HP Envy 5545 User Guide

HP ENVY 5540 All-in-One series

Table of contents

1 How do I? ...................................................................................................................................................... 1

2 Get started ................................................................................................................................................... 2

Printer parts ........................................................................................................................................................... 3

Control panel and status lights ............................................................................................................................. 5

Paper basics ........................................................................................................................................................... 7

Load media .......................................................................................................................................................... 10

Load original ........................................................................................................................................................ 14

Open the HP printer software (Windows) ........................................................................................................... 15

Sleep mode .......................................................................................................................................................... 16

Auto-Off ............................................................................................................................................................... 17

Quiet Mode ........................................................................................................................................................... 18

Accessibility ......................................................................................................................................................... 20

3 Print ........................................................................................................................................................... 21

Print photos ......................................................................................................................................................... 22

Print documents .................................................................................................................................................. 24

Print on both sides (duplexing) ........................................................................................................................... 25

Print from your mobile device ............................................................................................................................. 26

Print with AirPrint ................................................................................................................................................ 27

Print using the maximum dpi .............................................................................................................................. 28

Tips for print success ........................................................................................................................................... 29

4 Use Web Services ......................................................................................................................................... 31

What are Web Services? ...................................................................................................................................... 32

Set up Web Services ............................................................................................................................................ 33

Print with HP ePrint ............................................................................................................................................. 35

Use HP Printables ................................................................................................................................................ 37

Use the HP Connected website ............................................................................................................................ 38

Remove Web Services ......................................................................................................................................... 39

Tips for using Web Services ................................................................................................................................. 40

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5 Copy and scan .............................................................................................................................................. 41

Copy documents .................................................................................................................................................. 42

Scan ...................................................................................................................................................................... 43

Tips for copy and scan success ........................................................................................................................... 47

6 Work with cartridges ................................................................................................................................... 48

Check the estimated ink levels ............................................................................................................................ 49

Replace the cartridges ......................................................................................................................................... 50

Order ink supplies ................................................................................................................................................ 52

Use single-cartridge mode .................................................................................................................................. 53

Cartridge warranty information .......................................................................................................................... 54

Anonymous usage information storage ............................................................................................................. 55

Tips for working with cartridges ......................................................................................................................... 56

7 Connect Your Printer .................................................................................................................................... 57

Set up the printer for wireless communication .................................................................................................. 58

Connect wirelessly to the printer without a router ............................................................................................ 60

Change network settings .................................................................................................................................... 63

Advanced printer management tools (for networked printers) ......................................................................... 64

Tips for setting up and using a networked printer ............................................................................................. 66

8 Solve a problem ........................................................................................................................................... 67

Jams and paper-feed issues ................................................................................................................................ 68

Ink cartridge issues .............................................................................................................................................. 73

Printing issues ..................................................................................................................................................... 75

Copy issues .......................................................................................................................................................... 84

Scan issues ........................................................................................................................................................... 85

Network and connection issues .......................................................................................................................... 86

Printer hardware issues ...................................................................................................................................... 88

HP support ........................................................................................................................................................... 90

Appendix A Technical information ................................................................................................................... 92

Hewlett-Packard Company notices ..................................................................................................................... 93

Specifications ....................................................................................................................................................... 94

Environmental product stewardship program ................................................................................................... 96

Regulatory information ..................................................................................................................................... 101

Low on ink .......................................................................................................................................................... 110

Very low on ink .................................................................................................................................................. 111

Ink cartridge problem ........................................................................................................................................ 112

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Check cartridge access door .............................................................................................................................. 113

Paper size mismatch ......................................................................................................................................... 114

Ink cartridge carriage stalled ............................................................................................................................ 115

Paper jam or tray problem ................................................................................................................................ 116

Out of paper ....................................................................................................................................................... 117

Document failed to print ................................................................................................................................... 118

Printer failure .................................................................................................................................................... 119

Door open .......................................................................................................................................................... 120

Ink cartridge failure ........................................................................................................................................... 121

Counterfeit Cartridge Advisory ......................................................................................................................... 122

Incompatible ink cartridges .............................................................................................................................. 123

Paper too short .................................................................................................................................................. 124

Paper too long to auto-duplex .......................................................................................................................... 125

Incompatible HP Instant Ink Cartridge .............................................................................................................. 126

Used HP Instant Ink Cartridge ........................................................................................................................... 127

Please Connect Printer to HP Connected .......................................................................................................... 128

Cannot Print ....................................................................................................................................................... 129

HP Protected Cartridge Installed ...................................................................................................................... 130

Index ........................................................................................................................................................... 131

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1 How do I?

Learn how to use your HP ENVY 5540 series

●

Get started on page 2

●

Print on page 21

●

Use Web Services on page 31

●

Copy and scan on page 41

●

Work with cartridges on page 48

●

Connect Your Printer on page 57

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Technical information on page 92

●

Solve a problem on page 67

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2 Get started

This section contains the following topics:

●

Printer parts

●

Control panel and status lights

●

Paper basics

●

Load media

●

Load original

●

Open the HP printer software (Windows)

●

Sleep mode

●

●

●

Auto-Off

Quiet Mode

Accessibility

2 Chapter 2 Get started ENWW

Printer parts

Front view

Figure 2-1 Front and top views of HP ENVY 5540 All-in-One series

Feature Description

1 Lid

2 Lid-backing

3 Scanner glass

4 Printer model name

5 Cartridge access door

6 Paper path cover

7 Cartridge access area

8 Ink cartridges

9 On button (also referred to as the Power button)

10 Control panel

11 Output tray

12 Automatic output tray extender (also referred to as the tray extender)

13 Color graphics display (also referred to as the display)

14 Photo tray

15 Paper tray

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Back view

Figure 2-2 Rear view of HP ENVY 5540 All-in-One series

Feature Description

1 Power connection. Use only the power cord supplied by HP.

2 Power light. The green light indicates the power cord is installed correctly.

3 Rear USB port

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Control panel and status lights

Overview of buttons and lights

The following diagram and related table provides a quick reference to the printer control panel features.

Label Name and Description

1On button: Turns the printer on or off.

2 Back button: Returns to the previous screen.

3 Help button: Opens the Help menu for the current operation.

4 Home button: Returns to the Home screen, the screen that is displayed when you first turn on the printer.

5 Control panel display: Touch the screen to select menu options, or scroll through the menu items.

6 Wireless light: Indicates the status of the printer wireless connection.

●

Solid blue light indicates that wireless connection has been established and you can print.

●

Slow blinking light indicates that wireless is on, but the printer is not connected to a network. Make sure your printer is
within the range of wireless signal.

●

Fast blinking light indicates wireless error. Refer to the message on the printer display.

●

If wireless is turned off, the wireless light is off and the display screen shows Wireless Off.

Control panel display icons

Icon Purpose

Copy : Opens the Copy menu where you can select the number of copies or change the copy settings.

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Icon Purpose

Scan : Opens the screen where you can select a destination for your scan.

HP Printables : Provides a quick and easy way to access and print information from the web, such as coupons,

coloring pages, puzzles, and more.

Setup : Opens the Setup menu where you can change preferences and use tools to perform maintenance
functions.

Help : Opens the Help menu where you can view How To videos, printer feature information, and tips.

ePrint icon: Opens the Web Services Summary menu, where you can check ePrint status details, change ePrint
settings, or print an Info page.

Wi-Fi Direct icon: Opens the Wi-Fi Direct menu where you can turn on Wi-Fi Direct, turn off Wi-Fi Direct, and
display the Wi-Fi Direct name and password.

Wireless icon: Opens the Wireless Summary menu where you can check wireless status and change wireless
settings. You can also print the Wireless Test Report, helping diagnose the network connection issues.

Ink icon: Shows estimated ink levels by cartridge. Displays a warning symbol if the ink level is less than the
minimum expected ink level.

NOTE: Ink level warnings and indicators provide estimates for planning purposes only. When you receive a low-

ink warning message, consider having a replacement cartridge available to avoid possible printing delays. You do
not need to replace cartridges until the print quality becomes unacceptable.

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Paper basics

The printer is designed to work well with most types of office paper. It is best to test a variety of print paper
types before buying large quantities. Use HP paper for optimum print quality. Visit the HP website at

www.hp.com for more information about HP paper.

HP recommends plain papers with the ColorLok logo for printing everyday documents. All
papers with the ColorLok logo are independently tested to meet high standards of
reliability and print quality, and produce documents with crisp, vivid color, bolder blacks,
and that dry faster than ordinary plain papers. Look for papers with the ColorLok logo in
a variety of weights and sizes from major paper manufacturers.

This section contains the following topics:

●

Recommended papers for printing

●

Order HP paper supplies

●

Tips for selecting and using paper

Recommended papers for printing

If you want the best print quality, HP recommends using HP papers that are specifically designed for the type
of project you are printing.

Depending on your country/region, some of these papers might not be available.

Photo printing

●

●

●

HP Premium Plus Photo Paper

HP Premium Plus Photo Paper is HP’s highest-quality photo paper for your best photos. With HP
Premium Plus Photo Paper, you can print beautiful photos that are instant-dry so you can share them
right off the printer. It is available in several sizes, including A4, 8.5 x 11 inches 216 x 279 mm, 4 x 6
inches 10 x 15 cm, and 5 x 7 inches 13 x 18 cm, and in two finishes - glossy or soft gloss (semi-gloss).
Ideal for framing, displaying, or gifting your best photos and special photo projects. HP Premium Plus
Photo Paper delivers exceptional results with professional quality and durability.

HP Advanced Photo Paper

This glossy photo paper features an instant-dry finish for easy handling without smudging. It resists
water, smears, fingerprints, and humidity. Your prints have a look and feel comparable to a store­processed photo. It is available in several sizes, including A4, 8.5 x 11 inches 216 x 279 mm, 4 x 6 inches
10 x 15 cm, and 5 x 7 inches 13 x 18 cm. It is acid-free for longer lasting documents.

HP Everyday Photo Paper

Print colorful, everyday snapshots at a low cost, using paper designed for casual photo printing. This
affordable photo paper dries quickly for easy handling. Get sharp, crisp images when you use this paper
with any inkjet printer. It is available in glossy finish in several sizes, including A4, 8.5 x 11 inches 216 x
279 mm, 5 x 7 inches 13 x 18 cm, and 4 x 6 inches 10 x 15 cm. It is acid-free for longer lasting
documents.

●

HP Photo Value Packs

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HP Photo Value Packs conveniently package original HP ink cartridges and HP Advanced Photo Paper to
save you time and take the guesswork out of printing affordable, lab-quality photos with your HP
printer. Original HP inks and HP Advanced Photo Paper have been designed to work together so your
photos are long lasting and vivid, print after print. Great for printing out an entire vacation's worth of
photos or multiple prints to share.

Business documents

●

HP Premium Presentation Paper 120g Matte or HP Professional Paper 120 Matt

This paper is a heavy two-sided matte paper perfect for presentation, proposals, reports, and
newsletters. It is heavyweight for an impressive look and feel.

●

HP Brochure Paper 180g Glossy or HP Professional Paper 180 Glossy

These papers are glossy-coated on both sides for two-sided use. They are the perfect choice for near­photographic reproductions and business graphics for report covers, special presentations, brochures,
mailers, and calendars.

●

HP Brochure Paper 180g Matte or HP Professional Paper 180 Matt

These papers are matte-coated on both sides for two-sided use. They are the perfect choice for near­photographic reproductions and business graphics for report covers, special presentations, brochures,
mailers, and calendars.

Everyday printing

All the papers listed for everyday printing feature ColorLok Technology for less smearing, bolder blacks, and
vivid colors.

●

HP Bright White Inkjet Paper and Color Inkjet Paper

HP Bright White Inkjet Paper and Color Inkjet Paper deliver high-contrast colors and sharp text. They are
opaque enough for two-sided color usage with no show-through, making them ideal for newsletters,
reports, and flyers.

●

HP Multipurpose and All-in-One Printing Paper

HP Multipurpose and All-in-One Printing Paper is a high-quality multifunction paper. It produces
documents that look and feel more substantial than documents printed on standard multipurpose or
copy paper. It is acid-free for longer lasting documents.

●

HP Office, Copy, and Copy & Print Paper

These varieties of HP paper high-quality multifunction paper are suitable for copies, drafts, memos, and
other everyday documents. They are acid-free for longer lasting documents.

●

HP Office Recycled Paper

HP Office Recycled Paper is a high-quality multifunction paper made with 30% recycled fiber.

Order HP paper supplies

The printer is designed to work well with most types of office paper. Use HP paper for optimum print quality.

To order HP papers and other supplies, go to
available in English only.

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www.hp.com . At this time, some portions of the HP website are

HP recommends plain papers with the ColorLok logo for printing and copying of everyday documents. All
papers with the ColorLok logo are independently tested to meet high standards of reliability and print
quality, and produce documents with crisp, vivid color, bolder blacks and dry faster than ordinary plain
papers. Look for papers with the ColorLok logo in a variety of weights and sizes from major paper
manufacturers.

Tips for selecting and using paper

For the best results, observe the following guidelines.

●

Load only one type of paper at a time into the paper or photo tray.

●

When loading the tray, make sure the paper is loaded correctly.

●

Do not overload the tray.

●

To prevent jams, poor print quality, and other printing problems, avoid loading the following paper in
the tray:

◦

Multipart forms

◦

Media that is damaged, curled, or wrinkled

◦

Media with cutouts or perforations

◦

Media that is heavily textured, embossed, or does not accept ink well

◦

Media that is too lightweight or stretches easily

◦

Media that contains staples or clips

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Load media

Select a paper size to continue.

To load small-size paper

The photo tray on HP ENVY 5540 All-in-One series only supports the 4 x 6 inches 10 x 15 cm photo paper. If
you want to print on other supported photo paper, load it into the main paper tray.

1. Pull out the main paper tray and then the photo tray.

If you do not see the photo tray, remove the output tray from the printer.

2. Load paper.

●

Insert a stack of photo paper into the photo tray print side facing down and HP logos facing up.

●

Slide the photo paper forward until it stops.

3. Push the photo tray and the main paper tray back in.

Insert the output tray back into the printer if you removed it earlier.

4. Change or retain the paper settings on the printer display.

To load larger photo paper

If you want to print on larger photo paper, load it into the main paper tray as follows.

1. Pull out the paper tray, slide the paper-width guides outward, and then remove any previously loaded

media.

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2. Load paper.

●

Insert a stack of paper into the paper tray with the short edge forward and the print side down.

●

Slide the paper forward until it stops.

●

Slide the paper-width guides inward until they stop at the edges of the paper.

3. Push the paper tray back in.

4. Change or retain the paper settings on the printer display.

To load full-size paper

1. Pull out the paper tray, slide the paper-width guides outward, and then remove any previously loaded

media.

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2. Load paper.

●

●

●

3. Push the paper tray back in.

4. Change or retain the paper settings on the printer display.

To load envelopes

Insert a stack of paper into the paper tray with the short edge forward and the print side down.

Slide the paper forward until it stops.

Slide the paper-width guides inward until they stop at the edges of the paper.

1. Pull out the paper tray, slide the paper-width guides outward, and then remove any previously loaded

media.

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2. Load envelopes

●

Insert one or more envelopes in the center of the paper tray. The print side should face down. The
flap should be on the left side and facing up.

●

Slide a stack of envelopes inward until it stops.

●

Slide the paper-width guides inward against the stack of envelopes until they stop.

3. Push the paper tray back in.

4. Change or retain the paper settings on the printer display.

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Load original

To load original on the scanner glass

1. Lift the scanner lid.

2. Load the original print side down on the right front corner of the glass.

3. Close the scanner lid.

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Open the HP printer software (Windows)

After installing the HP printer software, depending on your operating system, do one of the following:

●

Windows 8.1: Click the down arrow in lower left corner of the Start screen, and then select the printer
name.

●

Windows 8: Right-click an empty area on the Start screen, click All Apps on the app bar, and then select
the printer name.

●

Windows 7, Windows Vista, and Windows XP: From the computer desktop, click Start, select All
Programs, click HP, click the folder for the printer, and then select the icon with the printer's name.

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Sleep mode

●

Power usage is reduced while in the Sleep mode.

●

After initial setup of printer, the printer will enter the Sleep mode after five minutes of inactivity.

●

The time to the Sleep mode can be changed from the control panel.

To set the Sleep mode time

1.

From the Home screen, touch

NOTE: If you do not see the Home screen, press the Home button.

2. Touch Power Handling.

3. Touch Sleep.

4. Touch After 5 minutes, or After 10 minutes, or After 15 minutes.

( Setup ).

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Auto-Off

This feature turns the printer off after 2 hours of inactivity to help reduce energy use. Auto-Off turns the
printer off completely, so you must use the Power button to turn the printer back on. If your printer

supports this energy saving feature, Auto-Off is automatically enabled or disabled depending on printer
capabilities and connection options. Even when Auto-Off is disabled, the printer enters Sleep mode after 5
minutes of inactivity to help reduce energy use.

●

●

Auto-Off is enabled when the printer is turned on, if the printer does not have network or fax capability,
or is not using these capabilities.

Auto-Off is disabled when a printer’s wireless or Wi-Fi Direct capability is turned on or when a printer
with fax, USB, or Ethernet network capability establishes a fax, USB, or Ethernet network connection.

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Quiet Mode

Quiet Mode slows down printing to reduce overall noise without affecting print quality. Quiet Mode only
works for printing with Normal print quality on plain paper. To reduce printing noise, turn on Quiet Mode. To
print at normal speed, turn Quiet Mode off. Quiet mode is off by default.

NOTE: In Quiet Mode, if you print on plain paper with the Draft or Best print quality, or if you print photos or

envelopes, the printer works in the same way as when Quiet Mode is off.

You can create a schedule by selecting the time when the printer prints in Quiet Mode. For example, you can
schedule the printer to be in Quiet Mode from 10 p.m. to 8 a.m. everyday. Quiet Mode is off by default.

Turn Quiet Mode on or off

To turn Quiet Mode on or off from the printer control panel

1. From the Home screen, touch Setup .

2. Touch Preferences , and then touch Quiet Mode.

3. Touch On or Off next to Quiet Mode.

To turn Quiet Mode on or off from the printer software (Windows)

1. Open the HP printer software. For more information, see

on page 15.

2. Click the Quiet Mode tab.

3. Click On or Off.

4. Click Save Settings.

To turn Quiet Mode on or off from the Embedded Web Server (EWS)

1. Open the EWS. For more information, see

2. Click the Settings tab.

3. In the Preferences section, select Quiet Mode, and then select On or Off.

4. Click Apply.

Open the embedded Web server on page 65.

Create a schedule for Quiet Mode

To create a schedule for Quiet Mode from the printer control panel

1. From the Home screen, touch Setup .

2. Touch Preferences , and then touch Quiet Mode.

Open the HP printer software (Windows)

3. Touch Off next to Quiet Mode to turn it on, and then touch OK to confirm.

4. Touch Off next to Schedule, and then change start time and end time of the schedule.

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To turn Quiet Mode on or off from the printer software (Windows)

1. Open the HP printer software. For more information, see

Open the HP printer software (Windows)

on page 15.

2. Click the Quiet Mode tab.

3. Click On in the Quiet Mode area.

4. Specify the start time and stop time in the Schedule Quiet Mode area.

5. Click Save Settings.

To create a schedule for Quiet Mode from the Embedded Web Server (EWS)

1. Open the EWS. For more information, see

Open the embedded Web server on page 65.

2. Click the Settings tab.

3. In the Preferences section, select Quiet Mode, and then select On in the Quiet Mode area.

4. Specify the start time and end time in the Schedule Quiet Mode area.

5. Click Apply.

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Accessibility

The printer provides a number of features that make it accessible for people with disabilities.

Visual

The HP software provided with the printer is accessible for users with visual impairments or low vision by
using your operating system's accessibility options and features. The software also supports most assistive
technology such as screen readers, Braille readers, and voice-to-text applications. For users who are color
blind, colored buttons and tabs used in the HP software have simple text or icon labels that convey the
appropriate action.

Mobility

For users with mobility impairments, the HP software functions can be executed through keyboard
commands. The HP software also supports Windows accessibility options such as StickyKeys, ToggleKeys,
FilterKeys, and MouseKeys. The printer doors, buttons, paper trays, and paper-width guides can be operated
by users with limited strength and reach.

Support

For more details about the accessibility of this printer and HP's commitment to product accessibility, visit
HP's website at

www.hp.com/accessibility.

For accessibility information for OS X, visit the Apple website at

www.apple.com/accessibility.

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3Print

Most print settings are automatically handled by the software application. Change the settings manually only
when you want to change print quality, print on specific types of paper, or use special features.

This section contains the following topics:

●

Print photos

●

Print documents

●

Print on both sides (duplexing)

●

Print from your mobile device

●

Print with AirPrint

●

Print using the maximum dpi

●

Tips for print success

ENWW 21

Print photos

Make sure photo paper is loaded into the photo tray.

To print a photo from the printer software (Windows)

1. From your software, select Print.

2. Make sure your printer is selected.

3. Click the button that opens the Properties dialog box.

Depending on your software application, this button might be called Properties, Options, Printer
Setup, Printer Properties, Printer, or Preferences.

4. Select the appropriate options.

●

On the Layout tab, select Portrait or Landscape orientation.

●

On the Paper/Quality tab, select the appropriate paper type from the Media drop-down list in the
Tray Selection area, and then select the appropriate print quality in the Quality Settings area.

●

Click Advanced to select the appropriate paper size from the Paper Size drop-down list.

5. Click OK to return to the Properties dialog box.

6. Click OK, and then click Print or OK in the Print dialog box.

NOTE: After the printing is finished, remove unused photo paper from the photo tray. Store the photo

paper so it does not start to curl, which could reduce the quality of your printout.

To print a photo from the computer (OS X)

1. From the File menu in your software, choose Print.

2. Make sure your printer is selected.

3. Set the print options.

If you do not see options on the Print dialog, click Show Details.

NOTE: The following options are available for a USB connected printer. Locations for the options can

vary from one application to another.

a. Choose the appropriate paper size in the Paper Size pop-up menu.

NOTE: If you change the Paper Size ensure that you have loaded the correct paper and set the

paper size on the printer control panel to match.

b. Select an Orientation.

c. From the pop-up menu, choose Paper Type/Quality, and then choose the following settings:

●

Paper Type: The appropriate photo paper type

●

Quality: Best or Maximum dpi

●

Click the Color Options disclosure triangle, and then choose the appropriate Photo Fix
option.

22 Chapter 3 Print ENWW

◦

Off: applies no changes to the image.

◦

Basic: automatically focuses the image; moderately adjusts image sharpness.

4. Select any other print settings you want, and then click Print.

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Print documents

Make sure paper is loaded into the paper tray.

To print a document (Windows)

1. From your software, select Print.

2. Make sure your printer is selected.

3. Click the button that opens the Properties dialog box.

Depending on your software application, this button might be called Properties, Options, Printer
Setup, Printer Properties, Printer, or Preferences.

4. Select the appropriate options.

●

On the Layout tab, select Portrait or Landscape orientation.

●

On the Paper/Quality tab, select the appropriate paper type from the Media drop-down list in the
Tray Selection area, and then select the appropriate print quality in the Quality Settings area.

●

Click Advanced to select the appropriate paper size from the Paper Size drop-down list.

5. Click OK to close the Properties dialog box.

6. Click Print or OK to begin printing.

To print documents (OS X)

1. From the File menu in your software, choose Print.

2. Make sure your printer is selected.

3. Specify the page properties.

If you do not see options on the Print dialog, click Show Details.

NOTE: The following options are available for a USB connected printer. Locations for the options can

vary from one application to another.

●

Choose the paper size.

NOTE: If you change the Paper Size ensure that you have loaded the correct paper and set the

paper size on the printer control panel to match.

●

Select the orientation.

●

Enter the scaling percentage.

4. Click Print.

NOTE: If your printed documents are not aligned within the margins of the paper, make sure that you have

selected the correct language and region. On the printer display, select Settings, and then select
Preferences. Select your language, and then region from the options provided. The correct language and

country/region settings ensure that the printer will have the appropriate default paper size settings.

24 Chapter 3 Print ENWW