Xerox 665 User manual

XEROX
Workcentre Pro 665, 685, 765, 785
User’s Guide

Xerox Limited,
Global knowledge and Language Services,
Enterprise Centre,
Bessemer Road,
WELWYN GARDEN CITY,
AL7 1HL
United Kingdom
©1999 by Xerox Corporation. All rights reserved.
Xerox®, Xerox Limited® and all the products mentioned in this
publication are trademarks of Xerox Corporation and Xerox Limited.
Products and trademarks of other companies are also acknowledged.
Copyright protection claimed includes all forms and matters of
copyrightable material and information now allowed by statutory or
judicial law or hereinafter granted, including without limitation,
material generated from the software programs which are displayed
on the screen such as icons, screen display looks, etc.
Changes are periodically made to the document. Revisions, changes,
any technical inaccuracies, and typographical errors will be corrected
in any subsequent editions

WorkCentre Pro 665/685/765/785 i
Table of Contents
Chapter 1 Introduction.............................................................................1-1
Finding Information in the User’s Guide.....................................................1-1
Information provided by the System Administrator’s Guide (SAG).............1-2
Document Conventions..............................................................................1-5
Notes, Cautions, and Warnings..................................................................1-6
Chapter 2 Machine Requirements...........................................................2-1
System Requirements................................................................................2-1
Space Requirements..........................................................................2-2
Chapter 3 Machine Overview...................................................................3-1
System Overview........................................................................................3-1
System Features ........................................................................................3-2
Hardware Features.....................................................................................3-4
Control Panel..............................................................................................3-6
Control Panel Components and Function Keys..................................3-7
Direct Access Function Keys............................................................3-11
Tones................................................................................................3-13
Operation Modes......................................................................................3-14
Standby Mode ..................................................................................3-14
Communication Mode.......................................................................3-14
Copy Mode.......................................................................................3-15

ii WorkCentrePro665/685/765/785
Menu Mode ......................................................................................3-15
PC Printing Mode.............................................................................3-15
DocuLAN Fax Mode.........................................................................3-15
Types of Communications........................................................................3-16
Transmissions..................................................................................3-16
Receptions .......................................................................................3-18
Multi Access Communications .........................................................3-18
Multi Access Function Table - Local.........................................3-19
Multi Access Function Table - Fax Communication .................3-20
Multi Access Function Table - PC ............................................3-21
Chapter 4 Getting Started........................................................................4-1
Printing your Menu Map.............................................................................4-1
Setting the Machine Language...................................................................4-1
Setting the Date and Time..........................................................................4-2
Setting your Machine ID*............................................................................4-5
Setting the Dial Mode*................................................................................4-7
Setting the Send Header............................................................................4-8
Setting the Receive Footer.........................................................................4-9
Loading Documents .................................................................................4-10
Document Specifications..................................................................4-10
Selecting the Scan Resolution .........................................................4-12
Selecting the Scan Contrast.............................................................4-13
Quick Start................................................................................................4-14
To Receive.......................................................................................4-14
To Send............................................................................................4-14
To Copy ...........................................................................................4-14
To Print.............................................................................................4-14
Menu Map ........................................................................................4-15

WorkCentre Pro 665/685/765/785 iii
* Not available in all markets.
Phonebook Reports..........................................................................4-16
By Name Phonebook ...............................................................4-17
Speed Dial Phonebook.............................................................4-18
Group Phonebook....................................................................4-19
One Touch Phonebook.............................................................4-20
Chapter 5 Basic Troubleshooting...........................................................5-1
Calling for Service ......................................................................................5-1
Paper Jam..................................................................................................5-1
Document Jam ...........................................................................................5-8
Bypass Tray Limitation.............................................................................5-11
Chapter A Safety Certification and Environmental Compliance.........A-1
Laser Safety Information ...................................................................A-3
Third Party Certification..................................................................... A-4
Radio Frequency Emissions USA .....................................................A-4
Unique European Certification...................................................................A-5
Approvals and Certification................................................................ A-5
UK Electricity at Work Regulation...................................................... A-6
Environmental Compliance........................................................................A-9
ENERGY STAR®.............................................................................. A-9
Environmental ChoiceM .................................................................... A-9
SWISS ENERGY 2000...................................................................... A-9
Telecommunications Requirements........................................................A-10
European Fax Approvals and Certification......................................A-10
FCC Regulations............................................................................. A-11
Send Header Requirements.....................................................A-11
Data Coupler Information .........................................................A-11
Canadian Certification.....................................................................A-13

iv WorkCentrePro665/685/765/785

Introduction
WorkCentre Pro 665/685/765/785 1-1
1 Introduction
Thank you for purchasing the Xerox Workcentre Pro. The
WorkCentre is designed for ease of use, but to use your machine to
its fullest potential, take some time to read the User Documentation.
You will be ready to send and receive faxes and make copies with
your machine as soon as you have read chapters 1 through 4. You
can then refer to topics in the remaining documentation as needed.
Finding Information in the User’s Guide
The User’s Guide contains the following sections:
Table of Contents
Use the Table of Contents to find topics easily.
Introduction - Chapter 1
Describes the information in this User’s Guide and System
Administrator’s Guide.
Machine Requirements - Chapter 2
Describes the system and space requirements.
Machine Overview - Chapter 3
Describes the system and hardware features of the machine and
provides an overview of how the machine operates. Each key on the
Control Panel is described.
Getting Started - Chapter 4
Includes the procedures for setting up the basic machine information
such as date, time, language, machine ID, send header and receive
footer. Simple instructions to send, receive, print, and copy are also
provided.

Introduction
1-2 WorkCentre Pro 665/685/765/785
Basic Troubleshooting - Chapter 5
Guides the user through problem solving, and recommended
corrective actions.
Environment Specifications - A
Provides the safety, data coupler, and Canadian certification
information.
Index
Refer to the Index to locate specific information.
Information provided by the System Administrator’s Guide (SAG)
In addition, the System Administrator’s Guide contains the following
sections:
Table of Contents
Use the Table of Contents to find topics easily.
Introduction - Chapter 1
Describes the information in this User’s Guide and System
Administrator’s Guide.
Programming the Machine - Chapter 2
Describes Menu Mode operation and the steps required to enter
information when programming the machine. Instructions for storing
frequently dialed numbers are also provided.
Receiving Documents - Chapter 3
Describes the Receive functions and instructs how to perform each
function.
Dialing Methods - Chapter 4
Describes the Dialing methods and instructs how to use each
method.
Transmitting Documents - Chapter 5
Describes the Transmit functions and instructs how to perform each
function.
Cancelling Jobs - Chapter 6
Provides the instructions for cancelling the various types of jobs.

Introduction
WorkCentre Pro 665/685/765/785 1-3
Polling - Chapter 7
Describes the Polling functions and instructs how to perform each
function.
Mailbox Communications - Chapter 8
Describes both the Xerox Mailbox system and the standard ITU-T
Mailbox system and instructs how to use the mailbox functions for
each system.
Reports - Chapter 9
Describes the reports and lists and instructs how to setup or print
each report.
Copying Documents - Chapter 10
Describes the Copy functions and instructs how to perform each
function.
Scan Functionality - Chapter 11
Describes the TWAIN settings.
PCL Printing Functionality - Chapter 12
This option will be made available soon.
Network Functionality - Chapter 13
This option will be made available soon.
Internet FAX Functionality - Chapter 14
This option will be made available soon.
Control Centre and Web Control Centre - Chapter 15
Describes how to use Control Centre and Web Control Centre
software to set up the WorkCentre
Problem Solving - Chapter 16
Guides the user through problem solving and provides a list of error
codes, messages, and recommended corrective actions.
Ordering Supplies - Appendix A
Provides contact addresses and telephone numbers for ordering
consumable supplies.

Introduction
1-4 WorkCentre Pro 665/685/765/785
Maintaining the Product - Appendix B
Provides procedures to clean and maintain the machine. Includes
detailed procedures for replacing the consumables.
Product Data Sheet - Appendix C
Environmental Specifications - Appendix D
Provides the safety, data coupler, and Canadian certification
information.
Index
Refer to the Index to locate specific information.

Introduction
WorkCentre Pro 665/685/765/785 1-5
Document Conventions
A document convention is simply a way of presenting information.
This section explains the conventions used in the Workcentre Pro
User’s Guide.
Many procedures require you to press a key to perform a function;
these keys appear in boldface type.
For example: Press Start to send a fax.
When you use the Menu Mode, you may have to press a series of
keys before arriving at the desired menu. The resulting screen
message for each step appears next to the series of keys pressed.
For example: The procedure to enable the Send Header would
appear as follows:
To enable the send header:
1. Press:
2. Select where you want the fax header to be printed:
To print the header in the document area, press .
To print the header above the document area, press .
To not print a header, press .
3. The menu selection screen redisplays. Press
Stop to return to
the Standby Mode.
Menu
Send header
1. Inside
2. Outside
3. Off

Introduction
1-6 WorkCentre Pro 665/685/765/785
Notes, Cautions, and Warnings
This manual uses notes, cautions, and warnings to emphasize
information the reader needs. Notes contain information that
supplements the text. Notes are emphasized with italics. The
following is an example of a note:
The following are examples of a caution and a warning:
CAUTION
Do not touch the green drum surface. Touching the
drum could reduce the print quality.
WARNING
Do not touch the heater unit inside the machine.
The heater unit is hot while the machine is
operating.
Note: Notes are provided as additional information.

Machine Requirements
WorkCentre Pro 665/685/765/785 2-1
2 Machine Requirements
This chapter provides information on the system requirements and
the space requirements.
System Requirements
When choosing an installation location, follow these guidelines:
•Avoid dusty locations, extreme heat, humidity, direct sunlight, or
areas subject to heavy vibration.
•Avoid areas where interference from other electrical devices may
be present.
•Avoid using an AC outlet that shares the same circuit as an
electrical device, which may create interference.
•Locate the machine within reach of a telephone outlet. Use a
dedicated single line telephone connection.
•Place the machine on a level surface. An uneven surface can
cause performance problems such as poor copy quality and
paper jams.

Machine Requirements
2-2 WorkCentre Pro 665/685/765/785
Space Requirements
Adequate space is required for ventilation, ease of operation,
maintenance, and replacement of consumables. Provide the
minimum space as shown in the following figure.
Height: 30 inches (750 mm)
Height (with Optional Paper Tray): 33.4 inches (850 mm)
Height (with 2 Optional Paper Trays): 37.4 inches (950 mm)
37.4 inches
(950 mm)
003
47.2 inches
(1.2 meter)

Machine Overview
WorkCentre Pro 665/685/765/785 3-1
3 Machine Overview
This chapter provides an overview of the WorkCentre’s hardware
features and operation. The Control Panel is discussed and each key
is defined.
System Overview
The WorkCentre allows the user to send, receive, copy, and print
documents. The ControlCentre software allows you to program the
Fax settings on a PC and write the settings to the WorkCentre.
When you switch on the power and the system has warmed up, the
machine is in the standby, or idle mode and is ready to use. When an
action completes successfully, the machine returns to the Standby
Mode and displays the following information:
Through the Menu mode, you can configure the standard machine
settings or customize your machine. Refer to Chapter 4 “Getting
Started” for basic programming instructions and procedures for
setting the standard machine settings.
For optimum performance, the machine should be left on 24 hours a
day. While the machine is powered on, the internal batteries are
charged.
The primary battery retains the programmed data for up to 5 years if
the machine loses power. Document data stored in a machine with
standard memory is retained for up to 72 hours during a power failure
or power off, where the image battery is fully charged for more than 8
hours prior to power off.
12-01-1999 06:57
Ready
Free memory: 100%
Load document

Machine Overview
3-2 WorkCentre Pro 665/685/765/785
System Features
The following table describes many of the WorkCentre features.
Refer to the Table of Contents or Index to locate detailed information.
Feature Description
Copying on Plain Paper Plain paper is used for printer output thereby allowing the use
of standard forms, labels, etc.
Dual Line Simultaneous
Communications* This machine enables the operation of two real time communication jobs at one time.
Alpha Dialing
(418 numbers)
Dial the desired location by searching for the name in the
Speed Dial, One Touch, and Group phonebooks.
One Touch Dialing
(68 Keys)
With one key stroke, the number of the assigned location(s)
is dialed and the document is sent.
Speed Dialing
(300 Numbers)
In addition to the 68 One Touch keys, 300 3-digit speed dial
numbers can be assigned to frequently called locations.
Direct Access Function Keys
(14 Keys)
Fourteen of the most frequently used functions are assigned
to keys located on the Access Panel.
Multi Access Communications Utilizing the built-in memory, as many as 100 operations can
be programmed for maximum equipment utilization and
efficiency. For example, you can store a document to
memory while the machine is receiving a document.
High Resolution With a maximum resolution of 406 dots/inch x 391 dots/inch
(16 dots/mm x 15.4 lines/mm) and 256 levels of halftone
expression, precision drawings, small-size characters, or
photographs are copied, sent, and received clearly.
Enriched System Functions Various types of communications are available through
enriched system functions such as Relay, Group, and
Mailbox Communications.
Mailbox Systems Features ITU-T industry standards mailbox communications.
Group Communications
(50 groups) This feature allows the transmission of a document to as many as 368 different remote locations with one operation
sequence.
* Not available on all models.

Machine Overview
WorkCentre Pro 665/685/765/785 3-3
Manual Group This feature allows the user to send a document to multiple
remote machines by simply pressing the Manual Group key
and entering the telephone numbers.
Batching This feature automatically performs transmissions of multiple
documents going to the same phone number. Documents
sent to the same location are transmitted with one phone call,
thus saving time and call connecting costs.
Refuse Junk mail With this feature selected, your WorkCentre only receives
from those remote units with phone numbers assigned to
your Speed Dial or One Touch phonebooks.
Receive to Memory Automatically stores up to 100 received documents to
available memory if the paper runs out or if a paper jam
occurs.
Collated Fax With this feature selected, incoming documents are received
to memory and then printed “last page first”.
This feature stacks the document with page 1 on top.
Super Power-Saver Mode This feature turns off areas of the machine, which have a
high power consumption.
Printer Power Saver Mode This feature turns off the printer fuser unit to reduce the
power consumption.
Optional Accessories The WorkCentre can be optioned with up to two additional
paper trays, a bypass tray, a handset*, PCL Printing Card
and Network card.
ControlCentre ControlCentre is software package that can be loaded on a
PC. The ControlCentre software allows you to program most
of the machine settings using the PC, then write the settings
to the WorkCentre.
PC Printing With the WindowsPrinter Driver installed on your PC and
the parallel print cable attached to the parallel port, the
WorkCentre can be used to print from the PC. Network
printing is supported by installing an optional Network card.
DocuLAN Fax Using the optional DocuLAN Fax kit, the Workcentre may be
used on a Local Area Network.
Additional In-box Software Please refer to the individual software packages for
information regarding installation and usage.
Feature Description

Machine Overview
3-4 WorkCentre Pro 665/685/765/785
Hardware Features
* Not available in all markets.
** Not available on some models.
Feature Description
Document Output Tray Collects the document pages following a
transmission or copy operation. Contains an
extension to support larger documents.
Control Panel Contains the keys to program system features or
operate the machine.
Document Guides Guides the document pages into the scanner.
Transmission Cover Open
Button Releases the Transmission Cover to clear a document jam.
Document Tray Supports the documents to be copied or transmitted.
Handset Connector* Provides a jack for connecting the optional handset.
Telephone Connector Provides a standard modular jack for connecting a
telephone.
Line Connector
(Lines 1 & 2**) A standard modular jack for connecting the phone line to line 1 or line 2 for fax communications.
Right Side Cover Allows access for clearing paper jams.
Top Cover Open Lever Releases the Top Cover for accessing consumables
or clearing a paper jam.
Paper Tray Supplies the cut sheet paper to the WorkCentre. A
paper size sensor is located in the paper tray
assembly to automatically detect and use the proper
paper size when in the receive mode.
Copy Output Tray Collects printed documents.
Power Switch Switches the WorkCentre power On/Off.
Power Cord Supplies power to the machine.
Bi-directional Parallel
Connector (IEEE 1284
compliant)
Connects the WorkCentre to a PC.

Machine Overview
WorkCentre Pro 665/685/765/785 3-5
Workcentre Hardware Features
* Not available in all markets.
** Not available on some models.
Document
Output Tray
Control
Document Guides
Transmission Cover
Open Button
Paper Tray
Printed Output
Tray
001
Panel
Right Side Cover
Document
Tray
Parallel Connector
Top Cover
Open Lever
*
**
**
Bi-directional
Power Cord
056
Connector

Machine Overview
3-6 WorkCentre Pro 665/685/765/785
Control Panel
059
060-1 060-2