Scan to E-mail Basics for the Xerox Multifunction Devices

Information adapted from an online support solution

email mfdE-mail is a useful and helpful feature to have set up on your Xerox Multifunction device.  But sometimes it can be a little frustrating trying to get all the setting right for your environment and mail server.  First let’s look at some terms you will need to know in order to setup scan to e-mail.

Terms:

Scan to E-mail – Scan to e-mail is a feature that allows you to scan a document on the printer and send it as an e-mail attachment to an e-mail address. When the user receives the e-mail they can open, view, and save the attachment.

SMTP server – This is a server that is used to send e-mail messages. When you send an e-mail, it goes to an Simple Mail Transfer Protocol (SMTP) server. The server then sends that e-mail to the address you enter in the To: field. Some large businesses have their own SMTP server, but most businesses use an SMTP server provided by their ISP (Internet Service Provider).

POP server – The Post Office Protocol (POP) server is used for receiving e-mail. Some servers require that you log in to a POP server before you can log in to an SMTP server.

Authentication – Authentication is the process of logging in to a server with a username and password once you are connected.

DNS Name (or Hostname) – A server is sometimes identified by a name instead of an Internet Protocol (IP) address.
An example of a Hostname is “smtp.earthlink.net”.
An example of an IP address is 209.86.93.208.

DNS server – Domain Name Server (DNS) is used to convert DNS Names into an IP addresses. If you enter a DNS Name for your SMTP server address, the printer must be configured with a DNS server address in the TCP/IP settings.

Port Number – A port number is required by SMTP servers. The default SMTP port is 25. The default POP port is 110. Your ISP may use different port numbers. Contact your ISP to find out what port number they use on their server.

Now let’s look at some of the things you will need to set up the feature.

Requirements:

The Scan to E-mail feature for most multifunction printers requires the following information for successful operation.

  1. Enter the correct IP address or host name for your SMTP server (example “10.0.0.1” or “smtp.server.isp.net”). To obtain the correct SMTP server information for your printer, contact your ISP (Internet Service Provider) or System Administrator.
  2. Enter the appropriate SMTP authentication information. To determine what authentication method your SMTP server requires, contact your ISP (Internet Service Provider) or System Administrator. The following are three examples of common authentication methods.
  • Most SMTP servers use “SMTP Authentication” that requires a user name and password to allow access for e-mail.
  • Enter the correct user name and password information in the SMTP Authentication fields. If no user name or password is required for e-mail with your SMTP server, select [Anonymous] for the SMTP Authentication method, or leave the user name and password fields blank.
  • Certain SMTP servers require using “POP before SMTP” as the authentication method. Enter the correct POP3 server as well as the Post Office Protocol 3 (POP3), user name and password information.WARNING: POP3 Mail will download all contents of the remote In-box and then delete the server contents of the account used for scanning.

If you have any issues with e-mail take a look at these troubleshooting tips.

Troubleshooting:

E-mail has two components: sending and receiving. Usually SMTP is used for sending and POP is used for receiving. The multifunction printer must be configured with an SMTP server address in order to send e-mail.

A POP server address may need to be entered if the SMTP server requires logging into a POP server before being able to receive e-mail.

  1. Make sure the printer is configured with the correct SMTP server address. Check with your ISP to verify the correct address.
  2. Make sure you are using the correct port number.
  3. Verify the authentication. Contact your ISP to determine what kind of authentication they use and to verify the correct username and password.
  4. If using a DNS Name for the server address, verify with your ISP or System Administrator that the printer is configured with the correct DNS server address in the TCP/IP settings.

I hope this helps in explaining the basics of setting up the scan to e-mail feature.  Remember that if you have additional questions or need step-by-step instructions go to the online support page for your machine and search on e-mail.  You will find solutions that will walk you through the setup.  You can also head over to the Xerox Support Community Forum to ask your questions of others using the e-mail feature. You can also contact your local support centre for any questions or concerns you may have with the e-mail feature/option.

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134 Comments

  1. Karen June 19, 2014 - Reply

    Is there a way to save favorite/frequently used email addresses when using the scan function on the Xerox 4250?

  2. Bill Johnston November 5, 2014 - Reply

    I have a WorkCentre 7855. I am trying to use scan to email. My internet connection is fine. I am running Windows 7. I need to know the smtp settings for Xerox.com in order to scan to email. I need to know all the other necessary settings in order to make this function work.

    • Cheryl Otstott November 17, 2014 - Reply

      Hi Bill,
      Thank you for reading the At Your Service blog. Please take a look at the solution for setting up email on your machine. If this solution does not help please consider contacting your local support centre.
      Thanks,
      CherylO-Xerox

  3. Angela February 16, 2015 - Reply

    I have the WorkCentre 560. I am trying to add people to the address book, but cannot find a guide on how to do it. The function is setup already. Could you please help?

    • Cheryl Otstott February 18, 2015 - Reply

      Hi Angels,
      Thank you for reading the At Your Service blog. I hope I have the right machine. We have Xerox Color 560 Printer but not a WorkCentre 560. Please take a look at these instruction for adding an entry to the address book on the Xerox Color 560 Printer. If this is the wrong machine or does not help please search at the support page for more results. Please consider contacting support for additional assistance.
      Thanks,
      CherylO-Xerox

  4. Steve Groneman February 26, 2015 - Reply

    We just installed a new workcentre 6605DN and cannot get the scan to email function to work. I have created our address list and installed one of the scan files from the website yet cannot get it to work. Please help?

    I feel like a rat in the kitchen ~QQ(:>”

    • Cheryl Otstott February 26, 2015 - Reply

      Hi Steve,
      Thank you for reading the At Your Service blog. Please make sure you have followed all the steps for setting up the scan to email feature. If this does not help please consider contacting your local support centre.
      Thanks,
      CherylO-Xerox

  5. William Rawle April 7, 2015 - Reply

    What file formats does the Xerox WorkCenter support? When I scan to e-mail will it create a PDF, TIFF or JPG?

    • Cheryl Otstott April 8, 2015 - Reply

      Hi William,
      Thank you for reading the At Your Service blog. The choice of file format is up to you on most machines. You do not mention which model you are using but on most machine you have the choice of the following File Formats: PDF, PDF/A, XPS, Multi-Page TIFF, TIFF (1 File per Page) or JPEG (1 File per Page). If you have further questions please consider taking a look at the support page for your machine or contacting your local support centre.
      Thanks,
      CherylO-Xerox

  6. Valerie April 20, 2015 - Reply

    Currently, I can only scan to e-mail 10 pages in B&W. If I have more than 10 pages, it splits it into multiple e-mails. Is there a way to increase the number of pages to scan in one e-mail?

    • Cheryl Otstott April 21, 2015 - Reply

      Hi Valerie,
      Thank you for reading the At Your Service blog. You do not mention what machine you are using but on most of our machines you can change the size of the emails from the CentreWare Internet Services File Size Management tab. Modify the value in the Maximum Message Size (Message and Attachment) field. If this does not help please consider contacting your local support centre.
      Thanks,
      CherylO-Xerox

  7. Dave D June 4, 2015 - Reply

    Issue: Scanning
    Copier: Xerox 7125
    EMail: GMail

    We are having an issue scanning multiple page documents from our copy machine. Majority of the time the issue is with pictures that are being scanned back in full color. Our mail setting are set that we can receive documents up to 25MB in size, but when we scan 9 or 10 pages of pictures we get error code 016-766. In researching I have found out that the Xerox 7125 has sending issues with GMail. I tried that same exact document and sent it to a Yahoo account and had no issues. We take that 9 or 10 pages and break them into 2 or 3 pages and scan them and we have no issues. I guess my question would be I noticed there is a Split feature within the Xerox. I tried setting that to 4MB, but that didn’t seem to work either. The page count is set at the default 10, but that does’t seem to help. In theory isn’t that split feature supposed to work in a nature where if your scan reaches that 4MB limit it will send you multiple documents or if it hits the 10 page max it will do that as well. Trying to find a work around until they get the GMail authentication issue figured out. I did see there was a way to go in and change multiple configs on the printer, but wanted something with less config changes so that when they do figure out the issue we don’t have to go back in and reset a bunch of settings. Hope this makes sense.

  8. Dave D June 5, 2015 - Reply

    Issue: Scanning to email
    Copier Model: Xerox7125
    Email: Gmail

    It seems we are having an issue scanning from our copy machine. The issue we are facing is when scanning multiple full color pictures into our copy machine. I did some research and found out that there is currently an issue with the Xerox 7125 and Gmail. I’m trying to find a work around until they fix the Gmail issue. So an example would be we have a 25 page document that is all pictures and full color. Scanning size when completed is around 75MB. Now if the user takes and breaks that document into 2 or 3 page scans it’ll work fine for them. Meaning they’ll get the scans. If they put the whole document in the feeder they get Error (016-766): SMTP Server File System Error. I saw that there is a feature for splitting the documentation up automatically, but it doesn’t seem to be working. I have the file size set to 4MB, but it doesn’t seem to break the document down for us. Any help would be greatly appreciated.

    • Cheryl Otstott June 9, 2015 - Reply

      Hi Dave,
      Please see my response to your original comment.
      Thanks,
      CherylO-Xerox

  9. carol July 31, 2015 - Reply

    I scanned a document to email but forgot to email it. Is it saved somewhere that i can retrieve it ?

    • Cheryl Otstott July 31, 2015 - Reply

      Hi Carol,
      Thank you for reading the At Your Service blog. You do not indicate which machine you are using so I can not give you an exact answer. Please take a look at the job queue on the machine and see if the job is there. If not then the document would need to be scanned again. If this does not help please consider contacting your local support centre.
      Thanks,
      CherylO-Xerox

  10. Nitesh August 10, 2015 - Reply

    Want to set up on Docuprint CM225fw Gmail for scannning please help

    • Cheryl Otstott August 11, 2015 - Reply

      Hi Nitesh,
      Thank you for reading the At Your Service blog. Please take a look at this post about gmail and follow the links to information on setting up scanning to gmail. If this information does not help please consider contacting your local support centre.
      Thanks,
      CherylO-Xerox

  11. Vic Wilks September 14, 2015 - Reply

    Hello,

    I have a Workcentre 3225 and when I scan to email a multi-page document only the first side is correct – all following pages are distorted (looks like they are somewhat shrinked to about 10% – it’s unreadable. Any idea what could be wrong? (Just bought the printer 2 weeks ago and never tried the feature before). I already updated to the latest firmware for the device but it made no difference.

    Many thanks,
    Vic

    • Cheryl Otstott September 17, 2015 - Reply

      Hi Vic,
      Thank you for reading the At Your Service blog. Please try increasing the maximum message size. Also take a look at the email options and make sure that you have the original size and correct file format chosen. If this does not help please consider contacting your local support centre or your sales person since these are new machine.
      Thanks,
      CherylO-Xerox

      • Simone G. May 23, 2017 - Reply

        I have exactly the same issue. Tried to change settings, increase max email size but that did not work. The second page of all “scan to email” scans is garbled, reduced in size and unreadable. I am using the last firmware from 2015. Very annoying.

        • Cheryl Otstott May 30, 2017 - Reply

          Hi Simone,
          Thank you for reading the At Your Service blog. I understand your frustration. If increasing the max email size did not help consider contacting your local support centre for additional support.
          Thanks,
          CherylO-Xerox

  12. naveneen October 19, 2015 - Reply

    I have scanned my documents to my email id..but forgot to logout..can anyone have access to my documents

    • Cheryl Otstott October 26, 2015 - Reply

      Hi naveneen,
      Thank you for reading the At Your Service blog. You do not mention which machine you are using. If you scanned and emailed the documents and did not save them to the machine, if your machine has that capability, then no one should be able to access your documents. For further information please consider contacting your local support centre.
      Thanks,
      CherylO-Xerox

  13. Jim November 9, 2015 - Reply

    We are using a Xerox WorkCentre 3325 to scan-to-email. Anything over 10 pages (sometimes less) gets broken into multiple documents. I cannot find an option in the CentreWare Internet Services page for the WorkCentre 3325 to change this option, nor from the machine operator panel. The files that it emails us are 2-3 MB, and not anywhere near our SMTP server limit.
    Thank you

  14. Sue K November 20, 2015 - Reply

    Our company uses a 700i Xerox machine. When I scan, the document is sent to my e-mail and the e-mail subject is something like “Fiery1170 has been scanned”. I know that on other scanners that I have used (of lesser quality than the 700i), one may entitle the scan so that the subject line has that information. It would help greatly to type document info when scanning, especially when doing many scans in a row. At present, one has to open up e-mails and then open up the document to figure out what the scan is about. Suggestions?

    • Cheryl Otstott November 20, 2015 - Reply

      Hi Sue,
      Thank you for reading the At Your Service blog. Please search on the support page for your machine for email or scanning to find the information for changing the subject. Also consider contacting your local support centre for assistance.
      Thanks,
      CherylO-Xerox

  15. Terry December 2, 2015 - Reply

    I scanned a document from a xerox WorkCentre 5955 multifunction machine, but sent it to an incorrect email address. Can I retrieve it and resend? I no longer have the hard copy.

  16. Brian December 2, 2015 - Reply

    Some of the email address’s in my address book give me the message “email address format not correct” when I try to send them emails others work with no problem

    • Cheryl Otstott December 8, 2015 - Reply

      Hi Brian,
      Thanks for reading the blog. You do not mention which machine you are using. Please search for a potential solution on the support pages for your machine or contact your local support centre.
      Thanks,
      CherylO-Xerox

  17. Russell Peck January 11, 2016 - Reply

    We have a workcenter 5855 copier and I am curious if it is possible to force splitting of the document based on a seperator sheet? We’d like to be able to scan multiple documents of different page counts, have them split automatically using a separator sheet and emailed individually. If possible, can you point me in the right direction to find a user guide?

  18. Melanie Reaves January 15, 2016 - Reply

    Hello! I am trying to scan artwork my students created on 12×14 construction paper to my email as a pdf. I can’t get the machine to read the whole image even if I select “reduce.” Please advise. I am using a Workcenter 7125.

    Melanie

    • Cheryl Otstott January 18, 2016 - Reply

      Hi Melanie,
      Thanks for reading the At Your Service blog. The maximum scan area on the machine you have is 11 x 17. So you will lose about an inch on the 12 inch side of your document. Even with the reduce the scanner cannot scan the information in that extra inch of area. Please consider using paper no wider than 11 inches. If you have additional questions please contact your local support centre.
      Thanks,
      CherylO-Xerox

  19. Rick W January 20, 2016 - Reply

    Error Code: 016-766
    Copier: DocuCenter-V C2275
    Email: Outlook

    I am getting a ‘result code: 552 – server exceeding storage allocation’ error when I tried to scan to email a colour document some 65 pages. How do you fix this?

    • Cheryl Otstott January 26, 2016 - Reply

      Hi Rick,
      Thank you for reading the At Your Service blog. The result code is probably coming from your server. There is no 552 code on the DocuCentre – V C2275. The code 016-766 error usually has to do with an invalid email address. For the 552 code you need to check what the data limits are on your mail server. You will probably need to contact your IT department or System Admin. If you require additional help please consider contacting your local support centre.
      Thanks,
      CherylO-Xerox

  20. Tanner February 2, 2016 - Reply

    Hi, we have WorkCentre 5755 where I work and I was wondering if there was a way to force a cc or Bcc onto a scan to email so that we can have all of our scans found in one place in case we need to go back and see what was sent.

    • Cheryl Otstott February 4, 2016 - Reply

      Hi Tanner,
      Thank you for reading the At Your Service blog. On the WorkCentre 5755 you can default the machine to auto add me which will send a copy of the email to the “From” address. This might help you. To set this try the following:1. From the computer, open an Internet browser window.
      2. Enter the IP address of the printer in the Address field, and then press [Enter] on the keyboard. The CentreWare Internet Services window will be displayed.
      3. Click on the [Properties] tab.
      4. Enter the user name and password in the fields provided, and then click on the [Login] button.
      NOTE: The default username is “admin” (case sensitive), and the default password is “1111”.
      5. Click on [Services] to expand the list of options.
      6. Click on [E-mail], and then click on the [Defaults] option. The Default window will be displayed.
      7. Click on the [Edit] button for the General Section
      8. Select enable in the Auto Add Me section.
      9. Select [Save] to save the change.
      If this does not meet your needs please consider contacting your local support centre for additional assistance.
      Thanks,
      CherylO-Xerox

  21. Austin February 4, 2016 - Reply

    Is there a way to have documents separated individually when scanning to email? So that each page is its own individual PDF

    • Cheryl Otstott February 15, 2016 - Reply

      Hi Austin,
      Thank you for reading the At Your Service blog. With the little information you provided I cannot answer your question. Please search the support site for your model of machine using the search terms email and PDF. If you are unable to find the answer please consider contacting your local support centre.
      Thanks,
      CherylO-Xerox

  22. Zenith February 6, 2016 - Reply

    Hi,
    i just bought a DocuPrint CM205df. trired to use the scan function to email. I got this error message: error 016-506. What does it mean. fow to fix this issue. hope you can help me.

    Thanks and regards.
    Zenith

    • Cheryl Otstott February 15, 2016 - Reply

      Hi Zenith,
      Thank you for reading the At Your Service blog. Please contact your local support centre about the error. I do not have access to the model machine you have here in the states so I can not test or try the email.
      Thanks,
      CherylO-Xerox

  23. Zenith February 6, 2016 - Reply

    Hi,
    i just bought a DocuPrint CM305df. trired to use the scan function to email. I got this error message: error 016-506. What does it mean. fow to fix this issue. hope you can help me.

    Thanks and regards.
    Zenith

    • Cheryl Otstott February 15, 2016 - Reply

      Hi Zenith,
      Please see my previous response to your other comment.
      Thanks,
      CherylO-Xerox

  24. Karla March 3, 2016 - Reply

    Hi,

    I have a Workcenter 3225 all in one. I have a batch of 20 or so pages I need scanned to my email. I have it set to Multi-PDF format because the single sends each page as a separate PDF. I ended up getting 11 separate emails with pdfs of 2 pages each. How can I increase the size of the PDF? I have done it before and gotten 30 pages per PDF.

    Thanks.

    • Cheryl Otstott March 15, 2016 - Reply

      Hi Karla,
      Thank you for reading the At Your Service blog. You will need to adjust the maximum email message size. Please see this solution step 6 J for information on changing that limit. If this does not help please consider contacting your local support centre.
      Thanks,
      CherylO-Xerox

  25. Luis March 17, 2016 - Reply

    Hi, I have a Multifuntion WorkCentre 3615 and I need to configure the Email SMTP Server, where I can find step by step solutions to this issue and how to set the Emails in computers where I need to send scanned documents?

  26. Luis Guerrero April 12, 2016 - Reply

    HI, Someone has step by step solutions on how to configure SMTP Server on XEROX Work Centre 3615 Multifunction Printer? The configuration is from the Computer or Printer? Thank you.

  27. Denver April 14, 2016 - Reply

    Hi I have a Workcentre 7535 and would like to know if there is a way to scan to email multiple documents of various page lengths in a single email. For example, 5 documents 10-15 pages each would be sent in 1 email, but as 5 attachments.

  28. Christie May 11, 2016 - Reply

    I’m sure this is an obvious fix but it is eluding me. I need to Bate stamp documents and I have been able to determine the settings I need. However, the Date appears on docs where needed but the Bate stamp # isn’t showing up anywhere on the docs. What am I missing?

    Thank you
    Christie

    • Cheryl Otstott May 19, 2016 - Reply

      Hi Christie,
      Thanks for reading the At Your Service blog. You did not mention which machine you are using. Please go to the support pages and enter your machine model number to go to the support page and then search on “Bates” to find the instructions for including Bates Stamps on your documents. If this does not help please consider contacting your local support centre.
      Thanks,
      CherylO-Xerox

  29. LUGUY May 19, 2016 - Reply

    Hi, in previous comments I’d read that when you open CWIS & click in any bottom it ask for ID & Password, I;d try to configure “Scan to Email” i went thru CWIS by typing the IP Address in the Search bar but didn’t asked me for ID or Password, my Printer is WorkCentre 3615, any help?

    • Cheryl Otstott May 31, 2016 - Reply

      Hi Luguy,
      Thank you for your comment. Your WorkCentre 3615 does not have or require a user ID or Password. You should be able to make the changes you need to make. If you have additional questions please consider contacting your local support centre.
      Thanks,
      CherylO-Xerox

  30. Mal May 26, 2016 - Reply

    I have a WorkCentre 6605 and when I scan a document to my email I don’t have a problem but when I try to scan a cheque I get a ” Copy Limit Error” (062-790) Is there a reason that I can scan docs. but not cheques?

    • Cheryl Otstott May 31, 2016 - Reply

      Hi Mal,
      Thank you for your comment. The error you are getting Copy Limit Error 062-790 may mean that you are trying to make a copy of a legal document that is not allowed to be copied, for instance most paper money and often bank checks can not be copied. This is a security feature to try to prohibit counterfeiting. Please see the solutions for the code you are seeing. If you have additional questions or concerns please contact your local support centre.
      Thanks,
      CherylO-Xerox

  31. Jeff July 13, 2016 - Reply

    I need to scan a 200 Pages of document and when i scan them I’m not receiving the email.
    but the 129 pages works fine is there a limit on scanning a document on sending the scan to email. I have increased our sending attachments to 20MB and I’m still unable to receive the documents. any thoughts on this issue.

    • Cheryl Otstott July 25, 2016 - Reply

      Hi Jeff,
      Thank you for reading the At Your Service blog. You do not mention the model of machine you are using. Please search the support pages for your specific machines for any limits on attachment size. If the 200 pages is not below the 20MB you have set then it will not send the entire document. Please consider contacting your local support centre for additional information.
      Thanks,
      CherylO-Xerox

  32. Ann August 4, 2016 - Reply

    We can not open pdf attachments from a client that scanned from a Xerox Multifunction printer.
    Several pages were scanned creating one pdf named ‘Scanned from a Xerox Multifunction printer.pdf’
    All attempts to open the file just using adobe pdf reader (tried several versions) just give error
    There was an error opening this document. The file was damaged and could not be repaired.”

    Our client does not know what is going on and they are hot documents needed.

    • Cheryl Otstott August 5, 2016 - Reply

      Hi Ann,
      Thank you for your comment. With little information about the Xerox multifunction being used the only suggestion is to have the original document re-scanned and re-sent. If the re-scan does not work have the owner of the machine call in for help with the machine.
      Thanks,
      CherylO-Xerox

  33. Rafi Syed August 9, 2016 - Reply

    Hi Cheryl,

    I am facing an issue with my xerox WC 7855 on windows 10. whenever i print any doc ro any file it also prints a additional paper with my user name and time. can you please let me know how to get rid of it.

    Thanks,
    Rafi

  34. Tom August 15, 2016 - Reply

    I have a Xerox Workcentre 5335 and is their a way to have the person who login email address to automatically appear in the To: field when scanning to email?

    Thank, Tom

    • Cheryl Otstott August 29, 2016 - Reply

      Hi Tom,
      Thanks for your question. No, there is not a way for the To field to default to the email address of the person that signed in to the machine. They would need to enter the to address via the keypad or from an entry in the address book. Please consider contacting your local support centre for additional information.
      Thanks,
      CherylO-Xerox

  35. PK August 18, 2016 - Reply

    On a 5665 able to send emails to individual email address but not ‘group’ address. This functionality worked soon after the machine was installed couple of weeks back. Thanks for your help.

    • Cheryl Otstott August 29, 2016 - Reply

      Hi PK,
      Thank you for reading the At Your Service blog. My understanding is that there is not a group function for email but there is a group function for the fax feature. For additional information please contact your local support centre.
      Thanks,
      CherylO-Xerox

  36. Amy Martinez September 15, 2016 - Reply

    Our department has a Xerox Workcentre 5335 that requires a log-in for the scan to email function. When we log in, the FROM field would show our user ID and our personal email address would automatically populate in the recipient field. Now, when we log in, our log-in will flash on the initializing screen, but when the screen for the email pops up, our user ID is gone. Instead of the user ID going into the FROM field, now the device name (FWXEROX5335) appears in the FROM field and now we are having to manually enter our email address.

    • Cheryl Otstott September 27, 2016 - Reply

      Hi Amy,
      Thank you for your comment. Please change the From address and name in the CentreWare Internet Services. See the steps below to access the defaults.
      Login to CWIS as the Administrator.
      Click on the [Properties] tab.
      Click on [Services] to expand the list of options.
      Click on [E-mail].
      Click on [General].
      Click on [Edit] at the far right.
      Enter or select the required settings, such as the Receiving Protocol, Incoming E-mail Print Options, Print Error Notification E-mail, or Confirmation Sheet, and scroll down and decide how you want Add Me to the To: field and make those selections.
      Then click on the [Apply] button.
      When finished, click on the [Logout] link in the upper, right corner to logout of CWIS.
      If this does not help please consider contacting your local support centre.
      Thanks,
      CherylO-Xerox

  37. Lisa October 5, 2016 - Reply

    I am in desperate need of help!

    I’m new at this office I’m working in and they have one of your copiers (WorkCentre7885). My boss asked me to change the password to my email address in order to secure it from the previous person who worked here before me. They didn’t tell me however that the same email address has been programmed as the sending host in the copier, so now we can no longer scan successfully. I’m trying to change the setting on our machine, but that area is not clearly marked and I have no idea where to go once I get to the “tools” section when logged in as the admin. How can I update the new password so that we can send scans properly again?

    Thanks!

    • Cheryl Otstott October 7, 2016 - Reply

      Hi Lisa,
      Thanks for your comment. I am going to assume you have a WorkCentre 7835 since we do not have a 7885. Please take a look at the solutions for scan to email but unable to connect to remote server if these solutions do not help, please consider contacting your local support centre.
      Thanks,
      CherylO-Xerox

  38. seyimi October 24, 2016 - Reply

    if a scanner is saying stop when it finishing scanner..what can i to do
    xeroe 6605 scanner

    • Cheryl Otstott October 27, 2016 - Reply

      Hi seyimi,
      Thank you for reading the blog. I am going to assume you are using a WorkCentre 6605. Please search for scan on the support page for the machine. There are several ways and types of scanning so I cannot offer a solution with out more information. Please also consider contacting your local support centre.
      Thanks,
      CherylO-Xerox

  39. vijay December 23, 2016 - Reply

    Hi I Am facing an issue with scan to network folder on wc7775.

    while scanning it showing as scanning for sometime and the getting deleted automatically, without saving scan copy to network folder.

    almost all trouble shooting steps are tried but failed.

  40. Stef January 23, 2017 - Reply

    I work in a shared building. When I scan something into our shared xerox it emails me the scan from one of the managers email. Do they then have a copy of my scan because the scan comes from their email the way it is currently set up in the xerox? Help!

    • Cheryl Otstott January 24, 2017 - Reply

      Hi Stef,
      Thank you for reading the At Your Service blog. You do not mention which machine you are using. I can’t be sure how you have things setup but it could be possible that the From address for the printer has been entered as the managers address. So it would still be coming directly from the machine. I would suggest that you contact your local support centre for additional assistance.
      Thanks,
      CherylO-Xerox

  41. Lynnette January 31, 2017 - Reply

    I have no problem sending emails from WC3655. I would like to know whether it can be set up to receive emails on the device.

    • Cheryl Otstott February 6, 2017 - Reply

      Hi Lynnette,
      Thank you for reading the blog. You cannot set up the WorkCentre 3655 to receive email. If you have further questions please consider contacting your local support centre.
      Thanks,
      CherylO-Xerox

  42. Terrence February 4, 2017 - Reply

    xerox 3215 , how do I name a scanned document without having to go back to the scan document folder and rename it?

    • Cheryl Otstott February 8, 2017 - Reply

      Hi Terrance,
      Thank you for commenting on the blog. I am not aware of a way to rename the scanned document without going to the document once scanned and changing the name. There may be something I am not aware of so you might want to double check with your local support centre.
      Thanks,
      CherylO-Xerox

  43. Stephen Reddel February 22, 2017 - Reply

    Dear Xerox

    I have a docuprint CM225FW and am really struggling to set up a new way to email out via gmail. It worked originally but I think changes in the google environment have made it more difficult.

    I have tried both the smtp.gmail.com and their system for printers using aspmx.l.google.com as described on https://support.google.com/a/answer/176600?hl=en and followed a number of suggestions on the web without success.

    Does xerox provide any sort of email server or have any better recommendations for setting this up?

    It is very disappointing as one of the main reasons I bought it (other than printing) was to use scan to email to basically take the home office paperless.

    Appreciate also a PM if you could do so to let me know of any response

    • Cheryl Otstott February 24, 2017 - Reply

      Hi Stephen,
      Thank you for reading the At Your Service post. Please take a look at the blog about updates on Gmail. If the instructions in that blog do not help then please search on the Xerox Community Support Forum if you do not find an answer there then please consider posting on the forum or contacting your local support centre .
      Thanks,
      CherylO-Xerox

  44. Jordan February 23, 2017 - Reply

    I have a WorkCentre 7835. When I scan a document to an email address, the Xerox sends it to the recipient through my email address. I have since changed my email address and need to know how to update the sender information for the scan-to-email portion so that i can close down my previous email account.

    Thank you,

  45. Evandro Amaro April 6, 2017 - Reply

    Hello. We have a big lot of Xerox printers but I’m querying about the Xerox 4250 digitalization features.
    Seems that there’s no option to do single page PDF files while scanning. Am I wrong?

    The only way to go single page pdf documents is to do jpg or 1-page tiff and then somehow convert jpg to pdf. Correct?

    • Cheryl Otstott April 21, 2017 - Reply

      Hi Evandro,
      Thank you for reading the blog. The only way to do single page is to treat each page as a job and scan them in one at a time. It will take more time but will create a single page file. If this doesn’t help please consider contacting your local support centre.
      Thanks,
      CherylO-Xerox

  46. Deepu May 11, 2017 - Reply

    We have a workcentre7225. I have scanned a document and send accidently to another emailid which i couldnt remember. Could you please let me know if there is any possible way to know to which email id i have send it

    As it is a confidential document , it is very important to know that

    • Cheryl Otstott May 19, 2017 - Reply

      Hi Deepu,
      Thank you for reading the At Your Service blog. I am not sure there is a way to see who you sent it to unless you had the scan confirmation page enabled. If that was not enabled then try printing a activity report and see if it shows there. Unfortunately I do not have that model to test here so you will have to try it. If it is not on the activity report then there would not be a way to check. Consider contacting your local support centre for additional assistance.
      Thanks,
      CherylO-Xerox

  47. Meaghan June 21, 2017 - Reply

    My office just received a new WorkCentre 5855 and no one can scan a document to their work emails….a print out says “Job failed. No messages were sent. Could not communicate with the sending mail server (SMTP),
    Do you know how I can fix this?

  48. Henry Meli July 6, 2017 - Reply

    I have set up my local address book and smtp server but when I scan to email, there is no response when I select th green Go button to execute the scan to email. Any advise pleqase?

    • Cheryl Otstott July 14, 2017 - Reply

      Hi Henry,
      Thank you for reading the blog. You do not mention which machine you are using so I really can not offer a solution. Please go to the Online support and enter your machine model number and then search on how to scan to email for instruction. If that does not help please consider contacting your local support centre.
      Thanks,
      CherylO-Xerox

  49. Donna Botka DeFrees July 25, 2017 - Reply

    I’m scanning an entire file cabinet of files and sending the scans to my email account to archive them.
    My problem with the 7845 is each file I scan attaches to the last emailed file I scanned.
    Is there a way to make the Xerox send a separate email each time and not group them together in a long string?

    Thank you!

    • Cheryl Otstott July 31, 2017 - Reply

      Hi Donna,
      Thank you for reading the blog. Please try changing the file format to either tiff or jpeg, these two formats create a single page per file. If this is not what you are looking for then please consider contacting your local support centre for additional assistance.
      Thanks,
      CherylO-Xerox

  50. B August 16, 2017 - Reply

    We have a Xerox 3325 all in one and when we look via IP address at the email address book we have several listed. When we actually go to the machine to scan to email (local address book) it is empty. It was working before and all of a sudden the local address book disappeared. We powered off, discounted from network to no avail. Any suggestions on how to fix this problem. We have 10 of these machines at different locations and would like to figure out how to repair before they all disappear. Thank you for your assistance.

  51. joe gibbons December 7, 2017 - Reply

    I do not understand what it is you require of me I stated my e mail problem of not being able to send an e mail with an attachment .The e mail goes thru but the attachment does not.It used to work fine and then it stopped and I do not know why.If I send it to myself it works but something is blocking it from going to my other contacts./HELP

    what are HTML tags?

    Theree was an answer to my initial comment that stated “your comment is awaiting moderation”.I do not understand the reply to my problem.

    • Cheryl Otstott December 13, 2017 - Reply

      Hi Joe,
      Thank you for reading the blog. The “your comment is awaiting moderation” just means that we moderate every comment written on the blog to avoid spam getting through. As for your attachments you do not mention which machine you are using so I can only give you a general solution. Please take a look at the solution for sending an attachment and see if this will help. If it does not help please consider contacting your local support centre or posting to the Xerox Community Forum.
      Thanks,
      CherylO-Xerox

  52. Bill Baumgartner January 17, 2018 - Reply

    Hello, When Scanning a multi-sheet (over 5 sheets) document to email on our WorkCentre 7225 We get a “Timed Out Hit Continue Button Within 5 seconds to Continue or your work will be lost” Message multiple times. This never happened before you sent out an upgrade late last year. Do you have any solutions for this? Some documents we scan are 20-30 pages long and to stand around the scanner is not productive. Thank you, Bill Baumgartner

    • Cheryl Otstott January 26, 2018 - Reply

      Hi Bill
      Thank you for reading the At Your Service blog. Please make sure that the time on your printer and your time set on your network are within 2 minutes or less of each other. If the times are okay then perform a software reset.
      If the problem continues please consider contacting your local support centre.
      Thanks,
      CherylO-Xerox

  53. Jannie January 23, 2018 - Reply

    This is a Outlook issue, Microsoft released a security update on the 11th of January that caused this problem, see link below.

    https://support.office.com/en-us/article/attachments-are-removed-when-forwarding-plain-text-emails-2c1d366d-52b3-45f1-97ec-1955f59107ef

    Is there a way we can change the format used when scanning so it can scan in HTML format and not plain text?

    • Cheryl Otstott January 31, 2018 - Reply

      Hi Jannie,
      Thank you for reading the At Your Service blog. Without knowing which printer you are using I really can’t begin to find an answer for you.
      Please consider contacting your local support centre for further assistance.
      Thanks,
      CherylO-Xerox

  54. Venu January 24, 2018 - Reply

    Can we add/create a rule to validate the subject for a specific address book when I try to send an email?

    • Cheryl Otstott February 6, 2018 - Reply

      Hi Venu,
      Thank you for reading the At Your Service blog. Without a machine model number I was unable to search for an answer to your question. My thought is that no you can not add such a rule but if your machine has a DEF it might be possible.
      Please consider contacting your local support centre for additional assistance.
      Thanks,
      CherylO-Xerox

  55. Gerard Dodd February 15, 2018 - Reply

    We have a C4475 machine. The scanner currently sends the scanned documents as a “text” email. How do we change it so that it sends the scanned document as an “HTML” email. Thanks.

    • Cheryl Otstott February 27, 2018 - Reply

      Hi Gerald,
      Thank you for reading the At Your Service blog. I do not have access to the machine you are using as it is not available here in North America but I did find a solution for changing the format for email. If this solutions does not help please consider contacting your local support centre.
      Thanks,
      CherylO-Xerox

  56. Sara February 23, 2018 - Reply

    I am wondering something. I just emailed from the Xerox WorkCentre 6605dn to my personal address at work. I noticed when I received the email, it showed up as my manager’s email address in the from line. Does that mean he will also receive that email or at least be shown in his sent folder in his email? Just curious, thanks!

    • Cheryl Otstott February 28, 2018 - Reply

      Hi Sara,
      Thank you for reading the At Your Service blog. Unless you add the from address as a recipient the original email should not go to the from address. Please review setting up the scan to email. Replies to the message will go to the from address unless the recipient changes the address before replying.
      If you have further questions please consider contacting your local support centre.
      Thanks,
      CherylO-Xerox

  57. Hasan AL-Batran March 21, 2018 - Reply

    I bought a 6027 Xerox Work center on March 15th and spend few hours with Xerox experts.2 of the second level experts inform that the problem in the software of their product model 6027.
    Till today after one week their software engineers did not solve the problem.
    I don’t believe that a company like Xerox selling bad product.
    Companies like this should have a very strict quality control system and don’t leave their product in the market without checking.
    The last word I got from their expert, is to solve this problem, it may takes weeks or months.

    What a mess?!

    • Cheryl Otstott March 29, 2018 - Reply

      Hi Hasan,
      Thank you for reading the At Your Service blog. I apologize that they have not solved the issue yet, you will need to contact the support centre you began working with to find out the status. I do not have access to that information for you. Alternately you can contact your sales representative to find out if there is a Xerox model that is better suited to your business processes.
      Thanks,
      CherylO-Xerox

  58. Hasan AL-Batran March 21, 2018 - Reply

    I was waiting for an answer from Xerox about my comments on 6027 WorkCentre but deleted instead!

    • Cheryl Otstott March 29, 2018 - Reply

      Hi Hasan,
      Your comment was not deleted. All comments go through a moderation process before being published on the site. I apologize for the delay.
      Thanks,
      CherylO-Xerox

  59. Hasan AL-Batran March 21, 2018 - Reply

    Is this an official Xerox site?!

    • Cheryl Otstott March 29, 2018 - Reply

      Hi Hasan,
      Yes this is an official Xerox site but it is not an official support site. For support please post a question on our Xerox Customer Support Community or for more immediate help contact your local support centre via phone.
      Thanks,
      CherylO-Xerox

  60. Hasan AL-Batran March 22, 2018 - Reply

    I have a problem with my Xerox 6027 Work Center.

    • Cheryl Otstott March 29, 2018 - Reply

      Hi Hasan,
      Please see my response to your previous comments for support options for your WorkCentre 6027.
      Thanks,
      CherylO-Xerox

  61. Doug April 4, 2018 - Reply

    We have a Xerox Workcentre 5335. When we try to do a scan we are getting an error 016-765. I can’t seem to find any information on how to fix the problem. Thank you for your help.

    • Cheryl Otstott April 9, 2018 - Reply

      Hi Doug,
      Thank you for reading the blog. The error code 016-765 means SMTP Server HD Full. For that error power the machine off for 30 seconds and then power the machine back on. If it does not clear then verify that the SMTP Server mailbox is not full for the email address the printer is using. If these do not help please consider contacting your local support centre.
      Thanks,
      CherylO-Xerox

  62. mohamed May 1, 2018 - Reply

    how can i send Current Billing Information by email Xerox Color 560 ?

  63. Aztekium.pl May 6, 2018 - Reply

    Very interesting article. Well written.

    • Cheryl Otstott May 18, 2018 - Reply

      Hi Aztekium,
      Thanks for the compliment. I hope you continue to read our little blog and find it useful.
      Thanks,
      CherylO-Xerox

  64. James May 24, 2018 - Reply

    Hi,
    I want know how to reset/remove the admin password for xerox docucentre sc2020 in the internet service. I tried to enabled admin and input the user and password but when I tried to sign it in using that account it didnt work. I need to reset/remove the password so that i can edit the address book from the internet service.

  65. JJ Farringer June 8, 2018 - Reply

    We have a few WorkCentre 5955 copier/scanners and are wondering how to change the scan to email from plain text to html. Currently we are experiencing the problem of Outlook not forwarding the attachment because the e-mail is sent in plain text. Thank you.

  66. TAMIE July 19, 2018 - Reply

    Hi I have a 3655i work center and need to know how to program in commonly used email address’s so that I can scan and email quickly without typing in the address everytime.
    thanks

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