Dell A940 User Manual 2
Dell™ AIO Printer A940
Owner’s Manual
Look Inside For:
• Learning about your printer
• Using your printer
• Maintenance and Troubleshooting
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Dell™ AIO Printer A940
Finding information
Refer to: When you need help with:
Setup Diagram This document contains complete setup information.
Drivers and Utilities CD Documentation and drivers are already installed on your
printer when shipped from Dell. You can use the CD to
uninstall/reinstall drivers or access your documentation.
Readme files may be included on your CD to provide
last-minute updates about technical changes to your
printer or advanced technical reference material for
experienced users or technicians.
Owner’s Manual This document contains information about:
•Basic usage
• Scanning, printing, copying, and faxing
•Creative projects
• Ink cartridge ordering information
• Setup troubleshooting
• General troubleshooting
Dell Support Website • Solutions — Troubleshooting hints and tips, articles
from technicians, and online courses
• Upgrades — Upgrade information for components,
such as memory
• Customer Care — Contact information, order status,
warranty, and repair information
• Downloads — Drivers
• Reference — Printer documentation and product
specifications
You can access Dell Support at support.dell.com. Select
your region on the WELCOME TO DELL SUPPORT
page, and fill in the requested details to access help tools
and information.
iii
Understanding the All-In-One parts
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Paper guide
Top cover
Paper exit tray
Printer
(scanner unit)
Paper support
Display
Operator panel
(see page 3)
Scanner lock
(underneath scanner unit)
Scanner
support
iv
USB cable
Power supply
Use the: When you want to:
Display Check the status of the All-In-One.
Operator panel Operate your All-In-One (attached to a computer or
unattached).
For more information, see page 3.
Paper exit tray Stack paper as it exits the All-In-One.
Paper guide Make sure paper feeds correctly into the All-In-One.
Paper support Load paper in the All-In-One.
Power supply Supply power to the All-In-One.
Scanner lock Lock or unlock the scanner.
NOTE: Unlock the scanner before use. Lock the
scanner if you are moving your All-In-One.
Scanner support Keep the printer (scanner unit) open to change
cartridges, unlock the scanner, or lock the scanner.
Printer (scanner unit) • Change cartridges.
• Unlock the scanner.
• Lock the scanner.
NOTE: Lift the printer (scanner unit) to do these
things.
Top cover Place an item on or remove an item from the scanner
glass.
USB cable Connect your All-In-One to a computer.
iii
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Finding your Express Service Code and
Tag number
Your express service code and tag number is located inside the printer, as shown.
Accessing your User’s Guide
To access your User’s Guide:
iv
•Click Start
A940
→ View User’s Guide.
→ Programs → Dell Printers → Dell AIO Printer
Notes, Notices, and Cautions
NOTE: A NOTE indicates important information that helps you make better use of
your computer.
NOTICE: A NOTICE indicates either potential damage to hardware or loss of data
and tells you how to avoid the problem.
CAUTION: A CAUTION indicates a potential for property damage,
personal injury, or death.
____________________
Information in this document is subject to change without notice.
© 2003 Dell Computer Corporation. All rights reserved.
Reproduction in any manner whatsoever without the written permission of Dell
Computer Corporation is strictly forbidden.
Trademarks used in this text: Dell and DELL logo are trademarks of Dell
Computer Corporation; Microsoft and Windows are registered trademarks of
Microsoft Corporation.
Other trademarks and trade names may be used in this document to refer to
either the entities claiming the marks and names of their products. Dell
Computer Corporation disclaims any proprietary interest in trademarks and
trade names other than its own.
____________________
UNITED STATES GOVERNMENT RESTRICTED RIGHTS
This software and documentation are provided with RESTRICTED RIGHTS.
Use, duplication or disclosure by the Government is subject to restrictions as set
forth in subparagraph (c)(1)(ii) of the Rights in Technical Data and Computer
Software clause at DFARS 252.227-7013 and in applicable FAR provisions: Dell
Computer Corporation, One Dell Way, Round Rock, Texas, 78682, USA.
vii
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Safety information
• Use only the power supply provided with this product or the
manufacturer’s authorized replacement power supply.
• Connect the power cord to an electrical outlet that is near the product and
easily accessible.
• Refer service or repairs, other than those described in the user
documentation, to a professional service person.
CAUTION: 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.
viii
Contents
Finding information . . . . . . . . . . . . . . . . . . . . . . . . iii
Understanding the All-In-One parts
Notes, Notices, and Cautions . . . . . . . . . . . . . . . . . . . . vii
Safety information
. . . . . . . . . . . . . . . . . . . . . . . . viii
1 Learning about your printer
Setting up your printer . . . . . . . . . . . . . . . . . . . . . . . 2
Understanding the operator panel . . . . . . . . . . . . . . . . . 3
Operator panel menus
Photo Options menus . . . . . . . . . . . . . . . . . . . . . . 6
Understanding the printer software . . . . . . . . . . . . . . . . 7
Accessing the Dell All-In-One Center
Accessing Print Properties . . . . . . . . . . . . . . . . . . . 8
Using the Dell Photo Editor
Using the Dell Printer Solution Center
Understanding the paper type sensor
. . . . . . . . . . . . . . . . . . . . . . 5
. . . . . . . . . . . . . . . . . . . 9
. . . . . . . . . . . . . . . . iv
. . . . . . . . . . . . . . 7
. . . . . . . . . . . . . 10
. . . . . . . . . . . . . . . 11
2 Using your printer
Loading paper . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
Placing your document on the scanner glass . . . . . . . . . . . . 17
Printing
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
Printing photos
. . . . . . . . . . . . . . . . . . . . . . . . . 18
Contents ix
Copying . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
Copying photos
. . . . . . . . . . . . . . . . . . . . . . . . . 24
Scanning
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
Scanning photos
. . . . . . . . . . . . . . . . . . . . . . . . 26
Editing scanned images . . . . . . . . . . . . . . . . . . . . . . 29
Using special scan features
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30
Faxing
. . . . . . . . . . . . . . . . . . . . 29
Using BVRP fax software . . . . . . . . . . . . . . . . . . . . . 30
Installing BVRP fax software
. . . . . . . . . . . . . . . . . 30
Configuring BVRP fax software . . . . . . . . . . . . . . . . 31
Sending a one-page fax with BVRP
Sending a multiple-page fax with BVRP
. . . . . . . . . . . . . . 32
. . . . . . . . . . . . 32
Receiving faxes with BVRP . . . . . . . . . . . . . . . . . . 33
Viewing your faxes in BVRP
Using Fax Console
. . . . . . . . . . . . . . . . . . . . . . . . . 33
Installing Fax Console
Configuring Fax Console
Sending a one-page fax with Fax Console
. . . . . . . . . . . . . . . . . . 33
. . . . . . . . . . . . . . . . . . . . . 33
. . . . . . . . . . . . . . . . . . . . 34
. . . . . . . . . . . 34
Sending a multiple-page fax with Fax Console . . . . . . . . . 34
Receiving faxes with Fax Console
Viewing faxes with Fax Console
. . . . . . . . . . . . . . . 35
. . . . . . . . . . . . . . . . 35
3 Maintenance
x Contents
Fax troubleshooting
. . . . . . . . . . . . . . . . . . . . . . . . 36
Ordering supplies . . . . . . . . . . . . . . . . . . . . . . . . . 38
Replacing the ink cartridges . . . . . . . . . . . . . . . . . . . 39
Aligning the ink cartridges
After installing cartridges
To improve print quality
. . . . . . . . . . . . . . . . . . . . 41
. . . . . . . . . . . . . . . . . . . 41
. . . . . . . . . . . . . . . . . . . . 41
Cleaning the ink cartridge nozzles . . . . . . . . . . . . . . . . . 42
4 Troubleshooting
Setup troubleshooting . . . . . . . . . . . . . . . . . . . . . . . 44
General troubleshooting . . . . . . . . . . . . . . . . . . . . . . 44
Paper misfeeds or multiple sheets feed
Envelopes do not feed properly . . . . . . . . . . . . . . . . . 45
Document does not print
Display language is not preferable
Printer or scanner is not communicating with computer . . . . . 46
Copy quality is unsatisfactory
. . . . . . . . . . . . . . 45
. . . . . . . . . . . . . . . . . . . . 45
. . . . . . . . . . . . . . . . 46
. . . . . . . . . . . . . . . . . . 46
More troubleshooting
You receive an error message
Uninstall and reinstall the printer software
Other help sources
. . . . . . . . . . . . . . . . . . . . . . . . . 54
5 Regulatory Notices
6 Appendix
Contacting Dell . . . . . . . . . . . . . . . . . . . . . . . . . . . 60
Limited Warranties and Return Policy
Limited Warranty for Dell-Branded Hardware Products (U.S. Only)
72
"Total Satisfaction" Return Policy (U.S. Only) . . . . . . . . . . 75
Limited Warranty Terms for Dell-Branded Hardware Products (Canada
Only)
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75
"Total Satisfaction" Return Policy (Canada Only) . . . . . . . . . 79
Dell Software and Peripherals (Canada Only)
One-Year End-User Manufacturer Guarantee (Latin America and the
Caribbean Only)
. . . . . . . . . . . . . . . . . . . . . . . . 48
. . . . . . . . . . . . . . . . . . 48
. . . . . . . . . . . 54
. . . . . . . . . . . . . . . 72
.
. . . . . . . . . . 79
. . . . . . . . . . . . . . . . . . . . . . . . . 80
Contents xi
Dell Computer Corporation
Ink and Toner Cartridges Limited Warranties
. . . . . . . . . . . 82
Ink and Toner Cartridges Limited Warranty (U.S. and Canada Only)
82
Ink and Toner Cartridges Limited Warranty (Latin America Only)
83
Dell Software License Agreement
. . . . . . . . . . . . . . . . . 84
Index . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 87
xii Contents
SECTION 1
Learning about your printer
Setting up your printer
Understanding the operator panel
Understanding the printer software
Understanding the paper type sensor
1
You can use the Dell ™AIO Printer A940 to do a variety of things. A couple of
important things to note:
•You do not need to attach your printer to a computer to make copies.
•You do need to attach your printer to a computer to send faxes.
NOTE: The computer
must have an internal
modem or be connected to
an external modem that is
connected to a telephone
line.
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• If your printer is attached to a computer, you can use the operator panel or
the printer software to create your projects.
Setting up your printer
Follow the instructions on your printer setup documentation to install the
hardware and software. For setup troubleshooting, see page 44.
2 Learning about your printer
Understanding the operator panel
The operator panel buttons help you scan, copy, fax, and customize documents.
The light indicates whether the printer is on, and the display features the printer
status, messages, and menus. You can press and hold some buttons to scroll
through a list of options on the display. The table on page 4 shows what each
button does.
16
1
NOTE: Button functions
(except Cancel) are
disabled during printing,
copying, and scanning.
15
14
13
12
11
10
9
2
3
4
5
6
7
8
Learning about your printer 3
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# Press: To:
1 Number of Copies Specify the number (1–99) of copies to make.
2 Reduce/Enlarge Reduce or enlarge your original document by
percentage, to Fit to Page, or to poster size.
3 Copy Quality Select a copy quality: Quick, Normal, Better, or Best.
4 Black Make a black and white copy using the current copy
settings. For help, see page 24.
5 Copy Photo Begin a photo copy job using current Photo Options
settings (the highest quality scan and print settings).
6 Scan Scan and send to a software application.
7 Fax Scan and send a document to the fax software.
NOTE: The printer must be attached to a computer
with a modem.
8 Power Turn your printer on or off.
9 Cancel Stop a job in progress or clear menu selections.
10 Select Software Select a new scan destination. For help, see page 26.
NOTE: Use this button when the printer is attached to
a computer.
11 Photo Options Select the quantity and size of photograph reprints.
12 Color Make a color copy of a color image using the current
13 Select Choose the option currently shown on the display, or set
14 Right arrow (+) Increase a menu number or scroll forward through a list
15 Left arrow (-) Decrease a menu number or scroll backward through a
16 Options Scroll through the menu headings. For help, see page 5.
4 Learning about your printer
copy settings. For help, see page 24.
the default language and paper size during setup.
of options on the display.
list of options on the display.
Operator panel menus
When you press Options repeatedly, the menu headings below display. When
the menu heading you want displays, press + to scroll through the available
menu items, and then press Select to save the setting.
From this menu: You can:
LIGHTER/DARKER Lighten or darken the copied image.
BLANK PAPER SIZE Specify the size of the paper loaded in the paper
support.
BLANK PAPER TYPE Specify the type of the paper loaded in the paper
support.
NOTE: If you leave this on Auto Detect (the default),
then the paper type sensor (see page 11) optimizes the
setting according to the type of paper loaded.
REPEAT IMAGE Specify the number of images to place on one page.
COLOR Adjust the color intensity of the copy.
ORIGINAL SIZE Specify the size of the document on the scanner glass.
NOTE: Leave this on Auto Detect (the default) unless
the size of the document output you are printing is not
satisfactory.
CONTENT TYPE Specify the type of document on the scanner glass.
COLLATE-BLACK Collate multiple black and white copies.
NOTE: You cannot collate color copies.
IRON-ON/MIRROR Print a mirror image of the scanned image.
CARTRIDGES Select:
• Ink Levels to display the ink cartridge ink
levels.
• Change to see instructions on how to change the
ink cartridges.
• Align to automatically align the ink cartridges.
• Clean to clean the ink cartridges.
• Self Test to print a test page.
Learning about your printer 5
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NOTE: The option
currently selected has an
asterisk (*) beside it on
the display.
From this menu: You can:
POWER SAVE Select a time to begin reducing power:
• Immediately
• After 10 minutes
• After 30 minutes (the default)
• After 60 minutes
•Never
CLEAR SETTINGS Select when (after 2 minutes or never) you would like
your printer to return to the default settings.
SET DEFAULTS Select the current settings as the default settings or
restore the factory default settings.
LANGUAGE Select a language for all display text.
Photo Options menus
The Photo Options menu helps you to customize photos.
1 Press Photo Options, and then + repeatedly to scroll through the available
reprint sizes.
• Original • 4 x 6 • 2 x 2 Poster
• Wallet • 5 x 7 • 3 x 3 Poster
2 When the reprint size you want displays, press Select.
Repeat Photo displays.
3 Press + to turn this option on or off.
NOTE: Leave this option
on to print multiple
images on the same page
if the size selected allows
it.
6 Learning about your printer
4 Press Select.
5 Press Copy Photo.
• 3 x 5 • 8 x 10 • 4 x 4 Poster
Understanding the printer software
The printer software includes the:
• Dell All-In-One Center—helps you perform various scan and copy
operations and manage your saved images.
• Print Properties—helps you adjust printing settings.
• Dell Photo Editor—helps you edit your photos.
• Dell Printer Solution Center—provides maintenance and troubleshooting
help.
Accessing the Dell All-In-One Center
To access the Dell All-In-One Center:
•Click Start
A940
You can use the Dell All-In-One Center to:
• Select a scan destination.
• Select a copy quantity and color.
→ Programs → Dell Printers → Dell AIO Printer
→ Dell All-In-One Center.
NOTE: Available from
almost every application
that prints.
• Scan, copy, print, fax, and do creative tasks.
• Access troubleshooting and maintenance information.
• Preview images you want to print.
• Manage photos (copy them to folders, print them, do creative copying)
using the View Saved Images tab.
Learning about your printer 7
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Accessing Print Properties
You can change your printer settings in Print Properties. To open Print
Properties:
1 With your document open, click File → Print.
The Print dialog box appears.
2 In the Print dialog box, click Properties, Preferences, Options, or Setup
(depending on your program or operating system).
The Print Properties screen appears.
8 Learning about your printer
Using the Dell Photo Editor
The Dell Photo Editor lets you adjust photo attributes (brightness, contrast, and
orientation) of scanned images.
There are two ways to open the Dell Photo Editor:
•Click Start
A940
→ Programs → Dell Printers → Dell AIO Printer
→ Dell Photo Editor.
• From the All-In-One Center, send scanned image to Photo Editor.
The Dell Photo Editor appears.
Learning about your printer 9
Using the Dell Printer Solution Center
The Dell Printer Solution Center is a guide you can refer to for printer help and
to check the current printer status.
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To open the Dell Printer Solution Center, click Start
Printers
→ Dell AIO Printer A940 → Dell Printer Solution Center.
→ Programs → Dell
The Dell Printer Solution Center appears.
The following table describes the Dell Printer Solution Center tabs.
From this tab: You can:
Status (the tab that
appears on Start)
How To • Receive information about basic features.
• Check the current printer status.
• See what type of paper is in the printer.
•View ink levels.
• Receive scan, copy, fax, and print instructions.
• Receive project information.
• Search the electronic guide.
• Go online to view more ideas.
Troubleshooting • Check the current printer status.
10 Learning about your printer
• View recommended Help topics.
• View common troubleshooting topics.
• Search for more specific troubleshooting topics.
• Visit the support area online.
From this tab: You can:
Maintenance • Learn how to install a new ink cartridge.
• View information about how to purchase new
cartridges.
•Print a test page.
• Clean the ink cartridge nozzles.
• Align the cartridges.
• Solve other problems.
• Visit the supplies area online.
NOTE: Some links will not work while a job is in
progress.
Contact Information • View information about ordering ink or supplies.
• View information about contacting Dell Customer
Support.
• View a list of phone numbers.
• Visit the Dell Web site.
Advanced • Change printing status appearance options.
• View software version information.
Understanding the paper type sensor
Your printer has a paper type sensor that detects these paper types:
• Plain paper
• Coated paper
• Glossy/photo paper
• Transparencies
If you load one of these paper types, the printer detects the paper type and
automatically adjusts the paper type settings and print resolution.
Learning about your printer 11
NOTE: Yo u r p r i n t e r
cannot detect the paper
size. For help, see
page 12.
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To choose the paper size:
1 With your document open, click File → Print.
2 In the Print dialog box, click Properties, Preferences, Options, or Setup
(depending on your program or operating system).
The Print Properties screen appears.
3 Click the Paper Setup tab, and then select the paper size you are using.
4 Click OK.
The paper type sensor is on unless you turn it off. If you want to turn it off for
the current print job:
1 With your document open, click File → Print.
2 In the Print dialog box, click Properties, Preferences, Options, or Setup
(depending on your operating system).
The Print Properties screen appears.
3 Click Options.
4 Click Paper Type Sensor Options.
5 Click Allow the paper type sensor to select paper type (the default) to
deselect it.
6 Click OK.
To permanently turn it off:
1 Click Start → Settings → Printers or Start → Printers and Faxes.
2 Right-click the printer icon.
3 Click Properties.
4 Click Printing Preferences.
NOTE: To temporarily
override the paper type
sensor for a particular
print job, specify a paper
type in the GUI (graphical
user interface) under
Specialty paper.
12 Learning about your printer
Click Options or the Printer Settings tab.
5
6 Click Paper Type Sensor Options.
7 Click the box to deselect it.
8 Click OK on each of the open dialog boxes.
SECTION 2
Using your printer
Loading paper
Placing your document on the scanner glass
Printing
Copying
Scanning
Editing scanned images
Faxing
2
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NOTE: Do not force
paper into the printer.
Loading paper
To load other paper types, follow the guidelines on page 15.
To load most types of paper:
1 Place the paper against the right side of the paper support with the print
side facing you and the top of the paper feeding into the paper support.
2 Squeeze and slide the paper guide to the left edge of the paper.
14 Using your printer
You can load up to: Make sure:
100 sheets of plain paper The paper is designed for use with inkjet printers.
10 envelopes
25 sheets of labels The labels are designed for use with inkjet printers.
10 sheets of card stock • The card stock is designed for use with inkjet printers.
• The envelopes are loaded vertically against the right
side of the paper support.
• The stamp location is in the upper left corner.
• The envelopes are designed for use with inkjet
printers.
• You squeeze and slide the paper guide to the left edge
of the envelope (as shown).
• The thickness does not exceed 0.025 inches.
NOTE: To avoid
smearing ink, remove
each transparency or
photo from the paper exit
tray before the next one
exits the printer.
Transparencies and
photos may require up to
15 minutes to dry.
10 greeting cards, index
cards, postcards, or
photo cards
25 sheets of coated,
photo, or glossy paper
10 transparencies • The transparencies are designed for use with inkjet
100 sheets of custom size
paper
25 iron-on transfers • You follow the loading instructions on the iron-on
20 sheets of banner
paper
The cards are loaded vertically against the right side of
the paper support.
The glossy or coated side faces you.
printers.
• The rough side faces you.
Your paper size fits within these dimensions:
Width
– 76 to 216 mm
– 3.0 to 8.5 in.
packaging.
• The blank side faces you.
The banner paper is designed for use with inkjet printers.
Length
– 127 to 432 mm
– 5.0 to 17.0 in.
Using your printer 15
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Before you begin copying, scanning, printing, or sending faxes, refer to the
information below about how much paper the printer exit tray can hold.
The printer paper exit tray can hold:
• 50 sheets of paper • 10 envelopes
• 10 sheets of labels • 10 cards
• 1 transparency • 1 sheet of coated, photo, or glossy
paper
You can use your printer to copy, scan, print, and fax. The following instructions
explain how to complete these tasks.
16 Using your printer
Placing your document on the scanner
glass
1 Open the top cover.
2 Place the item you want to copy face down on the scanner glass.
NOTE: Make sure the
upper left corner of the
front of the item aligns
with the arrow
Close the scanner lid to avoid dark edges.
3
Using your printer 17
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Printing
1 Load paper. For help, see page 14.
2 With your document open, click File → Print.
3 To change the printer settings, click Properties, Options, Setup or
Preferences (depending on the program or operating system).
4 On the three tabs along the left side (Quality/Copies, Paper Setup, and
Print Layout) of the Print Properties screen, confirm the selections, and
then click OK or Print (depending on the program or operating system).
Printing photos
1 Click File → Print.
2 Click Properties.
3 Select the paper type and size.
4 If using photo paper, make sure the glossy side is facing you when you
insert the paper into the paper support.
5 Click Print.
Sharing printers
You can print from multiple computers if your printer is attached to a computer
that is connected to a network.
18 Using your printer
First, follow these instructions while you are at your own computer.
1 Click Start → Settings → Printers.
2 Select the printer Dell AIO Printer A940 icon.
3 Click File Sharing.
4 Click the Shared as check box, and then type a name in the Shared Name
text box.
5 Click Additional Drivers and select the operating systems of all network
clients printing to this computer.
6 Click OK.
If you are missing files, you are prompted to insert the server operating
system CD.
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