Dell 7d1, 7dE User Manual

Dell V725w User's Guide

January 2012 www.dell.com | support.dell.com

Machine type(s):

4449

Model(s):

7d1, 7dE

Contents 2

Contents

Safety information.......................................................................................6

About your printer.......................................................................................7

Thank you for choosing this printer!.........................................................................................................7

Minimizing your printer's environmental impact......................................................................................7

Finding information about the printer......................................................................................................8

Understanding the parts of the printer...................................................................................................10

Ordering and replacing supplies.................................................................12

Ordering ink cartridges............................................................................................................................12

Replacing ink cartridges..........................................................................................................................13

Recycling Dell products...........................................................................................................................14

Using the printer control panel buttons and menus....................................16

Replacing the language sheet..................................................................................................................16

Using the printer control panel...............................................................................................................17

Changing the Sleep timeout....................................................................................................................19

Saving paper and energy.........................................................................................................................19

Restoring factory default settings...........................................................................................................19

Using shortcuts..........................................................................................21

What are shortcuts?................................................................................................................................21

Getting started........................................................................................................................................22

Using the printer software.........................................................................24

Minimum system requirements..............................................................................................................24

Using the Windows printer software......................................................................................................24

Using the Macintosh printer software....................................................................................................26

Finding and installing optional software.................................................................................................27

Downloading PCL and PS drivers (Windows only)...................................................................................27

Reinstalling the printer software.............................................................................................................27

Loading paper and original documents.......................................................29

Loading the paper tray............................................................................................................................29

Loading envelopes or photo paper.........................................................................................................32

Contents 3

Loading various paper types...................................................................................................................35

Saving paper settings..............................................................................................................................38

Loading original documents on the scanner glass...................................................................................38

Loading original documents into the ADF...............................................................................................39

Printing......................................................................................................40

Tips for printing.......................................................................................................................................40

Printing basic documents........................................................................................................................40

Printing specialty documents..................................................................................................................43

Working with photos...............................................................................................................................46

Printing on both sides of the paper (duplexing)......................................................................................48

Managing print jobs................................................................................................................................51

Copying......................................................................................................55

Tips for copying.......................................................................................................................................55

Making copies.................................................................................................................. .......................55

Copying an ID card...................................................................................................................................56

Enlarging or reducing images..................................................................................................................56

Adjusting copy quality.............................................................................................................................57

Making a copy lighter or darker..............................................................................................................57

Collating copies using the printer control panel.....................................................................................57

Placing separator sheets between copies...............................................................................................58

Copying multiple pages on one sheet.....................................................................................................58

Placing an overlay message on each page..............................................................................................58

Removing the background of a copy.......................................................................................................59

Making a two-sided (duplex) copy..........................................................................................................59

Canceling copy jobs.................................................................................................................................60

Scanning....................................................................................................61

Tips for scanning......................................................................................................................................61

Scanning to a local computer..................................................................................................................61

Scanning to a network computer............................................................................................................62

Scanning to a flash drive or memory card...............................................................................................62

Scanning photos for editing....................................................................................................................63

Scanning documents for editing..............................................................................................................64

Scanning directly to e‑mail using the printer software...........................................................................65

Scanning to a PDF....................................................................................................................................65

Contents 4

Scanning FAQ...........................................................................................................................................66

Canceling scan jobs.................................................................................................................................67

E-mailing....................................................................................................68

Setting up the printer to e-mail...............................................................................................................68

Sending e-mail.........................................................................................................................................69

Canceling an e‑mail.................................................................................................................................70

Faxing........................................................................................................71

Setting up the printer to fax....................................................................................................................71

Configuring the fax settings.....................................................................................................................82

Creating a contact list..............................................................................................................................84

Sending faxes...........................................................................................................................................85

Receiving faxes........................................................................................................................................87

Faxing FAQ..................................................................................................................... ..........................88

Networking................................................................................................95

Installing the printer on a wireless network............................................................................................95

Advanced wireless setup.......................................................................................................................102

Installing the printer on an Ethernet network......................................................................................104

Performing network management tasks...............................................................................................105

Networking FAQ....................................................................................................................................110

Maintaining the printer............................................................................124

Maintaining ink cartridges.....................................................................................................................124

Cleaning the exterior of the printer......................................................................................................125

Cleaning the scanner glass....................................................................................................................126

Moving the printer to another location......................................................................................... .......126

Troubleshooting.......................................................................................128

Before you troubleshoot.......................................................................................................................128

If Troubleshooting does not solve your problem..................................................................................128

Setup troubleshooting...........................................................................................................................128

Understanding printer messages..........................................................................................................133

Clearing paper jams...............................................................................................................................141

Print troubleshooting............................................................................................................................148

Copy and scan troubleshooting.............................................................................................................150

Fax troubleshooting..............................................................................................................................152

Contents 5

Network troubleshooting......................................................................................................................157

Notices.....................................................................................................168

Product information..............................................................................................................................168

Edition notice........................................................................................................................................168

Power consumption..............................................................................................................................171

Index........................................................................................................179

Safety information 6

Safety information

Connect the power cord to a properly grounded electrical outlet that is near the product and easily accessible.

Do not place or use this product near water or wet locations.

CAUTION—POTENTIAL INJURY: The lithium battery in this product is not intended to be replaced. There is a
danger of explosion if a lithium battery is incorrectly replaced. Do not recharge, disassemble, or incinerate a
lithium battery. Discard used lithium batteries according to the manufacturer's instructions and local
regulations.

Use only the power supply and power cord provided with this product or the manufacturer's authorized replacements.

CAUTION—POTENTIAL INJURY: To reduce risk of fire, use only the telecommunications (RJ‑11) cord provided
with this product or a UL Listed 26 AWG or larger replacement when connecting this product to the public
switched telephone network.

CAUTION—SHOCK HAZARD: Make sure that all external connections (such as Ethernet and telephone system
connections) are properly installed in their marked plug-in ports.

This product is designed, tested, and approved to meet strict global safety standards with the use of specific
manufacturer's components. The safety features of some parts may not always be obvious. The manufacturer is not
responsible for the use of other replacement parts.

CAUTION—POTENTIAL INJURY: Do not cut, twist, bind, crush, or place heavy objects on the power cord. Do not
subject the power cord to abrasion or stress. Do not pinch the power cord between objects such as furniture
and walls. If any of these things happen, a risk of fire or electrical shock results. Inspect the power cord regularly
for signs of such problems. Remove the power cord from the electrical outlet before inspecting it.

Refer service or repairs, other than those described in the user documentation, to a professional service person.

CAUTION—SHOCK HAZARD: To avoid the risk of electric shock when cleaning the exterior of the printer, unplug
the power cord from the wall outlet and disconnect all cables from the printer before proceeding.

CAUTION—SHOCK HAZARD: Do not use the fax feature during a lightning storm. Do not set up this product or
make any electrical or cabling connections, such as the fax feature, power cord, or telephone, during a lightning
storm.

SAVE THESE INSTRUCTIONS.

About your printer 7

About your printer

Thank you for choosing this printer!

We've worked hard to make sure it will meet your needs.

To start using your new printer right away, use the setup materials that came with the printer, and then skim the User’s
Guide to learn how to perform basic tasks. To get the most out of your printer, read the User’s Guide carefully, and
make sure you check the latest updates on our Web site.

We're committed to delivering performance and value with our printers, and we want to make sure you're satisfied. If
you do encounter any problems along the way, one of our knowledgeable support representatives will be delighted to
help you get back on track fast. And if you find something we could do better, please let us know. After all, you are the
reason we do what we do, and your suggestions help us do it better.

Minimizing your printer's environmental impact

We are committed to protecting the environment and are continually improving our printers to reduce their
environmental impact. By selecting certain printer settings or tasks, you may be able to reduce your printer's
environmental impact even further.

Conserving energy

• Activate Eco-Mode. This feature sets the screen brightness to low and sets the printer to change to Sleep mode

after the printer is left idle for 10 minutes.

• Select the lowest Sleep timeout. The Sleep feature puts the printer in a minimum‑power standby mode after the

printer has been idle for a set amount of time (the Sleep timeout).

• Share your printer. Wireless/network printers allow you to share a single printer among multiple computers, thus

conserving energy and other resources.

Conserving paper

• Print more than one page image on one side of the paper. The Pages per Sheet feature allows you to print multiple

pages on one sheet. You can print up to 16 page images on one side of a sheet of paper.

• Print on both sides of the paper. Duplexing lets you print on both sides of the paper manually or automatically

(depending on your printer model).

• Preview print jobs before printing. Use the preview features found in the Print Preview dialog or the printer display

(depending on your printer model).

• Use recycled paper.

• Reduce the margins of documents to be printed.

• Scan and save. To avoid printing multiple copies, you can scan documents or photographs and save them to a

computer program, application, or flash drive for presentation.

About your printer 8

Conserving ink

• Use Quick Print or Draft Mode. These modes can be used to print documents using less ink than normal and are

ideal for printing documents that are mostly text.

• Use font types and font settings that require less ink. Most programs or applications let you adjust the darkness

of the colors.

• Use high‑yield cartridges. These cartridges let you print more pages.

Recycling

• Recycle the product packaging.

• Recycle your old printer instead of throwing it away.

• Recycle paper from discarded print jobs.

• Use recycled paper.

Note: Your printer may not come with some of these programs or some of the functions of these programs,
depending on the features of the printer that you purchased.

Finding information about the printer

Publications

What are you looking for? Find it here

Initial setup instructions:

• Connecting the printer

• Installing the printer software

Additional setup and instructions for using the printer:

• Selecting and storing paper and specialty media

• Loading paper

• Performing printing, copying, scanning, and faxing tasks,

depending on your printer model

• Configuring printer settings

• Viewing and printing documents and photos

• Setting up and using printer software

• Setting up and configuring the printer on a network,

depending on your printer model

• Caring for and maintaining the printer

• Troubleshooting and solving problems

Setup documentation
The setup documentation came with the printer.

User's Guide

The User's Guide is available on the installation software
CD.

For updates, check our Web site at
http://support.dell.com.

About your printer 9

What are you looking for? Find it here

Help using the printer software Windows Help

Open a printer software program or application, and
then click Help.

The latest supplemental information, updates, and online
technical support:

• Troubleshooting hints and tips

• Frequently asked questions

• Documentation

• Driver downloads

• Live chat support

• E‑mail support

• Telephone support

• Software and Drivers—Certified drivers for your printer and

installers for Dell printer software

• Readme files—Last‑minute technical changes, or advanced

technical reference material for experienced users or
technicians

Click

Notes:

to view context‑sensitive information.

• The Help installs automatically with the printer

software.

• The printer software is located in the printer

program folder or on the desktop, depending on
your operating system.

Dell Support Web site—http://support.dell.com
Note: Select your region, and then select your product

to view the appropriate support site.
Support telephone numbers and hours of operation for

your region or country can be found on the Support Web
site.

Have the following information ready when you contact
support so that they may serve you faster:

• Service Tag

• Express Service Code

Note: The Service Tag and Express Service Code appear
on labels located on your printer.

Installation software CD
Note: If you purchased your Dell computer and printer

at the same time, then documentation and drivers for
your printer are already installed on your computer.

• Supplies and accessories for your printer

• Replacement cartridges

• Safety information for preparing to operate your printer

Dell Printer Supplies Web site—

http://dell.com/supplies

You can purchase printer supplies online, by telephone,
or in select retail stores.

Product Information Guide

• Regulatory information

• Warranty information

Note: The Product Information Guide may not be
available in your country or region.

Note: Your printer may not come with some of these programs or some of the functions of these programs,
depending on the features of the printer that you purchased.

About your printer 10

Understanding the parts of the printer

Use the To

1 Scanner cover Access the scanner glass.

2 Scanner glass Scan, copy or fax photos and documents.

3 Automatic Document Feeder

(ADF)

4 ADF paper guide Keep paper straight when feeding into the ADF.

5 ADF tray Load original documents into the ADF. This is recommended for scanning, copying,

6 ADF output tray Hold documents as they exit from the ADF.

7 PictBridge and USB port Connect a PictBridge‑enabled digital camera or a flash drive to the printer.

8 Printer control panel Operate the printer.

9 Paper tray Load paper.

10 Paper stop Catch the paper as it exits.

11 Paper exit tray Hold paper as it exits.

Scan, copy, or fax multiple‑page letter‑, legal‑, and A4‑size documents.

or faxing multiple-page documents.
Note: Do not load postcards, photos, small items, or thin media (such as magazine

clippings) into the ADF. Place these items on the scanner glass.

About your printer 11

Use the To

12 Scanner unit Access the ink cartridges.

13 Ink cartridge access area Install, replace, or remove the ink cartridges.

14 Ethernet port Connect your printer to a computer, a local network, an external DSL, or a cable modem.

15 USB port Connect the printer to a computer using a USB cable.

Warning—Potential Damage: Do not touch the USB port except when plugging in or

removing a USB cable or installation cable.

16 LINE port

17 EXT port

18 Power supply with port Connect the printer to a power source using the power cord.

19 Duplex unit

Connect the printer to an active telephone line (through a standard wall jack, DSL filter,
or VoIP adapter) to send and receive faxes.

Connect additional devices (telephone or answering machine) to the printer and the
telephone line. Use this port if you do not have a dedicated fax line for the printer, and
if this connection method is supported in your country or region.

Note: Remove the plug to access the port.

• Print on both sides of a sheet of paper.

• Remove paper jams.

20 Printhead access area Install the printhead.

Note: The carrier moves to the printhead access area when no printhead is installed in

the printer.

21 Jam clearance cover Remove jammed pages.

Ordering and replacing supplies 12

Ordering and replacing supplies

Ordering ink cartridges

Page yields are available at www.dell.com/supplies. For best results, use only Dell ink cartridges.

Item

Black cartridge Series 31 Not available

Yellow color cartridge Series 31 Not available

Cyan color cartridge Series 31 Not available

Magenta color cartridge Series 31 Not available

High‑yield black cartridge

High‑yield yellow color cartridge

High‑yield cyan color cartridge

High‑yield magenta color cartridge

1

Licensed for a single use only. After use, return this cartridge to Dell for remanufacturing, refilling, or recycling. For more

information on recycling Dell products, visit www.dell.com/recycle.

2

Available only on the Dell Web site at www.dell.com/supplies.

2

2

2

2

Licensed cartridge

Series 33, Series 34 Series 33R

Series 32, Series 33 Series 33R

Series 32, Series 33 Series 33R

Series 32, Series 33 Series 33R

1

Regular cartridge

Notes:

• To get more ink, order high‑yield ink cartridges.

• Depending on your country or region, you may get the ink cartridges individually or in packs.

• You can order a mix of standard ink cartridges and high‑yield ink cartridges, depending on your needs.

• The cartridges used for printing documents can also be used for printing photos.

• When storing new ink cartridges, make sure they are unopened and placed on their flat side.

• Remove ink cartridges from their packaging only upon installation.

Ordering and replacing supplies 13

Replacing ink cartridges

Make sure you have a new ink cartridge or cartridges before you begin. You must install new cartridges immediately
after removing the old ones, or the ink remaining in the printhead nozzles may dry out.

Removing ink cartridges

1 Turn on your printer.

2 Open the printer.

Note: The printhead moves to the cartridge installation position.

3 Press the release tab, and then remove the used ink cartridge or cartridges.

Installing ink cartridges

1 Remove the ink cartridge from the pack, and then remove the protective cap from the ink cartridge.

Ordering and replacing supplies 14

If your ink cartridge comes with a twist cap, then remove the cap.

2 Insert each ink cartridge. Slide your finger along the ink cartridge until the cartridge clicks into place.

Notes:

• Insert the color cartridges first, and then the black cartridge.

• Insert the new ink cartridges immediately after removing the protective cap to avoid exposing the ink to air.

3 Close the printer.

Recycling Dell products

To return Dell products to Dell for recycling:

1 Click or Start.

2 Click All Programs or Programs, and then select the printer program folder from the list.

3 Select Printer Home.

4 Choose your printer from the printer drop‑down list.

5 Click Order supplies in the Maintenance tab.

Ordering and replacing supplies 15

6 Click .

7 Follow the instructions on the computer screen.

Using the printer control panel buttons and menus 16

Using the printer control panel buttons and menus

Replacing the language sheet

A language sheet is used to label buttons on the printer control panel. Language sheets can be replaced anytime
depending on which language you want to use. Some languages may not be available depending on your printer model.

Note: Your printer comes with a preinstalled English language sheet.

1 Open the printer.

2 Remove the language sheet from the documentation folder that came with the printer.

3 Remove the language sheet holder from the printer control panel.

4 Insert the preferred language sheet into the language sheet holder, and then attach the language sheet holder to

the printer control panel.

5 Close the printer.

Using the printer control panel buttons and menus 17

Using the printer control panel

Use To

1 Power

• Turn the printer on and off.

• Switch to Sleep mode.

Note: When the printer is on, press
three seconds to turn off the printer.

2 Display

Note: The display is

turned off in Sleep
mode.

3 Arrow buttons Navigate to menu or submenu items that appear on the display.

4 Home

5 Keypad In Copy mode or Photo mode:

View:

• Printer status

• Messages

• Menus

Navigate from any level in the menu back to the home screen.

Enter the number of copies or prints you want to make.
In Fax mode:

to switch to Sleep mode. Press and hold for

• Enter fax numbers.

• Operate an automated answering system.

• Select letters when creating a Speed Dial list.

• Type numbers to enter or edit the date and time shown on the display.

6 Back

7 Select

• Return to the previous screen.

• Exit from one menu level to a higher one.

• Select menu options.

• Save settings.

• Feed or eject paper. Press and hold the button for three seconds to feed or eject paper

from the printer.

Using the printer control panel buttons and menus 18

8 Redial Display the last number dialed. Press the left or right arrow button to view the last five numbers

dialed.

9 Pause

10 Dial tone

11 Address Book

12 Color

13 Black

14 Start

15 Cancel

Insert a three-second pause in a fax number to wait for an outside line or get through an
automated answering system. Enter a pause only when you have already begun entering the
number.

Dial the telephone number manually using the keypad before sending the fax.

Access fax numbers from a saved list of numbers.

Switch to color mode.

Switch to black‑and‑white mode.

Start a job, depending on which mode is selected.

• Cancel a print, copy, scan, or fax job in progress.

• Exit from a menu level of the Copy, Scan, Fax, Photo, or File Print menu to the top level of a

menu.

• Exit from a menu level of the Setup menu to the top level of the previous mode.

• Clear current settings or error messages, and return to default settings.

16 Network indicator

17 Wi‑Fi indicator

Check the network connection status of your printer and access the network settings.

Check the wireless connection of your printer.

Using the printer control panel buttons and menus 19

18 Eco‑Mode

• Change to Sleep mode after the printer is left idle for 10 minutes.

• Set screen brightness to low.

Changing the Sleep timeout

The Sleep timeout is the time it takes for the printer to switch to Sleep mode when the printer is left idle. The Sleep
feature optimizes energy efficiency by reducing the printer power consumption. To save the most energy, select the
lowest Sleep timeout.

1 From the printer control panel, navigate to:

> Setup > > Device Setup > > Sleep >

2 Press the up or down arrow button to select or use the keypad to enter the value of the Sleep timeout, and then

press

.

Saving paper and energy

To significantly cut paper usage and reduce paper waste, activate duplex printing:

1 From the printer control panel, navigate to:

> Setup > > Print Mode Setup > > 2‑Sided Copy, Standalone >

2 Press the up or down arrow button to scroll to On, and then press .

To optimize energy efficiency, reduce the Sleep timeout and Screen Brightness:

1 From the printer control panel, navigate to:

> Setup > > Device Setup > > Sleep >

2 Press the up or down arrow button to select or use the keypad to enter the Sleep timeout value, and then press

.

3 From the printer control panel, navigate to:

> Setup > > Device Setup > > Screen Brightness >

4 Press the up or down arrow button to scroll to Dim, and then press .

Note: If you select 2‑Sided Copy, Standalone, then the printer prints on both sides of the paper (duplex) for

copy and fax jobs, and for printing in Windows and Macintosh, depending on your printer model.

Restoring factory default settings

Resetting to factory default settings will delete all the printer settings you have previously selected.

1 From the printer control panel, navigate to:

> Setup > > Restore Factory Defaults >

2 Press the up or down arrow button to scroll to Restore All Printer Settings, and then press .

Using the printer control panel buttons and menus 20

3 Press the left or right arrow button to scroll to Yes, and then press .

The printer restarts automatically after resetting to factory default settings.

4 When prompted to set the initial settings of your printer, make your selections using the printer control panel

buttons.
Initial Setup Complete appears on the display.

Using shortcuts 21

Using shortcuts

What are shortcuts?

A shortcut is a way to quickly accomplish printing, copying, scanning, e‑mailing, or faxing tasks with the printer. You
can configure and save a set of frequently used printer settings available for a given task and then assign a shortcut
number and shortcut name to it.

The shortcut number and shortcut name serve as the identification for a particular task and its printer settings. When
you want to perform a task with those settings, you do not need to go through the usual process of adjusting the settings
and options. Simply enter the shortcut number or select the shortcut name and number on the printer control panel,
and the task will launch automatically.

Configure the shortcut settings for a task in the printer Web page:

Choose To

Copy Copy a document or photo.

Eco‑Copy Copy a document or photo using two‑sided or draft setting.

ID Card Copy Copy both sides of an ID card onto a single page.

Scan to Fax Scan a document or photo and send it through fax.

Scan to E‑mail Scan a document or photo and send it through e‑mail.

Note: Make sure the printer is connected to the network and the Internet
through an Ethernet or wireless connection.

Scan to Computer Scan a document or photo and send it to your computer.

Notes:

• Make sure the printer driver is installed with a network printer connection.

• Make sure the printer is connected to the computer, either locally (USB) or

through the same Ethernet or wireless network.

Scan to Network Scan a document or photo and save it to a network folder.

Note: Make sure the printer is connected to the Internet through an Ethernet
or wireless connection.

Scan to Memory Device Scan a document or photo and save it to a memory card or flash drive (depending

on your printer model).

Print a File Print a document from your computer.

Note: Make sure the printer is connected to the computer through the same
Ethernet or wireless network.

Example:

A lawyer who uses his printer to send e-mails to clients normally navigates through the printer control panel to select
the feature and its available options. Instead of doing that, he can configure the printer settings (such as the message
title and recipient) from the printer Web page, and then assign a shortcut number and shortcut name to the task. Every
time he enters the shortcut number or selects the shortcut name on the printer control panel, the printer automatically
sends the documents according to the selected settings.

Using shortcuts 22

Getting started

During installation, a link will be provided for you to create shortcuts. If you were not able to create your shortcuts
during installation, then you may create the shortcuts through your printer software.

Launching the shortcuts page using the printer software

Before you begin, make sure:

• Your printer and computer are each connected to the network through an Ethernet or wireless connection.

• Your printer is turned on.

For Windows users

1

Click or Start.

2 Click All Programs or Programs, and then select the printer program folder from the list.

3 Navigate to:

Printer Home > select your printer > Settings > Configure Shortcuts

For Macintosh users

1

From the Finder, navigate to:

Applications > select your printer folder > Shortcuts

2 Select your printer from the list, and then click Launch.

Creating a shortcut

1 Launch the shortcuts page, and then navigate to:

Add New Shortcut > select a task

2 Assign a shortcut number and shortcut name, and then specify the settings.

Notes:

• A shortcut number is the number you assign to a particular task and its printer settings. You can assign

shortcut numbers from 1 to 999.

• If you configured the shortcut to show the settings before running, then the settings will appear on the

printer display. Adjust the settings if necessary.

3 Click Add.

Using shortcuts 23

Using shortcuts on the printer

Make sure you have created a shortcut.

From the printer control panel, navigate to:

> Shortcuts > > select a shortcut >

or

> > enter the shortcut number >

Note: If you configured the shortcut to show the settings before running, then the settings will appear on the printer
display. Adjust the settings if necessary.

Modifying or deleting a shortcut

1 Launch the shortcuts page, and then select a shortcut.

2 Do either of the following:

• Make the necessary changes, and then click Save Changes.

• Click Delete.

Using the printer software 24

Using the printer software

Minimum system requirements

The printer software requires up to 500MB of free disk space.

Supported operating systems

• Microsoft Windows 7 (SP1)

• Microsoft Windows Server 2008 (R2 SP1)

• Microsoft Windows Server 2008 (SP1)

• Microsoft Windows Server 2003 (SP2)

• Microsoft Windows Vista (SP1)

• Microsoft Windows XP (SP3)

• Macintosh Intel OS X version 10.7.0 or later

• Macintosh Intel OS X version 10.6.0 or later

• Macintosh Intel OS X version 10.5.0 or later

• Macintosh Intel OS X version 10.4.4 or later

• Macintosh PowerPC OS X version 10.5.0 or later

• Macintosh PowerPC OS X version 10.4.0 or later

• Ubuntu Linux 11.10, 11.04, 10.10, and 10.04

• Red Hat Enterprise Linux WS 6, WS 5, and WS 4

• Red Flag Linux Desktop 6.0

*

• SUSE Linux Enterprise Server 11 and 10

• SUSE Linux Enterprise Desktop 11 and 10

• Linux openSUSE 11.4, 11.3, and 11.2

• Linpus Linux Desktop 9.6

• Fedora 14

*

*

• Debian GNU/Linux 6.0 and 5.0

• Mint 10 and 9

*

• PCLinux OS 2010.12 and 2010.10

*

The printer driver for this operating system is available only at http://support.dell.com.

*

*

*

*

*

*

*

Using the Windows printer software

Software installed during printer installation

When you set up the printer using the installation software CD, all the necessary software was installed. You may have
chosen to install some additional programs. The following table provides an overview of various software programs
and what they can help you do.

Using the printer software 25

If you did not install these additional programs during initial installation, then reinsert the installation software CD, run
the installation software, and then click Advanced Options > Install Additional Software.

Printer software

Use the To

Dell Printer Home
(referred to as Printer Home)

• Launch applications or programs.

• Scan or e‑mail a photo or document.

• Edit scanned documents.

• Scan documents to PDF.

• Adjust settings for the printer.

• Order supplies.

• Maintain ink cartridges.

• Register the printer.

• Contact technical support.

• Access the User's Guide.

Dell Ink Management System Order ink.

Dell Phone Book
(referred to as Phone Book)

Abbyy Sprint OCR Scan a document and produce text that you can edit with a word‑processing

Dell Wireless Setup Utility
(referred to as Wireless Setup Utility)

Manage your fax contacts.

program.

• Set up the wireless printer on a wireless network.

• Change the wireless settings of the printer.

Note: This program is installed automatically with the printer software if the
printer has wireless capability.

Dell Tools for Office Access your favorite settings in Microsoft Office 2007.

Printer Setup Utility Configure the fax and e‑mail settings of your printer.

Status Messenger Learn more about the printing problems encountered.

Status Monitor Center

• Check the supplies status of your printer.

• Order supplies online.

Product Update Receive automatic notifications of updates to your printer software when new

updates are available.

Using the printer software 26

Use the To

Printing Preferences When you click File > Print > Properties with a document open, a Printing

Preferences dialog appears. The dialog lets you select options for the print job,
such as the following:

• Select the number of copies to print.

• Print two‑sided copies.

• Select the paper type.

• Add a watermark.

• Enhance images.

• Save settings.

Note: Printing Preferences is installed automatically with the printer software.

Note: Your printer may not come with some of these programs or some of the functions of these programs,

depending on the features of the printer that you purchased.

Using the Macintosh printer software

Launching the Print dialog

Use the Print dialog to adjust the print settings and schedule print jobs.

With a document or photo open, choose File > Print.

Launching an application

1 From the Finder, navigate to:

Applications > select your printer folder

2 Double‑click the application that you want to use.

Use the To

Printer Settings

Shortcuts Speed up usual tasks with your printer.

Wireless Setup
Assistant

• Customize settings for fax jobs.

• Create and edit the Contacts list.

• Configure e‑mail connectivity settings.

• Configure the language, country, date, and time.

Set up the printer on a wireless network.
Note: This application is automatically installed with the printer software if the printer has

wireless capability.

Uninstaller Remove the printer software from your computer.

Notes:

• Your printer may not come with these applications, depending on the features of the printer that you purchased

or the installation type (standard or custom) chosen when you installed the printer.

Using the printer software 27

• To take advantage of the full features of your printer, select the custom install option during installation, and

then select all packages listed.

Finding and installing optional software

For Windows users

1 Click or Start.

2 Click All Programs or Programs, and then select the printer program folder from the list.

3 Navigate to:

Printer Home > select your printer > Support > Online support

4 From the Web site, select your printer and then download the driver.

5 Install additional or optional software.

For Macintosh users

1 From the Finder, navigate to:

Applications > select your printer folder > Web Links > Software Updates

2 From the Web site, select your printer and then download the driver.

3 Install additional or optional software.

Downloading PCL and PS drivers (Windows only)

Universal Print Drivers (PCL 5 emulation, PCL XL emulation, and PS emulation) can be downloaded from our Web site.
You need to search for your printer model to view compatible drivers.

Reinstalling the printer software

When you set up the printer using the installation software CD, all the necessary software was installed. If you
encountered problems while installing, or if your printer does not appear in the Printers folder or as a printer option
when you send a print job, then try removing and reinstalling the printer.

Uninstalling the printer software

For Windows users

1

Click or Start.

2 Click All Programs or Programs, and then select the printer program folder from the list.

3 Click the uninstaller.

4 Follow the instructions on the computer screen.

5 Once the uninstall process is complete, restart your computer.

Using the printer software 28

For Macintosh users

1

Close all open applications.

2 From the Finder, navigate to:

Applications > select your printer folder

3 Double‑click Uninstaller.

4 Follow the instructions on the computer screen.

Installing the printer software

Note: If you installed the printer software on this computer before but need to reinstall the software, then uninstall

the current software first.

For Windows users

1

Close all open software programs.

2 Insert the installation software CD.

If the installation dialog screen does not appear after a minute, then launch the CD manually:

a Click , or click Start and then click Run.
b In the Start Search or Run box, type D:\setup.exe, where D is the letter of your CD or DVD drive.
c Press Enter, or click OK.

3 Click Install, and then follow the instructions on the computer screen.

For Macintosh users

Note: To take advantage of the full features of your printer, select the custom install option, and then select all

packages listed.

1 Close all open applications.

2 Insert the installation software CD.

If the installation dialog does not appear after a minute, then click the CD icon on the desktop.

3 Double-click the software installer package, and then follow the instructions on the computer screen.

Using the Internet

Updated printer software may be available at http://support.dell.com.

Loading paper and original documents 29

Loading paper and original documents

Loading the paper tray

Make sure:

• You use paper designed for inkjet printers.

• The paper is not used or damaged.

• If you are using specialty paper, you follow the instructions that came with it.

• The paper does not buckle when you adjust the paper guides to avoid jams.

1 Pull the tray completely out of the printer.

2 Move the paper guides to the sides of the tray.

Loading paper and original documents 30

3 If you are loading A4‑ or legal‑size paper, then squeeze the tab and pull to extend the tray.

Note: When you pull the extension out, the first stop accommodates A4‑size paper. When the extension is fully

out, it accommodates legal‑size paper.

4 Load the paper facedown.

Loading paper and original documents 31

5 Adjust the paper guides to rest gently against the left, right, and bottom edges of the paper.

6 Insert the tray.

Note: If you extended the tray to accommodate A4- or legal-size paper, then the tray sticks out from the front of

the printer when inserted.

7 Flip up the paper stop to catch the paper as it exits.

Note: If you loaded A4‑ or legal‑size paper, then extend the paper stop.

Loading paper and original documents 32

Loading envelopes or photo paper

1 Pull tray completely out of the printer.

2 Move the paper guides to the sides of tray.

Loading paper and original documents 33

3 Use the envelope icon and the photo paper outline on the bottom of the tray to help you position envelopes or

photo paper.

Note: Do not mix paper types in the tray. You can load either envelopes or photo paper, but not both.

4 Load envelopes or photo paper.

Note: Load envelopes or photo paper with the printable side facedown. (If you are not sure which side is the

printable side, then see the instructions that came with the envelopes or photo paper.)

Loading paper and original documents 34

5 Adjust the paper guides to rest gently against the left, right, and bottom edges of the envelopes or photo paper.

6 Insert the tray.

7 Flip up the paper stop to catch the envelopes or photos as they exit.

Note: For best results, allow photos to dry at least 24 hours before stacking, displaying, or storing.

Loading paper and original documents 35

Loading various paper types

Load up to Make sure

150 sheets of plain paper

100 sheets of coated paper
25 sheets of photo paper
25 sheets of glossy paper

• The paper is designed for use with inkjet printers.

• The paper guides rest against the left, right, and bottom edges of the

paper.

• The glossy or printable side of the paper faces down. (If you are not sure

which side is the printable side, then see the instructions that came with
the paper.)

• The paper guides rest against the left, right, and bottom edges of the

paper.

Notes:

• For best results, allow photos to dry at least 24 hours before stacking,

displaying, or storing.

• For best results, load more photo paper than needed, but do not

exceed the maximum amount for your paper type.

Loading paper and original documents 36

Load up to Make sure

10 envelopes

• The envelopes are designed for use with inkjet printers.

• The print side of the envelopes faces down with the flap to the left as

shown.

• You load the envelopes in the center of the tray as indicated by the icon.

Load them all the way to the back of the tray.

• You print the envelopes in landscape orientation.

• The paper guides rest against the left, right, and bottom edges of the

envelopes.

• You select the correct envelope size. If t he exact envelope size is not listed,

then select the next larger size. Set the left and right margins so that the
envelope text will be correctly positioned on the envelope.

Warning—Potential Damage: Do not use envelopes that have metal clasps,
string ties, or metal folding bars.

25 sheets of labels

Notes:

• Do not load envelopes with holes, perforations, cutouts, or deep

embossing.

• Do not use envelopes that have exposed flap adhesive.

• You use full label sheets. Partial sheets (with areas exposed by missing

labels) may cause labels to peel off during printing, resulting in a paper
jam.

• You load letter‑ or A4‑size label sheets.

• The print side of the labels faces down.

• The top of the labels feeds into the printer first.

• The paper guides rest against the left, right, and bottom edges of the label

sheets.

Loading paper and original documents 37

Load up to Make sure

50 transparencies

10 iron-on transfers

25 index cards, photo papers, or postcards

• The rough side of the transparencies faces down.

• You load letter‑ or A4‑size transparencies.

• You remove any paper backing sheets from the transparencies before

loading.

• If the transparencies have a removable strip, then each strip faces down.

• The paper guides rest against the left, right, and bottom edges of the

transparencies.

Note: Transparencies require more drying time. Remove each transparency
as it exits, and allow it to dry to avoid ink smudging.

• You follow the loading instructions that came with the iron-on transfers.

• The print side of the transfers faces down.

• The paper guides rest against the edges of the transfers.

Note: For best results, load transfers one at a time.

• The thickness does not exceed 0.025 inches (0.635 mm).

• The print side of the photo paper faces down.

• You load the photo paper in the center of the tray, as indicated by the

4 x 6‑inch photo paper outline.

• The paper guides rest against the left, right, and bottom edges of the

paper.

Note: For best results, allow photos to dry at least 24 hours before
stacking, displaying, or storing.

Loading paper and original documents 38

Saving paper settings

You can adjust the settings for your print and copy jobs to match the paper size and type you have loaded in the printer.

1 From the printer control panel, press .

2 Adjust the settings as needed:

• If you want to set the paper size, then navigate to:

Setup >

• If you want to set the paper type, then navigate to:

Setup >

> Paper Setup > > Paper Size > > select the default paper size >

> Paper Setup > > Paper Type > > select the default paper type >

Loading original documents on the scanner glass

1 Open the scanner lid and place the document facedown on the scanner glass.

2 Close the scanner lid.

Loading paper and original documents 39

Loading original documents into the ADF

You can load up to 35 sheets of an original document into the ADF for scanning, copying, and faxing. You can load A4‑,
letter‑, or legal‑size paper into the ADF.

1 Adjust the paper guide on the ADF tray to the width of the original document.

2 Load the original document faceup and top edge first into the ADF until you hear a sound from the ADF.

Printing 40

Printing

Tips for printing

• Use the appropriate paper for your print job.

• Select a higher print quality for better prints.

• Make sure there is enough ink in the ink cartridges.

• Remove each sheet as it is printed when printing photos or when working with specialty media.

• Do not touch the duplex latch or latches while actively printing.

Printing basic documents

Printing a document

For Windows users

1

With a document open, click File > Print.

2 Click Properties, Preferences, Options, or Setup.

3 Select the print quality, the number of copies to print, the type of paper to use, and how the pages should print.

4 Click OK to close any printer software dialogs.

5 Click OK or Print.

For Macintosh users

1

With a document open, choose File > Page Setup.

2 From the Page Setup dialog, set the printer, paper size, and orientation.

3 Click OK.

4 From the menu bar, choose File > Print.

5 From the Printer pop‑up menu, choose your printer.

6 From the print options menu, choose the print quality, the number of copies to print, the type of paper to use, and

how the pages should print.

7 Click Print.

Collating printed copies

When printing multiple copies of a document, you can choose to print each copy as a set (collated) or to print the copies
as groups of pages (not collated).

Printing 41

Collated Not collated

Notes:

• The collate option is available only when you are printing multiple copies.

• To prevent smudging when printing photos, remove each photo as it exits the printer, and then let it dry before

stacking.

For Windows users

1

With a document open, click File > Print.

2 Click Properties, Preferences, Options, or Setup.

3 Navigate to:

Layout tab > Copies area

4 Enter the number of copies that you want to print, and then select Collate.

5 Click OK to close any printer software dialogs.

6 Click OK or Print.

For Macintosh users

1

With a document open, choose File > Page Setup.

2 From the Page Setup dialog, set the printer, paper size, and orientation.

3 Click OK.

4 From the menu bar, choose File > Print.

5 From the Printer pop‑up menu, choose your printer.

6 From the Copies area, enter the number of copies that you want to print, and then select Collated.

7 Click Print.

Changing the print order of pages

For Windows users

1

With a document open, click File > Print.

2 Click Properties, Preferences, Options, or Setup.

3 Navigate to:

Layout tab > Copies area

4 To change the current page order, select the Reverse page order check box.

Printing 42

5 Click OK to close any printer software dialogs.

6 Click OK or Print.

For Macintosh users

1

With a document open, choose File > Page Setup.

2 From the Page Setup dialog, set the printer, paper size, and orientation.

3 Click OK.

4 From the menu bar, choose File > Print.

5 From the Printer pop‑up menu, choose your printer.

6 From the print options pop-up menu, choose Paper Handling.

7 From the Page Order pop‑up menu, choose a page order:

• To print the first page first, choose Normal.

• To print the last page first, choose Reverse.

8 Click Print.

Printing multiple pages on one sheet

For Windows users

1

With a document open, click File > Print.

2 Click Properties, Preferences, Options, or Setup.

3 Navigate to:

Layout tab > Page Layouts area > select Multiple pages per side (N‑Up)

4 Select the number of page images to print on each side.

5 Adjust other settings as needed.

6 Click OK to close any printer software dialogs.

7 Click OK or Print.

For Macintosh users

1

With a document open, choose File > Page Setup.

2 From the Page Setup dialog, set the printer, paper size, and orientation.

3 Click OK.

4 From the menu bar, choose File > Print.

5 From the Printer pop‑up menu, choose your printer.

6 From the print options pop‑up menu, choose Layout.

7 From the Pages per Sheet pop‑up menu, choose the number of page images to print on each page.

Printing 43

8 Adjust other settings as needed.

9 Click Print.

Printing documents from a flash drive

Make sure the flash drive contains document files that are supported by the printer. For more information, see
“Supported file types” on page 46.

1 Insert a flash drive.

When the printer detects the memory device, Storage Device Detected appears on the display.

2 If document files are stored on the memory device, then the printer automatically switches to File Print mode.

If document files and image files are stored on the memory device, then press the left or right arrow button to scroll
to Documents, and then press

3 Press the up or down arrow button to scroll to the document, and then press to select the document for printing.

4 From the Print Options menu screen, use the arrow buttons to select your printing options, and then press , if

necessary.

.

Note: You may select the number of copies, color mode, print quality, paper source, and paper-saving options.
You can also enhance sharpness, and use separator sheets.

5 Press .

Printing specialty documents

Printing on envelopes

For Windows users

1

With a document open, click File > Print.

2 Click Properties, Preferences, Options, or Setup.

3 Navigate to:

Paper/Finishing tab > Manage Custom Sizes > New

4 Type a name and adjust the settings as needed to create a custom size, and then click OK.

5 Navigate to:

Paper type list > select the created custom type

6 Navigate to:

Layout tab > Page Orientation area > select an orientation

7 Click OK to close any printer software dialogs.

8 Click OK or Print.

Printing 44

For Macintosh users

1

With a document open, choose File > Page Setup.

2 From the “Format for” pop‑up menu, choose your printer.

3 From the Paper Size pop‑up menu, choose your envelope size.

If no size matches the envelope size, then set a custom size.

4 Select an orientation, and then click OK.

5 From the menu bar, choose File > Print.

6 From the Printer pop‑up menu, choose your printer.

7 Click Print.

Notes:

• Most envelopes use landscape orientation.

• Make sure the same orientation is also selected in the application.

Printing on labels

Notes:

• Make sure the top of the label sheet feeds into the printer first.

• Make sure the adhesive on the labels does not extend to within 1 mm of the edge of the label sheet.

• Make sure the paper guide or paper guides rest against the edges of the label sheet.

• Use full label sheets. Partial sheets (with areas exposed by missing labels) may cause labels to peel off during

printing, resulting in a paper jam.

For Windows users

1

With a document open, click File > Print.

2 Click Properties, Preferences, Options, or Setup.

3 Navigate to:

Paper/Finishing tab > Manage Custom Sizes > New

4 Type a name and adjust the settings as needed to create a custom size, and then click OK.

5 Navigate to:

Paper type list > select the created custom type

6 Click OK to close any printer software dialogs.

7 Click OK or Print.

For Macintosh users

1

With a document open, choose File > Page Setup.

2 From the “Format for” pop‑up menu, choose your printer.

Printing 45

3 From the Paper Size pop‑up menu, choose your paper size.

If no paper size matches the label sheet size, then set a custom size.

4 Select an orientation, and then click OK.

5 From the menu bar, choose File > Print.

6 From the Printer pop‑up menu, choose your printer.

7 From the print options pop‑up menu, choose Quality & Media.

8 From the Paper Type pop‑up menu, choose Labels.

9 From the Print Quality menu, choose a print quality other than Quick Print or Draft.

10 Click Print.

Printing on custom‑size paper

For Windows users

1

With a document open, click File > Print.

2 Click Properties, Preferences, Options, or Setup.

3 Navigate to:

Paper/Finishing tab > Manage Custom Sizes > New

4 Type a name and adjust the settings as needed to create a custom size, and then click OK.

5 Click Close, and then click OK to close any printer software dialogs.

6 Click OK or Print.

For Macintosh users

1

With a document open, choose File > Page Setup.

2 From the “Format for” pop‑up menu, choose your printer.

3 From the Paper Size pop‑up menu, choose Manage Custom Sizes.

4 Adjust the settings as needed to create a custom size, and then click OK.

5 Click OK.

6 From the menu bar, choose File > Print.

7 From the printer pop‑up menu, choose your printer.

8 Click Print.

Printing 46

Working with photos

Supported file types

Documents:

• .pdf (Adobe Portable Document Format)

Images:

• .jpg, .jpeg, .jpe (Joint Photographic Experts Group)

• .tiff, .tif (Tagged Image File Format)

Using a flash drive with the printer

Make sure the flash drive contains files that are supported by the printer. For more information, see “Supported file
types” on page 46.

1 Insert a flash drive into the USB port.

Notes:

• The flash drive uses the same port that is used for a PictBridge camera cable.

• An adapter may be necessary if your flash drive does not fit directly into the port.

Warning—Potential Damage: Do not touch any cables, any network adapter, any
connector, the memory device, or the printer in the areas shown while actively
printing, reading, or writing from the memory device. A loss of data can occur.

2 Follow the instructions or select from available options on the printer display.

Note: If the printer does not recognize the memory device, then remove and reinsert it.

Printing 47

Printing photos from a flash drive

1 Load photo paper.

2 Insert a flash drive or digital camera set to mass storage mode.

If image files and document files are stored in the memory device, then press the left or right arrow button to select
Photos, and then press

Note: Only files with supported file types will be shown.

3 Use the up or down arrow button to select a photo printing option, and then press .

• Select and Print allows you to choose a layout, the number of photos per page, paper settings, photo

size, photo quality, and to sharpen the quality of graphics.

• Print Photos allows you to print all photos, selected photos by photo range, and print photos using

predefined photo size templates.

4 To adjust the print settings, press the up or down arrow button to scroll to the option you want to set, and then

press the left or right arrow button to scroll to the setting you want. If necessary, press

5 Press .

Note: For best results, allow the prints to dry at least 24 hours before stacking, displaying, or storing.

.

to make a selection.

Printing photos from a PictBridge-enabled digital camera

PictBridge is a technology available in most digital cameras that lets you print directly from your digital camera without
using a computer.

1 Insert one end of the USB cable into the camera.

Note: Use only the USB cable that came with the camera.

2 Insert the other end of the cable into the PictBridge port on the front of the printer.

Notes:

• Make sure that the digital camera is set to the correct USB mode. If the camera USB selection is incorrect,

then the camera is detected as a flash drive, or an error message is displayed on the printer control panel.
For more information, see the documentation that came with the camera.

• The printer reads only one memory device at a time.

Printing 48

Warning—Potential Damage: Do not touch any open connector, the memory
device, or the printer in the areas shown while actively printing, reading, or
writing from the memory device. A loss of data can occur.

3 If the PictBridge connection is successful, then the following message appears on the display: Use PictBridge

Device to choose and print photos. Press OK to select printer default
settings.

4 If you want to change the default print settings:

a Press to access the PictBridge menu.
b Press the arrow buttons to select the paper source, paper setup, photo size, number of photos per page and

print quality. You can also enhance the quality of graphics. Press

each time you make a selection.

Note: The printer will use the default print settings unless you change the print settings from the camera.

5 See the documentation that came with the camera to begin printing.

Note: If you insert the USB cable of the PictBridge‑enabled camera while the printer is performing another job, then

wait for the job to finish before printing from the camera.

Printing on both sides of the paper (duplexing)

Printing on both sides of the paper (duplexing) automatically

Notes:

• The automatic duplex unit supports A4‑ and letter‑size paper. It also supports plain, premium plain, ColorLok

certified plain, heavy plain, and letterhead paper types.

• Do not remove the page until printing is finished.

Warning—Potential Damage: Do not touch the duplex latch or latches while actively printing.

For Windows users

1

With a document open, click File > Print.

2 Click Properties, Preferences, Options, or Setup.

3 Navigate to:

Layout tab > Print on Both Sides (Duplex) area > Print on both sides

• Click Long edge for print jobs with pages that are bound along the long edge of the page.

• Click Short edge for print jobs with pages that are bound along the short edge of the page.

4 Click the Paper/Finishing tab, and then select a supported paper type.

Printing 49

5 Click OK to close any printer software dialogs.

6 Click OK or Print.

To return to single-sided printing, repeat steps 1 and 2, and then navigate to:

Layout tab > Print on Both Sides (Duplex) area > Print on one side only

For Macintosh users

1

With a document open, choose File > Page Setup.

2 From the Page Setup dialog, set the printer, paper size, and orientation.

3 Click OK.

4 From the menu bar, choose File > Print.

5 From the Printer pop‑up menu, choose your printer.

6 From the print options pop‑up menu, choose Quality & Media.

7 From the Paper Type pop‑up menu, choose a supported paper type.

8 From the print options pop‑up menu, choose Layout.

9 From the Two‑Sided pop‑up menu, choose Long‑Edge binding or Short‑Edge binding.

• For Long‑Edge binding, pages are bound along the long edge of the page (left edge for portrait, top edge for

landscape).

Portrait Landscape

• For Short‑Edge binding, pages are bound along the short edge of the page (top edge for portrait, left edge for

landscape).

Portrait Landscape

10 Click Print.

Printing 50

Setting the duplex printing dry time

Using the control panel

1 From the printer control panel, navigate to:

> Setup > > Print Mode Setup > > Page Dry Time >

2 Press the up or down arrow button to scroll to the dry time setting you want, and then press .

Note: The dry time varies depending on the print quality selected for the print job. Select Extended to extend the

dry time for your prints.

Using the printer software

For Windows users

1 Click File > Print.

2 Click Properties, Preferences, Options, or Setup.

3 Navigate to:

Layout tab > Print on Both Sides (Duplex) area > select a dry time setting

Note: Under conditions of high humidity, or if the normal drying time does not allow the ink to dry completely,
select Extended.

4 Click OK.

For Macintosh users

1 From the Apple menu, navigate to:

System Preferences > Print & Fax > select your printer

2 Navigate to:

Open Print Queue > Printer Setup > Driver tab

or

Printer Setup > Installable Options

3 From the Two‑Sided Printing Dry Time pop‑up menu, choose a dry time setting.

Note: Under conditions of high humidity, or if the normal drying time does not allow the ink to dry completely,
choose Extended.

4 Click OK or Apply Changes.

Printing 51

Managing print jobs

Finding the print queue for your printer

A print queue represents the printer that is connected to your computer. The print queue name is usually the printer
model or the printer nickname assigned when installing or adding the printer.

Note: Several print queues may appear in the list depending on how the printer is connected (USB, Ethernet,
wireless). Make sure you know how your printer is connected to the computer to be able to select the correct print
queue.

For Windows users

1

Open the printers folder.

a Click , or click Start and then click Run.
b In the Start Search or Run box, type control printers.
c Press Enter, or click OK.

2 Find the print queue for your printer (Network or USB).

3 If the print queue is not in the list, then create a new print queue.

For Macintosh users

1

From the Apple menu, navigate to:

System Preferences > Print & Fax > the print queue for your printer

2 If the print queue is not in the list, then create a new print queue.

Creating a print queue

For Windows users

1 From the Printer Tasks area, click Add a Printer.

2 Follow the instructions on the computer screen.

For more information, see the documentation that came with your operating system.

For Macintosh users

1 From the Print & Fax area, click +.

2 If necessary, click the Default or Default Browser tab.

3 Select your printer from the list.

Note: Printers connected to the network or locally through a USB cable may have the same default printer

name. If necessary, use the Name field to rename the printer.

4 Click Add.

Printing 52

Setting your printer as the default printer

Your printer should be selected automatically from the Print dialog when you send a print job. If you have to manually
select your printer, then it is not the default printer.

To set the default printer:

For Windows users

1

Click , or click Start and then click Run.

2 In the Start Search or Run box, type control printers.

3 Press Enter, or click OK.

The printers folder opens.

4 Right‑click the printer, and then select Set as Default Printer.

For Macintosh users

1

From the Apple menu, navigate to:

System Preferences > Print & Fax

2 Select the printer from the Default Printer pop‑up menu, or select the printer and click Make Default.

Changing the default printing mode

To conserve ink, you can change the default printing mode for all print jobs to Draft or Quick Print. It uses less ink and
is recommended for printing text-only documents. If you need to change to a different print mode to print photos or
other high-quality documents, then you can select a different mode from the Print dialog before sending the print job.

For Windows users

1

With a document open, click File > Print.

2 Click Properties, Preferences, Options, or Setup.

3 Navigate to:

Quality tab > select a print quality > OK

For Macintosh users

1

With a document open, choose File > Print.

2 From the printer pop‑up menu, choose your printer.

3 From the print options pop-up menu, choose Quality & Media.

4 From the Print Quality pop‑up menu, choose a print quality.

5 Click OK.

Printing 53

Pausing print jobs

For Windows users

1

Click , or click Start and then click Run.

2 In the Start Search or Run box, type control printers.

3 Press Enter, or click OK.

The printers folder opens.

4 Right‑click the printer, and then select Open or See what's printing.

5 Pause the print job:

• If you want to pause a particular print job, then right‑click the document name, and then select Pause.

• If you want to pause all print jobs in the queue, then click Printer, and then select Pause Printing.

For Macintosh users

1

Click the printer icon on the Dock.
The print queue dialog appears.

2 Pause the print job:

• If you want to pause a particular print job, then choose the document name, and then click Hold.

• If you want to pause all print jobs in the queue, then click Pause Printer or Stop Jobs.

Resuming print jobs

For Windows users

1

Click , or click Start and then click Run.

2 In the Start Search or Run box, type control printers.

3 Press Enter, or click OK.

The printers folder opens.

4 Right‑click the printer, and then select Open or See what's printing.

5 Resume the print job:

• If you want to resume a particular print job, then right‑click the document name, and then select Resume or

Restart.

• If you want to resume all print jobs in the queue, then click Printer, and then clear the selection for Pause

Printing.

For Macintosh users

1

From the Apple menu, navigate to:

System Preferences > Print & Fax > select your printer

2 Click Open Print Queue or Set Up Printers.

The print queue dialog appears.

Printing 54

3 Resume the print job:

• If you want to resume a particular print job, then choose the document name, and then click Resume.

• If you want to resume all print jobs in the queue, then click Resume Printer or Start Jobs.

Canceling print jobs

To cancel a print job from the printer control panel, press , and then press . Printing stops and the printer returns
to the home screen.

To cancel a print job from the computer, do the following:

For Windows users

1

Click , or click Start and then click Run.

2 In the Start Search or Run box, type control printers.

3 Press Enter, or click OK.

The printers folder opens.

4 Right‑click the printer, and then select Open or See what's printing.

5 Cancel the print job:

• If you want to cancel a particular print job, then right‑click the document name, and then select Cancel.

• If you want to cancel all print jobs in the queue, then click Printer > Cancel All Documents.

For Macintosh users

1

Click the printer icon on the Dock.
The print queue dialog appears.

2 Choose the job you want to cancel, and then click Delete.

Copying 55

Copying

ADF Scanner glass

Use the scanner glass for single pages, small items (such
as postcards or photos), transparencies, photo paper, or
thin media (such as magazine clippings).

Use the ADF for multiple‑page documents.
Note: The ADF is available only in select printer models. If you

purchased a printer without an ADF, then load original
documents or photos on the scanner glass.

Tips for copying

• Make sure you load the original document faceup into the ADF or facedown at the placement corner of the scanner

glass.

• When using the ADF, adjust the paper guide on the ADF to the width of the original document.

• When using the scanner glass, close the scanner cover, if possible, to avoid dark edges on the scanned image.

• Do not load postcards, photos, small items, transparencies, photo paper, or thin media (such as magazine clippings)

into the ADF. Place these items on the scanner glass.

• Make sure the paper exit tray is fully extended.

• When the document to be copied is in place with the settings you want, press to start copying.

Making copies

1 Load paper.

2 Load an original document faceup into the ADF or facedown on the scanner glass.

3 From the printer control panel, navigate to:

> Copy > > Copies

4 Press the left or right arrow button to select the number of copies.

Copying 56

5 From the Copy menu screen, press the up or down arrow button to scroll to the option you want to set, and then

press the left or right arrow button to scroll to the setting you want. If necessary, press

6 Select the copy mode:

• Press to switch to color mode.

• Press to switch to black‑and‑white mode.

When you select color or black‑only printing, the light that corresponds to your choice comes on.

7 Press .

Note: The selected copy settings are reset to the factory default after two minutes of printer inactivity.

to make a selection.

Copying an ID card

1 Load plain A4‑ or letter‑size paper.

2 From the printer control panel, navigate to:

> Copy > > ID Card Copy

3 Press , and then load the front side of the ID card facedown at the placement corner of the scanner glass.

4 Press .

5 When prompted to copy the back side of the ID card, press the left or right arrow button to scroll to Yes, and then

press

6 Load the back side of the ID card facedown at the placement corner of the scanner glass, and then press .

.

Enlarging or reducing images

1 Load paper.

2 Load the original document facedown on the scanner glass.

3 From the printer control panel, navigate to:

> Copy > > Scale

4 Press the left or right arrow button to scroll to the Scale setting you want.

Notes:

• If you select Custom %, then press , and then press the left or right arrow button to select a custom

percent value. Press

• If you select Borderless, then the printer will reduce or enlarge the document or photo as necessary to print

a borderless copy on the paper size that you selected. For best results with this setting, use photo paper and
set the paper type to Photo.

• If you select Fit to Page, then the printer scales the document or photo proportionately to fit a single page.

to save the setting.

5 Press .

Copying 57

Adjusting copy quality

1 Load paper.

2 Load the original document faceup into the ADF or facedown on the scanner glass.

3 From the printer control panel, navigate to:

> Copy > > Quality

4 Press the left or right arrow button to set the copy quality.

5 Press .

Making a copy lighter or darker

1 Load paper.

2 Load the original document faceup into the ADF or facedown on the scanner glass.

3 From the printer control panel, navigate to:

> Copy > > Darkness

4 Press the left or right arrow button to adjust the darkness of your prints.

• Pressing the left arrow button makes the copy lighter.

• Pressing the right arrow button makes the copy darker.

5 Press .

Collating copies using the printer control panel

If you print multiple copies of a document, then you can choose to print each copy as a set (collated) or to print the
copies as groups of pages (not collated).

Collated Not collated

1 Load paper.

2 Load the original document faceup into the ADF or facedown on the scanner glass.

3 From the printer control panel, navigate to:

> Copy > > Copies

4 Press the left or right arrow button to select the number of copies.

5 Press the up or down arrow button until Collate appears.

6 Press the left or right arrow button to scroll to On, and then press .

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Placing separator sheets between copies

A separator sheet is a sheet of paper placed between pages, copies, or jobs based on the setting selected. This feature
is useful when printing transparencies.

1 Load paper.

2 Load the original document faceup into the ADF or facedown on the scanner glass.

3 From the printer control panel, navigate to:

> Copy > > Separator Sheets

Note: Collate must be set to On for the separator sheets to be placed between copies. If Collate is set to Off,

then the separator sheets are added at the end of the print job.

4 Press the left or right arrow button to select a separator sheet setting, and then press .

Copying multiple pages on one sheet

You can copy multiple pages on one sheet by printing smaller images of each page. For example, you can condense a
20‑page document into five pages if you use this setting to print four page images per sheet.

1 Load paper.

2 Load the original document faceup into the ADF or facedown on the scanner glass.

3 From the printer control panel, navigate to:

> Copy > > Pages per Side

4 Press the left or right arrow button to select the paper orientation and the number of pages that you want to copy

on a sheet of paper. You may print up to four page images on one sheet.

5 Press .

Placing an overlay message on each page

1 Load paper.

2 Load the original document faceup into the ADF or facedown on the scanner glass.

3 From the printer control panel, navigate to:

> Copy > > Overlay

4 Press the left or right arrow button to select an overlay setting.

Note: For select printer models with a keypad, use the keypad to enter a custom text overlay, and then press

. To change a character, press the left arrow button. To add a space, press the number 0.

5 Press .

Copying 59

Removing the background of a copy

The Background Removal feature adjusts the amount of background visible on a copy.

1 Load paper.

2 Load the original document faceup into the ADF or facedown on the scanner glass.

3 From the printer control panel, navigate to:

> Copy > > Background Removal

4 Press the left or right arrow button to select the amount of background removal.

5 Press .

Making a two-sided (duplex) copy

Making a two‑sided (duplex) copy automatically

The automatic duplex unit supports A4‑ and letter‑size paper. If you need to make two‑sided copies using other paper
sizes, then see the instructions for making a two‑sided copy manually.

Note: You cannot make two‑sided copies on envelopes, card stock, or photo paper.

1 Load paper.

2 Load the original document faceup into the ADF or facedown on the scanner glass.

3 From the printer control panel, navigate to:

> Copy > > 2‑Sided Copies

4 Press the left or right arrow button to select a two‑sided copying option:

• If you are copying a one‑sided document, then press the arrow buttons to scroll to 1‑sided to 2‑sided.

• If you are copying a two-sided document and using the scanner glass, then press the arrow buttons to scroll to

2‑sided to 2‑sided.

• If you want to specify the page orientation and layout of the original document and the copy, then press the

arrow buttons to scroll to Advanced. Press
reach the Copy menu screen.

Notes:

• For long-edged binding, pages are bound along the long edge of the page (left edge for portrait orientation

and top edge for landscape orientation).

• For short-edged binding, pages are bound along the short edge of the page (top edge for portrait orientation

and left edge for landscape orientation).

every time you make a selection, and then press until you

5 Press , and then follow the instructions on the display.

Making a two‑sided (duplex) copy manually

1 Load paper.

2 Load the original document faceup into the ADF or facedown on the scanner glass.

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3 From the printer control panel, navigate to:

> Copy > > Copies

4 Press the left or right arrow button to select the number of copies.

5 From the Copy menu screen, press the up or down arrow button to scroll to the option you want to set, and then

press the left or right arrow button to scroll to the setting you want. If necessary, press

to make a selection.

6 Select the copy mode:

• Press to switch to color mode.

• Press to switch to black‑and‑white mode.

When you select color or black‑only printing, the light that corresponds to your choice comes on.

7 Press to print on one side of the paper.

8 Load the next page of the document.

• If you are copying a one‑sided document, then load the next page faceup into the ADF or facedown on the

scanner glass.

• If you are copying a two‑sided document, then flip the original document, and then reload it faceup into the

ADF or facedown on the scanner glass.

9 Remove the paper from the paper exit tray, and then reload the paper with the top edge first to print the other

side of the document.
Make sure the printable side of the paper is faceup.

10 Press .

Canceling copy jobs

To cancel a copy job, press , and then press .

Scanning stops and the printer returns to the previous menu.

Scanning 61

Scanning

ADF Scanner glass

Use the scanner glass for single pages, small items (such
as postcards or photos), transparencies, photo paper, or
thin media (such as magazine clippings).

Use the ADF for multiple‑page documents.
Note: The ADF is available only in select printer models. If you

purchased a printer without an ADF, then load original
documents or photos on the scanner glass.

Tips for scanning

• Use the scanner glass when scanning two‑sided pages if your printer does not support duplex scanning or the ADF

does not support the original document size.

• When using the ADF, adjust the paper guide on the ADF to the width of the original document.

• When using the scanner glass, close the scanner cover, if possible, to avoid dark edges on the scanned image.

• Do not load postcards, photos, small items, transparencies, photo paper, or thin media (such as magazine clippings)

into the ADF. Place these items on the scanner glass.

• When the document to be scanned is in place with the settings you want, press to start scanning.

Scanning to a local computer

1 Load the original document faceup into the ADF or facedown on the scanner glass.

2 From the printer control panel, navigate to:

> Scan > > Computer > USB‑Connected Computer >

The USB‑connected computer will receive the scan by default.

Note: Make sure the scan software is installed on the destination computer.

Scanning 62

3 Press the up or down arrow button to scroll to the scan option you want to set, and then press the left or right

arrow button to scroll to the setting you want.
Set the color, quality, original image size, and other scan options. If necessary, press

selection.

each time you make a

4 Press .

Scanning to a network computer

1 Load the original document faceup into the ADF or facedown on the scanner glass.

2 From the printer control panel, navigate to:

> Scan > > Computer

3 Press the left or right arrow button to manually select the name of the destination computer, and then press .

Notes:

• You may be prompted to enter a PIN if the computer requires it.

• To assign a computer name and a PIN to the computer, see the Help for the printer software associated with

your operating system.

4 Press the up or down arrow button to scroll to the scan option you want to set, and then press the left or right

arrow button to scroll to the setting you want.
Set the color, quality, original image size, and other scan options. If necessary, press

selection.

each time you make a

5 Press .

Note: For Macintosh users, you may need to enable scanning to your computer through Image Capture to scan

documents using a network printer and save the scan output.

Scanning to a flash drive or memory card

Notes:

• Some features are available only in select printer models.

• Make sure your flash drive or memory card is not write‑protected.

1 Load the original document faceup into the ADF or facedown on the scanner glass.

2 From the printer control panel navigate to:

> Scan > > Memory Device

3 Insert the flash drive or memory card, and then press .

Note: The printer reads only one memory device at a time.

Scanning 63

4 Press the up or down arrow button to scroll to the scan option you want to set, and then press the left or right

arrow button to scroll to the setting you want.
Set the color, quality, original image size, and other scan options. If necessary, press

selection.

each time you make a

5 Press .

Follow the instructions on the printer display.

Scanning photos for editing

For Windows users

1 Load photo or photos facedown on the scanner glass.

2 Click or Start.

3 Click All Programs or Programs, and then select the printer program folder from the list.

4 Navigate to:

Printer Home > select your printer > Scan

• If you want to scan a single photo, or multiple photos as a single image, then select Single photo.

• If you want to scan multiple photos at once and save them as separate images, then select Multiple photos.

Note: Allow at least 1/4 inch of space between photos if you want to scan multiple photos at once and save
them as separate images.

Scanning starts and the scan progress dialog appears.

5 Save the photo or photos, and open them in a photo editing application to edit.

For Macintosh users

1 Load photo or photos facedown on the scanner glass.

2 From the Applications folder in the Finder, launch the application you want to use.

Note: Use any application that supports your printer and lets you work with photos, such as Image Capture.

3 From the list of devices, select your printer.

Note: For information on finding the list of devices, check the documentation that came with the application or

search for Scanning an image in the Search field of the Help menu.

4 Adjust the scan settings as needed.

If applicable, click

on the preview dialog for more information.

5 Start the scan job.

6 Save the scanned image, and then edit it using a photo editing application.

Scanning 64

Scanning documents for editing

An Optical Character Recognition (OCR) application allows you to edit an original text document that has been scanned.
In order for this to work, you must have an OCR application stored on a local or network computer and you must be
able to select it from the list of applications when you set up the scan.

When selecting settings for the scan, select to scan to the local computer or network computer where the OCR is
installed.

For Windows users

1 Load the original document faceup into the ADF or facedown on the scanner glass.

2 Click or Start.

3 Click All Programs or Programs, and then select the printer program folder from the list.

4 Navigate to:

Printer Home > select your printer > Scan > Document

Scanning starts and the scan progress dialog appears.

5 When the scan is finished, save the document.

The file will be converted into a format that can be edited.

6 Open the document in the appropriate application to edit it.

For Macintosh users

1 Load the original document faceup into the ADF or facedown on the scanner glass.

2 From the Applications folder in the Finder, launch the application you want to use.

Notes:

• Use any application that supports your printer and lets you work with the OCR software, ABBYY FineReader.

• If the OCR software is missing, then insert the installation software CD. Reinstall the printer software using

the custom install option so you can manually select all of the packages listed.

3 From the list of devices, select your printer.

Note: For information on finding the list of devices, check the documentation that came with the application or

search for Scanning an image in the Search field of the Help menu.

4 Adjust the scan settings as needed.

If applicable, click

5 Set the OCR software as the scan destination, and then start the scan job.

on the preview dialog for more information.

6 If necessary, select the format to which you want to convert the file.

7 Save the file.

Note: Depending on your settings, the file may open immediately in the appropriate application so you can start

editing.

Scanning 65

Scanning directly to e‑mail using the printer software

Make sure you have set up your e‑mail settings before proceeding. For more information, see the section on e‑mailing
in the User’s Guide.

For Windows users

1 Load an original document faceup into the ADF or facedown on the scanner glass.

2 Click or Start.

3 Click All Programs or Programs, and then select the printer program folder from the list.

4 Navigate to:

Printer Home > select your printer > Scan

5 Select Email photo, Email document, or Email PDF.

Note: You can select Email document only if an OCR application is stored on your computer.

Scanning starts and the scan progress dialog appears. When the scan is finished, a new e‑mail message is created
with the scanned document automatically attached.

6 Compose your e‑mail message.

Note: If your e-mail program does not open automatically, then you can scan the document to the computer and

then send it through e-mail as an attachment.

For Macintosh users

1 Load an original document faceup into the ADF or facedown on the scanner glass.

2 From the Applications folder in the Finder, launch the application you want to use.

Note: Use any application that supports both your printer and an e‑mailing option, such as Image Capture.

3 From the list of devices, select your printer.

Note: For information on finding the list of devices, check the documentation that came with the application, or

search for Scanning an image in the Search field of the Help menu.

4 Adjust the scan settings as needed.

If applicable, click

5 Set the e‑mail application as the scan destination, and then start the scan job.

6 Compose your e‑mail message.

on the preview dialog for more information.

Scanning to a PDF

For Windows users

1 Load an original document faceup into the ADF or facedown on the scanner glass.

2 Click or Start.

Scanning 66

3 Click All Programs or Programs, and then select the printer program folder from the list.

4 Navigate to:

Printer Home > select your printer > Scan > PDF

Scanning starts and the scan progress dialog appears.

5 Save the document as a PDF.

For Macintosh users

1 Load an original document faceup into the ADF or facedown on the scanner glass.

2 From the Applications folder in the Finder, launch the application you want to use.

Note: Use any application that supports your printer.

3 From the list of devices, select your printer.

Note: For information on finding the list of devices, check the documentation that came with the application or

search for Scanning an image in the Search field of the Help menu.

4 Adjust the scan settings as needed.

If applicable, click

5 Set the application that supports the PDF format as the scan destination, and then start the scan job.

6 Save the document as a PDF.

on the preview dialog for more information.

Scanning FAQ

How can I improve the quality of a scan?

• Make sure your original documents are in good condition.

• Make sure the application that receives the scanned document is appropriate. For example, if you are scanning a

photo to edit it, then make sure you choose a photo editing application to receive the scan. If you are scanning a
document to edit the text, then make sure you choose an OCR application.

• Use a high resolution.

How do I scan in black and white?

Color is the default for all scans. To scan in black and white, press on the printer control panel.

Why am I being asked for a PIN?

PINs are a security measure used to restrict the scanned information from going into certain locations, or to keep what
is being scanned from being seen or used by others. You may be prompted to enter a PIN if the network computer you
are scanning to requires one.

To learn how PINs get assigned to network computers, see the Help for the printer software associated with your
operating system.

Scanning 67

Canceling scan jobs

Do one or more of the following:

• From the printer control panel, press , and then press .

Scanning stops and the printer returns to the previous menu.

• If you are sending the scan job using the printer software, then cancel the scan job from the software dialog.

E-mailing 68

E-mailing

Setting up the printer to e-mail

Setting up the e-mail function

For Windows users

1

Click or Start.

2 Click All Programs or Programs, and then select the printer program folder from the list.

3 Navigate to:

Printer Home > select your printer > Settings > Set up the printer to e‑mail

The E‑mail Setup Wizard opens.

4 Follow the instructions on the computer screen.

For Macintosh users

1

From the Finder, navigate to:

Applications > select your printer folder > Printer Settings > Email

2 Follow the instructions on the computer screen, and then click Save Settings.

Configuring e‑mail settings

1 Type the printer IP address into the address field of your Web browser.

If you do not know the IP address of the printer, you can:

• View the IP address on the printer control panel in the TCP/IP section under the Networks/Ports menu.

• Print a network setup page or the menu settings pages and locate the IP address in the TCP/IP section.

2 Click Settings > E-mail/FTP Settings > E-mail Settings.

3 Fill in the fields with the appropriate information.

4 Click Submit.

Creating an e‑mail contact list using the computer

For Windows users

1

Click or Start.

2 Click All Programs or Programs, and then select the printer program folder from the list.

E-mailing 69

3 Navigate to:

Printer Home > select your printer > Fax > Edit contact list > Select from Phone Book

4 From the Phone Book field, choose a phone book.

You can choose any mail client phone book where you store e‑mail addresses.

5 Select the contact that you want to add, and then click Add to or change list to import the contact.

6 Click OK.

For Macintosh users

1

From the Finder, navigate to:

Applications > select your printer folder

2 Double‑click Printer Settings.

3 Navigate to:

Contacts tab > Individuals tab

4 Click to open the Address Book.

Note: To add contacts, you need to import contacts from the Address Book on your Macintosh computer. If the

contact is not in the Mac Address Book, then first add the contact to the address book and then import it.

5 From the Address Book, click and drag the contacts that you want to add to the Contacts list.

For more information, click Help or to view the help information for the fax software.

Sending e-mail

ADF Scanner glass

Use the ADF for multiple‑page documents.

Use the scanner glass for single pages, small items (such
as postcards or photos), transparencies, photo paper, or
thin media (such as magazine clippings).

E-mailing 70

ADF Scanner glass

Note: The ADF is available only in select printer models. If you

purchased a printer without an ADF, then load original
documents or photos on the scanner glass.

Tips for e‑mailing

• Make sure to enter your e‑mail account information and set up the SMTP server before sending an e‑mail.

• Make sure the printer is connected to an Ethernet or wireless network before sending an e‑mail.

If necessary, make sure the network is connected to the Internet for the printer to communicate with the SMTP
server. If the printer cannot connect to the Internet, then contact your system support person.

The printer supports only one active network connection (Ethernet or wireless) at a time.

• Add contacts to your address book. When sending an e‑mail, you can just select contacts from your address book

instead of typing their e‑mail addresses repeatedly.

• Use the scanner glass when scanning two‑sided pages if your printer does not support duplex scanning or the ADF

does not support the original document size.

• When using the ADF, adjust the paper guide on the ADF to the width of the original document.

• To easily retrieve a document after copying or scanning through the ADF, lift the ADF input tray.

• When using the scanner glass, close the scanner cover, if possible, to avoid dark edges on the scanned image.

• Do not load postcards, photos, small items, transparencies, photo paper, or thin media (such as magazine clippings)

into the ADF. Place these items on the scanner glass.

• When the document to be e-mailed is in place with the settings you want, press to start scanning.

Canceling an e‑mail

Do one or more of the following:

• From the printer control panel, press , and then press .

• If you are sending the e‑mail using the printer software, then cancel the e-mail from the software dialog.

Faxing 71

Faxing

CAUTION—POTENTIAL INJURY: To reduce risk of fire, use only the telecommunications (RJ-11) cord provided

with this product or a UL Listed 26 AWG or larger replacement when connecting this product to the public
switched telephone network.

CAUTION—SHOCK HAZARD: Do not use the fax feature during a lightning storm. Do not set up this product or
make any electrical or cabling connections, such as the power supply cord or telephone, during a lightning
storm.

Setting up the printer to fax

Scenario 1: Standard telephone line

Setup 1: Printer is connected to a dedicated fax line

To connect:

Connect the cable from the wall jack to the

Tips for this setup:

• You can set the printer to receive faxes automatically (Auto Answer On) or manually (Auto Answer Off).

• If you want to receive faxes automatically (Auto Answer On), then set the printer to pick up on any number of rings

that you want.

port of the printer.

Faxing 72

Setup 2: Printer is sharing the line with an answering machine

Connected to the same telephone wall jack

To connect:

1 Connect the cable from the wall jack to the port of the printer.

2 Remove the protective plug from the port of the printer, and then connect the answering machine to the port.

Connected to different wall jacks

To connect:

Connect the cable from the wall jack to the

port of the printer.

Faxing 73

Tips for this setup:

• If you have only one telephone number on your line, then you need to set the printer to receive faxes automatically

(Auto Answer On).

• Set the printer to pick up calls two rings after the answering machine. For example, if the answering machine picks

up calls after four rings, then set the printer to pick up after six rings. This way, the answering machine picks up
calls first and your voice calls are received. If the call is a fax, then the printer detects the fax signal on the line and
takes over the call.

• If you subscribe to a distinctive ring service provided by your telephone company, then make sure that you set the

correct ring pattern for the printer. Otherwise, the printer will not receive faxes even if you have set it to receive
faxes automatically.

Setup 3: Printer is sharing the line with a telephone subscribed to voice mail service

To connect:

1 Connect the cable from the wall jack to the port of the printer.

2 Remove the protective plug from the port of the printer, and then connect the telephone to the port.

Faxing 74

Tips for this setup:

• This setup works best if you subscribe to a distinctive ring service. If you have distinctive ring service, then make

sure that you set the correct ring pattern for the printer. Otherwise, the printer will not receive faxes even if you
have set it to receive faxes automatically.

• If you have only one telephone number on your line, then you need to set the printer to receive faxes manually

(Auto Answer Off).
When you answer the telephone and you hear fax tones, press *9* or the manual answer code on the telephone

to receive the fax.

• You can also set the printer to receive faxes automatically (Auto Answer On), but you need to turn off the voice

mail service when you are expecting a fax. This setting works best if you are using voice mail more often than fax.

Scenario 2: Digital Subscriber Line (DSL)

A Digital Subscriber Line splits your regular telephone line into two channels: voice and Internet. Telephone and fax
signals travel through the voice channel, and Internet signals pass through the other channel. This way, you can use
the same line for analog voice calls (including faxes) and digital Internet access.

To minimize interference between the two channels and ensure a quality connection, you need to install a DSL filter
for the analog devices (fax machine, telephone, answering machine) in your network. Interference causes noise and
static on the telephone, failed and poor quality faxes for the printer, and slow Internet connection on your computer.

To install a filter for the printer:

1 Connect the line port of the DSL filter to the wall jack.

2 Connect a telephone cable from the port on the back of the printer to the phone port on the DSL filter.

Faxing 75

3 To continue using a computer for Internet access, connect the computer to the DSL HPN port on the DSL filter.

4 To connect a telephone to the printer, remove the protective plug from the port of the printer and then connect

the telephone to the port.

Scenario 3: VoIP telephone service

To connect:

1

Connect one end of a telephone cable to the port of the printer.

2 Connect the other end of the cable to the port labeled Phone Line 1 or Phone Port on the VoIP adapter.

The port labeled Phone Line 2 or Fax Port is not always active. You may need to pay extra to your VoIP provider if
you want to activate the second phone port.

3 Remove the protective plug from the port of the printer, and then connect the telephone to the port.

Tips for this setup:

•

To make sure that the phone port on the VoIP adapter is active, plug an analog telephone into the phone port, and
then listen for a dial tone. If you hear a dial tone, then the port is active.

• If you need two phone ports for your devices but do not want to pay extra, then do not plug the printer into the

second phone port. You can use a phone splitter. Plug the phone splitter into the Phone Line 1 or Phone Port, and
then plug the printer and telephone into the splitter.

Make sure you use a phone splitter, not a line splitter. To make sure that you are using the correct splitter, plug an
analog telephone into the splitter and then listen for a dial tone.

Faxing 76

Scenario 4: Digital telephone service through a cable provider

Setup 1: Printer is connected directly to a cable modem

Follow this setup if you normally connect your telephone to a cable modem.

To connect:

1 Connect one end of a telephone cable to the port of the printer.

2 Connect the other end of the cable to the port labeled Phone Line 1 or Phone Port on the cable modem.

The port labeled Phone Line 2 or Fax Port is not always active. You may need to pay extra to your cable provider if
you want to activate the second phone port.

3 Remove the protective plug from the port of the printer, and then connect the telephone to the port.

Tips for this setup:

• To make sure that the phone port on the cable modem is active, plug an analog telephone into the phone port, and

then listen for a dial tone. If you hear a dial tone, then the port is active.

• If you need two phone ports for your devices but do not want to pay extra, then do not plug the printer into the

second phone port. You can use a phone splitter. Plug the phone splitter into the Phone Line 1 or Phone Port , and
then plug the printer and telephone into the splitter.

Make sure you use a phone splitter, not a line splitter. To make sure that you are using the correct splitter, plug an
analog telephone into the splitter and then listen for a dial tone.

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Setup 2: Printer is connected to a wall jack; cable modem is installed elsewhere in the house

Follow this setup if your cable provider activated the wall jacks in your house so that you do not have to plug your
devices into the cable modem. Your cable telephone service comes from the wall jacks.

To connect:

1 Connect the cable from the wall jack to the port of the printer.

2 Remove the protective plug from the port of the printer, and then connect the telephone to the port.

Scenario 5: Country‑ or region‑specific setup

Different countries or regions have different types of telephone wall jacks. The standard wall jack adopted by most
countries or regions is the Registered Jack-11 (RJ-11). You need to have an RJ‑11 plug, or a telephone cable that has an
RJ‑11 connector, so you can connect a device to an RJ‑11 wall jack.

The fax ports on the back of the printer and the telephone cable that comes with the printer have RJ‑11 connectors. If
you have a different type of connector in your country or region, then you may need to use an RJ‑11 adapter.

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Connecting the printer to a non‑RJ‑11 wall jack

To connect:

1 Connect one end of a telephone cable to the port of the printer.

2 Connect the other end of the cable to the RJ‑11 adapter, and then connect the adapter to the wall jack.

3 If you want to connect another device (telephone or answering machine) to the same wall jack, and if the device

has a non‑RJ 11 connector, then connect it directly to the wall jack.

Notes:

• Do not remove the wrap plug from the port of the printer.

• The printer may not come with an RJ-11 adapter in your country or region.

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If the additional device (telephone or answering machine) has an RJ-11 connector, then you can remove the wrap plug
and connect the device to the

port of the printer.

Connecting the printer in countries or regions that use serial connection

In some countries or regions, you need to plug all devices into the wall jack. You cannot plug a telephone or answering
machine into the

Austria Germany Portugal

Belgium Ireland Spain

Denmark Italy Sweden

France Netherlands Switzerland

Finland Norway United Kingdom

Warning—Potential Damage: If your country or region is on the list, then do not remove the wrap plug from the
port of the printer. It is necessary for the proper functioning of the devices on the telephone line.

port of the printer. This is called serial connection.

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To connect:

Connect the cable from the wall jack to the

port of the printer.

Connecting the printer to a wall jack in Germany

The German wall jack has two kinds of ports. The N ports are for fax machines, modems, and answering machines. The
F port is for telephones.

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Connect the printer to any of the N ports.

To connect:

1 Connect one end of a telephone cable to the port of the printer.

2 Connect the other end of the cable to the RJ‑11 adapter, and then connect the adapter to an N port.

3 If you want to connect a telephone and answering machine to the same wall jack, then connect the devices as

shown.

Entering your user information

Your user information includes your name or your company name, your fax number (which is your telephone number,
unless you have a dedicated fax telephone line), and the time and date on your fax machine when a transmission is
made. This information appears in the header and footer of the faxes that you send.

In some countries, you cannot send a fax without this information. Some fax machines block faxes without sender
information, so make sure that you enter this information in your printer.

Setting the fax header

1

From the printer control panel, navigate to:

> Setup > > Fax Setup > > Dialing and Sending > > Fax Name >

2 Enter your name or your company name, and then press .

• To change a character, press the left arrow button.

• To add a space, press the number 0.

3 Press the arrow buttons to scroll to Fax Number, and then press .

4 Enter your fax number or your telephone number, and then press .

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Setting the fax footer

From the printer control panel, navigate to:

> Setup > > Fax Setup > > Ringing and Answering > > Fax Footer > > On >

Setting the date and time

1

From the printer control panel, navigate to:

> Setup > > Device Setup > > Date/Time >

2 Enter the date, and then press .

3 Enter the time, and then press .

Configuring the fax settings

You can configure the fax settings through the printer control panel or the fax software. If you configure the fax settings
in the printer control panel, then the fax software imports those settings. The changes appear the next time you launch
the fax software. The printer also saves the settings that you choose in the fax software, unless you set the printer to
block changes made from the computer.

Configuring fax settings using the printer control panel

1 From the printer control panel, navigate to:

> Setup > > Fax Setup >

2 Configure the fax settings using the selections in the menu:

From here You can

Address Book Set up, view, or print the Address Book.

Fax Reports

Ringing and Answering

• Print activity logs. Activity logs let you view the sent and received

fax history of your printer.

• Print confirmation pages or transmission reports. These reports

let you know if the faxes that you send are sent successfully.

• Set the printer to receive faxes automatically or manually. Turn

Auto Answer to On or Off.

• Adjust the ringing volume.

• Set the number of rings. This is important if you choose to receive

faxes automatically (Auto Answer On).

• Set the distinctive ring. If you subscribe to the distinctive ring

feature on your telephone line, then set the correct pattern for
the printer in this menu.

• Enable fax forwarding.

• Set a manual answer code. This is the code you press to receive

faxes manually.

• Set the Caller ID pattern that you want. Some countries or

regions have multiple patterns.

• Set the printer to fit incoming faxes into a page when printing.

• Set the fax footer.

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From here You can

2‑Sided Faxes

Dialing and Sending

• Set the printer to print incoming faxes on both sides of the paper.

• Set your fax name and fax number.

• Adjust the dialing volume.

• Set the dial method, redial time, number of redial attempts,

dialing prefix, and fax sending speed.

• Convert sent faxes into modes that receiving fax machines

recognize. Otherwise, such faxes are aborted.

• Enable error correction during transmission.

Fax Blocking Block unwanted incoming faxes.

Configuring fax settings using the fax software

Before you begin, make sure that:

• The printer is properly connected to the telephone line.

• The printer is turned on and connected to the computer.

• The printer is not in Sleep mode. If the printer is in Sleep mode, then press to wake up the printer.

Using the Fax Setup Wizard in Windows

1

Click or Start.

2 Click All Programs or Programs, and then select the printer program folder from the list.

3 Click Printer Home > Fax > Set up the printer to fax.

The Fax Setup Wizard opens.

4 Run the Fax Setup Wizard. Make s ure you select the correct telephone service and connection. Th e wizard configures

optimal fax settings based on your connection.

Note: If you want to configure the advanced fax settings, then from the Printer Home, click Fax > Configure the
advanced fax settings. This launches the Printer Setup Utility.

Using the Printer Settings in Macintosh

1

From the Applications folder in the Finder, or from the Finder desktop, double-click the printer folder.

2 Double-click Printer Settings.

3 Configure the fax settings using the printer software.

To view the help information for the fax software, click Help or

.

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Creating a contact list

You can create a contact list using the Address Book in the printer control panel or the phone book in the fax software.
If you create a contact list in the printer control panel, then the fax software automatically saves those contacts as
Phonebook entries. Likewise, when you add contacts to the fax software, the printer automatically saves them to the
printer Address Book.

You can save up to 89 contacts and 10 fax groups in the contact list.

Creating a contact list using the printer control panel

1 From the printer control panel, navigate to:

> Setup > > Fax Setup > > Address Book >

2 To add a fax number to your Address Book:

a Press the arrow buttons to scroll to Add Entry, and then press .
b Use the keypad to enter the contact name in the Name field.

• To change a character, press the left arrow button.

• To add a space, press the number 0.

c Press the up or down arrow button to move the cursor to the Number field.
d Use the keypad to enter the fax number in the Number field, and then press to save the entry.
e If you want to add another entry, then repeat steps a through d.

3 To add a fax group:

a Press the arrow buttons to scroll to Add Group, and then press .
b Use the keypad to enter a group name, and then press .

• To change a character, press the left arrow button.

• To add a space, press the number 0.

c Press the arrow buttons to select whether you want to add a contact manually or import a contact. Press

when you make a selection.

• If you want to add a contact manually, then use the keypad to enter the fax number, and then press .

• If you want to import a contact, then press the arrow buttons to select a contact from the Address Book.

Press

d When you are finished adding contacts to the group, select Done.

when you make a selection.

Creating a contact list using the fax software

For Windows users

1

Click or Start.

2 Click All Programs or Programs, and then select the printer program folder from the list.

3 Click Printer Home > Fax > Edit contact list.

The Contacts tab of the Fax Setup Utility opens.

4 Click Select from phonebook.

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5 From the Phonebook field, choose a phone book.

6 Select the contact that you want to add, and then click Add to or change list to import the contact.

Note: To add contacts, you need to import contacts from the phone books on your computer that are supported

by the fax software. In addition to the software Address Book, you may also have phone books of the mail
clients installed on your computer, such as Microsoft Outlook.

7 Click OK.

For Macintosh users

1

From the Applications folder in the Finder, or from the Finder desktop, double-click the printer folder.

2 Double-click Printer Settings.

3 Click the Contacts tab.

• To add contacts, click the Individuals tab.

• To add fax groups, click the Groups tab.

4 Click to open the Address Book.

Note: To add contacts, you need to import contacts from the Address Book on your Macintosh computer. If the

contact is not in the Mac Address Book, then first add the contact to the address book, and then import it.

5 From the Address Book, click and drag the contacts that you want to add to the Contacts list.

For more information on the fax software, click Help or

.

Sending faxes

ADF Scanner glass

Use the scanner glass for single pages, small items (such
as postcards or photos), transparencies, photo paper, or
thin media (such as magazine clippings).

Use the ADF for multiple‑page documents.
Note: The ADF is available only in select printer models. If you

purchased a printer without an ADF, then load original
documents or photos on the scanner glass.

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Tips for sending faxes

• Make sure the printer is on and connected to a working telephone, DSL, or VoIP line. The line is working if you hear

a dial tone.

• Make sure the paper exit tray is fully extended and the tray extension is flipped out.

• Depending on your printer model, use the ADF when scanning two‑sided (duplex) pages.

• To easily retrieve a document after copying or scanning, lift the ADF input tray.

• When using the ADF, adjust the paper guide on the ADF to the width of the original document.

• When using the scanner glass, close the scanner cover, if possible, to avoid dark edges on the scanned image.

• Do not load postcards, photos, small items, transparencies, photo paper, or thin media (such as magazine clippings)

into the ADF. Place these items on the scanner glass.

• When the document to be faxed is in place with the settings you want, press to send the fax.

Sending faxes using the printer control panel

1 From the printer control panel, navigate to:

> Fax

2 Enter a fax number, or press Address Book to select a number from the Speed Dial or Group Dial list.

3 If you want to send a fax to a single recipient, then press .

If you want to send a fax to a group of numbers (broadcast fax), then press the left or right arrow button to enter
another number, and then press

. Repeat this step to add more numbers.

4 Press the Color/Black button to select a color or black‑and‑white fax.

5 Press to start the fax job.

Warning—Potential Damage: Do not touch the cables or the

and ports while actively sending a fax.

Tip:

•

You can send a broadcast fax to up to 30 recipients.

Sending faxes using the computer

For Windows users

1

With a document open, click File > Print.

2 Make sure the appropriate printer is selected, and then click Properties, Preferences, Options, or Setup.

3 Click the Fax tab, and then make sure Enable Fax is selected.

4 Enter the recipient fax number or numbers in the “Fax number(s)” field.

You can enter fax numbers manually or by using the Phone Book feature.

5 If necessary, enter a prefix in the Dialing Prefix dialog.

6 Select the appropriate paper size and page orientation.

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7 Select Include Cover Page with Fax, and enter the appropriate information if you want to include a cover page with

the fax.

8 Click OK.

For Macintosh users

1

With a document open, choose File > Print.

2 From the Printer pop‑up menu, select the fax version of your printer.

Note: In order to see the fax options on the Print dialog, you must use the fax driver for your printer. If the fax

version of the printer is not on the list, then choose Add a printer, and then choose the fax version of the
printer.

3 Enter the name and number of the recipient.

4 Click Fax.

Receiving faxes

Tips for receiving faxes

When receiving faxes:

• Make sure that the printer is on and connected to a working telephone, DSL, or VoIP line. The line is working if you

hear a dial tone.

• If you set the printer to receive faxes manually (Auto Answer Off), then make sure that the ringer volume is not set

to Off.

• If you have set the printer to receive faxes automatically (Auto Answer On), then load paper in the printer.

Receiving faxes automatically

1 Make sure that Auto Answer is on:

From the printer control panel, navigate to:

> Setup > > Fax Setup > > Ringing and Answering > > Auto Answer > > On >

2 Set the number of rings before the printer picks up incoming faxes:

a Press the arrow buttons to scroll to Pick Up On, and then press .
b Press the arrow buttons to scroll to the number of rings that you want, and then press to save the setting.

When the number of rings you set is detected, the printer automatically receives the incoming fax.

Warning—Potential Damage: Do not touch the cables or the

and ports while actively receiving a fax.

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Tips:

•

If the printer is sharing the line with other analog devices (telephone, answering machine), then set the printer to
pick up calls two rings after the answering machine. For example, if the answering machine picks up calls after four
rings, then set the printer to pick up after six rings. This way, the answering machine picks up calls first and your
voice calls are received. If the call is a fax, then the printer detects the fax signal on the line and takes over the call.
If the printer is on a dedicated fax line, then you may set the printer to pick up on any number of rings.

• If you have multiple numbers on a single line, or if you subscribe to a distinctive ring service provided by your

telephone company, then make sure that you set the correct ring pattern for the printer. Otherwise, the printer
will not receive faxes even if you have set it to receive faxes automatically.

Receiving faxes manually

1 Turn off Auto Answer:

From the printer control panel, navigate to:

> Setup > > Fax Setup > > Ringing and Answering > > Auto Answer > > Off >

2 When the telephone rings and you hear fax tones when you pick up the handset, press on the printer or *9* on

the telephone attached to the printer.

Warning—Potential Damage: Do not touch the cables or the

and ports while actively receiving a fax.

Tips:

•

The default code for answering faxes manually is *9*, but for increased security, you can change it to a number
that only you know. You can enter up to 7 characters for your code. The valid characters are the digits 0–9 and the
characters # and *.

• Make sure that the telephone is plugged into the port on the back of the printer and that the printer is connected

to the wall jack through the

port.

Faxing FAQ

If I skipped the fax setup initially, do I need to run the installer again to set up the fax?

You do not need to run the installer again. You can set up and configure the fax through the fax software that was
installed with the printer software.

1 Connect the printer to the telephone line. For more information, see “Setting up the printer to fax” on page 71.

2 Configure the fax settings using the fax software. To access the fax software:

For Windows users

a

Click or Start.

b Click All Programs or Programs, and then select the printer program folder from the list.
c Click Printer Home > Fax >Set up the printer to fax.

The Printer Setup Wizard opens.

d Run the wizard. Make sure you select the correct telephone service and connection. The wizard configures

optimal fax settings based on your connection.

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For Macintosh users

a

From the Applications folder in the Finder, or from the Finder desktop, double-click the printer folder.

b Double-click Printer Settings, and then configure the fax settings.

What is a splitter and what type of splitter should I use?

If there are limited wall jacks in your home or limited ports on your adapter, then you can use a phone splitter. A splitter
splits the telephone signal and allows you to connect multiple devices to the wall jack. It has two or more ports where
you can plug the devices. Do not use a line splitter.

To make sure that you are using the correct splitter, plug an analog telephone into the splitter and then listen for a dial
tone.

What is my fax number?

In most cases, your telephone number is also your fax number. If you subscribe to the Distinctive Ring Pattern Detection
(DRPD) service offered by telephone companies, then your fax number is the number that you assigned to the printer.
Make sure that you enter the correct distinctive ring pattern for that number in the fax software or in the Fax Setup
menu of the printer control panel.

If you have more than one telephone line, then make sure that you enter the number for the line on which the printer
is connected.

What is my dialing prefix?

The dialing prefix is the number or series of numbers that you press before you can dial the actual fax number or
telephone number. If the printer is in an office setting or in a private branch exchange, then this can be a specific number
that you need to press so you can make a call outside the office. This can also be a country code or an area code that
you need to enter if you are sending faxes outside of town. This can be very useful if you frequently send faxes to the
same country or area. When you set the dialing prefix in the utility, the printer automatically inputs the prefix when
you dial the fax number or telephone number.

You can enter up to 8 characters as your dialing prefix. The valid characters are the numbers 0–9, the letters P and W
(uppercase and lowercase), and the characters pound (#) and star (*). If you are using the fax software to enter the dial
prefix, then you may also include the characters minus and comma.

Notes:

• Some of these characters may not be available, depending on the printer you purchased.

• Characters may vary depending on whether you are using the printer control panel or the computer keyboard.

When do I need to set Auto Answer to On?

Auto Answer is set to On by default, which lets the printer receive faxes automatically.

If the printer is connected to the same telephone line with an answering machine, then you must set Auto Answer to
On so that you can receive both your voice calls and your faxes. Make sure that the answering machine is set to pick
up on fewer rings than the rings set in the printer. This lets the other devices pick up the voice calls first. If an incoming
call is a fax, the printer can detect fax signals on the line and takes the call.

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How many rings should I set?

If the printer is sharing a line with an answering machine, then set the printer to pick up after a greater number of rings
than the answering machine. For example, if the answering machine picks up calls after four rings, then set the printer
to pick up after six rings. This way, the answering machine picks up calls first and your voice calls are received. If the
call is a fax, then the printer detects the fax signal on the line and takes over the call.

If the printer is on a dedicated fax line, then you may set the printer to pick up on any number of rings that you want.

How do I set the distinctive ring for the printer?

Setting the correct ring is important if you subscribe to the Distinctive Ring Pattern Detection (DRPD) feature offered
by telephone companies. This feature allows you to have multiple telephone numbers on one telephone line. Each
telephone number has a designated ring pattern (All Rings, Single Ring Only, Double Ring Only, Triple Ring Only, Single
or Double Rings Only, Single or Triple Rings Only, Double or Triple Rings Only). The different ring patterns let you know
what telephone number was dialed, and what device you should use to answer the call.

Assign one of your telephone numbers to the printer as the fax number, and then set the printer to answer the ring
pattern of that number. If the pattern is set incorrectly, then the printer rings, but it never receives the fax.

Distinctive Ring is also called Ident-a-Call, Smart Ring, Teen Ring, RingMaster, or IdentaRing.

1 From the printer control panel, navigate to:

> Setup > > Fax Setup > > Ringing and Answering > > Ring Pattern >

2 Press the arrow buttons to scroll to the ring pattern you want, and then press .

How can I check the dial tone?

A dial tone lets you know if the telephone line is working or if the printer is properly connected to the telephone line.
If you encounter problems sending and receiving faxes, then make sure you can hear a dial tone on the line and through
the printer.

Make sure the telephone line and the wall jack are working

1

Plug an analog telephone into the wall jack.

2 Listen for a dial tone through the telephone handset.

If you hear a dial tone, then the telephone line and the wall jack are working.
If you do not hear a dial tone, plug the analog telephone into a second wall jack, and then listen for a dial tone. If

you hear a dial tone, then the telephone line is working but the first wall jack is not working.

Make sure the printer is connected properly to the telephone line

1

While the printer is connected to a telephone line through the port on the back of the printer, plug an analog
telephone into the

port of the printer.

2 Listen for a dial tone.

If you hear a dial tone, then the telephone line is working and properly connected to the printer.

If you do not hear a dial tone through both the wall jack and the printer, then see the “Fax troubleshooting checklist”
on page 153.

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How do I adjust the speaker volume on the printer?

Listen to the dial tone to check if the telephone line is working and to check if the cables and devices are connected
properly in your telephone network. If you set the printer to receive faxes manually, then make sure that you set the
ringer volume loud enough for you to hear it.

Adjusting the dialing volume

1

From the printer control panel, navigate to:

> Setup > > Fax Setup > > Dialing and Sending > > Speaker Volume >

2 Press the up or down arrow buttons to select a dial volume setting, and then press .

Adjusting the ringer volume

1

From the printer control panel, navigate to:

> Setup > > Fax Setup > > Ringing and Answering > > Ringer Volume >

2 Press the up or down arrow buttons to select a ringer volume setting, and then press .

How can I make sure that fax calls go to the printer and voice calls go to the answering machine?

To make sure the printer picks up incoming faxes, set Auto Answer to On, and then set the printer to pick up after a
greater number of rings than the answering machine. For example, if the answering machine picks up calls after four
rings, then set the printer to pick up after six rings. This way, the answering machine picks up calls first and your voice
calls are received. If the call is a fax, then the printer detects the fax signal on the line and takes over the call.

What settings work best with voice mail service?

Voice mail and fax can share the same telephone line if you subscribe to a distinctive ring service offered by your
telephone company. This feature allows you to have m ultiple telephon e numbers on one telephone line. Each telephone
number has a designated ring pattern (All Rings, Single Ring Only, Double Ring Only, Triple Ring Only, Single or Double
Rings Only, Single or Triple Rings Only, Double or Triple Rings Only). The different ring patterns let you know which
telephone number was dialed, and which device you should use to answer the call.

If you do not have distinctive ring service, then set the printer to receive faxes manually (Auto Answer Off). This setting
lets you receive both voice calls and fax calls, but works best if you use voice mail more often. You need to turn off
voice mail whenever you are expecting a fax.

How do I change the resolution of the documents that I fax?

The resolution, or fax quality, of the documents that you send may affect fax transmission. The receiving fax machine
may not support high resolutions and may not be able to receive your fax. You can fix this by enabling Auto Fax
Conversion, but the automatic conversion may result in an unreadable fax, especially if the original document is already
blurred.

Choose a fax quality that best suits the capacity of the receiving fax machine and the quality of the original document.

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Quality Black resolution Color resolution

Standard 200 x 100 200 x 200

Fine 200 x 200 200 x 200

Superfine 300 x 300 200 x 200

Ultrafine 300 x 300 (half‑toned) 200 x 200

When sending a fax, after entering the fax number, press the arrow buttons to select a fax quality, and then press .

How do I send a fax at a scheduled time?

1 From the printer control panel, navigate to:

> Fax

2 Enter the fax number of the recipient, or press Address Book to select a number from the Speed Dial or Group Dial

list.

3 Press the arrow buttons to scroll to Schedule Fax.

4 Enter the time you want to send the fax, and then press .

5 Press to start scanning the document and to save the scheduled fax.

The printer sends the fax at the designated time. Do not turn off the printer or unplug it from the telephone line
before the scheduled time.

How do I send a fax using a phone calling card?

1 Press Dial tone.

You should hear the dial tone of the telephone line.

2 Enter the calling card information, and then when you are connected to the telephone carrier, follow the prompts.

3 When prompted, enter the fax number of the recipient, and then press .

How do I know that the fax was sent successfully?

You can set the printer to print a confirmation page, or transmission report, every time you send a fax. This report
includes the date and time that the fax was sent. If the fax job is unsuccessful, then the report also includes the cause
of the error.

1 From the printer control panel, navigate to:

> Setup > > Fax Setup > > Fax Reports > > Transmission Log Printing >

2 Press the arrow buttons to select a report printing option:

• If you want to print a report every time you send a fax, then select Print Log.

• If you do not want to print the report, then select Do not print log.

• If you want to save on ink and print a report only when a fax job is unsuccessful, then select Print only for error.

3 Press .

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How do I print the fax history of the printer?

You can print reports of sent or received faxes, or both.

1 From the printer control panel, navigate to:

> Setup > > Fax Setup > > Fax Reports >

2 Press the arrow buttons to select a report printing option:

• If you want to print the log of all sent or received fax activity, then select Print Job Log.

• If you want to print the log of all calls to and from your printer, then select Print Call Log.

How do I print a fax on both sides of the paper?

1 From the printer control panel, navigate to:

> Setup > > Fax Setup > > 2‑Sided Faxes >

2 Press the arrow buttons to select a setting:

• Never—Incoming faxes are never printed on both sides of the paper regardless of the 2‑sided button setting.

• Always—Incoming faxes are always printed on both sides of the paper regardless of the 2‑sided button setting.

3 Press .

How do I forward a fax?

1 From the printer control panel, navigate to:

> Setup > > Fax Setup > > Ringing and Answering > > Fax Forward >

2 Press the arrow buttons to scroll to Forward or Print & Forward, and then press .

3 Using the keypad, enter the number to which you want to forward the fax, and then press .

When you enable this option, all the faxes that you receive are automatically forwarded until you disable it.

To disable fax forwarding, return to the Fax Forward menu, and then select Off.

Can I block faxes?

You can block faxes from specific numbers. You can also block junk faxes and faxes from unidentified senders (senders
without a Caller ID). This feature is helpful if you want to receive faxes automatically but want to filter the faxes that
you receive.

1 Turn on fax blocking.

From the printer control panel, navigate to:

> Setup > > Fax Setup > > Fax Blocking > > Turn On/Off > > On >

2 Add a number to block.

a Press the arrow buttons to scroll to Add, and then press .
b Use the keypad to enter the name of the person you want to block.
c Press the down arrow button to move the cursor to the Number field.

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d Use the keypad to enter the fax number, and then press .
e Repeat steps 2b through 2d until you have added all the numbers that you want to block. You can block up to

50 numbers.

3 Block unidentified faxes (faxes without a Caller ID number).

a Press the arrow buttons to scroll to Block No ID, and then press .
b Press the arrow buttons to scroll to On, and then press to save the setting.

Can I retrieve failed faxes?

The printer saves an incoming fax to the printer memory before it prints the fax. If the printer runs out of ink or runs
out of paper, then you can print the fax later after the error is resolved.

However, you cannot retrieve a failed fax if the failure is due to power loss. In this case, the printer automatically prints
an error report the next time it is turned on. For incoming faxes, the error report lets you know who sent the fax and
how many pages were not printed. For outgoing faxes, it lets you know how many pages were not sent.

Networking 95

Networking

Installing the printer on a wireless network

Wireless network compatibility

Your printer may contain an IEEE 802.11b, IEEE 802.11g, or IEEE 802.11n wireless print server. Your printer is compatible
with IEEE 802.11 b/g/n routers that are Wi-Fi certified.

Note: If your printer has an IEEE 802.11g wireless print server and you are having issues with an n router, then verify
with your router manufacturer that the current mode setting is compatible with g devices, as this setting varies
depending on the router brand or model.

Supported network security options

The printer supports three wireless security options: WPA2/WPA, WEP, and no security.

WPA2/WPA

WPA (Wi-Fi Protected Access) and WPA2 (Wi-Fi Protected Access 2) offer stronger wireless network security than WEP.
WPA2 and WPA are similar types of security. WPA2 uses a more complex encryption method and is more secure than
WPA. Both WPA2 and WPA use a series of characters, called the WPA pre‑shared key or passphrase, to protect wireless
networks from unauthorized access.

WPA2/WPA passphrases must be:

• Exactly 64 hexadecimal characters. Hexadecimal characters are A–F, a–f, and 0–9.

or

• From 8 to 63 ASCII characters. ASCII characters are letters, numbers, punctuation, and symbols found on a keyboard.

ASCII characters in a WPA passphrase are case-sensitive.

Every device on the wireless network must use the same WPA passphrase. WPA security is an option only on
infrastructure networks with access p oints (wireless routers) and network cards that support WPA. Most newer wireless
network equipment also offer WPA2 security as an option.

Note: If your network uses WPA2 or WPA security, then select WPA Personal when you are prompted to select the
type of security your network uses.

WEP

WEP (Wired Equivalent Privacy) is the most basic and the weakest type of wireless security. WEP security relies on a
series of characters called the WEP key.

Every device on the wireless network must use the same WEP key. WEP security can be used on both ad hoc and
infrastructure networks.

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A valid WEP key has:

• Exactly 10 or 26 hexadecimal characters. Hexadecimal characters are A–F, a–f, and 0–9.

or

• Exactly 5 or 13 ASCII characters. ASCII characters are letters, numbers, punctuation, and symbols found on a

keyboard.

No Security

It is not recommended to use no security at all on a home wireless network. Using no security means that anyone within
range of your wireless network can use your network resources—including Internet access— if your wireless network
is connected to the Internet. The range of your wireless network may extend far beyond the walls of your home, allowing
access to your network from the street or from your neighbors’ homes.

Printing a network setup page

A network setup page lists the configuration settings of the printer, including the IP address and MAC address of the
printer.

1 Load plain paper.

2 From the printer control panel, navigate to:

> Setup > > Network Setup > > Print Network Setup Page >

Information you will need during wireless setup

To set up the printer for wireless printing, you need to know the following:

• The name of your wireless network, which is also known as the SSID (Service Set Identifier)

• If encryption was used to secure your network

• The security key (either a WEP key or WPA/WPA2 preshared key/passphrase)

To find the WPA/WPA2 preshared key/passphrase for the wireless network, see the documentation that came with
the access point (wireless router), see the Web page associated with the access point, or consult your system support
person.

If your access point is using WEP security, then the WEP key should be:

• Exactly 10 or 26 hexadecimal characters

or

• Exactly 5 or 13 ASCII characters

If your access point is using WPA or WPA2 security, then the WPA/WPA2 preshared key/passphrase should be:

• Exactly 64 hexadecimal characters

or

• From 8 to 63 ASCII characters

Notes:

• Hexadecimal characters are A–F, a–f, and 0–9.

• ASCII characters are letters, numbers, and symbols found on a keyboard. ASCII characters in a WPA/WPA2

preshared key/passphrase are case‑sensitive.

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If your wireless network is not using security, then you will not have a security key.

Note: If you do not know the SSID of the network that your computer is connected to, then launch the wireless
utility of the computer network adapter and look for the network name. If you cannot find the SSID or the security
information for your network, then see the documentation that came with the access point, or contact your system
support person.

Information you will need during advanced wireless setup

The Wireless Setup Utility does not detect the wireless network SSID for you during advanced wireless setup. You must
know the following information before configuring the wireless printer settings manually:

Wireless Mode

Check your wireless network type:

Infrastructure—All devices on a wireless network communicate with each other through an access point (wireless
router).

Ad Hoc—Network devices communicate directly with each other without the use of centralized security or access
point. Ad hoc mode may be available only in select printer models or operating systems.

Note: Infrastructure is the recommended network configuration because of its faster transfer speeds, better security
options, and ease of configuration.

Network Name (SSID)

This is the identifying name that distinguishes a network from other networks in the area.

Channel

Auto is selected by default and cannot be changed if the network is configured in infrastructure mode.

Notes:

• If the network is set up in ad hoc mode, then select the channel that other devices in the network are using.

All devices in an ad hoc network must use the same channel to communicate with each other.

• The printer can communicate on only one wireless network at a time. Configuring the printer for an ad hoc

wireless network will keep it from working on any other wireless network, either ad hoc or infrastructure.

Authentication

Determine if you have an infrastructure or ad hoc setup, and then check the corresponding authentication type.

Note: Some authentication types may be available only in select printer models or operating systems.

Wireless mode Authentication type

Infrastructure

• Open Mode

• Shared Mode

• WPA Personal

• WPA2‑Personal

• WPA2‑Enterprise

• 802.1X ‑ RADIUS

Ad hoc Open Mode

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Encryption

Check the encryption method used on your network.

Note: Some authentication types may be available only in select printer models or operating systems.

Authentication type Encryption method

Open Mode

• None

• WEP

Shared Mode WEP

WPA Personal TKIP

WPA2‑Personal

• TKIP

• AES

WPA2‑Enterprise

• TKIP

• AES

802.1X ‑ RADIUS

• None

• WEP‑DynamicKeys

• WEP‑StaticKeys

• WPA‑TKIP

• WPA‑AES

Installing the printer on a wireless network

Before you install the printer on a wireless network, make sure that:

• Your wireless network is set up and working properly.

• The computer you are using is connected to the same wireless network where you want to set up the printer.

For Windows users

1

Close all open software programs.

2 Insert the installation software CD.

If the installation dialog does not appear after a minute, then launch the CD manually:

a Click , or click Start and then click Run.
b In the Start Search or Run box, type D:\setup.exe, where D is the letter of your CD or DVD drive.
c Press Enter, or click OK.

3 Follow the instructions on the computer screen.

Note: Select Wireless connection when prompted to select a connection type.

For Macintosh users

1

Close all open applications.

2 Insert the installation software CD.

If the installation dialog does not appear after a minute, then click the CD icon on the desktop.

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3 Double-click the software installer package, and then follow the instructions on the computer screen.

Note: Select Wireless connection when prompted to select a connection type.

Installing the printer on other computers

Once the printer is set up on the wireless network, it can be accessed wirelessly by any other computer on the network.
However, you will need to install the printer driver on every computer that will access it. You do not need to configure
the printer again, although you will need to run the setup software on each computer to install the driver.

For Windows users

1

Close all open software programs.

2 Insert the installation software CD.

If the installation dialog does not appear after a minute, then launch the CD manually:

a Click , or click Start and then click Run.
b In the Start Search or Run box, type D:\setup.exe, where D is the letter of your CD or DVD drive.
c Press Enter, or click OK.

3 Follow the instructions on the computer screen for installing a configured printer on a new computer.

For Macintosh users

1

Close all open applications.

2 Insert the installation software CD.

If the installation dialog does not appear after a minute, then click the CD icon on the desktop.

3 Double-click the software installer package.

4 Select My printer is already set up. I am installing it on a new computer.

5 Click Continue, and then follow the instructions on the computer screen for installing a configured printer on a new

computer.

Determining the printer status using the network indicator light

The Wi‑Fi or Ethernet indicator light shows the network status of the printer.

Notes:

• The network indicator light is located on the printer control panel. The printer may have an Ethernet or a

wireless indicator light, or both, depending on your printer model. To find out if your printer has Ethernet or
wireless capability, see the Quick Reference Guide, or contact your system support person.

• The printer supports one local (USB) connection and one network connection (Ethernet or wireless) at a time. It

is not possible to use both Ethernet and wireless at the same time.

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Indicator light Printer status

Off

• The printer is turned off or is powering up.

• The printer is not connected to an Ethernet or a wireless network and is in Sleep mode.

• The printer has not been configured for an Ethernet or a wireless network.

• The printer is configured for an ad hoc connection, but it is not currently communicating with another

ad hoc device.

Blinking green

• The printer has been configured for an Ethernet network, but it cannot establish a connection with the

network.

• The printer is out of the range of the access point (wireless router).

• The printer is trying to communicate with the access point, but the access point is turned off or is not

working properly.

• The access point has been turned off, and then turned back on, and the printer is trying to establish a

connection with the network.

• The wireless settings of the printer may no longer be valid.

Check if the SSID, WEP key or WPA/WPA2 preshared key/passphrase, security type, and IP address that
the printer uses are still correct.

Solid green

• The printer is connected to an Ethernet or a wireless network and is ready for use.

• The printer is connected to your computer or mobile device through an ad hoc connection.

Special wireless installation instructions

The following instructions apply to customers outside of North America who are using a wireless broadband box. Some
examples of these boxes include LiveBox, AliceBox, N9UF Box, Freebox, and Club Internet.

Before you begin

•

Make sure your box is wireless‑enabled and activated to work on a wireless network. For more information about
configuring the box to work wirelessly, see the documentation that came with your box.

• Make sure your box is turned on and that your computer is on and connected to your wireless network.

Adding the printer to your wireless network

1

Set up your printer for wireless networking using the setup instructions provided.
Stop when you are prompted to select a network.

2 If there is an association/registration button on the back of your box, then press it before selecting a network.

Note: After pressing the association/registration button, you have five minutes to complete the printer

installation.

3 Return to the computer screen.

From the wireless networks list that appears, select your network, and then click Continue.

If your wireless network does not appear in the list, then:

a Connect to another wireless network.

Click Unlisted Network.