Xerox WorkCentre 5845, Getting Started Manual

Page 1: ...Version 1 0 January 2013 Xerox WorkCentre 5845 5855 5865 5875 5890 Getting Started Guide ...

Page 2: ...ved Xerox and Xerox and Design are trademarks of Xerox Corporation in the United States and or other countries Xerox and XEROX and Design are trademarks of Xerox Corporation in the United States and or other countries Version 1 0 January 2013 ...

Page 3: ...Recycling and Disposal 16 Energy Program Compliance 17 Environment Health and Safety Contact Information 18 2 Getting Started Identifying the Parts of Your Device 19 Locating the Serial Number for Your Device 21 Services and Options 22 Identifying the Control Panel Buttons 34 Power On and Off 35 Loading Documents 37 Making Copies 38 Print 39 Fax 45 Using Workflow Scanning 60 Sending an E mail 61 S...

Page 4: ...2 WorkCentre 5845 5855 5865 5875 5890 Getting Started Guide ...

Page 5: ...mental standards The safety and environment testing and performance of this device have been verified using Xerox materials only WARNING Unauthorized alterations which may include the addition of new functions or connec tion of external devices may impact the device certification Please contact your Xerox represen tative for more information Safety Labels and Symbols All warnings and instructions ...

Page 6: ...rements please consult your local power company or a licensed electrician for advice The electrical supply outlet should be installed near the device and should be easily accessible WARNING This device must be connected to a protective earth circuit This device is supplied with a plug that has a protective earth pin This plug will only fit into an earthed electrical outlet This is a safety feature...

Page 7: ...rox dealer to arrange relocation of the device to a location outside of your building Always locate the device on a solid support surface not on plush carpet that has adequate strength to support the weight of the machine Always locate the device in an area that has adequate ventilation and room for servicing Note Your Xerox device is equipped with an energy saving function to conserve power when ...

Page 8: ...endent on copy volume Providing 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 authorized local dealer or Service Pro...

Page 9: ...iate radio frequency energy If it is not installed and used in accordance with these instructions it may cause harmful interference to radio communications Operation of this device in a residential area is likely to cause harmful interference in which case the user will be required to correct the interference at his her own expense If this device does cause harmful interference to radio or televis...

Page 10: ...ined from Xerox European Union Lot 4 Imaging Equipment Agreement Environmental Information Environmental Information Providing Environmental Solutions and Reducing Cost Introduction The following information has been developed to assist users and has been issued in relation to the European Union EU Energy Related Products Directive specifically the Lot 4 study on Imaging Equipment This requires ma...

Page 11: ...roduct can be used to print on both recycled and virgin paper approved to an environmental stewardship scheme which complies with EN12281 or a similar quality standard Lighter weight paper 60 gsm which contains less raw material and thus saves resources per print may be used in certain applications We encourage you to check if this is suitable for your printing needs Turkey RoHS Regulation In comp...

Page 12: ...e 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 in black and white and is less than 75 or more than 150 of the linear dimensions of the original Postal Money Orders Bills Checks or Draft of money drawn by or upon authorized officers of the Unite...

Page 13: ...those guilty of making such reproductions 1 Current bank notes or current paper money 2 Obligations or securities of a government or bank 3 Exchequer bill paper or revenue paper 4 The public seal of Canada or of a province or the seal of a public body or authority in Canada or of a court of law 5 Proclamations orders regulations or appointments or notices thereof with intent to falsely cause same ...

Page 14: ... a margin at the top or bottom of each transmitted page or on the first page of the transmission the date and time it is sent and an identification of the business or other entity or other individual sending the message and the telephone number of the sending machine or such business other entity or individual The telephone number provided may not be a 900 number or any other number for which char...

Page 15: ...twork the Telephone Company will notify you in advance that temporary discontinuance of service may be required But if advance notice is not practical the Telephone Company will notify the customer as soon as possible Also you will be advised of your right to file a complaint with the FCC if you believe it is necessary The Telephone Company may make changes in its facilities equipment operations o...

Page 16: ...nger Equivalence Number REN assigned to each terminal device provides an indication of the maximum number of terminals allowed to be connected to a telephone interface The termination on an interface may consist of any combination of devices subject only to the requirement that the sum of the Ringer Equivalent Numbers of all of the devices does not exceed 5 For the Canadian REN value please see th...

Page 17: ...vice Material Safety Data For Material Safety Data information regarding your machine see the support information for your area North American material safety data can be found here www xerox com msds European Union material safety data can be found here www xerox com environment_europe For the Customer Support Center phone numbers go to www xerox com office worldcontacts ...

Page 18: ...sed in both a domestic household and a professional business application Professional Business Environment Application of this symbol on your device is confirmation that you must dispose of this device in compliance with agreed national procedures In accordance with European legislation end of life electrical and electronic equipment subject to disposal must be managed within agreed procedures Dom...

Page 19: ...ps 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 Canada Environmental Choice Terra Choice of Canada has verified that this device conforms to all applicable Environmental Choice EcoLogo requirements for minimized impact to the environment As a participant in the Env...

Page 20: ... this Xerox device and supplies please contact the customer help line for your area Device safety information is also available on the Xerox website www xerox com about xerox environment USA For Environment Health and Safety information call 1 800 828 6571 Canada For Environment Health and Safety information call 1 800 828 6571 Europe For Environment Health and Safety information call 44 1707 353 ...

Page 21: ... to meet any future requirements you may have Please contact your local Xerox representative for further information 1 Control Panel Touch Screen and Numeric Keypad 2 Document Feeder and Document Glass Used for scanning single or multiple documents The document glass can be used for scanning single bound custom size or damaged documents 3 Paper Tray 1 This tray is standard on all models The tray i...

Page 22: ... Hole punch kits can be installed with this finisher 13 Office Finisher with Booklet Maker This optional finisher creates booklets collates offsets stacks and staples your output Hole punch kits can be installed with this finisher 14 High Volume Finisher This optional finisher collates offsets stacks and staples your output Hole punch kits can be installed with this finisher 15 High Volume Finishe...

Page 23: ...ne solutions and support If you require further assistance call our experts at the Xerox Support Center or contact your local representative When telephoning please quote the machine serial number The Xerox Support Center or local representative telephone number is provided when the device is installed 1 To access the serial number open the front door The serial number is located on a label above ...

Page 24: ...ured and installed Internet Fax allows users to send or receive faxes over the internet or intranet Scanning enables E mail and Workflow Scanning services Optional Paper Tray 6 high capacity paper tray Tray 6 Large Paper Kit converts paper tray 6 to hold larger paper sizes Tray 6 A4 Short Edge Feed Kit converts paper tray 6 into a short edge feed tray Envelope Tray this tray is fitted instead of p...

Page 25: ...ne time High Volume Finisher Swedish 4 Hole Punch Kit enables the High Volume Finisher to make 4 hole punches Other hole punch kits are available for this finisher Only one hole punch kit can be fitted at one time High Volume Finisher with Booklet Maker creates booklets collates offsets stacks and staples your output Tri fold and Hole Punch kits can be installed with this finisher Trifolder availa...

Page 26: ...hased and installed The options available are dependent on your device model Standard Paper Tray 1 fully adjustable paper tray Paper Tray 2 fully adjustable paper tray Paper Tray 3 high capacity paper tray Paper Tray 4 high capacity paper tray Paper Tray 5 Bypass Tray used for non standard printing media Security kit provides additional security features such as image overwrite options Color Scann...

Page 27: ... 3 Hole Punch Kit enables the High Volume Finisher to make 3 hole punches Other hole punch kits are available for this finisher Only one hole punch kit can be fitted at one time High Volume Finisher 4 Hole Punch Kit enables the High Volume Finisher to make 4 hole punches Other hole punch kits are available for this finisher Only one hole punch kit can be fitted at one time High Volume Finisher Swe...

Page 28: ...s and offsets your output Identifying the WorkCentre 5865 Standard and Optional Services There are a number of services and options available for use with your device Many services and options are provided as standard and simply require enabling or configuring with additional third party hardware Additional optional functions and kits are also available and can be purchased and installed The optio...

Page 29: ...led with this finisher High Volume Finisher collates offsets stacks and staples your output Hole punch kits can be installed with this finisher High Volume Finisher 2 Hole Punch Kit enables the High Volume Finisher to make 2 hole punches Other hole punch kits are available for this finisher Only one hole punch kit can be fitted at one time High Volume Finisher 3 Hole Punch Kit enables the High Vol...

Page 30: ...visually impaired to easily program copy jobs and make copies Foreign Interface Device enables the attachment of a third party access and accounting device such as a card swipe or coin operated unit Not Available Basic Office Finisher stacks collates staples and offsets your output Identifying the WorkCentre 5875 Standard and Optional Services There are a number of services and options available f...

Page 31: ...Finisher to make 4 hole punches Other hole punch kits are available for this finisher Only one hole punch kit can be fitted at one time Office Finisher with Booklet Maker creates booklets collates offsets stacks and staples your output Hole punch kits can be installed with this finisher High Volume Finisher collates offsets stacks and staples your output Hole punch kits can be installed with this ...

Page 32: ...ks the number of Copy Print Workflow Scanning Server Fax and Fax jobs for each user Xerox Copier Assistant Kit provides easier access to the copying capabilities This assistive technology is an alternative to the standard touchscreen and helps everyone especially people who are wheelchair users blind or visually impaired to easily program copy jobs and make copies Foreign Interface Device enables ...

Page 33: ...me Finisher to make 3 hole punches Other hole punch kits are available for this finisher Only one hole punch kit can be fitted at one time High Volume Finisher 4 Hole Punch Kit enables the High Volume Finisher to make 4 hole punches Other hole punch kits are available for this finisher Only one hole punch kit can be fitted at one time High Volume Finisher Swedish 4 Hole Punch Kit enables the High ...

Page 34: ...es staples and offsets your output A hole punch kit is also available for this finisher Office Finisher 2 Hole Punch Kit enables the Office Finisher to make 2 hole punches Other hole punch kits are available for this finisher Only one hole punch kit can be fitted at one time Office Finisher 3 Hole Punch Kit enables the Office Finisher to make 3 hole punches Other hole punch kits are available for ...

Page 35: ...gsm 20 lb paper High Volume Finisher Holds up to 250 sheets of paper in the Top Tray and up to 3000 sheets in the Stacker Tray Paper weight 60 to 216 gsm 16 to 57 lb The High Volume Finisher can collate stack staple and hole punch if available your output depending on the features selected It staples between 2 and 100 sheets of 80 gsm 20 lb paper less if using heavyweight paper or tabs Use the Pau...

Page 36: ...h Screen Use to select programing features and display fault clearance procedures and general device information 6 Log In Out Use to enter log in details and to log out 7 Help Displays help messages for device features 8 Numeric Keypad Use to enter alphanumeric characters 9 Dial Pause Use to insert a pause when dialing a fax number 10 C Cancel Entry Cancels the previous entry made on the Numeric K...

Page 37: ... Device Off Power Off ends the current session and turns off the device 1 Press the Power button on the control panel 2 Select the Power Off button on the touch screen 3 Select the Power Off button again to confirm that the device should power off Note Confirming power off will result in the deletion of any jobs currently in the queue If Cancel is selected the power off option will be cancelled th...

Page 38: ...gain to confirm that the device should go into the Energy Saver state Note When Energy Saver mode is confirmed the device will immediately enter Low Power mode If Sleep mode has been configured the device will then enter Sleep mode after a specified period of time Note The Power button is illuminated when the device is in the Energy Saver state A steady light indicates the device is in Low Power m...

Page 39: ...eder input tray Adjust the guide to just touch the documents Or Lift up the document feeder Place the document face down onto the document glass and register it to the arrow at the top left corner Close the document feeder CAUTION Do not place objects or documents on the document feeder cover Note Original documents are only scanned once even when several copies are selected or 2 sided originals a...

Page 40: ...lections 3 Press the Services Home button 4 Select the Copy button on the touch screen The copy features are displayed 5 If required select the Copy tab This is usually the active tab when the Copy service opens 6 Select any options required 7 Enter the number of prints required using the numeric keypad on the control panel 8 Press the Start button on the control panel to scan the original 9 Remov...

Page 41: ...at you print Mac is a PostScript driver that has been specifically designed to work on Macs Note To print an XPS document your device needs to have the optional XPS feature installed In addition to the drivers designed specifically for your device you can also use the Xerox Global Print Driver or the Xerox Mobile Express Driver These drivers will not give you access to all the features available w...

Page 42: ... If your job remains held in the Active Jobs list the device needs you to supply additional resources such as paper or staples before it can complete the job To find out what resources are needed select the job and then select the Details button Once the resources are available the job will print Printing a Document using the PCL Print Driver You can print to the device from your computer through ...

Page 43: ...rmation 1 Open the document to be printed From most applications select the Office button or select File then select Print from the file menu 2 Enter the number of copies you want to produce Depending on the application you are using you may also be able to select a page range and make other print selections 3 Select the Xerox PCL driver from the list of print drivers available 4 Open the print dr...

Page 44: ... print Mac is a PostScript driver that has been specifically designed to work on Macs Note To print an XPS document your device needs to have the optional XPS feature installed In addition to the drivers designed specifically for your device you can also use the Xerox Global Print Driver or the Xerox Mobile Express Driver These drivers will not give you access to all the features available with th...

Page 45: ...st the device needs you to supply additional resources such as paper or staples before it can complete the job To find out what resources are needed select the job and then select the Details button Once the resources are available the job will print Printing a Document using the XPS Print Driver You can print to the device from your computer through a print driver There are a variety of Xerox pri...

Page 46: ...rmation 1 Open the document to be printed From most applications select the Office button or select File then select Print from the file menu 2 Enter the number of copies you want to produce Depending on the application you are using you may also be able to select a page range and make other print selections 3 Select the Xerox XPS driver from the list of print drivers available 4 Open the print dr...

Page 47: ...electronic image file by scanning an original hard copy document The scanned image is converted into Email format to transmit over the internet or intranet Recipients are selected from an address book or entered manually using the keyboard Received Internet Faxes are automatically sent from the server to the device as print jobs Server Fax scans your documents and sends them to any type of fax mac...

Page 48: ... any options required 10 Press the Start button on the control panel to scan the original 11 Remove the original from the document feeder or document glass when scanning has completed 12 Press the Job Status button on the device control panel to view the job list and check the status of the job Sending an Internet Fax Internet Fax is similar to the E mail feature in that it sends documents across ...

Page 49: ...t the Add button Note At least one To address must be selected documents cannot be sent to a Cc address alone 10 Select the Close button to save the information you entered 11 Select any options required 12 Press the Start button on the control panel to scan the original 13 Remove the original from the document feeder or document glass when scanning has completed 14 Press the Job Status button on ...

Page 50: ...ety of Xerox print drivers available for the device to support all the popular operating systems The Xerox print drivers allow you to use the specific features available on your device If Authentication has been enabled on your device you may have to login at the device to see or release your jobs If Accounting has been enabled you may have to enter login details at the print driver before you can...

Page 51: ...ersonal address book If required select the fax recipient in the list and then select the Save button Click the OK button Or Click the Add From Phonebook button to add a recipient stored in the address book Select the option required Personal Phonebook displays contacts you have added to the phonebook using your print driver Shared Phonebook lists contacts you have added but also contacts added by...

Page 52: ...want to add a watermark to your cover sheet click the Image tab Select the Watermark option required Select the option required Text activates a text entry box where you can type in your text There are options to select a font color orientation and position for your text Picture activates the graphic settings Click the folder icon to browse to your image There are options to select a scale the pos...

Page 53: ... print driver to send a document to a fax address The job is sent from your computer to the device in the same way as a print job but instead of being printed it is then faxed over a telephone line to the specified fax destination Note To use this feature your System Administrator must install and enable the fax option on your device 1 Open the document to be printed From most applications select ...

Page 54: ...Phonebook contains contacts listed in your LDAP Lightweight Directory Access Protocol address book LDAP address books are usually maintained by IT teams as they are often used as company address books and for network authentication and authorization Select the contact required from the list If the contact list is long click in the Search entry box and use your keyboard to enter the contact details...

Page 55: ...a Layering option Print in Background prints your cover sheet text over your watermark so some of the watermark may be covered Blend gives equal prominence to your cover sheet text and your watermark Print in Foreground prints your cover sheet text under your watermark so some of the cover sheet text may be covered Click the OK button 10 If you want the device to print a confirmation sheet use a s...

Page 56: ...opies you want to send Note You only need to select 1 copy even if you are sending the fax to more than one address Selecting more than 1 copy will print your document more than once on the recipient s device but will only print the cover sheet once if you include a cover sheet generated by the print driver 3 Select the Xerox driver from the list of print drivers available 4 Select Xerox Features ...

Page 57: ... Click the Cover Sheet Notes entry box and use your keyboard to enter your note Click the OK button Click the Sender Information button If required select the Sender Name entry box and use your keyboard to enter your name If required select the Sender Organization entry box and use your keyboard to enter your company name If required select the Sender E mail Address entry box and use your keyboard...

Page 58: ...uld be dialled before the main fax number If required select the Credit Card entry box and use your keyboard to enter a credit card number Click the OK button 12 Select the confirmation button the name will vary depending on the application you are printing from From most applications select the OK or Print button 13 Depending on how your device has been set up the Fax Confirmation screen may disp...

Page 59: ...ient Select the Fax Number entry box and use your keyboard to enter the recipient s fax number If required select the Organization entry box and use your keyboard to enter the recipient s company name If required select the Telephone Number entry box and use your keyboard to enter the recipient s telephone number If required select the E mail Address entry box and use your keyboard to enter the re...

Page 60: ...umber entry box and use your keyboard to enter the fax number you would like any replies faxed to If required select a Recipients option Show Recipient Names prints the names of all the recipients on the cover sheet The names used are the names you entered when adding each recipient s details Hide Recipient Names does not print any recipient name on the cover sheet Show Custom Text adds specific t...

Page 61: ...d menu If required select the resolution you require from the Fax Resolution menu Higher resolutions take longer to transmit If required select the time the device should send your job using the Send Time options If required select the Dialing Prefix entry box and use your keyboard to enter a character that should be dialled before the main fax number If required select the Credit Card entry box a...

Page 62: ...to the arrow at the top left corner Close the document feeder 2 Press the Clear All button on the control panel to cancel any previous programming selections 3 Press the Services Home button 4 Select the Workflow Scanning button on the touch screen Note If your System Administrator has added mandatory fields to the default template you will be asked to complete the required document information as...

Page 63: ...e end of the entry box has been reached no more characters can be added To delete a character use the backspace X button Use the special characters button to access special characters such as and Buttons with an icon in the lower right corner have accented or additional characters available Select and hold the button to view related characters in a pop up menu Select the desired character from the...

Page 64: ...file name a default name entered by your System Administrator will be used Select the OK button 14 Select any options required 15 Press the Start button on the control panel to scan the original 16 Remove the original from the document feeder or document glass when scanning has completed The job enters the job list ready for processing 17 Press the Job Status button on the device control panel to ...

Page 65: ...stalled Refer to the System Administrator Guide for further information 1 Open the document to be printed From most applications select the Office button or select File then select Print from the file menu 2 Enter the number of copies you want to produce Depending on the application you are using you may also be able to select a page range and make other print selections 3 Select the Xerox PS driv...

Page 66: ...e print driver before you can send your job Use the Saved Job option to store your job on the device s hard drive so that it can then be printed on demand when required or printed from Internet Services Note Your System Administrator must enable the Job Storage feature on your print driver before you can use the Saved Job option If you are able to update your own driver settings this feature can b...

Page 67: ...applications select the OK or Print button Saving Jobs using the Mac Print Driver You can print to the device from your computer through a print driver There are a variety of Xerox print drivers available for the device to support all the popular operating systems The Xerox print drivers allow you to use the specific features available on your device If Authentication has been enabled on your devi...

Page 68: ...k in the Passcode entry box and use your keyboard to enter a 4 to 10 digit passcode Note To release your job you will enter this passcode using the numeric keypad on the device control panel Only use numbers and choose a passcode you will remember but that is not easy for other people to guess Click in the Confirm Passcode entry box and use your keyboard to re enter your 4 to 10 digit passcode 11 ...

Page 69: ...n the print driver opens 6 Select Saved Job from the Job Type dropdown menu 7 Select the Job Name entry box and use your keyboard to enter a name for your job Select Use Document Name from the Job Name dropdown menu to save your job with the same name as the original document 8 Select the folder where your job should be saved from the Save To menu If your required folder does not display you can u...

Page 70: ...ob required 7 Select any options required 8 Select the Paper Supply button 9 Select the Paper Supply option required Automatically Select lets the device select the appropriate paper size for each original based on the size of the original and reduce or enlarge programming Select a paper tray that contains the size and type of paper you require The size and media loaded in each tray is displayed 1...

Page 71: ...k your System Administrator 3 Press the Enter button on your keyboard to load the page 4 Click the Jobs tab 5 Click the Saved Jobs tab The Reprint Saved Jobs page is displayed and any jobs saved in the Default Public Folder are listed 6 Check the checkbox to left of the job s required To select all the jobs check the checkbox at the top of the heading row 7 Select the Print Job option from the Pri...

Page 72: ...line address books Customization to meet your own work processes Powerful documentation features for example Booklet Creation Special Pages Build Job and Annotations To maximize job productivity use the Job Status button to access the Active Jobs list and manage your jobs If a job is urgent use the Promote option to prioritize the job If a job is held in the list it may require additional resource...

Page 73: ...unit is nearing the end of its life Only replace the unit when a message actually instructs you to do so WARNING When replacing consumables do NOT remove the covers or guards that are fastened with screws You cannot maintain or service any of the parts that are behind these covers and guards Do NOT attempt any maintenance procedure that is NOT specifically described in the doc umentation supplied ...

Page 74: ...d in this documentation Keep all cleaning materials out of the reach of children WARNING Do not use pressurized air spray cleaning aids on or in this equipment Some pressur ized air spray containers contain explosive mixtures and are not suitable for use in electrical appli cations Use of such cleaners can result in a risk of explosion and fire Cleaning the Control Panel Touch Screen Document Feed...

Page 75: ... operating systems The Xerox print drivers allow you to use the specific features available on your device If Authentication has been enabled on your device you may have to login at the device to see or release your jobs If Accounting has been enabled you may have to enter login details at the print driver before you can send your job Use the help button to open the Xerox online help You will need...

Page 76: ...erences button to open the window 4 Click the button You will be directed to the Xerox online help in your default internet browser Accessing the Mac Print Driver Help Pages You can print to the device from your computer through a print driver There are a variety of Xerox print drivers available for the device to support all the popular operating systems The Xerox print drivers allow you to use th...

Page 77: ...Microsoft applications select the Properties or Preferences button to open the window 4 Click the button You will be directed to the Xerox online help in your default internet browser Using the Internet Services Help Feature Internet Services uses the embedded web server on the device This allows you to communicate with the device over the internet or intranet through your web browser If Authentic...

Page 78: ...nce For any additional help visit our customer web site at www xerox com or contact the Xerox Support Center quoting the machine serial number The Xerox Support Center will want to know the nature of the problem the machine serial number the fault code if any plus the name and location of your company ...