Xerox WorkCentre M118-M118i-17989: instruction

Xerox WorkCentre

®

 M118i

Copyright © 2004, 2005 Xerox Corporation. All rights reserved.

1

This guide provides a quick reference for setting up the Scan to E-mail feature on the 

Xerox WorkCentre M118i. It includes procedures for:

■

Enabling Scan to E-mail

 on page 3

■

Configuring Scan to E-mail

 on page 3

■

Verifying Scan to E-mail Setup

 on page 5

■

Troubleshooting Scan to E-mail

 on page 5

See also:

System Administrator Guide:

 Provides detailed information about setting up E-mail.

User Guide: 

Provides step-by-step instructions for sending E-mail.

Scan to E-mail  Quick Setup Guide

Xerox WorkCentre M118i

2

Before You Begin

Before enabling and configuring Scan to E-mail:

■

Verify that the machine is connected on a TCP/IP network. See the 

Network Connection Quick Setup Guide

for more information.

■

Obtain the following information from your network administrator or Internet Service Provider (ISP):

Required:

Administrator E-mail Address

Note

Note

Note

Enter the e-mail address created for the M118i machine 

in the Administrator E-Mail Address field. The email 

address populates the 

From

 portion of each e-mail sent 

from the M118i machine. If an email address for the 

machine has not been created, enter your email 

address. When an email address is created for the 

machine, replace your e-mail address with the 

machine’s e-mail address. See 

Configuring Scan to 

E-mail

 on page 3.

____________________________________

SMTP Server Address

________ . ________ . ________ . ________

Local E-mail Address for testing

____________________________________

Optional:

DNS Server Address

________ . ________ . ________ . ________

POP3 Server Address

________ . ________ . ________ . ________

POP3 Login

User Name: 

__________________________________

Password: 

___________________________________

Enabling Scan to E-mail

Xerox WorkCentre M118i

3

Enabling Scan to E-mail

To enable the Scan to E-mail feature:

1.

On the control panel, press the 

Log In/Out 

button.

2.

Press the 

Select

 button below the display to select 

System Settings

.

a.

Use the numeric keypad to enter the 

Password

. The default password is 

11111

. 

b.

Press the 

Select

 button to select 

Confirm

.

3.

Select 

Print Settings

,

and then press the 

Enter

 button.

4.

Press the 

Select

 button until you see 

Software Option

 on the display, and then press the 

Enter

 button.

5.

Use the numeric keypad to enter the Software Option password for Scan to E-mail, and then press the 

Enter

 button. The password can be found on the inside cover of the 

Scan to E-mail Instructions

.

Note

After entering the password, an asterisk (*) appears indicating that Scan to E-mail is enabled on the 

machine.

Configuring Scan to E-mail

After Scan to E-mail is enabled, follow these steps to configure Scan to E-mail on your network.

Set the Administrator E-mail Address

1.

At your computer, launch your web browser.

2.

Enter the machine’s IP address in the browser’s 

Address

 field (http://xxx.xxx.xxx.xxx).

3.

Click the 

Properties

 tab.

4.

Select 

Machine Details 

on the left sidebar.

a.

Enter the machine’s email address in the 

Administrator E-mail Address

 field. If an email address for 

the machine has not been created, enter your email address. Once an email address is available for the 

M118i machine, repeat Steps 1 through 5 in this procedure to replace your e-mail address with the 

machine’s email address.

b.

Click the 

Apply New Settings 

button at the bottom of the page.

c.

Enter the CentreWare IS administrator’s 

User Name

 and 

Password

, and then click the 

OK

 button. 

Note

The default CentreWare IS administrator’s User Name is 

admin

 and Password is 

x-admin

. These 

should be changed after network setup is complete.

d.

At the reboot prompt, click the 

Reboot

 button.

Note

The machine is rebooting even though the screen does not appear to change.

5.

Wait one minute for the reboot to complete, and then click the browser 

Refresh

 button.

Configuring Scan to E-mail

Xerox WorkCentre M118i

4

Enable the E-mail Ports

1.

Click the 

Properties

 tab.

2.

Select 

Port Status 

on the left sidebar.

a.

Enable the 

SNMP

, 

Send E-mail

, and 

Mail Notice Service

 ports. Do not modify the other port settings 

on this page.

b.

Click the 

Apply New Settings 

button at the bottom of the page.

c.

At the reboot prompt, click the 

Reboot

 button.

3.

Wait one minute for the reboot to complete, and then click the browser 

Refresh

 button.

Enter the SMTP Settings

1.

Click the 

Properties

 tab.

2.

Select the 

Protocol Settings 

folder on the left sidebar, and then select 

E-mail

.

a.

Enter the 

SMTP Server Address

.

b.

If SMTP authentication is required, enter the 

POP3 Server Address

, 

POP User Name

, and 

POP Password

.

Note

The POP3 Server Address can be entered as an IP address or a server name.

c.

If the machine uses a host name rather than an IP address, click 

TCP/IP

 in the left side bar, and verify 

that the 

DNS Address 1 

field contains the DNS Server Address. For more information, see the 

Network Connection Quick Setup Guide

.

d.

Click the 

Apply New Settings 

button at the bottom of the page.

e.

At the reboot prompt, click the 

Reboot

 button.

3.

Wait one minute for the reboot to complete, and then click the browser 

Refresh

 button.

Create an Address Book Entry to Use for Verifying Scan to E-mail Setup

1.

Click the 

Properties

 tab.

2.

Select 

Address Book 

on the left sidebar.

a.

Type a 

Speed Dial

 number from 1–200 to assign to the test recipient, and then click the

 Edit 

button.

b.

Select 

E-mail

 from the 

Address Type

 drop-down list.

c.

Enter the recipient’s local E-mail address in the 

Recipient Address

 field.

d.

Enter the 

Recipient Name

.

e.

Click the 

Apply New Settings 

button.

Verifying Scan to E-mail Setup

Xerox WorkCentre M118i

5

Verifying Scan to E-mail Setup

Send a test E-mail to verify the Scan to E-mail setup:

1.

Load a sample document into the document feeder.

2.

On the control panel, press the 

E-mail

 button.

3.

Press the 

Address Book 

button.

4.

In the menu, highlight the address book entry you created, and then press the 

Next Address 

button to select 

it.

5.

Press the 

Enter

 button.

6.

Press the green 

Start

 button to scan the document and send it as an attachment to the selected recipient.

7.

Verify that the recipient received the E-mail with the scanned document as an attachment.

Troubleshooting Scan to E-mail 

If the machine reports an SMTP error, use the following table to determine the cause and resolution:

Possible Cause

Resolution

Incorrect mail server host name

■

Verify that the correct corporate or ISP mail server name has been entered in 

the SMTP Host Name field.

■

Ensure that DNS information is entered correctly.

Incorrect “From:” E-mail address 

entered 

Verify that the Administrator E-mail Address is correct.  The E-mail address must 

match what the corporate or ISP mail server is expecting.

The corporate or ISP mail server 

requires authentication

Check with your network administrator or ISP to determine if the mail server 

requires authentication. If so, use CentreWare IS to enable “POP before SMTP” 

authentication, and then enter the POP User Name and POP Password 

information.

The corporate or ISP mail server 

does not allow mail on the 

standard port number 25

Check with your network administrator or ISP to verify that Port 25 is being used for 

mail service.  If not, obtain the mail service port information, and then use 

CentreWare IS to configure it.

Xerox WorkCentre M118i

6