XEROX WORKCENTRE 4250 (03) PDF DOCUMENT

To ensure the continued safe operation of your XEROX WORKCENTRE 4250, follow these safety guidelines at all times:

Do These:

• Always follow all warnings and instructions that are marked on or supplied with the equipment.

• Before cleaning this product, unplug the product from the electrical outlet. Always use materials specifically designated for this product.

• WARNING: Do not use aerosol cleaners. Aerosol cleaners can be explosive or flammable when used on electromechanical equipment.

• Always exercise care when moving or relocating equipment.

• Always locate the machine on a solid support surface (not on plush carpet) that has adequate strength to support the weight of the machine.

• Always locate the machine in an area that has adequate ventilation and room for servicing.

• Always unplug this equipment from the electrical outlet before cleaning.

• WARNING: The metallic surfaces in the fuser area are hot. Please use caution when removing paper jams from this area and avoid touching any metallic surfaces.

Do Not Do These:

• Never use a ground adapter plug to connect the equipment to a power outlet that lacks a ground connection terminal.

• Never attempt any maintenance function that is not specifically described in this documentation.

• Never remove covers or guards that are fastened with screws. There are no operator serviceable areas within these covers.

• Never locate the machine near a radiator or any other heat source.

• Never push objects of any kind into the ventilation openings.

• Never override or “cheat” any of the electrical or mechanical interlock devices.

• Never place this equipment where people might step on or trip on the power cord.

Please adhere to the following electrical safety information when using your XEROX WORKCENTRE 4250:

1. This product shall be operated from the type of electrical supply indicated on the product’s data plate label.

2. The socket outlet shall be installed near the equipment and shall be easily accessible.

3. Use the power cable that is supplied with your machine. Do not use an extension cord or remove or modify the power cord plug.

4. Plug the power cable directly into a correctly grounded electrical outlet. If you are not sure whether or not an outlet is correctly grounded, consult an electrician.

5. Do not use an adapter to connect any Xerox equipment to an electrical outlet that lacks a ground connection terminal.

6. Do not place this equipment where people might step or trip on the power cable.

7. Do not place objects on the power cable.

8. Do not override or disable electrical or mechanical interlock devices.

9. Do not push objects into slots or openings on the machine. Electrical shock or fire may result.

10. Do not obstruct ventilation openings. These openings are used to provide proper cooling to the Xerox machine.

WARNING: This equipment must be connected to a protective earth circuit. This equipment is supplied with a plug that has a protective earth pin. This plug will only fit into an earthed electrical outlet. This is a safety feature.

If any of the following conditions occur with your XEROX WORKCENTRE 4250, turn off the machine immediately and disconnect the power cable(s) from the electrical outlet(s). Contact an authorized Xerox Service Representative to correct the problem:

• The equipment emits unusual odors or makes unusual noises.

• The power cable is damaged or frayed.

• A wall panel circuit breaker, fuse, or other safety device has been tripped.

• Liquid is spilled into the machine.

• The machine is exposed to water.

• Any part of the machine is damaged.

The main components of the XEROX WORKCENTRE 4250 are:

External Components:

• Document Feeder

• Control Panel

• Bypass Tray

• USB Port

• Paper Tray 1

• Paper Tray 2 (Optional)

• High Capacity Feeder (tray 3) (Optional)

• Finisher (Optional)

User Interface and Scanning Area:

• Document Glass / Platen

• Document Registration Point

• User Interface (UI) Touch Screen

• Numeric Keypad

• Control Panel

The control panel of the XEROX WORKCENTRE 4250 has several buttons and features with specific functions:

The On/Off switch and the power outlet are at the rear of the XEROX WORKCENTRE 4250.

1. Connect the AC Power Cord to the machine and a power outlet. The power cord must be plugged into a grounded power socket.

2. Press the ON/OFF switch to the ON (I) position.

3. To power OFF, press the ON/OFF switch again to the (O) position.

Follow these steps to load paper into Paper Tray 1 or the optional Paper Tray 2 on your XEROX WORKCENTRE 4250:

1. Carefully pull open the paper tray.

2. Fan the paper and insert it into the tray. Do not fill above the Maximum Fill Line.

3. Position the side guide by squeezing the lever and sliding it towards the stack of paper, until it gently touches the side of the stack. Do not allow the guide to press against the edge of the paper tightly.

4. Close the paper tray.

5. Follow the instructions on the Touch Screen to confirm the stock size, type, and color.

To load paper into the optional High Capacity Feeder (HCF) on your XEROX WORKCENTRE 4250, follow these instructions:

1. Carefully pull open the paper tray.

2. Lift, turn, and remove the locking pins on both side guides.

3. Position the side guides by sliding them. Align the arrow to the required paper size.

4. Replace the locking pins in the appropriate paper size hole, and turn the locking pins so the arrows are facing each other.

5. Lift the rear guide lever and align it to the required paper size.

6. Fan the paper and insert it into the tray. Do not fill above the Maximum Fill Line.

7. Close the paper tray.

8. Follow the instructions on the Touch Screen to confirm the stock size, type, and color.

If your System Administrator has enabled authentication features on the XEROX WORKCENTRE 4250, you will need to log in to use the device.

1. Use the keypad and/or keyboard to enter your user credentials and then select Enter.

2. Complete your job.

3. To Log Off, select the Log In/Out button on the touch screen.

The XEROX WORKCENTRE 4250 allows you to print several reports from the Information Pages menu:

Follow this procedure to make copies on your XEROX WORKCENTRE 4250:

1. Load the Documents:

• Place your documents face up in the Document Feeder, or face down on the Document Glass, aligned with the registration arrow.

2. Select the Features:

• Press the Services Home button on the control panel.

• Select Copy on the touch screen. The Copy screen has four tabs: Copy, Image Quality, Layout Adjustment, and Output Format.

• Use the tabs to select options like Reduce/Enlarge, 2-sided copying, lighten/darken, etc.

3. Enter the Quantity:

• Use the numeric keypad on the control panel to enter the number of copies required (up to 999).

4. Start the Copy Job:

• Press the Start button.

5. Monitor the Job (Optional):

• Press the Job Status button on the control panel to view the progress of your job.

6. Stop the Copy Job (If Needed):

• To cancel the current job, press the Stop button on the control panel.

• To cancel a queued job, press the Job Status button, select the job, and then select Delete.

The ID Card Copy feature on the XEROX WORKCENTRE 4250 allows you to copy both sides of an ID onto one side of a single sheet of paper.

1. Select Services Home to display the Services Home screen.

2. Select ID Card Copy to display the ID Card Copy screen.

3. Configure the output options as needed (Paper Supply, Lighten/Darken, Background Suppression).

4. Place one corner of the ID card into the back left-hand corner of the document glass.

5. Press Start to copy side 1.

6. Turn the ID card over to scan the second side.

7. Press Start to copy side 2. Both sides of the ID card will now print on the same side of the output copy.

The XEROX WORKCENTRE 4250 can be equipped with two types of fax services:

• Embedded Fax: This service uses a dedicated telephone line connected directly to the machine. Your images are sent over normal telephone lines and will be charged at telephone rates. It also enables LAN Fax, allowing you to send faxes directly from your computer.

• Server Fax: This optional service allows you to send and receive faxes without a dedicated telephone line. Your images are sent via your network to a fax server, which then forwards them to the entered fax number.

Embedded Fax offers more features than Server Fax. The following table highlights some of the differences:

Follow these steps to send a fax using either the Embedded Fax or Server Fax service on your XEROX WORKCENTRE 4250:

1. Load the Documents:

• Place your documents face up in the Document Feeder or face down on the Document Glass.

2. Select the Features:

• Press the Services Home button and select Fax.

• The Fax screen will appear. Use the tabs (e.g., Fax/Basic Fax, Image Quality, Layout Adjustment, Fax Options) to select your desired settings, such as resolution or 2-sided scanning.

3. Dial the Number:

• Use one of the available dialing options to enter the recipient’s fax number. This can be done via the numeric keypad, Address Book, or Speed Dial (Embedded Fax only).

4. Start the Fax Job:

• Press the Start button. The machine will scan the documents and send the fax.

5. Stop the Fax Job (If Needed):

• Press the Stop button to cancel the current transmission. To cancel a job in the queue, use the Job Status screen.

Follow this procedure to scan a document to a network location with your XEROX WORKCENTRE 4250:

1. Load the Documents:

• Place your documents face up in the Document Feeder or face down on the Document Glass.

2. Select Network Scanning:

• Press the Services Home button and select Network Scanning from the displayed items.

3. Select a Network Scanning Template:

• On the Network Scanning screen, use the up/down scroll buttons to select a pre-configured template. Templates determine the scan’s destination and default settings.

4. Change Feature Settings (Optional):

• You can temporarily change the template’s settings by selecting the tabs for Advanced Settings, Layout Adjustment, or Filing Options. Here you can adjust resolution, file format, file name, etc.

5. Start the Network Scanning Job:

• Press the Start button. The machine scans the originals and sends them to the destination defined in the template.

6. Stop the Job (If Needed):

• To cancel, press the Stop button. To delete a queued job, use the Job Status screen.

Follow these steps to scan and send a document as an e-mail attachment from your XEROX WORKCENTRE 4250:

1. Load the Documents:

• Place your documents face up in the Document Feeder or face down on the Document Glass.

2. Select the E-mail Feature:

• Press the Services Home button and select E-mail.

3. Enter the Address Details:

• Select the From: field and enter your e-mail address.

• Select New Recipients or Address Book to enter the destination e-mail address(es) in the To:, Cc:, or Bcc: fields.

• You can also add a Subject and a short Message.

4. Adjust Settings (Optional):

• Use the tabs on the E-mail screen to adjust settings like Output Color, 2-Sided Scanning, Resolution, and File Format.

5. Start the E-mail Job:

• Press the Start button. The document will be scanned and sent as an e-mail attachment.

To scan a document and save it directly to a USB drive, follow these steps on your XEROX WORKCENTRE 4250:

1. Load your documents in the document feeder or on the document glass.

2. Insert the USB drive into the USB port on the front of the machine.

3. Press the Services Home button on the Control Panel.

4. Select the Store to USB button.

5. The root directory of the USB drive is displayed. Browse and select the folder where you want to save your scan.

6. Select the OK button.

7. You can now change settings such as File Name, File Format, Output Color, and Resolution.

8. Press the Start button to scan and store the document to your USB drive.

To print a file stored on a USB drive using your XEROX WORKCENTRE 4250, follow this procedure:

1. Insert the USB drive into the USB port on the front of the device.

2. The USB Options screen will appear. Select the Print from USB button.

3. Select the folder or file that you wish to print. If you select a folder, it will open to allow you to select your file(s).

4. Select a saved job title to add it to the print list. A pop-up menu will display.

5. Select Add to add the job to the print list. A tick will appear next to the file name. Repeat to add more files.

6. Select Done when all required jobs have been added to the print list.

7. Select the Job Quantity (number of copies) required, if necessary.

8. Press the Start button to begin printing.

When selecting or loading paper, envelopes, or other special media for your XEROX WORKCENTRE 4250, please adhere to these guidelines:

• Attempting to print on damp, curled, wrinkled, or torn paper can cause paper jams and poor print quality.

• Use only high-quality copier grade paper.

• Store paper in its ream wrapper until ready to use. Do not place heavy objects on top of the paper.

• Use only well-constructed envelopes with sharp, well-creased folds. DO NOT use envelopes with clasps, snaps, windows, or self-adhesive seals.

• To prevent special media like transparencies and labels from sticking together, remove them from the exit tray as they are printed.

• To avoid smudging, handle transparencies and coated paper carefully.

• Store unused media at temperatures between 59°F and 86°F (15°C to 30°C) with a relative humidity between 10% and 70%.

• When loading paper, do not fill above the Maximum Fill Line.

• Ensure that there is no exposed adhesive material between labels.

All machine setup features are in the Tools menu. To access it on your XEROX WORKCENTRE 4250:

1. Press the Log In/Out button on the control panel.

2. Use the number keypad to enter the password. The factory default password is 1111. Select Enter on the touch screen.

3. Press the Machine Status button.

4. Select the Tools tab.

When the machine indicates it is time to replace the toner, follow these steps:

1. Open the cover on the right side of the machine. This will reveal the latch used to open the front cover. Open the front cover.

2. Move the orange lock to the right.

3. Gently lift up the orange handle slightly, then carefully remove the old Toner Cartridge.

4. Before unpacking the new Toner Cartridge, shake it well to distribute the toner. Remove it from its packaging.

5. To fit the new Toner Cartridge, make sure the toner is facing the correct way up.

6. Slide the new Toner Cartridge into the machine until it clicks into place.

7. Move the orange lock to the left.

8. Close the front cover.

9. Close the side cover.

10. Select the Confirm button on the machine display.

To replace the SMart Drum Cartridge on your XEROX WORKCENTRE 4250:

1. Remove the Toner Cartridge as described in the previous procedure.

2. Move the green lock to the left and carefully pull out the SMart Drum Cartridge. When the green handle becomes available, use it to help you remove the cartridge.

3. Remove the new SMart Drum Cartridge from its box.

4. Carefully remove the protective sheet from the new SMart Drum Cartridge by pulling up the sealing tape.

5. Slide the new SMart Drum Cartridge into the slot until it clicks into place.

6. Pull the cartridge tape straight out without breaking it.

7. Push the SMart Drum Cartridge again to make sure it is still positioned correctly in the slot.

8. Replace the Toner Cartridge and close the doors.

To clear a jam in the Document Feeder Area:

1. Lift the Main Document Feeder handle to open the document feeder cover.

2. Lift to open the internal document feeder cover.

3. Remove any jammed paper.

4. Close the document feeder covers.

5. Re-order the documents as they were at the start of the job and reload. The documents will be recycled automatically to recover the job integrity.

To clear a paper jam located in the side of the machine:

1. Open the machine side cover and remove any jammed paper in the area. The jam may be in the paper path or the fuser area.

WARNING: The metallic surfaces in the fuser area are hot. Please use caution when removing paper jams from this area and avoid touching any metallic surfaces.

2. Close the rear cover door.

If an abnormal condition or incorrect operation occurs, a message indicating the error will be displayed. Follow the on-screen prompts to correct the error. If the fault persists, Power the machine Off and then On again. If the problem still persists, refer to the following table for common errors and solutions.