Lexmark 16M1985 User Manual
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User's Guide

July 2008

www.lexmark.com

Lexmark and Lexmark with diamond design are trademarks of Lexmark International, Inc., registered in the United States and/or other countries. All other trademarks are the property of their respective owners.

© 2008 Lexmark International, Inc. All rights reserved.

740 West New Circle Road

Lexington, Kentucky 40550

Contents

 

Safety information...........................................................................

13

Learning about the printer.............................................................

15

Finding information about the printer........................................................................................................................

15

Printer configurations........................................................................................................................................................

16

Selecting a location for the printer...............................................................................................................................

17

Basic functions of the scanner........................................................................................................................................

17

Understanding the ADF and scanner glass................................................................................................................

18

Understanding the printer control panel...................................................................................................................

19

Understanding the home screen...................................................................................................................................

20

Using the touch-screen buttons....................................................................................................................................

22

Additional printer setup..................................................................

26

Installing internal options................................................................................................................................................

26

Available internal options............................................................................................................................................................

26

Accessing the system board to install internal options....................................................................................................

27

Installing a memory card .............................................................................................................................................................

29

Installing a flash memory or firmware card...........................................................................................................................

30

Installing an Internal Solutions Port.........................................................................................................................................

32

Installing a printer hard disk .......................................................................................................................................................

38

Installing a fax card ........................................................................................................................................................................

42

Attaching cables..................................................................................................................................................................

44

Verifying printer setup.......................................................................................................................................................

45

Printing a menu settings page...................................................................................................................................................

45

Printing a network setup page ..................................................................................................................................................

46

Setting up the printer software......................................................................................................................................

46

Installing printer software ...........................................................................................................................................................

46

Updating available options in the printer driver.................................................................................................................

47

Setting up wireless printing.............................................................................................................................................

48

Information you will need to set up the printer on a wireless network......................................................................

48

Installing the printer on a wireless network (Windows) ...................................................................................................

49

Installing the printer on a wireless network (Macintosh).................................................................................................

50

Installing the printer on a wired network...................................................................................................................

53

Changing port settings after installing a new network Internal Solutions Port...........................................

56

Setting up serial printing..................................................................................................................................................

58

Setting up the printer to fax............................................................................................................................................

60

Choosing a fax connection..........................................................................................................................................................

60

Contents

 

3

Using an RJ11 adapter ..................................................................................................................................................................

61

Connecting directly to a telephone wall jack in Germany...............................................................................................

64

Connecting to a telephone .........................................................................................................................................................

65

Connecting to an answering machine....................................................................................................................................

66

Connecting to a computer with a modem............................................................................................................................

68

Setting the outgoing fax name and number........................................................................................................................

69

Setting the date and time............................................................................................................................................................

70

Turning Daylight Saving Time on .............................................................................................................................................

70

Loading paper and specialty media.............................................

71

Setting the Paper Size and Paper Type........................................................................................................................

71

Configuring Universal paper settings..........................................................................................................................

71

Loading the standard or optional 250-sheetor550-sheettray..........................................................................

72

Loading the 2000-sheettray...........................................................................................................................................

75

Loading the multipurpose feeder.................................................................................................................................

79

Loading the envelope feeder..........................................................................................................................................

81

Linking and unlinking trays.............................................................................................................................................

83

Linking trays......................................................................................................................................................................................

83

Unlinking trays.................................................................................................................................................................................

83

Assigning a custom paper type name.....................................................................................................................................

84

Changing a Custom Type <x> name.......................................................................................................................................

84

Paper and specialty media guidelines.........................................

85

Paper guidelines..................................................................................................................................................................

85

Paper characteristics......................................................................................................................................................................

85

Unacceptable paper ......................................................................................................................................................................

86

Selecting paper................................................................................................................................................................................

86

Selecting preprinted forms and letterhead...........................................................................................................................

86

Using recycled paper and other office papers .....................................................................................................................

87

Storing paper....................................................................................................................................................................................

87

Supported paper sizes, types, and weights...............................................................................................................

88

Paper sizes supported by the printer ......................................................................................................................................

88

Paper types and weights supported by the printer ...........................................................................................................

90

Paper types and weights supported by the finisher..........................................................................................................

90

Copying...............................................................................................

92

Making copies.......................................................................................................................................................................

92

Making a quick copy......................................................................................................................................................................

92

Copying using the ADF.................................................................................................................................................................

92

Copying using the scanner glass ..............................................................................................................................................

93

Copying photos....................................................................................................................................................................

93

Copying on specialty media............................................................................................................................................

93

Contents

 

4

Making transparencies..................................................................................................................................................................

93

Copying to letterhead...................................................................................................................................................................

94

Customizing copy settings...............................................................................................................................................

94

Copying from one size to another............................................................................................................................................

94

Making copies using paper from a selected tray ................................................................................................................

95

Copying a document that contains mixed paper sizes.....................................................................................................

95

Copying on both sides of the paper (duplexing) ................................................................................................................

96

Reducing or enlarging copies ....................................................................................................................................................

96

Adjusting copy quality..................................................................................................................................................................

97

Collating copies...............................................................................................................................................................................

97

Placing separator sheets between copies .............................................................................................................................

98

Copying multiple pages onto a single sheet ........................................................................................................................

98

Creating a custom job (job build) .............................................................................................................................................

99

Job interrupt.......................................................................................................................................................................

100

Placing information on copies.....................................................................................................................................

100

Placing the date and time at the top of each page..........................................................................................................

100

Placing an overlay message on each page..........................................................................................................................

100

Canceling a copy job........................................................................................................................................................

101

Canceling a copy job while the document is in the ADF ...............................................................................................

101

Canceling a copy job while copying pages using the scanner glass .........................................................................

101

Canceling a copy job while the pages are being printed ..............................................................................................

101

Understanding the copy screens and options.......................................................................................................

101

Copy from........................................................................................................................................................................................

101

Copy to .............................................................................................................................................................................................

101

Scale...................................................................................................................................................................................................

102

Darkness...........................................................................................................................................................................................

102

Content.............................................................................................................................................................................................

102

Sides (Duplex) ................................................................................................................................................................................

102

Collate...............................................................................................................................................................................................

102

Options .............................................................................................................................................................................................

102

Improving copy quality...................................................................................................................................................

104

E-mailing..........................................................................................

105

Getting ready to e-mail...................................................................................................................................................

105

Setting up the e-mailfunction.................................................................................................................................................

105

Configuring the e-mailsettings...............................................................................................................................................

106

Creating an e-mail shortcut...........................................................................................................................................

106

Creating an e-mail shortcut using the Embedded Web Server ...................................................................................

106

Creating an e-mail shortcut using the touch screen........................................................................................................

106

E-mailinga document.....................................................................................................................................................

107

Sending an e-mailusing the touch screen..........................................................................................................................

107

Sending an e-mail using a shortcut number ......................................................................................................................

107

Sending an e-mail using the address book.........................................................................................................................

107

Contents

 

5

Customizing e-mail settings.........................................................................................................................................

108

Adding e-mail subject and message information.............................................................................................................

108

Changing the output file type..................................................................................................................................................

108

Canceling an e-mail..........................................................................................................................................................

109

Understanding e-mailoptions.....................................................................................................................................

109

Original Size ....................................................................................................................................................................................

109

Sides (Duplex) ................................................................................................................................................................................

109

Orientation......................................................................................................................................................................................

109

Binding .............................................................................................................................................................................................

109

E-mail Subject ................................................................................................................................................................................

109

E-mail File Name............................................................................................................................................................................

109

E-mailMessage..............................................................................................................................................................................

110

Resolution........................................................................................................................................................................................

110

Send As.............................................................................................................................................................................................

110

Content.............................................................................................................................................................................................

110

Advanced Options........................................................................................................................................................................

110

Faxing...............................................................................................

111

Sending a fax......................................................................................................................................................................

111

Sending a fax using the printer control panel....................................................................................................................

111

Sending a fax using the computer .........................................................................................................................................

112

Creating shortcuts............................................................................................................................................................

112

Creating a fax destination shortcut using the Embedded Web Server.....................................................................

112

Creating a fax destination shortcut using the touch screen.........................................................................................

113

Using shortcuts and the address book......................................................................................................................

113

Using fax shortcuts.......................................................................................................................................................................

113

Using the address book..............................................................................................................................................................

113

Customizing fax settings................................................................................................................................................

114

Changing the fax resolution .....................................................................................................................................................

114

Making a fax lighter or darker ..................................................................................................................................................

114

Sending a fax at a scheduled time..........................................................................................................................................

115

Viewing a fax log...........................................................................................................................................................................

115

Blocking junk faxes.......................................................................................................................................................................

115

Canceling an outgoing fax.............................................................................................................................................

116

Canceling a fax while the original documents are still scanning ................................................................................

116

Canceling a fax after the original documents have been scanned to memory .....................................................

116

Understanding fax options............................................................................................................................................

116

Original Size ....................................................................................................................................................................................

116

Content.............................................................................................................................................................................................

116

Sides (Duplex) ................................................................................................................................................................................

117

Resolution........................................................................................................................................................................................

117

Darkness...........................................................................................................................................................................................

117

Advanced Options........................................................................................................................................................................

117

Contents

 

6

Improving fax quality.......................................................................................................................................................

118

Holding and forwarding faxes......................................................................................................................................

118

Holding faxes..................................................................................................................................................................................

118

Forwarding a fax ...........................................................................................................................................................................

119

Scanning to an FTP address.........................................................

120

Scanning to an FTP address..........................................................................................................................................

120

Scanning to an FTP address using the keypad ..................................................................................................................

120

Scanning to an FTP address using a shortcut number....................................................................................................

121

Scanning to an FTP address using the address book ......................................................................................................

121

Creating shortcuts............................................................................................................................................................

121

Creating an FTP shortcut using the Embedded Web Server.........................................................................................

121

Creating an FTP shortcut using the touch screen.............................................................................................................

122

Understanding FTP options..........................................................................................................................................

122

Original Size ....................................................................................................................................................................................

122

Sides (Duplex) ................................................................................................................................................................................

122

Orientation......................................................................................................................................................................................

122

Binding .............................................................................................................................................................................................

122

Resolution........................................................................................................................................................................................

122

Send As.............................................................................................................................................................................................

123

Content.............................................................................................................................................................................................

123

Advanced Options........................................................................................................................................................................

123

Improving FTP quality.....................................................................................................................................................

124

Scanning to a computer or flash drive......................................

125

Scanning to a computer.................................................................................................................................................

125

Scanning to a flash drive................................................................................................................................................

126

Understanding scan profile options..........................................................................................................................

126

Quick Setup.....................................................................................................................................................................................

126

Format Type....................................................................................................................................................................................

127

Compression...................................................................................................................................................................................

127

Default Content.............................................................................................................................................................................

127

Color ..................................................................................................................................................................................................

127

Original Size ....................................................................................................................................................................................

127

Orientation......................................................................................................................................................................................

127

Sides (Duplex) ................................................................................................................................................................................

127

Darkness...........................................................................................................................................................................................

127

Resolution........................................................................................................................................................................................

128

Advanced Imaging.......................................................................................................................................................................

128

Improving scan quality...................................................................................................................................................

128

Contents

7

Printing.............................................................................................

129

Printing a document........................................................................................................................................................

129

Printing on specialty media...........................................................................................................................................

129

Tips on using letterhead.............................................................................................................................................................

129

Tips on using transparencies....................................................................................................................................................

130

Tips on using envelopes.............................................................................................................................................................

130

Tips on using labels......................................................................................................................................................................

131

Tips on using card stock.............................................................................................................................................................

131

Printing confidential and other held jobs................................................................................................................

132

Holding jobs in the printer ........................................................................................................................................................

132

Printing confidential and other held jobs from Windows .............................................................................................

133

Printing confidential and other held jobs from a Macintosh computer...................................................................

133

Printing from a flash drive..............................................................................................................................................

134

Printing information pages...........................................................................................................................................

135

Printing a directory list................................................................................................................................................................

135

Printing the print quality test pages......................................................................................................................................

135

Canceling a print job........................................................................................................................................................

135

Canceling a print job from the printer control panel ......................................................................................................

135

Canceling a print job from the computer............................................................................................................................

136

Clearing jams...................................................................................

138

Avoiding jams.....................................................................................................................................................................

138

Understanding jam numbers and locations...........................................................................................................

139

200 and 201 paper jams.................................................................................................................................................

139

202 paper jam.....................................................................................................................................................................

141

230–239 paper jams.........................................................................................................................................................

142

240–249 paper jams.........................................................................................................................................................

143

250 paper jam.....................................................................................................................................................................

144

260 paper jam.....................................................................................................................................................................

145

270–279 paper jams.........................................................................................................................................................

145

280–282 paper jams.........................................................................................................................................................

145

283 staple jams..................................................................................................................................................................

146

290–294 paper jams.........................................................................................................................................................

148

Understanding printer menus.....................................................

150

Menus list.............................................................................................................................................................................

150

Paper menu.........................................................................................................................................................................

151

Default Source menu...................................................................................................................................................................

151

Paper Size/Type menu ................................................................................................................................................................

151

Contents

 

8

Configure MP menu.....................................................................................................................................................................

155

Envelope Enhance........................................................................................................................................................................

155

Substitute Size menu...................................................................................................................................................................

155

Paper Texture menu ....................................................................................................................................................................

156

Paper Weight menu.....................................................................................................................................................................

157

Paper Loading menu ...................................................................................................................................................................

159

Custom Types menu....................................................................................................................................................................

160

Custom Names menu..................................................................................................................................................................

161

Custom Scan Sizes menu ...........................................................................................................................................................

161

Custom Bin Names menu ..........................................................................................................................................................

162

Universal Setup menu.................................................................................................................................................................

162

Bin Setup menu.............................................................................................................................................................................

163

Reports menu.....................................................................................................................................................................

164

Network/Ports menu.......................................................................................................................................................

165

Active NIC menu............................................................................................................................................................................

165

Standard Network or Network <x> menus .........................................................................................................................

165

SMTP Setup menu ........................................................................................................................................................................

167

Network Reports menu ..............................................................................................................................................................

168

Network Card menu.....................................................................................................................................................................

168

TCP/IP menu ...................................................................................................................................................................................

169

IPv6 menu........................................................................................................................................................................................

170

Wireless menu................................................................................................................................................................................

171

AppleTalk menu ............................................................................................................................................................................

171

NetWare menu...............................................................................................................................................................................

172

LexLink menu.................................................................................................................................................................................

172

Standard USB menu.....................................................................................................................................................................

173

Parallel <x> menu.........................................................................................................................................................................

175

Serial <x> menu ............................................................................................................................................................................

177

Security menu....................................................................................................................................................................

180

Miscellaneous menu....................................................................................................................................................................

180

Confidential Print menu.............................................................................................................................................................

181

Disk Wiping menu ........................................................................................................................................................................

181

Security Audit Log menu ...........................................................................................................................................................

183

Set Date/Time menu....................................................................................................................................................................

183

Settings menu....................................................................................................................................................................

184

General Settings menu ...............................................................................................................................................................

184

Copy Settings menu ....................................................................................................................................................................

192

Fax Settings menu........................................................................................................................................................................

198

E-mailSettings menu ..................................................................................................................................................................

207

FTP Settings menu........................................................................................................................................................................

212

Flash Drive menu ..........................................................................................................................................................................

215

Print Settings ..................................................................................................................................................................................

221

Help menu...........................................................................................................................................................................

233

 

Contents

9

Understanding printer messages...............................................

234

List of status and error messages................................................................................................................................

234

Maintaining the printer.................................................................

252

Cleaning the exterior of the printer............................................................................................................................

252

Cleaning the scanner glass............................................................................................................................................

252

Adjusting scanner registration.....................................................................................................................................

253

Storing supplies.................................................................................................................................................................

255

Conserving supplies.........................................................................................................................................................

255

Checking the status of supplies...................................................................................................................................

255

Checking the status of supplies from the printer control panel..................................................................................

255

Checking the status of supplies from a network computer..........................................................................................

255

Ordering supplies..............................................................................................................................................................

256

Ordering print cartridges ...........................................................................................................................................................

256

Ordering a maintenance kit ......................................................................................................................................................

257

Ordering a fuser.............................................................................................................................................................................

258

Ordering an ADF maintenance kit..........................................................................................................................................

258

Ordering a transfer roller............................................................................................................................................................

258

Ordering charge rolls...................................................................................................................................................................

258

Ordering pick rollers ....................................................................................................................................................................

258

Ordering ADF replacement parts............................................................................................................................................

259

Ordering staple cartridges.........................................................................................................................................................

259

Recycling Lexmark products.........................................................................................................................................

259

Moving the printer............................................................................................................................................................

259

Before moving the printer.........................................................................................................................................................

259

Moving the printer to another location................................................................................................................................

260

Setting the printer up in a new location ..............................................................................................................................

260

Shipping the printer ....................................................................................................................................................................

261

Administrative support.................................................................

262

Finding advanced networking and administrator information.......................................................................

262

Using the Embedded Web Server...............................................................................................................................

262

Checking the device status............................................................................................................................................

262

Setting up e-mail alerts...................................................................................................................................................

262

Viewing reports..................................................................................................................................................................

263

Adjusting the brightness of the display....................................................................................................................

263

Adjusting Power Saver....................................................................................................................................................

264

Restoring the factory default settings.......................................................................................................................

264

Contents

10

Troubleshooting.............................................................................

266

Solving basic printer problems....................................................................................................................................

266

Printer control panel display is blank or displays only diamonds...................................................................

266

Solving printing problems.............................................................................................................................................

266

Multiple-languagePDFs do not print....................................................................................................................................

266

Error message about reading USB drive appears..............................................................................................................

266

Jobs do not print...........................................................................................................................................................................

267

Confidential and other held jobs do not print ...................................................................................................................

267

Job takes longer than expected to print ..............................................................................................................................

268

Job prints from the wrong tray or on the wrong paper .................................................................................................

268

Incorrect characters print...........................................................................................................................................................

268

Tray linking does not work........................................................................................................................................................

269

Large jobs do not collate ...........................................................................................................................................................

269

Unexpected page breaks occur...............................................................................................................................................

269

Solving copy problems...................................................................................................................................................

270

Copier does not respond ...........................................................................................................................................................

270

Scanner unit does not close......................................................................................................................................................

270

Poor copy quality..........................................................................................................................................................................

270

Partial document or photo copies..........................................................................................................................................

272

Solving scanner problems.............................................................................................................................................

272

Checking an unresponsive scanner .......................................................................................................................................

272

Scan was not successful .............................................................................................................................................................

272

Scanning takes too long or freezes the computer............................................................................................................

273

Poor scanned image quality .....................................................................................................................................................

273

Partial document or photo scans............................................................................................................................................

273

Cannot scan from a computer .................................................................................................................................................

274

Solving fax problems.......................................................................................................................................................

274

Caller ID is not shown..................................................................................................................................................................

274

Cannot send or receive a fax.....................................................................................................................................................

274

Can send but not receive faxes................................................................................................................................................

276

Can receive but not send faxes................................................................................................................................................

277

Received fax has poor print quality........................................................................................................................................

277

Solving option problems................................................................................................................................................

278

Option does not operate correctly or quits after it is installed ....................................................................................

278

Paper trays.......................................................................................................................................................................................

278

2000-sheet tray..............................................................................................................................................................................

279

Envelope feeder ............................................................................................................................................................................

279

Output options ..............................................................................................................................................................................

280

Flash memory card.......................................................................................................................................................................

280

Hard disk with adapter................................................................................................................................................................

280

Internal Solutions Port ................................................................................................................................................................

280

Memory card ..................................................................................................................................................................................

280

Contents

 

11

Solving paper feed problems.......................................................................................................................................

281

Paper frequently jams .................................................................................................................................................................

281

Paper jam message remains after jam is cleared ..............................................................................................................

281

Page that jammed does not reprint after you clear the jam.........................................................................................

281

Solving print quality problems....................................................................................................................................

282

Isolating print quality problems..............................................................................................................................................

282

Blank pages.....................................................................................................................................................................................

282

Characters have jagged or uneven edges ...........................................................................................................................

283

Clipped images..............................................................................................................................................................................

283

Ghost images..................................................................................................................................................................................

283

Gray background ..........................................................................................................................................................................

284

Incorrect margins..........................................................................................................................................................................

284

Paper curl.........................................................................................................................................................................................

285

Print irregularities .........................................................................................................................................................................

285

Repeating defects.........................................................................................................................................................................

286

Skewed print...................................................................................................................................................................................

287

Solid black or white streaks.......................................................................................................................................................

287

Print is too light .............................................................................................................................................................................

288

Print is too dark..............................................................................................................................................................................

289

Solid color pages...........................................................................................................................................................................

290

Streaked vertical lines .................................................................................................................................................................

290

Toner fog or background shading appears on the page ...............................................................................................

291

Toner rubs off.................................................................................................................................................................................

291

Toner specks...................................................................................................................................................................................

292

Transparency print quality is poor..........................................................................................................................................

292

Embedded Web Server does not open.....................................................................................................................

292

Check the network connections .............................................................................................................................................

292

Check the network settings ......................................................................................................................................................

293

Contacting Customer Support.....................................................................................................................................

293

Notices..............................................................................................

294

Edition notice.....................................................................................................................................................................

294

Industry Canada notices.................................................................................................................................................

296

Power consumption.........................................................................................................................................................

304

Index.................................................................................................

311

Contents

12