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Xerox 2121L - FaxCentre B/W Laser User Manual

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Companion Suite Pro
User manual

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   Summary of Contents for Xerox 2121L - FaxCentre B/W Laser

  • Page 1 Companion Suite Pro User manual...
  • Page 2 LICENSE AGREEMENT FOR THE SOFTWARE PLEASE READ THE TERMS AND CONDITIONS OF THIS LICENSE CAREFULLY BEFORE OPENING THE SEALED ENVELOPE CONTAINING THE SOFTWARE. BY OPENING THIS ENVELOPE, YOU SIGNIFY THAT YOU HAVE ACCEPTED THESE TERMS AND CONDITIONS. If you do not accept the terms of this license, promptly return the unopened CD-ROM packaging as well as the other parts of the product.
  • Page 3: Table Of Contents

    Contents Introduction Required configuration Installation Installing the software on your PC Under Windows 98SE/ME/2000/XP Installation of a network printer Connections Removing the software from your PC Monitoring the multifunction terminal Checking the link between the PC and the multifunction terminal MF Director Graphic description Activating utilities and applications...
  • Page 4 Contents Changing a group Deleting a contact or a group from the Address book Printing the Address book Importing or exporting a directory Importing a directory Saving your address book Fax communication The Fax window Sending a fax Sending a fax from the hard disk or the terminal Sending a document from an application Receiving a fax Tracking faxes...
  • Page 5: Introduction

    NTRODUCTION Companion Suite Pro enables you to connect a PC to a compatible multifunction terminal. From the PC you can: • Manage a multifunction terminal, configure it to your requirements, • Send faxes and SMSs from your PC, • Scan documents in color or black and white and touch them up on your PC, or convert them to text using Optical Character Recognition (OCR) software, EQUIRED CONFIGURATION Your PC must have at least the following characteristics:...
  • Page 6: Installation

    NSTALLATION NSTALLING THE SOFTWARE ON YOUR Under Windows 98SE/ME/2000/XP Turn on your PC. Open an A session except for 98SE and ME DMINISTRATOR environments. Open the CD-ROM drive, insert the installation CD-ROM and close the drive. The installation procedure starts automatically (Autorun). A window entitled C LM2 is displayed OMPANION...
  • Page 7 The Install Products screen is displayed. Place your cursor on A and left-click. RODUCTS Note: The A installation procedure copies all the software required for RODUCTS running the Companion Suite Pro kit onto your hard disk, i.e.: - Companion Suite Pro (Fax and SMS communication software, Scanner software, etc.), - PaperPort - Omnipage.
  • Page 8 multifunction terminal, you must restart your PC for the modifications to come into effect. Click OK. When your PC has reinitialized, the InstallShield Wizard screen shows you how far preparation of the wizard has progressed. You can stop the procedure at any time by clicking the C button.
  • Page 9 Click N to start installation of the C kit on your PC. OMPANION UITE Before copying files onto your hard disk, you must accept the license contract shown. Use the scroll bar to read the contract fully. Click Y The final installation is ready to be run. Click I NSTALL - 5 -...
  • Page 10 A window shows you how far installation has progressed. Companion Suite Pro has been installed on your PC. Click C to copy the utilities and programs which accompany the kit ONTINUE (PaperPort SE and Omnipage SE). - 6 -...
  • Page 11 At the end of the installation you must restart your PC for the system files to be updated. Make your selection and click F INISH Your "Companion Suite Pro" kit has been successfully installed on your PC. You can start your multifunction terminal's management software by selecting >...
  • Page 12: Installation Of A Network Printer

    NSTALLATION OF A NETWORK PRINTER Note: Companion Suite Pro LM2 must be installed to carry out this operation. Run the application by selecting P > C > C ROGRAMS OMPANION UITE OMPANION LM2 > A from the S menu. UITE DD A PRINTER TART Click N...
  • Page 13 Note: It is possible that a device may not be shown in the list. In this case, click the button. The following window is displayed : OT IN THE LIST Enter the IP address or the NetBIOS name of the device you want to add. You can test the connection between the PC and the device by clicking the button.
  • Page 14: Connections

    ONNECTIONS If you use a terminal connected to the network: Connect your PC to the network. Connect your multifunction terminal to the network. Check they each have a valid IP address. If you use a terminal connected via a USB link: Connect your PC to the multifunction terminal using the USB cable.
  • Page 15 A screen shows you how far deinstallation has progressed. At the end of the procedure, you must restart your system. Close all running programs, select Y and click F WANT TO RESTART MY COMPUTER NOW INISH - 11 -...
  • Page 16: Monitoring The Multifunction Terminal

    ONITORING THE MULTIFUNCTION TERMINAL The software you have installed contains two applications for managing the multifunction terminal, MF D and MF M , which allow you to: IRECTOR ONITOR • Check that your multifunction terminal is correctly connected to your PC, •...
  • Page 17: Mf Director

    MF D IRECTOR This graphic interface lets you run utilities and programs to manage your multifunction terminal. RAPHIC DESCRIPTION Run the application by clicking the icon on your desktop or by selecting ROGRAMS > C > C LM2 > MF D from the menu.
  • Page 18 and you can choose from the following colors: Light Blue Gold Light Green - 14 -...
  • Page 19: Activating Utilities And Applications

    CTIVATING UTILITIES AND APPLICATIONS The C graphic interface lets you run utilities and programs to: OMPANION UITE Change the of the connected terminal. Refer to the manual for the PARAMETERS terminal for details of its parameters. View the of the multifunction terminal, STATUS Manage the ADDRESS BOOK...
  • Page 20 Run the utility to redirect and manage faxes or SMSs (Short Message Service), To launch PaperPort (Doc Manager). To run a utility or program from the C kit, left-click it. OMPANION UITE - 16 -...
  • Page 21: Mf Monitor

    MF M ONITOR RAPHIC DESCRIPTION Run the application by clicking the MF Monitor icon on your desktop or by selecting > C > C LM2 > MF M from the OMPANION UITE OMPANION UITE ONITOR ROGRAMS menu. TART Using the tabs below, you can configure your multifunction terminal from this screen: •...
  • Page 22: Device Management

    EVICE MANAGEMENT This tab shows the list of devices managed by the multifunction terminal. Adding a device connected to the network Click the plus sign or A to open the hardware add window which shows the list of devices detected on the network. Each device detected on the network is listed with: •...
  • Page 23 Note: Only devices found on the same local subnetwork as the PC are detected and displayed automatically in the list. To add a device located on a subnetwork other than that on which your PC is situated, you have to use manual add.
  • Page 24: Manually Adding A Device Connected To The Network

    Manually adding a device connected to the network Add manual lets you add a device directly using its IP address or its NetBIOS name and manage it on a subnetwork other than the one on which your PC is situated. To add a device manually, click A DD MANUALLY The "Add manually a device"...
  • Page 25 Click T to check that the device is definitely connected to EST THE CONNECTION the PC. If there is a problem with the connection, an error message is displayed. Click OK to acknowledge the error message. Check that the device is correctly connected to the network, or that the NetBIOS name or IP addresses you entered are correct, then test the connection again.
  • Page 26 The device registration window is displayed. Enter the name you want the device to use to designate the PC, then click OK. An error message is displayed if a problem is found during registration. If this problem occurs, check that your PC is not already on the device's list of registered PCs.
  • Page 27: Adding A Device Connected Via A Usb Link

    If you try to add a device when the maximum number of devices has been reached, a message warns you that you have to delete a device from the list before you can add another. Adding a device connected via a USB link The connection between the PC and the terminal must be via a shielded USB 2.0 cable with a maximum length of 3 meters.
  • Page 28 Identify the connectors of your USB cable, and connect them. Turn your multifunction terminal on. The add device wizard is displayed. Click N Select F ). Click IND THE APPROPRIATE DRIVER FOR MY DEVICE RECOMMENDED Select the location where the system is to look for the driver. Only check the CD- box if the Windows asks where the drivers are located.
  • Page 29: Selecting The Current Device

    Selecting the current device Only one device at a time may be connected to the PC. The current device may be selected by clicking the radio button for the line corresponding to the device. Status of the connection The status of the connection between the current device and the PC is indicated by a color: •...
  • Page 30 • Green means the connection is OK • Red means the computer cannot connect to the device. - 26 -...
  • Page 31: Parameters For The Device

    Parameters for the device Select a device by clicking its line in the list and click Properties to configure the scanning parameters to be applied for this device when you click the Scan To button. Choose the scan M by selecting from the drop-down menu, - 27 -...
  • Page 32 Choose the scan R by selecting from the drop-down menu, ESOLUTION Choose the output format of the Scan To function. The possible choices are given in the table below: Choice Action When a ScanTo PC is carried out from the terminal, the document is put into PDF format and saved in the PaperPort PDF ScanTo directory.
  • Page 33: Removing A Device

    Note: To use the e-mail PDF option, an e-mail client must be configured on your computer. If the device supports (both sides) mode, you can set this mode by checking DUPLEX the box. Removing a device Select the device from the list and click the minus sign or R EMOVE - 29 -...
  • Page 34 To confirm you want to remove the device, click Yes. To cancel the removal operation, click No. The device is no longer displayed in the list. - 30 -...
  • Page 35: Links

    INKS Note: The following tabs are only shown when the multifunction terminal is connected to the terminal. The L tab of the Monitor gives access to the dedicated site and to the pages for INKS displaying and changing the software parameters. To close the Monitor, click OK or the cross on the top right of the window.
  • Page 36 link opens a dedicated web page which displays the status of the STATUS multifunction terminal, link opens a web page dedicated to managing the directory, DIRECTORY - 32 -...
  • Page 37: Printing

    RINTING When the software is installed, two printer drivers are installed on your PC: • Laser M : for printing your documents on the terminal. ULTIFUNCTION • C : for faxing a document from an application. OMPANION UITE RINTING ON THE MULTIFUNCTION TERMINAL To print a document on your terminal from your PC, proceed as for any normal print operation under Windows (use the P command from the F...
  • Page 38 • Under Windows 2000 and XP: S >P >P TART ARAMETERS RINTERS AND FAX >L >Select the printer, right click and choose MACHINES ASER ULTIFUNCTION >P >P ROPERTIES RINT OPTIONS Note: If your device does not have a duplex module, you can specify this in the printer installation parameters so as to adapt the printer options which may be accessed.
  • Page 39: Faxing A Document From An Application

    Note: Whatever the installation parameters, the duplex print options have no effect if your device does not have a duplex module. AXING A DOCUMENT FROM AN APPLICATION This function is carried out using the C printer. For more details, OMPANION UITE please refer to paragraph Sending a document from an application.
  • Page 40: Analyzing A Document

    NALYZING A DOCUMENT There are two ways of analyzing a document, either using S or directly from an application. The S function starts up • by pressing the ScanTo button on the device or by clicking the following icon in the MF Director window: ScanTo starts scanning the document and saves it in a scan folder in the PaperPort directory, then opens PaperPort.
  • Page 41: Analyzing From A Touch-up Program

    NALYZING FROM A TOUCH UP PROGRAM Note: To use a touch-up program other than that supplied on the installation CD- ROM, it must be compatible with the TWAIN standard (most programs are compatible). Run the image touch-up program then run the acquisition command. The following window is displayed.
  • Page 42: The Address Book

    DDRESS BOOK You use the Address book to save the phone numbers of your usual contacts. This function makes it easier for you to enter the number of your contact when requesting to send an SMS or fax. If you want, you can print the list of numbers saved in the Directory.
  • Page 43 Press N and select C from the menu displayed. ONTACT The data entry window for the contact's details is displayed. Enter the name of your contact, their fax or GSM number, their fax transmission speed, associated shortcut key, e-mail address and default send format (PDF or image).
  • Page 44 Press N and select G from the menu displayed. ROUP Enter the name of the group. The group can include contacts in the address book or new contacts. Case 1: the members are in the address book. Press the S button.
  • Page 45: Managing The Address Book

    When the group is completed, press OK. The new group is added to the list. ANAGING THE ADDRESS BOOK When you are in the directory, you can do the following: • Print the list of contacts in your address book, •...
  • Page 46: Importing Or Exporting A Directory

    MPORTING OR EXPORTING A DIRECTORY Importing a directory Importing a directory avoids the need to enter contacts one by one. Select I from the F menu in the A window. MPORT DDRESS BOOK Select the file to be imported and press O Saving your address book This function allows you to save your address book to a file.
  • Page 47: Fax Communication

    AX COMMUNICATION Use fax communication to: • Send documents from one of your terminal's scanners, from the disk or from the screen as faxes, • Receive faxed documents, • Track communications using the Outbox, Inbox, Sent items, Send log and Reception log.
  • Page 48: Sending A Fax

    Action Create a new fax Delete a fax from one of the folders of the Fax manager. For the S and R , this END LOG ECEPTION LOG command has the effect of deleting the whole log. Print a fax from one of the folders of the Fax manager.
  • Page 49 Click N then FAX. In the S area, select S if your document is in paper format or OURCES CANNER if the document is a computer file located on your hard disk (this file EMORY must be in TIFF or FAX format). To send your document to a contact, enter their number in the R field ECIPIENTS...
  • Page 50: Sending A Document From An Application

    Set any advanced options required (deferred send and resolution) in the DVANCED OPTIONS To attach a cover page, select the C tab then check the W OVER PAGE ITH COVER box. Select the cover page you want to attach from the drop-down menu, PAGE or create a new one.
  • Page 51 Select P from the F menu of your desktop application. RINT Select the C printer and press OK. OMPANION UITE The fax send window is displayed. To send your document to a contact, enter their number in the R field ECIPIENTS and press the button or select a contact (or group) from one in the directory...
  • Page 52: Receiving A Fax

    Set any advanced options required (deferred send and resolution) in the DVANCED OPTIONS To attach a cover page, select the C tab then check the W OVER PAGE ITH COVER box. Select the cover page you want to attach from the drop-down menu, PAGE or create a new one.
  • Page 53: The Outbox

    These services give you precise information about the communication activity of the Terminal for both sending and receiving. The send and reception logs print automatically when their contents fill an A4 sheet. After this automatic print, the Terminal creates a new log. The Outbox The fax outbox contains the following: •...
  • Page 54: Sent Items

    Sent items Sent items holds all the faxes you have sent. Sent Items contains the following information: • Fax recipient, • Date the fax was created, • Date the fax was sent, • The size of the fax. Send log The Send log allows you to keep a history of fax communications (successful or rejected) dealt with by your terminal.
  • Page 55: Fax Parameters

    AX PARAMETERS Accessing fax parameters Click the icon in the MF D window. IRECTOR Select > F from the menu. PTION OOLS Make the necessary settings by referring to the descriptions of the parameters below and press OK to confirm. Description of the L OGS AND REPORTS Field...
  • Page 56: Description Of The Fax Parameters Tab

    Field Description A send report is printed when each fax is Print the send report sent. The log is automatically printed when it fills Print the send log an A4 page. Description of the F AX PARAMETERS Field Description Sending speed Default transmission speed for faxes.
  • Page 57: Cover Page

    Field Description Corrects communication errors arising from interference on the line. This option enables the integrity of documents received to be guaranteed, but communication times may be a lot greater if the line has a lot of interference. Number of times the Terminal is to try Number of tries when the send fails.
  • Page 58 The window containing the cover page template you created is displayed: Click the icon to show the list of available fields. - 54 -...
  • Page 59: Description Of The Cover Page Tab

    To add a field, proceed as follows: - Select the field you want to insert by checking it in the list of available fields. Your mouse cursor changes to a "rubber stamp" icon. - Click where you want to put the field. - You can move or increase the size of the field as desired.
  • Page 60: Creating A Cover Page Template

    Field Description This is either the default page or you may With the cover page select the page you want. Sender You may enter information about the sender. You may enter information about the recipient. If the word Auto is present in one of the Recipient: Name, fields, the field is updated during Company, Department...
  • Page 61 More information on Options A and B: • Option (A) : Open the desired application to be used to produce the background (Word, Wordpad, etc.). Draw the background image then print this document on the "Companion Suite Fax" printer. At this point, the MFSendFax dialog box is displayed: - 57 -...
  • Page 62 Add recipients to the list of recipients. Click the "Advanced options" tab and select Fine Resolution as shown below: Lastly, click the "Save draft" button in the bottom right corner (this is the button with the diskette icon). The background image is created in the C:\Program Files \ Companion Suite Pro LM \ Documents \ FAX \ Temporary folder with a .fax extension.
  • Page 63 • Option (B): Run MFManager, select "New Fax", select the scanner as source as shown below: Add recipients to the list of recipients. Click the "Advanced options" tab and select Fine Resolution as shown below: - 59 -...
  • Page 64 Lastly, click the "Save draft" button in the bottom right corner (this is the button with the diskette icon). The background image is created in the C:\Program Files \ Companion Suite Pro LM \ Documents \ FAX \ Temporary folder with a .fax extension. Whether option A or option B is used, you end up with a background image with .fax extension in folder C:\Program Files \ Companion Suite Pro LM \ Documents \ FAX \ Temporary.
  • Page 65: Sms Communication

    COMMUNICATION SMSs are sent using the modem in your multifunction laser printer. For more details please refer to the user manual for your multifunction laser printer. Warning - The SMS service is dependent on country and operator. Your PC kit lets you easily process single or multiple-destination sends using distribution groups.
  • Page 66 Action Write an SMS Delete an SMS from one of the folders of the SMS manager. For the S and R , this END LOG ECEPTION LOG command has the effect of deleting the whole log. Print an SMS from one of the folders of the SMS manager.
  • Page 67: Sending An Sms

    ENDING AN Click the SMS in the MF D window. ICON IRECTOR Click N then SMS. Enter your message in the C field provided. ONTENT OF THE MESSAGE You can use the buttons and "smileys" located to the left of the entry field to customize your message or insert the date and time automatically.
  • Page 68: Receiving An Sms

    Set any advanced parameters required (for deferred send or to give a priority level to the SMS), by pressing the A button DVANCED PARAMETERS Click OK to send your SMS to all the contacts in the R ECIPIENT LIST Your send request can be viewed in the Outbox if required. ECEIVING AN SMSs received arrive directly in the Inbox.
  • Page 69: Tracking Smss

    RACKING SMSs can be tracked by means of the: • Outbox, • Inbox, • Sent items, • Send log, • Reception log. These services give you precise information about the communication activity of the Terminal for both sending and receiving. The send and reception logs print automatically when their contents fill an A4 sheet.
  • Page 70: Send Log

    Send log The Send log enables you to keep a history of SMS communications (both successful and rejected) processed by your terminal. The log is printed automatically when an A4 page is filled. Note: The D button deletes the whole log and not only the message(s) ELETE selected.
  • Page 71: Sms Parameters

    PARAMETERS Accessing SMS parameters Click the SMS in the MF D window. ICON IRECTOR Select > SMS from the menu. PTION OOLS Make the necessary settings by referring to the descriptions of the parameters below and press OK to confirm. Description of the "Logs and reports"...
  • Page 72: Optical Character Recognition (ocr) Program

    (OCR) PTICAL HARACTER ECOGNITION PROGRAM Optical character recognition enables a file of data which can be used by desktop applications to be created from a paper document or an image file. Character recognition can only be done on printed characters such as those from a printer or typed text.

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