Xerox WorkCentre 4265 Service manual

Xerox®WorkCentre®4265
Multifunction Printer
Imprimante multifonction
System Administrator Guide
Guide de l’administrateur système
Español Guía del administrador del sistema
Português Guia de Administração do Sistema

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Document version 1.0: October 2014
BR11646_en-us

Xerox®WorkCentre®4265 Multifunction Printer 3
System Administrator Guide
Contents
1 Introduction 9
Overview ............................................................................................................................................................................... 10
Configuration Steps................................................................................................................................................. 10
More Information............................................................................................................................................................. 11
2. Initial Setup 13
Physically Connecting the Printer .............................................................................................................................. 14
Assigning a Network Address ...................................................................................................................................... 15
Accessing Administration and Configuration Settings..................................................................................... 16
Accessing the Control Panel as a System Administrator ......................................................................... 16
Accessing CentreWare Internet Services as a System Administrator ................................................ 16
Initial Setup at the Control Panel...................................................................................................................... 17
Initial Setup in CentreWare Internet Services...................................................................................................... 18
Accessing CentreWare Internet Services........................................................................................................ 18
Assigning a Printer Name and Location ......................................................................................................... 18
Printing the Configuration Report..................................................................................................................... 18
Restricting Access to the Printer......................................................................................................................... 19
Using the Configuration Page............................................................................................................................. 19
Selecting Services to Appear on the Touch Screen .................................................................................... 19
Changing the System Administrator Password ................................................................................................... 20
3. Network Connectivity 21
TCP/IP.................................................................................................................................................................................... 22
Enabling TCP/IP......................................................................................................................................................... 22
Configuring the Network Address Manually at the Control Panel ...................................................... 22
Configuring DNS Settings at the Control Panel .......................................................................................... 23
Configuring IP Settings in CentreWare Internet Services....................................................................... 23
SLP........................................................................................................................................................................................... 25
Configuring SLP ......................................................................................................................................................... 25
SNMP ..................................................................................................................................................................................... 26
Enabling SNMP .......................................................................................................................................................... 26
Configuring SNMP Advanced Settings............................................................................................................ 26
Configuring SNMPv3....................................................................................................................................................... 27
Configuring SNMPv1/v2c with SNMPv3 ......................................................................................................... 27
Configuring SSDP.............................................................................................................................................................. 28
WINS...................................................................................................................................................................................... 29
Configuring WINS .................................................................................................................................................... 29
Configuring LPR/LPD ....................................................................................................................................................... 30
Raw TCP/IP Printing......................................................................................................................................................... 31
Configuring Raw TCP/IP Settings ...................................................................................................................... 31

Contents
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System Administrator Guide
Configuring IPP.................................................................................................................................................................. 32
LDAP Server ......................................................................................................................................................................... 33
Editing LDAP Server Information....................................................................................................................... 33
Adding or Editing an LDAP Server ..................................................................................................................... 35
HTTP....................................................................................................................................................................................... 37
Enabling HTTP at the Control Panel................................................................................................................. 37
Configuring HTTP Settings in CentreWare Internet Services ................................................................ 37
Enabling or Disabling HTTP Web Services ..................................................................................................... 38
Proxy Server......................................................................................................................................................................... 39
Configuring the Proxy Server............................................................................................................................... 39
WSD........................................................................................................................................................................................ 40
Enabling WSD ............................................................................................................................................................ 40
Configuring AirPrint ......................................................................................................................................................... 41
Configuring SNTP ............................................................................................................................................................. 42
Wireless Network Connection...................................................................................................................................... 43
Connecting to a Wireless Network Using the Wireless Install Wizard ....................................................... 44
Connecting to a Wireless Network Manually........................................................................................................ 45
Configuring the Printer for Wireless LAN WPA-Enterprise ...................................................................... 45
Configuring the Printer for Open System....................................................................................................... 46
Configuring the Printer for Shared Key or WPA/WPA2-Personal ......................................................... 46
Configuring Wi-Fi Direct ................................................................................................................................................ 47
4. Security 49
Setting Access Rights ...................................................................................................................................................... 50
Authentication........................................................................................................................................................... 50
Setting the Login Method..................................................................................................................................... 51
Configuring Authentication Settings ....................................................................................................................... 52
Configuring Local Authentication Settings ................................................................................................... 52
Configuring Network Authentication Settings............................................................................................. 53
Configuring Convenience Authentication Settings.................................................................................... 54
Configuring Smart Card Authentication Settings....................................................................................... 55
Creating a Passcode ................................................................................................................................................ 57
About User Permissions.................................................................................................................................................. 58
Configuring User Roles........................................................................................................................................... 58
Enabling Xerox®Standard Accounting ................................................................................................................... 59
Configuring the Log Out Confirmation Screen .................................................................................................... 60
Secure HTTP (SSL) ............................................................................................................................................................ 61
Enabling HTTPS (SSL) ............................................................................................................................................. 61
FIPS 140-2 ........................................................................................................................................................................... 62
Enabling FIPS 140 Mode and Checking for Compliance......................................................................... 62
IP Filtering............................................................................................................................................................................ 63
Enabling IP Filtering ................................................................................................................................................ 63
Managing the Audit Log................................................................................................................................................ 64
IPsec ....................................................................................................................................................................................... 65

Contents
Xerox®WorkCentre®4265 Multifunction Printer 5
System Administrator Guide
Configuring IPsec ..................................................................................................................................................... 65
802.1X ................................................................................................................................................................................... 66
Configuring 802.1X in CentreWare Internet Services............................................................................... 66
System Timeout ................................................................................................................................................................ 68
Setting System Timeout Values ......................................................................................................................... 68
Overwriting Image Data................................................................................................................................................ 69
Manually Deleting Image Data.......................................................................................................................... 69
Scheduling Routine Deletion of Image Data ............................................................................................... 70
Immediate Job Overwrite ..................................................................................................................................... 70
USB Port Security.............................................................................................................................................................. 71
Enabling or Disabling USB Ports......................................................................................................................... 71
Displaying or Hiding Network Settings.................................................................................................................... 72
Security Certificates......................................................................................................................................................... 73
Machine Digital Certificate .................................................................................................................................. 73
Installing a Trusted CA Certificate.................................................................................................................... 74
5. Printing 75
Managing Banner Page Printing Options............................................................................................................... 76
Enabling Banner Page Printing in CentreWare Internet Services ........................................................ 76
Printing an Error Page..................................................................................................................................................... 77
Configuring Default Print Settings............................................................................................................................ 78
Enabling Print Spooling Settings................................................................................................................................ 79
Printing Reports................................................................................................................................................................. 80
Configuring Secure Print Settings.............................................................................................................................. 81
Configuring Secure Print........................................................................................................................................ 81
UNIX, Linux, and AS/400 Printing ............................................................................................................................. 82
Xerox®Printer Manager......................................................................................................................................... 82
Printing from a Linux Workstation .................................................................................................................... 83
Adding the Printer .................................................................................................................................................... 83
Printing with CUPS ................................................................................................................................................... 83
AS/400........................................................................................................................................................................... 84
Print from USB ................................................................................................................................................................... 85
Enabling Print from USB........................................................................................................................................ 85
Setting the Delete Held Job After Timer................................................................................................................. 86
6. Copying 87
Changing the Default Copy Settings ....................................................................................................................... 88
Specifying Default Copy Settings in CentreWare Internet Services................................................... 88
Setting Defaults for Covers at the Control Panel........................................................................................ 88
Setting Defaults for Transparency Separators at the Control Panel.................................................. 88
Changing the Feature Order on the Control Panel .................................................................................... 89
Showing, Locking, and Hiding Copy Features on the Control Panel................................................... 89
Managing User Presets at the Control Panel................................................................................................ 89
Changing the Paper Supply Auto Select Policy at the Control Panel ................................................. 90

Contents
6 Xerox®WorkCentre®4265 Multifunction Printer
System Administrator Guide
Reducing or Enlarging Presets on the Control Panel ................................................................................. 90
Limiting Access to Copying........................................................................................................................................... 91
Managing Access to 1-Touch Services and Presets............................................................................................ 92
Specifying ID Card Copy Settings ............................................................................................................................. 93
7. Scanning 95
Scanning to an Email Address..................................................................................................................................... 96
Email....................................................................................................................................................................................... 97
Accessing the Email Setup Page ........................................................................................................................ 97
Configuring SMTP Server Settings .................................................................................................................... 97
Editing Optional Email Settings.......................................................................................................................... 98
Workflow Scanning ........................................................................................................................................................100
Creating a Local Template for Workflow Scanning .................................................................................100
Configuring a Remote Template Pool for Workflow Scanning...........................................................100
Configuring File Repository Settings..............................................................................................................101
Configuring Template Pool Refresh................................................................................................................105
Configuring a Validation Server .......................................................................................................................106
Enabling Job Log.....................................................................................................................................................107
Setting Scanned Image File Naming Conventions..................................................................................107
Hiding/Showing Default Template .................................................................................................................107
Setting Template Display Settings for the Control Panel .....................................................................108
Configuring the Default Template..................................................................................................................108
Hiding/Showing Default Template .................................................................................................................110
Scan to USB.......................................................................................................................................................................111
Enabling Scan to USB ...........................................................................................................................................111
Scanning to a User Home Folder .............................................................................................................................112
Enabling Remote Scanning using TWAIN............................................................................................................114
Configuring Scan To Destination.............................................................................................................................115
Before You Begin ....................................................................................................................................................115
Configuring Default Scan Settings..................................................................................................................115
Setting the Default Scan To View to Favorites..........................................................................................115
8. Faxing 117
Fax Overview.....................................................................................................................................................................118
Fax.........................................................................................................................................................................................119
Configuring Fax Settings from CentreWare Internet Services............................................................119
Configuring Required Fax Settings at the Control Panel.......................................................................121
Fax Security...............................................................................................................................................................121
Setting Fax Defaults..............................................................................................................................................122
Fax Forwarding........................................................................................................................................................124
Fax Polling..................................................................................................................................................................125
Fax Mailboxes ..........................................................................................................................................................125
Fax Reports................................................................................................................................................................126
LAN Fax...............................................................................................................................................................................127
9. Accounting 129

Contents
Xerox®WorkCentre®4265 Multifunction Printer 7
System Administrator Guide
Xerox®Standard Accounting.....................................................................................................................................130
Enabling Xerox®Standard Accounting .........................................................................................................130
Setting Service Tracking Options .....................................................................................................................131
Adding a User and Setting Usage Limits......................................................................................................131
Assigning Users to an Account .........................................................................................................................132
Usage Limits .............................................................................................................................................................133
Network Accounting......................................................................................................................................................135
Enabling Network Accounting...........................................................................................................................135
Setting Network Accounting Workflow Options........................................................................................136
Configuring Accounting Prompts.....................................................................................................................136
Configuring Validation Policies and Print Job Exceptions.....................................................................137
Enabling Accounting in Print Drivers ......................................................................................................................138
Enabling Accounting in a Windows Print Driver........................................................................................138
Enabling Accounting in a Windows Print Driver........................................................................................138
Enabling Accounting in an Apple Macintosh Print Driver......................................................................139
10. Administrator Tools 141
Monitoring Alerts and Status.....................................................................................................................................142
Alert Notification ....................................................................................................................................................142
Energy Saving Settings.................................................................................................................................................143
Setting the Power Saver Mode Timers in CentreWare Internet Services .......................................143
Entry Screen Defaults....................................................................................................................................................144
Smart eSolutions and Billing Information ...........................................................................................................145
Smart eSolutions.....................................................................................................................................................145
View Usage and Billing Information ..............................................................................................................147
Cloning ................................................................................................................................................................................
148
Creating a Clone File .............................................................................................................................................148
Installing a Clone File ...........................................................................................................................................148
Address Books ..................................................................................................................................................................149
Device Address Book .............................................................................................................................................149
Network Address Book..........................................................................................................................................153
LAN Fax Address Book..........................................................................................................................................153
Font Management Utility ...........................................................................................................................................154
Customizing Printer Contact Information ...........................................................................................................155
Xerox Online Support ....................................................................................................................................................156
Displaying Xerox Online Support .....................................................................................................................156
Restarting the Printer in CentreWare Internet Services.................................................................................157
Resetting the Printer to Factory Default Settings.............................................................................................158
Updating the Printer Software..................................................................................................................................159
Determining the Printer Software Version...................................................................................................159
Enabling Upgrades.................................................................................................................................................159
Updating the Software Using a USB Flash Drive......................................................................................159
Installing Software Upgrades in CentreWare Internet Services ........................................................160
11. Customization and Expansion 161

Contents
8 Xerox®WorkCentre®4265 Multifunction Printer
System Administrator Guide
Xerox Extensible Interface Platform.......................................................................................................................162
Enabling Extensible Services ..............................................................................................................................162
Managing Scan Templates.........................................................................................................................................163

Xerox®WorkCentre®4265 Multifunction Printer 9
System Administrator Guide
This chapter includes:
•Overview .................................................................................................................................................................................. 10
• More Information ................................................................................................................................................................ 11
1
Introduction

Introduction
10 Xerox®WorkCentre®4265 Multifunction Printer
System Administrator Guide
Overview
This guide is designed for a system administrator with network administrator rights who understands
networking concepts and has experience creating and managing network user accounts.
Use this guide to help you install, configure, and manage your printer on a network.
Notes:
•Network features are not available when you are connected over USB.
•Embedded fax features are not available for all printer models.
Configuration Steps
When you configure the printer for the first time, complete the following tasks.
1. Connect your printer to a network with an Ethernet cable.
2. Confirm that your network recognizes your printer. By default, the printer receives an IP address
from a DHCP server over a TCP/IP network. If you have a different type of network or want to assign
a static IP address, see TCP/IP on page 22.
3. Complete the installation wizard that launches automatically the first time the printer powers on.
The installation wizard helps you configure basic printer settings such as your location, time zone,
and date and time preferences.
4. To view the new IP address and ensure that the connection is successful, print a Configuration
Report. For details, see Configuration Report on page 18.
5. To access CentreWare Internet Services, open a Web browser, then type the IP address for your
printer. CentreWare Internet Services is the administration and configuration software installed on
the embedded Web server in the printer. It allows you to configure and administer the printer from
a Web browser. For details, see Accessing CentreWare Internet Services on page 16.
Note: You can access most configuration settings in CentreWare Internet Services on the Properties
tab.
6. Print the Configuration Checklist. The Configuration Checklist provides space for you to write down
important information as you go through the configuration process. Use it to record information
about your network settings, including passwords, network paths, and server addresses.
7. Configure authentication. For details, see Setting Up Access Rights on page 50.
8. Configure Security. For details, see Security on page 49.
9. Enable services in CentreWare Internet Services. For details, see User Permissions on page 58.
10. Configure Print, Copy, Scan, and Fax features. For details, see Printing on page 75, Copying on page
87, Scanning on page 95, and Faxing on page 117.
11. Configure Accounting. For details, see Accounting on page 129.
Note: Not all printer models support these features.

Introduction
Xerox®WorkCentre®4265 Multifunction Printer 11
System Administrator Guide
More Information
You can obtain more information about your printer from these sources:
Resource Location
Installation Guide Packaged with the printer.
Other documentation for your printer www.xerox.com/office/WC4265docs
Technical support information for your printer;
including online technical support, Online Support
Assistant, and driver downloads.
www.xerox.com/office/WC4265support
Information about menus or error messages Press the control panel Help (?) button.
Information Pages Print from the control panel, or from CentreWare
Internet Services, click Status > Information Pages.
CentreWare Internet Services documentation In CentreWare Internet Services, click Help.
Order supplies for your printer www.xerox.com/office/WC4265supplies
A resource for tools and information, including
interactive tutorials, printing templates, helpful tips,
and customized features to meet your individual
needs.
www.xerox.com/office/businessresourcecenter
Local sales and support center www.xerox.com/office/worldcontacts
Printer registration www.xerox.com/office/register
Xerox®Direct online store www.direct.xerox.com/

Xerox®WorkCentre®4265 Multifunction Printer 13
System Administrator Guide
This chapter includes:
•Physically Connecting the Printer ................................................................................................................................. 14
•Assigning a Network Address.......................................................................................................................................... 15
•Accessing Administration and Configuration Settings........................................................................................ 16
•Initial Setup in CentreWare Internet Services......................................................................................................... 18
• Changing the System Administrator Password....................................................................................................... 20
2
Initial Setup

Initial Setup
14 Xerox®WorkCentre®4265 Multifunction Printer
System Administrator Guide
Physically Connecting the Printer
1. Connect the power cord to the printer, and plug it into an electrical outlet.
2. Connect one end of a Category 5 or better Ethernet cable to the Ethernet port on the back of the
printer. Connect the other end of the cable to a correctly configured network port.
3. If your printer has fax installed, connect it to a correctly configured telephone line.
4. Turn on the printer.

Initial Setup
Xerox®WorkCentre®4265 Multifunction Printer 15
System Administrator Guide
Assigning a Network Address
The printer acquires a network address automatically from a DHCP server by default. To assign a static
IP address, configure DNS server settings. To configure other TCP/IP settings, see TCP/IP on page 22.

Initial Setup
16 Xerox®WorkCentre®4265 Multifunction Printer
System Administrator Guide
Accessing Administration and Configuration
Settings
You can access the administration and configuration settings from the Tools tab on the control panel or
from the Properties tab in CentreWare Internet Services. The control panel consists of a touch screen and
buttons you press to control the functions available on the printer. CentreWare Internet Services is the
administration and configuration software installed on the embedded Web server in the printer. It allows
you to configure and administer the printer from a Web browser.
The administrator password is required when accessing locked settings in CentreWare Internet Services
or at the control panel. Most printer models have a default configuration that restricts access to some
settings. Access is restricted for settings on the Properties tab in CentreWare Internet Services, and
settings on the Tools tab on the control panel touch screen.
Accessing the Control Panel as a System Administrator
1. At the printer control panel, press the Log In/Out button.
2. Type admin and touch Next.
3. Type the administrator password, then touch Done. The default password is 1111.
Accessing CentreWare Internet Services as a System Administrator
Before you begin:
•Locate your printer IP address using the Configuration Report. For details, see Printing the
Configuration Report on page 18.
•Ensure that TCP/IP and HTTP are enabled. If you disabled either of these protocols, enable them at
the control panel before accessing CentreWare Internet Services.
•Many features in CentreWare Internet Services require an administrator user name and password.
The system administrator user name is admin and the default password is 1111.
Accessing CentreWare Internet Services
At your computer, open a Web browser, in the address field, type the IP address of the printer, then press
Enter or Return.

Initial Setup
Xerox®WorkCentre®4265 Multifunction Printer 17
System Administrator Guide
Initial Setup at the Control Panel
Installation Wizard
The Installation wizard starts the first time you turn on the printer. The wizard prompts you with a series
of questions to help you configure basic printer settings.
Note: You can change these settings at any time.
For details, see the User Guide for your printer.
Setting Altitude Adjustment
Atmospheric pressure, determined by altitude, can affect print quality. If the printer is located at an
elevation greater than 8000 feet or 2436 meters, to improve print quality, you can use Altitude
Adjustment.
To set Altitude Adjustment:
1. At the printer control panel, press the Machine Status button.
2. Touch Tools > Device Settings > General > Altitude Adjustment.
3. Touch On, then touch OK.

Initial Setup
18 Xerox®WorkCentre®4265 Multifunction Printer
System Administrator Guide
Initial Setup in CentreWare Internet Services
CentreWare Internet Services is the administration and configuration software installed on the
embedded Web server in the printer. It allows you to configure and administer the printer from a Web
browser.
Before you begin:
•TCP/IP and HTTP must be enabled to access CentreWare Internet Services. If you disable either of
these services, enable them at the printer before accessing CentreWare Internet Services.
•Locate your printer IP address using the Configuration Report.
Note: If your printer is locked, type the system administrator user name and password to access the
Properties tab. The administrator user name is admin and the default password is 1111.
Accessing CentreWare Internet Services
At your computer, open a Web browser, in the address field, type the IP address of the printer, then press
Enter or Return.
Assigning a Printer Name and Location
The Description page displays the printer model information and product code or serial number. It also
provides a place to assign a name and location to the printer. Asset tags let you enter unique identifiers
for inventory management.
1. In CentreWare Internet Services, click Properties > Description.
2. For Machine Name, type a name for the printer.
3. For Location, type the location of the printer.
4. For Customer Asset Tag Number and Xerox®Asset Tag Number, type unique identifiers as needed.
5. To enter a physical location or address for the printer, in the Geo-Location field, enter the
geographic latitude and longitude coordinates in decimal form.
6. Click Apply.
Printing the Configuration Report
The Configuration Report lists all current settings of the printer. A configuration report prints at startup
by default.
1. In CentreWare Internet Services, click Properties > Services.
2. Click Printing > Reports.
3. For Configuration Report, click Print.

Initial Setup
Xerox®WorkCentre®4265 Multifunction Printer 19
System Administrator Guide
Restricting Access to the Printer
You can lock or unlock the printer by selecting preset services and tools permissions for non-logged-in
users.
1. In CentreWare Internet Services, click Properties > Login/Permissions/Accounting.
2. Click User Permissions.
3. To configure Guest User roles, click the Pencil icon.
4. To define Access Rights to Services, Pathways, and Tools for Guest User, for Service/Pathway
options, select the radio button.
5. Click Save.
Using the Configuration Page
The Configuration page displays the current configuration. Use the Configuration page to help you
install your printer successfully.
1. In CentreWare Internet Services, click Properties > General Setup > Configuration.
2. To print the configuration report, click Print System Data List.
Selecting Services to Appear on the Touch Screen
Services must be enabled before they can be managed through the Tools and Feature Access page. A
standard service is a service that comes standard with the printer. An extensible service is an optional,
third-party service installed on the printer.
To specify the services to display on the touch screen:
1. In CentreWare Internet Services, click Properties > Services > Display.
2. To select all of the services in the list to appear on the touch screen, click Show All.
3. To hide all of the services in the list so that none appear on the touch screen, click Hide All.
4. To select individual services to appear on the touch screen, for Displayed, select the services that
you want to display.
5. Click Apply.
To rearrange the services on the touch screen, select the service, then click the Move Up or Move Down
arrow.

Initial Setup
20 Xerox®WorkCentre®4265 Multifunction Printer
System Administrator Guide
Changing the System Administrator Password
Xerox recommends that you change the default system administrator password after you configure the
printer. Be sure to store the password in a secure location. The default password is 1111.
1. In CentreWare Internet Services, click Properties.
2. Click Maintenance > Administrator Password.
3. Type the password, then type the password again to verify.
4. To save the new password, for Select to save new password, select the check box.
5. Click Save.