Email and the Xerox Multifunction Devices

Email has changed the world, 247 billion emails are sent each day.  Email is an important method of transmitting information previously sent by regular mail, telephone, courier, or fax. The first email was sent by Ray Tomlinson in 1972. Queen Elizabeth sent her first email in 1976.  In the time it took you to read that last sentence approximately 20 million emails entered cyberspace.  Email is a critical communications tool, so have you used the email feature on your Xerox Multifunction Printer? Not all Xerox devices have email but maybe yours does.  Check to see if it does and then try the feature for yourself.

Why email from your printer?  Emailing from your multifunction printer allows you to email any document on paper and send it electronically to anyone with an email address.  You can email a page from a book or magazine to someone, or any hard copy document without having to scan it to the PC first.  Many of our multifunction printers have email capabilities either included or as an option you can purchase.  With the email feature you can connect to your company address book to easily address your emails or you can create an address book at the machine itself or simply type in the email address at the machine.  The following video will show you how easy it is to email a document.  This video is for the ColorQube 9200 family but the concept is the same for all the machines that email.

Email is easy to set up through the CentreWare Internet Services, your IT person or someone with knowledge of your email system should set up the feature. Once setup the feature is easy to use.  Simple Mail Transfer Protocol (SMTP) is specified for outgoing mail transportation and is the protocol that sends scans to an email address. The scanned documents are directed to a mail server, such as Exchange, and then sent to the required email address with the scanned document(s) as an attachment in either PDF or TIFF format.  The process is very easy and straightforward.  Remember all the information you need to set-up and use email is available to you on the support page for your multifunction printer.

One last fact to leave you with 75% of adults prefer email to IM, 75% of teenagers prefer IM to email Less than one-fifth of teenagers use email for communication. The times they are changing!

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  1. Rob Morris June 17, 2016 - Reply

    Good stuff but, what about the issues we and other vendors are having with the GMail types of services/providers?

    • Cheryl Otstott June 30, 2016 - Reply

      Hi Rob,
      Thank you for your comment. There are instructions in several of the online knowledge bases on how to setup the printers to work with Gmail. There is a blog post about setting up Gmail and there will be an updated blog post next week. If you are unable to find the information you need in these areas please consider contacting customer support for additional information.

  2. Mary Ellen Martin February 24, 2017 - Reply

    How do I delete old email addresses from my Xerox 7835 email address book?

    • Cheryl Otstott February 28, 2017 - Reply

      Hi Mary Ellen,
      Thank you for reading the At Your Service blog. Please try these steps to delete an entry.
      From the computer, open a browser window.
      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.
      Click on the [Address Book] tab.
      Enter the username and password in the fields provided, and then click on the [Login] button.

      NOTE: The default user name is “admin” (case sensitive) an the default password is “1111”.

      Click on the user you want to delete.
      Click on the [Delete] button.
      Click on the [OK] button.
      Click on the [Logout] link and logout of CWIS.
      Close the browser window.
      If this does not help please consider contacting your local support centre.

  3. Pamela Gibson March 2, 2017 - Reply

    Hello Cherly0-Xerox!

    What are the steps to adding email addresses to our Work Centre 5855?

    Thanking you in advance, happy Thursday and make it a great day! 🙂

  4. Tamar July 7, 2017 - Reply

    Can you give me your Email address, i would like to contact you and buy Xerox machine.
    Thank you very much.

    • Cheryl Otstott July 14, 2017 - Reply

      Hi Tamar,
      Thank you for reading the blog. I can not personally help you buy a machine. Please go to the Xerox website to learn the ways you can purchase our machines.

  5. Kayla Newton December 13, 2017 - Reply

    There are people in the address book that we would like to remove and everything we have read is telling us there should be a delete button but we can’t seem to find it.

    • Cheryl Otstott December 14, 2017 - Reply

      Hi Kayla,
      Thank you for reading the At Your Service blog. You do not mention which machine you are using. To find a solution you will need to go to the support page for the machine you are using and search on address book and it should give you a solution for deleting address book entries.
      If you are unable to find the answer, please consider contacting your local support centre.

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