Xerox Document Centre 555 User manual

“Simple”

Scan to Email

Setup Guide

Document Centre 555/545/535

Dc04cc0336

Page 2 Simple Scan to Email Setup Guide May 2004

Scan to Email

Scanning to email from a Xerox DC 555/545/535 requires the support of external email

services on a network. These services may be provided by your own email server and

supported by your IT department. Or, you may be using email services provided and

supported by your ISP (Internet Service Provider). Configuring the DC 555/545/535 to

email your scanned documents requires information about the email server, and may

require network administrator access as well. You will need to determine the correct

source of information before you begin this setup.

Detailed Online Support information can also be found at the Xerox Website by going to

www.xerox.com and then choosing Support & DriversMultifunction →

DC 555/545/535DC 555/545/535 5XX Multifunction System →Online Support.

Xerox can provide a fee-based onsite service to completely configure scan to email; call Xerox Customer Support at 1-800-

821-2797 to obtain this service. The configuration information in this document is provided to assist your network

administrator, IT department, or ISP.

XEROX ®, The Document Company ®, the digital X ®, and all Xerox product names are trademarks of XEROX CORPORATION. Other

trademarks belong to their respective owners.

May 2004 Simple Scan to Email Setup Guide Page 1

Information you will need before you begin

Before proceeding with email installation and system configuration, each DC 555/545/535 site

must determine the options it wishes to utilize and verify that compatible components are

available. The following sections provide general specifications.

The following sections discuss general information you will need before you begin the

installation.

Email Server Environment

Check with your Email Administrator or your Internet Service Provider (ISP), if they are

providing your email administration services, to determine if you have a compatible

environment for using the DC 555/545/535’s email function.

SMTP Server Compatibility

At minimum, to use the DC 555/545/535 email function you must have an email server to

which the DC 555/545/535 communicates using SMTP (RFC 821 SMTP over IP - Ethernet).

The following list contains other important compatibility information related to the email SMTP

server. The DC 555/545/535:

 Uses SMTP, the most widely used protocols for sending and receiving Internet

messages and supported by most email servers.

 Uses MIME encoding (RFCs 2045-2049) to transfer email image files. Includes multi-

part MIME encoding to support message body text.

 Supports a configurable e-mail message size limitation (20 MB maximum). If an email

message (with large attachment files) exceeds message size limits, the DC

555/545/535 splits the job into segments based on System Administrator settings.

 The DC 555/545/535 has tested with the following servers

 MS Exchange v5.5,and Exchange 2000

 Lotus Domino v4.5 (SMTP only), 4.6 (SMTP & LDAP), and 5.0 (on WinNT4.0,

Win2000, servers).

 GroupWise 5.5 and 6.0.

If your email environment is not compatible, call Xerox Customer Support at

1-800-821-2797 to determine if you will be able to set up scan to email.

Page 2 Simple Scan to Email Setup Guide May 2004

LDAP Server Compatibility

To use your company's internal address book requires an LDAP server. The following list

contains other important compatibility information related to the LDAP server. The DC

555/545/535 supports:

 LDAPv2 (RFCs 1777, 1778, 1779, 1960, 1823, 2247)

 LDAPv3 (RFCs 2251, 2252, 2253, 2254)

 The DC 555/545/535 has been tested with the following:

 MS Exchange v5.5 LDAP (v3.0) Internet protocol service (on WinNT4.0, Win2000

servers)

 Lotus Domino v5.0 LDAP services (on WinNT4.0, Win2000 servers)

 Netscape Directory Server v4.11 (on WinNT4.0, Unix servers)

 Windows2000 Active Directory Services

 Novell NDS (LDAP on Novell 4.x, 5.x, 6.x)

 GroupWise 5.5 and 6.0.

Do you plan to use Network Authentication?

Authentication Environments

If you wish to enable authentication, your network must support one of these protocols:

 Windows NT 4.0 native Domain Login (SMB authentication)

 Windows 2000 (SMB authentication)

 Windows 2000 (Kerberos, RFC1510)

 Unix (Kerberos, RFC1510)

 Novell v4.x, 5.x, 6.x (NDS)

Network authentication is intended to limit use of the

DC 555/545/535 to authorized network users.

If you don’t use an LDAP internal address book, you can skip this section.

May 2004 Simple Scan to Email Setup Guide Page 3

Other Network Details you need

You will be able to perform the scan to email installation process when the following items are

in place for the DC 555/545/535.

 TCP/IP enabled – You can check for this on the configuration report in the section shown in the

illustration. Note that this must be enabled before proceeding. For instructions on enabling TCP/IP refer to

the Admin CD.

 Network access – If you can print to the DC 555/545/535 from your workstation, the network

connection is working properly. If not, you will have to configure printing before proceeding.

 Scanning Option enabled – The Local User Interface (LUI) on the DC 555/545/535 will have a

“Scan” tab if scanning is enabled. If not, you will have to configure scanning before proceeding (refer to

the Scan Kit for instructions). Note that the Scan Kit contains a unique Code number that you must enter.

 A workstation on the network so that you can complete the setup using CentreWare

Internet Services and your favorite Web browser.

 Domain Name or DNS configured (if used in your organization) – Check with your Email

Administrator or your ISP’s Email Administrator to determine whether the Domain Name System server is

required.

1. Select Machine Status from the control panel on the DC 555/545/535.

2. On the touch screen, press Print Reports.

3. On the Print Reports screen, press Print System Configuration Report

The following example points out where you can find some of the information on a

configuration report.

To Print a Configuration Report follow these simple steps:

Page 4 Simple Scan to Email Setup Guide May 2004

Is TCP/IP Enabled?

TCP/IP address

Is HTTP Enabled?

May 2004 Simple Scan to Email Setup Guide Page 5

Here’s a list of information to gather before you begin Scan to

Email Setup:

Data Required for TCP/IP

1. DC 555/545/535 Domain Name

Required to connect to the SMTP Server.

Example: If your email address is

[email protected], your domain name will be

123.com

Data to Set Up Basic Email –

You can find

information for this section

on the configuration report or obtained it from your Email Administrator or

your ISP’s Email Administrator.

2. DC 555/545/535 IP address

This information can be found on the

configuration report ( see page 6)

3. SMTP server IP address OR Host name:

When finding out about the SMTP server, you

should ask if there are routing restrictions on

the server. If so, give the DC 555/545/535

routing access on that server.

4. SMTP Port (default is 25):

5. DC 555/545/535 email address:

We recommend you establish a valid address

on the SMTP server to use as part of Internet

Services Properties. In some instances this

address appears in the email's From field,

which in turn can become a Reply To

address. You can monitor this address to

retrieve such replies (which includes invalid

delivery messages).

6. Maximum message size:

Determine the maximum email message size

that the SMTP server will process (for

example: 10240 KB).

OPTIONAL: Record data only if you intend to use an LDAP server

to access your company's internal address book. –

You can obtain

information for this section from your Email Administrator or your ISP’s

Email Administrator.

Page 6 Simple Scan to Email Setup Guide May 2004

7. LDAP server IP address OR Host name (if

different from SMTP server)

8. LDAP Port (default is 389)

9. (OPTIONAL) Alternate LDAP server IP

address OR Host name

10.Login Name and Password to access the

LDAP server. Only needed if login required.

11.Root directory to start the LDAP searches.

If the LDAP search should not start at the top

of the LDAP tree, define what root to use.

Searches will not go outside of that root.

OPTIONAL: Supply this data only if you intend to use the Public

address book

12.Name of a CSV format file that lists user ID

and email address refer to the section later in

this guide: “Using CentreWare Internet Services

to set Up a Public Address Book.” Make sure to

place this file in a location you can browse to

from the workstation you will be using to set up

email. You will not be able to import a CSV file

with a blank name or email field.

OPTIONAL: Record data only if you intend to enable

authentication on the DC 555/545/535 –

You can obtain the

information in this section from your Network Systems Administrator, or

call Xerox at 1-800-821-2797 about Network Support Services.

Provide data for one Authentication Type listed in items 11 -14.

13.Kerberos (Solaris) IP address OR Host name

Authentication Port (default is 88)

Realm

Backup IP address OR Host name

Alternate IP address OR Host name (maximum 2)

Alternate Realm (maximum 2)

May 2004 Simple Scan to Email Setup Guide Page 7

14.Kerberos (Windows 2000) IP address OR Host

name

Authentication Port (default is 88)

Domain

Backup IP address OR Host name

Alternate IP address OR Host name (maximum 2)

Alternate Domain (maximum 2)

15.NDS (Novell 4x, 5x, 6x) NDS Directory Context

NDS Directory Tree

Alternate Directory Contest (maximum 2)

Alternate Directory Tree (maximum 2)

16.SMB (Windows NT 4 and Windows 2000)

Default Domain

Primary Domain Controller IP address OR Host

name This information is required if the primary

domain controller is located on a different subnet

than the DC 555/545/535.

Alternate Domain (maximum 2)

Page 8 Simple Scan to Email Setup Guide May 2004

Now you are ready to Set Up Scan to Email

The set up process is modular. After performing steps to set up the basic email function, you

will then continue the process required to set up the options you choose.

For basic email you must set up the following:

 Enable HTTP and Email on the DC 555/545/535

 Use CentreWare Internet Services to Set Up SMTP

 Use CentreWare Internet Services to Set Up Email

For additional options, use the following sections:

 Use CentreWare Internet Services to Set Up the LDAP Directory

 Use CentreWare Internet Services to Set Up a Public Address Book

 Use CentreWare Internet Services to Set Up the Authentication Server

 Verify Authentication Enabled on the DC 555/545/535

NOTE: This section only addresses installation information specific to email. Other setup

information such as TCP/IP data (for example TCP/IP domain name) required to install the DC

555/545/535 on a network, must be in place before email can function properly.

BASIC EMAIL SETUP



Enable HTTP, Scan to Email on the DC 555/545/535

NOTE: If you have already enabled HTTP and Scan to Email at the DC 555/545/535,

proceed to the next section. You can check this on the Configuration Report (see page

6).

1. On the DC 555/545/535 control panel, press Access .

2. Use the keypad, to enter 1111 or the current password. Press Enter on the touch

screen.

3. If the Internal Auditron is not enabled press Go to Tools button. If the Internal

Auditron is enabled press the Tools Pathway button. Wait for the screen to refresh.

4. If you do not need to enable HTTP, continue with the next step. To enable HTTP, on

the touch screen:

a. Press Connectivity and Network Setup.

b. Press Network Setup.

c. Press TCP/IP.

d. Press HTTP/IPP.

e. Press Enable.

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