The Ultimate Guide: How to Add Email Address to Xerox Altalink C8045

Are you looking to streamline your document workflow by sending scans directly to email addresses from your Xerox AltaLink C8045? This guide will walk you through the process, step-by-step, making it easy to add email addresses and send documents effortlessly.

Understanding Email Functionality on the Xerox AltaLink C8045

The Xerox AltaLink C8045 offers convenient email functionality, allowing you to directly send scans or faxes to email recipients. This feature eliminates the need for manual forwarding and saves time in your daily operations.

Prerequisites for Adding Email Addresses

Before diving into the process, ensure you have the following:

• Active Network Connection: Your Xerox AltaLink C8045 must be connected to your network.
• Email Account: You will need an email account with sending capabilities.
• Network Credentials: You will need the network username and password for your email account.

Accessing the Email Settings Menu

1. Power On: Turn on your Xerox AltaLink C8045.
2. Touchscreen: Tap the touchscreen to access the main menu.
3. Settings: Navigate to the “Settings” option.
4. Email: Select “Email” from the settings menu.

Adding a New Email Address

1. Add Email Address: Locate the “Add Email Address” option within the Email settings.
2. Enter Details: You will be prompted to enter the following information:

• Email Address: Enter the recipient’s email address.
• Display Name: Optionally, add a display name for the email address.
• SMTP Server: Enter the SMTP server address for your email provider.
• Port Number: Input the appropriate port number for your SMTP server (usually 25 or 587).
• Authentication: Select “None” for unauthenticated email or “Password” if your email server requires authentication.
• Username: If you selected “Password” for authentication, enter your email account username.
• Password: Enter the password for your email account.

3. Save: Click “Save” to confirm the email address details.

Sending Documents via Email

1. Scan or Fax: Place the document you wish to send in the scanner or fax machine.
2. Select Email: Choose “Email” as the destination for your document.
3. Select Recipient: Choose the email address you added from the list.
4. Confirm and Send: Review the details and click “Send” to transmit the document.

Troubleshooting Common Email Issues

1. Connection Errors: Ensure your Xerox AltaLink C8045 is connected to the network and that your email server is accessible.
2. Authentication Errors: Double-check your email account username and password. Verify that the authentication settings in the email settings menu match your email provider’s requirements.
3. SMTP Server Settings: Make sure you have entered the correct SMTP server address and port number. Contact your email provider if you are unsure about these settings.
4. Firewall Restrictions: Firewall settings on your network or your personal computer may block outgoing email traffic. Check your firewall settings and ensure that the Xerox AltaLink C8045 is allowed to send emails.

Advanced Email Functionality

The Xerox AltaLink C8045 offers additional email features:

• Email Address Book: Create a list of frequently used email addresses for quick access.
• Subject Line and Message: Add a subject line and a message to your email.
• Email Notifications: Receive email notifications when a scan or fax has been sent successfully.
• Email Logs: View a history of your sent emails.

Wrap Up: Master Your Xerox AltaLink C8045 Email Functionality

By following these steps, you can easily add email addresses to your Xerox AltaLink C8045 and send documents electronically. Mastering this feature streamlines your workflow and enhances productivity.

What You Need to Know

1. Can I send emails from multiple email accounts?
Yes, you can add multiple email addresses to your Xerox AltaLink C8045 and choose the desired account when sending documents.
2. What if I forget my email account password?
If you forget your password, you will need to reset it through your email provider‘s website. Once you have reset your password, update it in the Xerox AltaLink C8045 email settings.
3. Can I send emails with attachments?
The Xerox AltaLink C8045 does not support sending attachments directly from the device. You can, however, scan a document and send it as an email attachment from your computer.
4. What email providers are supported?
The Xerox AltaLink C8045 supports most major email providers, including Gmail, Outlook, Yahoo Mail, and others.
5. How do I configure email settings for a corporate email account?
Contact your IT department for the necessary SMTP server address, port number, and authentication details for your corporate email account.