Xerox Printer/Fax/Scanner/Copier WC5230 Bedienungsanleitung

Quick Scan Features

Setup Guide

This guide includes instructions for:

Scan to E-mail Setup on page 1

Scan to Mailbox Setup on page 6

Network Scanning Setup on page 9

Scan to PC Setup on page 12

Some models need to have optional kits installed to use these scan features, and some models

do not support some of the scan features. For details, contact the Xerox Welcome Center.

Scan to E-mail Setup

Hard copies can be scanned at the machine and sent to remote clients as E-mail attachments

in TIFF, PDF, XPS, or JPEG* format. SMTP and POP3 mail servers are used to send and

receive E-mail respectively.

*: The JPEG file format is supported by the WorkCentre 5225A/5230A only.

See also:

System Administration Guide: Contains details about E-mail setup.

XE3024EN0-2

Scan to E-mail Setup

Prerequisites for Scan to E-mail Setup

Confirm that:

1. An existing operational network using TCP/IP is available.

2. DNS and the Domain Name settings for the network have been correctly set up for the

machine.

3. The machine has been set up with DNS (if you will be entering the Host Name of the

SMTP server into the machine).

* Only if the SMTP server requires login and password for authentication.

Data to Setup E-mail Install Requirement Comments

SMTP mail server Host

Name or IP address

Required If using an external mail

server, your Internet Service

Provider will provide you

with the mail server name or

IP address.

SMTP login/password Required*

WorkCentre E-mail address Required This E-mail address will fill

in the "From" field on the E-

mails sent from the

machine.

Local E-mail addresses Optional A Local Address Book can

be created to store E-mail

addresses.

LDAP server address can

be enabled

LDAP Host Name Displays only E-mail

addresses on the corporate

(LDAP) internal address

book.

Scan to E-mail Setup

Procedure for Scan to E-mail Setup

1. Press the <Log In/Out> button, then type the login ID “11111” and select [Enter].

2. Press the <Machine Status> button, then select the [Tools] tab.

3. Select [System Settings], then select [Connectivity & Network Setup].

4. Select [Port Settings].

5. On the [Port Settings] screen, scroll to and select [Send E-mail] and then select [Change

Settings].

6. On the [Send E-mail] screen, select [Port Status] and select [Change Settings].

7. On the [Send E-mail Port Status] screen, select [Enabled] then select [Save].

8. Select [Close].

9. On the [Port Settings] screen, scroll to and select [Receive E-mail], then select [Change

Settings].

10. On the [Receive E-mail] screen, select [Port Status], then [Change Settings].

11. On the [Receive E-mail Port Status] screen, select [Enabled], then [Save] and [Close].

12. On [Port Settings] screen, scroll to and select [E-mail Notification Service], then select

[Change Settings].

13. On the [E-mail Notification Service] screen, select [Port Status], then [Change

Settings].

14. On the [E-mail Notification Service - Port Status] screen, select [Enabled], then [Save].

15. Select [Close] until the [Tools] tab screen is displayed.

Scan to E-mail Setup

Procedure for Configuring the Outgoing E-mail Settings

1. From a workstation, open up a web browser (such as Internet Explorer), and then enter

the IP address. If connected properly, you should see the CentreWare Internet Services

web page for your machine.

2. Set up the SMTP server configuration via CentreWare Internet Services:

a. Click the [Properties] tab.

b. On the [Configuration Overview] screen, click [Settings...] for [E-mail] (in the

[Services] area).

c. Click [Configure...] for [SMTP Server].

d. Enter the [SMTP Server IP Address / Host Name & Port] (the default is port 25).

e. Enter the [Machine’s E-mail Address].

f. Select a [Login Credentials] type, if required.

g. Enter [Login Name] and [Password] to be used for credentials, if required.

h. Click [Apply].

i. Enter user name/passcode (Default user name is “11111” and passcode is “x-

admin”).

j. Click on [Reboot Machine].

3. From the machine, load a sample document into the document feeder.

4. Press the <All Services> button.

5. Select [E-Mail].

6. Select [New Recipients].

7. Use the touch screen keyboard to enter an E-mail address.

8. Select [Add], when list is complete select [Close].

9. Press the <Start> button.

10. Verify that the recipient received the E-mail with the document attached.

Scan to E-mail Setup

Scan to E-mail Troubleshooting

For internal corporate mail servers, substitute the word “Corporate” for “ISP” in the

following troubleshooting table.

Symptom Possible Cause Resolution/Validation

SMTP error at

multifunction

machine

Incorrect Mail Server or

Host Name

Validate that the correct ISP mail

server name has been entered in

the SMTP Host Name field.

Incorrect settings in

Microsoft Outlook Express

Verify that you can access the ISP

mail server from within Microsoft

Outlook Express and that all

settings are correct.

Incorrect multifunction

machine E-mail address

entered

Verify that the machine is using the

correct E-mail address in the

From: field. The E-mail address

must match what the ISP's mail

server is expecting.

ISP requires SMTP

authentication to their mail

server

Check with your ISP to determine

if this is a requirement. If so,

enable SMTP authentication for

the multifunction machine via

CentreWare Internet Services.

ISP does not allow mail on

the standard port number

Check with your ISP to determine

if this is the problem. Ask if they

can accept mail on another port

number. If so, change the SMTP

port number for the multifunction

machine via CentreWare Internet

Services.

ISP requires login to the E-

mail account via Microsoft

Outlook Express before

allowing mail to be sent

Check with your ISP to determine

if this is a requirement. If so, login

to the Microsoft Outlook Express

account, and then try sending the

E-mail. If this is successful, you

can set Outlook Express to check

E-mail every 5 or 10 minutes for

the multifunction machine's E-mail

account.

Scan to Mailbox Setup

This feature allows documents to be stored in a mailbox for future processing. Scan to

Mailbox can be set up using the machine control panel or a network computer through the

CentreWare Internet Services webpage. Instructions for each method are shown.

See also:

System Administration Guide: Contains details concerning Network Scanning setup.

Prerequisites for Scan to Mailbox Setup

Confirm that:

1. An existing operational network utilizing TCP/IP is available.

Procedure for Scan to Mailbox Setup through the Control Panel

1. Press the <Log In/Out> button.

2. On the keypad enter “11111” or the current user ID. Select [Enter] when finished.

3. Press the <Machine Status> button on the control panel.

4. Select the [Tools] tab.

5. Select [Setup].

6. Select [Create Mailbox].

7. Scroll through the list to locate an unassigned [Mailbox number].

8. Select an unassigned [Mailbox number] from the displayed list.

9. Select [Create/Delete].

10. When the [New Mailbox - Assign Passcode] screen displays, use [On] and [Off] to

determine whether or not a passcode will be required to access the Mailbox. If [On] is

selected, use the numeric keypad to enter a numbered passcode, then select the

appropriate [Target Operation] to control when the passcode will be required.

11. Select [Save] to save your settings. (To exit the screen without saving the settings,

select [Cancel].)

12. When the [Mailbox XXX - Create/Delete] screen appears, five selections will be

displayed on numbered horizontal lines. The available selections include: Mailbox

Name, Check Mailbox Passcode, Delete Documents After Retrieval, Delete Expired

Documents, and Link Job Flow Sheet to Mailbox.

13. To assign a name to the Mailbox, select the [Mailbox Name] selection line.

14. Select [Change Settings].

15. Use the touch screen keyboard to enter a name for your Mailbox.

16. When finished entering a name, select [Save]. (To exit the screen without saving the

changes, select [Cancel].)

17. On the [Mailbox XXX - Create/Delete] screen, select any other selections required and

use [Change Settings] to access and make changes. Then select [Save].

18. To exit the [Mailbox XXX - Create/Delete] screen, select [Close].

19. To exit the [Create Mailbox] screen, select [Close].

Scan to Mailbox Setup

Procedure for Scan to Mailbox Setup through CentreWare Internet Services

1. From a workstation, open up a web browser (such as Internet Explorer), and then enter

the machine’s IP address. If connected properly, you should see the CentreWare Internet

Services web page for your machine.

2. Click the [Scan] tab.

3. Select [Mailbox] in the directory tree.

4. When the numbered list of Mailboxes is shown, locate an unassigned Mailbox number

from the displayed list and click [Create] for that Mailbox.

5. Type in a name for this Mailbox in the [Mailbox Name] entry box.

6. An optional passcode may be entered. The passcode must be numeric.

7. Confirm the passcode by retyping it in the [Retype Passcode] box.

8. Use the drop-down arrow to set the [Check Mailbox Passcode] (recommended) to

secure your mailbox.

9. Place a checkmark in the [Delete Documents after Print or Retrieve] box if required.

10. Place a checkmark in the [Delete Expired Documents] box to delete old documents that

have not been printed or retrieved.

11. Click [Apply] when done.

Note

If prompted to enter a User Name and Passcode, the default settings are “11111”

and “x-admin” respectively.

Scan to Mailbox Setup

Procedure for Scanning to Mailbox

1. From the All Services screen, select [Scan to Mailbox].

2. When the [Scan to Mailbox] screen displays, a list of Mailboxes will be shown. Use the

scroll bar to scroll through the icons to locate your Mailbox.

3. Select your Mailbox by selecting its selection line on the touch screen.

4. If a passcode has been assigned to the mailbox, the [Passcode] screen will be displayed.

Enter your passcode (series of numbers) using the control panel’s numeric keypad.

5. Select [Confirm] on the touch screen.

6. Select each of the tabbed screens to access controls to set up scanning parameters.

7. Load your document and press the <Start> button.

8. Press the <All Services> button to return to the All Services screen.

Note

To retrieve the scanned document to a Windows PC, install the scan driver on the

PC or use CentreWare Internet Services. More information can be found on the

Driver CD-ROM and in the CentreWare Internet Services chapter of the System

Administration Guide.

Network Scanning Setup

Network scanning uses FTP, SMB, Netware, HTTP, or HTTPS protocols to transfer a

scanned document on to a server or a client. Templates (scanned file properties) and

repositories (destination folders) need to be set up to enable network scanning.

See also:

System Administration Guide: Contains details about Network Scanning setup.

Note

This guide illustrates the instructions on FTP and SMB protocols only. For detailed

information on Netware, HTTP, and HTTPS protocols, refer to the System

Administration Guide.

Prerequisites for Network Scanning Setup

Confirm that:

1. An existing operational network utilizing TCP/IP is available.

2. A repository (folder) exists on the FTP or SMB server to hold the scanned documents.

A user account for the machine must be created on the server that allows access to the

repository folder.

Procedure for Setup of Network Scanning Ports

To use Network Scanning, enable the applicable Ports (SMB or FTP client) on the machine,

and make sure that an IP address has been set on the machine.

Note

The configuration can also be performed using CentreWare Internet Services. For

information on how to use CentreWare Internet Services, refer to the CentreWare

Internet Services section of the System Administration Guide.

1. Display the [System Administrator Menu] screen.

a. Press the <Log In/Out> button.

b. Enter the Login ID (“11111”) using the numeric keypad or the keyboard displayed

on the screen, then select [Confirm].

c. Press the <Machine Status> button on the control panel.

d. Select the [Tools] tab.

2. If you plan to use the [SMB] protocol with Network Scanning, enable the [SMB] port

on the machine.

a. Select [System Settings].

b. Select [Connectivity & Network Setup].

c. Select [Port Settings].

d. Select [SMB] and then select [Change Settings].

e. Select [Port Status] and then select [Change Settings].

f. Select [Enabled] and then select [Save].

Network Scanning Setup

g. Select [Close] until the [Port Settings] screen is displayed.

3. If you plan to use the [FTP] protocol with Network Scanning, enable the [FTP] client

port on the machine.

a. Select [System Settings].

b. Select [Connectivity & Network Setup].

c. Select [Port Settings].

d. From the [Port Settings] screen, select [FTP Client] and then select [Change

Settings].

e. Select [Port Status] and then select [Change Settings].

f. Select [Enabled] and then select [Save].

g. Select [Close] repeatedly until the [Tools] tab screen is displayed.

4. Wait several seconds for the Auto Clear service to log you out.

5. If you changed any settings, the machine will automatically reboot to register and

enable your new settings. After the machine is restarted, print out a Configuration

Report to confirm that the ports are enabled and TCP/IP is correctly configured.

Procedures for Configuring a Repository and Creating a Template

Templates can be created with CentreWare Internet Services. To create and configure this

template with Internet Services, perform the following steps.

1. At your workstation, open your Web browser and enter the IP address of the machine in

the [Address] or [Location] field. Then press [Enter].

2. Click the [Properties] tab.

3. Click the [Services] file folder.

4. Click the [Network Scanning] file folder.

5. Click [File Repository Setup].

6. Click [Edit] for [Default File Destination].

7. Enter appropriate information including a name for the Repository, the destination

server IP address or Host Name, the Document Path and a Login Name and Passcode as

necessary. Note that if the “anonymous” login name is being entered into the

Repository settings, a Passcode must be entered as well.

8. Click [Apply] to save the changes. If you clicked [Apply], be prepared to enter the

administrator User Name (default of “11111”) and Passcode (default of “x-admin”), if

prompted.

9. Click the [Scan] tab at the top of the CentreWare Internet Services screen to create a

new Template.

10. Fill in the [Template Name] field with a name for the new Template and fill in the

optional [Description] and [Owner] fields if necessary.

11. Click [Add] to create the new Template.

12. Click [Edit] for [File Destinations].

13. Select a filing policy from the drop-down list. Note that you can simply accept the

default policy (Rename New File).

14. For [File Destination], note that the displayed destination should match the information

previously entered when you configured your Scan Filing Repository. If you have more

than one repository, the drop-down list allows you to choose your repository.

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