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EC-4040
User Manual
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Epson EC-4040 User Manual

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EC-4040 User's Guide

Contents

EC-4040 User's Guide ............................................................................................................................... 13
Product Basics .......................................................................................................................................... 14
Using the Control Panel ..................................................................................................................... 14
Control Panel Buttons and Lights .................................................................................................. 15
Status Icon Information ............................................................................................................. 15
Preventing PC Connection via USB .............................................................................................. 25
Product Parts Locations ..................................................................................................................... 26
Product Parts - Front ..................................................................................................................... 27
Product Parts - Inside .................................................................................................................... 29
Product Parts - Back...................................................................................................................... 31
Using Power Saving Settings ............................................................................................................. 31
Changing the Power Off Timer Settings ........................................................................................ 33
Epson Connect Solutions for Smartphones, Tablets, and More ......................................................... 33
Setting Up Epson Connect Services.............................................................................................. 34
Using the Epson iPrint Mobile App ................................................................................................ 36
Using AirPrint .................................................................................................................................... 38
Using Google Cloud Print................................................................................................................... 39
Android Printing Using the Epson Print Enabler ................................................................................ 40
Using Fire OS Printing ....................................................................................................................... 40
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Using Windows 10 Mobile Printing .................................................................................................... 41
Using Epson Print and Scan App with Windows Tablets ................................................................... 41
Printing and Scanning with NFC from Your Android Device............................................................... 42
Wi-Fi or Wired Networking........................................................................................................................ 44
Network Security Recommendations ................................................................................................. 44
Wi-Fi Infrastructure Mode Setup......................................................................................................... 45
Selecting Wireless Network Settings from the Control Panel ........................................................ 46
Wi-Fi Direct Mode Setup .................................................................................................................... 48
Wi-Fi Protected Setup (WPS)............................................................................................................. 50
Printing a Network Status Sheet......................................................................................................... 52
Printing a Network Connection Report ............................................................................................... 53
Network Connection Report Codes and Messages ....................................................................... 54
Configuring Email Server Settings...................................................................................................... 59
Changing or Updating Network Connections ..................................................................................... 61
Accessing the Web Config Utility................................................................................................... 61
Changing a Wi-Fi Connection to a Wired Network Connection...................................................... 62
Loading Paper ........................................................................................................................................... 65
Loading Paper in the Cassette ........................................................................................................... 65
Paper Loading Capacity ................................................................................................................ 71
Compatible Epson Papers.................................................................................................................. 74
Paper or Media Type Settings - Printing Software.............................................................................. 75
Selecting the Paper Settings for Each Source - Control Panel ........................................................... 76
Selecting the Default Paper Source Settings...................................................................................... 78
Paper Source Settings Options ..................................................................................................... 79
Selecting the Universal Print Settings ................................................................................................ 79
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Universal Print Settings Options .................................................................................................... 80
Placing Originals on the Product ............................................................................................................. 82
Placing Originals on the Scanner Glass ............................................................................................. 82
Placing Originals in the Automatic Document Feeder ........................................................................ 85
ADF Original Document Specifications.......................................................................................... 87
Copying ...................................................................................................................................................... 89
Copying Documents or Photos........................................................................................................... 89
Copying Options................................................................................................................................. 90
Printing from a Computer ......................................................................................................................... 93
Printing with Windows ........................................................................................................................ 93
Selecting Basic Print Settings - Windows ...................................................................................... 94
Paper Source Options - Windows ............................................................................................. 96
Print Quality Options - Windows ............................................................................................... 96
Multi-Page Printing Options - Windows..................................................................................... 96
Double-sided Printing Options - Windows................................................................................. 99
Print Density Adjustments - Windows ..................................................................................... 100
Selecting Additional Layout and Print Options - Windows ........................................................... 101
Custom Color Correction Options - Windows.......................................................................... 103
Image Options and Additional Settings - Windows.................................................................. 104
Header/Footer Settings - Windows ......................................................................................... 105
Selecting a Printing Preset - Windows......................................................................................... 106
Selecting Extended Settings - Windows ...................................................................................... 107
Extended Settings - Windows ................................................................................................. 108
Printing Your Document or Photo - Windows............................................................................... 109
Locking Printer Settings - Windows ............................................................................................. 110
Locked Setting Options........................................................................................................... 112
Selecting Default Print Settings - Windows.................................................................................. 113
Changing the Language of the Printer Software Screens ....................................................... 114
Changing Automatic Update Options .......................................................................................... 115
Printing with the Built-in Epson Driver - Windows 10 S..................................................................... 116
Selecting Print Settings - Windows 10 S...................................................................................... 116
Printing on a Mac ............................................................................................................................. 120
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Selecting Basic Print Settings - Mac ........................................................................................... 121
Paper Source Options - Mac................................................................................................... 124
Print Quality Options - Mac ..................................................................................................... 124
Print Options - Mac ................................................................................................................. 125
Selecting Page Setup Settings - Mac .......................................................................................... 125
Selecting Print Layout Options - Mac........................................................................................... 127
Selecting Double-sided Printing Settings - Mac........................................................................... 127
Double-sided Printing Options and Adjustments - Mac........................................................... 129
Managing Color - Mac ................................................................................................................. 129
Color Matching and Color Options - Mac ................................................................................ 130
Selecting Printing Preferences - Mac .......................................................................................... 131
Printing Preferences - Mac...................................................................................................... 132
Printing Your Document or Photo - Mac ...................................................................................... 133
Checking Print Status - Mac.................................................................................................... 134
Printing From a Chromebook ........................................................................................................... 134
Cancelling Printing Using the Product .............................................................................................. 135
Scanning .................................................................................................................................................. 136
Starting a Scan................................................................................................................................. 136
Starting a Scan Using the Product Control Panel ........................................................................ 136
Scanning to Email ................................................................................................................... 138
Adding and Assigning Scan Jobs with Document Capture Pro or Document Capture............ 140
Setting Up a WSD Port (Windows 7/Windows Vista) .............................................................. 141
Control Panel Scanning Options............................................................................................. 142
Setting Up and Scanning to a Network Folder or FTP Server...................................................... 145
Creating a Shared Network Folder.......................................................................................... 145
Registering Contacts for Email, Network, or FTP Scanning - Control Panel ........................... 147
Registering Contacts for Network Folder or FTP Scanning - Web Config ............................... 149
Scanning to a Network Folder or FTP Server.......................................................................... 150
Starting a Scan Using the Epson Scan 2 Icon ............................................................................. 152
Starting a Scan from a Scanning Program................................................................................... 154
Starting a Scan from a Smart Device........................................................................................... 156
Scanning with Document Capture Pro or Document Capture .......................................................... 156
Scanning in Epson Scan 2 ............................................................................................................... 159
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Additional Scanning Settings - Main Settings Tab ....................................................................... 162
Additional Scanning Settings - Advanced Settings Tab............................................................... 162
Saving Scanned Documents as a Searchable PDF Using Epson Scan 2 ................................... 163
Image Format Options................................................................................................................. 165
Scan Resolution Guidelines ........................................................................................................ 166
Scanning Special Projects................................................................................................................ 166
Scanning to a SharePoint Server or Cloud Service ..................................................................... 166
Scanning Multi-Page Originals as Separate Files........................................................................ 168
Faxing....................................................................................................................................................... 171
Connecting a Telephone or Answering Machine.............................................................................. 171
Setting Up Fax Features .................................................................................................................. 174
Setting Up Basic Fax Features .................................................................................................... 174
Using the Fax Setup Wizard ................................................................................................... 174
Selecting the Line Type........................................................................................................... 176
Setting the Number of Rings to Answer .................................................................................. 178
Selecting Advanced Fax Settings................................................................................................ 179
Print Settings - Fax.................................................................................................................. 181
Basic Settings - Fax ................................................................................................................ 182
Security Settings - Fax............................................................................................................ 183
Setting Up the Fax Utility - Windows............................................................................................ 184
Setting Up Fax Features Using the Fax Utility - Mac ................................................................... 186
Setting Up Contacts and Contact Groups......................................................................................... 187
Setting Up Contacts Using the Product Control Panel................................................................. 188
Creating a Contact .................................................................................................................. 188
Editing or Deleting a Contact .................................................................................................. 190
Creating a Contact Group ....................................................................................................... 191
Editing or Deleting a Contact Group........................................................................................ 193
Importing Contacts Using the Fax Utility - Windows .................................................................... 194
Setting Up Speed/Group Dial Lists Using the Fax Utility - Mac.................................................... 197
Sending Faxes ................................................................................................................................. 199
Sending Faxes from the Product Control Panel........................................................................... 199
Sending a Fax Using the Keypad, Contact List, or History...................................................... 199
Fax Sending Options .............................................................................................................. 202
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Sending a Fax at a Specified Time ......................................................................................... 203
Sending Faxes Using the Fax Utility - Windows .......................................................................... 204
Sending Faxes Using the Fax Utility - Mac .................................................................................. 207
Receiving Faxes............................................................................................................................... 210
Fax Reception ............................................................................................................................. 210
Receiving Faxes Automatically ................................................................................................... 211
Receiving Faxes Manually........................................................................................................... 211
Receiving a Fax by Polling .......................................................................................................... 212
Viewing a Fax on the LCD Screen (Using the Inbox)................................................................... 213
Saving Faxes to an External USB Device ................................................................................... 215
Selecting Received Fax Options Using the Fax Utility - Windows ............................................... 215
Checking Fax Status ....................................................................................................................... 218
Printing Fax Reports......................................................................................................................... 219
Fax Report Options ..................................................................................................................... 219
Using External USB Devices with Your Product................................................................................... 221
Connecting a USB Device................................................................................................................ 221
USB Device File Specifications ................................................................................................... 221
Disconnecting a USB Device............................................................................................................ 222
Viewing and Printing from the LCD Screen ...................................................................................... 222
Printing JPEG Photos.................................................................................................................. 222
Printing TIFF Files ...................................................................................................................... 223
Print Setting Options - Device Mode............................................................................................ 224
Transferring Files on a USB Device ................................................................................................. 226
Setting Up File Sharing for File Transfers from Your Computer................................................... 226
Transferring Files from a USB Device to Your Computer ............................................................ 227
Replacing Ink Cartridges and Maintenance Boxes............................................................................... 229
Check Cartridge and Maintenance Box Status................................................................................. 229
Checking Cartridge Status on the LCD Screen............................................................................ 229
Checking Cartridge and Maintenance Box Status - Windows...................................................... 230
Checking Cartridge and Maintenance Box Status - Mac ............................................................. 233
Purchase Epson Ink Cartridges and Maintenance Box .................................................................... 234
Ink Cartridge and Maintenance Box Part Numbers...................................................................... 234
Removing and Installing Ink Cartridges............................................................................................ 235
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Printing with Black Ink and Expended Color Cartridges ................................................................... 240
Printing with Expended Color Cartridges - Windows ................................................................... 240
Printing with Expended Color Cartridges - Mac ........................................................................... 241
Conserving Low Black Ink with Windows ......................................................................................... 243
Replacing the Maintenance Box....................................................................................................... 243
Adjusting Print Quality............................................................................................................................ 247
Print Head Maintenance................................................................................................................... 247
Print Head Nozzle Check............................................................................................................. 247
Checking the Nozzles Using the Product Control Panel ......................................................... 248
Checking the Nozzles Using a Computer Utility...................................................................... 250
Print Head Cleaning .................................................................................................................... 251
Cleaning the Print Head Using the Product Control Panel ...................................................... 252
Cleaning the Print Head Using a Computer Utility................................................................... 253
Aligning the Print Head Using the Product Control Panel................................................................. 255
Cleaning the Paper Guide ................................................................................................................ 257
Cleaning and Transporting Your Product ............................................................................................. 259
Cleaning Your Product ..................................................................................................................... 259
Transporting Your Product ............................................................................................................... 263
Solving Problems .................................................................................................................................... 266
Checking for Software Updates........................................................................................................ 266
Product Status Messages ................................................................................................................ 267
Running a Product Check ................................................................................................................ 271
Resetting Control Panel Defaults ..................................................................................................... 272
Solving Setup Problems ................................................................................................................... 273
Product Does Not Turn On or Off................................................................................................. 274
Noise After Ink Installation........................................................................................................... 274
Software Installation Problems .................................................................................................... 274
Solving Network Problems ............................................................................................................... 275
Product Cannot Connect to a Wireless Router or Access Point .................................................. 275
Network Software Cannot Find Product on a Network................................................................. 276
Product Does Not Appear in Mac Printer Window ....................................................................... 277
Wireless Network Connection is Unstable on a Mac ................................................................... 278
Cannot Print Over a Network....................................................................................................... 278
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Cannot Scan Over a Network ...................................................................................................... 280
Solving Copying Problems ............................................................................................................... 281
Product Makes Noise, But Nothing Copies.................................................................................. 281
Product Makes Noise When It Sits for a While............................................................................. 281
Originals Do Not Feed From the Automatic Document Feeder.................................................... 281
Solving Paper Problems................................................................................................................... 283
Paper Feeding Problems............................................................................................................. 283
Paper Jam Problems in the Cassette .......................................................................................... 284
Paper Jam Problems in the Rear Cover ...................................................................................... 285
Document Jams in the Automatic Document Feeder .................................................................. 286
Paper Ejection Problems ............................................................................................................. 289
Solving Problems Printing from a Computer..................................................................................... 289
Nothing Prints.............................................................................................................................. 290
Product Icon Does Not Appear in Windows Taskbar ................................................................... 290
Printing is Slow ............................................................................................................................ 291
Solving Page Layout and Content Problems.................................................................................... 292
Inverted Image............................................................................................................................. 293
Too Many Copies Print ................................................................................................................ 293
Blank Pages Print ........................................................................................................................ 293
Incorrect Margins on Printout....................................................................................................... 294
Incorrect Characters Print............................................................................................................ 294
Incorrect Image Size or Position.................................................................................................. 295
Slanted Printout........................................................................................................................... 295
Solving Print Quality Problems......................................................................................................... 296
White or Dark Lines in Printout .................................................................................................... 296
Blurry or Smeared Printout .......................................................................................................... 297
Faint Printout or Printout Has Gaps ............................................................................................. 298
Grainy Printout............................................................................................................................. 299
Incorrect Colors ........................................................................................................................... 300
Solving Scanning Problems ............................................................................................................. 301
Scanning Software Does Not Operate Correctly ......................................................................... 301
Cannot Start Epson Scan 2 ......................................................................................................... 301
Scanning is Slow ......................................................................................................................... 302
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Cannot Save a Scan to a Shared Folder Over a Network............................................................ 303
Solving Scanned Image Quality Problems ....................................................................................... 304
Image Consists of a Few Dots Only............................................................................................. 305
Line of Dots Appears in All Scanned Images............................................................................... 305
Straight Lines in an Image Appear Crooked ................................................................................ 305
Image is Distorted or Blurry ......................................................................................................... 305
Image Colors are Patchy at the Edges ........................................................................................ 306
Image is Too Dark ....................................................................................................................... 306
Back of Original Image Appears in Scanned Image .................................................................... 306
Ripple Patterns Appear in an Image ............................................................................................ 307
Scanned Image Colors Do Not Match Original Colors................................................................. 307
Scanned Image Edges are Cropped ........................................................................................... 308
Solving Faxing Problems.................................................................................................................. 308
Cannot Send or Receive Faxes................................................................................................... 308
Cannot Receive Faxes with a Telephone Connected to Your Product ........................................ 309
Fax Memory Full Error Appears................................................................................................... 310
Sent Fax Quality is Poor .............................................................................................................. 311
Sent Fax is Received in an Incorrect Size ................................................................................... 311
Received Fax Quality is Poor ...................................................................................................... 312
Received Fax is Not Printed ........................................................................................................ 312
Solving USB Device Problems ......................................................................................................... 312
Cannot View or Print from a USB Device..................................................................................... 313
Cannot Save Files on a USB Device ........................................................................................... 313
Cannot Transfer Files To or From a USB Device......................................................................... 314
Uninstall Your Product Software....................................................................................................... 314
Uninstalling Product Software - Windows.................................................................................... 314
Uninstalling Product Software - Mac............................................................................................ 315
Where to Get Help............................................................................................................................ 316
Technical Specifications ........................................................................................................................ 318
Windows System Requirements ...................................................................................................... 318
Mac System Requirements .............................................................................................................. 319
Paper Specifications ........................................................................................................................ 320
Printable Area Specifications ........................................................................................................... 321
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Automatic Document Feeder (ADF) Specifications .......................................................................... 322
Scanning Specifications ................................................................................................................... 323
Fax Specifications ............................................................................................................................ 323
Ink Cartridge Specifications.............................................................................................................. 324
Dimension Specifications ................................................................................................................. 325
Electrical Specifications ................................................................................................................... 325
Environmental Specifications ........................................................................................................... 326
Interface Specifications .................................................................................................................... 326
External USB Device Specifications................................................................................................. 326
Network Interface Specifications ...................................................................................................... 327
Safety and Approvals Specifications ................................................................................................ 328
Notices ..................................................................................................................................................... 330
Important Safety Instructions............................................................................................................ 330
General Product Safety Instructions ............................................................................................ 330
Ink Cartridge Safety Instructions.................................................................................................. 332
LCD Screen Safety Instructions................................................................................................... 333
Wireless Connection Safety Instructions ..................................................................................... 333
Telephone Equipment Safety Instructions ................................................................................... 334
FCC Compliance Statement............................................................................................................. 334
Binding Arbitration and Class Waiver ............................................................................................... 337
Trademarks...................................................................................................................................... 340
Copyright Notice............................................................................................................................... 340
libTIFF Software Acknowledgment.............................................................................................. 341
A Note Concerning Responsible Use of Copyrighted Materials................................................... 342
Default Delay Times for Power Management for Epson Products ............................................... 342
Copyright Attribution.................................................................................................................... 342
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EC-4040 User's Guide
Welcome to the EC-4040 User's Guide.
For a printable PDF copy of this guide, click here.
13

Product Basics

See these sections to learn about the basic features of your product.
Using the Control Panel Product Parts Locations Using Power Saving Settings Epson Connect Solutions for Smartphones, Tablets, and More Using AirPrint Using Google Cloud Print Android Printing Using the Epson Print Enabler Using Fire OS Printing Using Windows 10 Mobile Printing Using Epson Print and Scan App with Windows Tablets Printing and Scanning with NFC from Your Android Device

Using the Control Panel

See these sections to learn about the control panel and select control panel settings.
Control Panel Buttons and Lights Selecting the Date and Time Entering Characters on the LCD Screen Using Presets Changing LCD Screen Language Adjusting Control Panel Sounds Adjusting the Screen Brightness Turning Off the Operation Time Out Setting Preventing PC Connection via USB
Parent topic: Product Basics
14

Control Panel Buttons and Lights

1
2 NFC (Near Field Communication) tag
3
4
5 LCD screen
6
Status Icon Information
Parent topic: Using the Control Panel
Status Icon Information
Your product displays status icons on the LCD screen for certain product status conditions. Press the
Icons Description
power button and light
help button
received fax light
home button
icon to view or change the current network settings.
Displays additional information or instructions, such as loading paper or placing a document.
15
Icons Description
Displays the Supply Status screen.
Quiet Mode is enabled. Noise is reduced during printing, but the print speed may be reduced. Press this icon to change the settings.
Quiet Mode is disabled. Press this icon to change the settings.
Displays the Fax Data Information screen.
The indicated setting has changed.
There is a problem with the indicated setting. Press the icon to resolve the problem.
No Ethernet connection.
An Ethernet connection is established.
No Wi-Fi connection.
A Wi-Fi network error has occurred or the product is searching for a connection.
A Wi-Fi connection is established. The number of bars indicates the connection's signal strength.
No Wi-Fi Direct connection.
A Wi-Fi Direct connection is established.
Parent topic: Control Panel Buttons and Lights

Selecting the Date and Time

Before faxing, select the current date, time, and daylight saving phase in your area, and choose your preferred date and time format.
1. Press the home button, if necessary.
2. Select Settings.
16
3. Select General Settings.
4. Select Basic Settings.
5. Select Date/Time Settings.
17
You see a screen like this:
6. Select Daylight Saving Time.
7. Select the setting that applies to your area:
• Winter: it is winter or your region does not use Daylight Saving Time (DST)
• Summer: it is spring or summer and your region uses Daylight Saving Time (DST)
Note: If your region uses Daylight Saving Time (DST), you must change this setting to match the season. When you change from Winter to Summer, your product automatically sets its clock ahead one hour. When you change from Summer to Winter, it sets its clock back one hour.
8. Select Date/Time.
9. Select the date format you want to use.
10. Use the numeric keypad to enter the current date.
11. Select the time format you want to use.
12. Use the numeric keypad to enter the current time.
Parent topic: Using the Control Panel
18

Entering Characters on the LCD Screen

Follow these guidelines to enter characters for passwords and other settings.
• To move the cursor, select the left or right arrows.
• To change the case of letters, select .
• To delete the previous character, select .
• To enter numbers or symbols, select .
• To enter a space, select Space.
Parent topic: Using the Control Panel

Using Presets

You can save frequently used copy, fax, and scan settings as presets. This lets you easily reuse them whenever necessary.
1. Press the home button, if necessary.
2. Select Presets.
19
You see a screen like this:
3. Select Add New.
4. Select the function for which you want to set up a preset.
You see the main screen for that function, such as the Copy screen:
5. Select the settings you want to save and select Register.
20
You see a screen like this:
6. Select Name.
You see a screen like this:
7. Use the displayed keyboard to enter a name for the preset and select OK.
8. Select OK.
When you copy, fax, or scan, you can use the preset by selecting Presets and selecting your preset name from the list.
Parent topic: Using the Control Panel
21
Related tasks
Entering Characters on the LCD Screen

Changing LCD Screen Language

You can change the language used on the LCD screen.
1. Press the home button, if necessary.
2. Select Settings.
3. Select General Settings.
You see a screen like this:
4. Select Basic Settings.
5. Scroll down and select Language.
6. Select a language.
Parent topic: Using the Control Panel

Adjusting Control Panel Sounds

You can adjust the sound level heard when you press buttons on the control panel.
1. Press the home button, if necessary.
2. Select Settings.
3. Select General Settings.
22
You see a screen like this:
4. Select Basic Settings.
5. Select Sound.
6. Select Normal Mode or Quiet Mode.
Note: Press the icon on the home screen to switch between Normal Mode and Quiet Mode.
7. Select Button Press.
8. Press to decrease or to increase the sound.
9. Select OK to exit.
Note: You can also adjust the Sound Type and the sound level for various product functions.
Parent topic: Using the Control Panel

Adjusting the Screen Brightness

You can adjust the brightness of the LCD screen.
1. Press the home button, if necessary.
2. Select Settings.
3. Select General Settings.
23
You see a screen like this:
4. Select Basic Settings.
5. Select LCD Brightness.
6. Do one of the following:
• Press the – or + icons to decrease or increase the brightness.
• Press the brightness level on the LCD screen, select a number from the on-screen keypad, and press OK.
7. Select OK to exit.
Parent topic: Using the Control Panel

Turning Off the Operation Time Out Setting

The Operation Time Out setting causes the LCD screen to return to the Home screen after a few minutes of inactivity. This feature is enabled by default, but you can turn it off.
1. Press the home button, if necessary.
2. Select Settings.
3. Select General Settings.
24
You see a screen like this:
4. Select Basic Settings.
5. Scroll down and set Operation Time Out to Off.
Parent topic: Using the Control Panel

Preventing PC Connection via USB

You can disable access from a USB-connected computer. This restricts non-network access to the product and protects the security of confidential scanned documents.
1. Press the home button, if necessary.
2. Select Settings.
3. Select General Settings.
25
You see a screen like this:
4. Select Printer Settings.
You see a screen like this:
5. Scroll down and select PC Connection via USB.
6. Select Disable.
Parent topic: Using the Control Panel

Product Parts Locations

See these sections to identify the parts on your product.
26
Product Parts - Front Product Parts - Inside Product Parts - Back
Parent topic: Product Basics

Product Parts - Front

1 Automatic Document Feeder (ADF) cover
2 ADF input tray
3 ADF edge guides
4 ADF document support
5 ADF output tray
6 Paper cassette 1
27
7 Paper cassette 2
1 Output tray
2 Paper cassette edge guides
3 Paper cassette
Parent topic: Product Parts Locations
28

Product Parts - Inside

1 Document cover
2 Scanner glass
3 Control panel
29
4 USB Type A port for external devices
1 Scanner unit
2 Ink cartridge holder (do not remove)
Parent topic: Product Parts Locations
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