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Xerox WorkCentre 4260 User Guide

105

6

E-mail

Scan to E-mail is a standard feature on the WorkCentre 4260S, 4260X and 4260XF. 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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Summary of Contents for WorkCentre 4260 Series

Page 1: ...Xerox WorkCentre 4260 User Guide ...

Page 2: ... by statutory or judicial law or hereinafter granted including without limitations material generated from the software programs which are displayed on the screen such as icons screen displays looks etc Xerox and all Xerox products mentioned in this publication are trademarks of Xerox Corporation Product names and trademarks of other companies are hereby acknowledged Changes technical inaccuracies...

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Page 5: ...ing On Logging Off 29 Machine Information 30 Customizing Your Machine 35 For Further Assistance 36 Copy 37 Copy Procedure 38 Copy 45 Image Quality 48 Layout Adjustment 50 Output Format 54 ID Card Copy 58 Fax 59 Fax Procedure 62 Embedded Fax 68 Server Fax 80 Network Scanning 87 Scan Procedure 88 Network Scanning Resources 93 Network Scanning 94 Advanced Settings 98 Layout Adjustment 100 Filing Opti...

Page 6: ...utput 149 Image Options 151 Layout Watermark 152 Advanced 153 Paper and other Media 155 Loading Paper 157 Setting the Paper Size 163 Media Specifications 164 Setups 167 Accessing Tools 168 Tools Menu Overview 169 Localization 171 Fax Setup 174 Setting up Paper Trays 179 Machine Presets 181 Change Default Settings 183 Software 185 CRU Replacement Defaults 186 Accounting 188 Security Settings 191 Ma...

Page 7: ...s Xerox WorkCentre 4260 User Guide iii Specifications 205 Machine Specifications 206 Electrical Specifications 209 Feature Specifications 210 Troubleshooting 213 Fault Clearance 214 Error and Fault Codes 218 Index 221 ...

Page 8: ...Table of Contents iv Xerox WorkCentre 4260 User Guide ...

Page 9: ... with your new machine please refer to Chapter 2 Getting Started Chapter 11 Setups Further chapters within this guide offer additional information on the features and options available For additional assistance at the machine press the Help button If your machine is connected to the network use the CentreWare Help system or click on the Help button in the Printer Driver NOTE The graphic representa...

Page 10: ...ting are supported Additional Paper Trays Stand Finisher High Capacity Feeder Memory Upgrade and Fax capability are available as options Xerox WorkCentre 4260X This model has digital copying printing faxing e mailing and scanning The device supports scanning to and printing from a USB thumb drive and has the capability of storing print copy and scan files on the device It copies and prints at 55 p...

Page 11: ... returns to the previous screen Convention Description Example Italic TypeFace Used to denote screen or tab titles In addition references to other publications are displayed in Italic typeface Basic Copy Features Please refer to chapter 3 page 42 Notes Used to provide additional or useful information about a function or feature NOTE The machine automatically detects standard document sizes Informa...

Page 12: ...WorkCentre 4260 User Guide Related Information Sources Information on this family of products can be found in 1 This User Guide 2 The Quick Use Guide 3 The System Administration CD 4 The Xerox website http www xerox com ...

Page 13: ...se the space below to make a note of the machine serial number ____________________________________________ To access the serial number open the side cover using the release latch and then open the front door The serial number is located on a panel above the toner cartridge The Xerox Welcome Center or local representative telephone number is provided when the machine is installed For convenience a...

Page 14: ... mark alerts users to heated surfaces WARNING This symbol indicates a Laser is being used in the equipment and alerts the user to refer to the appropriate safety information WARNING This product must be connected to a protective earthing circuit Operator Accessible Areas This equipment has been designed to provide operator access to safe areas only Operator access to hazardous areas is restricted ...

Page 15: ... when used on electromechanical equipment Always exercise care when moving or relocating equipment Please contact your local Xerox Service Department to arrange relocation of the copier to a location outside of your building Always locate the machine on a solid support surface not on plush carpet that has adequate strength to support the weight of the machine Always locate the machine in an area t...

Page 16: ...cable that is supplied with your machine Do not use an extension cord or remove or modify the power cord plug 4 Plug the power cable directly into a correctly grounded electrical outlet If you are not sure whether or not an outlet is correctly grounded consult an electrician 5 Do not use an adapter to connect any Xerox equipment to an electrical outlet that lacks a ground connection terminal 6 Do ...

Page 17: ...entative to correct the problem The equipment emits unusual odours or makes unusual noises The power cable is damaged or frayed A wall panel circuit breaker fuse or other safety device has been tripped Liquid is spilled into the machine The machine is exposed to water Any part of the machine is damaged CAUTION Risk of explosion if battery is replaced by an incorrect type Dispose of used batteries ...

Page 18: ...viding the correct environmental parameters as specified in the Xerox installation procedure will ensure that the concentration levels meet safe limits If you need additional information about ozone please request the Xerox publication Ozone by calling 1 800 828 6571 in the United States and Canada In other markets please contact your authorised local dealer or Service Provider For Consumables Sto...

Page 19: ...n proximity to Industrial Scientific and Medical ISM equipment the external radiation from the ISM equipment may have to be limited or special mitigation measures taken NOTE Changes or modifications to this equipment not specifically approved by the Xerox Corporation may void the user s authority to operate this equipment WARNING Shielded cables must be used with this equipment to maintain complia...

Page 20: ...he requirements adopted by the Administrative Council for Terminal Attachments ACTA On the rear of this equipment is a label that contains among other information a product identifier in the format US AAAEQ TXXXX If requested this number must be provided to the Telephone Company A plug and jack used to connect this equipment to the premises wiring and telephone network must comply with the applica...

Page 21: ...performed the remainder of the warranty period is null and void This equipment must not be used on party lines Connection to party line service is subject to state tariffs Contact the state public utility commission public service commission or corporation commission for information If your office has specially wired alarm equipment connected to the telephone line ensure the installation of this X...

Page 22: ...n the first instance This product has been tested to and is compliant with TBR21 or ES 103 021 1 2 3 or ES 203 021 1 2 3 technical specifications for terminal equipment for use on analogue switched telephone networks in the European Economic Area The product may be configured to be compatible with other country networks Please contact your Xerox representative if it needs to be reconnected to anot...

Page 23: ...ich there is a cancelled revenue stamp this may be done provided the reproduction of the document is performed for lawful purposes Postage Stamps canceled or uncanceled For philatelic purposes postage stamps may be photographed provided the reproduction is black and white and less than 3 4 or more than 11 2 times the linear dimensions of the original Postal Money Orders Bills checks or drafts for ...

Page 24: ...sical or mental condition NOTE Exception US Army and Navy discharge certificates may be photographed Badges identification cards passes or insignias carried by military or Naval personnel or by members of the various Federal Departments and Bureaus such as the FBI and Treasury unless the photograph is ordered by the head of such Department or Bureau WARNING Copying of the following is also prohibi...

Page 25: ...and Japanese governments and the office equipment industry to promote energy efficient copiers printers fax multifunction machine personal computers and monitors Reducing product energy consumption helps combat smog acid rain and long term changes to the climate by decreasing the emissions that result from generating electricity Xerox ENERGY STAR equipment is preset at the factory Your machine wil...

Page 26: ...In some member states when you purchase new equipment your local retailer may be required to take back your old equipment free of charge Please ask you retailer for information Prior to disposal please contact your local dealer or Xerox representative for end of life takeback information North America Xerox operates a worldwide equipment take back and reuse recycle program Contact your Xerox sales...

Page 27: ... contact your local waste authorities and request disposal guidance EH S Contact Information For more information on Environment Health and Safety in relation to this Xerox product and supplies please contact the following customer help lines USA 1 800 828 6571 Canada 1 800 828 6571 Europe 44 1707 353 434 Product Safety information for US www xerox com about xerox environment enus html Product Saf...

Page 28: ...1 Welcome 20 Xerox WorkCentre 4260 User Guide ...

Page 29: ...Xerox WorkCentre 4260 User Guide 21 2Getting Started Before you use your machine take some time to familiarize yourself with the various features and options ...

Page 30: ...gh Capacity Feeder and Finisher Document Glass User Interface and Control Panel Document Feeder Control Panel USB Port Finisher Paper Tray 1 Paper Tray 2 Bypass Tray High Capacity Feeder or paper trays 3 and 4 Document Registration Point User Interface UI Touch Screen Control Panel Document Glass Platen Numeric Keypad ...

Page 31: ...dard E mail Standard Standard Standard Fax Option Standard Standard Paper Tray 1 Bypass Standard Standard Standard Standard Paper Tray 2 Option Option Standard Standard Paper Tray 3 4 Option Option Option N A High Capacity Feeder Option Option Option Standard Stand Option Option Option Standard USB Thumb Drive Standard Standard Standard Standard 80 GB Hard Drive Standard Standard Standard Image Ov...

Page 32: ... features on the touch screen Job Status Displays job progress information Machine Status Displays the current status of the machine Display and Touch Screen Displays and selects all the available programming features plus fault clearance procedures and general machine information Help Accesses additional information Language Changes text displayed on the screen to an alternative language Login ou...

Page 33: ...any button or the touch screen to wake up the machine Touching the power button will bring up energy saver options on the touch screen The Power button allows a user to instantly go into Energy Saver sleep or Power Down from the options popup If the machine is powered down in this way it should be powered back up by pressing the power button again Clear All AC Press to reset to normal copy and sca...

Page 34: ... Position the side guide by squeezing the lever and sliding it towards the stack of paper until it gently touches the side of the stack Do not allow the guide to press against the edge of the paper tightly 4 Close the paper tray 5 Follow the instructions on the Touch Screen to confirm the stock size type and color NOTE For more information on loading paper please refer to Loading the Paper Trays i...

Page 35: ...e locking pins on both side guides 3 Position the side guides by sliding Align the arrow to the required paper size 4 Replace the locking pins in the appropriate paper size hole turn the locking pins so the arrows are facing each other Maximum Fill Line Rear Guide Side Guide HCF Tray Locking Pin Locking Pin Paper Size Aligning Guide Aligning Arrow ...

Page 36: ...the paper and insert it into the tray Do not fill above the Maximum Fill Line 7 Close the paper tray 8 Follow the instructions on the Touch Screen to confirm the stock size type and color NOTE For more information on loading paper please refer to Loading the Paper Trays in the Paper and other Media chapter on page 157 ...

Page 37: ...te themselves before using the device Contact your System Administrator for more information For more information accounting features such as Network Accounting refer to Accounting on page 188 or for information on authentication features refer to Authentication on page 191 1 Use the keypad to enter a 4 digit password and then select Enter 2 Complete your job 3 To Log Off select the Login Logout b...

Page 38: ... the Machine Information button to the left of the User Interface Machine Information The Machine Information tab displays the following information General Information This section includes the serial number of machine and customer support details Use these when contacting Xerox support Network Information Shows the IP address host name and fax numbers Machine Information button ...

Page 39: ...up this screen refer to Customer Support and Supplies Numbers in the Setups chapter on page 197 The Machine Details screen also shows Machine Hardware Options Configuration This screen displays which hardware options e g paper trays finisher fax etc are installed on the machine Machine Software Version This screen displays the current software versions of features such as the main controller image...

Page 40: ...stored numbers in the Speed Dial List the Group Dial List and Mailboxes Fax Transmission Displays the last 50 faxes sent by the machine Fax Receive Displays the last 50 fax jobs received on the machine Fax Broadcast Reports on the success or failure of a specific fax job which includes more than one destination Fax Protocol Displays low level communication details for the last fax transmitted or r...

Page 41: ...n on machine errors and faults All Faults Displays the fault description and instructions on how to resolve the fault Active Messages Displays the list of active error messages Event Log Displays all fault messages and when they occurred The fault messages can be ordered by time or by error code ...

Page 42: ...r of images made with the current toner Fuser Displays the number of images made with the current fuser Tray s Feed Roller Displays the number of images made with the current tray rollers Bias Transfer Roll BTR Displays the number of images made with the current BTR Press the Services button to the left of the User Interface to return to the Services default screen Tools Allows access to the Tools...

Page 43: ...f the settings within Tools are critical to the operation of the machine therefore the screens are password protected so they cannot be accidentally changed or corrupted For full instructions on accessing and customizing the System Management Tools refer to Setups chapter on page 167 System Management Tools include Device Settings This section includes energy saver date time and language settings ...

Page 44: ...ny additional help on using your machine you can 1 Refer to the Quick Use Guide or the System Administration CD contained in the CD Pack delivered with your machine 2 Contact your System and or Machine Administrator 3 Visit our Customer Web Site at www xerox com or contact the Xerox Welcome and Support Centre quoting the machine serial number Press the Machine Status button on the control panel NO...

Page 45: ...Xerox WorkCentre 4260 User Guide 37 3Copy This chapter contains information on the copy screen and the copy features available ...

Page 46: ...ays 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 mach...

Page 47: ...eeder 2 Select the Features By default the Copy screen is the first screen displayed on the machine If the screen displays Job Status or Machine Status press the Services Home button If the touch screen displays other options like Fax or E mail press the Services Home button and select Copy from the displayed items Various copy features can be selected for your copy job The most common features ar...

Page 48: ...50 Output Format page 54 3 Enter the Quantity The maximum copy quantity is 999 Use the numeric keypad on the control panel to enter the number of copies required The number entered is displayed in the upper right hand corner of the screen Feature Description Copy Use this tab to select the standard options for a copy job e g reduce enlarge 2 sided copying etc Image Quality Use this tab to adjust t...

Page 49: ... Copy Job Press the Start button Each document is scanned only once The number of copies requested is displayed in the upper right hand corner of the screen 5 Job Status Screen 1 Press the Job Status button on the control panel to display the Job Status screen The default Job Status screen displays all active jobs including the queued copy job ...

Page 50: ...reen displays the number of originals scanned and the number of images completed so far The Delete button allows the user to delete the selected job from the active job queue Queue Description All Jobs Displays all queued jobs Copy Print and Fax Receiving Jobs Displays all active copy print and fax receiving jobs Scan and Fax Send Jobs Displays all active scan and fax send jobs ...

Page 51: ...ault job queue screen For information on how to set the Default View refer to Job Status Default in the Setups chapter on page 183 6 Stop the Copy Job Follow the steps below to manually cancel an activated copy job 1 Press the Stop button on the control panel to cancel the current copy job 2 To cancel a queued job press the Job Status button on the control panel to display the Incomplete Printing ...

Page 52: ...3 Copy 44 Xerox WorkCentre 4260 User Guide 4 Select Delete from the Job Commands list 5 Select Confirm to delete the job or Cancel to return to previous screen ...

Page 53: ... job The options can be selected by touching the appropriate button in each column To view all the choices for each option select the More button Reduce Enlarge Using this option originals can be reduced or enlarged between 25 and 400 100 Produces an image on the copies the same size as the image on the original Auto Reduces or enlarges the image on the copies based on the size of the original and...

Page 54: ...60 105 g sm Sizes range from A4 SEF to Legal and includes envelopes max 50 Bypass Tray Use this option when feeding individual types of stock for example letterhead or labels for one off jobs The Bypass Tray holds up to 100 sheets of A4 B5 A5 or 8 5 x 11 8 5 x14 7 25 x 10 5 and is suitable for heavier paper envelopes transparencies or labels Tray 1 Use this option to select the paper loaded in Tra...

Page 55: ...y second side image The read orientation for this option varies depending on the input originals For example if head to head orientation originals are scanned the output will be head to toe If head to toe orientation originals are scanned the output produced will be head to head 2 2 Sided Rotate Side 2 This option produces 2 sided copies from 2 sided originals and rotates 180 degrees every second ...

Page 56: ... to enhance the quality of your output The Original Type option is used to enhance the copy quality of the output based on the type of original being scanned Lighten Darken Adjusts the lightness or darkness of the output To darken the output select the scroll down button To lighten the output select the scroll up button Type Description Text Use for originals containing text or line art Photo Use ...

Page 57: ...3 Copy Xerox WorkCentre 4260 User Guide 49 Background Suppression Use to automatically reduce or eliminate the dark background resulting from copying colored paper or newspaper originals ...

Page 58: ... Original Size Use this option to program the size of the originals being scanned or enable the machine to recognize the size of the originals Auto Detect Use this option to allow the machine to automatically recognize the size of the originals being fed through the document feeder NOTE Auto Detect is only available when there are originals detected on DADF ...

Page 59: ...ing mixed size originals The originals must be the same width for example 8 5 x 11 and 8 5 x 14 Load documents in the document feeder when using this feature Book Copying Use when copying bound documents and books Place the original document at the back center of the document glass If the document is too thick lift the machine cover off the hinges slightly and then re close the cover Off Use to de...

Page 60: ...paper Margin Shift Creates a binding edge for the document The image can be adjusted up or down on the page and or shifted to the right or left Use the up down and left right scroll buttons to adjust the amount of shift The image can be shifted between 0 and 0 80 in 0 1 increments Edge Erase Use this feature to refresh the quality of an original that has become torn or frayed at the edges or that ...

Page 61: ...on all edges of the copies minimum 0 04 All Edges maximum Erases equal amounts on all edges of the copies maximum 0 24 Small Original Erase Use to erase 0 25 6 mm from the edge of the document Hole Punch Erase Use to erase hole punch marks from the left and right edge of the document ...

Page 62: ...al set of either single sided or double sided originals The machine prints 2 sided automatically which when folded produces a booklet with all the pages in the correct sequence The machine will also reduce and correctly position each image to fit on the selected paper NOTE Feed the originals from the document feeder and ensure that the Original Size settings on the Image Adjustment tab is set to A...

Page 63: ...e main body of the job Off The feature is switched off Front and Back Use this option to add both a front and back cover to the copies Front Only Use this option to add a front cover to the copies Back Only Use this option to add a back cover to the copies Transparency Separators Use this feature to add either a blank or printed divider between each transparency within a set Always load transparen...

Page 64: ...en each transparency Then choose the appropriate transparency and separator stock Transparency Supply Select this button to specify the tray from which the machine needs to use the transparency stock Separator Supply Select this button to specify the tray from which the machine needs to use the separator stock Page Layout This feature is used to copy two or more documents in a reduced size onto on...

Page 65: ...s onto one sheet of paper NOTE For landscape originals place the top of the document at the back of the feeder For portrait originals place the top of the document to the left Store Job Use this feature to store files and job settings Off The feature is switched off Copy Store Use this option to copy the original documents and store in the device memory for retrieval later Store Only Store the ori...

Page 66: ... a paper tray for the copy job Lighten Darken Adjusts the lightness or darkness of the output To darken the output select the scroll down button To lighten the output select the scroll up button Background Suppression Use to automatically reduce or eliminate the dark background resulting from copying colored backgrounds 4 Place one corner of the ID card into the back left hand corner of the docume...

Page 67: ...o the fax number entered This type of fax travels over normal telephone lines and will therefore be charged at telephone rates LAN Fax LAN Local Area Network Fax enables you to send documents to fax machines directly from your computer Once enabled you can select the Fax option from your printer driver The LAN fax option requires the Embedded Fax Kit to be fitted to the machine Server Fax Once ena...

Page 68: ... Rotate Side 2 Yes Yes Original Type Photo and Text Text Photo Yes Yes Resolution Standard Fine Superfine Yes Standard and Fine only Dialling Characters Yes Yes Address Book Yes Fax Directory Tab 2 Image Quality For more information see page 73 Embedded Fax or page 83 Server Fax Lighten Darken Yes Yes Background Suppression Off Auto Suppression Yes Yes Color Mode Black and White Full Color Yes Tab...

Page 69: ...ling Poll a Remote Fax Poll a Remote Mailbox Yes Delay Send Off Specific Time Yes Yes Send Header Text Off On Yes Mailboxes Send to Remote Mailbox Store to Mailbox Print Mailbox Documents Delete Mailbox Documents Yes Fax Sending Features Priority Send Yes Fax Reports Select from the list Yes User Interface Fax Tab Feature Sub Features Options Embedded Fax Server Fax ...

Page 70: ...r or for more information contact the System Administrator Embedded Fax and Server Fax Procedure 1 Load the Documents You can load the documents to be faxed 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...

Page 71: ...t 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 2 Select the Features If the screen displays Job Status or Machine Status press the Services Home button If the touch screen displays other options e g E mail select Services Home and select Fax f...

Page 72: ...y previous selections if needed The control panel returns to the default Entry screen 4 Select the button for the feature required Embedded Fax Services Home button Feature Description Fax Use this tab to select the standard options for a fax job e g dial options resolution sides scanned etc Image Quality Use this tab to adjust the appearance of the copy output e g image quality color mode etc Lay...

Page 73: ...s only available with Embedded Fax Follow the steps below to send a color fax job 1 For color faxing select Color Mode on the Image Quality tab 2 Select Full Color then Save to confirm the settings Fax Options Use this tab to access the advance fax features e g reports mailboxes poll settings etc Feature Description Feature Description Basic Faxing Use this tab to select the standard options for a...

Page 74: ...fax machine Once connected the local machine sends the fax job To print a confirmation or error report refer to Fax Report in the Setups chapter on page 178 Option Description Keypad Dial Use this option to enter the number using the numeric keypad Manual Dial Allows you to get the dial tone before entering the fax number Speed Dial Quickly select stored numbers from the Address Book Redial Allows...

Page 75: ...tton on the control panel to cancel the current fax 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 to view the Progress of your Job screen 4 Select Delete from the Job Commands list 5 Select Confirm to delete the job or Cancel to return to previous screen LAN Fax Procedure This section desc...

Page 76: ...ient 6 Click OK to confirm your recipient selection 7 Click OK to confirm your selections in the Printing Preferences window 8 Click Print to print your document 9 The Fax Confirmation box will appear Check the fax number and then click OK to send your fax Embedded Fax This section provides more detail on the Embedded Fax features Fax on page 69 Image Quality on page 73 Layout Adjustment on page 7...

Page 77: ...set up and stored Individual numbers can also be accessed from the Address Book using the Speed Dial function NOTE There are no transmission preferences per user Keypad Dial Use this option to enter the number using the numeric keypad The number entered appears in the fax window If an incorrect entry is made use the C button to delete the number and then enter the correct number Use the Keypad Dia...

Page 78: ...try To send a fax to multiple destinations the Group Dial option is used Destination numbers for the fax can be added to the Current Group Dial list using any of the dialing methods available Dialing Characters Special dialing characters can be added to your fax number using the Dialing Characters option Dialing characters are special characters used for entering fax numbers They are entered as pa...

Page 79: ...ime when sending faxes to frequently used destinations Address Book Setup From the Fax tab select the Address Book button to create a new Address Book entry or to edit an existing one 1 From the Address Book Setup screen enter an Address Book number or select one from the Address Book list 2 Select the Edit Details button 3 Touch the Entry Name field and enter the Address Book name maximum of 20 c...

Page 80: ...originals that are printed on one side only 2 Sided Use this option for originals that are printed on both sides 2 Sided Rotate Side 2 Use this option for originals that are printed on both sides and the second side has been rotated For example if you are scanning a calendar which uses a head to toe format Original Type NOTE Original Type is only available with Embedded Fax Use this option to enha...

Page 81: ...e size but delivers the best image quality Image Quality The Image Quality tab contains options that help you to enhance the appearance and style of your faxed document Lighten Darken Adjusts the lightness or darkness of the fax To darken the fax select the scroll down button To lighten the fax select the scroll up button Background Suppression Use to automatically reduce or eliminate the dark bac...

Page 82: ... which enable you to apply additional transmission features to your fax job Auto Detect Use this option to allow the machine to automatically recognize the size of the originals being fed through the document feeder Presets Use this option to specify the dimensions of the document scanning region when scanning from the document glass There are several standard size dimensions that correspond to co...

Page 83: ...d when transmitting faxes To view all the options for a feature select the feature required Multiple options can be selected for each fax job if required Polling Polling enables you to store fax documents into the machine s memory for retrieval by another remote fax machine or to poll a remote fax machine or mailbox to retrieve information Store for Polling This option allows users to scan documen...

Page 84: ...cuments that have been successfully polled from the remote machine are printed on your machine Poll a Remote Mailbox This option allows users to contact a remote mailbox which is set up on a remote fax machine When contact has been made the remote machine sends the faxes stored within the mailbox To use this option you need to know the remote mailbox number and passcode Enter the remote machine s ...

Page 85: ...d see Polling page 75 The System Administrator can set up to 20 mailboxes on your machine You can use a mailbox located on the same machine you are using local mailbox or a mailbox set up on a remote machine remote mailbox Local mailboxes can contain both stored or received documents Stored documents are placed in the local mailbox by the user standing at the device received documents are placed i...

Page 86: ...ctly to an individual s private mailbox on a remote machine NOTE This feature will only be available when the remote machine has mailbox capability and when the user sending the document knows the mailbox number of the recipient Enter the recipient s fax number using the control panel or select the Group Dial button and select the recipient from the Address Book Group Address Book is not available...

Page 87: ...t this feature consult the System Administrator Guide or contact your System Administrator Forward to Fax This feature allows incoming or outgoing faxes to be automatically forwarded to an anonymous fax recipient You can choose to forward the following Transmitted Faxes Received Faxes All Faxes Forward to E mail This feature allows incoming or outgoing faxes to be automatically forwarded to anothe...

Page 88: ...ptions available on the Fax tab to enter the recipient telephone number and to select the standard features for your fax job Dialing Options Use the Dialing Options to enter the destination fax number or numbers for the fax job Individual fax numbers can be entered using the keypad or an attached telephone handset or selected from the Fax Directory The Fax Directory is a listing of Individual numb...

Page 89: ... 4 When the fax number is complete select Add Fax Directory The Fax Directory contains a list of numbers that are relevant to your company and or you Use the up down scroll buttons to locate the recipient Highlight the recipient in the list and select the Add to Recipients button Continue this process until you have added all the required recipients The entered numbers will be shown in the Recipie...

Page 90: ... specify whether the originals are single sided or two sided 1 Sided Use this option for originals that are printed on one side only 2 Sided Use this option for originals that are printed on both sides 2 Sided Rotate Side 2 Use this option for originals that are printed on both sides and the second side has been rotated For example if you are scanning a calendar which uses a head to toe format Ori...

Page 91: ...ommended for line art and photos This is the default resolution and the best choice in most cases Image Quality The Image Quality tab contains options that help you to enhance the appearance and style of your faxed document Lighten Darken Adjusts the lightness or darkness of the fax To darken the fax select the scroll down button To lighten the fax select the scroll up button Background Suppressio...

Page 92: ... to allow the machine to automatically recognize the size of the originals being fed through the document feeder Presets Use this option to specify the dimensions of the document scanning region when scanning from the document glass There are several standard size dimensions that correspond to common document sizes and orientations Custom Size Use this option to manually adjust the scanning dimens...

Page 93: ...hen transmitting faxes Delay Send Enables you to specify the time of a fax transmission or poll This option can be used to delay transmission of a fax job for a maximum period of 23hrs 59mins by specifying the time at which the fax is to be sent Select Off to send the fax immediately Select Specific Time to enter the time you wish the fax to be sent ...

Page 94: ...4 Fax 86 Xerox WorkCentre 4260 User Guide ...

Page 95: ...twork Scanning Network Scanning is a standard feature on the WorkCentre 4260S 4260S and 4260XF Network Scanning enables the creation of an electronic image file If Network Scanning has been enabled an electronic file can be created from a hard copy original The electronic file can be filed faxed or distributed through e mail ...

Page 96: ...or more information contact the System Administrator Load the Documents You can load the documents to be scanned either on the Document Glass or through the Document Feeder 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 Inse...

Page 97: ... 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 Network Scanning Press the Services Home button and select Network Scanning from the displayed items 1 Press the Services Home button on the control panel Registration Arrow Services Home button ...

Page 98: ...croll buttons located to the right of the Template List on the Network Scanning tab to move through the list and select a Template For more information on Network Scanning templates refer to Network Scanning on page 94 3 Change Feature Settings To temporarily change the template settings perform the following 1 Press the Clear All button once on the control panel to cancel any previous selections ...

Page 99: ...bs including the queued network scan job If there are no incomplete jobs in progress the message No 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 Network Scanning Job Follow the steps below to manually cancel an activated scanning job 1 Press the Stop button on the control panel to cancel the current scan...

Page 100: ...ancel 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 ...

Page 101: ...ded to the machine s scanning capabilities FreeFlow SMARTsend Server based scanning and routing software that supports multiple Xerox multifunction devices Convert paper documents into electronic format and send to multiple destinations e mail document repositories network folders even remote printers with a single scan ...

Page 102: ...n upper case displays in the template list The default template appears at the top of the list and is selected automatically All other templates follow in alpha numeric order There is a maximum of 250 templates The template list contains two types of templates Network templates these are templates stored in a remote template pool repository and created using software such as FreeFlow SMARTsend A d...

Page 103: ...on creating templates Selecting a template Select a template based on where the file is required to be sent Normally the System Administrator will have established a template for use by each user Changing Preprogrammed Template Selections After a template is selected most of the pre programmed settings like sides scanned image quality and resolution can be temporarily changed The output destinatio...

Page 104: ...s option for originals that are printed on one side only 2 Sided Use this option for originals that are printed on both sides 2 Sided Rotate Side 2 Use this option for originals that are printed on both sides This option will rotate side 2 Option Description Photo and Text Use for originals containing photographs and text Photo Use for continuous tone photographs or high quality printed half tone ...

Page 105: ... quality photos and graphics This is the default resolution and the best choice for most documents 400 x 400 dpi Recommended for average quality photos and graphics It produces good quality images and a smaller file size than the 600x600 resolution 600 x 600 dpi Recommended for use with high quality photos and graphics It produces the largest image file size but delivers the best image quality Res...

Page 106: ...yle of your scanned image Lighten Darken Use this feature to enhance the quality of your scanned originals Adjusts the lightness or darkness of the output To darken the output select the scroll down button To lighten the output select the scroll up button Background Suppression Use to automatically reduce or eliminate the dark background resulting from copying colored paper or newspaper originals ...

Page 107: ...Templates Use this feature if you want to refresh the Network templates and cannot wait until the system automatically updates the system Local template updates are immediate and automatic NOTE The template update can take several minutes Option Description Normal Quality Use this option to produce good quality images and the smallest file size Higher Quality Use this option produces high quality ...

Page 108: ...not show Mixed Size Originals it is recommended that the originals used are of the same size Option Description Auto Detect Use this option to allow the machine to determine the size of the originals being fed through the document feeder Manual Size Input Use the Presets and Custom Size options to specify the dimensions of the document scanning region when scanning from the document glass There ar...

Page 109: ...riginal that has become torn or frayed at the edges or that has hole punch staple or other marks When Scan to Edge is set to On the device will scan the image to the edges of the original When Scan to Edge is set to Off a small blank border will be added around the scan edges to prevent uneven lines around the edges ...

Page 110: ...folder with a unique name Append to Existing File Use this option to add the newly created scanned image file to an existing document with the same name as the document being scanned This option is not available with Multi Page Tiff and PDF file format options Overwrite Existing file Use this option to replace the existing file that has the same filename as the newly created scanned image file Do ...

Page 111: ...an add any of these destinations to their existing template Option Description PDF Portable Document Format Given the right software the recipient of the scanned image can view or print the file no matter what their computer platform PDF files usually open with Adobe Acrobat Readers Multi Page TIFF Tagged Image File Format A graphic file that can be opened in a variety of graphic software packages...

Page 112: ...5 Network Scanning 104 Xerox WorkCentre 4260 User Guide ...

Page 113: ...lable 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 ...

Page 114: ...o 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...

Page 115: ...on 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 sel...

Page 116: ...ion 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 w...

Page 117: ...e 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 Feature Description 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 or...

Page 118: ...ents repeat the previous step 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 johndoe xerox com o...

Page 119: ...t 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 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 Cl...

Page 120: ...t 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 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 cont...

Page 121: ...er 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 Recipients Select 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...

Page 122: ...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 ...

Page 123: ...uality printed half tone originals Text Use for originals containing text or line art Resolution Description 72 x 72 dpi Produces the smallest image file size and is recommended for documents which are to be viewed electronically or archived 100 x 100 dpi Produces a small file size and is recommended for simple text documents 200 x 200 dpi Recommended for average quality text documents and line ar...

Page 124: ...ll up button Background Suppression Use to automatically reduce or eliminate the dark background resulting from copying colored paper or newspaper originals Resolution Resolution affects the appearance of the scanned image The higher the scanning resolution the better the image quality The current resolution setting is shown under the Resolution button on the Advanced Settings screen Resolution De...

Page 125: ...quality text documents and line art Can also be used for medium quality photos and graphics This is the default resolution and the best choice for most documents 400 x 400 dpi Recommended for average quality photos and graphics It produces good quality images and a smaller file size than the 600x600 resolution 600 x 600 dpi Recommended for use with high quality photos and graphics It produces the ...

Page 126: ...ion to allow the machine to recognize the size of the originals being fed through the document feeder Manual Size Input Use this option to specify the dimensions of the document scanning region when scanning from the document glass There are several dimensions that correspond to common document sizes and orientations Select a standard size or select Custom to manually adjust the scanning dimension...

Page 127: ...the scanned image can view or print the file no matter what their computer platform PDF files usually open with Adobe Acrobat Readers Multi Page TIFF Tagged Image File Format A graphic file that can be opened in a variety of graphic software packages across a variety of computer platforms Single Page TIFF Tagged Image File Format A graphic file that can be opened in a variety of graphic software p...

Page 128: ...6 E mail 120 Xerox WorkCentre 4260 User Guide Message Use this option to add new body text The body text can contain up to 80 characters and displays on the touch screen under the Message field ...

Page 129: ...lectronic file and place them into a folder located on the device or on a USB thumbdrive The stored job can then be retrieved at a later date for printing from the device or for printing and sharing from the USB thumbdrive The Store Files feature allows you to store a job in the following formats PDF TIFF Multi page TIFF and JPEG ...

Page 130: ...t select the scroll up button Background Suppression Use to automatically reduce or eliminate the dark background resulting from copying colored paper or newspaper originals Resolution Resolution affects the appearance of the scanned image The higher the scanning resolution dpi dots per inch the better the image quality Resolution Description 72 x 72 dpi Produces the smallest image file size and i...

Page 131: ...lso be used for medium quality photos and graphics This is the default resolution and the best choice for most documents 400 x 400 dpi Recommended for average quality photos and graphics It produces good quality images and a smaller file size than the 600x600 resolution 600 x 600 dpi Recommended for use with high quality photos and graphics It produces the largest image file size but delivers the ...

Page 132: ...g fed through the document feeder Preset Scan Areas Use this option to specify the dimensions of the document scanning region when scanning from the document glass There are several standard size dimensions that correspond to common document sizes and orientations Custom Scan Areas Use this option to manually adjust the scanning dimensions using the scroll buttons Scan to Edge Turn this On when yo...

Page 133: ...nd folders stored on the USB thumbdrive Choose one of the following options Option Description Open Use this option to open a selected file or folder New Folder Use this option to create a new folder Rename Use this option to rename a file or folder Delete Use this option to delete selected folder or file ...

Page 134: ...ion and remove all staples and paper clips 2 Insert the documents neatly into the document feeder face up 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 d...

Page 135: ...e front of the machine 2 Press the Services Home button on the Control Panel 3 Select the Store to USB button 4 The root directory on the USB is displayed 5 Select the required folder where you want your scan to be saved 6 Select the OK button 7 Change the File Name if required Use the onscreen touch pad to enter the new file name ...

Page 136: ...y of graphic software packages across a variety of computer platforms JPEG 1 File per Page JPEG formats are graphic files that can be accessed with all graphics or image editing applications NOTE JPEG option is available only in Color and Grayscale mode PDF Portable Document Format Given the right software the recipient of the scanned image can view or print the file no matter what their computer ...

Page 137: ...ontinuous tone photographs or high quality printed half tone originals Resolution Description 72 x 72 dpi Produces the smallest image file size and is recommended for documents which are to be viewed electronically or archived 100 x 100 dpi Produces a small file size and is recommended for simple text documents 200 x 200 dpi Recommended for average quality text documents and line art 300 x 300 dpi...

Page 138: ...opy Service 1 Press the Services Home button and select Copy on the touch screen Ensure that the Copy screen is displayed 2 Select the Output Format tab 3 Select the Store Job button 4 Select an option Copy and Store save your job into a folder and print your job ...

Page 139: ...ob Press the Start button Feature Description Copy Use this tab to select the standard options for a copy job e g reduce enlarge 2 sided copying etc Image Quality Use this tab to adjust the appearance of the copy output e g lighten darken background suppression etc Layout Adjustment Use this tab to adjust the layout of the copy output e g original size edge erase etc Output Format Use this tab to ...

Page 140: ...formation on the Job Status screen refer to Job Status Screen in the Copy chapter on page 41 5 Stop the Job Follow the steps below to manually cancel an activated job 1 Press the Stop button on the control panel to cancel the current copy 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 to vi...

Page 141: ...n the Job Type drop down menu 6 Click the Saved Job option 7 Click one of the following options 8 Save save your job into a folder to be printed later 9 Save and Print save your job into a folder and print a copy of it now 10 Enter a name for your job in the Job Name menu NOTE If you want the job name to be the name of the document click the button to open the drop down menu and click Use Document...

Page 142: ...7 Store File 134 Xerox WorkCentre 4260 User Guide ...

Page 143: ...Xerox WorkCentre 4260 User Guide 135 8Print Files The Print Files feature allows you to select and output pre stored jobs as many times as you need Jobs can be stored on the device or on a USB drive ...

Page 144: ...t Files 1 Select the Features 1 Press the Services Home button and select Print Files to display the Print Files feature 2 Select the folder or file that you wish to print If you have touched a folder it will open to allow you to select your file s to print ...

Page 145: ...isplayed 4 Select Add to add the job to the print list 5 Repeat the above steps to add more jobs 6 Select Done when the required jobs have been added to the print list 7 Select the Job Quantity number of copies required if necessary 8 Press Start Add Add job to print list Close menu Close menu and return to saved jobs list ...

Page 146: ...B drive 1 Insert the USB drive into the USB port on the front of the device 2 Select the Print from USB button on the USB Options screen 3 Select the folder or file that you wish to print If you have touched a folder it will open to allow you to select your file s to print USB Port ...

Page 147: ... the job to the print list A tick will appear next to the file name 6 Repeat the above steps to add more jobs 7 Select Done when the required jobs have been added to the print list 8 Select the Job Quantity number of copies required if necessary 1 Print the Job s Press the Start button Add Add job to print list Close menu Close menu and return to saved jobs list ...

Page 148: ...bs If there are no incomplete jobs in progress the message No Active Jobs is displayed For more information on the Job Status screen refer to Job Status Screen in the Copy chapter on page 41 3 Stop the Job Follow the steps below to manually cancel an activated job 1 Press the Stop button on the control panel to cancel the current copy job 2 To cancel a queued job press the Job Status button on the...

Page 149: ...8 PrintFiles Xerox WorkCentre 4260 User Guide 141 4 Select Delete from the Job Commands list 5 Select Confirm to delete the job or Cancel to return to previous screen ...

Page 150: ...8 Print Files 142 Xerox WorkCentre 4260 User Guide ...

Page 151: ...d information about printing is contained either in the printer driver screens or in the electronic user guides that accompany the printer drivers To access the many printer drivers which can be used with your machine refer to the Drivers CD or download the latest versions from the Xerox website at www xerox com The following pages contain an overview of the Windows printer driver options for the ...

Page 152: ...printed from your PC using the print drivers supplied The print driver must be loaded on each PC which uses the machine for printing Select Print from Your PC 1 Click Print in your application 2 From the Printer Name drop down menu click on your machine to choose it as the printer Select the Features 1 Click on Properties to make your print selections For information on the individual tabs refer t...

Page 153: ...9 Print Xerox WorkCentre 4260 User Guide 145 2 Click OK to confirm your selections 3 Click OK to print your document ...

Page 154: ... it as the printer Select the Custom Size 1 Click on Properties to make your print selections 2 Click on the Paper Output tab and click on the Paper drop down menu 3 Click on Other Size 4 From the Original Document Size drop down menu click New 5 Rename as needed and change to the appropriate width Click OK to confirm changes 6 Your new Custom Paper Size is displayed Click OK 7 On the Paper Output...

Page 155: ...9 Print Xerox WorkCentre 4260 User Guide 147 Print Your Document 1 Click OK to confirm your selections 2 Click OK to print your document ...

Page 156: ...ngs in the tabs to the values that were in place before the dialog was opened Any changes made are lost Help Click Help in the bottom right of the printer driver screen or F1 on the PC keyboard for information on the displayed printer driver screen If the tip of the mouse pointer is rested on top of a control Microsoft Windows will display a brief Help Tip about that control If the right mouse but...

Page 157: ...he choices displayed Choose from the following job types Queue Description Normal Print Prints the job immediately without requiring a passcode Secure Print Prints the job only after you enter your passcode on the printer s control panel When you choose this job type the Secure Print dialog box appears so you can save your passcode Sample Set Prints one copy of the job as a sample and holds the re...

Page 158: ...box appears so you can specify the time to print Saved job Stores the job on the printer s hard drive so that it can then be printed on demand from the printer s control panel or printed from CentreWare IS When you select this job type the Saved Job dialog box appears so you can assign a job name and if desired print it and save it Queue Description ...

Page 159: ... WorkCentre 4260 User Guide 151 Image Options Use the options available in this tab to modify the appearance of your print job This feature can also be used to print draft versions by choosing the Toner Saver option ...

Page 160: ... of a document and add watermarks Multiple documents can be printed on one page from 2 Up to 16 Up Booklets can also be created Use the Watermark option to display for example the word DRAFT or CONFIDENTIAL across each page This feature also adjusts the size and location of the watermark ...

Page 161: ...53 Advanced Click this tab to access the options compatible with Adobe PostScript 3TM and advanced programming features for your print job Use the scroll arrows to move through the options Clicking on a plus symbol will display further choices ...

Page 162: ...9 Print 154 Xerox WorkCentre 4260 User Guide ...

Page 163: ... Guide 155 10Paper and other Media In this chapter you will learn about the different types of stock and stock sizes that can be used on your machine available paper trays and the types of stock and sizes supported by each tray ...

Page 164: ... on page 206 WorkCentre 4260C WorkCentre 4260S WorkCentre 4260X WorkCentre 4260XF Bypass Tray Standard Standard Standard Standard Tray 1 Standard Standard Standard Standard Tray 2 Option Option Standard Standard Tray 3 Option Option Option Not applicable Tray 4 Option Option Option Not applicable High Capacity Feeder Option Option Option Standard Tray Media Size Media Types 1 2 3 4 and High Capaci...

Page 165: ...ntil required Loading the Paper Trays Using the instructions provided below load paper into the machine Up to three paper trays are available depending on your machine configuration 1 To load paper carefully pull out the paper tray NOTE Take care not to let the tray fall when removing it from the device 2 Adjust the rear paper guide to the required paper length It is preset to A4 or Letter size de...

Page 166: ...guide by squeezing the lever and sliding it towards the stack of paper until it gently touches the side of the stack Do not allow the guide to press against the edge of the paper tightly 5 Close the paper tray When printing from your PC ensure you select the Select Paper button to specify the correct paper size color and type Not confirming the paper details may result in printing delays 6 The UI ...

Page 167: ... not currently loaded in the paper tray Acceptable print media is plain paper from 3 9 x 5 8 to 8 5 x 14 98 mm x 148 mm to 216 mm x 356 mm and weighing between 16 lb and 43 lb 60 g m and 163 g m Loading the Bypass Tray 1 Lower the bypass tray located on the right side of the product and unfold the paper support extension Remove any curl on postcards and labels before loading them into the Bypass T...

Page 168: ...pe and or Color buttons if necessary to change the settings If the settings are correct select the Confirm button Please refer to Setting the Paper Size in the Paper and other Media chapter on page 163 Envelope Mode 1 Lower the bypass tray located on the right side of the product and unfold the paper support extension Remove any curl on envelopes before loading them into the Bypass Tray 2 Prepare ...

Page 169: ... 4 Adjust the paper guide to the width of the stack of print material Ensure you have not loaded too much print media The stack should be under the Max Fill Line The UI screen shows the current paper supply settings for the Bypass Tray on the left hand side Select the Size Type and or Color buttons if necessary to change Bypass Tray Paper Guide Max Fill Line ...

Page 170: ...r and other Media 162 Xerox WorkCentre 4260 User Guide the settings If the settings are correct select the Confirm button Please refer to Setting the Paper Size in the Paper and other Media chapter on page 163 ...

Page 171: ...ection to return to the Tray Information screen Change Type Select up arrow to choose from the list of paper type options Save your selection to return to the Tray Information screen Change Color Select up arrow to choose from the list of paper color options Save your selection to return to the Tray Information screen Confirm Select the Confirm button when the tray settings on the UI are correct t...

Page 172: ... envelopes with sharp well creased folds DO NOT use envelopes with clasps and snaps DO NOT use envelopes with windows coated lining self adhesive seals or other synthetic materials DO NOT use damaged or poorly made envelopes Only use the special media recommended for use in laser printers To prevent special media such as transparencies and label sheets from sticking together remove them from the e...

Page 173: ...ng which can cause paper jams Exposed adhesive can also cause damage to machine components Do not feed a sheet of labels through the machine more than once The adhesive backing is designed for one pass through the machine Do not use labels that are separating from the backing sheet or are wrinkled bubbled or otherwise damaged ...

Page 174: ...10 Paper and other Media 166 Xerox WorkCentre 4260 User Guide ...

Page 175: ...ups This chapter identifies some of the key settings that you can customize to meet your requirements It is aimed primarily at the System Administrator of the machine Changing these settings is easy and will save you time when using the machine ...

Page 176: ...trol panel 1 Press the Log In Out button on the control panel 2 Use the number keypad to enter the default password 1111 Select Enter on the touch screen 3 Press the Machine Status button 4 Select the Tools tab NOTE 1111 is the factory set default password It is recommended that you change this password For information on changing passwords press the Help button on the machine keypad ...

Page 177: ...tton Test Audio Tone Test LED Indicator Test Touch Area Test Display Pixel Test Video Memory Test Reset User Interface Application Checksum Verification Software Reset Timers System Timeout Incomplete Scan Held Job Timeout Supplies Print Cartridge Reorder Notification Feed Rollers Counter Reset Fuser Counter Reset Bias Transfer Roller Counter Reset Paper Tray Management Paper Setting Default Stock...

Page 178: ...s Fax Country Setting Line Configuration Incoming Fax Defaults Transmission Defaults Mailbox Setup Documents Received in Mailbox Fax Report Error Correction Mode Connectivity Network Setup General Physical Media Software Upgrade Advanced Network Setting Accounting Accounting Enablement Authentication Mode Network Accounting Setup Foreign Interface Device Setup Security Settings Authentication Job ...

Page 179: ...e the local date and time on the machine Tools Device Settings General Set Date Time Set the date in either mm dd yy or dd mm yy or yy mm dd format and enter the correct date Set the correct time using either the 12 or 24 hour clock Enter the time in the Hour and Minutes fields and choose AM and PM as relevant if it s a 12 hour clock NOTE Any changes made to time or date will require the machine t...

Page 180: ...be set to either inches or mm You can also set the decimal point Numeric Separator to either a period e g 12 3 or a comma e g 12 3 Tools User Interface General Measurements Set 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 ...

Page 181: ...achine to make prints is affected by air pressure Air pressure is determined by the height of the machine above sea level The machine will automatically compensate for differences in air pressure if you enable the feature Tools Device Settings General Altitude Adjustment Setting the altitude enables the machine to operate effectively and maximises performance ...

Page 182: ...ows a user to listen to the call progress and hear the number dialed and the beginning of the handshake This is often known as listen to dial If you want to hear the fax audio monitor select the On button Select Save to confirm the setting The dialing and handshake tones will now be audible every time a fax is sent Prefix Dial The Prefix Dial allows you to enter a frequently used dial code that ca...

Page 183: ... you to customize the way faxed documents are received Tools User Interface Fax Service Settings Incoming Fax Defaults Auto Answer Delay This 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 ri...

Page 184: ... or e mail More Fax Forward features are available via CentreWare Internet Services Forward to E mail Select either Forward Transmitted Faxes or Forward Received Faxes Select either Output Format pdf or Output Format TIFF Enter forwarding E mail address and Save settings Forward to Fax Select either Forward Transmitted Faxes Forward Received Faxes or Forward All Faxes Enter forwarding fax number a...

Page 185: ...lephone Answering Machine Fax and Fax receive options Telephone 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 Fax 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...

Page 186: ...ettings Line Configuration Fax Report 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...

Page 187: ...les 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 ...

Page 188: ...ually 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 n...

Page 189: ...e 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 va...

Page 190: ...11 Setups 182 Xerox WorkCentre 4260 User Guide Tools User Interface Copy Service Settings Reduce Enlarge Preset ...

Page 191: ...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 fe...

Page 192: ...le 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 Tone Description Fault Tone Sounds when there is a fault on the machine Conflict Tone Sounds when there is a system setting conflict Selection Tone Sounds when a butt...

Page 193: ...itching on the machine Tools Device Settings Tests Resets Software Reset This facility allows you to reset the System Software Select the Reset System Software button A pop up window will appear warning you that jobs in the system may be lost and asking you to confirm that you wish to continue If you confirm this message the machine will reboot the system software ...

Page 194: ...ze the toner usage to predict the percentage of toner remaining and display the information on the Machine Status Service Information screen When the percentage of toner remaining equals the number set in the window on this screen a message will be displayed telling you to order a new Print Cartridge You can set the percentage level the message displays using the scroll buttons When the Print Cart...

Page 195: ... as a measure of their life expectancy These include Fuser Counter Bias Transfer Roller Counter Feed Rollers Counter Document Feeder Friction Pad Counter At the end of life these units continue running without re order notification messages On replacement select the Supplies tab and use the Counter Reset buttons to reset the counters to zero ...

Page 196: ...ter their User ID and Account ID to access the machine and information about the jobs performed are stored in a job log Copy Print inbound and outbound Embedded Fax outbound Server Fax E mail and Network Scanning jobs are tracked if these options are installed on the device The machine requires the Network Accounting Kit to be installed and network access to a Xerox approved External Accounting Sy...

Page 197: ...nd select the required account 6 Touch Enter 7 When the User is logged in the Services screen will show The User can now select the feature that they want to use 8 To log out or to log in to another group or General Account touch Username in the top right of the touch screen 9 Press the Log In Out button 10 Touch Confirm to exit the Tools Pathway The XSA feature is mutually exclusive from any othe...

Page 198: ... WorkCentre 4260 User Guide other services Inhibiting All Services will require credits to access any service that requires paper This option is only available if a Foreign Interface Device Kit is installed on the machine ...

Page 199: ...ration for the machine Network Authentication Authentication is used to verify that a User accessing the machine is a valid User The User s authentication details are verified either remotely by a network authentication server locally by an internal database stored in the machine The Administrator can select one of these environments to provide network authentication Kerberos Unix Linux Kerberos W...

Page 200: ...ate Image Overwrite is a security measure for customers who are concerned about unauthorized access and duplication of classified or private documents The Immediate Image Overwrite feature erases all residual image data from the machine immediately after each job has been processed without requiring the machine to be taken offline When the Network Controller is fitted the feature overwrites the fo...

Page 201: ... to begin the overwrite All existing jobs will be deleted regardless of their status and all job submissions will be prohibited for the duration of the overwrite Job Opereation Rights Enable Job Operation Rights for All Users or System Administrator Only with this feature This sets permissions to allow general users or Systems Administrators to delete jobs from the device print queue ...

Page 202: ...abled refer to Audio Tones in the Setups chapter on page 184 2 Select Start Test to begin the test 3 Press each button on the panel to the right of the touch screen A short audio tone will be generated if the button is functioning properly 4 Select End Test to end the test The Test Pass Fail screen displays 5 Select the Passed button if all the buttons on the User Interface are functioning properl...

Page 203: ...erface changed color from black to white otherwise select the Failed button LED Indicator Test The LED Indicator test verifies that all of the lights on the control panel are functioning properly 1 Select Start Test to begin the test Each light will light for a short period of time if it is functioning properly The lights will continue to cycle until the test is ended 2 Select End Test to end the ...

Page 204: ... Application Checksum Verification checks that the UI software is up to date and running correctly Select Start Test to begin the test A message will be displayed indicating that the test in progress A second message will then be displayed indicating whether or not the test was completed successfully ...

Page 205: ...users access to numbers and details vital to maintain the machine uptime Tools Device Settings General Xerox Customer Support This utility allows you to set the following numbers Customer Support Telephone Number Supplies Telephone Number Customer Asset Tag Number Xerox Asset Tag Number Select the hyphen button if needed as part of the number ...

Page 206: ...ntication mode in Access and Network Accounting to something other than Network Accounting For more information please refer to the System Administration CD Foreign Device Interface The Foreign Interface Device is a card that is fitted inside the machine to allow a third party device such as a coin operated device or a card reader to be attached to the machine The coin operated device or card read...

Page 207: ...60 User Guide 199 12Maintenance Performing routine maintenance tasks enables your machine to continue running at optimum performance levels Instructions are provided in this chapter for all the maintenance tasks required ...

Page 208: ...to be reordered This message is a warning that the unit is nearing the end of its life Only replace the unit when a message actually instructs you to do so To replace a CRU follow the instructions on the User Interface or refer to the relevant sections below CAUTION When replacing consumables DO NOT remove the covers or guards that are fastened with screws You cannot maintain or service any of the...

Page 209: ...idge shake well to distribute the toner Remove from packaging 4 To fit the new Print Cartridge make sure the toner is facing the correct way up 5 Insert the Print Cartridge 6 Close the front cover 7 Select the Confirm button on the machine display If after fitting a new Print Cartridge the front door will not close check that the Print Cartridge is positioned and latched correctly If you have repl...

Page 210: ...rtridge holder 4 Dispose of the used Staple Cartridge 5 Remove the new Staple Cartridge from its packaging 6 Make sure that the staple strips on top of the stack are complete and flat Remove any partial strips and any strips that are bent 7 Insert the new Staple Cartridge into the cartridge holder and push the Staple Cartridge in firmly until it clicks into position 8 Close the Staple Cover door S...

Page 211: ...any maintenance procedure that is NOT specifically described in the documentation supplied with your machine Document Glass and Constant Velocity Transport CVT Glass 1 Use a soft lint free cloth lightly dampened with water Liquid should never be poured directly onto the glass 2 Wipe clean the entire glass area 3 Wipe away any residue with a clean cloth or paper towel NOTE Spots or marks on the gla...

Page 212: ... Regular cleaning keeps the document feeder and output tray free from dust and dirt 1 Use a soft lint free cloth lightly dampened with water 2 Wipe clean the document feeder and output tray including the paper trays and outside areas of your machine 3 Remove any residue with a clean cloth or paper towel ...

Page 213: ...he machine adheres to strict specifications approvals and certifications These specifications are designed to provide for the safety of users and to ensure that the machine operates in a fully functional state Note that improvements in specifications and the appearance of the product may be made without prior notice For more information on the specifications contact your Xerox Representative ...

Page 214: ...with Tray 2 Access From the front and back Copier Speed From paper tray 1 55 cpm one sided Letter 55 cpm A4 First Copy Out Time Document Glass from Paper Tray 1 to top tray less than 10 seconds Document Feeder from Paper Tray 1 less than 13 seconds Warm Up Time Cold Start Ready to copy in less than 30 seconds From Power Save Ready to copy in less than 25 seconds Feature Specification Capacity 520 ...

Page 215: ...pecification Capacity 100 sheets 20 lb 80 g m bond paper per tray 20 sheets transparencies 10 envelopes Paper Weights 16 lb 43 lb 60 g m to 163 g m Paper Sizes Length min 5 8 max 14 148 mm 356 mm Width min 3 9 max 8 5 98 mm 216 mm Feature Specification Capacity Approximately 100 sheets of 20 lb 80 g m bond paper Paper Weights 12 5 lb 28 lb 50 g m to 120 g m Paper Sizes A5 A4 Letter of A4 US Legal ...

Page 216: ...x WorkCentre 4260 User Guide Output Modules Output Tray Finishing Feature Specification Capacity 500 sheets of 20 lb 80 g m bond paper Feature Specification Staples 1500 staples per cartridge 50 sheets maximum 1 staple position ...

Page 217: ...Guide 209 Electrical Specifications Feature Specification Frequency 50 60 Hz Electrical Voltage 110 127 VAC 220 240 VAC Average Power Consumption Power Save mode 35 Watts Stand By mode 100 Watts Printing Simplex 750 Watts Printing Duplex 750 Watts ...

Page 218: ...ory Stored on HDD 80G Effective Scanning Width 8 2 208 mm Maximum Print Width 8 5 216 mm Connection Approvals EU EEA certified to TBR21 USA approved to FCC Pt 68 Canada approved to DOC CS 03 Other countries certified to national PTT standards Feature Specification Compatibility IBM PC MAC Linux Speed 55 ppm one sided Letter 55 ppm A4 Max Print Area 8 5 x 14 US Legal 216 mm x 356 mm Enhanced Resolu...

Page 219: ...ture Feature Specification Max scan width 8 5 216 mm Effective scan width 8 2 208 mm Maximum Resolution 600 x 600 dpi TWAIN ISIS Compatible Network Twain WIA Image Compression MH MMR LZW JPEG Flate Scan mode Mono Text Mono Photo and True Color Gray scale 256 levels ...

Page 220: ...13 Specifications 212 Xerox WorkCentre 4260 User Guide ...

Page 221: ...ine When a change occurs allow the machine at least two hours to adjust to its new environment depending on the extent of the change Follow routine maintenance schedules for cleaning areas such as the document glass and touch screen Always set the Edge Guides in the paper trays to the size of the media in the tray and ensure the screen is displaying the correct size Ensure paper clips and paper de...

Page 222: ... on screen instructions to clear the fault NOTE Any printed sheets removed will automatically be reprinted once the paper jam is cleared Paper Jams The display screen will indicate the location of the jam Jam Clearance areas vary depending on your machine model and configuration Document Feeder area Document Glass area Side Cover area Finisher area ...

Page 223: ...d automatically to recover the job integrity Document Glass Area Duplex Jams 1 Open the document feeder 2 Pull down the Lower Jam Clearance Cover handle to open the Lower Jam Clearance Cover 3 Remove any jammed paper 4 Close the Lower Jam Clearance Cover and the document feeder 5 Re order the documents as at the start of the job and reload The documents will be recycled automatically to recover th...

Page 224: ... area and avoid touching any metallic surfaces 2 Close the rear cover door Finisher Area Jams 1 Open the Finisher cover 2 Lower handles 1a and 1b and remove any jammed paper If no jammed paper is found proceed with the following steps 3 Press lever 1c down fully While holding 1c down slide the finisher unit to the left and remove any jammed paper 4 Return the finisher to its original position and ...

Page 225: ...ox WorkCentre 4260 User Guide 217 NOTE If you are unable to clear the fault contact your local Xerox Welcome and Support Centre for assistance refer to Customer Support and Supplies Numbers in the Setups chapter on page 197 ...

Page 226: ...opy paper in the bypass tray has run out Load paper in the bypass tray Tray Cassette Out Paper tray is not securely closed Close the paper tray until it locks into place Jam from Tray Copy paper has jammed in the paper tray Open the indicated tray and remove the jammed paper Open back and front covers and remove jam Duplex Jam Copy paper has jammed in the side cover Open the back covers and remove...

Page 227: ...e printed material from Output tray Staple Cartridge Not Installed Staple cartridge not installed Install staple cartridge Stapler Fault Stapler unit does not work Open stapler door and check the stapler Close stapler door If the fault persists Power Off Power On If the problem persists call for service DADF DADF Jam The loaded document has jammed in the DADF Open DADF cover and remove jammed medi...

Page 228: ...14 Troubleshooting 220 Xerox WorkCentre 4260 User Guide ...

Page 229: ...et Creation 54 Border Erase Edge Erase 53 C Cleaning Control Panel Touch Screen 203 DADF and Output Tray 204 Document Glass 203 Color Mode Faxing 74 Color Scanning E mail 114 Constant Velocity Transport 203 Control Options Print 148 Copying Reduce Enlarge 45 Country Setting 175 Covers Copy 55 D Default Output Options Fax Receive Settings 176 Default Settings Entry Screen 183 Power Save Duration 18...

Page 230: ...ity 206 Copier Speed 206 First Copy Out Time 206 Hardware 206 Machine Size 206 Warm Up Time 206 Machine Tests Image Quality 194 UI Test Application Checksum Verification 196 Audio Tone 195 Communications Self Test 195 Display Pixel 195 LED Indicator 195 Reset UI 195 Touch Area 194 UI Button 194 Video Memory 195 User Interface 194 Manual Size Input E mail 118 Margin Shift Image Shift 52 Media Speci...

Page 231: ...ling Fax Receive Settings 177 Secure Receive Fax Receive Settings 176 Send to a Remote Mailbox Faxing 78 Server 59 Server Fax 59 Small Original Erase Edge Erase 53 Software Resets 185 Staple Cartridge 201 Store Files 121 Store for Polling Faxing 75 Store Job 57 Store to Mailbox Faxing 77 Support and Supplies Numbers 197 T Toll Save Fax Setup 174 Tools Menu 168 Transmission Header Text 175 Transpar...

Page 232: ...Index 224 Xerox WorkCentre 4260 User Guide ...

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