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Xerox WorkCentre 5845 Getting Started Manual

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Version 1.0
January 2013
®
®
Xerox
WorkCentre
5845/5855/5865/5875/5890
Getting Started Guide

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  Summary of Contents for Xerox WorkCentre 5845

  • Page 1: Xerox Workcentre

    Version 1.0 January 2013 ® ® Xerox WorkCentre 5845/5855/5865/5875/5890 Getting Started Guide...
  • Page 2 ©2013 Xerox Corporation. All rights reserved. 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: Table Of Contents

    Table of Contents Safety and Regulations Notices and Safety ............... . .3 Safety Labels and Symbols .
  • Page 4 ® WorkCentre 5845/5855/5865/5875/5890 Getting Started Guide...
  • Page 5: Safety And Regulations

    Please read the following instructions carefully before operating the device. Refer to them as needed to ensure the continued safe operation of your device. Your Xerox device and supplies have been designed and tested to meet strict safety requirements. These include safety agency evaluation and certification, and compliance with electromagnetic regulations and established environmental standards.
  • Page 6: Operational Safety Information

    Safety and Regulations Operational Safety Information Your Xerox device and supplies have been designed and tested to meet strict safety requirements. These include safety agency examination, approval, and compliance with established environmental standards. To ensure the continued safe operation of your Xerox device, follow the safety guidelines on this website at all times.
  • Page 7: Laser Safety Information

    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 the device is not in use. The device may be left on continuously.
  • Page 8: Emergency Power Off

    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 Provider.
  • Page 9: Basic Regulations

    Consult the dealer or an experienced radio/television technician for help. Any changes or modifications not expressly approved by Xerox could void the user's authority to operate the device. To ensure compliance with Part 15 of the FCC rules, use shielded interface cables.
  • Page 10: European Union

    To ensure compliance with European Union regulations, use shielded interface cables. A signed copy of the Declaration of Conformity for this device can be obtained from Xerox. European Union Lot 4 Imaging Equipment Agreement Environmental...
  • Page 11: Turkey Rohs Regulation

    Safety and Regulations of install. continuing to use the duplex function will reduce the environmental impact of your work. However, should you require simplex / 1-sided printing, you may change the print settings in the print driver. Paper Types This product 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.
  • Page 12: Copy Regulations

    Safety and Regulations Copy Regulations United States Congress, by statute, has forbidden the reproduction of the following subjects under certain circumstances. Penalties of fine or imprisonment may be imposed on those guilty of making such reproductions. Obligations or Securities of the United States Government, such as: •...
  • Page 13 Safety and Regulations Immigration papers. Draft Registration Cards. Selective Service Induction papers that bear any of the following Registrant’s information: • Earnings or Income • Court Record • Physical or mental condition • Dependency Status • Previous military service Exception: United States military discharge certificates may be photographed. 10.
  • Page 14: Fax Regulations

    Safety and Regulations The above list is provided for your convenience and assistance, but it is not all-inclusive, and no liability is assumed for its completeness or accuracy. In case of doubt, consult your solicitor. Other Countries Copying certain documents may be illegal in your country. Penalties of fine or imprisonment may be imposed on those found guilty of making such reproductions: •...
  • Page 15 You, not Xerox, assume all responsibility and/or liability for any damage caused by the connection of this machine to an unauthorized jack. If this Xerox device causes harm to the telephone network, 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.
  • Page 16 DTMF signaling. DTMF signaling provides reliable and faster call setup. Modification of this device, connection to external control software or to external control apparatus not authorized by Xerox, will invalidate its certification. ®...
  • Page 17: Material Safety Data

    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: Product Recycling And Disposal

    Xerox environmental programs, visit www.xerox.com/environment.html. If you are managing the disposal of your Xerox device, please note that the device may contain lead, mercury, Perchlorate, and other materials whose disposal may be regulated due to environmental considerations. The presence of these materials is fully consistent with global regulations applicable at the time that the device was placed on the market.
  • Page 19: Energy Program Compliance

    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 Environmental Choice program, Xerox Corporation has determined that this device meets the Environmental Choice guidelines for energy efficiency.
  • Page 20: Environment, Health And Safety Contact Information

    Environment, Health and Safety Contact Information For more information on Environment, Health, and Safety in relation to 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/...
  • Page 21: Getting Started

    All features and functions described within the User Guide relate to a fully configured WorkCentre and may not be available on your device. If you require further information on any of the optional components, or information on any of the other device configurations please contact your local Xerox representative.
  • Page 22 Getting Started Paper Tray 6: This is an optional high capacity paper tray. It is a dedicated tray used for A4 LEF (8.5 x 11” LEF) size media. Optional kits are available to accommodate A3 (11 x 17”), 8.5 x 14” SEF or A 4 SEF (8.5 x 11”...
  • Page 23: Locating The Serial Number For Your Device

    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.
  • Page 24: Services And Options

    Getting Started Services and Options Identifying the WorkCentre 5845 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.
  • Page 25 Wireless Print Kit enables connection to a wireless network. • Xerox Secure Access provides a card reading device to restrict access to the device. • Network Accounting enables the tracking of device usage for Print, Copy and Scan jobs from multiple devices over the network.
  • Page 26 Getting Started • Xerox Standard Accounting is an accounting tool which tracks 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.
  • Page 27 Getting Started • Offset Catch Tray delivers collated or uncollated output. • Office Finisher stacks, collates, 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.
  • Page 28 Wireless Print Kit enables connection to a wireless network. • Xerox Secure Access provides a card reading device to restrict access to the device. • Network Accounting enables the tracking of device usage for Print, Copy and Scan jobs from multiple devices over the network.
  • Page 29 Getting Started • Envelope Tray this tray is fitted instead of paper tray 2 to enable envelope printing. Up to 55 #10 Envelope s (4.1"x 9.5") can be loaded in the tray. • Paper Tray 7 (Inserter) adds pre-printed sheets into copy sets. This is only available with the high volume finisher or high volume finisher with booklet maker.
  • Page 30 Wireless Print Kit enables connection to a wireless network. • Xerox Secure Access provides a card reading device to restrict access to the device. • Network Accounting enables the tracking of device usage for Print, Copy and Scan jobs from multiple devices over the network.
  • Page 31 Getting Started 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. •...
  • Page 32 Wireless Print Kit enables connection to a wireless network. • • Xerox Secure Access provides a card reading device to restrict access to the device. • Network Accounting enables the tracking of device usage for Print, Copy and Scan jobs from multiple devices over the network.
  • Page 33 Getting Started • Server Fax enables users to send and receive hard copy faxes via a fax server. Requires a Third Party Fax Server to be configured and installed. • Internet Fax allows users to send or receive faxes over the internet or intranet. Scanning enables E-mail and Workflow Scanning services.
  • Page 34 Wireless Print Kit enables connection to a wireless network. • Xerox Secure Access provides a card reading device to restrict access to the device. • Network Accounting enables the tracking of device usage for Print, Copy and Scan jobs from multiple devices over the network.
  • Page 35 Getting Started Office Finisher • Holds up to 250 sheets of paper in the Top Tray, and up to 2000 sheets in the Stacker Tray. • Paper weight 60 to 216 gsm (16 to 57 lb). • The Office Finisher can collate, stack, staple and hole punch (if available) your output depending on the features selected.
  • Page 36: Identifying The Control Panel Buttons

    Getting Started Identifying the Control Panel Buttons Services Home: Provides access to the services available on the device. Services: Returns the display to the previous Copy, Fax, or Scan feature screen when the Job Status screen or Machine Status screen is displayed. Job Status: Use to check the progress of active jobs, or display detailed information about completed jobs.
  • Page 37: Power On And Off

    Getting Started Power On and Off Powering the Device On Ensure that your device is connected to a suitable power supply and that the power cord is fully plugged in to the electrical outlet of the device. Press the Power button. The entire powering on process (to power on all installed options) takes less than 3 minutes 50 seconds.
  • Page 38 Getting Started Using the Energy Saver Option Energy Saver ends the current session and keeps the device running on low power. When in Energy Saver Mode, press the Power button to wake up the device. Press the Power button on the control panel. Select the Energy Saver button on the touch screen.
  • Page 39: Loading Documents

    Getting Started Loading Documents Original documents can be loaded either into the document feeder or onto the document glass. Load your documents face up in the document feeder input tray. Adjust the guide to just touch the documents. 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.
  • Page 40: Making Copies

    Getting Started Making Copies When you press the Start button to make a copy, the device scans your originals and temporarily stores the images. It then prints the images based on the selections made. If Authentication or Accounting has been enabled on your device you may have to enter login details to access the Copy features.
  • Page 41: Print

    Printing a Document using the PostScript 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.
  • Page 42 Printing a Document using the PCL 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.
  • Page 43 Getting Started 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 the device specific drivers.
  • Page 44 Printing a Document 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.
  • Page 45 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 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.
  • Page 46 Getting Started 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 the device specific drivers.
  • Page 47: Fax

    Getting Started Explaining the Fax Options There are three Fax services which can be installed or enabled on your device, Fax (Embedded Fax), Internet Fax and Server Fax. If the Fax (Embedded Fax) service is installed, your device is connected directly to a telephone line and therefore gives you direct control over your fax transmissions.
  • Page 48: Sending An Internet Fax

    Getting Started If Authentication or Accounting has been enabled on your device you may have to enter login details to access the Fax features. Load your documents face up in the document feeder input tray. Adjust the guide to just touch the documents.
  • Page 49: Sending A Server Fax

    Getting Started If required, select the Internet Fax tab. This is usually the active tab when the Internet Fax service opens. Select the New Recipient... button. Use the touch screen keyboard to enter the e-mail address of the recipient. • The number of alphanumeric characters that can be entered depends on the size of the characters chosen.
  • Page 50: Faxing From Your Computer

    Sending a Fax using the PostScript 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.
  • Page 51 Getting Started Open the print driver Properties window - the method will vary depending on the application you are printing from. From most Microsoft applications select the Properties or Preferences button to open the window. If required, click the Printing Options tab. This is usually the active tab when the print driver opens. Select Fax from the Job Type dropdown menu.
  • Page 52 Getting Started Select Print a Cover Sheet from the Cover Sheet Options menu. • Select the Information tab. This is usually the active tab when the Cover Sheet options box opens. If required, select the Sender Name entry box and use your keyboard to enter your name.
  • Page 53 Sending a Fax using the PCL 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.
  • Page 54 Getting Started 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 recipient’s e-mail address.
  • Page 55 Getting Started If required, select the Sender E-mail Address entry box and use your keyboard to enter your e-mail address. If required, select the Sender Fax Number entry box and use your keyboard to enter the fax number you would like any replies faxed to. If required, select a Recipients option.
  • Page 56 Sending a Fax 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.
  • Page 57 Getting Started Note: The recipient’s details are saved on your computer’s hard drive, in your personal address book. If required, click the Save to Address Book checkbox. Click the OK button. • Click the Add From Address Book button to add a recipient stored in the address book. Select the contact required from the list.
  • Page 58 Sending a Fax using the XPS 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.
  • Page 59 (if you include a cover sheet generated by the print driver). Select the Xerox XPS driver from the list of print drivers available. Open the print driver Properties window - the method will vary depending on the application you are printing from.
  • Page 60 Getting Started • If the contact list is long, click in the Search... entry box and use your keyboard to enter the contact details. • Click the OK button to see the search results. Select the Add button. Click the OK button. If required, select more than one recipient from the Recipients list by clicking the first recipient, pressing and holding the Ctrl button on a PC or the Command button on a Mac and then clicking each additional recipient.
  • Page 61 Getting Started • Click the OK button. 10. If you want the device to print a confirmation sheet, use a specific send speed or resolution, send at a specific time, use a dialing prefix or include credit card details, click the Options tab. •...
  • Page 62: Using Workflow Scanning

    Getting Started Using Workflow Scanning Workflow Scanning converts hard copy documents into electronic images and saves them into network filing destinations (repositories). A Template must be used when a scan is made - the template contains the filing destination address and other scan settings such as the image quality.
  • Page 63: Sending An E-Mail

    Getting Started Sending an E-mail Use the E-mail feature to scan images and send them to a recipient as an attachment to an e-mail. Note: This option must be made available by your System Administrator. If Authentication or Accounting has been enabled on your device you may have to enter login details to access the E-mail features.
  • Page 64 Getting Started 13. If required, select the File Name button and use the touch screen keyboard to enter a name for the file created from your scanned document. If you choose not to enter a file name a default name entered by your System Administrator will be used.
  • Page 65: Saved Jobs

    Saving Jobs using the PostScript 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.
  • Page 66 Saving Jobs using the PCL 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.
  • Page 67 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.
  • Page 68 Saving Jobs using the XPS 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.
  • Page 69 Select the Xerox XPS driver from the list of print drivers available. Open the print driver Properties window - the method will vary depending on the application you are printing from.
  • Page 70 Getting Started Printing Saved Jobs Printing a Saved Job using the Print From Feature The Print From feature prints jobs which have been saved on the device or on a USB stick. This is a useful feature if you have documents that you need to print regularly. Note: This option must be made available by your System Administrator.
  • Page 71 Getting Started Printing Saved Jobs from Internet Services 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 Authentication or Accounting has been enabled on your device you may have to enter login details to access this feature.
  • Page 72: Enhancing Productivity

    Getting Started Enhancing Productivity Your device is a powerful multi-functional device with many digital functions integrated into one sleek system. It is designed to support large workgroups in different office environments. You can do more with less and streamline your workflow with these productivity enhancing features, for example: •...
  • Page 73: Cleaning Document Glass, Constant Velocity Glass

    Getting Started Maintenance and Consumables Identifying the Replaceable Units There are several consumables on the device that need replenishing or replacing, such as paper, staples, and customer replaceable units. Toner Cartridge Xerographic Module Fuser Module Waste Toner Bottle Ozone Filter The device will display a message on the touch screen when any of the units need to be re-ordered.
  • Page 74: Cleaning Control Panel, Touchscreen, Document Feeder

    Wipe away any residue with a clean cloth or paper towel. Use a lint-free cloth, lightly dampened with water, Xerox cleaning fluid or Xerox film remover to clean the under side of the document cover or document feeder and the complete circumference of the Constant Velocity Transport roll.
  • Page 75: Help

    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 to be connected to the internet to use this help feature.
  • Page 76 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 to be connected to the internet to use this help feature.
  • Page 77 Note: To print an XPS document, your device needs to have the optional XPS feature installed. Use the help button to open the Xerox online help. You will need to be connected to the internet to use this help feature.
  • Page 78 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.