Lexmark PRO4000, PRO4000C User Manual 2

Pro4000 Series Quick Reference Guide

April 2012 www.lexmark.com

Important Message About Cartridge Recycling! Please Read Before Opening Your Inkjet Cartridge Box

At Lexmark, we take our commitment to the environment seriously, and we encourage our customers to participate in our easy, no-cost method for returning empty Lexmark cartridges to Lexmark for proper recycling. We will insure that cartridges are properly handled with zero waste to landfills.

printer except as otherwise provided below, and (2) pass this license/agreement to any subsequent user of this printer. The patented Lexmark inkjet cartridges and their contents are licensed subject to a restriction that they may be used only once. After this single use, the license to use the print cartridges and their contents terminates, and you agree to return them only to Lexmark for recycling. Replacement inkjet cartridge or cartridges sold without these terms are available through www.lexmark.com and may be refilled by you, or a third party, as the only cartridge alternative to be used with the licensed printer.

Go to www.lexmark.com/recycle. Follow instructions to request postage-paid bags. Bags usually arrive within 7–10 days.

Place the empty Lexmark-branded inkjet cartridge or cartridges in the postage-paid return bag, and then seal the bag. If you’re sending single-color tanks, we recommend that you send at least two at a time to maximize the environmental benefits.

Mail the bag to Lexmark’s recycling partner. The bag is preaddressed.

Important safety information

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

Do not place or use this product near water or wet locations.

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—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.

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.

Visit www.lexmark.com/recycle to learn more about cartridge recycling. Lexmark-branded cartridges are always made with all new parts, though components may contain

recycled material. For warranty returns, call 1-800-395-4039. This patented printer is licensed for, and designed to work with, only genuine Lexmark inkjet cartridges

for the life of the patented printer. You agree to: (1) use only genuine Lexmark inkjet cartridges with this

Contents 3

Important safety information.........................................................2

About your printer..........................................................................5

Finding information about the printer.................................................................................5

Minimizing your printer's environmental impact.................................................................5

Printer models......................................................................................................................6

Printer features....................................................................................................................6

Setting up the printer...........................................................................................................6

Understanding the parts of the printer..............................................................................12

Using the printer control panel..........................................................................................14

Using memory cards and flash drives.................................................................................15

Ordering and replacing supplies....................................................17

Ordering ink cartridges.......................................................................................................17

Replacing ink cartridges......................................................................................................17

Maintaining ink cartridges..................................................................................................18

Using the printer software............................................................20

Minimum system requirements.........................................................................................20

Installing the printer software............................................................................................20

Using the Windows printer software.................................................................................20

Using the Macintosh printer software...............................................................................21

Printing.........................................................................................23

Recommended paper brands.............................................................................................23

Printing a document...........................................................................................................24

Printing using advanced color options...............................................................................24

Printing on both sides of the paper (duplexing) automatically..........................................24

Printing photos from a memory card or flash drive...........................................................25

Printing documents from a memory card or flash drive....................................................25

Canceling print jobs............................................................................................................25

Printing from a mobile device............................................................................................26

Copying.........................................................................................27

Tips for copying..................................................................................................................27

Making copies.....................................................................................................................27

Making a duplex (two‑sided) copy automatically...............................................................27

Canceling copy jobs............................................................................................................28

Scanning.......................................................................................29

Tips for scanning.................................................................................................................29

Scanning to a local computer.............................................................................................29

Scanning to a network folder.............................................................................................29

Scanning to a flash drive or memory card..........................................................................30

Scanning directly to e‑mail using the printer software......................................................30

Scanning to a PDF...............................................................................................................30

Canceling scan jobs.............................................................................................................31

E-mailing.......................................................................................32

Sending e-mail....................................................................................................................32

Canceling an e‑mail............................................................................................................32

Setting up the printer to fax..........................................................33

Step 1: Connect the printer to the telephone line.............................................................33

Step 2: Check the dial tone.................................................................................................40

Step 3: Set your fax name and fax number........................................................................40

Step 4: Set the printer to receive faxes automatically or manually...................................40

Step 5: Set the number of rings..........................................................................................41

Step 6: Create a contact list................................................................................................41

Faxing...........................................................................................42

Sending faxes......................................................................................................................42

Receiving faxes...................................................................................................................42

Wireless networking.....................................................................44

Information you will need during wireless setup...............................................................44

Installing the printer on a wireless network.......................................................................44

Contents 4

What is Wi‑Fi Protected Setup?.........................................................................................44

Configuring Wi‑Fi Protected Setup manually.....................................................................45

Using the Embedded Web Server..................................................46

Accessing the Embedded Web Server................................................................................46

Understanding the home page...........................................................................................46

Customizing printer settings...............................................................................................46

Using shortcuts.............................................................................48

What are shortcuts?...........................................................................................................48

Getting started...................................................................................................................48

Troubleshooting............................................................................50

Notices.........................................................................................60

Edition notice.....................................................................................................................60

Index............................................................................................61

About your printer 5

About your printer

Finding information about the printer

The Quick Reference Guide contains instructions on adding your printer to a wireless network, setting up a fax connection, and accomplishing common printer tasks like printing, copying, scanning, and faxing. It also includes information on troubleshooting printer setup issues as well as solving basic networking and faxing problems.

For additional information, see the following:

What are you looking for? Find it here

Initial setup instructions

Additional setup and instructions for using the printer

Help using the printer software Software Help installed automatically with the printer

The latest supplemental information, updates, online customer support, and telephone support

Available on the installation software CD.

Available on the installation software CD and on the Lexmark Support Web site at

http://support.lexmark.com.

• Quick Setup Sheet

• Hardware Setup Wizard

Comprehensive User's Guide installed automatically with the printer software.

For Windows users

After installing your printer, you can access the User's Guide from the printer program folder:

1 Click or Start. 2 Click All Programs or Programs, and then select the

printer program folder from the list.

3 Select User's Guide.

For Macintosh users

1 From the Finder, navigate to:

Applications > select your printer folder

2 Double‑click User's Guide.

software. application.

Support Web site—

Click Help from any printer software program or

http://support.lexmark.com

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 cons umption 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 (dep ending on your printer model).

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.

About your printer 6

• 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.

Printer models

The installation software CD that came with your printer works for the following printer models:

• Pro4000

• Pro4000c

Printer features

Depending on the model, your printer comes with features that will help you manage and accomplish printing and imaging tasks:

• Wireless or Ethernet networking—Print and scan from anywhere in your home or office over a secure

wireless or Ethernet network, as well as share the printer among multiple computers.

• Intuitive to uch screen—Use the full‑featured color touch screen for f ast, easy access to all the printer

menus. The large screen also allows you to view and print photos directly from your digital camera or memory device without using a computer.

• Print—Print docum ents and PDFs quickly from a computer or from a USB flash drive. Built‑in two‑sided

printing lets you save money and the environment.

• Copy—Co py documents and photos with one‑touch, computer‑free black or color copying. Enjoy 25%

to 400% reduction and enlargement capacity.

• Scan—Scan documents and photos fast and easily with the high‑resolution scanner. Easily scan to a

me m or y d ev i ce or t o m ul ti p le la pt o ps or PC s ov er a se cu r e w ir el es s ne tw or k wi th u p t o 1 20 0 dp i o p ti ca l resolution.

• Fax—Do standalone black and color faxing at 33.6Kbps modem speed. Other fax features include 99

speed dials, automatic redial, junk fax blocking, and caller ID.

• Photo printing—Print high‑ quality, long‑lasting photos directly from digital memory cards,

PictBridge‑enabled digital cameras, and USB flash drives.

• SmartSolutions—Simplify printer tasks that you frequently repeat by creating and customizing your

printer solutions. Using the SmartSolutions toolkit on the Web, you can choose the printer tasks that you often perform, apply your custom settings, and download them to your printer as shortcuts that you can easily access anytime. You can also customize your printer with solutions that display your online calendars, online photo albums, RSS feeds, and more.

• Shortcuts—Save a set of frequently used printer settings available for a given task and then assign a

shortcut name and shortcut number to it. When you want to perform a task with those settings, you can simply select the shortcut number on the printer instead of going through the usual process of adjusting the settings and options.

• Eco‑Mode—Save energy and paper by activating Eco‑Mode. It automatically dims the printer display

light, puts the printer into Sleep mode after a specified period of inactivity, and prints on both sides of the paper for print, copy, and fax jobs.

Setting up the printer

1 Unpack the printer.

Notes:

• Do not attach the USB cable until prompted to do so.

• Place the printer near the computer during setup. If you are setting up on a wireless network,

then you may move the printer after setup is complete.

• Contents may vary by model and region.

2 To initiate printer setup using a computer, insert the installation software CD, or download the printer

driver.

About your printer 7

With a CD or DVD drive (Windows/Macintosh) Without a CD or DVD drive or for Linux

Download the printer driver from

www.lexmark.com.

Note: If the installation dialog does not appear after a

minute, then see “Installation screen did not appear during installation” on page 50.

3 Remove tape and packing material from all areas of the printer.

4 If necessary, insert the correct language overlay until it clicks into place.

5 Pull the paper tray completely out of the printer.

About your printer 8

6 Move the paper guides to the sides.

7 For legal‑size paper, extend the paper tray.

9 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.

8 Load paper with the printable side facedown.

About your printer 9

10 Insert the paper tray.

11 Connect the power cord only.

Note: Do not attach the USB cable yet.

12 Make sure the printer is on.

Note: It may take a while before the first screen appears on the printer control panel.

13 Using the printer control panel, press the up or down arrow button until the language you want is

highlighted on the display, and then press

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

14 Confirm the language, and then press

About your printer 10

15 Set the country or region, and then press

Country/Region

United States

Albania

Algeria

Please choose a country or region and press OK

16 Using the keypad on the printer control panel, set the date. Press the left or right arrow button to

scroll between the month, day, and year. Press

Note: The date format varies, depending on the selected country or region.

Set Date

18 01 2011

Press OK when complete.

18 Set the time zone, and then press

Time Zone

(UTC-05:00) Eastern Time (USA/Ca..

(UTC-06:00) Central Time (USA/Ca...

(UTC-07:00) Mountain Time (USA/C...

Please choose a time zone and press OK

Note: This step appears only in some countries.

19 To configure basic fax functions, press the left or righ t arrow button until Now is highlighted, and then

press

. Otherwise, go to step 22.

Fax Setup

Do you want

to set up fax now?

Now

Later

17 Set the time, and then press

SetTime

05 55 AM

Press OK when

complete.

20 Enter your fax number for the printer, and then p ress

in all your sent faxes.

Fax Number

Enter Fax Number and press OK

21 Type your name or company name, and then press

all your sent faxes.

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

. Your fax n umber identifies you a s the sender

. Your fax name identifies you as the sender in

Continue

Quit

About your printer 11

• To add a space, press the number 0.

Fax Name

Enter Fax Name and press OK

22 Configure other advanced fax settings later in the software installation.

Lexmark Pro4000 Series Installation

Configure Advanced Features

Youcan now print, butthere areadditional stepsrequired to access allthe features of your device.

Get my printer ready to scan directly to my computer

Configure Lexmark SmartSolutions and standalone email

Get my printer ready to send and receive faxes

What will I be missing if I don’t dothis now?

How can I do this later?

23 Flip down the ink cartridge access door.

24 Remove all packing material.

25 Insert each ink cartridge until it clicks into place.

Note: Make sure to use the four ink cartridges that came with your new printer.

26 Close the ink cartridge access door.

SD/MS/xD/MMC

About your printer 12

Behind the ink cartridge access door, you will find the customer support label, which contains the ink cartridge information, model number, product Web site, and customer support number.

Note: Do not open the ink cartridge access door during the 12‑minute printhead preparation.

27 Fully extend the exit bin and flip out the bin extender.

28 From the printer control panel, press

Notes:

to print an alignment page.

• The alignment page prints.

• Do not remove the page until printing is finished. The alignment page may take a while to print.

• Streaks on the alignment page are normal and not an indication of a problem.

• The alignment page that prints may differ from the one shown.

• Recycle the alignment page.

Understanding the parts of the printer

Use the To

1 Automatic Document

Feeder (ADF)

2 ADF input tray Load original documents into the ADF.

3 PictBridge and USB

port

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

5 Memory card slot Insert a memory card.

6 Ink cartridge access

door

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

• Access ADF paper jams.

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.

Connect a PictBridge-enabled digital camera or a flash drive to the printer.

inserted and blinks when a memory card is being accessed.

Install, remove, or replace ink cartridges.

About your printer 13

Use the To

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 t ype of paper as in Tray 1. You can als o load a different type of pape r and change the default pape r settings so the printer use s 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.

Use the To

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

18 LINE port

19 EXT port

cable modem.

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 addi tional devices (te lephone or answer ing machine) to the pr inter and the telephone line. Use thi s 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.

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.

15 Duplex unit

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

• Print on both sides of a sheet of paper.

• Access paper jams.

About your printer 14

Using the printer control panel

Use To

1 Power

2 Display

Note: The display is

turned off in Sleep mode.

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

4 Home

5 Keypad In Copy mode or Photo mode:

• Turn the printer on and off.

• Switch to Sleep mode.

Note: When the printer is on, press

and hold

View:

• Printer status

• Messages

• Menus

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.

for three seconds to turn off the printer.

to switch to Sleep mode. Press

Use To

6 Back

7 Select

Use To

8 Redial

9 Pause

10 Dial Tone

• Return to the previous screen.

• Exit from one menu level to a higher one.

• Select menu options.

• Save settings.

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.

About your printer 15

Use To

11 Address Book

12 Color

13 Black

14 Start

15 Cancel

16 Ethernet indicator

17 Wi‑Fi indicator

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.

• 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 memory cards and flash drives

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 (w ith 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)

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.

Documents:

• .pdf (Adobe Portable Document Format)

Images:

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

Group)

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

About your printer 16

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.

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.

• 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 15.

• The card reader light comes o n when a memory

card is inserted and blinks whe n a memory card is being accessed.

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.

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.

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

Ordering and replacing supplies 17

Ordering and replacing supplies

Ordering ink cartridges

Order the cartridges that are designed for use in your region.

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

• Regi on 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.

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

recycling. For more information, visit

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

www.lexmark.com/regions.

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.

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.

Ordering and replacing supplies 18

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.

Notes:

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

on your printer model.

, depending

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

Maintaining ink cartridges

In addition to the following tasks that you can perform, your printer performs automatic maintenance cycles if it is plugged into a properly grounded, working electrical outlet. It will briefly come out of Sleep mode or will temporarily turn on if it is turned off.

Cleaning the printhead nozzles

If you have not been using the printer for a long period, then you may need to clean the printhead nozzles to improve the quality of your prints. Keep your printer plugged to a properly grounded, working electrical outlet to allow it to perform automatic maintenance cycles.

Notes:

• Cleaning the printhead nozzles uses ink, so clean them only when necessary.

• Deep cleaning uses more ink, so try the Clean Printhead option first to save ink.

• If the ink levels are too low, then you must replace the ink cartridges before you can clean the

printhead nozzles.

1 From the printer control panel, navigate to:

> Setup > OK > Maintenance >

2 Press the up or down arrow button to scroll to Clean Printhead or Deep Clean

Printhead, and then press

3 Press the up or down arrow button to scroll to a cleaning option, and then press

Wait until the printer is ready.

Moving the printer to another location

When moving the printer and optional trays to another location, follow these precautions:

• Any cart used to move the printer must have a surface able to support the full footprint of the printer.

Any cart used to move the options must have a surface able to support the dimensions of the options.

• Make sure the bin extender and the exit bin are in their original positions.

• Keep the printer in an upright position.

• Make sure to remove the ink cartridges from the printer.

Aligning the printhead

If the characters or lines on your printed image appear jagged or wavy, then you may need to align the printhead.

1 Load plain paper.

2 From the printer control panel, navigate to:

> Setup > OK >Maintenance > OK > Align Printer >

An alignment page prints.

Note: Do not remove the alignment page until printing is finished.

If you aligned the cartridges to improve print quality, then print your document again. If print quality has not improved, then clean the printhead nozzles.

Ordering and replacing supplies 19

• Store the used ink cartridges in a box with the nozzles faceup.

• Avoid severe jarring movements.

• If available, use the original packaging of the printer with the needed padding to keep the printer

protected during transport.

Using the printer software 20

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 10.8.0 or later

• 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 ad ditional ope rating system versions that are compatible with the printer may be available on our Web site.

Installing the printer software

Note: If you installed the printer software on this computer before but need to reinstall the software,

then uninstall the current software first.

For Windows users

1 Close all open software programs.

2 Insert the installation software CD.

If the installation dialog screen does not appear after a minute, then launch the CD manually:

a Click , or click Start and then click Run.

b In the Start Search or Run box, type D:\setup.exe, where D is the letter of your CD or DVD

drive.

c Press Enter, or click OK.

3 Click Install, and then follow the instructions on the computer screen.

For Macintosh users

Note: To take advantage of the full features of your printer, select the custom install option, and then

select all packages listed.

1 Close all open applications.

2 Insert the installation software CD.

If the installation dialog does not appear after a minute, then click the CD icon on the desktop.

3 Double-click the software installer package, and then follow the instructions on the computer screen.

Using the Internet

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.

Using the Windows printer software

Software installed during printer installation

When you set up the printer using the installation software CD, all the necessary software was installed. You may have chosen to install some additional programs. The following table provides an overview of various software programs and what they can help you do.

Using the printer software 21

If you did not install these additional programs during initial installation, then reinsert the installation software CD, run the installation software, and then click Advanced Options > Install Additional Software.

Printer software

Use the To

Lexma rk

(referred to as Printer Home)

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 tech nical support.

• Access the User's Guide.

Lexma rk Phone Book

(referred to as Phone Book)

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

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.

word‑processing program.

• Set up the wireless printer on a wireless network.

• Change the wireless settings of the printer.

Note: This pro gram 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.

Use the To

Printing Preferences When you click File > Print > Properties with a document open, a Printing

Preferences dialog appears. The dialog lets you select options for the print job, such as the following:

• Select the number of copies to print.

• Print two‑sided copies.

• Select the paper type.

• Add a watermark.

• Enhance images.

• Save settings.

Note: Printing Preferences is installed automatically with the printer software.

Note: Your printer may not come with some of these programs or some of the functions of these programs, depending on the features of the printer that you purchased.

Using the Macintosh printer software

Launching the Print dialog

Use the Print dialog to adjust the print settings and schedule print jobs.

With a document or photo open, choose File > Print.

Launching an application

1 From the Finder, navigate to:

Applications > select your printer folder

2 Double‑ click the application that you want to use.

Use the To

Printer Settings

Shortcuts Speed up usual tasks with your printer.

Wireless Setup Assistant

Uninstaller Remove the printer software from your computer.

• 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.

Using the printer software 22

Notes:

• Your printer may not come with these applications, depending on the features of the printer that

you purchased or the installation type (standard or custom) chosen when you installed the printer.

• 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 Su pplies Online Order ink or supplies.

Printer Registration Register your printer.

Visit Lexmark SmartSolutions

• Visit the SmartSolutions Web site.

• Choose your custom solutions.

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

Printing 23

Printing

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

For colorful and high‑coverage documents

Size Recommended paper Weight Set pape r 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 Multipurp ose Paper #214 306

A4 M‑Real Data Copy Colour

Printing

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

SOPORCEL Navigator Universal Multifunctional

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

20 lb Plain

80 g/m

24 lb ColorLok Certified Plain

24 lb Premium Plain

20 lb Colorlok Certified Plain

90 g/m

80 g/m

24 lb Premium Plain

Plain

Premium Plain

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

Paper and specialty media

Photo One‑sided

Matte brochure

One‑sided or two‑sided printing

Two‑sided Inkjet matte brochure papers for

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 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 Ad vanced Color O ptions.

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

• If you sele ct 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.

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.

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.

Printing 25

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 land scape).

Portrait Landscape

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

left edge for landscape).

Portrait Landscape

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

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

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

• Print Photos allows you to p rint 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 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 documents from a memory card or flash drive

To enable the File Print function, the memory card or flash drive must contain document files that are supported by the printer. For more information, see “Supported memory cards and file types” on page

15.

1 Insert a memory card or flash drive.

The Memory Device screen appears on the display.

2 To uch Print Documents.

3 Select the document that you want to print, and then press .

10 Click Print.

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 Photos, and then press

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

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.

Printing 26

• 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.

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 othe r 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 27

Copying

ADF Scanner glass

Use the scanner glass for single pages, small items

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.

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

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.

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

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

to make a selection.

6 Se lect 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 minute s of printer inactivity.

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.

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.

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 Pre ss 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 la yout of the original document and the copy, then

press the arrow buttons to scroll to Advanced. Press then press

until you reach the Copy menu.

every time you make a selection, and

Copying 28

Notes:

• For long-edged binding, pages are bound along the long edge of the page (left edge for portrait

orientation and top edge for landscape orientation).

• For short-edged binding, pages are bound along the short edge of the page (top edge for

portrait orientation and left edge for landscape orientation).

5 Press , and then follow the instructions on the printer display.

Canceling copy jobs

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

Scanning stops and the printer returns to the previous menu.

Scanning 29

Scanning

ADF Scanner glass

Use the scanner glass for single pages, small items

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.

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.

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

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 Comput er >

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

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

3 Press the up or down arrow button to scroll to the scan option you want to set, and then press the

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

Set the color, quality, original image size, and other scan options. If necessary, press you make a selection.

each time

4 Press .

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 29.

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 >

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

then press

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.

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

you make a selection.

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.

each time

Scanning 30

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.

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 you make a selection.

each time

5 Se lect 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 appea rs. When the scan is finished , a new e‑mail message is created with the scanned documen t automatically attached.

6 Compose your e‑mail message.

Note: If your e-mail program does not open automatically, then you can scan the document to the

computer and then send it through e-mail as an attachment.

For Macintosh users

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

2 From the Applications folder in the Finder, launch the application you want to use.

Note: Use any application that supports both your printer and an e‑mailing option, such as Image

Capture.

3 From the list of devices, select your printer.

Note: For information on finding the list of devices, check the documentation that came with the

application, or search for Scanning an image in the Search field of the Help menu.

4 Adjust the scan settings as needed.

If applicable, click

5 Se t 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.

5 Press .

Follow the instructions on the printer display.

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

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 printe r 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.

Scanning 31

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

on the preview dialog for more information.

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.

Canceling scan jobs

Do one or more of the following:

• From the printer control panel, press , and then press

Scanning stops and the printer returns to the previous menu.

• If you are sending the scan job using the printer software, then cancel the scan job from the software

dialog.

E-mailing 32

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 Quick Reference Guide.

Before you c an send e-mail using the printer control pa nel, you must f irst configure the ne twork connection and e-mail settings of your printer.

Sending e-mail

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 th e document to be e-maile d is in place with the settings you want, press to start scanning.

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

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.

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.

Setting up the e-mail function

For Windows users

Click or Start.

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

Setting up the printer to fax 33

To connect:

Setting up the printer to fax

Connect the cable from the wall jack to the

port of the printer.

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

Step 1: Connect the printer to the telephone line

Check the scenarios below and follow the setup that is applicable to your telephone service.

Scenario 1: Standard telephone line

Setup 1: Printer is connected to a dedicated fax line

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.

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 Remov e the protective plug fro m the port of the printer, and then connect the answering mac hine

to the port.

Setting up the printer to fax 34

Connected to different wall jacks

Setup 3: Printer is sharing the line with a telephone subscribed to voice mail service

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.

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.

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).

Setting up the printer to fax 35

When you answer the telephone and you hear fax tone s, 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)

Interference causes noise and static on the telephone, failed and poor quality faxes for the printer, and slow Internet connection on your computer.

To install a filter for the printer:

1 Connect the line port of the DSL filter to the wall jack.

2 Connect a telephone cable from the port on the back of the printer to the phone port on the DSL

filter.

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

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 Interne t signals pa ss 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.

Setting up the printer to fax 36

To connect:

Connect one end of a telephone cable to the port of the printer.

2 Connect t he other end of the ca ble to the port labeled Phone Line 1 or Phone Port on the VoIP adapter .

The port labeled Phone Line 2 or Fax Port is not always active. You may need to pay extra to your VoIP provider if you want to activate the second phone port.

3 Remove the protective plug from the port of the printer, and then connect the telephone to the

port.

Tips for this setup:

To make sure that the phone port on the VoIP adapter is active, plug an analog telephone into the

•

phone port, and then listen for a dial tone. If you hear a dial tone, then the port is active.

• If you need two phone ports for your devices but do not want to pay extra, then do not plug the printer

into the second phone port. You can use a phone splitter. Plug the phone splitter into the Phone Line 1 or Phone Port, and then plug the printer and telephone into the splitter.

Make sure you use a phone splitter, not a line splitter. To make sure that you are using the correct splitter, plug an analog telephone into the splitter and then listen for a dial tone.

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 Conn ect the other end of the cable to the port labeled Phone Line 1 or Phone Port on the cable modem.

The port labeled Phone Line 2 or Fax Port is not always active. You may need to pay extra to your cable provider if you want to activate the second phone port.

3 Remove the protective plug from the port of the printer, and then connect the telephone to the

port.

Tips for this setup:

• To make sure that the phone port on the cable modem is active, plug an analog telephone into the

phone port, and then listen for a dial tone. If you hear a dial tone, then the port is active.

Setting up the printer to fax 37

• 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.

2 Remove the protective plug from the port of the printer, and then connect the telephone to the

port.

Scenario 5: Country‑ or region‑specific setup

Different countries or regions have different typ es of telephone wall jacks. The standard wall jack ad opted 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.

To connect:

1 Connect the cable from the wall jack to the port of the printer.

Setting up the printer to fax 38

Connecting the printer to a non‑RJ‑11 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.

To connect:

1 Connect one end of a telephone cable to the port of the printer.

2 Connect the other end of the cable to the RJ‑11 adapter, and then connect the adapter to the wall

jack.

3 If you want to connect another device (telephone or answering machine) to the same wall jack, and

if the device has a non‑RJ 11 connector, then connect it directly to the wall jack.

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

port of the printer. This is called serial connection.

Setting up the printer to fax 39

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.

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

To connect:

Connect the cable from the wall jack to the

port of the printer.

Setting up the printer to fax 40

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.

Step 2: 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.

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.

Make sure the printer is properly connected to the telephone line

1 While the printer is connected to a telephone line through the port on the back of the printer, plug

an analog telephone into the

port of the printer.

2 Listen for a dial tone.

If you hear a dial tone, then the printer is properly connected to the telephone line.

If you do not hear a dial tone, then review Step 1 or see the “Fax troubleshooting checklist” on page

53.

Step 3: Set your fax name and fax number

Your user information includes your name or your company name, your fax number (your fax number 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 also block faxes without sender information, so make sure that you enter this information in your printer.

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

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

• To add a space, press the number 0.

3 Press the arrow buttons to scroll to Fax Number, and then press

4 Enter your fax number or your telephone number, and then press

Step 4: Set the printer to receive faxes automatically or manually

If the printer is connected to a dedicated fax line or sharing the line with an answering machine, then you can set the printer to receive faxes automatically. If the printer is sharing the line with a telephone subscribed to voice mail service, then set the printer to receive faxes manually.

1 From the printer control panel, navigate to:

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

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

Setting up the printer to fax 41

Step 5: Set the number of rings

If you set Auto Answer to On in Step 4, then do the following. If you set Auto Answer to Off, then proc eed to Step 6.

If you subscribe to Distinctive Ring

Setting the correct ring is important if you subscribe to the Distinctive Ring Pattern Detection (DPRD) 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 which telephone number was dialed and which 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 pat tern of that number. If t he pattern is set incorrec tly, then the printer ri ngs, but it never receiv es the fax.

1 From the printer control panel, navigate to:

> 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

If you do not subscribe to Distinctive Ring

If the printer is sharing the line with other devices, then set the printer to pick up on the greater number of rings. If the printer is connected to a dedicated fax line, then you can choose any number of rings that you want.

1 From the printer control panel, navigate to:

> Setup >OK > Fax Setup > OK > Ringing and Answering > OK > Pick Up On >

2 Select the number of rings that you want, and then save the setting.

Note: In some models, entries 1–89 are for individual contacts and entries 90–99 are for fax groups.

Enter the entry number before entering the contact name and fax number of the contact.

Using the fax software

If you are connecting the printer to a computer, then you can also create a contact list using the fax software.

For Windows users

Click or Start.

2 Click All Programs or Programs, and then select the printe r 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.

For Macintosh users

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.

For more information on the fax software, click Help or

Step 6: Create a contact list

Using the printer control panel

1 From the printer control panel, navigate to:

Touch‑screen models Arrow‑button models

> Address Book > Setup > OK > Fax Setup > OK > Address Book >

2 Use the menus to add a contact or a fax group. You can add up to 89 contacts and 10 fax groups.

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

• To add a space, press the number 0.

Faxing 42

Faxing

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.

Sending faxes

Tips for sending faxes

• Make sure the printer is on and connected to a w orking telephone, DSL, or VoIP line. The line is working

if you hear a dial tone.

• Make sure the paper exit tray is fully extended and the tray extension is flipped out.

• Depending on your printer model, use the ADF when scanning two‑ sided (duplex) pages.

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

• When using the ADF, adjust the paper guide on the ADF to the width of the original document.

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

image.

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

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

• When the document to be faxed is in place with the settings you want, press to send the fax.

Sending faxes using the printer control panel

1 From the printer control panel, navigate to:

> Fax

2 Enter a fax number, or press Address Book to select a number from the Speed Dial or Group Dial list.

3 If you want to send a fax to a single recipient, then press

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

button to enter another number, and then press

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

fax.

Tip:

You can send a broadcast fax to up to 30 recipients.

•

. Repeat this step to add more numbers.

and ports while actively sending a

Sending faxes using the computer

For Windows users

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 Se lect 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

With a document open, choose File > Print.

2 Fr om the Printer pop‑up menu, select the fax version of your printer.

Note: In order to see the fax options on the Print dialog, you must use the fax driver for your

printer. If the fax version of the printer is not on the list, then choose Add a printer, and then choose the fax version of the printer.

3 Enter the name and number of the recipient.

4 Click Fax.

Receiving faxes

Tips for receiving faxes

When receiving faxes:

• Make sure that the printer is on and connected to a working telephone, DSL, or VoIP line. The line is

working if you hear a dial tone.

• If you set the printer to receive faxes manually (Auto Answer Off), then make sure that the ringer

volume is not set to Off.

• If you have set the printer to receive faxes automatically (Auto Answer On), then load paper in the

printer.

Faxing 43

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

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

the setting.

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

Warning—Potential Damage: Do not touch the cables or the a fax.

and ports while actively receiving

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.

to save

• 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.

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

a fax.

Tips:

The default code for answering faxes manually is *9*, but for increased security, you can change it to

•

a number that only you know. You can enter up to 7 characte rs for your code. The valid characters are the digits 0–9 and the characters # and *.

and ports while actively receiving

Wireless networking 44

Wireless networking

Information you will need during wireless setup

To set up the printer for wireless printing, you need to know the following:

• The name of your wireless network, which is also known as the SSID (Service Set Identifier)

• If encryption was used to secure your network

• The security key (either a WEP key or WPA/WPA2 preshared key/passphrase)

To find the WPA/WPA2 preshared key/passphrase for the wireless network, see the documentation that came with the access point (wireless router), see the Web page associated with the access point, or consult your system support person.

If your access point is using WEP security, then the WEP key should be:

• Exactly 10 or 26 hexadecimal characters

• Exactly 5 or 13 ASCII characters

If your access point is using WPA or WPA2 security, then the WPA/WPA2 preshared key/passphrase should be:

• Exactly 64 hexadecimal characters

• From 8 to 63 ASCII characters

Notes:

• Hexadecimal characters are A–F, a–f, and 0–9.

• ASCII characters are letters, numbers, and symbols found on a keyboard. ASCII characters in a

WPA/WPA2 preshared key/passphrase are case‑sensitive.

If your wireless network is not using security, then you will not have a security key.

Note: If you do not know the SSID of the network that your computer is connected to, then launch the wireless utility of the computer network adapter and look for the network name. If you cannot find the SSID or the security information for your network, then see the documentation that came with the access point, or contact your system support person.

Installing the printer on a wireless network

Before you begin, make sure that:

• Your wireless network is set up and working properly.

• The computer you are using is connected to the same wireless network where you want to set up the

printer.

• You know the network name (SSID) and the WEP key or WPA/WPA2 preshared key/passphrase of the

wireless network you want to connect to.

For Windows users

1 Close all open software programs.

2 Insert the Software and Documentation CD.

If the installation dialog does not appear after a minute, then launch the CD manually:

a Click , or click Start and then click Run.

b In the Start Search or Run dialog, type D:\setup.exe, where D is the letter of your CD or DVD

drive.

c Press Enter, or click OK.

3 Click Install, and then follow the instructions on the computer screen.

Note: Select Wireless connection when prompted to select a connection type.

For Macintosh users

1 Close all open applications.

2 Insert the Software and Documentation 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.

Note: Select Wireless connection when prompted to select a connection type.

What is Wi‑Fi Protected Setup?

Wi‑Fi Protected Setup (WPS) is a simple and secure configuration that allows you to establish a wireless home network and enable network security without requiring prior knowledge of Wi‑Fi technology. It is no longer necessary to configure the network name (SSID) and WEP key or WPA passphrase for network devices.

Note: WPS supports only networks that communicate through access points (wireless routers).

The printer supports the following methods in connecting to a wireless network:

• Personal Identification Number (PIN)—A PIN on the printer is entered into the wireless settings of the

access point.

• Push Button Configuration (PBC)—Buttons on both the printer and the access point are pushed within

a given period of time.

Look for any of these identifier marks to check if your access point is WPS certified:

Wireless networking 45

You can find these WPS logos on the side, back, or top of your access point.

For more information on accessing the wireless settings and determining the WPS capability of your access point, see the documentation that came with the access point or contact your system support person.

Configuring Wi‑Fi Protected Setup manually

Note: Make sure your access point (wireless router) is Wi‑Fi Protected Setup (WPS) certified. For more

information, see the User’s Guide.

If your printer or device has not yet been configured for wireless connection and you want to configure it using WPS, then push the WPS button on the wireless router. Wait for the printer control panel to displ ay a message to begin WPS confi guration. There might be a short d elay before the m essage appears. I f nothing happens after 30 seconds, then do one of the following:

USE THE PUSH BUTTON CONFIGURATION (PBC) METHOD

From the printer control panel, navigate to:

> Setup > OK > Network Setup > OK > Wireless 802.11b/g/n > OK > Network Connection

Setup >

> Wireless > OK > Wi‑Fi Protected Setup > OK > WPS PBC Mode >

2 Follow the instructions on the printer display.

USE THE PERSONAL IDENTIFICATION NUMBER (PIN) METHOD

From the printer control panel, navigate to:

> Setup > OK > Network Setup > OK > Wireless 802.11b/g/n > OK > Network Connection

Setup >

2 Follow the instructions on the printer display.

> Wireless > OK > Wi‑Fi Protected Setup > OK > WPS PIN Mode >

Using the Embedded Web Server 46

Using the Embedded Web Server

The Embedded Web Server lets you view and remotely customize printer settings even when you are not physically near the printer. You can also view reports on printer activities, monitor and order printer supplies online, contact customer support, and download updates for your printer.

The Embedded Web Server requires that the printer is connected to your network. For more information on connecting the printer to your network, see the printer User’s Guide.

Accessing the Embedded Web Server

Note: Make sure the printer is connected to your network. Fo r more information, see the printer User’s

Guide.

1 Obtain the printer IP address:

• From the printer home screen

• From the TCP/IP section in the Networks/Ports menu

Note: An IP address appears as four sets of numbers separated by periods, such as

123.123.123.123.

2 Open a Web browser, and then type the printer IP address in the address field.

The Embedded Web Server appears.

Understanding the home page

Use the To

1 Navigation pane Access the Embedded Web Server menus.

2 Header bar

• View a brief summary of your printer supplies.

• View the information on p rinter model, IP address, contact information, and

location.

• Access the Search function.

Note: The search fields may not appear in the Embedded Web Server, depending on your printer model.

3 Information pane View specific information and access submenu items, depending on the menu

selected from the n avigation pane.

Customizing printer settings

1 From the navigation pane, select Settings.

2 Do one of the following:

Click To

General Settings View and customize general printer settings.

Copy Settings View and customize settings for making copies.

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

Fax Settings View and customize settings for sending and receiving faxes.

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

E-mail/FTP Settings View and customize settings for sending e-mails, or sending files to a File

Print Settings View and customize print settings.

Paper Setup View and customize paper setup options.

Network/Ports View and customize network settings.

Security View and customize security settings for the printer and Embedded Web

E-mail Alert Setup Set up the e-mail server for the Embedded Web Server, and then customize

Transfer Protocol (FTP) address.

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

Server.

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

e-mail alert settings.

Using the Embedded Web Server 47

Click To

Scan‑to‑Network Folder Setup

Add or manage a folder destination when the Scan to Network application is used.

Notes:

• This feature may not appear in the Embedded Web Server, depending

on your printer model.

• To use this feature, first make sure you are using the Hyper Text

Transfer Protocol Secure (HTTPS) connection.

Manage Shortcuts Add or manage shortcut settings for a printer task.

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

Manage Profiles View the IP address of a profile, or delete it.

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

Address Book Setup Add or manage address book contacts when sending e‑mails.

Intervention Management

Import/Export Import or export a configuration file.

Additional Solutions Install, customize, or uninstall a solution.

Device Management Allow the Embedded Web Server to collect data from the printer.

View any messages from the printer requesting intervention from the user.

3 Click Submit to save, or click Reset Form to discard the new settings.

Using shortcuts 48

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 docu ment 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.

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

Click or Start.

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

3 Navigate to:

Printer Home > select your printer > Settings > Configure Shortcuts

For Macintosh users

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.

Using shortcuts 49

2 Do either of the following:

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

• Click Delete.

Using shortcuts on the printer

Make sure you have created a shortcut.

From the printer control panel, navigate to:

> Shortcuts > OK > select a shortcut >

> > enter the shortcut number >

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.

Troubleshooting 50

Troubleshooting

Before you troubleshoot

Use this checklist to solve most printer problems:

• Make sure the power c ord is plugge d into the printer and into a properly grounded, working electrical

outlet.

• Make sure the printer is turned on.

• Make sure the printer is securely connected to the computer, print server, or network access point.

• Check the printer for error messages, and resolve any errors.

• Check for paper jam messages, and clear any jams.

• Check the ink cartridges, and install new cartridges if necessary.

• Turn the printer off, wait about 10 seconds, and then turn the printer back on.

Note: Make sure the printer is not in Sleep mode. Press and hold the printer.

If Troubleshooting does not solve your problem

Visit our Web site at http://support.lexmark.com to find the following:

• Knowledgebase articles with the latest information and troubleshooting for your printer

• Live online customer support

• Contact numbers for telephone customer support

• Firmware and software updates

Setup troubleshooting

• “Installation screen did not appear during installation” on page 50

• “Incorrect language appears on the display” on page 50

• “Software did not install” on page 50

• “Recovering the security PIN of the printer” on page 51

• “Print job does not print or is missing pages” on page 51

• “Printer is printing blank pages” on page 52

• “Printer is busy or does not respond” on page 52

• “Cannot delete documents from the print queue” on page 52

• “Cannot print through USB” on page 52

for three seconds to turn off

Installation screen did not appear during installation

If the "Before you troubleshoot" checklist does not solve the problem, then try the following:

AUNCH THE PRINTER

For Windows users

1 Click , or click Start and then click Run.

2 In th e Start Search or Run box, type D:\setup.exe, where D is the letter of your CD or DVD

drive.

3 Press Enter, or click OK.

4 Click Install, and then follow the instructions on the computer screen.

For Macintosh users

1 From the Finder desktop, click the CD icon.

2 Double-click the software installer package, and then follow the instructions on the computer

screen.

MANUALLY

Incorrect language appears on the display

If the "Before you troubleshoot" checklist does not solve the problem, then try one or more of the following:

HANGE THE LANGUAGE USING THE PRINTER MENUS

1 From the printer control panel, navigate to:

> Setup > OK > Device Setup > OK > Language >

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

3 To confirm the setting, press the left or right arrow button to scroll to Yes, and then press

Software did not install

If you encountered problems while installing, or if your printer does not appear in the list in the printers folder or as a printer option when sending a print job, then try uninstalling and reinstalling the software.

Before you reinstall the software, do the following:

AKE SURE THAT YOUR COMPUTER MEETS THE MINIMUM SYSTEM REQUIREMENTS

EMPORAR ILY DISABLE SECURITY PROGRAMS IN WINDOWS BEFORE INSTALLING THE SOFTWARE

Troubleshooting 51

HECK THE

Note: If you continue to have problems, then try another USB port on the computer. You may have

connected to a defective port.

ECONNECT THE PRINTER POWER SUPPLY

USB

CONNECTION

1 Check the USB cable for any obvious damage. If the cable is damaged, then use a new one.

2 Firmly plug the square end of the USB cable into the back of the printer.

3 Firmly plug the rectangular end of the USB cable into the USB port of the computer.

The USB port is marked with

1 Tur n off the printer.

Note: Make sure the printer is not in Sleep mode. Press and hold

the printer.

2 Unplug the power cord from the wall outlet, and then pull out the power cord from the power

supply.

3 After one minute, reconnect the power cord into the power supply, and then plug the power cord

into the wall outlet.

4 Tur n on the printe r.

for three seconds to turn off

Recovering the security PIN of the printer

Contact customer support.

2 From the printer pop-up menu, choose your printer, and then click Print.

If your printer doe s not appear on the Printer list, then choose Add Printer. From the list of printers in the Default tab, select your printer, and then click Add.

If your printer does not appear on the list, then try either of the following:

• For a USB-connected printer, remove and then reconnect the USB cable.

• For a printer that is wirelessly connected, see the Wireless troubleshooting section.

AKE SURE THE PRINT JOB IS NOT PAUSED

AKE SURE YOUR PRINTER IS SET AS THE DEFAULT PRINTER

ECONNECT THE PRINTER POWER SUPPLY

1 Turn off the printer.

Note: Make sure the printer is not in Sleep mode. Press and hold

the printer.

2 Unplug the power cord from the wall outlet, and then pull out the power cord from the power

supply.

3 After one minute, reconnect the power cord into the power supply, and then plug the power cord

into the wall outlet.

4 Turn on the printer.

EMOVE AND RECONNECT THE

USB

CABLE CONNECTED TO YOUR PRINTER

for three seconds to turn off

Print job does not print or is missing pages

If the "Before you troubleshoot" checklist does not solve the problem, then try one or more of the following:

AKE SURE THE INK CARTRIDGES ARE INSERTED CORRECTLY

1 Turn the printer on, and then open the ink cartridge access door.

2 Make sure the cartridges are inserted correctly.

The cartridges should click firmly into their matching color slots.

3 Close the ink cartridge access door.

ELECT YOUR PRINTER FROM THE PRINT DIALOG BEFORE SENDING THE PRINT JOB

Note: This solution applies to Macintosh users only.

1 With a document open, choose File > Print.

HECK THE

Note: If you continue to have problems, then try another USB port on the computer. You may have

connected to a defective port.

EMOVE AND REINSTALL THE PRINTER SOFTWARE

USB

CONNECTION

1 Check the USB cable for any obvious damage. If the cable is damaged, then use a new one.

2 Firmly plug the square end of the USB cable into the back of the printer.

3 Firmly plug the rectangular end of the USB cable into the USB port of the computer.

The USB port is marked with

Troubleshooting 52

Printer is printing blank pages

Blank pages may be caused by improperly installed ink cartridges.

EINSTALL THE INK CARTRIDGES AND DEEP CLEAN AND ALIGN THE PRINTHEAD

1 Reinstall the ink cartridges. For more information, see “Replacing ink cartridges” on page 17.

The cartridges should click firmly into their matching color slots.

2 Load plain, unmarked paper.

3 From the printer control panel, navigate to:

> Setup > OK > Maintenance > OK > Deep Clean Printhead >

4 Press the up or down arrow button to scroll to a cleaning option, and then press

Wait until the printer is ready.

5 From the printer control panel, navigate to:

> Setup > OK > Maintenance > OK > Align Printer >

An alignment page prints.

Note: Do not remove the alignment page until printing is finished.

Printer is busy or does not respond

If the "Before you troubleshoot" checklist does not solve the problem, then try one or more of the following:

AKE SURE THE PRINTER IS NOT IN SLEEP MODE

If the power light is blinking on and off slowly, then the printer is in Sleep mode. Press to wake up the printer.

If the printer will not come out of Sleep mode, then reset the power:

1 Unplug the power cord from the wall outlet, and then wait 10 seconds.

2 Insert the power cord into the wall outlet, and then turn on the printer.

If this problem persists, then check our Web site for updates for your printer software or firmware.

ECONNECT THE PRINTER POWER SUPPLY

1 Tur n off the printer.

Note: Make sure the printer is not in Sleep mode. Press and hold

the printer.

2 Unplug the power cord from the wall outlet, and then pull out the power cord from the power

supply.

for three seconds to turn off

3 After one minute, reconnect the power cord into the power supply, and then plug the power cord

into the wall outlet.

4 Turn on the printer.

Cannot delete documents from the print queue

If you have jobs stuck in the print queue and cannot delete them to get other jobs to print, then the computer and printer may not be communicating.

ESTART THE COMPUTER AND TRY AGAIN

EMOVE AND RECONNECT THE

USB

CABLE CONNECTED TO YOUR PRINTER

Cannot print through USB

If the "Before you troubleshoot" checklist does not solve the problem, then try one or more of the following:

HECK THE

Note: If you continue to have problems, then try another USB port on the computer. You may have

connected to a defective port.

EMOVE AND REINSTALL THE PRINTER SOFTWARE

USB

CONNECTION

1 Check the USB cable for any obvious damage. If the cable is damaged, then use a new one.

2 Firmly plug the square end of the USB cable into the back of the printer.

3 Firmly plug the rectangular end of the USB cable into the USB port of the computer.

The USB port is marked with

AKE SURE THE

USB

PORT IS ENABLED IN WINDOWS

1 Click , or click Start and then click Run.

2 In th e Start Search or Run box, type devmgmt.msc.

3 Press Enter, or click OK.

The Device Manager opens.

4 Click the plus sign (+) beside Universal Serial Bus controllers.

If USB Host Controller and USB Root Hub are listed, then the USB port is enabled.

For more information, see the computer documentation.

Troubleshooting 53

Fax troubleshooting

• “Fax troubleshooting checklist” on page 53

• “Cannot send faxes” on page 53

• “Cannot receive faxes” on page 54

• “Cannot run the fax software” on page 54

Fax troubleshooting checklist

If you encounter problems sending and receiving faxes, then check the connection first:

1 Check for a dial tone on the telephone line by plugging an analog telephone into the wall jack, DSL

filter, VoIP device, or cable modem where you connected the printer. Make sure you plug the telephone into the same port.

If you do not hear a dial tone, then contact your line provider.

2 While the printer is connected to the telephone line, check for a dial tone by plugging an analog

telephone into the

If you do not hear a dial tone, then use the checklist below. Listen for a dial tone after checking each item.

If you hear a dial tone but still have problems sending and receiving faxes, then see the other topics in this section.

Connection checklist

Make sure that the printer and other devices on the line (if applicable) are set up and configured

•

correctly according to your setup scenario.

• Make sure that the cables are connected to the correct ports.

• Make sure that the cables are securely plugged in.

Check the cable connections for the following hardware, if applicable:

Power supply Answering machine Cable modem Splitter

Telephone VoIP adapter DSL filter RJ‑11 adapter

• If the printer is connected to a Digital Subscriber Line, then make sure you are using a DSL filter for

the printer.

• If the printer is connected to a VoIP adapter or cable modem, then make sure that the printer is plugged

into the first phone port.

• If you are using a splitter, then make sure that you are u sing a phone sp litter. Do not use a line splitter.

port of the printer.

Cannot send faxes

If the “Fax troubleshooting checklist” does not solve the problem, then try one or more of the following:

AKE SURE THAT YOU HAVE REGISTERED YOUR USER INFORMATION IN THE PRINTER

If you did not enter yo ur user information during initial setup, then enter your fax name and fax number. In some countries, you cannot send a fax without entering your fax name or company name. Some fax machines also block unknown faxes or faxes without sender information.

ECREASE THE TRANSMISSION SPEED OF THE FAX MODEM

The modem of the printer can transmit data at 33,600 bps. This is the maximum speed at which the printer can send and receive faxes. It is not necessary, however, to set the modem to its fastest transmission capability. The speed of the modem of the receiving fax machine must match or be greater than the speed at which you are sending your fax. Otherwise, your fax will not be received.

1 From the printer control panel, navigate to:

> Setup > OK > Fax Setup > OK > Dialing and Sending > OK > Max Send Speed >

2 Select a sending speed, and then press

NABLE ERROR CORRECTION

Errors and blurs may appear in the faxed document if there is too much noise on the line. This option enables the printer to transmit the bad blocks of data again and correct the errors. When a fax has too many errors, the fax may be rejected by the receiving fax machine.

1 From the printer control panel, navigate to:

> Setup > OK > Fax Setup > OK > Dialing and Sending > OK > Error Correction >

2 Check to see if error correction is set to On.

If it is not set to On, then press the arrow buttons to select On, and then press

NABLE AUTOMATIC FAX CONVERSION

If the receiving fax machine does not support color fax, then this option automatically converts the outgoing color fax to black and white. It also automatically reduces the resolution of the fax to a resolution that the receiving machine can support.

1 From the printer control panel, navigate to:

> Setup > OK > Fax Setup > OK > Dialing and Sending > OK > Auto Fax Convert >

2 Check to see if automatic fax conversion is set to On.

If it is not set to On, then press the arrow buttons to select On, and then press

Troubleshooting 54

AKE SURE THAT THE DIAL PREFIX SETTING IS CORRECT

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, this can be a specific number that you need to press so you can make a call outside the office.

Make sure that the dial prefix entered in the printer is correct for your network.

AKE SURE THAT FAX FORWARDING IS DISABLED

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 Off, and then press

1 From the printer control panel, navigate to:

> Setup > OK > Fax Setup > OK > Dialing and Sending > OK > Dial Prefix >

2 Press the arrow buttons to create or modify the prefix.

3 If the prefix is not correct, enter the correct prefix, and then press

Cannot receive faxes

If the “Fax troubleshooting checklist” does not solve the problem, then try one or more of the following:

AKE SURE THAT YOU HAVE CONFIGURED THE CORRECT SETTINGS FOR YOUR SETUP

The fax settings depend on whether the printer is connected to its own fax line or shares the line with other devices.

If the printer is sharing the telephone line with an answering machine, then make sure that the following are set:

• Auto Answer is On.

• The printer picks up on a greater number of rings than the answering machine.

• The printer picks up on the correct distinctive ring (if you subscribe to a distinctive ring service).

If the printer is sharing the telephone line with a telephone subscribed to voice mail, then make sure that the following are set:

• Auto Answer is Off (if you have only one number on the telephone line).

• The printer picks up on the correct distinctive ring (if you subscribe to a distinctive ring service).

NCREASE THE RINGER VOLUME

If you set the printer to receive faxes manually (Auto Answer Off), then increase the ringer volume.

AKE SURE THAT YOU HAVE THE CORRECT MANUAL ANSWER CODE

If you set the printer to receive faxes manually (Auto Answer Off), then you need to press the correct code when a fax comes in so that the printer can receive it.

1 From the printer control panel, navigate to:

> Setup > OK > Fax Setup > OK > Ringing and Answering > OK > Manual Pickup Code >

2 Copy the manual answer code that appears on the display.

Note: To increase the security, you can change your manual pickup code 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 *.

Cannot run the fax software

The printer must be connected to a telephone, DSL, VoIP, or cable service before you can configure the fax settings in the fax software.

AKE SURE A FAX DRIVER IS INSTALLED

The fax option is available for use only with the PostScript driver or the Universal Fax Driver. For information on installing these drivers, see the Software and Documentation CD.

AKE SURE THAT THE PRINTER IS CONNECTED TO AN ANALOG PORT

The printer is an analog device. If you are using a PBX system, then make sure that the printer is connected to an analog port on the PBX. You may need a digital line converter that converts digital signals into analog signals.

AKE SURE THAT THE PRINTER MEMORY IS NOT FULL

The printer saves an incoming fax to the printer memory before it prints the fax. If the printer runs out of ink or runs out of paper while receiving the fax, then the printer saves the fax so you can print it later. However, if the printer memory is full, then the printer may not be able to receive more incoming faxes. An error message appears on the display when the printer memory is full. Resolve the error to free up space in the printer memory.

AKE SURE THE PRINTER IS CONNECTED TO A TELEPHONE LINE

You need to connect the printer to your telephone line (through a standard wall jack, a DSL filter, a VoIP adapter, or a cable modem) before you can open the fax software and configure the fax settings.

Troubleshooting 55

Wireless troubleshooting

If you are having trouble setting up your printer on a network, then print a network setup page, and then see the comprehensive User's Guide available on the installation software CD.

Also, make sure to check the network indicator lights to verify the connection status of the printer. For more information on the location of the network indicator lights, see“Using the printer control panel” on page 14.

Wireless troubleshooting checklist

Before beginning to troubleshoot the wireless printer, verify the following:

• The printer, the computer, and the access point (wireless router) are all plugged in and turned on.

• The wireless network is working properly.

Try accessing other computers on your wireless network.

If your network has Internet access, then try connecting to the Internet over a wireless connection.

• Your SSID is correct.

Print a network setup page to verify the SSID the printer is using.

If you are not sure if your SSID is correct, then run the wireless setup again.

• Your WEP key or WPA passphrase is correct (if your network is secure).

Log on to the access point and check the security settings.

A security key is like a password. All devices on the same wireless network using WEP, WPA, or WPA2 share the same security key.

If you are not sure if your security information is correct, then run the wireless setup again.

• The printer and the computer are within the range of the wireless network.

For most networks, the printer and the computer should be within 100 feet (30 meters) of the access point (wireless router).

• The Wi‑Fi indicator is green and successfully connected.

• The printer driver is installed on the computer from which you are performing a task.

• The correct printer port is selected.

• The computer and printer are both connected to the same wireless network.

• The printer is located away from obstacles or electronic devices that could interfere with the wireless

signal.

Make sure the printer and access point are not separated by poles, walls, or support columns containing metal or concrete.

Many devices can i nterfere with the wireless signal, including baby moni tors, motors, cordless phones , security system cameras, other wireless networks, and some Bluetooth devices.

Printing a network setup page

A network setup page lists the configuration settings of the printer, including the IP address and MAC address of the printer.

1 Load plain paper.

2 From the printer control panel, navigate to:

> Setup > OK > Network Setup > OK > Print Network Setup Page >

Locating IP addresses

For Windows users

Click , or click Start and then click Run.

2 In the Start Search or Run box, type cmd.

3 Press Enter, or click OK.

The Command Prompt window opens.

4 Type ipconfig, and then press Enter .

The IP address appears as four sets of numbers separated by periods, such as 192.168.0.100.

For Macintosh users

From the Apple menu, choose About This Mac.

2 Click More Info.

3 From the Contents pane, choose Network.

4 If you are connected over a wireless network, choose AirPort from the Active Services list.

Locating the printer IP address

You can locate the printer IP address by viewing the printer network setup page. See the User's

•

Guide on the software installation CD for more information on printing a network setup page.

Cannot print over wireless network

If you encountered problems while installing, or if your printer does not appear in the printers folder or as a printer option when sending a print job, then try uninstalling and reinstalling the software.

Before you reinstall the software, check the troubleshooting checklist, and then do the following:

URN THE ACCESS POINT (WIRELESS ROUTER) OFF AND THEN BACK ON

Wait one minute for the printer and computer to reestablish the connection. This can sometimes refresh network connections and resolve connectivity issues.

Troubleshooting 56

ISCONNECT FROM

When you are connected to another network through a VPN connection, you will not be able to access the printer over your wireless network. End your VPN session, and then try printing again.

AKE SURE DEMO MODE IS TURNED OFF

Select printer features are not available when Demo Mode is turned on.

From the printer control panel, navigate to:

> Setup > OK > Demo Mode > OK > Off >

HECK YOUR

If your access point is using WEP security, then the WEP key should be:

• Exactly 10 or 26 hexadecimal characters. Hexadecimal characters are A–F, a–f, and 0–9.

• Exactly 5 or 13 ASCII characters. ASCII characters are letters, numbers, and symbols found on a

keyboard. ASCII characters in a WEP key are case‑sensitive.

If your access point is using WPA or WPA2 security, then the WPA/WPA2 preshared key/passphrase should be:

• Exactly 64 hexadecimal characters. Hexadecimal characters are A–F, a–f, and 0–9.

• From 8 to 63 ASCII characters. ASCII characters are letters, numbers, and symbols found on a

keyboard. ASCII characters in a WPA passphrase are case‑sensitive.

Note: If you do not know this information, then see the documentation that came with the access point, or contact your system support person.

HECK IF YOUR ACCESS POINT HAS AN ASSOCIATION/REGISTRATION BUTTON

Wireless broadband boxes in Europe, the Middle East, and Africa such as Livebox, AliceBox, N9UF Box, Freebox, or Club Internet may require you to press an association/registration button when adding the printer to your wireless network.

If you are using one of th ese boxes and need more information, then see the documentation that came with your box, or contact your internet service provider (ISP).

OVE YOUR ACCESS POINT AWAY FROM OTHER ELECTRONIC DEVICES

There may be temporary interference from electronic devices such as microwave ovens or other appliances, cordl ess phones, baby monitors, a nd security system cameras . Make sure your access po int is not positioned too closely to these devices.

WEP

VPN

KEY OR

SESSION

WPA

PASSPHRASE

OVE THE COMPUTER, PRINTER, OR BOTH CLOSER TO THE ACCESS POINT

The range of your wireless network depends on many factors, including the abilities of your access point and network adapters. If you are having trouble printing, then try placing the computer and printer no more than 100 feet apart.

HECK THE WIRELESS SIGNAL QUALITY

Print a netwo rk setup page and check the s ignal quality. If the si gnal quality is listed as go od or excellent, then another factor is causing the problem.

HECK YOUR ADVANCED SECURITY SETTINGS

• If you are using MAC (Media Access Control) address filtering to limit access to your wireless

network, then you must add the printer MAC address to the list of addresses allowed to connect to the access point.

• If you set the access point to issue a limited number of IP addresses, then you must change this so

that the printer can be added.

Note: If you do not know how to make these changes, then see the documentation that came with the access point, or contact the person who set up your wireless network.

AKE SURE YOUR COMPUTER IS CONNECTED TO YOUR ACCESS POINT

• See if you have access to the Internet by opening your Web browser and accessing any site.

• If there are other computers or resources on your wireless network, then check to see if you can

access them from your computer.

AKE SURE THAT YOUR COMPUTER AND PRINTER ARE CONNECTED TO THE SAME WIRELESS

NETWORK

If the printer is not on the same wireless network as the computer, then you will not be able to print wirelessly. The SSID of the printer must match the SSID of the computer, if the computer is already connected to the wireless network.

For Windows users

Obtain the SSID of the network that the computer is connected to.

a Type the IP address of your access point into the address field of your Web browser.

If you do not know the IP address of the access point, then do the following:

1 Click , or click Start and then click Run. 2 In the Start Search or Run dialog, type cmd. 3 Press Enter, or click OK. 4 Type ipconfig, and then press Enter. Check the Wireless Network Connection section:

• The “Default Gateway” entry is typically the access point .

Troubleshooting 57

• The IP address appears as four sets of numbers separated by periods, such as

192.168.2.134.

b Type the user name and password of the access point when prompted.

c Click OK.

d In the Wireless settings section, look for the SSID.

e Write down the SSID.

Note: Make sure you copy it exactly, including any capital letters.

2 Obtain the SSID of the network th at the printer is connected to:

a From the printer, print a network setup page.

b In the Wireless section, look for SSID.

3 Compare the SSID of the computer and SSID of the printer.

If the SSIDs are the same, then the computer and the printer are connected to the same wireless network.

If the SSIDs are not the same, then run the utility again to set up the printer on the wireless network used by the computer.

For Macintosh users with an AirPort base station

In Mac OS X version 10.5 or later

1 From the Apple menu, navigate to:

System Preferences > Network > AirPort

System Preferences > Network > Wi‑Fi

The SSID of the network that the computer is connected to is displayed in the Network Name menu.

2 Write down the SSID.

In Mac OS X version 10.4 or earlier

1 From the Finder, navigate to:

Applications > Internet Connect > AirPort

The SSID of the network that the computer is connected to is displayed in the Network menu.

2 Write down the SSID.

For Macintosh users with an access point

Type the IP address of the access point in the address field of your Web browser, and then continue to step 2.

If you do not know the IP address of the access point, then do the following:

a From the Apple menu, navigate to:

System Preferences > Network > AirPort

System Preferences > Network > Wi‑Fi

b Click Advanced or Configure.

c Click TCP/IP.

The Router entry is typically the access point.

2 Type your user name and password when prompted, and then click OK.

3 In th e Wireless settings section, look fo r the SSID.

4 Write down the SSID, security type, and the WEP key or WPA/WPA2 preshared key/passphrase (if

shown).

Notes:

• Make sure you copy the network information down exactly, including any capital letters.

• Store the SSID and the WEP key or WPA/WPA2 preshared key/passphrase in a safe place for

future reference.

AKE SURE YOUR OPERATING SYSTEM IS COMPATIBLE WITH WIRELESS PRINTING THROUGH

AIRP

ORT

The printer supports wireless printing only through AirPort base stations for Mac OS X version 10.5 or later.

“Communication not available” message appears when printing wirelessly

Try one or more of the following:

AKE SURE YOUR COMPUTER AND PRINTER HAVE VALID

If you are using a laptop an d have power saving set tings enabled, then you may see the ”Communic ation not available” message on your computer screen when you attempt to print wirelessly. This can occur if the laptop hard drive has powered down.

If you see this message, then wait a few seconds and then try to print again. The laptop and printer require a few seconds to power up again and reconnect to the wireless network.

If you see this message again after you have waited long enough for the printer and the laptop to connect to the network, then there may be a problem with your wireless network.

Make sure that the laptop and printer have both received IP addresses:

For Windows users

1 Click , or click Start and then click Run.

2 In the Start Search or Run dialog, type cmd.

3 Press Enter, or click OK.

ADDRESSES FOR THE NETWORK

Troubleshooting 58

4 Type ipconfig, and then press Enter.

The IP address appears as four sets of numbers separated by periods, such as 192.168.0.100.

For Macintosh users

1 From the Apple menu, navigate to:

About This Mac > More Info

2 From the Contents pane, choose Network.

3 If you are connected over a wireless network, then choose AirPort from the Active Services list.

The Router entry is typically the access point.

Locating the printer IP address

• From the printer, print a network setup page.

In the TCP/IP section, look for Address.

• View the printer settings.

From the printer control panel, navigate to:

> Setup > OK > Network Setup > OK > Wireless 802.11 b/g/n > OK > Network Connection

Setup >

If the printer o r the laptop does n ot have an IP address , or if either has an address of 169.254.x.y ( where x and y are any two numbers between 0 and 255), then do the following:

> TCP/IP > OK > IP Address >

> Setup > OK > Network Setup > OK > Ether net 10/100 > OK > Network Connection

> TCP/IP > OK > IP Address >

1 Turn off the device that does not have a valid IP address (the laptop, the printer, or both).

2 Turn on the device, and then check the IP addresses again.

If the printer or the laptop still does not receive a valid IP address, then there is a problem with your wireless network. Try the following:

• Make sure your access point (wireless router) is turned on and is working.

• Remove any objects that could be blocking the signal.

• Temporarily turn off any unnecessary wireless devices on your network and pause any

network‑intensive activities, like large file transfers or network games. If the network is too busy, then it is possible that the printer is not receiving the IP address within the allowed time.

• Make sure your DHCP server, which may also be your wireless router, is working and is configured

to assign IP addresses. If you are not sure how to do this, then refer to the manual that came with your wireless router.

If the printer and computer have valid IP addresses and the network is operating correctly, then continue troubleshooting.

AKE SURE THE WIREL ESS PORT IS SELECTED

Note: This solution applies to Windows users only.

1 Click , or click Start and then click Run.

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

3 Press Enter, or click OK.

4 Right‑click the printer, and then select Properties or Printer properties from the menu.

5 Click the Ports tab, and then locate the selected port.

The selected port has a check mark beside it in the Port column.

6 If the Description column of the selected port indicates that it is a USB port, then scroll through the

list and select the port with Printer Port in the Description column. Check the printer model in the Printer column to make sure you select the right printer port.

7 Click OK, and then try to print again.

AKE SURE BIDIRECTIONAL COMMUNICATION IS ENABLED

Note: This solution applies to Windows users only.

1 Click , or click Start and then click Run.

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

3 Press Enter, or click OK.

4 Right‑click the printer, and then select Properties or Printer properties from the menu.

5 Click the Ports tab.

6 Click the box next to Enable bidirectional support if it is not already checked.

7 Click Apply > OK, and then try to print again.

Ethernet network troubleshooting

Printer does not appear in the list of printers found on the network

HECK THE ETHERNET CABLE

• Check the Ethernet cable and the Ethernet connectors at both ends for any obvious damage.

• Firmly plug one end of the Ethernet cable into the printer. Firmly plug the other end of the Ethernet

cable into the network hub or wall connection.

• Try using a different cable. Damage to the cable may not be obvious.

Troubleshooting 59

AKE SURE THE PRINTER POWER IS ON

Make sure the printer is connected to a power source and is turned on.

AKE SURE THAT THE NETWORK IS OPERATING PROPERLY

• Try to access other computers on the network.

• Make sure all switches, hubs, and other connecting devices are turned on.

AKE SURE THE PRINTER HAS VALID NETWORK SETTINGS

Print a network setup page from the printer and check the following. See the “Networking” section of the User's Guide for instructions on how to print a network setup page.

• Verify that the IP address is correct for your network.

• Verify that the gateway is correct.

• Verify that the network mask is the same as the network mask used for other comput ers and printers

on your network.

Cannot print to the network printer

HECK THE ETHERNET CABLE

• Check the Ethernet cable and the Ethernet connectors at both ends for any obvious damage.

• Firmly plug one end of the Ethernet cable into the printer. Firmly plug the other end of the Ethernet

cable into the network hub or wall connection.

• Try using a different cable. Damage to the cable may not be obvious.

AKE SURE THE PRINTER POWER IS ON

Make sure the printer is connected to a power source and is turned on.

AKE SURE THAT THE NETWORK IS OPERATING PROPERLY

• Try to access other computers on the network.

• Make sure all switches, hubs, and other connecting devices are turned on.

NINSTALL AND REINSTAL L THE SOFTWARE

See the “Reinstalling the printer software” section of the User’s Guide.

Notices 60

Notices

Edition notice

April 2012

The following paragraph does not apply to any country where such provisions are inconsistent with local law: LEXMARK INTERNATIONAL, INC., PROVIDES THIS PUBLICATION “AS IS” WITHOUT WARRANTY

OF ANY KIND, EITHER EXPRESS OR IMPLIED, INCLUDING, BUT NOT LIMITED TO, THE IMPLIED WARRANTIES OF MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE. Some states do not allow disclaimer of express or implied warranties in certain transactions; therefore, this statement may not apply to you.

This publication could include technical inaccuracies or typographical errors. Changes are periodically made to the information herein; these changes will be incorporated in later editions. Improvements or changes in the products or the programs described may be made at any time.

References in this publication to products, programs, or services do not imply that the manufacturer intends to make these available in all countries in which it operates. Any reference to a product, program, or service is not intended to state or imply that only that product, program, or service may be used. Any functionally equivalent product, program, or service that does not infringe any existing intellectual property right may be used instead. Evaluation and verification of operation in conjunction with other products, programs, or services, except those expressly designated by the manufacturer, are the user’s responsibility.

For Lexmark technical support, visit

For information on supplies and downloads, visit

If you don't have access to the Internet, you can contact Lexmark by mail:

Lexmark International, Inc. Bldg 004-2/CSC 740 New Circle Road NW Lexington, KY 40550 USA

http://support.lexmark.com.

www.lexmark.com.

Trademarks

Lexmark and Lexmark with diamond design are trademarks of Lexmark International, Inc., registered in the United States and/or other countries.

All other trademarks are the property of their respective owners.

Federal Communications Commission (FCC) compliance information

statement

This product complies with the limits for a Class B digital device, pursuant to Part 15 of the FCC Rules. Operation is subject to the following two conditions:

1 this device may not cause harmful interference, and 2 this device must accept any interference received, including interference that may cause undesired

operation.

Any questions on this statement should be directed to:

Director of Lexmark Technology & Services Lexmark International, Inc. 740 West New Circle Road Lexington, KY 40550 (859) 232-3000

For additional compliance information, see the online documentation.

Federal Communications Commission (FCC) compliance information

statement

This product complies with Part 68 of the FCC Rules. See the product online documentation for additional compliance information.

GOVERNMENT END USERS

The Software Program and any related documentation are "Commercial Items," as that term is defined in 48 C.F.R. 2.101, "Computer Software" and "Commercial Computer Software Documentation," as such terms are used in 48 C.F.R. 12.212 or 48 C.F.R. 227.7202, as applicable. Consistent with 48 C.F.R. 12.212 or 48 C.F.R. 227.7202-1 through 227.7207-4, as applicable, the Commercial Computer Software and Commercial Software Documentation are licensed to the U.S. Government end users (a) only as Commercial Items and (b) with only those rights as are granted to all other end users pursuant to the terms and conditions herein.

Index 61

Index

adding

network folder shortcut 29

Additional Solutions

customize printer settings using 46 Address Book 41 Address Book Setup

customize printer settings using 46 ADF input tray

location 12 aligning the printhead 18 answering machine

setting up 33 Automatic Document Feeder (ADF)

location 12

bidirectional communication

enabling 57 bin extender

location 13 broadcast fax, sending

immediately 42 buttons, printer control panel

Address Book 15

arrow b uttons 14

Back 14

Black 15

Cancel 15

Color 15

Dial Tone 14

Home 14

keypad 14

Pause 14

Power 14

Redial 14

Select 14

Start 15

Caller ID

setting 40 canceling

copy job 28

e‑mail 32

print job 25

scan job 31 cannot delete documents from print queue 52 cannot print over wireless network 55 cannot print through USB 52 cannot print to network printer 59 cannot receive faxes 54 cannot run fax software 54 cannot send faxes 53 card reader light

location 12 cartridges, ink

ordering 17 checking an unresponsive printer 50 checking the dial tone 40 checklist

before you troubleshoot 50

fax troubleshooting 53 cleaning printhead nozzles 18 Communication not available

message 57 configuring Wi‑Fi Protected Setup

PBC, Push Button Configuration method 45

PIN, Personal Identification Number method 45 conserving energy, ink, and paper 5 contact list

creating 41 copies

making 27 copy job

canceling 28 Copy Settings

customize printer settings using 46 copying 27

on both sides of the paper 27

tips 27 customer support 50 customer support label

location 13

Device Management

customize printer settings using 46 dial tone

checking 40 Digital Subscriber Line (DSL)

fax setup 35 digital telephone service

fax setup 36

distinctive ring

setting 41

documents

adding a network folder shortcut 29 faxing using the computer 42 faxing using the control panel 42 printing 24 scanning using the printer control panel 29

scanning using the touch screen 29 DSL filter 35 duplex

copying, automatic 27

printing, automatic 24 duplex unit

location 13

Embedded Web Server

accessing 46 emission notices 60 energy

conserving 5 Ethernet port

location 13 exit bin

location 13 EXT port

location 13 e‑mail

canceling 32 E‑mail Alert Setup

customize printer settings using 46 e‑mail function

setting up 32 E‑mail/FTP Settings

customize printer settings using 46 e‑mailing

scanned documents 30

setting up e‑mail function 32

tips 32

Fax Settings

customize printer settings using 46 fax setup

country‑ or region‑specific 37

digital telephone service 36

DSL connection 35

standard telephone line connection 33

VoIP 35

fax troubleshooting

cannot receive faxes 54 cannot run fax software 54

cannot send faxes 53 fax troubleshooting checklist 53 faxing

Auto Answer setting 40

receiving automatically 43

receiving manually 43

sending a broadcast fax immediately 42

sending using the control panel 42

setting sender information 40

tips, re ceiving 42

tips, sending 42

using the computer 42

using the control panel 42 faxing tips

receiving faxes automatically 43 FCC notices 60 features, printer 6 file types

supported 15 finding

information 5

publications 5

Web site 5 finding IP address of computer (Mac) 55 flash drive

inserting 15

printing documents from 25

scanning to 30

General Settings

customize printer settings using 46 Group List 41

header bar 46 home page

areas 46

understanding 46

Import/Expo rt

customize printer settings using 46 incorrect language appears on display 50

Index 62

information

finding 5 information pane 46 information you will need during wireless setup 44 ink

conserving 5 ink cartridge access door

location 12 ink cartridges

ordering 17

replacing 17 inserting a memory card or flash drive 15 installation screen did not appear automatically 50 installing printer

on wireless network (Macintosh) 44

on wireless network (Windows) 44 installing printer software 20 Intervention Management

customize printer settings using 46

language

changing 50 LexPrint 26 line filter 35 LINE port

location 13

Macintosh

installing printer on wireless network 44 Macintosh printer software

using 21 Manage Profiles

customize printer settings using 46 Manage Shortcuts

customize printer settings using 46 memory card

inserting 15

printing documents from 25

scanning to 30

supported types 15 memory card slot

location 12 minimum system requirements 20 models, printer 6 moving the printer 18

navigation pane 46 network setup page

printing 55

network troubleshooting

cannot print to network printer 59 printer to be configured does not appear in list

of printers found on network 58

Network/Ports

customize printer settings using 46

networking

finding IP address of computer 55 finding IP address of computer (Mac) 55 finding IP address of printer 55 IP addresses 55

notices 2, 60

page does not print 51 paper

conserving 5

Paper Setup

customize printer settings using 46

paper tray

location 13

paper, recommended brands

types and sizes 23

parts

diagram 12

PDF

creating from scan 30

Personal Identification Number method

using 45 phone book 41 phone plug 37 phone splitter 35 photos

printing from a memory card or flash drive 25 PictBridge and USB port

location 12 power supply port

location 13 Print dialog

launching 21 print job

canceling 25 Print Settings

customize printer settings using 46

print troubleshooting

cannot delete documents from print queue 52

printer

features 6 models 6 moving 18 setting up 6

printer control panel

buttons 14 display 14 Ethernet indicator 14 layout 14 location 13 using 14

Wi‑Fi indicator 15 printer does not respond 52 printer features 6 printer models 6 printer printing blank pages 52 printer problems, basic solutions 50 printer settings, customizing

Additional Solutions 46

Address Book Setup 46

Copy Settings 46

Device Management 46

E‑mail Alert Setup 46

E‑mail/FTP Settings 46

Fax Settings 46

General Settings 46

Import/Export 46

Intervention Management 46

Manage Profiles 46

Manage Shortcuts 46

Network/Ports 46

Paper Setup 46

Print Settings 46

Scan‑to‑Network Folder Setup 46

Security 46 printer software

installing 20 printer to be configured does not appear in list of printers found on network 58 printers

supported 26 printhead

aligning 18 printhead nozzles

cleaning 18

printing

advance d color 24 documents 24 documents from memory card or flash drive 25 network setup page 55 on both sides of the paper 24 photos from a memory card or flash drive 25

two‑sided 24 printing using advanced color options 24 publications

finding 5 Push Button Configuration method

using 45

receiving faxes

Auto Answer setting 40, 43

automatically 43

manually 43

tips 43 recommended paper brands

types and sizes 23 recovering the security PIN 51 recycling 5 replacing ink cartridges 17 RJ‑11 adapter 37

safety information 2, 33 scan job

canceling 31 scanner glass

location 13 scanning

creating a PDF from scan 30

documents for e‑mailing 30

tips 29

to a flash drive 30

to a local computer 29

to a memory card 30

to a network 29

to a network folder 29

using the printer control panel 29

using the touch screen 29 Scan‑to‑Network Folder Setup

customize printer settings using 46 Security

customize printer settings using 46

Index 63

security PIN

recovering 51 selecting the wireless port 57 sender information

registering 40 sending faxes, tips 42 setting

number of rings 41 setting up fax

country‑ or region‑specific 37

digital telephone service 36

DSL connection 35

standard telephone line connection 33

VoIP connection 35 setting up printer 6

on wireless network (Macintosh) 44

on wireless network (Windows) 44 setup troubleshooting

cannot print through USB 52

incorrect language appears on display 50

installation screen did not appear

automatically 50 page does not print 51 printer does not respond 52 printer printing blank pages 52 recovering security PIN 51 software did not install 50

shortcut

creating 48 deleting 48 modifying 48

shortcuts 48

using shortcuts on printer 49

shortcuts page

launching 48

software did not install 50 Speed Dial list 41 supported memory cards and file types 15 supported operating systems 20 supported printers 26

telecommunication notices 60 tips for

copying 27 e‑mailing 32 receiving faxes 42 scanning 29 sending faxes 42

Transmit Terminal Identification (TTI)

setting 40

troubleshooting

checking an unresponsive printer 50 contacting cu stomer support 50 fax checklist 53 solving basic printer problems 50 wireless network 55

troubleshooting, fax

cannot receive faxes 54 cannot run fax software 54 cannot send faxes 53

troubleshooting, network

cannot print to network printer 59 printer to be configured does not appear in list

of printers found on network 58

troubleshooting, print

cannot delete documents from print queue 52

troubleshooting, setup

cannot print through USB 52 incorrect language appears on display 50 installation screen did not appear

automatically 50 page does not print 51 printer does not respond 52 printer printing blank pages 52 recovering security PIN 51 software did not install 50

troubleshooting, wireless

cannot print over wireless network 55

two‑sided

copying, automatic 27

two‑sided printing

supported paper sizes and paper types 24

USB port

location 13

voice mail

setting up 33

Voice over Internet Protocol (VoIP)

fax setup 35

VoIP adapter 35

Web Links

accessing 21

Web site

finding 5

Windows

installing printer on wireless network 44

Windows software

Abbyy Sprint OCR 20 Phone Book 20 Printer Home 20 Printer Setup Utility 20 Printing Preferences 20 Product Update 20 Status Messenger 20 Status Monitor Center 20 Tools for Office 20 Wireless Setup Utility 20

wireless network

information you will need for setting up

wireless printing 44 installing printer on (Macintosh) 44 installing printer on (Windows) 44 troubleshooting 55

wireless setup

information needed for 44

wireless troubleshooting

cannot print over wireless network 55

Wi‑Fi Protected Setup

configuring manually 45 using 44

Wi‑Fi Protected Setup logo

identifying 44

Lexmark PRO4000, PRO4000C User Manual 2

Specifications and Main Features

Frequently Asked Questions

User Manual

Contents

About your printer

Finding information about the printer

Minimizing your printer's environmental impact

Printer models

Printer features

Setting up the printer

Understanding the parts of the printer

Using the printer control panel

Using memory cards and flash drives

Supported memory cards and file types

Using a memory card or flash drive with the printer

Ordering and replacing supplies

Ordering ink cartridges

Replacing ink cartridges

Maintaining ink cartridges

Cleaning the printhead nozzles

Moving the printer to another location

Aligning the printhead

Using the printer software

Minimum system requirements

Installing the printer software

Using the Windows printer software

Using the Macintosh printer software

Printing

Recommended paper brands

Printing a document

Printing using advanced color options

Printing on both sides of the paper (duplexing) automatically

Printing documents from a memory card or flash drive

Printing photos from a memory card or flash drive

Canceling print jobs

Printing from a mobile device

What is LexPrint?

Supported printers

Copying

Making copies

Tips for copying

Canceling copy jobs

Scanning

Tips for scanning

Scanning to a local computer

Scanning to a network folder

Scanning to a flash drive or memory card

Scanning to a PDF

Canceling scan jobs

E-mailing

Sending e-mail

Setting up the e-mail function

Setting up the printer to fax

Step 1: Connect the printer to the telephone line

Scenario 1: Standard telephone line

Scenario 2: Digital Subscriber Line (DSL)

Scenario 3: VoIP telephone service

Scenario 4: Digital telephone service through a cable provider

Step 2: Check the dial tone

Step 3: Set your fax name and fax number

Step 4: Set the printer to receive faxes automatically or manually

Step 5: Set the number of rings

Step 6: Create a contact list

Faxing

Sending faxes

Tips for sending faxes

Sending faxes using the printer control panel

Sending faxes using the computer

Receiving faxes

Tips for receiving faxes

Receiving faxes automatically

Receiving faxes manually

Wireless networking

Information you will need during wireless setup

Installing the printer on a wireless network

USE THE PUSH BUTTON CONFIGURATION (PBC) METHOD

USE THE PERSONAL IDENTIFICATION NUMBER (PIN) METHOD

Using the Embedded Web Server

Accessing the Embedded Web Server