Lexmark T642, 4600 MFP, T644, T640 User Manual

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

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.

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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.

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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.

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

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

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

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

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

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

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

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

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

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

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.

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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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