Lexmark W840 User Manual

Connection Guide

Page 1 of 2

Connection Guide

Note: For local printing, you must install the printer software (drivers) before connecting the USB cable.

Installing printer and software for local printing using Windows

1 Launch the drivers CD that shipped with the printer.

2Click Install Printer and Software.

Note: Some Windows operating systems require that you have administrative access to install printer

software (drivers) on the computer.

3Click Agree to accept the license agreement.
4 Select Suggested, and then click Next.

The Suggested option is the default installation for local setup. If you need to install utilities, change
settings, or customize device drivers, select Custom. Follow the instructions on the computer screen.

5 Select Local Attach, and click Finish.

Note: It may take a few minutes for the drivers to completely load.

6 Close the drivers CD installer application.
7 Connect the USB cable. Be sure to match the USB symbol on the cable to the USB symbol on the printer.

Note: Only Windows 98 SE, Windows Me, Windows 2000, Windows XP, and Windows Server 2003

operating systems support USB connections. Some UNIX, Linux, and Macintosh computers also
support USB connections. See the computer operating system documentation to see if your system
supports USB.

8 Plug one end of the printer power cord into the socket at the back of the printer and the other end into a

properly grounded outlet.

9 Turn on the printer.

Plugging in the USB cable and turning on the printer prompts the Windows operating system to run the plug
and play screens to install the printer as a new hardware device. The installation of printer software (drivers)
done in step 1 should satisfy the plug and play requirements. When plug and play is finished, a printer
object will appear in your Printers folder.

Note: After the printer completes its internal tests, the Ready message indicates that the printer is ready

to receive jobs. If you see a message other than Ready on the display, see the publications CD for
instructions on clearing the message.

10 Send a test page to print.

Using a parallel or serial cable

For detailed instructions, see the User Guide on the publications CD that shipped with the printer.

Local printing with Mac or UNIX/Linux

For detailed instructions, see the User Guide on the Publications CD that shipped with the printer.

Connection Guide

Page 2 of 2

Installing printer and software for network printing using Windows

1 Make sure the printer is turned off and unplugged.

2 Connect the printer to a LAN drop or hub using an ethernet cable that is compatible with your network.
3 Plug one end of the printer power cord into the socket at the back of the printer and the other end into a

properly grounded outlet.

4 Turn on the printer.

Note: After the printer completes its internal tests, the Ready message indicates that the printer is ready

to receive jobs. If you see a message other than Ready on the display, see the publications CD for
instructions on clearing the message.

5 Go to a computer on the same network, and launch the drivers CD that shipped with the printer.
6Click Install Printer and Software.
7Click Agree to accept the license agreement.
8 Select Suggested, and then click Next.

9 Select Network Attach, and then click Next.
10 Select your printer model from the list, and then click Next.
11 Select your printer port from the list, and then click Finish to complete the installation. A printer object is

created in the Printers folder on the computer.
If your printer port is not listed, click Add Port. Enter the information requested to create a new printer port.

Select the option to create an Enhanced TCP/IP Network Port. Other port options will not give you full
functionality.

12 Send a test page to print.

Other network cabling options

The following may also be available as network options for the printer. More information is available in the User
Guide on the publications CD that shipped with the printer.

• Fiber optic internal print servers

• Ethernet internal print servers

• Wireless internal print servers

• Ethernet external print servers

• Wireless external print servers

Detailed instructions for installation are shipped with the product.

Network printing using Mac, UNIX/Linux, or NetWare

For information about this support, see the User Guide on the publications CD that shipped with the printer.

You can find some additional information on the drivers CD that shipped with the printer. Launch the drivers CD,
and click View Documentation.

Information guide

Page 1 of 1

Information guide

There are numerous publications available to help you
understand the printer and its functions.

Help Menu pages

There are Help Menu pages resident in the printer.
Select to print each individually, or select Print All
to print all of them.

Menu Item: Use it to:

Print All Print all of the guides

Information Guide

(this page)

Print Quality Guide Resolve print quality and

Printing Guide Load media into the printer
Supplies Guide Order supplies
Media Guide See what types of media are

Locate additional information

troubleshooting issues

supported by the printer

The Menus and Messages Guide provides information
to change the printer settings. It describes the menus
available, the menu items under each menu, and the
values available.

Lexmark’s Web site

Copies of the User’s Guide, Setup sheet, Menus and
Messages Guide, and Help Menu pages are available

on Lexmark’s Web site at www.lexmark.com.

Drivers CD

The drivers CD which was shipped with your printer
contains the necessary printer drivers to get the printer
up and running. It may also contain printer utilities,
screen fonts, and additional documentation.

Other languages

The User’s Guide, Setup sheet, Menus and Messages
Guide and Help Menu pages are also available in other

languages on the publications CD.

Print Defects Determine which part may

be causing a repetitive
defect

Menu Map View all menus and menu

items available

Connection Guide Connect the printer as a

local or network printer

Moving Guide Safely move the printer

Setup sheet

The Setup sheet packaged with the printer provides
information about setting up the printer and its options.

Publications CD

The publications CD which was shipped with your
printer contains a User’s Guide, Setup sheet, Menus
and Messages Guide, and a copy of the Help Menu
pages.

The User’s Guide provides information about loading
media, ordering supplies, troubleshooting, clearing
jams, and removing options. It also includes
administrative support information.

Media guide

Page 1 of 2

Media guide

The printer supports the following media sizes. Select custom sizes up to the maximum specified for the Universal
setting.

Legend: ✓ — supported ✘— unsupported

Media size Dimensions 500-sheet trays Multipurpose

feeder

A3 297 x 420 mm

(11.7 x 16.5 in.)

A4 210 x 297 mm

(8.27 x 11.7 in.)

A5* 148 x 210 mm

(5.83 x 8.27 in.)

JIS B4 257 x 364 mm

(10.1 x 14.3 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.)

✓✓✘

✓✓✓

✓✓✘

✓✓✘

✓✓✓

✓✓✓

✓✓✘

✓✓✓

✓✓✘

850+1150-sheet
dual input drawer

Statement 139.7 x 215.9 mm

(5.5 x 8.5 in.)

Tabloi d 279 x 432 mm

(11.0 x 17.0 in.)

Universal** 98.4 x 89.0 mm to

297.0 x 431.8 mm
(3.9 x 3.5 in. to 11.7 x 17.0 in.)

7 ¾ Envelope
(Monarch)

Com 10
Envelope

DL Envelope 110 x 220 mm

C5 Envelope 162 x 229 mm

Other
Envelope

* This size does not appear in the Paper Size menu until Auto Size Sensing is changed. See the User’s Guide for more information.
** This size setting formats the page for 297.0 x 431.8 mm (11.7 x 17.0 in.) unless the size is specified by the software application.

98.4 x 190.5 mm
(3.875 x 7.5 in.)

104.8 x 241.3 mm
(4.12 x 9.5 in.)

(4.33 x 8.66 in.)

(6.38 x 9.01 in.)

98.4 x 89.0 mm to

297.0 x 431.8 mm
(3.9 x 3.5 in. to 11.7 x 17.0 in.)

✓✓✘

✓✓✘

✓✓✘

✘✓✘

✘✓✘

✘✓✘

✘✓✘

✘✓✘

Media guide

Page 2 of 2

Storing media

Use the following guidelines for proper media storage. These help avoid media feeding problems and uneven print
quality:

• For best results, store media in an environment where the temperature is approximately 21°C (70°F) and
the relative humidity is 40%.

• Store cartons of media on a pallet or shelf, rather than directly on the floor.

• When storing individual packages of media 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 the media packages.

Avoiding jams hints

The following hints can help avoid jams:

• Use only recommended paper or specialty media (referred to as media).

• Do not overload the media sources. Make sure the stack height does not exceed the maximum height
indicated by the load line labels in the sources.

• Do not load wrinkled, creased, damp, or curled media.

• Flex, fan, and straighten media before you load it.

• Do not use media that has been cut or trimmed by hand.

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

• Make sure the recommended print side is face-up when loading all trays for simplex (single-sided) printing.

• Keep media stored in an acceptable environment. See “Storing media”.

• Do not remove trays during a print job.

• Push all trays in firmly after loading them.

• Make sure the guides in the trays are properly positioned for the size of media loaded. Make sure the guides
are not placed too tightly against the stack of media.

• Make sure all cables that connect to the printer are correctly attached. See the Setup sheet for more
information.

• If a jam occurs, clear the entire media path. See the User’s Guide for information on the media path.

Menu map

Page 1 of 1

Menu map

A number of menus are available on the operator panel to make it easy to change printer settings. The following
menu map shows the menus and menu items available. For more information about menu items, see the Menus
and Messages Guide on the publications CD. Some menu items may not be available based on the printer model
or options installed.

Paper Menu

Default Source
Paper Size/Type
Configure MP
Substitute Size
Paper Texture
Paper Loading
Custom Types
Universal Setup
Bin Setup

Reports

Menu Settings Page
Device Statistics
Network Setup Page
Network [x] Setup

Page
Profiles List
Print Quick Ref
Netware Setup Page
Print Fonts
Print Directory
Print Demo

Defaults

Setup Menu
Finishing Menu
Quality Menu
Utilities Menu
PDF Menu
PostScript Menu
PCL Emul Menu
PPDS Menu
HTML Menu
Image Menu

Network/Ports

TCP/IP
IPv6
Standard Network
Network [x]
Standard USB
USB [x]
Front USB
Parallel
Parallel [x]
Serial
Serial [x]
Netware
AppleTalk
LexLink

Understanding the operator panel

The operator panel consists of these items:

• 160 x 64 character liquid crystal display (LCD) capable of showing text and graphics

• Eight buttons (Back, Menu, Stop, Select, <, >, ∧, and ∨)

• Indicator light

• USB port

Display panel

BackMenu

Indicator light

Security

Max Invalid PIN
Job Expiration

Help

Print All
Print Quality
Printing Guide
Media Guide
Print Defects
Menu Map
Information Guide
Connection Guide
Moving Guide

USB port Select button

Stop Navigation buttons Numeric pad

For more information on the operator panel, see the User’s Guide on the publications CD.

Moving the printer

Page 1 of 1

Moving the printer

Follow these guidelines to move the printer to another location.

CAUTION: The base printer weighs 49 kg (108 lb). It requires at least two (2) people to lift it safely. Use the

printer handholds to lift it, and make sure your fingers are not under the printer when you set it down.

CAUTION: Follow these guidelines to avoid injuring yourself or damaging the printer:

• Always use at least two people to lift the printer.

• Always turn off the printer using the power switch before moving it.

• Disconnect the power cord from the wall before disconnecting it from the printer.

• Disconnect all cords and cables from the printer before moving it.

• Remove all printer options before moving the printer. Place the options in the original packaging.

Note: Damage to the printer caused by improper moving is not covered by the printer warranty.

Moving the printer and options to another location

When the optional 500-sheet trays or the 850+1150-sheet dual input drawer is attached, the printer can be rolled
along a flat surface, as these options have casters on the bottom. However, if the printer must be moved over an
uneven surface, it should first be lifted away from these options prior to moving.

The printer and options can be safely moved to another location by following these precautions:

• Keep the printer in an upright position.

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

• Severe jarring movements may cause damage to the printer and options, and must be avoided.

Printing guide

Page 1 of 4

Printing guide

Get the most from the printer by properly loading the trays, and setting the types and sizes for media.

Loading paper

General guidelines

• Do not overload the media sources.

• Make sure the stack height does not exceed the maximum height indicated by the labels on the guides.
Overloading may cause jams.

• Never mix media types within a tray.

Loading 500-sheet trays

Do not remove trays while a job prints or while Busy blinks on the operator panel. Doing so may cause a jam.

1 Pull out the tray.

Printing guide

Page 2 of 4

2 Squeeze the side guide tab, and slide the guide to outside of the tray.
3 Squeeze the front guide tab and slide the guide to the correct position for the size paper you are loading.

4 Flex the sheets back and forth to loosen them, then fan them. Do not fold or crease the paper. Straighten

the edges on a level surface.

5 Load paper in the tray with the print side up.

Note: For information about loading paper in the short-edge feed position, see the User’s Guide.

Printing guide

Page 3 of 4

6 Squeeze the side guide tab, and slide the guide until it lightly rests against the edge of the paper.

7 Insert the tray into the printer.

For loading other sources, see “For more information” on page 4.

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 and the Ready message appears.

2 Press ∨ until
3 Press ∨ until
4 Press ∨ until

✓ appears beside Paper Menu, and then press ✓.
✓ appears beside Paper Type (or Paper Size), and then press ✓ .
✓ appears beside Tray x Type (or Tray x Size), and then press ✓ .

5 Press ∨ to scroll through a list of possible paper types (or sizes) to locate the correct type or size. Make

sure the type or size is highlighted with

✓ beside it, and then press then press ✓. This saves this setting

as the new user default type or size setting.
The message Submitting Selection appears. The printer returns to the Ready state.

Printing guide

Page 4 of 4

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 paper” on page 1 for help.

2 From the printer operator panel, set the Paper Type and Paper Size according to the media you loaded.

See “Setting the Paper Type and Paper Size” on page 3 for help.

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

loaded.

a From a word processor, spreadsheet, browser, or other application, select File
b Click Properties (or Options, Printer, or Setup, depending on the application) to view the printer driver

settings.

c Select the tray containing the specialty media from the Form Source list box.
d Select the media type (transparencies, envelopes, and so on) from the Media Type list box.
e Select the size of the specialty media from the Form Type list box.

4Click OK, and then send the print job as usual.

Æ Print.

For more information

For information on See

Media Media Guide available in the Help Menu
Loading the multipurpose feeder User’s Guide on the publications CD
Loading the 850+1150-sheet dual input trays
Loading the 2000-sheet high capacity feeder

Print quality and troubleshooting

Page 1 of 5

Print quality and troubleshooting

Many print quality problems can be solved by replacing a supply or maintenance item that has reached the end
of its intended life. Check the operator panel for a message about a printer consumable. See the User’s Guide
for information about other ways to identify consumables that need to be replaced.

The Quality Menu operator panel options can be adjusted to help improve print quality. For more information
about these menu options, refer to the Menus and Messages Guide on the publications CD.

Menu selection Purpose Values

Print Resolution Defines the number of dots printed per inch

(dpi).

Toner Darkness Lightens or darkens printed output and

conserves toner.

Brightness Adjusts the gray value of printed objects. -6 – +6 0* is the default setting.
Contrast Adjusts the contrast of printed objects. 0–5 0* is the default setting.

600 dpi
1200 dpi
2400 Image Quality*

1–10 8* is the default setting.

Select a lower number to lighten
the printed output or save toner.

In addition, the Enhance Fine Lines and Gray Correction options can be enabled to improve print quality. These
settings are available on the driver and on the printer Embedded Web Server (EWS) interface. For more
information about these options, refer to the driver help.

Driver option Purpose Values

Enhance Fine Lines A selection to enable a print mode preferable for

certain files containing fine line detail, such as
architectural drawings, maps, electronic circuit
diagrams and flow charts.

Gray Correction Automatically adjusts the contrast

enhancement applied to images.
Note: When set to Auto, this feature disables

the manual Brightness and Contrast controls.

†

Values marked by an asterisk (*) are the factory default settings.

On In the driver, enable the check box.
Off* In the driver, disable the check box.

Auto* In the driver, enable the check box.
Off In the driver, disable the check box.

†

Print quality and troubleshooting

Page 2 of 5

The information in the following table may help you solve print quality problems. If these suggestions still do not
correct the problem, call for service. You may have a printer part that requires adjustment or replacement.

Problem Action

Print is too light. • The toner may be low. To utilize the remaining toner, remove the cartridge by gripping the

handles with both hands. With the cartridge arrows pointing downward, shake the print
cartridge back and forth. Reinstall the cartridge and then press .

ABC
DEF

Toner smears or print
comes off the page.

ABC
DEF

Toner appears on the back
of the printed page.

Toner fog or background
shading appears on the
page.

• Change the Toner Darkness setting in the Quality Menu.

• If you are printing on an uneven print surface, change the Paper Weight and Paper Texture

settings in the Paper Menu.

• Verify the correct print media is being used.

• If you are printing on an uneven print surface, change the Paper Weight and Paper Texture

settings in the Paper Menu.

• Verify the print media is within the printer specifications. See the User’s Guide for more

details.

If the problem continues, turn the printer off and contact the place you bought your printer.

Toner is on the transfer roll. To help prevent this, do not load print media that is smaller than
the page size of the job to be printed.

Open and close the printer top front cover to run the printer setup cycle and clean the transfer
roll.

• Check the print cartridge to make sure it is installed correctly.

• Replace the print cartridge.

ABC
DEF

Entire page is white. • Make sure the packaging material is removed from the print cartridge.

• Check the print cartridge to be sure it is installed correctly.

• The toner may be low. To utilize the remaining toner, remove the cartridge by gripping the

handles with both hands. With the cartridge arrows pointing downward, shake the print
cartridge back and forth. Reinstall the cartridge, and then press .

Problem Action

ABC
DEF

Print quality and troubleshooting

Page 3 of 5

Streaks appear on the
page.

ABC

• The toner may be low. To utilize the remaining toner, remove the cartridge by gripping the

handles with both hands. With the cartridge arrows pointing downward, shake the print
cartridge back and forth. Reinstall the cartridge and then press .

• If you are using preprinted forms, make sure the ink can withstand temperatures of 212°C

(414°F).

DEF

Printing is too dark. Change the Toner Darkness setting in the Quality Menu. See the Menus and Messages

Guide on the publications CD for more information.

Note: Macintosh computer users should make sure the lines per inch (lpi) setting is not set
too high in the software application.

ABC
DEF

Characters have jagged or
uneven edges

• Change the Print Resolution setting in the Quality Menu to 600 dpi, 1200 dpi or 2400 IQ.

Refer to the Menus and Messages Guide on the Publications CD for more settings
information.

• If you are using downloaded fonts, verify the fonts are supported by the printer, the host

computer, and the software application.

Part or all of the page is
printed in black.

Check the print cartridge to see if it is installed correctly.

Problem Action

ABC
DEF

Print quality and troubleshooting

Page 4 of 5

The job prints, but the top
and side margins are
incorrect.

• Make sure the Paper Size setting in the Paper Menu is correct.

• Make sure the margins are set correctly in your software application.

ABC
DEF

Ghost images appear. • Make sure the Paper Type setting in the Paper Menu is correct.

• Replace the photoconductor kit.

Gray background prints • The Toner Darkness setting may be too dark. Change the Toner Darkness setting in the

Quality Menu. See the Menus and Messages Guide on the publications CD for more
information.

• The toner cartridge may be defective. Replace the toner cartridge.

Repeating defects appear Either the toner cartridge, the photoconductor kit, or the fuser is defective. See “Print quality

troubleshooting” for more information.

Some of the print is cut off
on the sides, top, or bottom
of the media.

Move the guides in the tray to the proper positions for the size loaded.

Print is skewed, or
inappropriately slanted.

Transparency print quality
is poor.

• Use only transparencies recommended by the printer manufacturer.

• Make sure the Paper Type setting in the Paper Menu is set to Transparency.

Print quality troubleshooting

To help isolate print quality problems, print the Print Quality Test Pages.

Print quality and troubleshooting

Page 5 of 5

Note: A

✓ (check mark) appears to the left of an item to indicate that it is highlighted.

1 Turn the printer off.

2 Hold down

✓ and >, and turn the printer on.

The Performing Self Test message appears followed by Config Menu.

3 Press ∨ until Prt Quality Pgs is highlighted, and then press

✓.

The pages are formatted. The Printing Quality Test Pages message appears, then the pages print.
The message remains on the operator panel until all the pages print.

After the Print Quality Test Pages print, to exit the Config Menu:

4 Press ∨ until Exit Config Menu is highlighted, and then press

✓.

5 The messages Resetting Printer and Performing Self Test appear, and the printer returns to

Ready.

Once the pages print, use the defect spacing chart as follows to correct the print quality problem. To obtain the
defect spacing measurement, count the number of black lines between each print defect.

Measurement Problem Solution

Print quality defect repeats at every 6 units. Photoconductor kit Replace the photoconductor kit.
Print quality defect repeats at every 15 units. Photoconductor kit Replace the photoconductor kit.
Print quality defect repeats at every 7 or 8 units. Toner cartridge Replace the toner cartridge.
Print quality defect repeats at every 22 units. Fuser Replace the fuser.

If another type of print quality problem exists, see the Troubleshooting chapter in the User’s Guide on the
publications CD.

Print defects guide

j

Print defects guide

Page 1 of 1

Match a set of repeating defects on a print

ob to the marks on one of the vertical lines.
The line that best matches the defects on
the print job indicates which particular part
is causing the defect.

photoconductor kit.

For example, the distance
between these two marks
represents a repeating
defect that occurs every
44 mm (1.73 in.), which
means the photoconductor
kit needs replacing.

If the defect appears on the printed side of a single-sided print

job, change the photoconductor kit.

If the defect appears on the back, change the fuser.

94.2 mm
(3.71 in.)

Change the

44 mm

(1.73 in.)

Change the

fuser.

78.5 mm
(3.09 in.)

Change the

transfer roller.

58.7 mm
(2.31 in.)

Supplies guide

Page 1 of 1

Supplies guide

The following table lists the part numbers for ordering supply items:

Part name Part number

High Yield Toner Cartridge W84020H
Photoconductor Kit W84030H
Maintenance kit (low voltage) 25A0014
Maintenance kit (high voltage) 25A0015
Staple Cartridge 25A0013

For information about conserving supplies, see the User’s Guide on the publications CD.