 
enlargement of the image. To change one of the preset ratios, touch the 
appropriate preset window and use the keypad to type in the required value. 
The common values show the most frequently used presets depending on the 
market region. For example, in the image below, the values used in the UK market 
are depicted.
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Tools > User Interface > Copy Service Settings > Reduce/Enlarge Preset
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Change Default Settings
Changing the user defaults to reflect the needs of the users will make the machine 
more user-friendly, increasing effectiveness and productivity.
Set (Power Save) Duration Times
This utility enables the System Administrator to modify the default 30 minutes the 
machine will spend between standby and low power modes.
The machine is designed to be energy efficient and will automatically reduce its 
power consumption after periods of inactivity. 
To change the elapsed time for the machine to go from Standby Mode to Low 
Power Mode, select the appropriate time frame, e.g. after 5 minutes duration, after 
45 minutes duration, etc. 
Select the Save button to confirm the change.
Tools > Device Settings > General > Energy Saver
Entry Screen Default
This feature enables the machine administrator to set which screen the user sees 
first.
The Entry Screen appears when the machine resets selections after a user has 
completed a job, or after the Clear All button is pressed. The available options are 
Features, Job Status, Machine Status and All Services. To set one of the options, 
touch the appropriate button and then select Save.
Tools > User Interface > General > Screen Defaults > Entry Screen Default
Job Status Default
Use this feature to set the default screen when the user presses the Job Status 
button to the left of the UI. For a full list of available screens, refer to Job Status 
Screen in the Copy chapter on page 41.
Tools > User Interface > General > Screen Defaults > Job Status Default
Feature Default and Priority
Use this feature to change the priority of the Copy, ID Card Copy, Network 
Scanning, Fax and E-mail features.
The highest priority service will be displayed as the default service on the machine. 
Any remaining services will be accessible through the Services Home button.
Tools > User Interface > General > Screen Defaults > Feature Default and 
Priority
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Language Default
Use this feature to set the User Interface language.
Tools > Device Settings > General >Language > Default and Priority
Audio Tones
Use this feature to enable or disable one of the following audio tones:
When enabled, the tones can be set to either low, medium or high. Select the Test 
button to test the tone volume. Select Save to confirm the settings.
Tools > User Interface > General > Audio Tones
To n eDescription
Fa u l t  To n e
Sounds when there is a fault on the machine.
Conflict ToneSounds when there is a system setting conflict.
Selection ToneSounds when a button is selected.
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