Lexmark T642, 4600 MFP, T644, T640 User Manual

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4600 MFP Option

Scanner User’s Guide for the T640, T642, and T644 series printers

April 2006

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

www.lexmark.com

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Edition: April 2006

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.

Comments about this publication may be addressed to Lexmark International, Inc., Department F95/032-2, 740 West New Circle Road, Lexington, Kentucky 40550, U.S.A. In the United Kingdom and Eire, send to Lexmark International Ltd., Marketing and Services Department, Westhorpe House, Westhorpe, Marlow Bucks SL7 3RQ. Lexmark may use or distribute any of the information you supply in any way it believes appropriate without incurring any obligation to you. To obtain additional copies of publications related to this product, visit the Lexmark Web site at www.lexmark.com.

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.

Trademarks

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

PCL® is a registered trademark of the Hewlett-Packard Company. PCL is Hewlett-Packard Company’s designation of a set of printer commands (language) and functions included in its printer products. This printer is intended to be compatible with the PCL language. This means the printer recognizes PCL commands used in various application programs, and that the printer emulates the functions corresponding to the commands. Details relating to compatibility are included in the Technical Reference.

Other trademarks are the property of their respective owners.

are service marks of Lexmark International, Inc.

UNITED STATES GOVERNMENT RIGHTS

This software and any accompanying documentation provided under this agreement are commercial computer software and documentation developed exclusively at private expense.

Safety information

Connect the power cord to a properly grounded electrical outlet that is near the product and easily accessible. Refer service or repairs, other than those described in the operating instructions, to a professional service person. This product is designed, tested, and approved to meet strict global safety standards with the use of specific Lexmark

components. The safety features of some parts may not always be obvious. Lexmark is not responsible for the use of other replacement parts.

CAUTION: Make sure that all external connections (such as Ethernet and telephone system connections) are properly installed in their marked plug-in ports.

CAUTION: Use only a 26 AWG or larger telecommunications (RJ-11) cord when connecting this product to the public switched telephone network.

Static sensitivity notice

Warning: This symbol identifies static-sensitive parts. Do not touch in the areas near these symbols without first touching the

metal frame of the MFP.

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Chapter 1: Learning about the MFP .................................................................................. 7

Basic functions of the scanner .........................................................................................................................7

Automatic document feeder and flatbed .......................................................................................................... 7

Understanding the MFP control panel .............................................................................................................8

Using the LCD touch-screen buttons ............................................................................................................. 13

Menus ............................................................................................................................................................ 19

Chapter 2: Copying ........................................................................................................... 20

Quick copy .....................................................................................................................................................20

Multiple page copying .................................................................................................................................... 20

Using the flatbed ............................................................................................................................................21

Understanding the copy screens and options ................................................................................................21

Copying from one size to another ..................................................................................................................23

Making transparencies ................................................................................................................................... 23

Copying to letterhead .....................................................................................................................................23

Copying photographs .....................................................................................................................................23

Making copies using media from a selected tray ...........................................................................................24

Copying mixed-sized media ........................................................................................................................... 24

Setting the duplex option ............................................................................................................................... 25

Reducing and enlarging copies ..................................................................................................................... 25

Adjusting copy quality ....................................................................................................................................25

Setting collation options .................................................................................................................................26

Placing separator sheets between copies .....................................................................................................26

Setting paper saving options .........................................................................................................................26

Placing the date and time at the top of each page ........................................................................................ 27

Placing an overlay message on each page ................................................................................................... 27

Creating a custom job (job build) ...................................................................................................................27

Canceling a copy job .....................................................................................................................................28

Copy tips ........................................................................................................................................................ 28

Chapter 3: E-mail .............................................................................................................. 29

Entering an e-mail address ............................................................................................................................29

Using a shortcut number ................................................................................................................................29

Using the address book .................................................................................................................................30

E-mailing to a profile ......................................................................................................................................30

Adding e-mail subject and message information ...........................................................................................30

Changing the output file type ......................................................................................................................... 31

E-mailing color documents ............................................................................................................................31

Creating an e-mail shortcut ............................................................................................................................ 31

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Contents

Creating an e-mail profile ............................................................................................................................... 32

Canceling an e-mail .......................................................................................................................................32

Understanding e-mail options ........................................................................................................................ 32

E-mail server setup ........................................................................................................................................34

Address book setup ....................................................................................................................................... 34

Chapter 4: Faxing .............................................................................................................. 35

Sending a fax .................................................................................................................................................35

Using fax destination shortcuts ...................................................................................................................... 36

Using the address book .................................................................................................................................36

Sending faxes from a computer ..................................................................................................................... 36

Creating shortcuts ..........................................................................................................................................37

Understanding fax options ............................................................................................................................. 38

Changing the fax resolution ........................................................................................................................... 39

Adjusting the Darkness setting ...................................................................................................................... 39

Sending a fax at a later time .......................................................................................................................... 39

Cancel an outgoing fax ..................................................................................................................................40

Viewing a fax log ............................................................................................................................................40

Fax tips ..........................................................................................................................................................40

Chapter 5: FTP ..................................................................................................................41

Entering the FTP address ..............................................................................................................................41

Using a shortcut number ................................................................................................................................41

Using the address book .................................................................................................................................41

Creating shortcuts ..........................................................................................................................................42

FTP options ................................................................................................................................................... 42

FTP tips ......................................................................................................................................................... 44

Chapter 6: Scanning to a PC or USB flash memory device .......................................... 45

Create a scan to PC profile ............................................................................................................................45

Understanding scan to PC options ................................................................................................................ 46

Scanning to a USB flash memory device .......................................................................................................47

Scanning tips .................................................................................................................................................47

Chapter 7: Printing ............................................................................................................ 48

Printing from a USB flash memory device .....................................................................................................48

Canceling a print job ......................................................................................................................................49

Printing the menu settings page ....................................................................................................................51

Printing a network setup page ....................................................................................................................... 51

Printing a font sample list ............................................................................................................................... 51

Printing a directory list ...................................................................................................................................51

Printing confidential and held jobs .................................................................................................................52

Printing on specialty media ............................................................................................................................55

Loading standard trays and optional trays ..................................................................................................... 56

Setting the Paper Type and Paper Size ........................................................................................................58

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Contents

Loading the multipurpose feeder ................................................................................................................... 58

Loading the 2000-sheet drawer .....................................................................................................................61

Loading the envelope feeder ......................................................................................................................... 63

Linking trays ...................................................................................................................................................65

Chapter 8: Understanding paper and specialty media guidelines ............................... 66

Supported print media ................................................................................................................................... 66

Selecting print media .....................................................................................................................................73

Storing print media .........................................................................................................................................76

Avoiding jams ................................................................................................................................................ 77

Chapter 9: Installing and removing options ................................................................... 79

Installing memory or option cards .................................................................................................................. 79

Accessing the MFP system board ................................................................................................................. 79

Installing or removing a memory card ............................................................................................................82

Installing or removing a flash memory or firmware card ................................................................................ 84

Installing an option card .................................................................................................................................86

Replacing the shield ......................................................................................................................................87

Chapter 10: Maintaining the MFP .................................................................................... 88

Determining the status of supplies ................................................................................................................. 89

Ordering supplies ...........................................................................................................................................89

Recycling Lexmark products .......................................................................................................................... 90

Cleaning the scanner glass and backing material .........................................................................................90

Cleaning the automatic document feeder ...................................................................................................... 91

Scanner registration .......................................................................................................................................92

Removing the scanner top .............................................................................................................................93

Moving the MFP .............................................................................................................................................94

Chapter 11: Clearing jams ................................................................................................ 95

Identifying jams ..............................................................................................................................................95

Access doors and trays ................................................................................................................................. 96

Understanding jam messages ....................................................................................................................... 97

Clearing printer jams ......................................................................................................................................98

Clearing scanner jams ...................................................................................................................................98

Chapter 12: Administrative support ................................................................................ 99

Adjusting control panel brightness ................................................................................................................. 99

Restoring factory default settings ..................................................................................................................99

Adjusting screen timeout .............................................................................................................................100

Adjusting Power Saver ................................................................................................................................100

Configuring the MFP ....................................................................................................................................101

Encrypting the hard disk .............................................................................................................................. 107

Hard disk wiping .......................................................................................................................................... 108

Using the Restricted Server List function ..................................................................................................... 108

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Contents

Chapter 13: Troubleshooting ......................................................................................... 109

Understanding MFP messages ...................................................................................................................109

Online technical support .............................................................................................................................. 109

Checking an unresponsive MFP ..................................................................................................................109

Locating the port name and IP address .......................................................................................................109

Solving copy quality problems ..................................................................................................................... 110

Solving scan quality problems ..................................................................................................................... 110

Solving fax problems ................................................................................................................................... 111

Solving paper feed problems .......................................................................................................................111

Notices .............................................................................................................................. 112

Conventions ................................................................................................................................................. 112

Electronic emission notices .........................................................................................................................112

Other telecommunications notices ............................................................................................................... 117

ENERGY STAR ...........................................................................................................................................119

Waste from Electrical and Electronic Equipment (WEEE) directive ............................................................. 119

Index .................................................................................................................................. 120

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Learning about the MFP

Basic functions of the scanner

Note: Faxing is not supported on all models.

Lexmark™ 4600 MFP option provides copy, fax, and scan-to-network capability for large workgroups. You can:

The

• Make quick copies, or change the settings on the control panel to perform specific copying jobs.

• Send an outgoing fax using the MFP control panel.

• Send an outgoing fax to multiple fax destinations at the same time.

• Scan documents and send them to your PC, an e-mail address, a USB flash memory device, or an FTP

destination.

• Scan documents and send them to another printer (PDF by way of FTP).

Automatic document feeder and flatbed

Note: Color documents can be scanned to a PC, e-mail address, or an FTP destination. Printed output on

this MFP is black and grayscale only, not color.

The ADF (automatic document feeder) can scan multiple pages including duplex pages. The ADF has two scanner elements. When using the ADF:

• Place the paper in the ADF faceup, short-edge first.

• Place up to 50 sheets of plain paper on the ADF input tray.

• Scan media from 114.0 x 139.4 mm (4.5 x 5.5 in.) to 215.9 x 355.6 mm (8.5 x 14 in.).

• Scan jobs with mixed page sizes (letter and legal).

• Scan media weight from 52 to 120 g/m

Note: Color documents can be scanned to a PC, e-mail address, or an FTP destination.

• Copy and print documents at 600 dpi

Note: Printed output is black and grayscale only, not color.

The flatbed (platen) can be used to scan or copy single pages or book pages. When using the flatbed:

• Place the document in the left rear corner.

• Scan or copy media up to 215.9 x 355.6 mm (8.5 x 14 in.).

• Copy books up to 25.3 mm (1 in.) thick.

• Copy and print documents at 600 dpi.

(14 to 32 lb).

Learning about the MFP

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Learning about the MFP

Understanding the MFP control panel

MFP and scanner settings can be changed several ways: through the MFP control panel, the software application in use, the print driver, MarkVision™ Professional, or the Web pages. Settings changed from the application or print driver apply only to the job being sent to the MFP.

Changes made to print, fax, copy, and e-mail settings from an application override changes made from the control panel.

Note: Faxing is not supported on all models.

If a setting cannot be changed from the application, use the MFP control panel, MarkVision Professional, or the Web pages. Changing a setting from the MFP control panel, MarkVision Professional, or the Web pages makes that setting the user default.

The MFP control panel consists of:

ABC

DEF

GHI

JKL

MNO

PQRS

TUV

WXYZ

Callout Control panel item Function

1 LCD A liquid crystal display (LCD) which shows home screen

buttons, menus, menu items, and values. Allows for making selections within Copy, Fax, and so on.

2 Indicator light Gives information about the status of the MFP using the

colors red and green.

Status Indicates

Off MFP power is off.

Blinking green MFP is warming up, processing data,

or printing a job.

Solid green MFP is on, but idle.

Blinking red Operator intervention is required.

Understanding the MFP control panel

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Learning about the MFP

Callout Control panel item Function

3 0—9

Note: Referred to as the numeric

keypad.

4 # (Pound or number character) Press this button:

Press these buttons to enter numbers when the LCD screen has a field that accepts the entry of numbers. Also, use these buttons to dial phone numbers for faxes.

Note: If a number is pressed while on the home screen without pressing the # button first, the Copy menu opens and changes the Copy Quantity.

• For a shortcut identifier.

• Within phone numbers. For a Fax number with a #, enter it twice – ##.

• From the home screen, the Fax Destination List menu item, E-mail Destination List menu item, or Profile List menu item to access shortcuts.

5 Dial Pause Press to cause a two- or three-second dial pause in a fax

6 Clear All When in the function menus, such as Copy, Fax, E-mail,

7 Start Press to initiate the current job indicated on the control

8 Stop Press to cause the printing or scanning to stop.

9 Backspace Within the Copy menu, which is accessed by touching

10 Asterisk (*) * is used as part of a fax number or as an alphanumeric

number. The button only functions within the Fax menu or with fax functions.

Press from the home screen to redial a fax number. When outside of the Fax menu, fax function, or home

screen, pressing Dial Pause causes an error beep. When sending a fax, in the Fax To: field, a Dial Pause

press is represented by a comma (,).

and FTP, it returns all settings to their default values, and then returns the MFP to the main function screen.

panel. From the home screen, press it to start a copy job with

the default settings. If pressed while a job runs through the scanner, the

button has no effect.

During a scan job, the scanner finishes scanning the current page and then stops, which means paper may remain in the automatic document feeder (ADF).

During a print job, the print media path is cleared before the printing stops.

Stopping appears on the control panel during this process.

the Copy button, press Backspace to delete the rightmost digit of the value in the Copy Count. The default value of 1 appears if the entire number is deleted by pressing Backspace numerous times.

Within the Fax Destination List, press Backspace to delete the right-most digit of a number entered manually. It also deletes an entire shortcut entry. Once an entire line is deleted, another press of Backspace causes the cursor to move up one line.

Within the E-mail Destination List, press Backspace to delete the character to the left of the cursor. If the entry is in a shortcut, the entire entry is deleted.

character.

Understanding the MFP control panel

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Learning about the MFP

Home screen and Home screen buttons

After the MFP is turned on and a short warm-up period occurs, the LCD shows the following basic screen which is referred to as the Home screen. Use the Home screen buttons to initiate an action such as copy, fax, or scan, to open the menu screen, or to respond to messages.

Fax

Copy

FTP

Status/

Supplies

Ready. Toner low.

Touch any button to begin.

Callout number Button Function

E-mail

Menus

1 Copy Touch to access the Copy menus.

If the home screen is shown, press a number to access the Copy menus, too.

2 E-mail Touch to access the E-mail menus. It is possible to scan

3 Menus (A key is shown on the button.) Touch to access the menus. These menus are only

4 Status message bar Shows the current MFP status such as Ready or Busy.

5 Status/Supplies Appears on the LCD whenever the MFP status includes a

6 ? (Tips) All menus have a Tips button. Tips is a context-sensitive

a document directly to an e-mail address.

available when the MFP is in the Ready state. The Menus button is on a gray bar called the navigation

bar. The bar contains other buttons described as follows.

Shows MFP conditions such as Toner Low. Shows intervention messages to give instructions on

what the user should do so the MFP can continue processing, such as Close door or insert print

cartridge.

message requiring intervention. Touch it to access the messages screen for more information on the message including how to clear it.

Help feature within the LCD touch screens.

Understanding the MFP control panel

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Learning about the MFP

Callout number Button Function

7 FTP Touch to access the File Transfer Protocol (FTP) menus.

8 Fax Touch to access the Fax menus.

Other buttons may appear on the Home screen. They are:

Button Button name Function

A document can be scanned directly to an FTP site. Note: This function must be set up by your System

Support person to appear on the display.

Release Held Faxes (or Held Faxes if in Manual Mode)

Search Held Jobs To search on any of the following items and return any matches:

Held Jobs To open a screen containing all the held jobs containers.

Lock Device This button appears on the screen when the MFP is unlocked and

There are held faxes with a scheduled hold time previously set. To access the list of held faxes, touch this button.

• User names for held or confidential print jobs

• Job names for held jobs, excluding confidential print jobs

• Profile names

• Bookmark container or job names

• USB container or job names for supported extensions only

Device Lockout Personal Identification Number (PIN) is not null or empty.

To lock the MFP:

1 Touch Lock Device to open a PIN entry screen. 2 Enter the correct PIN to lock the control panel which locks both the

control panel buttons and the touch-screen buttons. Once the control panel is locked, the PIN entry screen clears, and

the Lock Device button is replaced with the Unlock Device button.

Note: If an invalid PIN is entered, Invalid PIN. appears. A pop-up screen appears with the Continue button. Touch Continue. The home screen returns with the Lock Device button.

Understanding the MFP control panel

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Learning about the MFP

Button Button name Function

Unlock Device This button appears on the screen when the MFP is locked. The

Cancel Jobs To open the Cancel Jobs screen. The Cancel Jobs screen shows any

Cancel Jobs

control panel buttons and shortcuts cannot be used while it appears, and no default copy starts may occur.

To unlock the MFP:

1 Touch Unlock Device to open a PIN entry screen. 2 Enter the correct PIN to unlock the numeric keypad (0—9) and the

Backspace button on the control panel.

Note: If an invalid PIN is entered, Invalid PIN. appears. A pop-up screen appears with the Continue button. Touch Continue. The home screen returns with the Unlock Device button.

of the following items under three headings on the screen, which are Print, Fax, and Network:

•print job

• copy job

•fax

• profile

•FTP

• e-mail send Each heading has its own list of jobs shown in a column under the

heading. Each column can only show three jobs per screen. The job appears as a button. If more than three jobs exist in a column, then the

down arrow appears at the bottom of the column. Each touch of the down arrow accesses one job in the list. When more than three jobs

exist, once the fourth job in the list is reached, then an up arrow appears at the top of the column. For illustrations of the up and down arrow buttons, see Information on touch-screen buttons.

To cancel a job, see the Canceling a print job for instructions.

Understanding the MFP control panel

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Learning about the MFP

Using the LCD touch-screen buttons

The following section provides information on navigating through several screens. Only a few are chosen to demonstrate the use of the buttons.

Note: Depending on your options and administrative setup, your screens and buttons may vary from those

shown.

Sample screen one

Copy from

Letter (8.5 x 11 in.)

Copy to

Letter (8.5 x 11 in.) Plain Paper

Scale

Auto

(100%)

Darkness

Scan the

ADF

Sides (Duplex)

Portrait 1-sided to 1-sided

Content

Text Text/Photo

Photograph Printed Image

Scan the

flatbed

Back

Information on touch-screen buttons

Button Button name Function or description

Select button Touch the select button to have another screen appear with additional

Left scroll decrease button

Using the LCD touch-screen buttons

items. On the first screen, the user default setting is shown. Once the select button is touched, and the next screen appears, touching another item shown on the screen changes the user default setting.

Touch the left scroll decrease button to scroll to another value in decreasing order.

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Learning about the MFP

Button Button name Function or description

Right scroll increase button

Left arrow button Touch the left arrow button to scroll left to:

Right arrow button Touch the right arrow button to scroll right to:

Touch the right scroll increase button to scroll to another value in increasing order.

• Reach a decreased value shown by an illustration.

• See a full text field on the left.

• Reach an increased value shown by an illustration.

• See a full text field on the right.

Scan the

ADF

Scan the flatbed

Back

Scan the ADF Scan the flatbed

Submit A green button indicates a choice. If a different value within a menu

Back When the Back button is shaped like this, no other navigation is

Back When the Back button is shaped like this, both forward and backward

On the gray navigation bar, these two choices indicate that two types of scanning are possible. One may choose to scan from the ADF or the flatbed.

item is touched, it needs to be saved to become the current user default setting. To save the value as the new user default setting, touch Submit.

Submit

possible from this screen except to go back. If any other choice is made on the navigation bar, the screen closes.

For example, in Sample screen one, all the selections for scanning have been made. One of the preceding green buttons should be touched. The only other button available is Back. Touch Back to return to the previous screen, and all the settings for the scan job made on Sample screen one are lost.

navigation is possible from this screen, so there are other options available on the screen besides selecting Back.

Using the LCD touch-screen buttons

Page 15

Sample screen two

Unknown paper size. Copy from:

Letter (8.5 x 11 in.)

Legal (8.5 x 14 in.)

Executive (7.25 x 10.5 in.)

Folio (8. 5 x 13 in.)

Statement (5.5 x 8.5 in.)

A4 (210 x 297 mm)

Learning about the MFP

Information on touch-screen buttons

Button Button name Function or description

Down arrow Touch the down arrow to move down to the next item in a list,

such as a list of menu items or values. The down arrow does not appear on a screen with a short listing. It only appears if the entire listing cannot be seen on one screen. On the last screen of the listing, the down arrow is gray to indicate that it is not active since the end of the list appears on this screen.

Up arrow Touch the up arrow to move up to the next item in a list, such

as a list of menu items or values. When on the first screen presented with a long list, the up arrow is gray to indicate that it is not active. On the second screen needed to show the rest of the listed item, the up arrow is blue to show that it is active.

Unselected radio button This is an unselected radio button.

Cancel Job

Continue

Using the LCD touch-screen buttons

Page 16

Learning about the MFP

Button Button name Function or description

Selected radio button This is a selected radio button. Touch a radio button to select

Cancel Job See Cancel Jobs on page 12.

Cancel Job

it. The radio button changes color to show it is selected. In Sample screen two, the only paper size selected is Letter.

Continue Touch Continue after a menu item or value on a screen is

Continue

Other touch-screen buttons

selected and more changes need to be made for a job from the original screen. Once Continue is touched, the original screen appears.

For example, if one touched Copy on the home screen, the Copy screen appears like Sample screen one on page 13. The following example shows how the Continue button reacts.

1 Touch the select button by the Copy to box, and a new

screen appears.

2 Touch MP Feeder, and a new screen appears. 3 Touch Legal, and a new screen appears. 4 Touch Next, and a new screen appears. 5 Touch Plain Paper for the type of print media needed. 6 Touch Continue. The Copy screen returns to allow other

selections besides Copy to. The other settings on the Copy screen available are Duplex, Scale, Darkness, Collate, and Copies.

Touch Continue to return to the original screen and make other setting changes for a copy job before the Copy it button is touched to start the job.

Button Button name Function or description

Custom Allows for creating a custom button based on the

Cancel Touch Cancel to cancel an action or a selection.

Cancel

user’s needs.

Touch to cancel out of a screen and return to the previous screen.

Using the LCD touch-screen buttons

Page 17

Learning about the MFP

Button Button name Function or description

Select Touch to select a menu. The next screen appears

showing menu items. Touch to select a menu item. The next screen appears

showing values.

Done

Back

Done Allows specifying that a job is finished. For example,

when scanning an original document, one could indicate that the last page is scanned, and then printing the job would begin.

Back Touch the Back button to return to the previous screen,

and no settings are saved on the screen where it was touched. The Back button appears on each menu screen except for the home screen.

Home Touch the Home button to return to the home screen.

The Home button appears on every screen except the home screen. See the Home screen and Home screen buttons on page 10 for more information.

Grayed out button When this button appears, it looks faded with a faded

word on it. It means the button is not active or unavailable on this screen. It was probably active on the previous screen, but the selections made on the previous screen caused it to be unavailable on the current screen.

Gray button Touch this button to select the action appearing on the

button.

Using the LCD touch-screen buttons

Page 18

Learning about the MFP

Features

Feature Feature name Description

Æ Settings

Menus

Æ Copy Settings Æ Number of

Copies

Menu trail line A line is located at the top of each menu screen. This

feature acts as a trail. It gives the exact location within the menus. Touch any of the underlined words to return to that menu or menu item. The Number of Copies is not underlined since this is the current screen.

If this feature is used on the Number of Copies screen before the Number of Copies is set and saved, then the selection is not saved, and it does not become the user default setting.

Attendance message alert If an attendance message occurs which closes a

function, such as copy or fax, then a solid red exclamation point appears over the function button on the home screen. This feature indicates that an attendance message exists.

Press Status/Supplies to see the current status of the MFP.

Using the LCD touch-screen buttons

Page 19

Learning about the MFP

Menus

A number of menus are available to make it easy for you to change MFP settings or print reports. To access the menus and settings, press the menu button in the lower right corner of the home screen.

When a value or setting is selected and saved, it is stored in MFP memory. Once stored, these settings remain active until new ones are stored or the factory defaults are restored.

Note: Settings chosen for faxing, scanning, e-mailing, copying, and settings for printing from the application

may override the settings selected from the control panel.

The following diagram shows the touch screen menu index and the menus and items available under each menu. For more information about menus and menu items, see the Menus and Messages Guide on the Software and Documentation CD.

Paper Menu

Reports

Network/Ports

Paper Menu

Default Source Paper Size/Type Configure MP Envelope Enhance Substitute Size Paper Texture Paper Weight Paper Loading Custom Types Custom Names Custom Bin Name Universal Setup Bin Setup

Manage Shortcuts

Manage Fax Shortcuts Manage E-mail Shortcuts Manage FTP Shortcuts Manage Profile Shortcuts

Settings

Manage Shortcuts

Help

Reports

Menu Settings Page Device Statistics Network Setup Page Shortcut List Fax Job Log Fax Call Log E-mail Shortcuts Fax Shortcuts FTP Shortcuts Profiles List NetWare Setup Page Print Fonts Print Directory

Network/Ports

TCP/IP IPv6 E-mail Server Setup Address Book Setup Wireless Standard Network Network <x> Standard USB USB <x> Standard Parallel Parallel <x> Standard Serial Serial <x> NetWare AppleTalk LexLink

Back

Settings

General Settings Copy Settings Fax Settings E-mail Settings FTP Settings Print Settings Security Set Date and Time

Help

Print all guides Copy guide E-mail guide Fax guide FTP guide Information guide Print defects guide Supplies guide

Menus

Page 20

Copying

The following copy topics are available in this and other chapters.

Quick copy Reducing and enlarging copies

Multiple page copying Adjusting copy quality

Using the flatbed Setting collation options

Understanding the copy screens and options Placing separator sheets between copies

Copying from one size to another Setting paper saving options

Making transparencies Placing the date and time at the top of each page

Copying to letterhead Placing an overlay message on each page

Copying photographs Creating a custom job (job build)

Making copies using media from a selected tray Canceling a copy job

Copying mixed-sized media Copy tips

Setting the duplex option Solving copy quality problems

Quick copy

1 Place the original document faceup in the automatic document feeder (ADF) or facedown on the flatbed.

Adjust the paper guides when using the ADF.

2 Press Go on the numeric pad.

Note: If an LDSS profile has been installed, you may receive an error when attempting a quick copy. Contact

your system support person for access.

Multiple page copying

1 Place the original document faceup in the automatic document feeder or facedown on the flatbed.

Adjust the paper guides when using the ADF.

2 Touch Copy on the home screen, or use the numeric keypad to specify the number of copies you want.

After touching Copy or entering the number of copies, the touch screen will automatically change to the copy settings menu.

3 Change the copy options to meet your requirements. 4 Touch Copy It.

Copying

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Copying

Using the flatbed

If you are using the flatbed (scanner glass) to make copies:

1 Open the document cover. 2 Place the document facedown on the scanner flatbed. 3 Close the document cover. 4 Touch Copy on the home screen, or press Go on the numeric pad.

For Copy, continue with step 5. For Go, proceed with step 8.

5 Set the number of copies. 6 Change the copy options to meet your requirements. 7 Touch Copy It. 8 Touch Scan Next if you have more pages to scan, or touch Finish the Job if you are done.

Touching Finish the Job returns the MFP to the copy screen.

9 Touch Home when you are finished.

Understanding the copy screens and options

Copy From: Opens a screen where you can enter the size of the documents you are going to copy.

• Touching any of the paper size icons on the follow-on screen will make that your selection and return you to the

Copy Options Screen.

• When Original Size is set to Mixed Sizes, you can scan different size original documents (letter and legal size pages). They will be scaled automatically to fit the selected output media size.

Copy To: Opens a screen where you can enter the size and type of paper on which your copies will be printed.

• Touching any of the paper size icons on the follow-on screen will make that your selection and return you to the

Copy Options Screen.

• If the size settings for Copy From and Copy To are different, the MFP will automatically adjust the Scale setting to accommodate the difference.

• If you have a special type or size of paper that you'd like to copy onto that is not normally in the MFP paper trays, you can select MP Feeder, and manually send the type of paper you want through the MP feeder.

• When using Auto Match, the MFP will match the size of the original document as specified in the Copy From box. If a matching paper size is not loaded in one of the paper trays, the MFP will scale the copy to fit loaded media.

Scale: Creates an image from your copy that is proportionally scaled anywhere between 25% and 400%. Scale can also be set for you automatically.

• When you want to copy from one size of paper to another, such as legal size to letter size, setting your Copy From and Copy To paper sizes will automatically change the scale to keep all the original document information on your copy.

• Touching the arrow to the left lowers the value by 1%; touching the arrow to the right increases the value by 1%.

• Holding your finger on an arrow makes a continuous increment.

• Holding your finger on an arrow for two seconds causes the pace of the change to accelerate.

Darkness: Adjusts how light or dark your copies will turn out in relation to the original document.

Using the flatbed

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Copying

Printed Image: Copies halftone photographs or graphics such as documents printed on a laser printer or pages from a

magazine or newspaper that are composed primarily of images. For original documents that are a mixture of text, line drawings, or other graphics, leave Printed Image off.

Sides (Duplex): Prints copies on 1 or 2 sides, makes 2-sided copies (duplex) of 2-sided original documents, 2-sided copies from 1-sided original documents or 1-sided copies (simplex) from 2-sided original documents.

Note: For 2-sided output, you must have a duplex unit attached to your printer.

Collate: Keeps the pages of a print job stacked in sequence, particularly when printing multiple copies of the document.

The default setting for Collate is on; the output pages of your copies will be ordered (1,2,3) (1,2,3) (1,2,3). If you want all the copies of each page to remain together, turn Collate off, and your copies will be ordered (1,1,1) (2,2,2) (3,3,3).

Options: Opens a screen to change Paper Saver, Advanced Imaging, Separator Sheets, Margin Shift, Edge Erase, Date/ Time Stamp, Overlay, Content, or Advance Duplex settings.

• Paper Saver: Takes two or more sheets of an original document and prints them together on the same page. Paper Saver is also called N-up printing. The N stands for Number. For example, 2-up would print two pages of your document on a single page, and 4-up would print four pages of your document on a single page. Touching Print Page Borders adds or removes the outline border surrounding the original document pages on the output page.

• Create Booklet: Creates a sequence of collated output that, when folded in half, forms a booklet half the page size of the original document and with all the pages in order.

Note: To use Create Booklet, you must have a duplex unit attached to the MFP.

• Advanced Imaging: Adjusts Background Removal, Contrast, and Shadow Detail before you copy the document.

• Custom Job (Job Build): Combines multiple scanning jobs into a single job.

Note: Custom Job is not supported on all models.

• Separator Sheets: Places a blank piece of paper between each copy of your copying job. The separator sheets

can be drawn from a bin with a different kind or color of paper from your copies.

• Margin Shift: Increases the size of the margin a specified distance. This can be useful in providing space to bind or hole-punch copies. Use the increase or decrease arrows to set how much of a margin you want. If the additional margin is too large, the copy will be cropped.

• Edge Erase: Eliminates smudges or information around the edges of your document. You can choose to eliminate an equal area around all four sides of the paper, or pick a particular edge. Edge Erase will erase whatever is within the selected area, leaving nothing printed on that portion of the paper.

• Date/Time Stamp: Turns the Date/Time Stamp on and prints the date and time at the top of every page.

• Overlay: Creates a watermark (or message) that overlays the content of your copy. You can choose between

Urgent, Confidential, Copy, and Draft. The word you pick will appear, faintly, in large print across each page.

Note: A custom overlay can be created by the system administrator. An additional icon with that message

will then be available.

• Content: Enhances copy quality. Choose Text for original documents that are mostly text or line art. Choose Text/ Photo when the original documents are a mixture of text and graphics or pictures. Choose Photograph when the

original document is a high-quality photograph or inkjet print. Choose Printed Image when copying halftone photographs or graphics such as documents printed on a laser printer or pages from a magazine or newspaper.

• Advanced Duplex: Controls how many sides and what orientation your original documents have, and whether your original documents are bound along the long edge or the short edge.

Understanding the copy screens and options

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Copying

Copying from one size to another

For example, Legal.

5 Touch Copy to:, and then select the size you want the copy to be.

Note: If you select a paper size that is different from the “Copy from” size, the MFP will scale the size

automatically.

6 Touch Copy It.

Making transparencies

1 Place your original document in the automatic document feeder faceup, short-edge first. 2 Adjust the paper guides. 3 Touch Copy on the home screen. 4 Touch Copy from:, and then identify the size of your original document. 5 Touch Copy to:, and then touch the tray that contains transparencies.

Note: If you do not see Transparency as an option, speak with your system support person.

6 Touch Copy It.

Copying to letterhead

Note: If you do not see Letterhead as an option, speak with your system support person.

6 Touch Copy It.

Copying photographs

1 Open the document cover. 2 Place the photograph face down on the flatbed. 3 Touch Copy on the home screen. 4 Touch Options.

Copying from one size to another

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Copying

5 Touch Content. 6 Touch Photograph. 7 Touch Copy It. 8 Touch Scan Next or Done.

Making copies using media from a selected tray

During the copy process, you can select the input tray that contains the media type of choice. For example, if a special media type is located in the multipurpose feeder, and you want to make copies on that media:

Copying mixed-sized media

You can place mixed-sized original documents in the ADF and then copy them. Depending on the paper size loaded in the trays, the scanner will print on the same size media or scale the document to fit the media in the tray.

Example 1; the MFP has two paper trays, one tray loaded with letter and the other with legal paper. A document mixed with letter and legal pages needs to be copied.

1 Place your original document in the automatic document feeder faceup, short-edge first. 2 Adjust the paper guides. 3 Touch Copy on the home screen. 4 Touch Copy From, and then touch Mixed Sizes. 5 Touch Copy To, and then touch Auto Size Match. 6 Touch Copy It.

The scanner will identify the different size pages as they scan, and then print them on the correct size paper.

Example 2; the MFP has one paper tray, loaded with letter-size paper. A document mixed with letter and legal pages needs to be copied.

The scanner will identify the different size pages as they scan, and then scale the legal size pages to print on letter-size paper.

Making copies using media from a selected tray

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Copying

Setting the duplex option

1 Place your original document in the automatic document feeder faceup, short-edge first. 2 Adjust the paper guides. 3 Touch Copy on the home screen. 4 Touch the button that looks the way you want your copies duplexed.

The first number represents sides of the original documents; the second number represents sides of the copy. For example, select 1 --> 2-sided if you have 1-sided original documents and you want 2-sided copies.

5 Touch Copy It.

Reducing and enlarging copies

Copies can be reduced to 25% of the original document size or enlarged to 400% of the original document size. The default for Scale is Auto. If you leave Scale set to Auto, the content of your original document will be scaled to fit the size of the paper onto which you are copying.

To reduce or enlarge a copy:

1 Place your original document in the automatic document feeder faceup, short-edge first. 2 Adjust the paper guides. 3 Touch Copy on the home screen. 4 From Scale, touch + or — to enlarge or reduce your output.

Note: Touching Copy To or Copy From after setting Scale manually will turn the scale value back to Auto.

5 Touch Copy It.

Adjusting copy quality

1 Place your original document in the automatic document feeder faceup, short-edge first. 2 Adjust the paper guides. 3 Touch Copy on the home screen. 4 Touch Options. 5 Touch Content. 6 Touch the icon that best represents what you are copying (for example, Text, Text/Photo, Photograph, or Printed

Image).

• Text: Used for original documents that are mostly text or line art.

• Text/Photo: Used when the original documents are a mixture of text and graphics or pictures.

• Photograph: Used when the original document is a high-quality photograph or inkjet print.

• Printed Image: Used when copying halftone photographs, graphics such as documents printed on a laser

printer, or pages from a magazine or newspaper that are composed primarily of images.

7 Touch Copy It.

Setting the duplex option

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Copying

Setting collation options

If you want your copies collated, you don’t need to do anything; this is the default setting.

For example, two copies of three pages will print page 1, page 2, page 3, page 1, page 2, page 3.

If you don’t want your copies collated, you can change the setting.

For example, two copies of three pages will print page 1, page 1, page 2, page 2, page 3, page 3.

To turn collation off:

1 Place your original document in the automatic document feeder faceup, short-edge first. 2 Adjust the paper guides. 3 Touch Copy on the home screen. 4 Use the numeric keypad to enter the number of copies you want. 5 Touch Off if you do not want your copies collated. 6 Touch Copy It.

Placing separator sheets between copies

1 Place your original document in the automatic document feeder faceup, short-edge first. 2 Adjust the paper guides. 3 Touch Copy on the home screen. 4 Touch Options. 5 Touch Separator Sheets.

Note: Collation must be On for the separator sheets to be placed between copies. If Collation is Off, the

separator sheets are inserted after the job has been printed.

6 Touch Copy It.

Setting paper saving options

1 Place your original document in the automatic document feeder faceup, short-edge first. 2 Adjust the paper guides. 3 Touch Copy on the home screen. 4 Make your duplex choice. 5 Touch Options. 6 Touch Paper Saver. 7 Select the output you want.

For example, if you have four portrait-oriented original documents that you want copied to the same side of one sheet, touch 4 on 1 Portrait.

8 Touch Print Page Borders if you want a box drawn around each page on the copies. 9 Touch Copy It.

Setting collation options

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Copying

Placing the date and time at the top of each page

1 Place your original document in the automatic document feeder faceup, short-edge first. 2 Adjust the paper guides. 3 Touch Copy on the home screen. 4 Touch Options. 5 Touch Date/Time Stamp. 6 Touch On. 7 Touch Done. 8 Touch Copy It.

Placing an overlay message on each page

An overlay message can be placed on each page. The message choices are Urgent, Confidential, Copy, or Draft. To place a message on the copies:

1 Place your original document in the automatic document feeder faceup, short-edge first. 2 Adjust the paper guides. 3 Touch Copy on the home screen. 4 Touch Options. 5 Touch the button containing the overlay you want to use. 6 Touch Done. 7 Touch Copy It.

Creating a custom job (job build)

The custom job or job build is used to combine one or more sets of original documents into a single copy job. Each set may be scanned using different job parameters. When a copy job is submitted and Custom Job is enabled, the scanner will scan the first set of original documents using the supplied parameters, then scan the next set with the same or different parameters.

The definition of a set depends on the Scan Source:

• From the flatbed, a set consists of one page.

• From the ADF, a set consists of all scanned pages until the ADF becomes empty.

• When one page is sent through the ADF, a set consists of one page.

For example:

1 Place your original document in the automatic document feeder faceup, short-edge first. 2 Adjust the paper guides. 3 Touch Copy on the home screen. 4 Touch Options. 5 Touch Custom Job. 6 Touch On.

Placing the date and time at the top of each page

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Copying

7 Touch Done. 8 Touch Copy It.

When the end of a set is reached, the “Scan the next page” screen appears. Touch Scan the next page, or touch Done. For more information on the Custom job or the job build setting, see the Menus and Messages Guide on the Software and Documentation CD.

Canceling a copy job

While the document is in the ADF

When the ADF begins processing a document, the scanning screen is displayed. You can cancel the copy job by touching Cancel Job on the touch screen.

Touching Cancel Job cancels the entire job that is being scanned. The scanning screen will be replaced with a “Canceling scan job” screen. The ADF will clear any page that has started scanning and leave the other pages in the ADF.

While copying pages using the flatbed

During the copy process, the “Scan the next page” screen appears. To cancel the copy job, touch Cancel Job on the touch screen.

Touching Cancel Job cancels the entire job that has been scanned. The scanning screen will be replaced with a “Canceling scan job” screen. Once the job has been flushed, the touch screen will return to the copy screen.

While the pages are being printed

To cancel the print job, touch Cancel Job on the touch screen, or press cancel on the numeric keypad.

Touching Cancel Job or pressing cancel on the keypad cancels the remaining print job. Once the job has been deleted, the touch screen will return to the home screen.

Copy tips

The following tips may improve the MFP copy quality. For additional information or to solve copy problems, see Solving copy quality problems.

Question Tip

When should I use Text mode? • Text mode should be used when text preservation is the main goal of the copy, and

When should I use Text/Photo mode?

When should I use Printed Image mode?

When should I use Photograph mode?

preserving images copied from the original document is not a concern.

• Text is best used for receipts, carbon copy forms, and documents that only contain text or fine line art.

• Text/Photo mode should be used when copying an original document that contains a mixture of text and graphics.

• Text/Photo is best used for magazine articles, business graphics, and brochures.

Printed Image mode should be used when copying halftone photographs, graphics such as documents printed on a laser printer, or pages from a magazine or newspaper.

Photograph mode should be used when the original document is a high-quality photograph or inkjet print.

Canceling a copy job

Page 29

E-mail

The MFP can be used to e-mail scanned documents to one or more recipients. There are four ways to send an e-mail from the MFP. You can type the e-mail address, use a shortcut number, use the

address book, or a profile. Permanent e-mail destinations can be created in the Manage Destinations link located under the Configuration tab on the Web page.

For more information or detailed instructions, select one of the following:

Entering an e-mail address

Using a shortcut number

Using the address book

E-mailing to a profile

Adding e-mail subject and message information

Changing the output file type

E-mailing color documents

Creating an e-mail shortcut

Creating an e-mail profile

Canceling an e-mail

Understanding e-mail options

E-mail server setup

Address book setup

Entering an e-mail address

1 Place the original document in the automatic document feeder faceup or on the flatbed facedown.

Adjust the paper guides when using the ADF.

2 Touch E-mail on the home screen. 3 Enter the recipient's address.

You can enter additional recipients by pressing next and then entering the recipient's address or shortcut number.

4 Touch E-mail It.

Using a shortcut number

1 Place the original document in the automatic document feeder faceup or on the flatbed facedown.

Adjust the paper guides when using the ADF.

2 Touch E-mail on the home screen.

E-mail

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E-mail

3 Press #, and then enter the recipient's shortcut number.

You can enter additional recipients by pressing next and then entering the recipient's shortcut number or address.

4 Touch E-mail It.

Using the address book

1 Place the original document in the automatic document feeder faceup or on the flatbed facedown.

Adjust the paper guides when using the ADF.

2 Touch E-mail on the home screen. 3 Touch Search Address Book. 4 Enter the name or part of the name you are searching for, and then touch Search. 5 Touch the name that you want to add to the To: field.

You can enter additional recipients by pressing next and then entering the recipient's address or shortcut number, or searching the address book.

6 Touch E-mail It.

E-mailing to a profile

1 Place the original document in the automatic document feeder faceup or on the flatbed facedown.

Adjust the paper guides when using the ADF.

2 Touch Held Jobs on the home screen. 3 Touch Profiles. 4 Select your e-mail destination from the profile list. 5 Touch E-mail It.

Adding e-mail subject and message information

1 Place the original document in the automatic document feeder faceup or on the flatbed facedown.

Adjust the paper guides when using the ADF.

2 Touch E-mail on the home screen. 3 Touch Options. 4 Touch Subject. 5 Enter the e-mail subject. 6 Touch Done. 7 Touch Message. 8 Enter an e-mail message. 9 Touch Done.

10 Touch E-mail It.

Using the address book

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E-mail

Changing the output file type

1 Place the original document in the automatic document feeder faceup or on the flatbed facedown.

Adjust the paper guides when using the ADF.

2 Touch E-mail on the home screen. 3 Enter an e-mail address. 4 Touch Options. 5 Touch the button that represents the file type you want to send.

•PDF: This creates a single file with multiple pages, viewable with Adobe Reader. Adobe Reader is provided free by Adobe at www.adobe.com.

•TIFF: Creates multiple files or a single file. If Multi-page TIFF is turned off in the Configuration menu, then

TIFF saves one page in each file. The file size is usually larger than an equivalent JPEG.

• JPEG: Creates and attaches a separate file for each page of your original document, and is viewable by most Web browsers and graphics programs.

6 Touch E-mail It.

E-mailing color documents

1 Place the original document in the automatic document feeder faceup or on the flatbed facedown.

Adjust the paper guides when using the ADF.

2 Touch E-mail on the home screen. 3 Enter an e-mail address. 4 Touch Options. 5 Touch Color. 6 Touch E-mail It.

Creating an e-mail shortcut

From a computer

1 Enter the IP address of the MFP into the URL field (address bar) of the Web browser. 2 Click Configuration (in the left frame), and then click Manage Destinations (in the right frame).

Note: You may be asked to enter a password. If you do not have an ID and password, get one from your

system support person.

3 Click E-mail Destination Setup. 4 Enter a unique name for the recipient, and specify the e-mail address.

Note: If you are entering multiple addresses, separate each address with a comma (,).

5 Choose your scan settings (Format, Content, Color, and Resolution). 6 Enter a shortcut number, and then click Add.

If you enter a number that is already in use, you are prompted to select another number.

Changing the output file type

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E-mail

7 Go to the MFP, and place your original document in the automatic document feeder faceup, short-edge first. 8 Press #, and then enter the recipient's shortcut number. 9 Touch E-mail It.

From the MFP

1 Load the original document in the ADF faceup, short-edge first, and adjust the paper guides. 2 Touch E-mail on the home screen. 3 Enter the recipient's e-mail address.

To create a group of recipients, touch Next number, and enter the next recipient’s e-mail address.

4 Touch Save as Shortcut. 5 Enter a unique name for the shortcut. 6 Verify the shortcut name and number are correct, and then touch OK.

If the name or number is incorrect, touch Cancel, and reenter the information.

7 Touch E-mail It.

Creating an e-mail profile

1 Open your Web browser. In the address line, enter the IP address of the MFP you want to configure using the

format: http://ip_address/.

2 Click Configuration. 3 Click E-mail/FTP Settings. 4 Click Manage E-mail Shortcuts. 5 Fill in the fields with the appropriate information. 6 Click Add.

Canceling an e-mail

1 When using the automatic document feeder, touch Cancel while Scanning… is displayed on the touch screen. 2 When using the scanner bed, touch Cancel while Scan the Next Page / Finish the Job is displayed on the

touch screen.

Understanding e-mail options

Original Size: Opens a screen where you can enter the size of the documents you are going to e-mail.

• Touching any of the paper size icons on the follow-on screen will make that your selection and return you to the

e-mail Options screen.

• When Original Size is set to Mixed Sizes, you can scan different size original documents (letter and legal size pages). They will be scaled automatically to fit the selected output media size.

Sides (Duplex): Tells the MFP if your original document is simplex (printed on one side) or duplex (printed on both sides). This lets the scanner know what needs to be scanned for inclusion in the e-mail.

Creating an e-mail profile

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E-mail

Orientation: Tells the MFP whether the original document is portrait or landscape and then changes the Sides and Binding

settings to match the original document orientation.

Binding: Tells the MFP whether the original document is bound on the long-edge or short-edge side. E-mail Subject: Lets you enter a subject line to your e-mail. You can enter up to 255 characters. E-mail Message: Lets you enter a message that will be sent with your scanned attachment. Resolution: Adjusts the output quality of your e-mail. Increasing the image resolution increases the e-mail file size and the

time needed to scan your original document. Image resolution can be decreased to reduce the e-mail file size.

Send As: Sets the output (PDF, TIFF, or JPEG) for the scanned image.

PDF output is a single file. TIFF output is a single file. If Multi-page TIFF is turned off in the Configuration menu, then TIFF saves one page

each in a series of files.

JPEG saves one page in each file. When multiple pages are scanned, the output will be a series of files.

Content: Tells the MFP the original document type. Choose from Text, Text/Photo, or Photo. Color can be turned on or off

with any of the Content choices. Content affects the quality and size of your e-mail.

Text: Emphasize sharp, black, high-resolution text against a clean, white background. Text/Photo: Used when the original documents are a mixture of text and graphics or pictures. Photo: Tells the scanner to pay extra attention to graphics and pictures. This setting takes longer to scan but

emphasizes a reproduction of the full dynamic range of tones in the original document. This increases the amount of information saved.

Color: Sets the scan type and output for the e-mail. Color documents can be scanned and sent to an e-mail address.

Note: The MFP will print color documents in grayscale only.

Advanced Options: Lets you change Advanced Imaging, Custom Job, Transmission Log, Scan Preview, Edge Erase, or

Darkness settings.

Advanced Imaging: Adjusts Background Removal, Contrast, and Shadow Detail before you copy the document. Custom Job (Job Build): Combines multiple scanning jobs into a single job.

Note: Custom Job is not supported on all models.

Transmission Log: Prints the transmission log or transmission error log. Scan Preview: Displays the first pages of the image before it is included in the e-mail. When the first page is

scanned, the scanning is paused and a preview image appears.

Note: Scan Preview is not supported on all models.

Edge Erase: Eliminates smudges or information around the edges of your document. You can choose to eliminate

an equal area around all four sides of the paper, or pick a particular edge. Darkness: Adjusts how light or dark your scanned e-mails will turn out.

Understanding e-mail options

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E-mail

E-mail server setup

For e-mail to operate, it must be turned on in the MFP configuration and have a valid IP address or gateway address. To set up the e-mail function:

1 Open your Web browser. In the address line, enter the IP address of the MFP you want to configure using the

format: http://ip_address/.

2 Click Configuration. 3 Click E-mail/FTP Settings. 4 Click E-mail Server Setup. 5 Fill in the fields with the appropriate information. 6 Click Submit.

Address book setup

1 Open your Web browser. In the address line, enter the IP address of the MFP you want to configure using the

format: http://ip_address/.

2 Click Configuration. 3 Click E-mail/FTP Settings. 4 Click Manage E-mail Shortcuts. 5 Fill in the fields with the appropriate information. 6 Click Add.

E-mail server setup

Page 35

Faxing

Note: Faxing is not supported on all models.

The fax function lets you scan items and fax them to one or more recipients directly from the MFP. When you touch Fax, it opens the fax destination screen. You enter the fax number and touch Fax It to send your fax. You can also change the fax settings to fit your personal needs.

During initial MFP setup, you may be required to configure the MFP for faxing. For additional information, see Fax setup in the Setup Guide.

The following fax topics are available in this and other chapters.

Sending a fax Adjusting the Darkness setting

Using fax destination shortcuts Sending a fax at a later time

Using the address book Cancel an outgoing fax

Sending faxes from a computer Fax tips

Creating shortcuts Solving fax problems

Understanding fax options Viewing a fax log

Changing the fax resolution

Sending a fax

There are two ways to send a fax: enter the number using a numeric keypad, or use a shortcut number. Use the instructions below to send a fax using the keypad, or see Using fax destination shortcuts to fax your documents using a shortcut.

1 Place your original document in the automatic document feeder faceup, short-edge first. 2 Adjust the paper guides. 3 Touch Fax on the home screen. 4 Enter the fax number using the numbers on the touch screen or keypad.

Add recipients by touching next and then entering the recipient's telephone number or shortcut number, or search the address book.

Note: To place a two-second dialing pause within a fax number, use the Dial Pause button.

The dial pause will appear as a comma in the Fax to: box. Use this feature if you need to dial an outside line first.

5 Touch Fax It.

Faxing

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Faxing

Using fax destination shortcuts

Fax destination shortcuts are just like the speed dial numbers on a telephone or fax machine. You can assign shortcut numbers when creating permanent fax destinations. Permanent fax destinations or speed dial numbers are created in the Manage Destinations link located under the Configuration tab on the Web page. A shortcut number (1—99999) can contain a single recipient or multiple recipients. By creating a group fax destination with a shortcut number, you can quickly and easily fax broadcast information to an entire group.

1 Place your original document in the automatic document feeder faceup, short-edge first. 2 Adjust the paper guides. 3 Press # followed by the shortcut number on the keypad.

Press # followed by the shortcut number on the keypad, or touch Next Number to enter another address. For information on creating shortcut numbers, see Creating shortcuts.

4 Touch Fax It.

Using the address book

Note: If the address book feature is not enabled, contact your system support person.

1 Place your original document in the automatic document feeder faceup, short-edge first. 2 Touch Fax on the home screen. 3 Touch Search Address Book. 4 Using the touch screen keyboard, enter the name or part of the name of the person for whom you'd like to find a

fax number. (Do not attempt to search for multiple names at the same time.)

5 Touch Enter. 6 Touch the name to add it to the Fax to: list. 7 Repeat steps 5 through 6 to enter additional destinations. 8 Touch Fax It.

Sending faxes from a computer

Faxing from a computer lets you send electronic documents without leaving your desk. This gives you the flexibility of faxing documents directly from software applications.

1 From your software application, click File Æ Print. 2 From the Print window, select your MFP, and then click Properties.

Note: In order to perform this function from your computer, you must use the PostScript printer driver for

your MFP.

3 Choose the Other Options tab, and click on Fax. 4 Click OK. At the next screen, click OK. 5 From the Fax screen, enter the name and number for the fax recipient. 6 Click Send to send your job.

Using fax destination shortcuts

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Faxing

Creating shortcuts

Instead of entering the entire phone number of a fax recipient on the control panel each time you want to send a fax, you can create a permanent fax destination and assign a shortcut number. A single shortcut number or a multiple number shortcut can be created. There are two methods for creating shortcut numbers: from a computer or from the MFP touch screen.

From a computer

1 Enter the IP address of the MFP in the URL field (address bar) of your Web browser. If you do not know the IP

address, see your administrator.

2 Click Configuration (in the left frame of your browser window), and then click Manage Destinations (in the right

frame of your browser window).

Note: A password may be required. If you do not have an ID and password, get one from your system

support person.

3 Click Fax Shortcut Setup. 4 Enter a unique name for the shortcut, and specify the fax number.

To create a multiple number shortcut, enter the fax numbers for the group.

Note: Separate each fax number in the group with a semicolon (;).

5 Assign a shortcut number.

If you enter a number that is already in use, you are prompted to select another number.

6 Click Add. 7 Go to the MFP, and load your original document in the automatic document feeder faceup, short-edge first. 8 From the numeric keypad, press #, and then enter your shortcut number. 9 Touch Fax It.

From the MFP

1 Load the original document in the ADF faceup, short-edge first, and adjust the paper guides. 2 Touch Fax on the home screen. 3 Enter the recipient's fax number.

To create a group of recipients, touch Next number, and enter the next recipient’s fax number.

4 Touch Save as Shortcut. 5 Enter a unique name for the shortcut. 6 Verify the shortcut name and number are correct, and then touch OK.

If the name or number is incorrect, touch Cancel, and reenter the information.

7 Touch Fax It.

Creating shortcuts

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Faxing

Understanding fax options

Original: Opens a screen where you can choose the size of the documents you are going to fax.

• Touching any of the paper size buttons on the follow-on screen will make that your selection and return you to the

Fax Options Screen.

• When Original Size is set to Mixed Sizes, you can scan different size original documents (letter and legal size pages). They will be scaled automatically to fit the selected output media size.

Content: Used to select the type of document you are scanning (for example, Text, Text/Photo, or Photo). Content affects the quality and size of your scan by selecting how the scanner will handle the information on the original document.

• The Text setting will emphasize sharp, black, high-resolution text against a clean, white background. The Text/Photo setting is used when the original documents are a mixture of text and graphics or pictures.

• The Photo setting tells the scanner to pay extra attention to graphics and pictures. This setting takes longer to scan but emphasizes a reproduction of the full dynamic range of tones in the original document. This increases the amount of information saved.

Sides: Informs the MFP if your original document is simplex (printed on one side) or duplex (printed on both sides). This lets the scanner know what needs to be scanned for inclusion in the fax.

Resolution: Increases how closely the scanner examines the document you wish to fax. If you are faxing a photograph, a drawing with fine lines, or a document with very small text, increase the Resolution setting. This will increase the amount of time required for the scan and will increase the quality of the fax output. Standard is suitable for most documents. Fine is recommended for documents with small print. Super fine is recommended for original documents with fine detail. Ultra fine is recommended for documents with pictures or photographs.

Darkness: Adjusts how light or dark your faxes will turn out in relation to the original document. Advanced Options: Accesses the Delayed Send, Advanced Imaging, Custom Job, Transmission Log, Scan Preview,

Edge Erase, Advanced Duplex, or Fax Queue settings.

Delayed Send: Sets up a fax that will be sent at a later time or date. After setting up your fax, select Delayed Send, enter the time and date you would like to transmit your fax, and then touch Done. This setting can be

especially useful in sending information to fax lines that are not readily available during certain hours, or when transmission times are cheaper.

Note: If the device is powered off when the delayed fax is due to be sent, the fax is sent the next time the

MFP is powered up.

Advanced Imaging: Select this feature to adjust Background Removal, Contrast, and Shadow Detail before you copy the document.

Custom Job (Job Build): Combines multiple scanning jobs into a single job.

Note: Custom Job is not supported on all models.

Transmission Log: Prints the transmission log or transmission error log. Scan Preview: Displays the image before it is included in the fax. When a page is scanned, the scanning is

paused, and a preview image appears.

Note: Scan Preview is not supported on all models.

Edge Erase: Eliminates smudges or information around the edges of your document. You can choose to eliminate

an equal area around all four sides of the paper, or pick a particular edge. Edge Erase will erase whatever is within the area selected, leaving nothing printed on that portion of the paper.

Advanced Duplex: Controls how many sides and what orientation your original document has, and whether your original documents are bound along the long edge or the short edge.

Understanding fax options

Page 39

Faxing

Changing the fax resolution

1 Place your original document in the automatic document feeder faceup, short-edge first. 2 Adjust the paper guides. 3 Touch Fax on the home screen. 4 Enter the fax number. 5 Touch Options. 6 Touch the button that represents the resolution you want. 7 Touch Fax It.

Adjusting the Darkness setting

1 Place your original document in the automatic document feeder faceup, short-edge first. 2 Adjust the paper guides. 3 Touch Fax on the home screen. 4 Enter the fax number. 5 Touch Options. 6 Touch the left Darkness arrow to reduce the darkness of the fax, or touch the right Darkness arrow to increase

the darkness of the fax.

7 Touch Fax It.

Sending a fax at a later time

Note: If Fax Mode is set to Fax Server, the Delayed Send button will not appear. Faxes waiting for

transmission are listed in the Fax Queue.

8 Touch the left arrow to reduce the time or the right arrow to increase the time the fax will be transmitted.

Note: Touching the increase or decrease arrow increments the time by 30 minutes. If the current time is

shown, the left arrow is grayed out.

9 Touch Done.

Changing the fax resolution

Page 40

Faxing

Cancel an outgoing fax

There are two ways to cancel an outgoing fax:

While the original documents are still scanning

screen.

After the original documents have been scanned to memory

1 Touch Cancel Jobs on the home screen.

The Cancel Jobs screen will appear.

2 Touch the job or jobs you want to cancel.

Only three jobs appear on the screen; touch the down arrow until the job you want appears, and then touch the job you want to cancel.

3 Touch Delete Selected Jobs.

The Deleting Selected Jobs screen appears, the selected jobs are deleted, and then the home screen appears.

Viewing a fax log

When you send or receive a fax, an entry of the activity is recorded in a file. You can view or print this file when you want. To view the fax log:

1 Type the IP address of the MFP in the URL field of your browser, and then press Enter. 2 Click Reports. 3 Click Fax Settings. 4 Click Fax Job Log or Fax Call Log.

Fax tips

The following tips may improve the MFP fax quality or solve fax problems. For additional information or to solve copy problems, see Solving fax problems.

Question Tip

When should I use Text mode? • Text mode should be used when text preservation is the main goal of the fax, and

When should I use Text/Photo mode?

When should I use Photo mode? Photo mode should be used for faxing photos printed on a laser printer or taken from

Caller ID is not shown If your region supports caller ID, you may have to change the default setting. There

preserving images copied from the original document is not a concern.

• Text is best used for receipts, carbon copy forms, and documents that only contain text or fine line art.

• Text/Photo mode should be used when faxing an original document that contains a mixture of text and graphics.

• Text/Photo is best used for magazine articles, business graphics, and brochures.

a magazine or newspaper.

are two settings available; FSK (pattern 1) and DTMF (pattern 2). Contact your telecommunications company to determine which pattern or switch setting to use.

Cancel an outgoing fax

Page 41

FTP

The MFP scanner lets you scan documents directly to a File Transfer Protocol (FTP) server.

Note: Only one FTP address may be sent to at a time.

Once an FTP destination has been configured by your system administrator, the name of the destination becomes available as a shortcut number or listed as a profile under the Held Jobs icon. An FTP location could also be another PostScript printer: for example, a color document can be scanned and then sent to a color printer. Sending a document to an FTP server is similar to sending a fax. The difference is that you are sending the information over your network instead of the phone line.

For more information or detailed instructions, select one of the following:

Entering the FTP address Using the address book

Using a shortcut number FTP tips

Entering the FTP address

1 Place your original document in the automatic document feeder faceup, short-edge first. 2 Touch FTP on the home screen. 3 Enter the FTP address. 4 Touch Send It.

Using a shortcut number

1 Place your original document in the automatic document feeder faceup, short-edge first. 2 Touch FTP on the home screen. 3 Press #, and then enter the FTP shortcut number. 4 Touch Send It.

Using the address book

1 Place your original document in the automatic document feeder faceup, short-edge first. 2 Touch FTP on the home screen. 3 Touch Search Address Book. 4 Enter the name or part of the name you are searching for, and then touch Search. 5 Touch the name that you want to add to the To: field. 6 Touch Send It.

FTP

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FTP

Creating shortcuts

Instead of entering the entire FTP site address on the control panel each time you want to send a document to an FTP, you can create a permanent FTP destination and assign a shortcut number. There are two methods for creating shortcut numbers: from a computer or from the MFP touch screen.

From a computer

1 Enter the IP address of the MFP in the URL field (address bar) of your Web browser. If you do not know the IP

address, see your system support person.

2 Click Configuration (in the left frame of your browser window), and then click Manage Destinations (in the right

frame of your browser window).

Note: A password may be required. If you do not have an ID and password, get one from your system

support person.

3 Click FTP Shortcut Setup. 4 Enter the appropriate information into the fields. 5 Assign a shortcut number.

If you enter a number that is already in use, you are prompted to select another number.

From the MFP

1 Load the original document in the ADF faceup, short-edge first, and adjust the paper guides. 2 Touch FTP on the home screen. 3 Enter the FTP site. 4 Touch Save as Shortcut. 5 Enter a unique name for the shortcut. 6 Verify the shortcut name and number are correct, and then touch OK.

If the name or number is incorrect, touch Cancel, and reenter the information.

7 Touch Send It.

FTP options

Original Size: Opens a screen where you can enter the size of the documents you are going to copy.

• Touching any of the paper size icons on the follow-on screen will make that your selection and return you to the

FTP Options Screen.

• When Original Size is set to Mixed Sizes, you can scan different size original documents (letter and legal size pages). They will be scaled automatically to fit the selected output media size.

Creating shortcuts

Page 43

FTP

Binding: Tells the MFP whether the original document is bound on the long-edge or short-edge side. Base File Name: Lets you enter a file name. The default value is the word image. A timestamp is added to the file name to

prevent overwriting files of the same name at the FTP site.

Note: There is a 53-character limit for the file name.

Resolution: Adjusts the output quality of your file. Increasing the image resolution increases the file size and the time

needed to scan your original document. Image resolution can be decreased to reduce the file size.

Send As: Sets the output (PDF, TIFF, or JPEG) for the scanned image.

PDF output is a single file. TIFF output is a single file. If Multi-page TIFF is turned off in the Configuration menu, then TIFF saves one page

each in a series of files.

JPEG saves one page in each file. When multiple pages are scanned, the output will be a series of files.

Content: Tells the MFP the original document type. Choose from Text, Text/Photo, or Photo. Color can be turned on or off

with any of the Content choices. Content affects the quality and size of your FTP file.

Text: Emphasizes sharp, black, high-resolution text against a clean, white background. Text/Photo: Used when the original documents are a mixture of text and graphics or pictures. Photo: Tells the scanner to pay extra attention to graphics and pictures. This setting takes longer to scan but

emphasizes a reproduction of the full dynamic range of tones in the original document. This increases the amount of information saved.

Color: Sets the scan type and output for the copy. Color documents can be scanned and sent to an FTP site, PC, or e-mail address. The MFP will print color documents in grayscale only.

Advanced Options: Accesses the Advanced Imaging, Custom Job, Transmission Log, Scan Preview, Edge Erase, or Darkness settings.

Advanced Imaging: Select this feature to adjust Background Removal, Contrast, and Shadow Detail before you scan the document.

Custom Job (Job Build): Combines multiple scanning jobs into a single job.

Note: Custom Job is not supported on all models.

Transmission Log: Prints the transmission log or transmission error log. Scan Preview: Displays the first pages of the image before it is included in the FTP file. When the first page is

scanned, the scanning is paused, and a preview image appears.

Note: Scan Preview is not supported on all models.

Edge Erase: Eliminates smudges or information around the edges of your document. You can choose to eliminate

an equal area around all four sides, or pick a particular edge. Edge Erase will erase whatever is within the area selected and leave nothing printed on that portion of the paper.

Darkness: Adjusts how light or dark your scanned documents will turn out.

FTP options

Page 44

FTP tips

The following tips may improve the MFP FTP quality.

Question Tip

FTP

When should I use Text mode? • Text mode should be used when text preservation is the main goal of sending a

When should I use Text/Photo mode?

When should I use Photo mode? Photo mode should be used when the original document is composed mostly of

document to an FTP site, and preserving images copied from the original document is not a concern.

• Text is best used for receipts, carbon copy forms, and documents that only contain text or fine line art.

• Text/Photo mode should be used when sending a document to an FTP site that contains a mixture of text and graphics.

• Text/Photo is best used for magazine articles, business graphics, and brochures.

photos printed on a laser printer or taken from a magazine or newspaper.

FTP tips

Page 45

Scanning to a PC or USB flash memory device

The MFP scanner lets you scan documents directly to your PC or a USB flash memory device. Your computer does not have to be directly connected to the MFP for you to receive Scan to PC images. You can scan the

document back to your computer over the network by creating a scan profile on your computer and then downloading the profile to the MFP.

For more information or detailed instructions, select one of the following:

Create a scan to PC profile

Understanding scan to PC options

Scanning to a USB flash memory device

Scanning tips

Create a scan to PC profile

1 Type the IP address of the MFP in the URL field of your browser, and then press Enter.

If the Java applet screen appears, click Yes.

2 Click Scan Profile. 3 Click Create Scan Profile. 4 Select your scan settings, and then click Next. 5 Select a location for saving the scanned output file somewhere on your computer. 6 Enter a profile name.

The profile name is the name that will appear on the SCAN PROFILE list on the MFP control panel.

7 Click Submit. 8 Review the instructions on the Scan to PC screen.

A shortcut number was automatically assigned when you clicked Submit. You can use this shortcut number when you are ready to scan your documents.

a Go to the MFP, and place your original document in the automatic document feeder faceup, short-edge first. b Press # followed by the shortcut number on the keypad, or touch Profiles on the home screen. c After you enter the shortcut number, the scanner will scan and send the document to the directory or

application you specified. If you touch Profiles on the home screen, locate your shortcut on the list.

9 Return to your computer to view your file.

Your output file is saved in the location you specified or launched in the application you specified.

Scanning to a PC or USB flash memory device

Page 46

Scanning to a PC or USB flash memory device

Understanding scan to PC options

To change the options for the scan to PC Profile, you must click the Quick Setup box, and select Custom. Quick Setup lets you select preset formats or customize your scan job settings. You can select:

Custom Photo - Color JPEG

Text - BW PDF Photo - Color TIFF

Text - BW TIFF Text/Photo - BW PDF

Text/Photo - Color PDF

Format Type: Sets the output (PDF, TIFF, or JPEG) for the scanned image.

PDF output is a single file. TIFF output is a single file. If Multi-page TIFF is turned off in the Configuration menu, then TIFF saves one page

each in a series of files.

JPEG saves one page in each file. When multiple pages are scanned, the output will be a series of files. Compression: Sets the compression format used to compress the scanned output file. Default Content: Tells the MFP the original document type. Choose from Text, Text/Photo, or Photo. Content affects the

quality and size of your scanned file.

Text: Emphasizes sharp, black, high-resolution text against a clean, white background.

Text/Photo: Used when the original documents are a mixture of text and graphics or pictures.

Photo: Tells the scanner to pay extra attention to graphics and pictures. This setting takes longer to scan but

emphasizes a reproduction of the full dynamic range of tones in the original document. This increases the amount

of information saved.

Color: Tells the MFP the color of the original documents. You can select Gray, BW (Black and White), or Color. Original Size: Opens a field where you can select the size of the document you are going to scan. Orientation: Tells the MFP whether the original document is portrait or landscape and then changes the Sides and Binding

settings to match the original document orientation. Duplex: Tells the MFP if your original document is simplex (printed on one side) or duplex (printed on both sides). This lets

the scanner know what needs to be scanned for inclusion in the e-mail.

Darkness: Adjusts how light or dark your scanned documents will turn out. Resolution: Adjusts the output quality of your file. Increasing the image resolution increases the file size and the time

needed to scan your original document. Image resolution can be decreased to reduce the file size. Advanced Imaging: Select this feature to adjust Background Removal, Contrast, and Shadow Detail before you scan the

document.

Understanding scan to PC options

Page 47

Scanning to a PC or USB flash memory device

Scanning to a USB flash memory device

1 Place the original document in the automatic document feeder (ADF) faceup or on the flatbed facedown.

Adjust the paper guides when using the ADF.

2 Insert the USB flash memory device into the USB direct interface on the front of the MFP.

The Held Jobs screen appears.

3 Touch Scan to USB drive. 4 Enter the name of the file. 5 Select your scan settings. 6 Touch Scan It.

Scanning tips

The following tips may improve the MFP scanning quality. For additional information or to solve copy problems, see

Solving scan quality problems.

Question Tip

When should I use Text mode? • Text mode should be used when text preservation is the main goal of the scan, and

When should I use Text/Photo mode?

When should I use Photo mode? Photo mode should be used when scanning photos printed on a laser printer or taken

preserving images copied from the original document is not a concern.

• Text is best used for receipts, carbon copy forms, and documents that only contain text or fine line art.

• Text/Photo mode should be used when scanning an original document that contains a mixture of text and graphics.

• Text/Photo is best used for magazine articles, business graphics, and brochures.

from a magazine or newspaper.

Scanning to a USB flash memory device

Page 48

Printing

This chapter covers information about sending a job to print, printing confidential jobs, canceling a print job, printing a menu settings page, a font list, and a directory list. This chapter also provides information on printing folio and statement size media. For tips on paper jam prevention and print media storage, see Avoiding jams and Storing print media.

Printing from a USB flash memory device

A USB Direct interface is located on the control panel so you can insert a USB flash memory device and print the following types of documents:

• Portable Document Format (PDF) [.pdf file]

• Joint Photographic Experts Group (JPEG) [.jpeg or .jpg file]

• Tagged Image File Format (TIFF) [.tiff or .tif file]

• Graphics Interchange Format (GIF) [.gif file]

• Basic Multilingual Plane (BMP) [.bmp file]

• Portable Network Graphics (PNG) [.png file]

• PiCture eXchange (PCX) [.pcx file]

• PC Paintbrush File Format [.dcx file]

Printing a document from a USB flash memory device is similar to printing a held job.

Note: You cannot print encrypted files or files without printing permissions.

We recommend using the following tested and approved USB flash memory devices in the 256 MB, 512 MB, and 1 GB sizes:

• Lexar JumpDrive 2.0 Pro

• SanDisk Cruzer Mini

Other USB flash memory devices must:

• Be compatible with the USB 2.0 standard.

• Support the Full-Speed standard as well.

Devices only supporting USB low speed capabilities are not supported.

• Use the FAT file system. Devices formatted with NTFS or any other file systems are not supported.

Printing

Page 49

Printing

To print from a USB flash memory device:

1 Make sure the MFP is on and Ready or Busy appears. 2 Insert a USB flash memory device into the USB Direct interface.

Note: If you insert the memory device when the MFP requires attention such as when a paper jam has

occurred, the MFP ignores the memory device.

3 Touch the arrow next to the document you want to print.

A screen asking the number of copies to be printed will appear.

4 To print only one copy, touch Print, or touch + to enter the number of copies.

Note: Do not remove the USB flash memory device from the USB Direct interface until the document has

finished printing.

The document will begin printing.

Note: If you insert the memory device when the MFP is busy printing other jobs, the message Printer

Busy appears. Select Continue, and your job prints after the other jobs finish.

If you leave the device in the MFP after exiting the USB drive menu, you can still print PDFs on the device as held jobs. See Printing confidential and held jobs.

Canceling a print job

There are several methods for canceling a print job.

• Canceling a job from the MFP control panel

• Canceling a job from a computer running Windows

— Canceling a job from the taskbar — Canceling a job from the desktop

• Canceling a job from a Macintosh computer

— Canceling a print job from a computer running Mac OS 9 — Canceling a job from a computer running Mac OS X

Canceling a print job

Page 50

Printing

Canceling a job from the MFP control panel

If the job is formatting, scanning, or already printing, touch Cancel Job on the display.

Canceling a job from a computer running Windows

Canceling a job from the taskbar

When you send a job to print, a small printer icon appears in the right corner of the taskbar.

1 Double-click the printer icon.

A list of print jobs appears in the printer window.

2 Select the job you want to cancel. 3 Press the Delete key on the keyboard.

Canceling a job from the desktop

1 Minimize all programs to reveal the desktop. 2 Double-click the My Computer icon.

Note: If you do not have the My Computer icon, select Start

to step 4.

3 Double-click the Printers icon.

A list of available printers appears.

4 Double-click the printer you selected when you sent the job.

A list of print jobs appears in the printer window.

5 Select the job you want to cancel. 6 Press the Delete key on the keyboard.

Æ Settings Æ Control Panel, and then go

Canceling a job from a Macintosh computer

Canceling a print job from a computer running Mac OS 9

When you send a job to print, the printer icon for your selected MFP appears on the desktop.

1 Double-click the printer icon on your desktop.

A list of print jobs appears in the printer window.

2 Select the print job you want to cancel. 3 Click the trash can button.

Canceling a job from a computer running Mac OS X

When you send a job to print, the printer icon for your selected MFP appears in the dock.

1 Open Applications Æ Utilities, and then double-click Print Center or Printer Setup. 2 Double-click the MFP you are printing to. 3 In the printer window, select the print job you want to cancel, and then press Delete.

Canceling a print job

Page 51

Printing

Printing the menu settings page

You can print a menu settings page to review the default MFP settings and to verify the MFP options are installed correctly.

1 Make sure the MFP is on and the Ready message appears. 2 Touch the menu button on the control panel. 3 Touch Reports. 4 Touch Menu Settings Page.

Printing a network setup page

You can print a network setup page to review the default MFP settings and to verify the MFP options are installed correctly.

1 Make sure the MFP is on and the Ready message appears. 2 Touch the menu button on the control panel. 3 Touch Reports. 4 Touch Network Setup Page.

Printing a font sample list

To print samples of the fonts currently available for the MFP:

1 Make sure the MFP is on and the Ready message appears. 2 Touch the menu button on the control panel. 3 Touch Reports. 4 Touch the down arrow until Print Fonts appears, then touch Print Fonts. 5 Touch PCL Fonts or PostScript Fonts.

Printing a directory list

A directory listing shows the resources stored in flash memory or on the hard disk. To print a listing:

1 Make sure the MFP is on and the Ready message appears. 2 Touch the menu button on the control panel. 3 Touch Reports. 4 Touch the down arrow until Print Directory appears, then touch Print Directory.

Printing the menu settings page

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Printing

Printing confidential and held jobs

The term held job refers to any type of print job that can be initiated by the user at the MFP. This includes a confidential job, a verify print job, a reserve print job, a repeat print job, a bookmark, a profile, or a file on a USB flash memory device. When sending a job to the MFP, you can specify in the driver that you want the MFP to hold the job in memory. Once your job is stored in MFP memory, go to the MFP, and use the MFP control panel to specify what you want to do with your print job.

All confidential and held jobs have a user name associated with them. To access confidential or held jobs, you must first select the type of job (confidential or held), and then select your user name from the user name list. Once you select your user name, you can print all your confidential jobs, or select an individual print job. You can then choose the number of copies for the print job, or you can delete the print job.

Printing a confidential job

When you send a confidential job to the MFP, you must enter a personal identification number (PIN) from the driver. The PIN must be four digits using the numbers 0—9. The job is held in MFP memory until you enter the same four-digit PIN from the control panel and choose to print or delete the job. This ensures the job does not print until you are there to retrieve it. No one else using the MFP can print the job without the PIN.

Windows

1 From a word processor, spreadsheet, browser, or other application, select File Æ Print. 2 Click Properties. (If there is no Properties button, click Setup, and then click Properties.) 3 Depending on the operating system, you may have to click the Other Options tab, and then click Print and Hold.

Note: If you have difficulty finding Print and Hold

Print or Print and Hold, and then follow the driver instructions.

Æ Confidential Print, click Help, see the topic Confidential

4 Enter a User Name and PIN. 5 Send your job to the MFP.

Go to the MFP when you are ready to retrieve your confidential print job, and follow the At the MFP steps.

Macintosh

1 From a word processor, spreadsheet, browser, or other application, select File Æ Print. 2 In the Copies & Pages or General pop-up menu, select Job Routing.

a When using Mac OS 9, if Job Routing is not a choice on the pop-up menu, select Plug-in Preferences Æ

Print Time Filters.

b Turn down the disclosure triangle to the left of Print Time Filters, and select Job Routing. c In the pop-up menu, select Job Routing.

3 In the radio group, select Confidential Print. 4 Enter a User Name and PIN. 5 Send your job to the MFP.

Go to the MFP when you are ready to retrieve your confidential print job, and follow the At the MFP steps.

Printing confidential and held jobs

Page 53

Printing

At the MFP

1 Touch Held jobs on the home screen. 2 Touch your user name.

Note: A maximum of 500 results can be displayed for held jobs. If your name does not appear, touch the

down arrow until your name appears, or touch Search Held Jobs if there are a large number of held jobs in the MFP.

3 Select Confidential Jobs. 4 Enter your PIN.

For more information, see Entering a personal identification number (PIN).

5 Touch the job you want to print. 6 Touch Print, or touch + to input the number of copies, and then touch Print.

Note: After your job prints, it is deleted from MFP memory.

Entering a personal identification number (PIN)

After you select a Confidential Job, the Enter PIN screen appears.

Use the touch screen number pad or the numeric pad to the right of the display to enter the four-digit PIN associated with the confidential job.

Note: As you enter the PIN, asterisks appear on the display to ensure confidentiality.

If you enter an invalid PIN, the Invalid PIN screen appears.

Reenter the PIN, or touch Cancel.

Note: After your job prints, it is deleted from MFP memory.

Printing and deleting held jobs

Held jobs (Verify Print, Reserve Print, or Repeat Print) are printed or deleted from the MFP control panel and do not require a PIN.

Verify Print

If you send a Verify Print job, the MFP prints one copy and holds the remaining copies you requested in MFP memory. Use Verify Print to examine the first copy to see if it is satisfactory before printing the remaining copies. Once all copies are printed, the Verify Print job is automatically deleted from MFP memory.

Reserve Print

If you send a Reserve Print job, the MFP does not print the job immediately. It stores the job in memory so you can print the job later. The job is held in memory until you delete it from the Held Jobs menu. Reserve Print jobs may be deleted if the MFP requires extra memory to process additional held jobs.

Repeat Print

If you send a Repeat Print job, the MFP prints all requested copies of the job and stores the job in memory so you can print additional copies later. You can print additional copies as long as the job remains stored in memory.

Note: Repeat Print jobs are automatically deleted from MFP memory when the MFP requires extra memory

to process additional held jobs.

Printing confidential and held jobs

Page 54

Printing

Windows

Note: If you have difficulty finding Print and Hold

Print and Hold, then follow the driver instructions.

Æ Held Jobs, click Help, and see the topic Held Jobs or

4 Select the type of held job you want, and then send your job to the MFP.

Go to the MFP when you are ready to retrieve your confidential print job, and follow the At the MFP steps.

Macintosh

1 From a word processor, spreadsheet, browser, or other application, select File Æ Print. 2 In the Copies & Pages or General pop-up menu, select Job Routing.

a When using Mac OS 9, if Job Routing is not a choice on the pop-up menu, select Plug-in Preferences

Print Time Filters.

b Turn down the disclosure triangle to the left of Print Time Filters, and select Job Routing. c In the pop-up menu, select Job Routing.

3 In the radio group, select the type of held job you want, enter a user name, and then send your job to the MFP.

Go to the MFP when you are ready to retrieve your confidential print job, and follow the At the MFP steps.

At the MFP

1 Touch Held jobs on the home screen. 2 Touch your user name.

Note: A maximum of 500 results can be displayed for held jobs. If your name does not appear, touch the

down arrow until your name appears, or touch Search <your name> if you have a large number of held jobs in the MFP.

3 Touch the job you want to print.

Touch the down arrow, or touch Search <your name> if you have a large number of held jobs in the MFP.

4 Touch Print, or touch + to input the number of copies, and then touch Print.

Note: You can also choose to Print All or Delete All.

Printing confidential and held jobs

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Printing

Printing on specialty media

Media is paper, card stock, transparencies, labels, and envelopes. The last four are sometimes referred to as specialty media. Follow these instructions to print on specialty media.

1 Load the media as specified for the tray being used. See Loading standard trays and optional trays for help. 2 From the MFP control panel, set the Paper Type and Paper Size according to the media you loaded. See Setting

the Paper Type and Paper Size for help.

3 From the computer software application, set the paper type, size, and source according to the media you loaded.

Windows

a From a word processor, spreadsheet, browser, or other application, select File Æ Print. b Click Properties (or Options, Printer, or Setup, depending on the application) to view the MFP driver settings. c Click the Paper tab.

A paper tray list will appear.

d Select the tray containing the specialty media.

Note: If you have difficulty, click Help, and then follow the driver instructions.

Mac OS 9

Mac OS X

e Select the media type (transparencies, envelopes, and so on) from the Paper Type list box. f Select the size of the specialty media from the Paper Size list box. g Click OK, and then send the print job as usual.

a Select File b Select the size of the specialty media from the Paper pop-up menu, and then click OK. c Select File Æ Print. d With General selected on the top pop-up menu, go to the Paper Source pop-up menu, and select the tray

containing the specialty media or the name of the media.

e Click Print.

a Select File b Select the MFP from the Format for pop-up menu. c Select the size of the specialty media from the Paper pop-up menu, and then click OK. d Select File e On the Copies & Pages pop-up menu, select Imaging. f Select the specialty media on the Paper Type pop-up menu. g On the Imaging pop-up menu, select Paper Feed. h Select the tray containing the specialty media from the All pages from or First page from / Remaining from

pop-up menus.

i Click Print.

Æ Page Setup.

Æ Print.

Printing on specialty media

Page 56

Printing

Loading standard trays and optional trays

The printer has a 500-sheet standard tray. You may have also purchased one or more 250-sheet or 500-sheet optional trays or a 2000-sheet drawer. The steps for loading a 250-sheet tray or 500-sheet tray are the same.

Note: The steps for loading a 2000-sheet drawer are different than the steps for loading a 250-sheet tray or

500-sheet tray. For more information, see Loading the 2000-sheet drawer.

To load print media:

Note: Do not remove a tray when a job is printing or when the control panel green indicator light is blinking.

Doing so may cause a jam.

1 Remove the tray from the printer, and place it on a flat, level surface. 2 Squeeze the side guide tab, and slide the guide to the outer edge of the tray.

3 Squeeze the rear guide tab, and slide the guide to the correct position for the size media you are loading. 4 Flex the sheets back and forth to loosen them, then fan them. Do not fold or crease the print media. Straighten the

edges on a level surface.

Size indicators

Loading standard trays and optional trays

Page 57

Printing

5 Place the print media in the tray:

Note: Paper must be loaded differently in the trays, depending on the options you have installed.

• Print side facedown for simplex (single-sided) printing

• Print side faceup for duplex printing

Note: Do not fill paper above the load line. Overfilling the tray may cause jams.

6 Squeeze the side guide tab, and slide the guide toward the inside of the tray until it lightly rests against the edge of

the media.

7 Insert the tray into the printer.

Simplex

Duplex

Loading standard trays and optional trays

Page 58

Printing

Setting the Paper Type and Paper Size

After setting the Paper Type and Paper Size to the correct values for the type and size used in the trays, then any trays containing the same size and type are automatically linked by the printer.

Note: If the size of the media you are loading is the same size of the media previously loaded, do not change

the Paper Size setting.

To change the Paper Size and Paper Type setting:

1 Make sure the printer is on. 2 Touch the menu button on the control panel. 3 Touch Paper Menu. 4 Touch Paper Size. 5 Touch the left or right arrow to change the size for the desired tray. 6 Touch Submit. 7 Touch Paper Type. 8 Touch the left or right arrow to change the media type for the desired tray. 9 Touch Submit.

10 Touch the home icon.

Loading the multipurpose feeder

The multipurpose feeder can hold several sizes and types of print media, such as transparencies, postcards, note cards, and envelopes. It can be used for single-page or manual printing or as an additional tray.

Note: If you install an optional envelope feeder, you can still use the multipurpose feeder.

The multipurpose feeder can hold approximately:

• 100 sheets of 75 g/m

• 10 envelopes

• 75 transparencies

The multipurpose feeder accepts print media within the following dimensions:

• Width–69.85 mm (2.75 in.) to 215.9 mm (8.5 in.)

• Length–127 mm (5 in.) to 355.6 mm (14 in.)

The icons on the multipurpose feeder show you how to load the multipurpose feeder with paper, how to turn an envelope for printing, and how to load letterhead paper for simplex and duplex printing. A finisher affects how letterhead documents should be loaded for duplexing. You can print simplex jobs on letterhead (or other preprinted media) that has been loaded specifically for duplex printing by changing the value in the Paper Loading menu.

(20 lb) paper

Simplex letterhead

Duplex letterhead

Envelope

Setting the Paper Type and Paper Size

Page 59

Printing

To load print media:

Note: Do not add or remove print media when the printer is printing from the multipurpose feeder or when

the control panel indicator light is blinking. Doing so may cause a jam.

1 Push the release latch, and lower the multipurpose feeder. 2 Pull the tray extension out.

Note: Do not place objects on the multipurpose feeder. Also, avoid pressing down or applying excessive

force on it.

3 Slide the width guide to the far right. 4 Flex the sheets or envelopes back and forth to loosen them, then fan them. Do not fold or crease the print media.

Straighten the edges on a level surface.

Note: Hold transparencies by the edges, and avoid touching the print side. Fan the stack of transparencies

to prevent jams. Be careful not to scratch or leave fingerprints on the transparencies.

Paper

Envelopes

Transparencies

Loading the multipurpose feeder

Page 60

Printing

5 Load the media in the tray.

Use the stack height label as a guide for stack height when loading print media.

Loading paper, transparencies, or envelopes

Note: Letterhead or other preprinted paper must be loaded differently depending on the options you have

installed.

• Load paper or transparencies with the left edge of the stack against the stack height label and with the

recommended print side faceup.

• Load envelopes flap side down with the stamp area and flap on the left. The end of the envelope with the

stamp area enters the multipurpose feeder first.

Never use envelopes with stamps, clasps, snaps, windows, coated linings, or self-stick adhesives. These envelopes may severely damage the printer.

Note: Load only one size and type of print media at a time in the multipurpose feeder. Do not mix sizes and

types in the same tray.

Loading letterhead or preprinted paper

• Follow the illustrations for loading the paper according to your options.

• Do not fill paper above the load line. Overfilling the tray may cause jams.

Simplex (single sided) Duplex

Loading the multipurpose feeder

Page 61

Printing

6 Slide the side guide toward the inside of the tray until it lightly rests against the edge of the media.

7 Set the Paper Size and Paper Type for the multipurpose feeder to the correct value for the print media you loaded.

See Setting the Paper Type and Paper Size for more information.

Closing the multipurpose feeder

1 Remove print media from the multipurpose feeder. 2 Push the extension tray in. 3 Close the multipurpose feeder cover.

Loading the 2000-sheet drawer

The optional 2000-sheet drawer can be used for plain paper, letterhead, or other preprinted paper, labels, or transparencies. For trouble-free printing, make sure you:

• Do not load print media above the load line.

• Do not fold or crease the paper.

• Do not mix sizes or weights in the same source.

• Do not open the door or remove any print media when a job is printing or when the control panel indicator light is

blinking. Doing so may cause a jam.

Note: Before loading print media in the drawer, you should know the recommended print side of the paper

you are using. This information is usually on the paper package.

Loading the 2000-sheet drawer

Page 62

Printing

To load the 2000-sheet drawer:

1 Open the loading door. If the elevator tray is not already in the lowered position, push the elevator button to lower

the tray.

2 Flex the sheets back and forth to loosen them, then fan them. Do not fold or crease the print media. Straighten the

edges on a level surface.

Elevator button

3 Slightly bend the stack of print media as shown, and place it on the elevator tray with the preferred print side

facing down. Align the stack of print media to the back of the drawer.

Note: For duplex printing, letterhead or other preprinted paper must be loaded differently.

Carefully align each stack as you load it to ensure a smooth edge where the stacks meet. Do not load print media above the load line.

Note: When loading more than one ream of paper, we recommend you remove the top and bottom sheet.

Duplex

Simplex (single sided)

4 Close the loading door.

CAUTION:Floor-mounted configurations require additional furniture for stability. You must use either a

printer stand or printer base if you are using a 2000-sheet drawer. Certain other configurations also must have a printer stand or printer base. More information is available on our Lexmark Web site at www.lexmark.com/multifunctionprinters.

Loading the 2000-sheet drawer

Page 63

Printing

Loading the envelope feeder

The optional envelope feeder can accept a variety of envelope sizes. However, the envelope feeder must be adjusted correctly to ensure trouble-free printing. To load the envelope feeder:

1 Adjust the envelope support for the length of envelope you are loading.

• Fully closed (pushed in toward the printer) for short envelopes

• Extended to the middle position for medium-length envelopes

• Fully open (extended to its full length) for long envelopes

Warning: Do not place objects on the envelope feeder. Avoid pressing down on it or applying excessive force.

2 Lift the envelope weight back toward the printer. It stays in place.

3 Slide the width guide to the far right. 4 Flex a stack of envelopes back and forth, and then straighten the edges on a level surface. Press down the

corners to flatten them. Fan the envelopes. This prevents the edges of the envelopes from sticking together and helps them feed properly.

Loading the envelope feeder

Page 64

Printing

5 Load the stack of envelopes flap side down with the stamp area and the flap on the left. The end of the envelopes

with the stamp area enters the envelope feeder first. Let the envelopes at the bottom of the stack slide into the envelope feeder slightly more than the ones at the top of

the stack.

Warning: Never use envelopes with stamps, clasps, snaps, windows, coated linings, or self-stick adhesives.

These envelopes may severely damage the printer.

Note: When you load envelopes, do not exceed the maximum stack height. Use the stack height label as a

guide for the correct stack height when loading. Do not try to load more envelopes than indicated by the stack height label; overloading can cause jams.

6 Slide the width guide to the left until it lightly touches the stack. Make sure the envelopes do not buckle.

7 Lower the envelope weight to touch the stack.

8 Set the Paper Size and Paper Type for the envelope feeder to the correct value for the print media you loaded.

See Setting the Paper Type and Paper Size for more information.

Loading the envelope feeder

Page 65

Printing

Linking trays

Tray linking enables the automatic linking feature for trays when you load the same size and type of print media in multiple sources. The printer automatically links the trays; when one tray is empty, print media feeds from the next linked tray.

For example, if you have the same size and type of print media loaded in tray 2 and tray 4, the printer selects print media from tray 2 until it becomes empty, and then the printer automatically feeds print media from the next linked tray–tray 4.

By linking all trays (standard and optional), you effectively create a single source with a capacity of up to 4,100 sheets. Make sure you load the same size and type of print media in each tray and then, using the Paper menu, set the same paper

size and type for the trays to link. Set the paper size and type for each tray. See Setting the Paper Type and Paper Size for more information. To disable tray linking, set the Paper Type to a unique value for each tray. If all the trays do not have the same type of print media loaded when linked, you could mistakenly print a job on the wrong

paper.

Linking trays

Page 66

Understanding paper and specialty media

Print media is paper, card stock, transparencies, labels, and envelopes. The MFP provides high-quality printing on a variety of print media. You must consider a number of things concerning print media before you print. This chapter provides information to help you make print media selections.

For more details about the types of paper and specialty media the MFP supports, see the Card Stock & Label Guide available on our Lexmark Web site at www.lexmark.com.

We recommend that you try a limited sample of any paper or specialty media you are considering using with the MFP before purchasing large quantities.

guidelines

• Supported print media

• Selecting print media

• Storing print media

• Avoiding jams

Supported print media

The following tables provide information on standard and optional sources for both input and output trays and bins.

• Print media sizes

• Print media types

• Print media weights

Note: If you use a print media size not listed, select the next larger size.

Understanding paper and specialty media guidelines

Page 67

Understanding paper and specialty media guidelines

Print media sizes

Legend ✓ – indicates support

Print media size Dimensions

250-sheet tray

500-sheet tray

Multipurpose feeder

250-sheet UAT tray

400-sheet UAT tray

2000-sheet drawer (option)

Envelope feeder (option)

Duplex unit (option)

Output bin

A4 210 x 297 mm (8.27 x 11.7 in.) ✓✓✓ ✓ ✓✓

A5 148 x 210 mm (5.83 x 8.27 in.) ✓✓✓ ✓ ✓✓

JIS B5 182 x 257 mm (7.17 x 10.1 in.) ✓✓✓ ✓ ✓✓

Letter 215.9 x 279.4 mm (8.5 x 11 in.) ✓✓✓ ✓ ✓✓

Legal 215.9 x 355.6 mm (8.5 x 14 in.) ✓✓✓ ✓ ✓✓

Executive 184.2 x 266.7 mm (7.25 x 10.5 in.) ✓✓✓ ✓ ✓✓

Folio

Statement

Universal

216 x 330 mm (8.5 x 13 in.) ✓✓✓ ✓✓

139.7 x 215.9 mm (5.5 x 8.5 in.) ✓✓✓ ✓

76.2 to 215.9mm width x 76.2 to 355.6mm length

✓✓✓ ✓

(3 to 8.5 in. width x 3 to 14 in length)

7 ¾ Envelope 98.4 x 190.5 mm (3.875 x 7.5 in.) ✓✓✓

9 Envelope 98.4 x 225.4 mm (3.875 x 8.87 in.) ✓✓✓

10 Envelope 104.8 x 241.3 mm (4.12 x 9.5 in.) ✓✓✓

DL Envelope 110 x 220 mm (4.33 x 8.66 in.) ✓✓✓

B5 Envelope 176 x 250 mm (6.93 x 9.84 in.) ✓✓✓

C5 Envelope 162 x 229 mm (6.38 x 9.01 in.) ✓✓✓

Other Envelope

98.4 to 162 mm x 176 to 250 mm

✓✓✓

(3.87 to 6.38 in. x 6.93 to 9.84 in.)

This size does not appear in the Paper Size menu until Tray Size Sensing is turned off. See “Printing folio and statement

sizes” for more information.

This size setting formats the page for 215.9 x 355.6 mm (8.5 x 14 in.) unless the size is specified by the software

application.

Supported print media

Page 68

Print media types

Understanding paper and specialty media guidelines

Print media

250-sheet drawer

500-sheet drawer

Multipurpose feeder

250-sheet UAT tray

400-sheet UAT tray

2000-sheet drawer

Duplex unit

Output bin

Paper ✓✓✓✓✓✓ ✓ ✓

Card stock ✓✓✓✓✓ ✓

Transparencies ✓✓✓✓✓ ✓

Vinyl labels

Paper labels

✓✓✓ ✓

Dual-web and integrated labels* ✓✓✓ ✓

Printing label applications on the printer requires a special label fuser cleaner. The label fuser cleaner is included with a

special label cartridge for label applications. See Ordering supplies for more information on obtaining a label fuser cleaner.

Print media weights

Print media weight

Integrated tray and optional

Print media Ty p e

Paper Xerographic or

business paper

500-sheet drawer

60 to 176 g/m grain long (16 to 47 lb bond)

Card stock– maximum (grain long)

Grain short is preferred for papers over 135 g/m2.

Includes envelopes fed from the multipurpose feeder only.

28 lb bond envelopes are limited to 25% cotton content.

Printing label applications on the MFP requires a special label fuser cleaner. See Ordering supplies for more

Index Bristol 163 g/m2 (90 lb) 120 g/m2 (67 lb) n/a

Tag 163 g/m

Cover 176 g/m

(100 lb) 120 g/m2 (74 lb)

(65 lb) 135 g/m2 (50 lb)

information on obtaining a fuser cleaner.

Information on whether your vinyl label converter has passed Lexmark criteria is available at the Lexmark Web site

(www.lexmark.com); search for “converter list.” You can also check the Lexmark Automated Fax system (LEXFAXSM).

Multipurpose feeder and optional 250-sheet drawer

60 to 135 g/m2 grain long (16 to 36 lb bond)

Additional input options

2000-sheet drawer

60 to 135 g/m (16 to 36 lb bond)

Supported print media

Page 69

Understanding paper and specialty media guidelines

Print media weights (continued)

Print media weight

Integrated tray and optional

Print media Ty p e

Card stock– maximum (grain short)

Index Bristol 199 g/m

Tag 203 g/m

Cover 216 g/m

500-sheet drawer

(110 lb) 163 g/m

(125 lb) 163 g/m2 (100 lb)

(80 lb) 176 g/m2 (65 lb)

Transparencies Laser printer 138 to 146 g/m

(37 to 39 lb bond)

Labels–maximum

Paper 180 g/m2 (48 lb bond) 163 g/m2 (43 lb bond)

Multipurpose feeder and optional 250-sheet drawer

(90 lb) n/a

138 to 146 g/m

(37 to 39 lb bond)

Additional input options

n/a

Note: Not supported in the multipurpose feeder.

Dual-web paper 180 g/m

(48 lb bond) 163 g/m2 (43 lb bond)

Note: Not supported in the multipurpose feeder.

Polyester 220 g/m

(59 lb bond) 220 g/m2 (59 lb bond)

Note: Not supported in the multipurpose feeder.

Vinyl

300 g/m2 (92 lb liner) 260 g/m2 (78 lb liner)

Note: Not supported in the multipurpose feeder.

Integrated forms Pressure-

140 to 175 g/m

sensitive area (must enter the MFP first)

Envelopes 100% cotton content maximum weight–24 lb

Paper base (grain long)

Sulfite, wood-free, or up to 100% cotton bonds

75 to 135 g/m (20 to 36 lb bond)

Not recommended 60 to 105 g/m

(16 to 28 lb bond)

2, 3

Envelope feeder 60 to 105 g/m

(16 to 28 lb bond)

Note: 28 lb envelopes are limited to 25% cotton content.

Grain short is preferred for papers over 135 g/m2.

Includes envelopes fed from the multipurpose feeder only.

28 lb bond envelopes are limited to 25% cotton content.

Printing label applications on the MFP requires a special label fuser cleaner. See Ordering supplies for more

information on obtaining a fuser cleaner.

Information on whether your vinyl label converter has passed Lexmark criteria is available at the Lexmark Web site

(www.lexmark.com); search for “converter list.” You can also check the Lexmark Automated Fax system (LEXFAXSM).

Supported print media

Page 70

Understanding paper and specialty media guidelines

Media weights supported in optional output bins

Print media weight–optional output bins

Print media Type 5-bin mailbox Output expander

Paper (grain long)

Card stock– maximum (grain

Xerographic or business paper

60 to 90 g/m (16 to 24 lb bond)

Index Bristol Not

recommended

60 to 176 g/m (16 to 47 lb bond)

163 g/m

long)

Tag 163 g/m

Cover 176 g/m

Card stock–

Index Bristol 199 g/m maximum (grain short)

Tag 203 g/m

Cover 216 g/m

Transparencies Laser printer 138 to 146 g/m

(37 to 39 lb bond)

Labels– maximum

Paper Not

recommended

Dual-web

paper

180 g/m (48 lb bond)

Polyester 220 g/m

(59 lb bond)

Vinyl 300 g/m

(92 lb liner)

Integrated forms Pressure

sensitive area

Not recommended

140 to 175 g/m

(up to 47 lb bond) (must enter the printer first)

Paper base (grain long)

Envelopes Sulfite, wood-

free or up to

75 to 135 g/m

(20 to 36 lb bond)

60 to 105 g/m

(16 to 28 lb bond) 100% cotton bond

(90 lb) 163 g/m2

(100 lb) 163 g/m

(65 lb) 176 g/m

(110 lb) 199 g/m

(125 lb) 203 g/m

(80 lb) 216 g/m

High-capacity output stacker

60 to 176 g/m

(16 to 47 lb bond)

Finisher

See separate

Finisher media weight table.

(90 lb)

(100 lb)

(65 lb)

(110 lb)

(125 lb)

(80 lb)

138 to 146 g/m

(37 to 39 lb bond)

180 g/m (48 lb bond)

180 g/m

See separate

Finisher media

weight table.

(48 lb bond)

220 g/m

(59 lb bond)

300 g/m

(92 lb liner)

140 to 175 g/m (up to 47 lb bond)

See separate

Finisher media weight table.

75 to 135 g/m

(20 to 36 lb bond)

60 to 105 g/m (16 to 28 lb bond)

Not recommended

Supported print media

Page 71

Understanding paper and specialty media guidelines

Media sizes supported in the finisher

Finisher output support

Size Standard

Dimensions

Offset Stapled

A4 210 x 297 mm

(8.27 x 11.7 in.)

A5 148 x 210 mm

(5.83 x 8.27 in.)

JIS B5 182 x 257 mm

(7.17 x 10.1 in.)

Letter 215.9 x 279.4 mm

(8.5 x 11 in.)

Legal 215.9 x 355.6 mm

(8.5 x 14 in.)

Executive 184.2 x 266.7 mm

(7.25 x 10.5 in.)

Folio

216 x 330 mm (8.5 x 13 in.)

Statement

139.7 x 215.9 mm (5.5 x 8.5 in.)

7 ¾ Envelope 98.4 x 190.5 mm

(3.875 x 7.5 in.)

9 Envelope 98.4 x 225.4 mm

(3.875 x 8.9 in.)

10 Envelope 104.8 x 241.3 mm

(4.12 x 9.5 in.)

DL Envelope 110 x 220 mm

(4.33 x 8.66 in.)

✓✓ ✓

✓

✓✓ ✓

✓

✓✓ ✓

C5 Envelope 162 x 229 mm

✓

(6.38 x 9.01 in.)

B5 Envelope 176 x 250 mm

✓

(6.93 x 9.84 in.)

Other Envelope 98.4 to 162 mm

x 176 to 250 mm (3.87 to 6.38 in. x 6.93 to 9.84 in.)

98.4 to 162 mm

✓

x 229 to 342 mm (3.87 to 6.38 in. x 9.01 to 12.76 in.)

Paper passes to the finisher bin without being stapled or offset.

This size does not appear in the Paper Size menu until Tray Size Sensing is turned off. See Printing folio and

statement sizes for more information.

Supported print media

Page 72

Understanding paper and specialty media guidelines

Media weights supported in the finisher

Finisher media weight

Print media Type

Paper Xerographic or

business paper

Card stock–

Index Bristol 163 g/m maximum (grain long)

Tag 1 6 3 g /m

Standard

60 to 176 g/m (16 to 47 lb bond)

(90 lb bond)

(100 lb bond)

Cover Not recommended

Card stock– maximum (grain short)

Index Bristol 199 g/m

(110 lb bond)

Tag 2 0 3 g /m

(125 lb bond)

Cover 216 g/m

(80 lb bond)

Transparencies Laser printer 138 to 146 g/m

(37 to 39 lb bond)

Integrated forms Pressure sensitive

area

Paper base (grain

long)

Labels – upper limit

Paper 180 g/m

Dual-web paper 180 g/m

140 to 175 g/m (up to 47 lb bond)

75 to 135 g/m (20 to 36 lb bond)

Polyester 220 g/m

Vinyl 300 g/m

Envelopes Sulfite, wood-free, or

up to 100% cotton

60 to 105 g/m (16 to 28 lb bond)

bond

Paper passes to the finisher bin without being stapled or jogged.

(48 lb bond) Not recommended Not recommended

(48 lb bond)

(59 lb bond)

(92 lb bond)

Offset Stapled

60 to 90 g/m

(16 to 24 lb bond)

60 to 90 g/m (16 to 24 lb bond)

Not recommended Not recommended

138 to 146 g/m

Not recommended

37 to 39 lb bond)

Not recommended Not recommended

Supported print media

Page 73

Understanding paper and specialty media guidelines

Selecting print media

Selecting the appropriate print media for the MFP helps you avoid printing problems. The following sections contain guidelines for choosing the correct print media for the MFP.

• Paper • Card stock • Labels

• Envelopes • Transparencies

Paper

For the best print quality, use 75 g/m2 (20 lb) xerographic, grain long paper. Try a sample of any paper you are considering using with the MFP before buying large quantities.

When loading paper, note the recommended print side on the paper package, and load paper accordingly. See Loading standard trays and optional trays, Loading the multipurpose feeder, or Loading the 2000-sheet drawer for detailed tray-loading instructions.

Paper characteristics

The following paper characteristics affect print quality and reliability. We recommend that you follow these guidelines when evaluating new paper stock.

For detailed information, see the Card Stock & Label Guide located on the Lexmark Web site at www.lexmark.com. The laser printing process heats paper to high temperatures of 230°C (446°F). For Magnetic Ink Character Recognition

(MICR) applications and for non-MICR applications, use only paper able to withstand these temperatures without discoloring, bleeding, or releasing hazardous emissions. Check with the manufacturer or vendor to determine whether the paper you have chosen is acceptable for laser printers.

Weight

The MFP can automatically feed paper weights from 60 to 176 g/m2 (16 to 47 lb bond) grain long in the integrated and optional 500-sheet trays and paper weights from 60 to 135 g/m and optional 250-sheet trays. Paper lighter than 60 g/m2 (16 lb) might not be stiff enough to feed properly, causing jams. For best performance, use 75 g/m2 (20 lb bond) grain long paper. When using paper narrower than 182 x 257 mm (7.2 x

10.1 in.), make sure the weight is greater than or equal to 90 g/m

(16 to 36 lb bond) grain long in the multipurpose feeder

(24 lb bond).

Unacceptable paper

Note: Papers such as carbonless, very light papers and magazine paper should be copied using the flatbed.

Do not use the ADF for this type of paper.

The following papers are not recommended for use with the MFP:

• Some chemically-treated papers used to make copies without carbon paper, also known as carbonless papers, carbonless copy paper (CCP), or no carbon required (NCR) paper (See the Card Stock & Label Guide located on the Lexmark Web site at www.lexmark.com for supported chemically-treated papers.)

• Preprinted papers with chemicals that may contaminate the MFP

• Preprinted papers that can be affected by the temperature in the MFP fuser

• Preprinted papers that require a registration (the precise print location on the page) greater than ±0.09 in., such as

optical character recognition (OCR) forms In some cases, you can adjust registration with your software application to successfully print on these forms.

• Coated papers (erasable bond), synthetic papers, or thermal papers

• Rough-edged, rough or heavily textured surface papers or curled papers

• Recycled papers containing more than 25% post-consumer waste that do not meet DIN 19 309

Selecting print media

Page 74

Understanding paper and specialty media guidelines

• Recycled paper having a weight less than 60 g/m2 (16 lb)

• Multiple-part forms or documents

Transparencies

The MFP can print directly on transparencies designed for use in laser printers. Print quality and durability depend on the transparency used. Always print samples on the transparencies you are considering before buying large quantities.

The Paper Type setting should be set to Transparency to help prevent jams. In Macintosh, be sure to set the Paper Type to Transparency in the Print dialog on the Imaging choice in the Copies & Pages pop-up menu.

Use transparencies designed specifically for laser printers. Check with the manufacturer or vendor to determine whether your transparencies are compatible with laser printers that heat transparencies to 230°C (446°F). Use only transparencies that are able to withstand these temperatures without melting, discoloring, offsetting, or releasing hazardous emissions. For detailed information, see the Card Stock & Label Guide, which is available on the Lexmark Web site at www.lexmark.com.

Transparencies can be fed automatically from the multipurpose feeder and all standard and optional trays, except the 2000sheet drawer. Before loading transparencies, fan the stack to prevent sheets from sticking together.

Be careful when you handle transparencies. Fingerprints on the surface of the transparency cause poor print quality.

Envelopes

You can load up to 10 envelopes in the multipurpose feeder and 85 envelopes in the envelope feeder. Try a sample of any envelopes you are considering using with the MFP before buying large quantities. See Loading the multipurpose feeder and Loading the envelope feeder for instructions on loading envelopes.

When printing on envelopes:

• To achieve the best possible print quality, use only high-quality envelopes that are designed for use in laser printers.

• Set the Paper Size/Type in the Paper menu to MP Feeder, Manual Env, or Env Feeder depending on the source you are using. Set the paper type to Envelope, and select the correct envelope size from the control panel, the MFP driver, or from MarkVision.

• For best performance, use envelopes made from 75 g/m bond) weight for the multipurpose feeder or 105 g/m2 (28 lb bond) weight for the envelope feeder as long as the cotton content is 25% or less. Envelopes with 100% cotton content must not exceed 90 g/m

• Use only new, undamaged envelopes.

• For best performance and to minimize jams, do not use envelopes that: — Have excessive curl or twist. — Are stuck together or damaged in any way. — Contain windows, holes, perforations, cutouts or embossing. — Use metal clasps, string ties, or metal folding bars. — Have an interlocking design. — Have postage stamps attached. — Have any exposed adhesive when the flap is in the sealed or closed position. — Have nicked edges or bent corners. — Have rough, cockle, or laid finishes.

• Use envelopes that can withstand temperatures of 230°C (446°F) without sealing, excessive curling, wrinkling, or

releasing hazardous emissions. If you have any doubts about the envelopes you are considering using, check with the envelope supplier.

• Load only one size of envelope at a time in the envelope feeder.

• A combination of high humidity (over 60%) and the high printing temperatures may seal the envelopes.

(20 lb bond) paper. You can use up to 105 g/m2 (28 lb

(24 lb bond) weight.

Selecting print media

Page 75

Understanding paper and specialty media guidelines

Labels

The MFP can print on many labels designed for use with laser printers. These labels are supplied in letter size, A4 size, and legal size sheets. Label adhesives, face sheet (printable stock), and topcoats must be able to withstand temperatures of 230°C (446°F) and pressure of 25 pounds per square inch (psi).

Try a sample of any labels you are considering using with the MFP before purchasing a large quantity. For detailed information on label printing, characteristics, and design, see the Card Stock & Label Guide available on the

Lexmark Web site at www.lexmark.com/publications.

Note: Labels are one of the most difficult print media for laser MFPs. All MFP models require a special fuser

cleaner for label applications to optimize feed reliability. See Ordering supplies for information on obtaining a label fuser cleaner.

After printing approximately 10,000 pages of labels (or each time you replace the print cartridge), complete the following steps to maintain MFP feeding reliability:

1 Print five sheets of paper. 2 Wait approximately five seconds. 3 Print five more sheets of paper.

When printing on labels:

• Set the Paper Size/Type menu item to Labels in the Paper menu. You can set the Paper Size/Type from the MFP control panel, the MFP driver, or from MarkVision Professional.

• Feed vinyl labels from the standard 250- or 500-sheet trays or the optional 250- or 500-sheet drawers. For vinyl labels, set the Paper Type to Labels, the Labels Texture to Smooth, and the Label Weight to Heavy, or set the Paper Type to vinyl labels and the texture and weight to normal.

• Do not load labels with paper or transparencies in the same source; mixing print media can cause feeding problems and print-quality problems.

• Do not use label sheets with a slick backing material.

• Use full label sheets. Partial sheets may cause labels to peel off during printing, resulting in a jam. Partial sheets

also contaminate the MFP and your cartridge with adhesive, and could void the MFP and cartridge warranties.

• Use labels that can withstand temperatures of 230°C (446°F) without sealing, excessive curling, wrinkling, or releasing hazardous emissions.

• Do not print within 1 mm (0.04 in.) of the edge of the label, of the perforations, or between die-cuts of the label.

• Do not use label sheets that have adhesive to the edge of the sheet. We recommend zone coating of the adhesive

at least 1 mm (0.04 in.) away from edges. Adhesive material contaminates the MFP and could void the warranty.

• If zone coating of the adhesive is not possible, a 1.6 mm (0.1 in.) strip should be removed on the leading and driver edge, and a non-oozing adhesive should be used.

• Remove a 1.6 mm (0.1 in.) strip from the leading edge to prevent labels from peeling inside the MFP.

• Portrait orientation is preferred, especially when printing bar codes.

• Do not use labels that have exposed adhesive.

Selecting print media

Page 76

Understanding paper and specialty media guidelines

Card stock

Card stock is single ply, and has a large array of properties, such as the moisture content, thickness, and texture, that can significantly affect print quality. See Supported print media for information on the preferred weight and for the grain direction of print media.

Try a sample of any card stock you are considering using with the MFP before purchasing a large quantity. After printing approximately 10,000 pages of card stock (or each time you replace the print cartridge), complete the

following steps to maintain MFP feeding reliability:

1 Print five sheets of paper. 2 Wait approximately five seconds. 3 Print five more sheets of paper.

When printing on card stock:

• Set the Paper Type menu item in the Paper menu to Card Stock from the control panel, from the MFP driver, or from MarkVision Professional.

• Be aware that preprinting, perforation, and creasing can significantly affect the print quality and cause print media handling or jamming problems.

• Avoid using card stock that may release hazardous emissions when heated.

• Do not use preprinted card stock manufactured with chemicals that may contaminate the MFP. Preprinting

introduces semi-liquid and volatile components into the MFP.

• We recommend the use of grain short card stock.

Storing print media

Use the following guidelines to avoid paper feeding problems and uneven print quality.

• Store paper in an environment where the temperature is approximately 21°C (70°F) and the relative humidity is 40%.

• Store cartons of paper on a pallet or shelf rather than directly on the floor.

• If you store individual packages of paper out of the original carton, make sure they rest on a flat surface so the

edges do not buckle or curl.

• Do not place anything on top of paper packages.

• Store paper in its original wrapper until you load it into the MFP.

Storing print media

Page 77

Understanding paper and specialty media guidelines

Avoiding jams

Automatic document feeder

Your automatic document feeder is designed to handle most paper types. However, if you are unsure if your document will cause a jam in the automatic document feeder, we recommend that you scan it using the flatbed.

The following cannot be properly fed by the automatic document feeder:

• Paper with clip or staple attached

• Paper with ink not totally dry

• Paper with inconsistent thickness, such as envelopes

• Paper with wrinkles, curls, folds, or tears

• Tracing paper, coated paper, carbonless paper

• Paper that is too large or too small (use flatbed instead)

• Items other than papers, such as cloth, metal, or OHP film

• Notched paper

• Paper with an odd (non-rectangular) shape

• Photographic paper

• Paper with perforations on its side

• Very thin paper

Printer

Use appropriate print media (paper, transparencies, labels, and card stock) to help ensure trouble-free printing. See

Supported print media for more information.

Note: Try a limited sample of any print media you are considering using with the MFP before purchasing

large quantities.

By selecting the appropriate print media and loading it properly, you can avoid most jams. See Loading standard trays and optional trays, Loading the multipurpose feeder, or Loading the 2000-sheet drawer for detailed tray-loading instructions.

The following hints can help you avoid jams:

• Use only recommended print media.

• Do not overload the print media sources. Make sure the stack height does not exceed the maximum height

indicated by the stack line on the labels in the sources.

• Do not load wrinkled, creased, damp, or curled print media.

• Flex, fan, and straighten print media before you load it. If jams do occur with print media, try feeding one sheet at

a time through the multipurpose feeder.

• Do not use print media that you have cut or trimmed yourself.

• Do not mix print media sizes, weights, or types in the same print media source.

• Make sure the recommended print side is loaded in the source according to your simplex or duplex needs.

• Keep print media stored in an acceptable environment. See Storing print media.

• Do not remove trays during a print job.

• Push all trays in firmly after loading them.

Avoiding jams

Page 78

Understanding paper and specialty media guidelines

• Make sure the guides in the trays are properly positioned for the size of print media you have loaded. Make sure

the guides are not placed too tightly against the stack of print media.

• If a jam occurs, clear the entire media path. See Clearing jams in the User’s Guide on the printer Software and Publications CD for more information.

Avoiding jams

Page 79

Installing and removing options

Installing memory or option cards

CAUTION: If you are installing options after setting up the printer, turn the printer off, and unplug the power cord

from the wall outlet before continuing.

You can customize the MFP memory capacity and connectivity by adding optional cards. The instructions in this section help you install any of the following options:

• Memory cards — MFP memory — Flash memory

• Other options — RS-232 serial interface card — Parallel 1284-B interface card — Ethernet 100BaseFX-SC — Ethernet 100BaseFX-MTRJ — 802g Wireless Adapter

Accessing the MFP system board

You must access the MFP system board to install MFP memory, flash memory, a firmware card, or an option card.

Note: Use a Phillips screwdriver to remove the system board access cover.

1 Push the release latch, and lower the multipurpose feeder. 2 Push both release latches, and open the top front cover.

Installing and removing options

Page 80

Installing and removing options

3 Press both side door latches, and open the side door. 4 Loosen, but do not remove, the six screws on the shield.

5 Slide the shield to the right, and then remove it.

Accessing the MFP system board

Page 81

Installing and removing options

6 Set the shield aside.

Use the illustration to locate the connector for the card you want to install.

Option card connector

Flash and firmware card connectors

Memory card connector

Accessing the MFP system board

Page 82

Installing and removing options

Installing or removing a memory card

After you install memory, verify the computer recognizes your installed memory by:

1 Opening the Printers folder. 2 Right-clicking on the new MFP/printer and select Properties. 3 Selecting the tab that contains installable options.

This may be Install Options, Device Settings, Device, or Options depending on your system.

4 Adding the newly installed options.

Installation

Note: MFP or printer memory cards designed for other Lexmark MFPs or printers may not work with this

MFP.

1 Remove the system board access cover. (See Accessing the MFP system board.)

Warning: MFP memory cards are easily damaged by static electricity. Touch something metal such as the MFP

frame before you touch a memory card.

2 Push open the latches on both ends of the memory card connector. 3 Unpack the memory card.

Avoid touching the connection points along the edge of the card. Save the packaging.

4 Align the notches on the bottom of the card with the notches on the connector. 5 Push the memory card firmly into the connector until the latches on either end of the connector snap into place.

It may require some force to fully seat the card.

6 Make sure each latch fits over the notch on the end of the card.

Installing or removing a memory card

Page 83

Installing and removing options

Removal

1 Remove the system board access cover. (See Accessing the MFP system board.)

Warning: MFP memory cards are easily damaged by static electricity. Touch something metal such as the MFP

frame before you touch a memory card.

2 Push the latches away from the card on both ends of the memory card connector.

The memory card moves out of the connector as the latches open.

3 Pull the memory card out of the connector.

Avoid touching the connection points along the edge of the card.

4 Place the card into the original packaging.

If you do not have the original packaging, wrap the card in paper, and store it in a box.

5 Close both latches.

Installing or removing a memory card

Page 84

Installing and removing options

Installing or removing a flash memory or firmware card

Installation

Note: Flash memory or firmware cards designed for other Lexmark MFPs may not work with this MFP.

1 Remove the system board access cover. (See Accessing the MFP system board.)

Note: If an option card has been installed, you may need to remove the option card before installing the

flash memory or firmware card.

2 Unpack the flash memory or firmware card. 3 Holding the flash memory or firmware card by the locking clips, align the plastic pins on the card with the holes on

the system board.

4 Push the flash memory or firmware card firmly into place, and release the locking clips.

The entire length of the connector on the flash memory or firmware card must touch the system board and be locked into the connector.

Be careful not to damage the connectors.

Connector

Flash memory or firmware card

Installing or removing a flash memory or firmware card

Page 85

Installing and removing options

Removal

1 Remove the system board access cover. (See Accessing the MFP system board.)

Note: If an option card has been installed, you may need to remove the option card before removing the

flash memory or firmware card.

2 Squeeze the flash memory or firmware card locking clips. 3 Pull the card out.

Avoid touching the metal pins on the bottom of the card.

4 Place the flash memory or firmware card in its original packaging.

If you do not have the original packaging, wrap the flash memory or firmware card in paper, and store it in a box.

5 If you removed an option card to access the flash memory or firmware card, reinstall the option card.

Installing or removing a flash memory or firmware card

Page 86

Installing and removing options

Installing an option card

The MFP has one connector that supports the following option cards:

• MarkNet™ N8000 Series internal print server

• RS-232 Serial Interface Card

• Parallel 1284-B Interface Card

• Coax/Twinax Adapter for SCS

Warning: Option cards are easily damaged by static electricity. Touch something metal such as the MFP frame

before you touch an option card.

1 Locate the card connectors on the system board. 2 Remove the screw and the cover plate, and save them. 3 Unpack the card. Save the packaging materials. 4 Align the connection points on the card with the connector on the system board, and push the card firmly into the

system board connector.

5 Insert the screw saved from the cover plate (or the extra screw shipped with the card). 6 Tighten the screw to secure the card.

Screw

Cover plate

Installing an option card

Page 87

Installing and removing options

Replacing the shield

After you have installed options on the MFP system board, follow these steps to reattach the shield and close the doors.

1 Align the keyholes on the shield with the screws on the frame. 2 Slide the shield down onto the screws. 3 Tighten the screws.

4 Close the side door. 5 Close the top front cover. 6 Close the multipurpose feeder.

Replacing the shield

Page 88

Maintaining the MFP

Periodically, you need to complete certain tasks to maintain optimum print quality. These tasks are covered in this chapter and in the printer User’s Guide.

If several people are using the MFP, you may want to designate a key operator to do the setup and maintenance of the MFP. Refer printing problems and maintenance tasks to this key operator.

In the U.S., contact Lexmark at 1-800-539-6275 for information about Lexmark Authorized Supplies Dealers in your area. In other countries or regions, visit the Lexmark Web site at www.lexmark.com, or contact the place where you bought the MFP.

Storing supplies

Choose a cool, clean storage area for the MFP supplies. Store supplies right side up in their original packaging until you are ready to use them.

Do not expose supplies to:

• Direct sunlight

• Temperatures above 35°C (95°F)

• High humidity (above 80%)

• Salty air

• Corrosive gases

• Heavy dust

Maintaining the MFP

Page 89

Maintaining the MFP

Determining the status of supplies

Copy

Fax

FTP

Status/ Supplies

The MFP control panel alerts you once a supply item or maintenance is required. The Print status message bar at the bottom of the touch screen indicates if the MFP is Ready and lets you know if any supplies are low or empty. Touching Status / Supplies on the bottom of the touch screen will open the Status / Supplies screen where you can view the status of the various trays and other supply items.

Ready. 88 Toner low.

Touch any button to begin.

E-mail

Menus

Ordering supplies

To order supplies in the U.S., contact Lexmark at 1-800-539-6275 for information about Lexmark Authorized Supplies Dealers in your area. In other countries or regions, visit the Lexmark Web site at www.lexmark.com, or contact the place where you bought the MFP.

Ordering an ADF pick pad

Order Lexmark part number 40X2538. Order a new pick pad if you experience problems with paper double-feeding through the automatic document feeder or if

you have scanned 40,000 pages.

Ordering an ADF pick roller

Order Lexmark part number 40X2540. Order a new ADF pick roller if you experience problems with paper double-feeding through the automatic document feeder

or if you have scanned 120,000 pages.

Determining the status of supplies

Page 90

Maintaining the MFP

Recycling Lexmark products

To return Lexmark products to Lexmark for recycling:

1 Visit our Web site:

www.lexmark.com/recycle

2 Follow the instructions on the computer screen.

Cleaning the scanner glass and backing material

1 Open the document cover. 2 Dampen a clean, lint-free cloth or cotton swab with isopropyl alcohol (95%). 3 Wipe the scanner glass and backing material by moving the cloth or swab from side to side.

Backing material

4 Close the document cover.

Scanner glass

Recycling Lexmark products

Page 91

Maintaining the MFP

Cleaning the automatic document feeder

The scanner parts can become contaminated with ink, toner particles, or paper coatings. Clean the scanner feed rollers if documents do not feed smoothly or easily, or if several pages feed at one time.

1 Open the ADF document cover. 2 Dampen a clean, lint-free cloth or cotton swab with isopropyl alcohol (95%). 3 Wipe the feed roller by moving the cloth or swab from side to side. 4 Rotate the roller forward with your finger, and repeat step 3 until the entire roller is cleaned.

Roller

5 Close the document cover.

Cleaning the automatic document feeder

Page 92

Maintaining the MFP

Scanner registration

Scanner Registration is a process to align the scan area with the paper location. Two pieces of either letter or A4 dark colored paper are needed for this process.

1 Turn the printer off. 2 Open the document cover. 3 Clean the scanner glass and backing material.

For more information, see Cleaning the scanner glass and backing material.

4 Hold down the number 2 and number 6 keys on the numeric pad. 5 Continue to hold the buttons, and turn the printer on.

Hold the buttons for about 10 seconds while the MFP is powering up, then release the buttons. The MFP will enter the Configuration menu.

6 Touch the down arrow until Automatic Scanner Registration appears. 7 Touch Automatic Scanner Registration. 8 Load the dark colored paper.

a Place a blank piece of dark colored paper (A4 or Letter) on the flatbed.

Position the paper so it is aligned with the upper corner of the plastic guides.

b Close the document cover. c Place a blank piece of dark colored paper (A4 or Letter) in the ADF, and adjust the guides.

Make sure the paper guides are snug against the paper; do not bend the paper.

9 Press Start.

The registration process will scan the pages in the flatbed and ADF, and then display a success or failure message.

If a failure message appeared, do another scanner registration, realign the paper, and verify each step as it is performed. If a second failure message appears, contact an authorized service representative.

10 Touch Exit Configuration Menu.

The printer will reboot and return to the home page.

Scanner registration

Page 93

Maintaining the MFP

Removing the scanner top

Note: The following procedures should be done with two persons.

The scanner top (document cover) uses two locking tabs to prevent accidentally seperation. To remove the document cover:

1 Open the document cover. 2 Lift the cover. 3 Press and hold the locking tabs while lifting the cover.

Note: If the cover is leaning forward, it is difficult to unlock the tabs.

Removing the scanner top

Page 94

Maintaining the MFP

Moving the MFP

Follow these guidelines to move the MFP within the office or to prepare the MFP for shipment.

CAUTION: The printer requires at least two people to lift it safely.

CAUTION: Follow these guidelines to avoid injuring yourself or damaging the MFP.

• Always turn off the MFP using the printer power switch.

• Lock the scanner mechanism.

• Disconnect all cords and cables from the MFP before attempting to move the MFP.

• Remove the scanner from the top of the printer.

• Failure to repackage the MFP properly for shipment can result in damage to the MFP not covered by the MFP

warranty.

• Damage to the MFP caused by improper moving is not covered by warranty.

Moving the MFP within the office

The MFP can be safely moved from one location within an office to another following these precautions:

• The MFP printer and scanner must be turned off.

• The scanner should be removed from the top of the printer.

• The MFP printer and scanner must remain in an upright position.

• Any cart used to move the printer and scanner should have a surface able to support the full footprint of the pieces

being moved.

• Severe jarring movements may cause damage to the MFP and must be avoided.

Preparing the MFP for shipment

To transport the MFP by vehicle or by commercial carrier, the MFP must be repackaged for shipment using the proper packaging. The MFP package must be securely fastened to its pallet. Do not use a shipping or transport method that requires the MFP to be shipped without a pallet. The MFP must stay upright throughout the shipment. If you do not have all the original packaging, contact your local service representative to order the repackaging kit. Additional instructions for repackaging the MFP are provided in the repackaging kit.

Moving the MFP

Page 95

Clearing jams

By carefully selecting print media and loading it properly, you should be able to avoid most paper jams. For more information on avoiding paper jams, see Avoiding jams. If jams do occur, follow the steps outlined in this section.

To resolve the paper jam messages, you must clear the entire paper path, and then touch Continue to clear the message and resume printing. The MFP prints a new copy of the page that jammed if Jam Recovery is set to On or Auto; however, the Auto setting does not guarantee the page will print.

Identifying jams

If the MFP jams, the appropriate jam message will be displayed on the touch screen Print status message bar.

Copy

Fax

Status/ Supplies

FTP

290.01 Paper jam, [x] pages jammed. Leave paper in bin.

E-mail

Menus

Clearing jams

Page 96

Clearing jams

Access doors and trays

The following illustration shows the path that print media travels through the printer. The path varies depending on the input source (trays, multipurpose feeder, envelope feeder) and output bins (finisher, stacker, expander, mailbox) you are using.

The numbers in following illustration indicate the numbers that can appear on the operator panel and designate the general area of a paper jam.

Note: The following illustrations are for illustrative purposes and may not reflect your MFP configuration.

27x Paper Jam 28x Paper Jam

27x Paper

202 Paper Jam

23x Paper Jam

200 Paper Jam

201 Paper Jam

Jam 28x Paper Jam

202 Paper Jam

201 Paper Jam

200 Paper Jam

23x Paper Jam

260 Paper Jam

250 Paper Jam

23x Paper Jam

24x Paper Jam

Doors and trays

CAUTION: Floor-mounted configurations require additional furniture for stability. You must use

either a printer stand or caster base if you are using a 2000-sheet drawer. Certain other configurations also must have a printer stand or caster base. More information is available on our Lexmark Web site at www.lexmark.com/multifunctionprinters.

Path and locations

260 Paper Jam

250 Paper Jam

23x Paper Jam

24x Paper Jam

Access doors and trays

Page 97

Clearing jams

Understanding jam messages

The following table lists the jam messages that can occur and the action necessary to clear the message. The jam message indicates the area where the jam occurred. However, it is best to clear the entire paper path to ensure you have cleared all possible jams. For more information on clearing printer paper jams, refer to the printer User’s Guide located on the printer publications CD.

CAUTION: The inside of the printer may be hot. Allow the printer to cool before touching any internal

components.

Message What to do*

200 and 201 Paper Jam Remove Cartridge

202 Paper Jam Open Rear Door Open the rear door on the printer, and remove the jam.

23x Paper Jam Check Duplex Remove the duplex tray from the duplex unit, raise duplex deflector, and

24x Paper Jam Check Tray <x> Open each tray, and remove any jammed media.

Open the top front cover, remove the print cartridge, and remove the jam.

remove the jam. Open rear duplex door, and remove the jam.

250 Paper Jam Check MP Feeder Remove all media from the multipurpose feeder, flex and stack the media,

260 Paper Jam Check Env Feeder Lift the envelope weight, remove all envelopes, flex and stack the envelopes,

27x Paper Jam Check Bin x Open the output bin rear doors and then remove the jam.

28x Paper Jam Check Finisher Open the finisher top cover and then remove the jam. Open the finisher rear

28x Staple Jam Open the stapler door, remove the staple holder, remove the staple sheet,

290, 291, 292, and 294 Scanner Jams Remove all original documents from the ADF. Open the ADF cover, and

* After clearing the jam, press to resume printing.

reload the multipurpose feeder, and adjust the guide.

reload the envelope feeder, and adjust the guide.

door, then remove the jam.

clear the jam, reinsert the staples and staple holder, and then close the stapler door.

remove any jammed pages. Open the document cover, and remove any jammed pages.

Understanding jam messages

Page 98

Clearing jams

Clearing printer jams

Although there are several places a jam can occur, clearing the paper path is fairly easy depending on the jam message or messages displayed on the operator panel.

Paper jams can occur in four areas: the front of the printer, inside the printer, at the rear of the printer, and the scanner. Jams in the front of the printer occur in the input options or the duplex tray. Jams inside the printer occur in two locations and require the removal of the print cartridge. Jams can occur at the rear of the printer or in one of the output options. Scanner jams can occur as the paper enters the scanner or exits the scanner. Scanner jams can be cleared by opening the ADF cover or the document cover and removing the jam.

Note: For more information on clearing printer paper jams, see Understanding jam messages located on

the printer publications CD. For information on clearing scanner related paper jams, see Clearing scanner jams.

Clearing scanner jams

290, 291, 292, and 294 Scanner Jams

1 Remove all original documents from the ADF. 2 Open the ADF cover, and carefully remove any jammed pages.

If you cannot remove the jammed paper, close the ADF cover, and open the document cover. Carefully remove the jammed paper.

3 Close the document cover.

Clearing printer jams

Page 99

Administrative support

Adjusting control panel brightness

If you are having trouble reading your control panel display, the LCD brightness can be adjusted through the Settings menu.

Brightness

1 Make sure the MFP is on. 2 Touch the Menus button on the home screen. 3 Touch Settings. 4 Touch General Settings. 5 Touch the down arrow until Brightness appears. 6 Touch the left arrow to decrease the brightness, or touch the right arrow to increase the brightness.

Brightness values can be adjusted from 5—100 (100 is the default value).

7 Touch Submit. 8 Touch Home.

Restoring factory default settings

When you first enter the MFP menus from the control panel, you may notice an asterisk (*) to the left of a value in the menus. This asterisk indicates the factory default setting. These settings are the original MFP settings. (Factory defaults may vary for different regions.)

When you select a new setting from the control panel, Submitting Selection appears. When the Submitting Selection message disappears, an asterisk appears next to the setting to identify it as the current user default setting. These settings are active until new ones are stored, or the factory defaults are restored. To restore the original MFP factory default settings:

Warning: All downloaded resources (fonts, macros, and symbol sets) in MFP memory (RAM) will be deleted.

(Resources residing in flash memory or on the hard disk remain unaffected.)

1 Make sure the MFP is on. 2 Touch the Menus button on the home screen. 3 Touch Settings. 4 Touch General Settings. 5 Touch the down arrow until Restore Defaults appears.

Administrative support

Page 100

Administrative support

6 Touch the left arrow or right arrow until Restore Now appears.

When you touch Restore Now, all menu settings return to the factory default values, except:

• The control panel Display Language setting in the Setup menu.

• All settings in the Parallel menu, Serial menu, Network menu, and USB menu.

7 Touch Submit. 8 Touch Home.

Adjusting screen timeout

To adjust the Screen Timeout setting:

1 Make sure the MFP is on. 2 Touch the Menus button on the home screen. 3 Touch Settings. 4 Touch General Settings. 5 Touch the down arrow until Screen Timeout appears. 6 Touch the left arrow to decrease the time, or touch the right arrow to increase the time.

The settings available range from 15—300 minutes.

Adjusting Power Saver

To adjust the Power Saver setting:

1 Make sure the MFP is on. 2 Touch the Menus button on the home screen. 3 Touch Settings. 4 Touch General Settings. 5 Touch the down arrow until Power Saver appears. 6 Touch the left arrow to decrease the time, or touch the right arrow to increase the time.

The settings available range from 2—240 minutes.

Adjusting screen timeout

100

Lexmark T642, 4600 MFP, T644, T640 User Manual

Specifications and Main Features

Frequently Asked Questions

User Manual

Contents

Learning about the MFP

Basic functions of the scanner

Automatic document feeder and flatbed

Understanding the MFP control panel

Home screen and Home screen buttons

Using the LCD touch-screen buttons

Sample screen one

Information on touch-screen buttons

Sample screen two

Information on touch-screen buttons

Other touch-screen buttons

Features

Menus

Copying

Quick copy

Multiple page copying

Using the flatbed

Understanding the copy screens and options

Copying from one size to another

Making transparencies

Copying to letterhead

Copying photographs

Making copies using media from a selected tray

Copying mixed-sized media

Setting the duplex option

Reducing and enlarging copies

Adjusting copy quality

Setting collation options

Placing separator sheets between copies

Setting paper saving options

Placing the date and time at the top of each page

Placing an overlay message on each page

Creating a custom job (job build)

Canceling a copy job

While the document is in the ADF

While copying pages using the flatbed

While the pages are being printed

Copy tips

E-mail

Entering an e-mail address

Using a shortcut number

Using the address book

E-mailing to a profile

Adding e-mail subject and message information

Changing the output file type

E-mailing color documents

Creating an e-mail shortcut

From a computer

From the MFP

Creating an e-mail profile

Canceling an e-mail

Understanding e-mail options

E-mail server setup

Address book setup

Faxing

Sending a fax

Using fax destination shortcuts

Using the address book

Sending faxes from a computer

Creating shortcuts

From a computer

From the MFP

Understanding fax options

Changing the fax resolution

Adjusting the Darkness setting

Sending a fax at a later time

Cancel an outgoing fax

Viewing a fax log

Fax tips

Entering the FTP address

Using a shortcut number

Using the address book

Creating shortcuts

From a computer

From the MFP