LEXMARK OFFICEEDGE PRO 4000 User Manual

Pro4000 Series User's Guide

April 2012 www.lexmark.com

Machine type(s):

4447

Model(s):

Pro4000: 0n0, 0nE; Pro4000c: 000

Contents 2

Contents

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

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

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

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

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

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

Selecting a location for the printer..........................................................................................................12

Ordering and replacing supplies.................................................................13

Ordering ink cartridges............................................................................................................................13

Using genuine Lexmark ink cartridges.....................................................................................................13

Replacing ink cartridges..........................................................................................................................14

Ordering paper and other supplies.........................................................................................................15

Recycling Lexmark products....................................................................................................................15

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

Using the printer control panel...............................................................................................................16

Changing the Sleep timeout....................................................................................................................18

Saving paper and energy.........................................................................................................................18

Restoring factory default settings...........................................................................................................18

Setting the security PIN of the printer....................................................................................................19

Using shortcuts..........................................................................................20

What are shortcuts?................................................................................................................................20

Getting started........................................................................................................................................21

Using the printer software.........................................................................23

Minimum system requirements..............................................................................................................23

Using the Windows printer software......................................................................................................23

Using the Macintosh printer software....................................................................................................25

Finding and installing optional software.................................................................................................26

Updating the printer software................................................................................................................26

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

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

Contents 3

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

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

Loading various paper types...................................................................................................................31

Saving paper settings..............................................................................................................................34

Loading original documents on the scanner glass...................................................................................34

Loading original documents into the ADF...............................................................................................35

Using different paper sizes and types.....................................................................................................36

Linking trays............................................................................................................................................39

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

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

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

Printing specialty documents..................................................................................................................44

Working with photos...............................................................................................................................47

Printing on both sides of the paper (duplexing)......................................................................................50

Managing print jobs................................................................................................................................53

Printing from a mobile device.................................................................................................................56

Copying......................................................................................................58

Tips for copying.......................................................................................................................................58

Making copies.........................................................................................................................................58

Copying an ID card...................................................................................................................................59

Enlarging or reducing images..................................................................................................................59

Adjusting copy quality.............................................................................................................................60

Making a copy lighter or darker..............................................................................................................60

Collating copies using the printer control panel.....................................................................................60

Placing separator sheets between copies...............................................................................................61

Copying multiple pages on one sheet.....................................................................................................61

Placing an overlay message on each page..............................................................................................61

Removing the background of a copy.......................................................................................................62

Making a duplex (two-sided) copy..........................................................................................................62

Canceling copy jobs.................................................................................................................................63

Scanning....................................................................................................64

Tips for scanning......................................................................................................................................64

Scanning to a local computer..................................................................................................................64

Contents 4

Scanning to a network computer............................................................................................................65

Scanning to a network folder..................................................................................................................65

Scanning to a flash drive or memory card...............................................................................................66

Scanning photos......................................................................................................................................67

Scanning documents for editing..............................................................................................................68

Scanning directly to e‑mail using the printer software...........................................................................69

Scanning to a PDF....................................................................................................................................70

Scanning FAQ...........................................................................................................................................71

Canceling scan jobs.................................................................................................................................71

E-mailing....................................................................................................72

Setting up the printer to e-mail...............................................................................................................72

Creating an e-mail contact list.................................................................................................................73

Sending e-mail................................................................................................................. ........................74

Canceling an e‑mail.................................................................................................................................75

Faxing........................................................................................................76

Setting up the printer to fax....................................................................................................................76

Configuring the fax settings.....................................................................................................................87

Creating a contact list..............................................................................................................................89

Sending faxes...........................................................................................................................................91

Receiving faxes........................................................................................................................................92

Faxing FAQ...............................................................................................................................................94

Networking..............................................................................................101

Installing the printer on a wireless network..........................................................................................101

Advanced wireless setup.......................................................................................................................108

Installing the printer on an Ethernet network......................................................................................110

Performing network management tasks...............................................................................................112

Networking FAQ....................................................................................................................................117

Using the Embedded Web Server.............................................................130

Accessing the Embedded Web Server...................................................................................................130

Understanding the home page..............................................................................................................130

Customizing printer settings.................................................................................................................131

Maintaining the printer............................................................................133

Maintaining ink cartridges.....................................................................................................................133

Contents 5

Cleaning the exterior of the printer......................................................................................................134

Cleaning the scanner glass....................................................................................................................135

Moving the printer to another location................................................................................................135

Troubleshooting.......................................................................................137

Before you troubleshoot.......................................................................................................................137

If Troubleshooting does not solve your problem..................................................................................137

Setup troubleshooting...........................................................................................................................137

Understanding printer messages..........................................................................................................142

Clearing paper jams...............................................................................................................................148

Print troubleshooting............................................................................................................................151

Copy and scan troubleshooting.............................................................................................................153

E-mail troubleshooting..........................................................................................................................155

Fax troubleshooting............................................................................................................ ..................156

Memory card troubleshooting..............................................................................................................161

Network troubleshooting......................................................................................................................162

Embedded Web Server does not open.................................................................................................174

Contacting customer support................................................................................................................175

Notices.....................................................................................................176

Product information..............................................................................................................................176

Edition notice........................................................................................................................................176

Power consumption..............................................................................................................................179

Index........................................................................................................190

Safety information 6

Safety information

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

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—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.

IMPORTANT SAFETY INSTRUCTIONS: When using your telephone equipment, basic safety precautions should always
be followed to reduce the risk of fire, electric shock and injury to persons, including the following:

• Do not use this product near water for example, near a bathtub, washbowl, kitchen sink or laundry tub, in a wet

basement or near a swimming pool.

• Avoid using a telephone (other than a cordless type) during an electrical storm. There may be a remote risk of

electric shock from lightning.

• Do not use the telephone to report a gas leak in the vicinity of the leak.

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

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

SAVE THESE INSTRUCTIONS.

About your printer 7

About your printer

Thank you for choosing this printer!

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

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

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

Minimizing your printer's environmental impact

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

Conserving energy

• 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).

• Reduce the screen brightness. Dim the printer display to lower the power consumption of your printer.

• 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. Two‑sided printing (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 Toolbars, the Print or 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 photos and save them to a computer

program, application, or flash drive for presentation (depending on your printer model).

About your printer 8

Conserving ink

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

recommended 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. Inks in high‑yield cartridges allow you to print more pages.

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

printer display (depending on your printer model).

Recycling

• Return ink cartridges for reuse or recycling through the Lexmark Cartridge Collection Program. To return an ink

cartridge, go to www.lexmark.com/recycle. Follow the instructions to request a postage‑paid bag.

• Recycle the product packaging.

• Recycle your old printer instead of throwing it away.

• Recycle paper from discarded print jobs.

• Use recycled paper.

To read the Lexmark Environmental Sustainability Report, see www.lexmark.com/environment.

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

Setup documentation
The setup documentation came with the printer and is

also available on the Lexmark Web site at

http://support.lexmark.com.

About your printer 9

What are you looking for? Find it here

Additional setup and instructions for using the printer:

• Selecting and storing paper and specialty media

• Loading paper

User's Guide

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

• 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

For updates, check our Web site at

http://support.lexmark.com.

• Caring for and maintaining the printer

• Troubleshooting and solving problems

Creating and customizing printer solutions, depending on your
printer model

Help using the printer software Windows or Mac Help

SmartSolutions User's Guide

http://smartsolutions.lexmark.com.

Go to

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

?

Click

Notes:

to view context‑sensitive information.

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

• 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.

Lexmark Support Web site—

http://support.lexmark.com

Note: Select your region, and then select your product

to view the appropriate support site.
Record the following information (located on the store

receipt and the back of the printer), and have it ready
when you contact support so that they may serve you
faster:

• MAC address number

• Serial number

• Date purchased

• Store where purchased

About your printer 10

What are you looking for? Find it here

Telephone support In the US, call us at:

1-800-395-4039
Monday–Friday (9:00 AM–9:00 PM ET), Saturday

(12:00 noon–6:00 PM ET)

Support telephone numbers and hours of operation for
your region or country can be found on the Support Web
site (

http://support.lexmark.com) or on the printed

warranty that came with your printer.

Warranty information

• In the US—See the Statement of Limited Warranty

included with this printer, or at

http://support.lexmark.com.

• In other countries or regions—See the printed

warranty that came with your printer.

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.

Understanding the parts of the printer

Use the To

1 Automatic Document

Feeder (ADF)

• Scan, copy, or fax multiple‑page documents.

• Access ADF paper jams.

About your printer 11

Use the To

2 ADF input tray Load original documents into the ADF.

Notes:

• Do not load postcards, photos, small items, or thin media (such as magazine

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

• After scanning, copying, or faxing, you can lift the right end of the input tray to

retrieve the original documents easily.

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

4 Card reader light Check the card reader status. The light comes on when a memory card is inserted and

blinks when a memory card is being accessed.

5 Memory card slot Insert a memory card.

6 Ink cartridge access door Install, remove, or replace ink cartridges.

7 Paper tray (Tray 1) Load paper.

8 Second paper tray (Tray 2)

Note: This option is

available only in select
printer models.

9 Exit bin Hold paper as it exits.

10 Bin extender Catch the paper as it exits.

11 Printer control panel Operate the printer.

Load additional paper.
You can load the same type of paper as in Tray 1. You can also load a different type of

paper and change the default paper settings so the printer uses paper from Tray 2 for
certain types of print jobs.

Note: For the printer to be ready for any print job, make sure to fully extend the exit
bin and to flip out the bin extender.

Note: For the printer to be ready for any print job, make sure to fully extend the exit
bin and to flip out the bin extender.

Use the To

12 Customer support

label

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

14 Power supply with port Connect the printer to the power cord.

Identify the model number of the printer, the customer support hot line, and the ink
cartridge information.

About your printer 12

Use the To

15 Duplex unit

• Print on both sides of a sheet of paper.

• Access paper jams.

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

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

removing a USB cable or installation cable.

Note: Remove the sticker to access the port.

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

18 LINE port

19 EXT port

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.

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.

Selecting a location for the printer

When selecting a location for the printer, leave enough room to open trays (including optional trays), covers, and doors,
depending on the features of your printer. It is important to:

• Provide a flat, sturdy, and stable surface.

• Keep the printer:
– Away from the direct airflow of air conditioners, heaters, or ventilators
– Free from direct sunlight, humidity extremes, or temperature fluctuations
– Clean, dry, and free of dust

Ordering and replacing supplies 13

Ordering and replacing supplies

Ordering ink cartridges

Make sure to order the cartridges that are available in your region.

• Region 1: For the United States, Canada, and Latin America, use 200, 200XL, or 200XLA cartridges.

• Region 2: For the European Union (EU), the European Economic Area (EEA), and Switzerland, use 210, 210XL, or

200XLA cartridges.

• Region 3: For Africa, the Middle East, Central Eastern Europe (non‑EU), the Commonwealth of Independent States

(CIS), and the Asia Pacific region, use 220, 220XL, or 200XLA cartridges.

1

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

2

Available only on the Lexmark Web site at www.lexmark.com.

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.

• For page yield information, visit www.lexmark.com/yields.

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

• For best results, use only genuine Lexmark ink cartridges.

Using genuine Lexmark ink cartridges

Lexmark printers, ink cartridges, and photo paper are designed to perform together for superior print quality, and our
inks are formulated to work with your printer and help extend the life of your product. We recommend that you use
only genuine Lexmark ink cartridges.

Lexmark's warranty does not cover damage caused by non-Lexmark ink or ink cartridges.

Ordering and replacing supplies 14

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.

1 Turn on your printer.

2 Open the ink cartridge access door.

Warning—Potential Damage: Do not extend the ink cartridge access door beyond 90 degrees when opening to

prevent it from breaking.

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

4 Insert each ink cartridge until it clicks into place.

Note: Install the new ink cartridges immediately after removing them from the packaging to avoid exposing the

ink to air.

5 Close the ink cartridge access door.

Ordering and replacing supplies 15

Notes:

• If Align Printer appears on the printer display, then touch Continue or press

printer model.

• Do not remove the alignment page until printing is finished.

Ordering paper and other supplies

To order supplies or to locate a dealer near you, visit our Web site at www.lexmark.com.

Item Part Number

USB cable 1021294

For more information, go to www.lexmark.com.

Paper Paper size

Lexmark Photo Paper

• Letter

• A4

• 4 x 6 in.

• L

OK

, depending on your

Notes:

• Availability may vary by country or region.

• For best results when printing photos or other high-quality images, use Lexmark Photo Paper.

• For more information, go to www.lexmark.com.

Recycling Lexmark products

To return Lexmark products for recycling:

1 Visit our Web site at www.lexmark.com/recycle.

2 Find the product type you want to recycle, and then select your country or region from the list.

3 Follow the instructions on the computer screen.

Note: Printer supplies and hardware not listed in a Lexmark collection program may be recycled through your local

recycling center. Contact your local recycling center to determine the items they accept.

Using the printer control panel buttons and menus 16

Using the printer control panel buttons and menus

Using the printer control panel

Use To

1 Power

2 Display

Note: The display is

turned off in Sleep
mode.

1

• Turn the printer on and off.

• Switch to Sleep mode.

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

View:

• Printer status

• Messages

• Menus

2

3

7

4

5

6

to switch to Sleep mode. Press and hold

3 Arrow buttons Navigate through menu items that appear on the display.

4 Home

5 Keypad In Copy mode or Photo mode:

6 Back

7 Select

OK

Return to the home screen.

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

• 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.

• 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 17

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 Ethernet indicator

17 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 Ethernet connection of your printer.

Check the wireless connection of your printer.
Note: This feature may be available only in select printer models.

Using the printer control panel buttons and menus 18

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 > OK > Device Setup > OK > Sleep >

OK

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

OK

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

OK

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

OK

.

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

1 From the printer control panel, navigate to:

> Setup > OK > Device Setup > OK > Sleep >

OK

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

OK

.

3 From the printer control panel, navigate to:

> Setup > OK > Device Setup > OK > 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.

OK

OK

.

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 > OK > Restore Factory Defaults >

OK

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

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

OK

.

OK

.

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 control panel buttons and menus 19

Setting the security PIN of the printer

To prevent unauthorized changes in specific menu settings, you can set a security PIN for the printer.

1 From the printer control panel, navigate to:

> Setup > OK > Security Setup > OK > Set Admin PIN

2 Enter your four‑digit PIN, and then press

OK

.

Note: Make sure you remember your security PIN. To recover a lost PIN, you will need the assistance of
customer support.

3 From the Security Setup menu, navigate to:

Lock Settings >

OK

> On >

Note: When Lock Settings is set to On, you need to enter the security PIN every time you want to change some

printer settings. To disable the security PIN, set Lock Settings to Off.

OK

Using shortcuts 20

Using shortcuts

What are shortcuts?

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

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

Configure the shortcut settings for a task in the Embedded Web Server:

Select To

Copy Copy a document or photo.

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

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

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

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

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

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

Note: Make sure the printer is connected to the computer locally (USB).

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

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

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

on your printer model).

Print a File Print a document from your computer.

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

Example:

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

Using shortcuts 21

Getting started

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

Launching the shortcuts page using the printer software

Before you begin, make sure:

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

• Your printer is turned on.

For Windows users

1

Click or Start.

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

3 Navigate to:

Printer Home > select your printer > Settings > Configure Shortcuts

For Macintosh users

1

From the Finder, navigate to:

Applications > select your printer folder > Shortcuts

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

Creating a shortcut

1 Launch the shortcuts page, and then navigate to:

Add New Shortcut > select a task

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

Notes:

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

shortcut numbers from 1 to 999.

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

printer display. Adjust the settings if necessary.

3 Click Add.

Modifying or deleting a shortcut

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

2 Do either of the following:

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

• Click Delete.

Using shortcuts 22

Using shortcuts on the printer

Make sure you have created a shortcut.

From the printer control panel, navigate to:

> Shortcuts > OK > select a shortcut >

or

OK

> > enter the shortcut number >

OK

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

Using the printer software 23

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)

• Microsoft Windows Server 2003 (SP2)

• Microsoft Windows Vista (SP2)

• 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, 10.10, 10.04, 9.10, and 9.04

• 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 12.1, 11.4, 11.3, and 11.2

• Linpus Linux Desktop 9.6

• Fedora 16 and 14

*

• Debian GNU/Linux 6.0 and 5.0

*

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

*

*

*

*

*

*

*

*

*

Note: Information on additional operating system versions that are compatible with the printer may be available on
our Web site.

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.

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.

Using the printer software 24

Printer software

Use the To

Lexmark
(referred to as Printer Home)

TM

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.

Lexmark Phone Book
(referred to as Phone Book)

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

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

Lexmark Tools for Office
(referred to as Tools for Office)

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

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.

Access your favorite settings in Microsoft Office 2007.

• 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.

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 printer software 25

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

Uninstaller Remove the printer software from your computer.

Notes:

• 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.

• 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.

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

then select all packages listed.

Accessing Web links

Web links are links to predefined Web pages that are saved in the printer folder.

1 From the Finder, navigate to:

Applications > select your printer folder > Web Links

2 Double‑click the Web link that you want to visit.

Use To

Customer Support Contact customer support.

Lexmark Software Updates Download and install the latest printer software.

Lexmark Online Visit the Lexmark Web site.

Order Supplies Online Order ink or supplies.

Using the printer software 26

Use To

Printer Registration Register your printer.

Visit Lexmark SmartSolutions

Note: Your printer may not come with these Web links, depending on the features of the printer that you purchased.

• Visit the SmartSolutions Web site.

• Choose your custom solutions.

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 > Lexmark Software Updates

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

3 Install additional or optional software.

Updating 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 Select your printer, and then click Product Update.

4 Follow the instructions on the computer screen.

For Macintosh users

1 From the Finder, navigate to:

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

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

Using the printer software 27

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.

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.

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.

Using the printer software 28

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

1

Go to the Lexmark Web site at www.lexmark.com.

2 Navigate to:

SUPPORT & DOWNLOADS > select your printer > select your operating system

3 Download the driver, and then install the printer software.

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

Loading paper and original documents 29

Loading paper and original documents

Loading the paper tray

Make sure:

• The printer is turned on.

• You use paper designed for inkjet printers.

• The paper is not used or damaged.

• You follow the instructions that came with the specialty media.

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

1 Lift the exit bin, and then pull out the tray completely.

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

Loading paper and original documents 30

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

4 Load the paper with the printable side facedown.

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

Note: Make sure the paper is below the maximum fill line located on the edge of the paper tray. Overloading

the tray can cause paper jams.

Loading paper and original documents 31

6 Insert the tray.

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

printer when inserted.

7 Fully extend the exit bin, and then flip out the bin extender to catch the paper as it exits.

Loading various paper types

Note: Different paper types and sizes should not be loaded together in the paper tray.

Load up to Make sure

300 sheets of plain paper

• The paper is designed for use with inkjet printers.

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

paper.

Loading paper and original documents 32

Load up to Make sure

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

10 envelopes

• The paper is loaded with the glossy or printable side facedown. If you are

not sure which side is printable, then see the instructions that came with
the paper.

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

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

exceed the maximum number of sheets for your paper type.

• The envelopes are designed for use with inkjet printers.

• The envelopes are loaded with the printable side facedown and the flap

to the left as shown.

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

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

• You print the envelopes in landscape orientation.

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

envelopes.

• You select the correct envelope size. Set the left and right margins so that

the envelope text will be correctly positioned on the envelope.

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

Notes:

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

embossing.

• Do not use envelopes that have exposed flap adhesive.

Loading paper and original documents 33

Load up to Make sure

25 sheets of labels

50 transparencies

10 iron-on transfers

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

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

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

• The labels are loaded with the printable side facedown.

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

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

sheets.

• The transparencies are loaded with the rough side facedown.

• You load A4‑ or letter‑size transparencies.

• You remove any paper backing sheets from the transparencies before

loading.

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

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

transparencies.

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

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

• The transfers are loaded with the printable side facedown.

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

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

25 index cards, photo papers, or postcards

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

• Photo paper is loaded with the printable side facedown.

• You load the photo paper in the center of the tray.

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

paper.

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

Loading paper and original documents 34

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 >

OK

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

OK

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

Setup >

OK

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

OK

Loading original documents on the scanner glass

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

2 Close the scanner cover.

Loading paper and original documents 35

Loading original documents into the ADF

Note: Make sure the paper is below the maximum fill line located on the edge of the paper guide. Overloading the

tray can cause paper jams.

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

2 Load the original document faceup and top edge first, until the tip of the document fits snugly into the ADF.

You can load the following paper sizes:

• Letter

• Legal

• 8 x 10 inches

• A4

• B5

• A5

• 20 x 25 cm

• Executive

• Oficio (Mexico)

• Folio

Note: Make sure that the paper size loaded matches the paper size setting in the scan options menu.

Loading paper and original documents 36

Using different paper sizes and types

For best results, choose a recommended paper for a print job.

Recommended paper brands

For e‑mails, received faxes, internal documents, and similar print jobs

Size Recommended paper Weight Set paper type to

Letter PrintWorks 30% Recycled

Multipurpose Paper #00011

A4 UPM Future Multitech

20 lb Plain

80 g/m

2

Plain

For colorful and high‑coverage documents

Size Recommended paper Weight Set paper type to

Letter Georgia Pacific Everyday Ink Jet

and Laser Paper #214305

Hammermill Ultra Premium Laser
Print #16600‑0

Note: For best results, set Page
Dry Time to Extended.

Georgia Pacific Premium
Multipurpose Paper #214306

A4 M‑Real Data Copy Colour Printing

Note: For best results, set Page
Dry Time to Extended.

SOPORCEL Navigator Universal
Multifunctional

24 lb ColorLok Certified Plain

24 lb Premium Plain

20 lb Colorlok Certified Plain

90 g/m

80 g/m

2

2

Premium Plain

Premium Plain

For résumés, letterhead documents, and similar print jobs

Size Recommended paper Weight Set paper type to

Letter Wausau Professional Series Royal

Linen paper, 30% recycled,
#WAU74089

24 lb Premium Plain

For photos, brochures, business cards, iron‑on transfers, window clings, and other specialty print jobs

Paper and
specialty media

Photo One‑sided

One‑sided or
two‑sided
printing

Recommended paper Set paper type to

TM

Lexmark PerfectFinish

Lexmark Photo Lexmark Photo

Photo

Lexmark PerfectFinish Photo

Loading paper and original documents 37

Paper and
specialty media

Matte brochure Two‑sided Inkjet matte brochure papers for light‑ or

One‑sided or
two‑sided
printing

Recommended paper Set paper type to

moderate‑coverage printing:

• Printworks Matte Photo Paper

#00471

• Paperworks Inkjet 2‑sided Matte

Coated 8.5x11 32lb/120g 60pk P/C:
PPPJJ32‑2

Inkjet matte brochure paper for
heavier‑coverage printing:

• Paperworks Inkjet 2‑sided Matte

Coated 8.5x11 44lb/165g 60pk P/C:
PPPJJ44

Glossy brochure

• Red River Zeppelin SemiGloss

• Paperworks Inkjet 2‑sided Semi‑Gloss

P/C:PPPJJ48 and Manufacturer
#:JANUSSM8511

Avery specialty

• Avery Half‑Fold Greeting Cards for

Inkjet Printers #3265

• Avery Tri‑Fold Brochures for Inkjet

Printers #8324

• Avery Two‑Side Printable Clean Edge

Business cards for Inkjet Printers
#8871

Inkjet Matte Brochure

Inkjet Glossy Brochure

Business Card

Iron‑on transfer One‑sided Avery T‑shirt Transfers for Inkjet Printers

#3271

Clear window
cling

Transparent film 3M Inkjet Transparency Film #CG3480 Transparency

Micro Format, Inc., Super Color Cling
#SP5676

Iron‑On Transfer

Transparency

Setting the paper size and type

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

Using the printer control panel

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 >

OK

> Paper Setup > OK > Paper Size > OK > select the paper size you want >

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

Setup >

OK

> Paper setup > OK > Paper Type > OK > select the paper type you want >

OK

OK

Loading paper and original documents 38

Using the printer software

For Windows users

1 With a document open, click File > Print.

2 Click Properties, Preferences, Options, or Setup.

3 Click the Paper/Finishing tab, and then select the size or type of paper to use, and the paper source or tray.

4 Click OK.

For Macintosh users

1 With a document open, choose File > Page Setup.

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

3 Click OK.

4 From the menu bar, choose File > Print.

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

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

7 From the Paper Type pop‑up menu, choose the type of paper to use.

Setting the page dry time

Using the control panel

1 From the printer control panel, navigate to:

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

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

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

dry time for your prints.

Using the printer software

For Windows users

1 Click File > Print.

2 Click Properties, Preferences, Options, or Setup.

3 Navigate to:

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

OK

OK

.

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.

Loading paper and original documents 39

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.

Linking trays

Tray linking is useful for large print jobs or multiple copies. If two trays contain paper of the same size and type, and
the trays have the same settings, then the trays are automatically linked. When one tray is empty, the print job continues
using the linked tray.

From the printer control panel, navigate to:

> Setup > OK > Paper Setup > OK > Paper Tray Linking > OK > Automatic >

Notes:

OK

• Optional trays are purchased separately. For more information, contact the place where you purchased the

printer.

• Make sure the printer is off before installing the optional tray.

• The paper type and paper size in the default paper tray and the optional tray should match to avoid a media

type mismatch error.

Printing 40

Printing

Tips for printing

• Make sure the exit bin is fully extended and the bin extender is flipped out.

• 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.

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.

Printing 41

Printing using advanced color options

Color printing is enabled by default. To optimize print colors for a special print job, use Color Preference and Advanced
Color Options.

For Windows users

1

With a document open, click File > Print.

2 Click Properties, Preferences, Options, or Setup.

3 Navigate to:

Quality tab > Color Extras area

4 Select either Color Preference or Advanced Color Options.

• If you select Color Preference, then select either Natural or Vivid.

• If you select Advanced Color Options, then select Use ICC test Chart Process.

5 From the “Ink to Use” area, select either of the following:

• Color + Black to use four inks including black.

• Color Only to use cyan, magenta, and yellow inks.

6 Click OK to close any printer software dialogs.

7 Click OK or Print.

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 > Advanced Options.

4 From the “Ink to Use” pop‑up menu, choose either of the following:

• Color + Black to use four inks including black.

• Color Only to use cyan, magenta, and yellow inks.

5 From the Color Preferences area, choose Natural or Vivid, or choose Use ICC Test Chart Process.

6 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).

Collated Not collated

Notes:

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

Printing 42

• 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.

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.

Printing 43

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.

8 Adjust other settings as needed.

9 Click Print.

Printing 44

Printing documents from a memory card or flash drive

Notes:

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

• Make sure the memory device contains document files that are supported by the printer.

1 Insert a memory card or flash drive.

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

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

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

OK

to Documents, and then press

.

3 Press the up or down arrow button to scroll to the document, and then press

OK

to select the document for printing.

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

necessary.

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

5 Press .

Printing specialty documents

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

OK

, if

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.

Printing 45

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

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

4 Select an orientation, and then click OK.

5 From the menu bar, choose File > Print.

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

7 Click Print.

Notes:

• Most envelopes use landscape orientation.

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

Printing on labels

Notes:

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

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

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

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

printing, resulting in a paper jam.

For Windows users

1

With a document open, click File > Print.

2 Click Properties, Preferences, Options, or Setup.

3 Navigate to:

Paper/Finishing tab > Manage Custom Sizes > New

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

5 Navigate to:

Paper type list > select the created custom type

6 Click OK to close any printer software dialogs.

7 Click OK or Print.

For Macintosh users

1

With a document open, choose File > Page Setup.

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

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.

Printing 46

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

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

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

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

10 Click Print.

Printing on custom‑size paper

For Windows users

1

With a document open, click File > Print.

2 Click Properties, Preferences, Options, or Setup.

3 Navigate to:

Paper/Finishing tab > Manage Custom Sizes > New

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

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

6 Click OK or Print.

For Macintosh users

1

With a document open, choose File > Page Setup.

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

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

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

5 Click OK.

6 From the menu bar, choose File > Print.

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

8 Click Print.

Printing 47

Working with photos

Supported memory cards and file types

Memory card File type

• Secure Digital (SD)

• Secure Digital High Capacity (SDHC)

• Micro Secure Digital (with adapter) (Micro SD)

• Mini Secure Digital (with adapter) (Mini SD)

• MultiMedia Card (MMC)

• Reduced Size MultiMedia Card (with adapter) (RS‑MMC)

• MultiMedia Card mobile (with adapter) (MMCmobile)

• Memory Stick

• Memory Stick PRO

• Memory Stick Duo (with adapter)

• Memory Stick PRO Duo (with adapter)

• xD‑Picture Card

• xD‑Picture Card (Type H)

• xD‑Picture Card (Type M)

Documents:

• .pdf (Adobe Portable Document Format)

Images:

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

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

Using a memory card or flash drive with the printer

Insert a memory card into the card slot or a flash drive into the USB port.

Printing 48

Inserting a memory card Inserting a flash drive

Notes:

• Insert the card with the brand name label facing up.

• Make sure any arrows on the card point toward the printer.

• If necessary, connect the memory card to the adapter that

came with it.

• Make sure that the memory card inserted is supported by the

printer. For more information, see “Supported memory cards
and file types” on page 47.

• The card reader light comes on when a memory card is inserted

and blinks when a memory card is being accessed.

Warning—Potential Damage: Do not touch any cables, ports, 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.

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.

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

Notes:

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

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

Printing 49

Printing photos from a memory card or flash drive

1 Load photo paper.

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

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

OK

Photos, and then press

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

.

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

OK

.

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

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

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

predefined photo size templates.

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

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

OK

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.

Printing 50

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

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

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

4 If you want to change the default print settings:

a Press

OK

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

OK

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

each time you make a selection.

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

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

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

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

Printing on both sides of the paper (duplexing)

Printing on both sides of the paper (duplexing) automatically

The automatic duplex unit supports A4‑, A5‑, letter‑, legal‑, statement‑, and executive‑size paper.

Notes:

• Other paper sizes may be supported.

• Two-sided printing is not supported on envelopes, card stock, or photo paper.

• Do not remove the page until printing is finished.

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 > select Print on both sides

4 Click OK to close any printer software dialogs.

5 Click OK or Print.

Printing 51

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

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

For Macintosh users

1

With a document open, choose File > Page Setup.

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

3 Click OK.

4 From the menu bar, choose File > Print.

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

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

7 From the Paper Type pop‑up menu, choose Plain Paper.

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

2

1

1

2

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

landscape).

Portrait Landscape

10 Click Print.

Printing 52

Setting the duplex printing dry time

Using the control panel

1 From the printer control panel, navigate to:

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

OK

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.

OK

.

Using the printer software

For Windows users

1 Click File > Print.

2 Click Properties, Preferences, Options, or Setup.

3 Navigate to:

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

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

4 Click OK.

For Macintosh users

1 From the Apple menu, navigate to:

System Preferences > Print & Fax > select your printer

2 Navigate to:

Open Print Queue > Printer Setup > Driver tab

or

Printer Setup > Installable Options

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

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

4 Click OK or Apply Changes.

Printing 53

Managing print jobs

Finding the print queue for your printer

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

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

For Windows users

1

Open the printers folder.

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

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

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

For Macintosh users

1

From the Apple menu, navigate to:

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

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

Creating a print queue

For Windows users

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

2 Follow the instructions on the computer screen.

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

For Macintosh users

1 From the Print & Fax area, click +.

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

3 Select your printer from the list.

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

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

4 Click Add.

Printing 54

Setting your printer as the default printer

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

To set the default printer:

For Windows users

1

Click , or click Start and then click Run.

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

3 Press Enter, or click OK.

The printers folder opens.

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

For Macintosh users

1

From the Apple menu, navigate to:

System Preferences > Print & Fax

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

Changing the default printing mode

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

For Windows users

1

With a document open, click File > Print.

2 Click Properties, Preferences, Options, or Setup.

3 Navigate to:

Quality tab > select a print quality > OK

For Macintosh users

1

With a document open, choose File > Print.

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

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

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

5 Click OK.

Printing 55

Pausing print jobs

For Windows users

1

Click , or click Start and then click Run.

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

3 Press Enter, or click OK.

The printers folder opens.

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

5 Pause the print job:

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

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

For Macintosh users

1

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

2 Pause the print job:

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

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

Resuming print jobs

For Windows users

1

Click , or click Start and then click Run.

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

3 Press Enter, or click OK.

The printers folder opens.

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

5 Resume the print job:

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

Restart.

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

Printing.

For Macintosh users

1

From the Apple menu, navigate to:

System Preferences > Print & Fax > select your printer

2 Click Open Print Queue or Set Up Printers.

The print queue dialog appears.

Printing 56

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 OK. Printing stops and the printer returns
to the home screen.

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

For Windows users

1

Click , or click Start and then click Run.

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

3 Press Enter, or click OK.

The printers folder opens.

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

5 Cancel the print job:

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

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

For Macintosh users

1

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

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

Printing from a mobile device

What is LexPrint?

LexPrint is a free application that lets you print easily from your iPad, iPhone, or iPod touch using any Lexmark printer
connected to the same wireless network. It lets you print Web pages, photos from the photo album, or photos you
recently captured using the camera of your mobile device, depending on its features. You can also customize print
settings from your mobile device.

Depending on your Lexmark printer model, you may need to download the LexPrint Listener application from our Web
site at www.lexmark.com/lexprint.

Printing 57

Supported printers

LexPrint enables your mobile device to communicate with Lexmark printers found on the same network.

• For select printer models that support Direct Image and Zeroconf or Bonjour, you can print directly from your mobile

device to the printer without using LexPrint Listener. To check if your printer model supports these features, visit
www.lexmark.com/lexprint.

• For other Lexmark printers, your mobile device can send print jobs to your printer as long as the printer software

and LexPrint Listener are installed on the computer where the printer is connected.

Note: The application referred to as Rendezvous in Mac OS X version 10.2 is now called Bonjour by Apple Inc.

Copying 58

Copying

ADF Scanner glass

Use the scanner glass for single pages, small items (such

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.

as postcards or photos), transparencies, photo paper, or
thin media (such as magazine clippings).

Tips for copying

• Make sure the exit bin is fully extended and the bin extender is flipped out.

• Use the ADF when scanning two‑sided pages if your printer supports duplex scanning and the ADF supports the

original document size.

• 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 guides on the ADF to the width of the original document.

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

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

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

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

• When the document to be 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 > OK > Copies

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

Copying 59

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

OK

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

to make a selection.

6 Select the copy mode:

• Press to switch to color mode.

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

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

7 Press .

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 > OK > 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

OK

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 > OK > Scale

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

Notes:

• If you select Custom %, then press

percent value. Press

OK

to save the setting.

• 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.

OK

, and then press the left or right arrow button to select a custom

5 Press .

Copying 60

Adjusting copy quality

1 Load paper.

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

3 From the printer control panel, navigate to:

> Copy > OK > Quality

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

5 From the Copy menu, select Content Type.

6 Press the left or right arrow button to scroll to the type that describes the original document, and then press

OK

7 From the Copy menu, select Content Source.

8 Press the left or right arrow button to scroll to the option that describes how the original document was produced,

and then press

OK

.

9 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 > OK > 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 > OK > Copies

Copying 61

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.

3 From the printer control panel, navigate to:

> Copy > OK > 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 > OK > 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 > OK > 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

OK

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

5 Press .

Copying 62

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 > OK > Background Removal

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

5 Press .

Making a duplex (two-sided) copy

Making a duplex (two‑sided) copy automatically

The automatic duplex unit supports A4-, A5-, letter-, legal-, statement-, and executive-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 > OK > 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

OK

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

Notes:

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

• 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 printer display.

Making a duplex (two‑sided) copy manually

1 Load paper.

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

Copying 63

3 From the printer control panel, navigate to:

> Copy > OK > 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

OK

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

to make a selection.

6 Select the copy mode:

• Press to switch to color mode.

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

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

7 Press to print on one side of the paper.

8 Load the next page of the document.

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

scanner glass.

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

ADF or facedown on the scanner glass.

9 Remove the paper from the exit bin, and then reload the paper to print the other side of the document.

Make sure the paper is loaded with the printable side facedown.

10 When prompted to confirm the paper settings, press the left or right arrow button to scroll to Yes, and then press

OK

.

11 Press .

Canceling copy jobs

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

Scanning stops and the printer returns to the previous menu.

Scanning 64

Scanning

ADF Scanner glass

Use the scanner glass for single pages, small items (such

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.

as postcards or photos), transparencies, photo paper, or
thin media (such as magazine clippings).

Tips for scanning

• Use the ADF when scanning two‑sided pages if your printer supports duplex scanning and the ADF supports the

original document size.

• 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 guides on the ADF to the width of the original document.

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

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

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

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

• When the document to be 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 > OK > Computer > USB‑Connected Computer >

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

OK

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

Scanning 65

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.

OK

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 > OK > 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.

OK

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 network folder

Notes:

• This feature may not appear in the Embedded Web Server, depending on your printer model.

• Make sure you have created a folder shortcut before you begin. For more information, see “Adding a network

folder shortcut” on page 66.

OK

.

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

2 From the printer control panel, navigate to:

> Scan > OK > Network Folder >

OK

3 Press the left or right arrow button to scroll to the name of the network shared folder you want, and then press

OK

.

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.

Scanning 66

5 Set the color, quality, original image size, and other scan options. If necessary, press

selection.

OK

each time you make a

6 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.

Adding a network folder shortcut

1 On your computer, create a shared folder with read/write access.

2 On a Web browser, type your printer IP address, and then press Enter.

3 Navigate to either of the following:

• Settings > Scan‑to‑Network Folder Setup

• Settings > Manage Shortcuts > Add New Shortcut > Scan to Network

4 Enter the necessary information, and then click Add.

Note: To avoid unsaved changes to your settings, make sure the network folder shortcut name is different from that

of your folder name.

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 > OK > Memory Device

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

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

OK

.

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.

OK

each time you make a

5 Press .

Follow the instructions on the printer display.

Scanning 67

Scanning photos

For Windows users

1 Load the 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 > Advanced scan

5 From the Scan Source list, select Flatbed.

6 From the Scan Settings tab, select the appropriate settings:

a Set Resolution (dpi) to 150 dpi or more.
b Set Color Depth to Color.
c Set Content Type to Photo.
d From the Original Types list, select the item that best describes your original photo.

• For example, if you are scanning a glossy photo printed on your inkjet printer, then select Inkjet Glossy.

• If you are scanning a glossy photo purchased from a photo print service, then select Retail Photo.

7 Click Scan, and then follow the instructions on the computer screen.

8 When the scan is complete, save the photo or photos as JPEG(*.JPG).

For Macintosh users

1 Load the photo or photos facedown on the scanner glass.

2 From the Applications folder in the Finder, launch Image Capture.

3 From the list of devices, select your printer.

Note: If your printer name is not present in the list of devices, then you need to create a print queue for your

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

4 Adjust the scan settings as follows:

a Set Kind to Color.
b Set Resolution to 150 dpi or more.
c Set Format to JPEG.
d Set Original Type to the item that best describes your original photo.

• For example, if you are scanning a glossy photo printed on your inkjet printer, then select Inkjet Glossy Photo.

• If you are scanning a glossy photo purchased from a photo print service, then select Retail Glossy Photo.

5 Start the scan job.

Scanning 68

Scanning directly from the printer control panel

1 Load the photo or photos facedown on the scanner glass.

Note: If you have sheets loaded on the ADF and photos loaded on the scanner glass, then the sheets on the ADF

will be scanned. Make sure to clear the ADF if you want to scan the photos on the scanner glass.

2 From the printer control panel, navigate to:

> Scan > OK > select a scan destination

If necessary, follow the instructions on the printer display.

Note: If you have selected a computer as the scan destination, then make sure that the scan software is
installed on the destination computer.

3 From the Scan Options menu, 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 select an appropriate setting.

OK

If necessary, press

a Set File Type to Photo.
b Set Quality to 150 dpi or more.
c Set Content Type to Photo.

each time you make a selection.

d Set Content Source to the option that best describes your original photo.

• For example, if you are scanning a glossy photo printed on your inkjet printer, then select Inkjet Glossy.

• If you are scanning a glossy photo purchased from a photo print service, then select Retail Photo.

4 Press .

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.

Scanning 69

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.

Note: Use a scan resolution of 300 dpi or more.

?

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 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.

Scanning 70

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.

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 71

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 either of the following high resolutions:
– 300 dpi for photos
– 600 dpi for text and graphic documents

How can I adjust the color of a scan?

From the scan options menu, do the following:

• Select the Content Type option that describes the original document.

• Select the Content Source or Original Type option that describes how the original document was produced.

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.

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.

OK

.

E-mailing 72

E-mailing

You can use your printer to send e-mail to one or more recipients without using a computer provided you have set up
the scan to e-mail task through shortcuts. For more information, see the section on shortcuts in the User's Guide.

Before you can send e-mail using the printer control panel, 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.

Configuring e‑mail settings

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

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

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

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

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

3 Fill in the fields with the appropriate information.

4 Click Submit.

E-mailing 73

Creating an e-mail contact list

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, select a phone book.

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

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

6 Click OK.

For Macintosh users

1

From the Finder, navigate to:

Applications > select your printer folder

2 Double‑click Printer Settings.

3 Navigate to:

Contacts tab > Individuals tab

4 Click to open the Address Book.

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

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

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

?

For more information, click Help or

to view the help information for the fax software.

E-mailing 74

Sending e-mail

ADF Scanner glass

Use the scanner glass for single pages, small items (such
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.

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 ADF when scanning two‑sided pages if your printer supports duplex scanning and the ADF supports the

original document size.

• 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 guides on the ADF to the width of the original document.

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

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

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

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

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

E-mailing 75

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.

OK

.

Faxing 76

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 fax feature, power 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 77

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 78

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 79

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.

Faxing 80

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.

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.

Faxing 81

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.

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.

Faxing 82

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.

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.

Faxing 83

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.

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

T

X

E

E

IN

L

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.

Faxing 84

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.

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 85

T

X

E

E

IN

L

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.

NFN

Faxing 86

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

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

OK

.

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

• To add a space, press the number 0.

OK

Faxing 87

OK

OK

.

.

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

Setting the fax footer

From the printer control panel, navigate to:

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

OK

Setting the date and time

1

From the printer control panel, navigate to:

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

2 Enter the date, and then press

3 Enter the time, and then press

OK

OK

.

.

OK

Configuring the fax settings

You can configure the fax settings through the printer control panel or the computer through the Printer Setup Utility.
If you configure the fax settings through the printer control panel, then the Printer Setup Utility imports those settings.
The changes appear the next time you launch the Printer Setup Utility. The printer also saves the settings that you
select in the utility, 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 > OK > 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

OK

• 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.

Faxing 88

From here You can

Ringing and Answering

2‑Sided Faxes

Dialing and Sending

• 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.

• 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. The 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.

Faxing 89

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

.

Creating a contact list

You can create a contact list using the Address Book in the printer control panel or the computer through the Phone
Book. If you create a contact list in the printer control panel, then the Phone Book automatically saves those contacts
as Phone Book entries. Likewise, when you add contacts to the Phone Book, 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 > OK > Fax Setup > OK > 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
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.

OK

Press

when you make a selection.

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

OK

OK

OK

.

OK

to save the entry.

OK

.

.

OK

OK

.

Faxing 90

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 Navigate to:

Printer Home > select your printer > Fax > Edit contact list

The Contacts tab of the Printer Setup Utility opens.

4 Click Select from phone book.

5 From the Phone Book field, select 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 Finder, navigate to:

Applications > select your 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, click Help or

to view the help information for the fax software.

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Sending faxes

ADF Scanner glass

Use the scanner glass for single pages, small items (such
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.

as postcards or photos), transparencies, photo paper, or

thin media (such as magazine clippings).

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

OK

.

If you want to send a fax to a group of numbers (broadcast fax), then press the left or right arrow button to enter

OK

another number, and then press

. Repeat this step to add more numbers.

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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 to select the fax version of your printer, 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.

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.

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• 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 > OK > Fax Setup > OK > Ringing and Answering >OK > Auto Answer > OK > 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

OK

.

b Press the arrow buttons to scroll to the number of rings that you want, and then press

When the number of rings you set is detected, the printer automatically receives the incoming fax.

OK

OK

to save the setting.

Warning—Potential Damage: Do not touch the cables or the

and ports while actively receiving a fax.

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 > OK > Fax Setup > OK > Ringing and Answering > OK > Auto Answer > OK > 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.

OK

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.

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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 76.

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 Fax 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.

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.

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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.

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:

OK

OK

.

> Setup > OK > Fax Setup > OK > Ringing and Answering > OK > Ring Pattern >

2 Press the arrow buttons to scroll to the ring pattern you want, and then press

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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

2 Listen for a dial tone.

port of the printer.

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 156.

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 > OK > Fax Setup > OK > Dialing and Sending > OK > 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 > OK > Fax Setup > OK > Ringing and Answering > OK > Ringer Volume >

2 Press the up or down arrow buttons to select a ringer volume setting, and then press

OK

OK

OK

.

OK

.

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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 yo u to have multiple telephone numbers o n one telephone line. Each telephone
number has a designated ring pattern (All Rings, Single Ring Only, Double Ring Only, Triple Ring Only, Single or Double
Rings Only, Single or Triple Rings Only, Double or Triple Rings Only). The different ring patterns let you know which
telephone number was dialed, and which device you should use to answer the call.

If you do not have distinctive ring service, then set the printer to receive faxes manually (Auto Answer Off). This setting
lets you receive both voice calls and fax calls, but works best if you use voice mail more often. You need to turn off
voice mail whenever you are expecting a fax.

How do I change the resolution of the documents that I fax?

The resolution, or fax quality, of the documents that you send may affect fax transmission. The receiving fax machine
may not support high resolutions and may not be able to receive your fax. You can fix this by enabling Auto Fax
Conversion, but the automatic conversion may result in an unreadable fax, especially if the original document is already
blurred.

Choose a fax quality that best suits the capacity of the receiving fax machine and the quality of the original document.

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

OK

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.

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4 Enter the time you want to send the fax, and then press

OK

.

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 > OK > Fax Setup > OK > Fax Reports > OK > Transmission Log Printing >

OK

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

OK

.

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 > OK > Fax Setup > OK > 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.

OK

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How do I print a fax on both sides of the paper?

1 From the printer control panel, navigate to:

> Setup > OK > Fax Setup > OK > 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.

OK

3 Press

OK

.

How do I forward a fax?

1 From the printer control panel, navigate to:

> Setup > OK > Fax Setup > OK > Ringing and Answering > OK > 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.

OK

OK

.

OK

.

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 > OK > Fax Setup > OK > Fax Blocking > OK > Turn On/Off > OK > On >

OK

2 Add a number to block.

a Press the arrow buttons to scroll to Add, and then press

OK

.

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.

d Use the keypad to enter the fax number, and then press

OK

.

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

OK

to save the setting.

OK

.

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Can I retrieve failed faxes?

The printer saves an incoming fax in the printer memory before it prints the fax. If the printer runs out of ink or runs
out of paper, then the printer will automatically print the fax after the error is resolved.

If a fax was not sent or received due to power loss, then the printer will automatically send any outgoing faxes or print
any incoming faxes that were saved in the printer memory when the power is restored.