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Fax Procedure and Fax Customization Options for the X76xx and X56xx Series Printers

Document ID:HO3515

Usergroup :External
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Problem

On Hook Dial; Broadcast fax; Answering machine; Address Book; Dialing prefix; Caller ID; Distinctive ring; PBX; Junk faxes; Fax activity report

Environment

How to Fax on the X76xx Series; How to Fax on the X56xx Series; How to receive a fax; How to forward a fax; How to customize fax settings; How to manage faxes

Solution

Overview

This article details how to send, receive, and forward faxes on the X76xx Series Lexmark printers, as well as detailing varous customization options, as well.

Sending a fax

1. Sending a fax using the printer control panel
StepAction
 1Make sure that the printer is on and that it is connected to a working telephone line.
 2
Load an original document faceup into the Automatic Document Feeder (ADF) or facedown on the scanner glass.
NOTES:

  • • Do not load postcards, photos, small items, transparencies, photo paper, or thin media (such as magazine clippings) into the ADF. Place these items on the scanner glass.

  • • Adjust the paper guide on the ADF tray to the width of the original document.

  • • When using the scanner glass, close the top cover to avoid dark edges on the scanned image.
 3From the printer control panel, press .
 4
Enter a fax number, or press Address Book to select a number from the Speed Dial or Group Dial list.
NOTES:

  • • You can include a calling card number as part of the fax number.

  • • A fax number can include up to 64 numbers, commas, periods, and/or the symbols * or #.
 5
If you want to send a fax to a group of numbers (broadcast fax):
a Press OK.
b Repeat step 4, and press OK until a maximum of 30 fax numbers have been entered
 6Press .

2. Sending a fax while listening to a call (On Hook Dial)
The manual dialing feature lets you dial a telephone number while listening to the call through a speaker on the printer. It is useful when you must navigate an automated answering system or enter a calling card number before
sending your fax.
StepAction
 1Make sure the printer is on and is connected to a working telephone line.
 2
Load an original document faceup into the Automatic Document Feeder (ADF) or facedown on the scanner glass.
NOTES:

  • • Do not load postcards, photos, small items, transparencies, photo paper, or thin media (such as magazine clippings) into the ADF. Place these items on the scanner glass.

  • • Adjust the paper guide on the ADF tray to the width of the original document.

  • • When using the scanner glass, close the top cover to avoid dark edges on the scanned image.
 3From the printer control panel, press Dialtone.
You can now hear the dial tone of the telephone line.
NOTE: The Dialtone button will be active only when the fax modem is idle, or when the printer is not sending or receiving a fax.
 4Press the keypad numbers to navigate through an automated answering system.
 5
Enter a fax number.
NOTES:

  • • You can include a calling card number as part of the fax number.

  • • A fax number can include up to 64 numbers, commas, periods, and/or the symbols * or #.

  • • Only one fax number can be entered for On Hook Dial.
 6
Press .

3. Sending a broadcast fax at a scheduled time
You can send a fax to a combination of up to 30 people or groups at a time of your choice.
StepAction
 1Make sure the printer is on and that it is connected to a working telephone line.
 2Load an original document faceup into the ADF or on the scanner glass.
NOTES:

• Do not load postcards, photos, small items, transparencies, photo paper, or thin media (such as magazine clippings) into the ADF. Place these items on the scanner glass.
• Adjust the paper guide on the ADF tray to the width of the original document.
• When using the scanner glass, close the top cover to avoid dark edges on the scanned image.
 3From the printer control panel, press .
 4Press the up or down arrow button until Schedule Fax is highlighted.
 5Press the left or right arrow button until Send Later appears, and then press OK.
 6Enter the time you want to send the fax, and then press OK.
 7If the printer is not set to the 24-hour mode, press the up or down arrow button to select AM or PM, and then press OK to save the setting.
 8Enter a fax number, or press Address Book to select a number from the Speed Dial or Group Dial list.
 9If needed, repeat Step 7 and press OK until a maximum of 30 fax numbers have been entered.
 10Press .
NOTE: At the designated time, the fax numbers are dialed and the fax is sent to all of the designated fax numbers. If the fax transmission is unsuccessful to any of the numbers on the broadcast list, then the unsuccessful numbers will be dialed again.

 
Receiving a fax

1. Receiving a fax automatically
StepAction
 1Make sure the printer is on and that it is connected to a working phone line.
 2 Make sure that Auto Answer is on.
To check if Auto Answer is on:
a From the printer control panel, press .
b Press the up or down arrow button until Fax Setup is highlighted, and then press OK.
c Press the up or down arrow button until Ringing and Answering is highlighted, and then press OK.
d Press the up or down arrow button until Auto Answer is highlighted, and then press OK.
e Press the up or down arrow button until On is highlighted, and then press OK to save the setting.
 3Set the number of times the telephone rings before the printer automatically receives faxes:
a Press the up or down arrow button until Pick-up On is highlighted, and then press OK.
b Press the up or down arrow button until the setting you want is highlighted, and then press OK to save the setting.
When the number of rings you set is detected, the printer will automatically receive the incoming fax.

2. Receiving a fax manually
StepAction
 1Make sure the printer is on and that it is connected to a working telephone line.
 2Make sure that Auto Answer is off.
 3To receive the fax, press  or press * 9 * on the telephone after you answer it and hear fax tones.
 4Hang up the telephone. The printer will receive the fax.

3. Receiving a fax with an answering machine
StepAction
 1Make sure that Auto Answer is on.
 2
Make sure you have set the number of times the telephone rings before receiving a fax automatically.
When a telephone ring is detected, the answering machine picks up the call.

  • • If the printer detects a fax, it receives the fax and disconnects the answering machine.

  • • If the printer does not detect a fax, the answering machine receives the call.
 3Set the answering machine to answer incoming calls before the printer does.
For example, if you set the answering machine to answer calls after three rings, set the printer to answer calls after five rings.

 
Forwarding faxes

Use the fax-forwarding feature if you are going to be away, but still want to receive your faxes. There are three fax-forwarding values or settings:
Off— (Default)
Forward — The printer sends the fax to the designated fax number.
Print & Forward — The printer prints the fax and then sends it to the designated fax number.
To set up fax forwarding:
StepAction
 1Make sure the printer is on and that it is connected to a working telephone line.
 2From the printer control panel, press .
 3Press the up or down arrow button until Fax Setup is highlighted, and then press OK.
 4Press the up or down arrow button until Ringing and Answering is highlighted, and then press OK.
 5Press the up or down arrow button until Fax Forward is highlighted, and then press OK.
 6Enter the number to which you want to forward the fax, and then press OK.

 
Printing a fax on both sides of the paper

StepAction
 1From the printer control panel, press .
 2Press the up or down arrow button until Fax Setup is highlighted, and then press OK.
 3Press the up or down arrow button until Fax Printing is highlighted, and then press OK.
 4Press the up or down arrow button until 2-Sided Faxes is highlighted.
 5Press the up or down arrow button until the setting you want is highlighted, and then press OK.

 
Customizing fax settings

1. Setting up the Address Book
StepAction
 1From the printer control panel, press .
 2Press the up or down arrow button until Fax Setup is highlighted, and then press OK.
 3Press the up or down arrow button until Address Book is highlighted, and then press OK.
 4To add a fax number to your Speed Dial list:
a Press the up or down arrow button until Add Entry is highlighted, and then press OK.
b Use the keypad numbers to enter the name of the person associated with the fax number in the Name field.
c Press the down arrow button once.
d Use the keypad numbers to enter the fax number in the Fax Number field, and then press OK.
e Add fax numbers as needed, following the steps above, on lines 2–89, and then press OK to save the entries.
 5
To add a fax group:
a Press the up or down arrow button until Add Group is highlighted, and then press OK.
b Use the keypad numbers to enter a group name, and then press OK.
c Press the up or down arrow button until Enter Number is highlighted, and then press OK.
d Use the keypad numbers to enter up to 30 fax numbers for the group.

NOTE:
 You can also add fax numbers from the Address Book or Redial History.

e
Add groups as needed, following the steps above, on lines 91–99, and then press OK to save the entries.
NOTES:

  • • You can include a calling card number as part of the fax number.

  • • A fax number can include up to 64 numbers, commas, periods, spaces, and/or these symbols: * # + - ( ).

2. Setting up a dialing prefix
You can add a prefix to the beginning of each number dialed. The prefix can include up to eight numbers, commas, periods, and/or these symbols: * # + - ( ).
StepAction
 1From the printer control panel, press .
 2Press the up or down arrow button until Fax Setup is highlighted, and then press OK.
 3Press the up or down arrow button until Ringing and Answering is highlighted, and then press OK.
 4Press the up or down arrow button until Manual Pickup Code is highlighted.
 5Enter the prefix to be dialed before each telephone number, and then press OK to save the setting.

3. Setting up Caller ID
Caller ID is a service provided by some telephone companies that identifies the telephone number (and possibly the name) of the person who is calling. If you subscribe to this service, it works with the printer. When you receive a fax,
the telephone number of the person who is sending you the fax appears on the display. The printer supports two distinct Caller ID patterns: Pattern 1 (FSK) and Pattern 2 (DTMF). Depending on the country or region you live in and the telecommunications company you subscribe to, you may need to switch the pattern to display Caller ID information.
StepAction
 1From the printer control panel, press .
 2Press the up or down arrow button until Fax Setup is highlighted, and then press OK.
 3Press the up or down arrow button until Ringing and Answering is highlighted, and then press OK.
 4Press the up or down arrow button until Caller ID Pattern is highlighted, and then press OK.
 5Press the up or down arrow button until the setting you want is highlighted, and then press OK to save the setting.

4. Setting the distinctive ring
Distinctive ring is a service provided by some telephone companies that assigns multiple phone numbers to a single telephone line. If you subscribe to this service, you can program your printer to have a distinctive ring pattern and
phone number for incoming faxes.
StepAction
 1From the printer control panel, press .
 2Press the up or down arrow button until Fax Setup is highlighted, and then press OK.
 3Press the up or down arrow button until Ringing and Answering is highlighted, and then press OK.
 4Press the up or down arrow button until Ring Pattern is highlighted.
 5Press the up or down arrow button until the ring pattern you want is highlighted, and then press OK.

 

5. Setting a fax manual answer code
StepAction
 1From the printer control panel, press .
 2Press the up or down arrow button until Fax Setup is highlighted, and then press OK.
 3Press the up or down arrow button until Ringing and Answering is highlighted, and then press OK.
 4Press the up or down arrow button until Manual Pickup Code  is highlighted.
 5Enter the code you want to use.
NOTE: The code can include up to seven numbers, commas, periods, and/or these symbols: * # + - ( ).
 6Press OK to save the setting.

 


6. Setting up to fax while behind a PBX
If the printer is being used in a business or office, it may be connected to a Private Branch Exchange (PBX) telephone system. Ordinarily, when dialing a fax number, the printer waits to recognize the dial tone and then dials the fax
number. However, this method of dialing may not work if the PBX telephone system uses a dial tone that is not recognizable to most fax machines. The “Behind PBX (Dial Tone Detect Off)” feature enables the printer to dial the fax number without waiting to recognize the dial tone.
StepAction
 1From the printer control panel, press .
 2Press the up or down arrow button until Fax Setup is highlighted, and then press OK.
 3Press the up or down arrow button until Dialing and Sending is highlighted, and then press OK.
 4Press the up or down arrow button until Dial Method is highlighted, and then press OK.
 5Press the up or down arrow button until Behind PBX (Dial Tone Detect Off) is highlighted, and then
press OK to save the setting.

 
Managing faxes

1. Setting up a fax footer
StepAction
 1From the printer control panel, press .
 2Press the up or down arrow button until Fax Setup is highlighted, and then press OK.
 3Press the up or down arrow button until Fax Printing is highlighted.
 4Press OK.
 5Press the up or down arrow button until Fax Footer is highlighted, and then press OK.
 6Press the up or down arrow button until On is selected, and then press OK.
 7During the initial setup of your printer, you were prompted to enter the date and time. If you have not entered this information:
a Press twice.
b Press the up or down arrow button until Device Setup is highlighted, and then press OK.
c Press the up or down arrow button until Date/Time is highlighted, and then press OK.
d Enter the date using the keypad, and then press OK.
e Enter the time using the keypad, and then press OK.
f If the hour you entered is 12 or less, press the up or down arrow button until AM, PM, or 24hr appears, and then press OK to save the setting.

 
2. Printing fax activity reports
You can print reports of faxes sent and/or received.
StepAction
 1From the printer control panel, press .
 2Press the up or down arrow button until Fax Setup is highlighted, and then press OK.
 3Press the up or down arrow button until Reports is highlighted, and then press OK.
 4To print activity history, press the up or down arrow button until Print Activity Report is highlighted, and then press OK.
 5To print sent fax history only, press the up or down arrow button until Print Send Log is highlighted, and then press OK.
To print received fax history only, press the up or down arrow button until Print Receive Log is highlighted, and then press OK.
To schedule printing of activity reports, select On Request or Every 40 Jobs.

3. Printing the Fax Settings List
StepAction
 1From the printer control panel, press .
 2Press the up or down arrow button until Fax Setup is highlighted, and then press OK.
 3Press the up or down arrow button until Reports is highlighted, and then press OK.
 4Press the up or down arrow button until Print Settings List is highlighted, and then press OK.
The user default settings list prints, which lists each fax setting in the printer, the value it is set to, and its factory default.

 

4. Blocking junk faxes
If you have Caller ID, you can block faxes sent from specific numbers and/or all faxes which do not include a Caller ID number.
StepAction
 1To turn on the Block List feature:
a From the printer control panel, press .
b Press the up or down arrow button until Fax Setup is highlighted, and then press OK.
c Press the up or down arrow button until Fax Blocking is highlighted, and then press OK.
d Press the up or down arrow button until Turn On/Off is highlighted, and then press OK.
e Press the up or down arrow button until On is highlighted, and then press OK to save the setting.
 2To add each fax number you want to block:
a From the printer control panel, press .
b Press the up or down arrow button until Fax Setup is highlighted, and then press OK.
c Press the up or down arrow button until Fax Blocking is highlighted, and then press OK.
d Press the up or down arrow button until Add is highlighted, and then press OK.
e Use the keypad numbers to enter the name of the person associated with the fax number in the Name field.
f Press the arrow button once.
g Use the keypad numbers to enter the fax number in the Fax Number field, and then press OK to save and exit.
 3To block faxes sent from an unidentified number (a number with no Caller ID):
a From the printer control panel, press .
b Press the up or down arrow button until Fax Setup is highlighted, and then press OK.
c Press the up or down arrow button until Fax Blocking is highlighted, and then press OK.
d Press the up or down arrow button until Block No ID is highlighted, and then press OK.
e Press the up or down arrow button until On is highlighted, and then press OK to save the setting.
 4If you want to print a list of blocked faxes:
a From the printer control panel, press .
b Press the up or down arrow button until Fax Setup is highlighted, and then press OK.
c Press the up or down arrow button until Fax Blocking is highlighted, and then press OK.
d Press the up or down arrow button until Print is highlighted, and then press OK to print the list.
NOTE: This feature is available only when there are blocked fax entries.

 

5. Blocking unwanted changes to fax settings
This feature blocks network users from changing fax settings.
StepAction
 1From the printer control panel, press .
 2Press the up or down arrow button until Device Setup is highlighted, and then press OK.
 3Press the up or down arrow button until Host Fax Settings is highlighted, and then press OK.
 4Press the up or down arrow button until Block is selected, and then press OK to save the setting.

Still Need Help?

If you need additional assistance, please contact Lexmark Technical Support. NOTE: When calling for support, you will be asked for your machine/model type and serial number (SN).
Please call from near a computer and printer in case the technician on the phone asks you to perform a task involving one or all of these devices. 


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