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Office printers are often the most underutilized piece of tech in the workplace. They sit there quietly, doing their one job, while your team juggles tedious workflows, document bottlenecks, and time-wasting manual tasks. Ever had to dig through your email to find a document just so you could print it, only to realize it wasn’t the latest version? Or worse, waste 10 minutes trying to fax something through a clunky analog line? Yeah, we've been there too.
As long-time Xerox partners and print technology experts, we’ve spent years helping businesses get the most out of their Xerox multifunction printers. What many people don’t realize is that these machines can do a lot more than print, scan, and copy. Thanks to the Xerox App Gallery, your MFP can become a smart assistant that automates repetitive tasks and keeps your office humming.
In this article, we’ll break down six Xerox apps that can significantly boost your productivity, whether you’re in accounting, HR, healthcare, law, or any fast-paced office environment. No fluff. No hype. Just real tools that solve real problems.
Connect Apps for Cloud Storage
The days of emailing documents to yourself or carrying around USB drives should be long gone. With Xerox’s Connect apps for cloud storage, your printer becomes a bridge to your digital workflows. Whether your team uses Google Drive, Microsoft OneDrive, Dropbox, Box, or Microsoft 365, there's a dedicated Xerox app that lets you scan directly to or print from these services.
Why does this matter? Because it cuts down the time wasted bouncing between devices. Instead of scanning a document to your email, downloading it, and re-uploading it to your cloud, you can go straight from the printer to the right folder in your cloud storage. You also get secure access with authentication options, so compliance and security boxes get checked too.
If your team is remote or hybrid, these apps are lifesavers. Need to print a contract that your colleague just updated in the cloud? You can do it without even touching your computer.
Learn more about the Xerox Connect Apps for Cloud Storage here.
Xerox Translate and Print App
Language barriers can slow your team down. Whether you're dealing with international clients, translating onboarding materials, or localizing documents for global offices, this app helps you do it in a few taps.
Just scan your document, pick a language (from over 40 options), and the machine prints out the translated version in seconds. No need to hire a translator or mess with online tools that butcher the grammar. While it's not perfect for legal contracts or nuanced language, it's more than enough for everyday communication. Think HR docs, memos, signage, or emails.
Productivity win: You save time and reduce back-and-forth misunderstandings.
Learn more about the Xerox Translate and Print app here.
Xerox Intelligent Filer
Sorting and naming scanned documents is about as fun as watching paint dry. The Xerox Intelligent Filer takes that task off your plate by automatically organizing scanned files into the right folders with smart naming conventions.
It uses document recognition and preset rules you define to determine where the file should go. Say you scan a vendor invoice—the app might detect the company name, invoice date, and number, and rename the file accordingly, then drop it into the right accounting folder on your network or cloud.
Result? Fewer misplaced files, no more generic filenames like "Scan0009.pdf," and faster retrieval later.
Learn more about the Xerox Intelligent Filer app here.
Xerox Scan to Cloud Email App
Despite its name, this app does more than just email a scan. It simplifies and improves the entire scanning-to-email process, especially for offices that rely on shared multifunction printers.
Many businesses run into annoying limitations when using the standard built-in email features on their MFPs: email addresses are hard to manage, reply addresses aren’t always clear, and customizing scans is clunky. The Xerox Scan to Cloud Email app solves those headaches by giving users a smarter, easier-to-use alternative.
Here’s what it can do:
- Send scans to one or multiple email recipients in just a few taps
- Save and manage up to 50 email addresses directly in the app
- Add a reply-to address so recipients know exactly where to respond
- Customize your scan file name and even add a timestamp automatically
- Type out an email message right at the printer screen before sending
This app is perfect for busy teams who need to send documents on the fly without wasting time on tech support or manual workarounds. It's also ideal for hybrid work environments or any department that sends recurring scans to specific team members or clients.
Best of all? It’s completely free to install and use on Xerox ConnectKey-enabled devices, including VersaLink and AltaLink models.
CloudFax Connector
Faxing hasn't died, it's just evolved. While many companies have ditched analog fax lines in favor of virtual fax services, that transition comes with its own headaches. Clients often complain about how long it takes to send hard copy documents using a virtual service: scan the doc, upload it to a portal, enter details, and then finally send.
The CloudFax Connector app simplifies all that. It lets you send a hard copy fax through a virtual service directly from your Xerox device, skipping all the multi-step chaos.
Scan. Fax. Done.
This app requires a one-time purchase for your Xerox printer and a subscription to a supported virtual fax provider like eGoldFax or mFax. But the time savings? Absolutely worth it for any business still handling faxes regularly.
Build Your Own App with Xerox Developer Program
Have a specific workflow challenge that no app solves yet? Xerox makes it possible to build your own custom app through the Xerox Developer Program. This program gives businesses and third-party developers access to powerful SDKs and standards-based interfaces for creating ConnectKey-compatible apps.
Whether you're looking to automate a unique process, integrate your printer into a specialized system, or bring a proprietary app to life, this is your gateway. Developers can collaborate via Slack, share code, and access Xerox engineers for support. The program supports multiple platforms, including Xerox ConnectKey, FreeFlow, and Managed Print Services.
For developers (or tech-forward companies), this is a huge opportunity to take control of the printer interface and design tools that truly match your needs.
Smarter Printers, Smarter Workflows
If you're still thinking of your printer as just a tool to make copies, it's time to rethink your setup. Xerox's app ecosystem can make your daily office routines faster, smoother, and less error-prone.
Not every business needs every app, but chances are, there's at least one that could save your team serious time.
The Xerox App Gallery offers a wide range of apps. If the five apps highlighted here aren't useful for you, there are likely others that better suit your needs. Explore our other guides to find more apps from the Xerox App Gallery.
Ready to See What Your Xerox Printer Can Really Do?
Want to see what your Xerox printer can really do? We can help you pick the right apps for your business, set up a free trial, or even walk you through the best app bundles for your industry.
Our print specialists will help you test-drive the top apps on your own Xerox device — free of charge. You’ll get real-time productivity wins, without the guesswork.
We'll follow up within 1 business day. No commitment required.
