Overview

Managing Favorites You can mark contacts that you frequently use as favorites A star next to a contact in the list indicates a Favorite. You can mark a favorite as a Global Favorite for all services or as a Favorite for email, fax, or scan to destinations. To manage favorites: Importing Addresses Using Email The Import Using Email feature adds email addresses to the Device Address Book from emails sent to the printer. Use this feature to populate the address book without manually typing address information You can allow users to send encrypted email by storing encryption certificates from received signed email. Note:  Xerox recommends that you disable the Import Using Email feature after the Device Address Book is populated sufficiently When this feature is enabled, the Device Address Book can fill quickly For example, if you send an email message to the printer containing 30 recipient addresses in the CC field, and you allow the printer to add addresses in the CC field, all 30 addresses are added to the address book. Before You Begin Configure the POP3 settings For details, refer to  Use POP 3. Configuring Import Using Email Importing Device Address Book from File You can import address book contacts from a .csv file. Note: Importing an Address Book File Editing the Device Address Book as a .csv File To manage many addresses, you can create and edit a list in a spreadsheet application You can save the list as a csv file and upload it to the printer. Downloading a Sample .csv File To back up your current address book, you can export the address book as a .csv file To view an example of the appropriate format for the .csv file, download a sample file You can use the sample file as template, replacing the existing values with your own information. Exporting an Address Book File To back up your current address book, or to import it to another device, you can export your current address book contacts as a .csv file. 1 In the Embedded Web Server, click Address Book. 2 From the Management list, select Export. 3 For Delimiter, select an option. 4 Select Export in Legacy Mode as needed Legacy Mode omits favorites, groups, fax, and Scan To Destination contact information Display Name is changed to Friendly Name, allowing you to import the file directly to an older Xerox  printer without mapping address book fields. 5 Click Export.   Configuring Device Address Book Security Settings You can allow users to edit the Device Address Book, or restrict editing to system administrators only. In the Embedded Web Server, click  Address Book. To add or edit an email recipient group, for Email, select  Groups . To add an email group, click  Add Group. To edit an email group, select the group, then click  Edit Group. To add an email group, click  Add Group. To edit an email group, select the group, then click  Edit Group. For Group Name, type a name for the group. To set this group as a favorite, for Add Email Favorite, click the  star icon. To convert an unknown group to an email group, for Group Location, select a group type. To add a contact to the group, from the list of available contacts on the left, select the contact Contacts in the group appear in the Group Members list to the right To add all available contacts, click  Add All. To remove a contact from the group, from the Group Members list on the right, select the contact To remove all contacts, click  Remove All. Click  Save . In the Embedded Web Server, click  Address Book. To edit a contact marked as a Favorite: Select the contact from the Favorites list for the appropriate section, then click  Edit Favorite . Edit the contact information as needed, then click  Save . Select the contact from the Favorites list for the appropriate section, then click  Edit Favorite . Edit the contact information as needed, then click  Save . To clear a contact marked as a Favorite: Select the contact from the Favorites list for the appropriate section, then click  Delete Favorite. Click  OK . In the Embedded Web Server, click  Address Book. From the Management list, select  Import Using Email. For Enablement, select  On . In the Policies area, for Email Type, select an option: To allow the device to add the email addresses of all senders to the Device Address Book, select  All Emails. To add email addresses contained in emails sent with a digital signature only, select  Only Signed Emails. To allow the device to add the email addresses of all senders to the Device Address Book, select  All Emails. To add email addresses contained in emails sent with a digital signature only, select  Only Signed Emails. To save digital certificates sent with signed email messages, select  Import encryption certificate from signed emails. To add email addresses to the Device Address Book from the From, To, and CC fields, for Add all recipients contained in the following email fields, select one or more fields. Click  Save . The device recognizes the second row in the .csv file as the first address book entry The first row contains headings for the information in each column. To view an example of the appropriate format for the .csv file, download a sample file. In the Embedded Web Server, click  Address Book. From the Management list, select  Import from File. For Select an Address Book file to Import, click  Browse  or  Choose File , then select your .csv file Click  Open or Choose. For Record Delimiter, select an option. Some device manufacturers allow you to export address book contacts to a .csv file, but contact information is enclosed in brackets To remove brackets when importing this type of .csv file, select Remove brackets from the beginning and end of text fields. For Existing Contact Management, select an option: Add new contacts to the existing Device Address Book: This option adds user information from the .csv file to the existing user information stored in the database. Replace existing Device Address Book with the new contacts: This option replaces all user information in the database with user information from your .csv file. Add new contacts to the existing Device Address Book: This option adds user information from the .csv file to the existing user information stored in the database. Replace existing Device Address Book with the new contacts: This option replaces all user information in the database with user information from your .csv file. Click  Upload File. For Verify Address Book Field Mappings, click  Import . To upload a different address book file or revise the settings, click  Change File/Options. If the current address book fields match exactly the imported file fields, the headings do not appear To see the mapped fields, click  Show Headings List. If the current address book fields do not match exactly the imported file fields, the headings appear The unmapped fields are highlighted To assign a mapping to the field, select a heading from the list. Click  Import Address Book. In the Embedded Web Server, click  Address Book. From the Management list, select  Download Sample. For Delimiter, select an option. Select  Export in Legacy Mode  as needed Legacy Mode omits favorites, groups, fax, and Scan To Destination contact information Display Name is changed to Friendly Name, allowing you to import the file directly to an older Xerox printer without mapping address book fields. To exclude Email, Scan to Destination, or Fax, clear the option. Click  Download . In the Embedded Web Server, click  Address Book. To set user permissions to view and manage the address book, from the Management list, select  Security: User Permissions. Select an option: To require users to log in as an administrator to edit the address book, select  Only System Administrators. To allow anyone to edit the address book, select  Open to All Users. To require users to log in as an administrator to edit the address book, select  Only System Administrators. To allow anyone to edit the address book, select  Open to All Users. Click  Save .