Dell V525w User's Guide
January 2012 www.dell.com | support.dell.com
Machine type(s):
4448
Model(s):
4d1, 4dE
Trademarks
Information in this document is subject to change without notice.
Reproduction in any manner whatsoever without the written permission of Dell Inc. is strictly forbidden. Trademarks used in this text: Dell
and the DELL logo are trademarks of Dell Inc.; Microsoft and Windows are registered trademarks of Microsoft Corporation. Other trademarks
and trade names may be used in this document to refer to the entities claiming the marks and names of their products. Dell Inc. disclaims
any proprietary interest in trademarks and trade names other than its own.
Contents 3
Contents
Safety information.......................................................................................7
About your printer.......................................................................................8
Thank you for choosing this printer!.........................................................................................................8
Minimizing your printer's environmental impact......................................................................................8
Finding information about the printer......................................................................................................9
Understanding the parts of the printer...................................................................................................11
Ordering and replacing supplies.................................................................14
Ordering ink cartridges............................................................................................................................14
Replacing ink cartridges..........................................................................................................................15
Recycling Dell products...........................................................................................................................16
Using the printer control panel buttons and menus....................................18
Replacing the language sheet..................................................................................................................18
Using the printer control panel...............................................................................................................20
Changing the Sleep timeout....................................................................................................................22
Saving paper and energy.........................................................................................................................22
Restoring factory default settings...........................................................................................................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 paper..........................................................................................................................................29
Saving paper settings..............................................................................................................................32
Loading original documents on the scanner glass...................................................................................33
Loading original documents into the ADF...............................................................................................33
Contents 4
Printing......................................................................................................34
Tips for printing.......................................................................................................................................34
Printing basic documents........................................................................................................................34
Printing on specialty media.....................................................................................................................37
Working with photos...............................................................................................................................39
Printing on both sides of the paper (duplexing)......................................................................................42
Managing print jobs................................................................................................................................44
Copying......................................................................................................49
Tips for copying.......................................................................................................................................49
Making copies.................................................................................................................. .......................49
Copying an ID card...................................................................................................................................50
Enlarging or reducing images..................................................................................................................50
Adjusting copy quality.............................................................................................................................50
Making a copy lighter or darker..............................................................................................................51
Collating copies using the printer control panel.....................................................................................51
Placing separator sheets between copies...............................................................................................51
Copying multiple pages on one sheet.....................................................................................................52
Placing an overlay message on each page..............................................................................................52
Removing the background of a copy.......................................................................................................52
Making a two-sided (duplex) copy..........................................................................................................53
Canceling copy jobs.................................................................................................................................54
Scanning....................................................................................................55
Tips for scanning......................................................................................................................................55
Scanning to a local computer..................................................................................................................55
Scanning to a network computer............................................................................................................56
Scanning to a flash drive or memory card...............................................................................................56
Scanning photos for editing....................................................................................................................57
Scanning documents for editing..............................................................................................................58
Scanning directly to e‑mail using the printer software...........................................................................59
Scanning to a PDF....................................................................................................................................59
Scanning FAQ...........................................................................................................................................60
Canceling scan jobs.................................................................................................................................61
Contents 5
E-mailing....................................................................................................62
Setting up the printer to e-mail...............................................................................................................62
Sending e-mail.........................................................................................................................................63
Canceling an e‑mail.................................................................................................................................64
Faxing........................................................................................................65
Setting up the printer to fax....................................................................................................................65
Configuring the fax settings.....................................................................................................................76
Creating a contact list..............................................................................................................................78
Sending faxes...........................................................................................................................................79
Receiving faxes........................................................................................................................................81
Faxing FAQ..................................................................................................................... ..........................82
Networking................................................................................................89
Installing the printer on a wireless network............................................................................................89
Advanced wireless setup.........................................................................................................................96
Networking FAQ....................................................................................................................................103
Maintaining the printer............................................................................117
Maintaining ink cartridges.....................................................................................................................117
Cleaning the exterior of the printer......................................................................................................118
Cleaning the scanner glass....................................................................................................................119
Moving the printer to another location......................................................................................... .......119
Troubleshooting.......................................................................................121
Before you troubleshoot.......................................................................................................................121
If Troubleshooting does not solve your problem..................................................................................121
Setup troubleshooting...........................................................................................................................121
Understanding printer messages..........................................................................................................126
Jams and misfeeds troubleshooting......................................................................................................133
Print troubleshooting............................................................................................................................140
Copy and scan troubleshooting.............................................................................................................143
Fax troubleshooting..............................................................................................................................145
Network troubleshooting......................................................................................................................150
Notices.....................................................................................................160
Product information..............................................................................................................................160
Contents 6
Edition notice........................................................................................................................................160
Power consumption..............................................................................................................................163
Index........................................................................................................171
Safety information 7
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 8
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 9
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 10
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 11
Understanding the parts of the printer
Use the To
1 Automatic Document Feeder
(ADF)
2 Paper feed guard Prevent items from falling into the paper slot.
3 Paper guides Keep paper straight when feeding.
4 Paper support Load paper.
5 Paper guide adjustment lever Adjust the paper guides.
6 ADF exit tray Hold documents as they exit from the ADF.
7 ADF exit tray extension Catch legal‑size paper as it exits from the ADF.
8 ADF tray Load original documents into the ADF.
Scan, copy, or fax multiple‑page letter‑, legal‑, and A4‑size documents.
Notes:
• Use the ADF for scanning, copying, or faxing multiple‑page documents.
• Do not load postcards, photos, small items, or thin media (such as magazine
clippings) into the ADF. Place these items on the scanner glass.
9 Printer control panel Operate the printer.
10 Paper exit tray Hold paper as it exits.
11 Tray extension Keep paper in place as it exits.
12 PictBridge and USB port Connect a PictBridge-enabled digital camera or a flash drive to the printer.
About your printer 12
Use the To
13 ADF paper guide Keep paper straight when feeding it into the ADF.
Note: Adjust the paper guide on the ADF tray to the width of the original
document.
Use the To
14 Scanner cover Access the scanner glass.
15 Scanner glass Scan or copy photos and documents.
16 EXT port
17 USB port Connect the printer to a computer using a USB cable.
18 LINE port
19 Power supply with port Connect the printer to the power cord.
20 Duplex unit
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.
Warning—Potential Damage: Do not touch the USB port except when plugging in or
removing a USB cable or installation cable.
Connect the printer to an active telephone line through a standard wall jack (RJ‑11), DSL
filter, or VoIP adapter, or any other adapter that allows you to access the phone line to
send and receive faxes.
• Print on both sides of a sheet of paper.
• Clear paper jams.
21 Printhead access area Install the printhead.
Note: The carrier moves to the printhead access area when no printhead is installed in
the printer.
About your printer 13
Use the To
22 Jam clearance cover Access and clear paper jams.
23 Ink cartridge access area Install, replace, or remove ink cartridges.
24 Scanner unit
• Access the ink cartridges and printhead.
• Clear paper jams.
Ordering and replacing supplies 14
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 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 15
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 16
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 17
6 Click .
7 Follow the instructions on the computer screen.
Using the printer control panel buttons and menus 18
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 are available only in select printer models.
Note: Your printer comes with a preinstalled English language sheet, depending on your country or region.
1 Remove the language sheet from the documentation folder that came with the printer.
2 If necessary, insert the paper exit tray into the printer.
3 Press the latch under the printer control panel to release it, and then push the panel back to its shipping position.
4 Open the printer.
5 Remove the language sheet holder from the printer control panel.
Using the printer control panel buttons and menus 19
6 Insert the preferred language sheet into the language sheet holder, and then attach the language sheet holder to
the printer control panel.
7 Raise the printer control panel until it clicks into place.
8 Close the printer, and then fully extend the paper exit tray.
Using the printer control panel buttons and menus 20
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 through menu items that appear on the display.
4 Home
5 Keypad In Copy mode or Photo mode:
View:
• Printer status
• Messages
• Menus
Return 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.
Using the printer control panel buttons and menus 21
Use To
8 Redial
9 Pause
10 Dial Tone
11 Address Book
12 Color
13 Black
14 Start
Display the last number dialed. Press the left or right arrow button to view the last five numbers
dialed.
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.
15 Cancel
16 Wi‑Fi indicator
• Cancel a print, copy, scan, or fax job in progress.
• Clear current settings or error messages, and return to previous settings.
Check the wireless status of your printer.
Using the printer control panel buttons and menus 22
Use To
17 Eco‑Mode
• Change to Sleep mode after the printer is left idle for 10 minutes.
• Reduce the screen brightness.
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 23
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 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 uninstalling and reinstalling the printer software.
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 paper
1 Flex the sheets back and forth to loosen them.
Do not fold or crease the paper. Straighten the edges of the stack on a level surface.
2 Open the paper feed guard.
3 Place the paper at the center of the paper support.
Note: Use the indicators on the paper support when loading smaller‑size paper.
4 Adjust the paper guides so they rest against the edges of the paper.
Note: Do not force paper into the printer. The paper should be flat against the paper support, and the edges
should be flush against both paper guides.
Loading paper and original documents 30
5 Close the paper feed guard.
6 From the printer control panel, select or confirm your paper settings.
Paper and specialty media guidelines
Load up to Make sure that
100 sheets of plain paper
25 sheets of heavyweight matte paper
• The paper guides rest against the edges of the paper.
• You load letterhead paper with the printable side faceup
and the top of the letterhead going into the printer first.
• The printable side of the paper is faceup.
• The paper guides rest against the edges of the paper.
Note: Draft mode is available but is not recommended for
use with expensive paper such as heavyweight matte,
labels, photo cards, and glossy paper.
Loading paper and original documents 31
Load up to Make sure that
10 envelopes
25 sheets of labels
• The printable side of the envelope is faceup and the flap
is on the left.
• The paper guides rest against the edges of the envelopes.
• You load the envelope in the center of the paper support.
• You select the correct envelope size. Select the next
biggest size if the exact envelope size is not listed.
• You print the envelopes in landscape orientation.
Warning—Potential Damage: Do not use envelopes that
have metal clasps, string ties, or metal folding bars.
Notes:
– Do not load envelopes with holes, perforations,
cutouts, or deep embossing.
– Do not use envelopes that have exposed flap adhesive.
• The printable side of the label is faceup.
• The paper guides rest against the edges of the paper.
Note: Draft mode is available but is not recommended for
use with expensive paper such as heavyweight matte,
labels, photo cards, and glossy paper.
25 greeting cards, index cards, postcards, or photo cards
• The printable side of the card is faceup.
• You load the photo paper in the center of the tray.
• The paper guides rest against the edges of the cards.
Notes:
– For best results, allow photos to dry at least 24 hours
before stacking, displaying, or storing.
– Draft mode is available but is not recommended for use
with expensive paper such as heavyweight matte,
labels, photo cards, and glossy paper.
Loading paper and original documents 32
Load up to Make sure that
25 sheets of photo/glossy paper
10 iron‑on transfers
50 transparencies
• The printable or glossy side of the paper is loaded faceup.
If you are not sure which side is printable, then see the
instructions that came with the paper.
• The paper guides rest against the edges of the paper.
• You do not touch or scratch the glossy surface of the
unprinted paper to prevent smudges or marks that may
affect the quality of your prints.
Notes:
– For best results, allow photos to dry at least 24 hours
before stacking, displaying, or storing.
– Draft mode is available but is not recommended for use
with expensive paper such as heavyweight matte,
labels, photo cards, and glossy paper.
• You follow the loading instructions on the iron‑on transfer
packaging.
• The printable side of the transfer is faceup.
• The paper guides rest against the edges of the transfer.
Note: For best results, load transfers one at a time.
• The rough side of the transparencies is faceup.
• The paper guides rest against the edges of the
transparencies.
• You remove any paper backing sheets from the
transparencies before loading.
• You load A4- or letter-size transparencies.
• If the transparencies have a removable strip, then each
strip faces up.
Note: Transparencies require more drying time. Remove
each transparency as it exits, and allow it to dry before
stacking or storing to avoid ink smudging.
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 paper and original documents 33
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 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 34
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 35
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 36
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 37
8 Adjust other settings as needed.
9 Click Print.
Printing on specialty media
Printing 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 > Paper size list > select your envelope size
If no size matches the envelope size, then click Manage Custom Sizes and set a custom size.
4 Navigate to:
Paper type list > select Envelope
5 Navigate to:
Layout tab > Page Orientation area > select an orientation
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.
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 38
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.
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 39
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.
Working with photos
Supported file types
• .jpg, .jpeg, .jpe (Joint Photographic Experts Group)
• .tiff, .tif (Tagged Image File Format)
Printing 40
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 39.
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 photos from a flash drive
1 Load photo paper.
2 Insert a flash drive or digital camera set to mass storage mode.
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.
Printing 41
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
to make a selection.
5 Press .
Note: For best results, allow the prints to dry at least 24 hours before stacking, displaying, or storing.
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.
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.
Printing 42
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
Note: The printer will use the default print settings unless you change the print settings from the camera.
each time you make a selection.
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.
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.
Printing 43
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.
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.
Printing 44
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.
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.
Printing 45
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.
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.
Printing 46
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.
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.
Printing 47
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.
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.
Printing 48
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 49
Copying
ADF Scanner glass
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.
Use the scanner glass for single pages, small items (such as
postcards or photos), transparencies, photo paper, or thin
media (such as magazine clippings).
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.
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.
Copying 50
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.
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 .
Adjusting copy quality
1 Load paper.
2 Load the original document faceup into the ADF or facedown on the scanner glass.
Copying 51
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 .
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.
Copying 52
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 .
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 .
Copying 53
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.
every time you make a selection, and then press until you
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).
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.
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
6 Select the copy mode:
• Press to switch to color mode.
• Press to switch to black‑and‑white mode.
to make a selection.
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.
Copying 54
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 55
Scanning
ADF Scanner glass
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.
Use the scanner glass for single pages, small items (such as
postcards or photos), transparencies, photo paper, or thin
media (such as magazine clippings).
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 56
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 57
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
5 Start the scan job.
6 Save the scanned image, and then edit it using a photo editing application.
on the preview dialog for more information.
Scanning 58
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 59
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.
3 Click All Programs or Programs, and then select the printer program folder from the list.
Scanning 60
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 61
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 62
E-mailing
Before you can send an e-mail, you must first configure the network connection and e-mail settings of your printer.
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.
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.
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.
E-mailing 63
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.
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.
Use the scanner glass for single pages, small items (such as
postcards or photos), transparencies, photo paper, or thin
media (such as magazine clippings).
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.
E-mailing 64
• 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.
• To send an e‑mail, see “Scanning directly to e‑mail using the printer software” on page 59.
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 65
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 66
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
Faxing 67
To connect:
Connect the cable from the wall jack to the
Tips for this setup:
port of the printer.
• 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 68
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 69
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 70
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.
Faxing 71
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.
Faxing 72
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.
Faxing 73
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.
Faxing 74
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.
Faxing 75
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 .
Faxing 76
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.
Faxing 77
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
Speed Dial entries. Likewise, when you add contacts to the Speed Dial list of 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 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.
Use the scanner glass for single pages, small items (such as
postcards or photos), transparencies, photo paper, or thin
media (such as magazine clippings).
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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 65.
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 145.
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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 multiple telephone number s on one telephone line. Each telepho ne
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.
Faxing 86
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 .
Faxing 87
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 89
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.
Networking 90
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.
Networking 91
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
Networking 92
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.
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b Enter the details about your wireless network.
Note: Your WEP, WPA, or WPA2 key may be obtained from the bottom of the box, the documentation that
came with the box, or from the box Web page. If you have already changed the key for your wireless
network, then use the key you created.
4 Follow the instructions on the computer screen to complete the installation.
Assigning a static IP address
The printer is automatically assigned an IP address through DHCP on most networks.
1 Complete the wireless or Ethernet setup, allowing the printer to receive a DHCP address from a DHCP server on
the network.
2 Print a network setup page to see the IP address currently assigned to the printer.
3 Open a Web browser, and then type the printer IP address in the address field. Press Enter.
Note: If you are using a proxy server, then temporarily disable it to load the printer Web page correctly.
4 Click Configuration > TCP/IP > Set static IP address.
5 In the Address field, type the IP address you want to assign to the printer, and then click Submit.
To verify, type the static IP address in the Web browser address field, and then press Enter.
For more information, contact your system support person.
Changing wireless settings after installation
To change the wireless settings on the printer, such as the configured network and the security key, do the following:
For Windows users
1
Click or Start.
2 Click All Programs or Programs, and then select the printer program folder from the list.
3 Select your printer, and then navigate to:
Printer Home > Settings > Wireless setup utility
4 Follow the instructions on the computer screen.
For Macintosh users
1
From the Applications folder in the Finder, or from the Finder desktop, double-click the printer folder.
2 Double‑click Wireless Setup Assistant.
3 Follow the instructions on the computer screen.
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Advanced wireless setup
Adding a printer to an existing ad hoc wireless network
Before you begin, make sure:
• Your wireless network adapter is properly attached to your computer and is working.
• The ad hoc wireless network that the printer will connect to is available. For more information on creating an ad
hoc wireless network, see the documentation that came with your operating system.
Notes:
• The recommended way to set up your wireless network is to use an access point. This network setup is called
infrastructure network.
• If your computer has My WiFi or Wi-Fi Direct, then you can create direct connections to your wireless printer.
For more information, see the documentation that came with your computer.
• The printer can communicate on only one wireless network at a time. Configuring the printer for an ad hoc
wireless network will remove it from any other wireless network, either ad hoc or infrastructure, for which it is
configured.
For Windows users
1
Click or Start.
2 Click All Programs or Programs, and then select the printer program folder from the list.
3 Select your printer, and then navigate to:
Printer Home > Settings > Wireless setup utility
4 Follow the instructions on the computer screen.
Note: Windows Vista computers may need to be reconnected to the ad hoc network after restarting.
For Macintosh users
1
From the Applications folder in the Finder, or from the Finder desktop, double-click the printer folder.
2 Double‑click Wireless Setup Assistant.
3 Follow the instructions on the computer screen.
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Configuring Wi‑Fi Protected Setup manually
Note: Make sure your access point (wireless router) is Wi‑Fi Protected Setup (WPS) certified. For more information,
see the User’s Guide.
If your printer or device has not yet been configured for wireless connection and you want to configure it using WPS,
then push the WPS button on the wireless router. Wait for the printer control panel to display a message to begin WPS
configuration. There might be a short delay before the message appears. If nothing happens after 30 seconds, then do
one of the following:
USE THE PUSH BUTTON CONFIGURATION (PBC) METHOD
1 From the printer control panel, navigate to:
> Setup > > Network Setup > > Wireless 802.11b/g/n > > Network Connection Setup > > Wireless >
> Wi‑Fi Protected Setup > > WPS PBC Mode >
2 Follow the instructions on the printer display.
USE THE PERSONAL IDENTIFICATION NUMBER (PIN) METHOD
1 From the printer control panel, navigate to:
> Setup > > Network Setup > > Wireless 802.11b/g/n > > Network Connection Setup > > Wireless >
> Wi‑Fi Protected Setup > > WPS PIN Mode >
2 Follow the instructions on the printer display.
Configuring security
Simple wireless networks require WEP keys or a WPA/WPA2 preshared key/passphrase, or may not have any security
at all. More‑advanced wireless network security can require one or more certificates and an authentication server. If
the network requires a certificate and you do not have it, then fill out the certificate request form provided within the
Wireless Setup Utility and follow the procedure of your organization in requesting a certificate for network access.
The following is a list of supported types of wireless network security and their requirements:
WEP
•
WEP key (up to four keys may be required)
• Default WEP Transmit Key (if more than one WEP key is configured, this specifies which one to use)
WPA Personal, WPA2‑Personal or WPA2‑Enterprise
•
Preshared key
• Encryption (AES or TKIP)
EAP‑MD5, MSCHAPv2, or LEAP
•
RADIUS user name
• RADIUS password
PEAP
•
RADIUS user name
• RADIUS password
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• CA certificate
EAP‑TLS
•
RADIUS user name
• CA certificate
• Signed certificate
EAP‑TTLS
•
Appropriate inner authentication
• RADIUS user name
• RADIUS password
• CA certificate
Configuring 802.1X Authentication
The information to complete is dependent on the 802.1X security mechanism you select. Some require user names,
passwords, and/or certificates. If your network contains multiple access points with different modes of authentication,
then you can select and configure more than one authentication mechanism.
1 From the Configure 802.1X Authentication dialog, select an authentication mechanism.
If you have selected Do this
EAP‑MD5, LEAP, or
MSCHAPv2
PEAP or EAP‑TTLS Click Install CA Certificate, and then type the path to the CA certificate, or click Browse to
EAP‑TLS
Proceed to the next step.
locate the certificate file.
a Click Install Signed Certificate, and then type the path to the signed certificate, or click
Browse to locate the certificate file.
b Click Install CA Certificate, and then type the path to the CA certificate, or click Browse
to locate the certificate file.
2 Type the necessary information that the authentication server requires.
3 Click OK, and then follow the instructions on the computer screen.
Switching between USB, Ethernet, and wireless connections (Windows only)
You can change the way you access your printer, depending on your needs. The following procedures assume that you
have configured your printer for one type of connection and that the printer drivers are installed on the computer. See
related topics on troubleshooting specific connection types if you encounter difficulties during configuration.
Note: The printer supports one active local (USB) connection and one active network connection (Ethernet or
wireless) at a time. It is not possible to connect the printer to both Ethernet and wireless networks at the same time.
Using the printer wirelessly
Select the connection type that describes how you currently access your printer:
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If the printer is currently set up locally (using USB connection)
1 Click or Start.
2 Click All Programs or Programs, and then select the printer program folder from the list.
3 Select your printer, and then navigate to:
Printer Home > Settings > Wireless setup utility
4 Follow the instructions on the computer screen.
Note: There is no need to remove the USB cable connecting the printer to the computer during wireless
configuration.
If the printer is currently set up for Ethernet
1 Unplug the Ethernet cable from the printer.
2 Place the printer close to the computer you want to use to configure the printer for wireless access.
Note: You will need to connect the printer to the computer with a USB cable. Make sure the printer is close
enough to the computer for your USB cable to reach both.
3 Click or Start.
4 Click All Programs or Programs, and then select the printer program folder from the list.
5 Select your printer, and then navigate to:
Printer Home > Settings > Wireless setup utility
6 Follow the instructions on the computer screen.
Using the printer locally (USB)
Select the connection type that describes how you currently access your printer:
If the printer is currently set up for Ethernet
1 Attach a USB cable to the computer and to the printer.
2 Wait a moment for Windows to locate the driver and finish setting up the printer.
3 Select the USB printer. See “Selecting a printer” on page 100.
If the printer is currently set up for wireless
1 Attach a USB cable to the computer and to the printer.
2 Wait a moment for Windows to locate the driver and finish setting up the printer.
3 Select the USB printer. See “Selecting a printer” on page 100.
Note: You can continue to use the printer through Ethernet or wireless connection.
Using the printer over an Ethernet network
Select the connection type that describes how you currently access your printer:
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If the printer is currently set up for wireless
1 Plug an Ethernet cable into the printer and into an available port on a switch or wall jack.
2 Wait one minute for the Ethernet network adapter to become active and acquire an IP address from the network.
3 Select the Network printer. See “Selecting a printer” on page 100.
Note: The wireless adapter of the printer is disabled while it is connected to an Ethernet network.
If the printer is currently set up locally (using USB connection)
1 Plug an Ethernet cable into the printer and into an available port on a switch or wall jack.
2 Insert the Software and Documentation CD into the computer you want to use to configure the printer.
3 Follow the instructions on the computer screen for configuring a printer on an Ethernet network.
4 Select the Network printer. See “Selecting a printer” on page 100.
Note: You will need a USB cable to complete the configuration.
Selecting a printer
1 Open the printers folder.
a Click or Start.
b In the Start Search or Run box, type control printers.
c Press Enter, or click OK.
2 Right‑click the printer you want to use (Network or USB).
3 Select Set as Default Printer from the menu.
4 Close the “Printers” or “Printers and Faxes” window.
Switching between USB, Ethernet, and wireless connections (Macintosh only)
You can change the way you access your printer depending on your needs. The following procedures assume that you
have configured your printer for one type of connection and that the drivers are installed on the computer. See related
topics on troubleshooting specific connection types if you encounter difficulties during configuration.
Note: The printer supports one active local connection (USB) and one active network connection (Ethernet or
wireless) at a time. It is not possible to connect the printer to both Ethernet and wireless networks at the same time.
Using the printer wirelessly
Select the connection type that describes how you currently access your printer:
If the printer is currently set up locally (using USB connection)
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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