Olivetti d-Color MF920, d-Color MF923 Operation Manual

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d-Color MF920

d-Color MF923

OPERATION GUIDE

Code: 556701en

Contents

Safety information...........................................................................10

Learning about the printer.............................................................12

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

Printer configurations........................................................................................................................................................13

Basic functions of the scanner........................................................................................................................................13

Understanding the ADF and scanner glass................................................................................................................14

Understanding the printer control panel...................................................................................................................14

Additional printer setup..................................................................20

Installing internal options................................................................................................................................................20

Available options ............................................................................................................................................................................ 20

Installing a memory card ............................................................................................................................................................. 20

Installing a flash memory or font card .................................................................................................................................... 24

Installing hardware options.............................................................................................................................................27

Installing an optional tray or drawer ....................................................................................................................................... 27

Attaching cables..................................................................................................................................................................28

Verifying printer setup.......................................................................................................................................................29

Printing menu settings pages .................................................................................................................................................... 30

Printing a network setup page .................................................................................................................................................. 30

Setting up the printer software......................................................................................................................................30

Installing printer software ........................................................................................................................................................... 30

Updating available options in the printer driver................................................................................................................. 31

Setting up wireless printing.............................................................................................................................................31

Information you will need to set up the printer on a wireless network...................................................................... 31

Installing the printer on a wireless network (Windows) ................................................................................................... 32

Installing the printer on a wireless network (Macintosh)................................................................................................. 34

Installing the printer on a wired network .............................................................................................................................. 36

Minimizing your printer's environmental impact.....................39

Saving paper and toner.....................................................................................................................................................39

Using recycled paper and other office papers ..................................................................................................................... 39

Conserving supplies....................................................................................................................................................................... 40

Saving energy.......................................................................................................................................................................41

Using Eco-Mode .............................................................................................................................................................................. 41

Reducing printer noise ................................................................................................................................................................. 41

Adjusting Power Saver.................................................................................................................................................................. 42

Contents

Loading paper and specialty media.............................................43

Linking and unlinking trays.............................................................................................................................................43

Linking trays...................................................................................................................................................................................... 43

Unlinking trays ................................................................................................................................................................................. 43

Assigning a Custom Type name................................................................................................................................................ 43

Setting the Paper Size and Paper Type........................................................................................................................44

Configuring Universal paper settings..........................................................................................................................44

Loading the standard 250-sheet tray ..........................................................................................................................45

Loading the 650-sheet duo drawer..............................................................................................................................47

Using the multipurpose feeder......................................................................................................................................48

Using the manual feeder..................................................................................................................................................50

Paper and specialty media guide..................................................52

Paper guidelines..................................................................................................................................................................52

Paper characteristics...................................................................................................................................................................... 52

Unacceptable paper ...................................................................................................................................................................... 53

Selecting paper................................................................................................................................................................................ 53

Selecting preprinted forms and letterhead........................................................................................................................... 53

Storing paper........................................................................................................................................................................54

Supported paper sizes, types, and weights...............................................................................................................54

Paper sizes supported by the printer ...................................................................................................................................... 54

Paper types supported by the printer..................................................................................................................................... 55

Paper types and weights supported by the printer ........................................................................................................... 56

Paper capacities............................................................................................................................................................................... 57

Printing...............................................................................................59

Printing a document..........................................................................................................................................................59

Printing on specialty media.............................................................................................................................................60

Tips on using letterhead............................................................................................................................................................... 60

Tips on using transparencies ...................................................................................................................................................... 61

Tips on using envelopes............................................................................................................................................................... 61

Tips on using paper labels........................................................................................................................................................... 62

Tips on using card stock ............................................................................................................................................................... 63

Printing from a flash drive................................................................................................................................................64

Supported flash drives and file types...........................................................................................................................65

Printing photos from a PictBridge-enabled digital camera.................................................................................65

Printing information pages..............................................................................................................................................66

Printing a font sample list............................................................................................................................................................ 66

Printing a directory list.................................................................................................................................................................. 66

Printing the print quality test pages........................................................................................................................................ 66

Contents

Canceling a print job..........................................................................................................................................................67

Canceling a print job from the printer control panel ........................................................................................................ 67

Canceling a print job from the computer .............................................................................................................................. 67

Copying...............................................................................................69

Making copies.......................................................................................................................................................................69

Making a quick copy...................................................................................................................................................................... 69

Copying using the ADF................................................................................................................................................................. 69

Copying using the scanner glass .............................................................................................................................................. 70

Copying photos....................................................................................................................................................................70

Copying on specialty media............................................................................................................................................70

Copying to transparencies .......................................................................................................................................................... 70

Copying to letterhead................................................................................................................................................................... 71

Customizing copy settings...............................................................................................................................................71

Copying from one size to another............................................................................................................................................ 71

Making copies using paper from a selected tray ................................................................................................................ 72

Copying on both sides of the paper (duplexing) ................................................................................................................ 72

Reducing or enlarging copies .................................................................................................................................................... 73

Making a copy lighter or darker ................................................................................................................................................ 73

Adjusting copy quality.................................................................................................................................................................. 74

Collating copies............................................................................................................................................................................... 74

Placing separator sheets between copies ............................................................................................................................. 75

Copying multiple pages onto a single sheet ........................................................................................................................ 75

Canceling a copy job..........................................................................................................................................................76

Improving copy quality.....................................................................................................................................................76

E-mailing............................................................................................77

Getting ready to e-mail.....................................................................................................................................................77

Setting up the e-mail function ................................................................................................................................................... 77

Setting up the address book ...................................................................................................................................................... 78

Creating an e-mail shortcut using the Embedded Web Server..........................................................................78

E-mailing a document........................................................................................................................................................78

Sending an e-mail using the keypad ....................................................................................................................................... 78

Sending an e-mail using a shortcut number ........................................................................................................................ 79

Sending an e-mail using the address book ........................................................................................................................... 80

Canceling an e-mail............................................................................................................................................................80

Faxing.................................................................................................81

Getting the printer ready to fax......................................................................................................................................81

Initial fax setup................................................................................................................................................................................. 82

Choosing a fax connection.......................................................................................................................................................... 83

Connecting to an analog telephone line ............................................................................................................................... 84

Contents

Connecting to a DSL service ....................................................................................................................................................... 84

Connecting to a PBX or ISDN system....................................................................................................................................... 85

Connecting to a Distinctive Ring Service ............................................................................................................................... 85

Connecting a telephone or answering machine to the same telephone line..........................................................86

Connecting to an adapter for your country or region....................................................................................................... 87

Connecting to a computer with a modem............................................................................................................................ 92

Setting the outgoing fax name and number........................................................................................................................ 94

Setting the date and time............................................................................................................................................................ 94

Turning daylight saving time on or off ................................................................................................................................... 94

Sending a fax.........................................................................................................................................................................95

Sending a fax using the printer control panel...................................................................................................................... 95

Sending a fax using the computer ........................................................................................................................................... 95

Creating shortcuts...............................................................................................................................................................96

Creating a fax destination shortcut using the Embedded Web Server....................................................................... 96

Creating a fax destination shortcut using the printer control panel ........................................................................... 97

Using shortcuts and the address book........................................................................................................................98

Using fax destination shortcuts ................................................................................................................................................. 98

Using the address book................................................................................................................................................................ 98

Customizing fax settings...................................................................................................................................................98

Changing the fax resolution ....................................................................................................................................................... 98

Making a fax lighter or darker .................................................................................................................................................... 99

Sending a fax at a scheduled time............................................................................................................................................ 99

Viewing a fax log...........................................................................................................................................................................100

Canceling an outgoing fax.............................................................................................................................................100

Understanding fax options............................................................................................................................................100

Original Size ....................................................................................................................................................................................100

Mode .................................................................................................................................................................................................100

Sides (Duplex) ................................................................................................................................................................................101

Resolution........................................................................................................................................................................................101

Darkness...........................................................................................................................................................................................101

Improving fax quality.......................................................................................................................................................101

Forwarding a fax................................................................................................................................................................101

Scanning to an FTP address.........................................................103

Scanning to an FTP address..........................................................................................................................................103

Scanning to an FTP address using the keypad ..................................................................................................................103

Scanning to an FTP address using a shortcut number....................................................................................................104

Creating an FTP shortcut using the Embedded Web Server.............................................................................104

Scanning to a computer or USB flash memory device...........105

Scanning to a computer.................................................................................................................................................105

Scanning to a USB flash memory device..................................................................................................................106

Contents

Understanding scan to computer options..............................................................................................................107

Sides (Duplex) ................................................................................................................................................................................107

Darkness...........................................................................................................................................................................................107

Improving scan quality...................................................................................................................................................107

Using the Scan Center software...................................................................................................................................107

Understanding the Scan Center features.............................................................................................................................107

Clearing jams...................................................................................108

Avoiding jams.....................................................................................................................................................................108

Understanding jam numbers and locations...........................................................................................................109

200 paper jam.....................................................................................................................................................................110

201 paper jam.....................................................................................................................................................................110

202 paper jam.....................................................................................................................................................................111

230 paper jam.....................................................................................................................................................................113

235 paper jam.....................................................................................................................................................................113

242 and 243 paper jams.................................................................................................................................................113

250 paper jam.....................................................................................................................................................................114

290 paper jam.....................................................................................................................................................................114

Understanding printer menus.....................................................116

Menus list.............................................................................................................................................................................116

Supplies menu...................................................................................................................................................................117

Paper menu.........................................................................................................................................................................117

Default Source menu...................................................................................................................................................................117

Size/Type menu.............................................................................................................................................................................118

Paper Texture menu ....................................................................................................................................................................120

Paper Weight menu.....................................................................................................................................................................122

Paper Loading menu ...................................................................................................................................................................123

Custom Types menu....................................................................................................................................................................124

Custom Scan Sizes menu ...........................................................................................................................................................125

Universal Setup menu.................................................................................................................................................................125

Reports menu.....................................................................................................................................................................126

Reports menu.................................................................................................................................................................................126

Network/Ports....................................................................................................................................................................127

Active NIC menu............................................................................................................................................................................127

Network menu ...............................................................................................................................................................................127

Wireless menu................................................................................................................................................................................128

USB menu ........................................................................................................................................................................................129

Settings menu....................................................................................................................................................................131

General Settings menu ...............................................................................................................................................................131

Contents

Copy Settings menu ....................................................................................................................................................................134

Fax Settings menu........................................................................................................................................................................136

Flash Drive menu ..........................................................................................................................................................................142

Print Settings ..................................................................................................................................................................................145

Set Date and Time ........................................................................................................................................................................154

Understanding printer messages...............................................157

List of status and error messages................................................................................................................................157

Maintaining the printer.................................................................172

Storing supplies.................................................................................................................................................................172

Checking the status of supplies...................................................................................................................................172

Checking the status of supplies from the printer control panel..................................................................................172

Checking the status of supplies from a network computer..........................................................................................172

Ordering supplies..............................................................................................................................................................173

Ordering toner cartridges..........................................................................................................................................................173

Ordering imaging kits .................................................................................................................................................................173

Ordering a waste toner bottle..................................................................................................................................................173

Replacing supplies............................................................................................................................................................173

Replacing the waste toner bottle ...........................................................................................................................................173

Replacing a black imaging kit ..................................................................................................................................................176

Replacing a black and color imaging kit ..............................................................................................................................182

Replacing a toner cartridge.......................................................................................................................................................187

Replacing a developer unit .......................................................................................................................................................189

Cleaning the exterior of the printer............................................................................................................................195

Cleaning the scanner glass............................................................................................................................................196

Moving the printer............................................................................................................................................................196

Before moving the printer.........................................................................................................................................................196

Moving the printer to another location................................................................................................................................197

Shipping the printer ....................................................................................................................................................................197

Administrative support.................................................................198

Restoring the factory default settings.......................................................................................................................198

Using the Embedded Web Server...............................................................................................................................198

Setting up e-mail alerts...................................................................................................................................................199

Viewing reports..................................................................................................................................................................199

Troubleshooting.............................................................................200

Solving basic printer problems....................................................................................................................................200

Solving printing problems.............................................................................................................................................200

Multiple-language PDFs do not print....................................................................................................................................200

Contents

Printer control panel display is blank or displays only diamonds...............................................................................200

Error message about reading USB drive appears..............................................................................................................200

Jobs do not print...........................................................................................................................................................................201

Job takes longer than expected to print..............................................................................................................................201

Job prints from the wrong tray or on the wrong paper .................................................................................................202

Incorrect or strange characters print.....................................................................................................................................202

Tray linking does not work........................................................................................................................................................202

Large jobs do not collate ...........................................................................................................................................................202

Unexpected page breaks occur...............................................................................................................................................203

Solving copy problems...................................................................................................................................................203

Copier does not respond ...........................................................................................................................................................203

Scanner unit does not close......................................................................................................................................................203

Poor copy quality..........................................................................................................................................................................204

Partial document or photo copies..........................................................................................................................................205

Solving scanner problems.............................................................................................................................................205

Checking an unresponsive scanner .......................................................................................................................................205

Scan was not successful .............................................................................................................................................................206

Scanning takes too long or freezes the computer............................................................................................................206

Poor scanned image quality .....................................................................................................................................................206

Partial document or photo scans ............................................................................................................................................207

Cannot scan from a computer .................................................................................................................................................207

Solving fax problems.......................................................................................................................................................207

Caller ID is not shown..................................................................................................................................................................207

Cannot send or receive a fax.....................................................................................................................................................208

Can send but not receive faxes................................................................................................................................................209

Can receive but not send faxes................................................................................................................................................210

Received fax has poor print quality........................................................................................................................................211

Blocking junk faxes.......................................................................................................................................................................211

Solving option problems................................................................................................................................................212

Option does not operate correctly or quits after it is installed ....................................................................................212

Drawers.............................................................................................................................................................................................212

Multipurpose feeder ....................................................................................................................................................................213

Memory card ..................................................................................................................................................................................213

Solving paper feed problems.......................................................................................................................................213

Paper frequently jams .................................................................................................................................................................213

Paper jam message remains after jam is cleared ..............................................................................................................214

Page that jammed does not reprint after you clear the jam.........................................................................................214

Solving print quality problems....................................................................................................................................214

Blank pages.....................................................................................................................................................................................214

Characters have jagged or uneven edges ...........................................................................................................................215

Clipped images ..............................................................................................................................................................................215

Dark lines .........................................................................................................................................................................................216

Gray background ..........................................................................................................................................................................216

Contents

Incorrect margins..........................................................................................................................................................................216

Light colored line, white line, or incorrectly colored line...............................................................................................217

Paper curl.........................................................................................................................................................................................217

Print irregularities .........................................................................................................................................................................218

Repeating defects .........................................................................................................................................................................218

Skewed print...................................................................................................................................................................................219

Print is too light .............................................................................................................................................................................219

Print is too dark..............................................................................................................................................................................220

Solid color pages...........................................................................................................................................................................221

Toner fog or background shading appears on the page ...............................................................................................222

Toner rubs off.................................................................................................................................................................................222

Toner specks...................................................................................................................................................................................223

Transparency print quality is poor..........................................................................................................................................223

Uneven print density ...................................................................................................................................................................223

Solving color quality problems....................................................................................................................................224

Color misregistration ...................................................................................................................................................................224

FAQ about color printing...........................................................................................................................................................224

Embedded Web Server does not open.....................................................................................................................227

Check the network connections .............................................................................................................................................227

Check the network settings ......................................................................................................................................................227

Contacting Customer Support.....................................................................................................................................227

Notices..............................................................................................228

Product information.........................................................................................................................................................228

Edition notice.....................................................................................................................................................................228

Power consumption.........................................................................................................................................................230

Index.................................................................................................241

Contents

Safety information

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

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

CAUTION—POTENTIAL INJURY: This product uses a laser. Use of controls or adjustments or performance of procedures other than those specified herein may result in hazardous radiation exposure.

This produ ct uses a printing pr ocess that heats th e print media, and the he at may cause the med ia to release emissions. You must unders tand the section in your op erating instructions tha t discusses the guidelines for selectin g print media to avoid the possibility of harmful emissions.

Use care when you replace a lithium battery.

CAUTION—POTENTIAL INJURY: There is a danger of explosion if a lithium battery is incorrectly replaced. Replace it only with the same or an equivalent type of lithium battery. Do not recharge, disassemble, or incinerate a lithium battery. Discard used batteries according to the manufacturer's instructions and local regulations.

CAUTION—HOT SURFACE: The inside of the printer might be hot. To reduce the risk of injury from a hot component, allow the surface to cool before touching.

CAUTION—POTENTIAL INJURY: The printer weight is greater than 18 kg (40 lb) and requires two or more trained personnel to lift it safely.

CAUTION—POTENTIAL INJURY: Before moving the printer, follow these guidelines to avoid personal injury or printer damage:

• Turn the printer off using the power switch, and then unplug the power cord from the wall outlet.

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

• Lift the printer off the optional drawer, and set it aside instead of trying to lift the drawer and printer at the same

time.

Note: Use the handholds located on both sides of the printer to lift it off the optional drawer.

Use only the power cord provided with this product or the manufacturer's authorized replacement.

CAUTION—POTENTIAL INJURY: To reduce risk of fire, use only the telecommunications (RJ-11) cord provided with this product or a UL Listed 26 AWG or larger replacement when connecting this product to the public switched telephone network.

CAUTION—SHOCK HAZARD: If you are accessing the system board or installing optional hardware or memory devices sometime after setting up the printer, then turn the printer off, and unplug the power cord from the wall outlet before continuing. If you have any other devices attached to the printer, then turn them off as well, and unplug any cables going into the printer.

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

This product is designed, tested, and approved to meet strict global safety standards with the use of specific manufacturer's components. The safety features of some parts may not always be obvious. The manufacturer is not responsible for the use of other replacement parts.

CAUTION—POTENTIAL INJURY: Do not cut, twist, bind, crush, or place heavy objects on the power cord. Do not subject the power cord to abrasion or stress. Do not pinch the power cord between objects such as furniture and walls. If any of these things happen, a risk of fire or electrical shock results. Inspect the power cord regularly for signs of such problems. Remove the power cord from the electrical outlet before inspecting it.

Safety information

Refer service or repairs, other than those described in the user documentation, to a professional service person.

CAUTION—SHOCK H AZARD: To avoid the risk of el ectric shock when cleani ng the exterior of the printer, unplug the power cord from the wall outlet and disconnect all cables from the printer before proceeding.

CAUTION—SHOCK HAZARD: Do not use the fax feature during a lightning storm. Do not set up this product or make any elect rical or cabling connect ions, such as the fax feature, p ower cord, or telephone, dur ing a lightning storm.

CAUTION—TIPPING HAZARD: Floor-mounted configurations require additional furniture for stability. You must use either a printer stand or printer base if you are using a high-capacity input tray, a duplex unit and an input option, or more than one input option. If you purchased a multifunction printer (MFP) that scans, copies, and faxes, you may need additional furniture. For more information, see the safety sheet that came with your printer.

SAVE THESE INSTRUCTIONS.

Safety information

Learning about the printer

Selecting a location for the printer

When selecting a location for the printer, leave enough room to open trays, covers, and doors. If you plan to install any options, leave enough room for them also. It is important to:

• Make sure airflow in the room meets the latest revision of the ASHRAE 62 standard.

• Provide a flat, sturdy, and stable surface.

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

• Allow the following recommended amount of space around the printer for proper ventilation:

1 102 mm (4 in.)

2 508 mm (20 in.)

3 152 mm (6 in.)

4 76 mm (3 in.)

5 254 mm (10 in.)

Learning about the printer

Printer configurations

Basic models

1 Printer control panel

Automatic Document Feeder (ADF)

3 Standard exit bin

Top door latch

Right side cover

Standard 250-sheet tray (Tray 1)

Manual feeder

8 650-sheet duo drawer with integrated multipurpose feeder (Tray 2)

Basic functions of the scanner

The scanner provides copy, fax, and scan-to-network capability for workgroups. You can:

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

• Send a fax using the printer control panel.

• Send a fax to multiple fax destinations at the same time.

• Scan documen ts and send them to you r computer, an e-mail address , an FTP server, or a USB flas h memory device.

Learning about the printer

Understanding the ADF and scanner glass

Automatic Document Feeder (ADF) Scanner glass

Use the ADF for multiple-page documents.

Use the scanner glass for single pages, small items (such as postcards or photos), transparencies, photo paper, or thin media (such as magazine clippings).

You can use the ADF or the scanner glass to scan documents.

Using the ADF

The ADF can scan multiple pages including duplex (two-sided) pages. When using the ADF:

Note: Duplex scanning is not available on selected printer models.

• Load the document into the ADF faceup, short edge first.

• Load up to 50 sheets of plain paper into the ADF.

• Scan sizes from 125 x 216 mm (4.9 x 8.5 in.) wide to 127 x 356 mm (5 x 14 in.) long.

• Scan media weights from 52 to 120 g/m

(14 to 32 lb).

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

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

Using the scanner glass

The scanner glass can be used to scan or copy single pages or book pages. When using the scanner glass:

• Place a document facedown on the scanner glass in the corner with the green arrow.

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

• Copy books up to 12.7 mm (0.5 in.) thick.

Understanding the printer control panel

Note: Some features are not available on selected printer models.

Learning about the printer

Item Description

Selections and settings Selec t a function such as Copy, Scan, Emai l, or Fax. Change default copy and s can settings

such as the number of copies, duplex printing, copy options, and scaling. Use the address book when scanning to e-mail.

Display area View scanning, c opying, faxing, and pr inting options as well as status and error messages.

Access the administration menus, start, stop, or cancel a print job.

Keypad area Enter numbers, letters, or symbols on the display, print using the USB flash memory

device, or change the default fax settings.

Item Description

Copy

Press the Copy button to enter the copy function.

2 Mode Press the Mode button to enhance copy, scan, e-mail, or fax quality. Choose from Text,

Text/Photo, or Photo.

Learning about the printer

Item Description

Copies

Press the Copies button to enter the number of copies to print.

Scale

Press the Scale button to change the size of the copied document to fit onto the currently selected paper size.

5 Options Press the Options button to change Original Size, Paper Source, Paper Saver, and Collate settings.

Address Book

Press to enter the address book.

Darkness

Press the Darkness button to adjust the current darkness settings.

Duplex 2-Sided

Press the Duplex 2-Sided button to scan or print on both sides of the paper.

9 Fax Press the Fax button to enter the fax function.

Note: Fax mode is not available on selected printer models.

Scan/Email

Press the Scan/Email button to enter the scan or scan to e-mail function.

Learning about the printer

Item Description

1 Menu

Press to enter the administration menus.

Display View scanning, copying, faxing, and printing options as well as status and error messages

Note: The fax feature is not available on selected printer models.

3 Stop/Cancel

Press to stop all printer activity.

Colour start

Press to copy or scan in color.

5 Black start

Press to copy or scan in black and white.

Right arrow

Press to scroll right.

Select

Press to accept menu selections and settings.

Learning about the printer

Item Description

Left arrow

Press to scroll left.

Indicator light Indicates the printer status:

• Off—The power is off.

• Blinking green—The printer is warming up, processing data, or printing.

• Solid green—The printer is on, but idle.

• Blinking red—Operator intervention is needed.

Back

Press to return one screen at a time to the Ready screen.

Note: An error beep sounds when you press

if a flash drive is connected and the USB menu is

displayed.

Item Description

Redial/Pause

• Press the Redial/Pause button to cause a two- or three-second dial pause in a fax number.

In the Fax To: field, a Dial Pause is represented by a comma (,).

• From the home screen, press the Redial/Pause button to redial a fax number.

• The button functions only within the Fax menu or with fax functions. When outside of the

Fax menu, fax function, or home screen, pressing the Redial/Pause button causes an error beep.

The fax buttons and USB port are not available on selected printer models.

Learning about the printer

Item Description

Keypad Enter numbers, letters, or symbols on the display.

Front USB port

Lets you scan to a flash drive or print supported file types Note: When a USB flash memory device is inserted into the printer, the printer can only scan

to the USB device or print files from the USB device. All other printer functions are unavailable.

4 Shortcuts

Press to enter the shortcut screen.

Hook

Press to take the line off-hook (like picking up a phone receiver). Press a second time to hang up the line.

Options

Press the Options button to change Original Size, Broadcast, Delayed Send, and Cancel settings.

Resolution

Press the Resolution button to select a dpi value for the scan.

Note: Press

or to scroll through the values, and then press to enter a value.

The fax buttons and USB port are not available on selected printer models.

Learning about the printer

Additional printer setup

Installing internal options

You can customize your printer connectivity and memory capacity by adding optional cards. The instructions in this section explain how to install the available cards; you can also use them to locate a card for removal.

Available options

Note: Certain machine models, options, or supplies may not be available. Contact your place of purchase for more information.

Memory cards

• Printer memory

• Flash memory

• Font cards

Installing a memory card

Note: This task requires a #2 Phillips screwdriver.

1 Access the system board on the back of the printer.

a Turn the screws on the cover counterclockwise, and then remove them. b Gently pull the cover away from the printer, and then remove it.

Additional printer setup

Warning—Potential Damage: System board electronic components are easily damaged by static electricity. Touch something metal on the printer before touching any system board electronic components or connectors.

2 Use the illustration below to locate the connector.

Warning—Potential Damage: System board electronic components are easily damaged by static electricity.

Touch something metal on the printer before touching any system board electronic components or connectors.

Additional printer setup

Flash memory or font card connector

2 Memory card connector

3 Open the memory card connector latches.

Additional printer setup

4 Unpack the memory card.

Note: Avoid touching the connection points along the edge of the card.

5 Align the notches on the memory card with the ridges on the connector.

Notches

2 Ridges

6 Push the memory card straight into the connector until it snaps into place.

7 Reinstall the system board cover.

Additional printer setup

Installing a flash memory or font card

1 Access the system board on the back of the printer.

a Turn the screws on the cover counterclockwise, and then remove them. b Gently pull the cover away from the printer, and then remove it.

Warning—Potential Damage: System board electronic components are easily damaged by static electricity.

Touch something metal on the printer before touching any system board electronic components or connectors.

2 Use the illustration below to locate the connector.

Warning—Potential Damage: System board electronic components are easily damaged by static electricity.

Touch something metal on the printer before touching any system board electronic components or connectors.

Additional printer setup

Flash memory or font card connector

2 Memory card connector

3 Unpack the flash memory or font card.

Note: Avoid touching the connection points along the edge of the card.

Additional printer setup

4 Holding the card by its sides, align the plastic pins on the card with the holes on the system board. This ensures

the metal pins line up correctly as well.

1 Plastic pins

2 Metal pins

5 Push the card firmly into place.

Notes:

• The entire length of the connector on the card must touch and be flush against the system board.

• Be careful not to damage the connectors.

Additional printer setup

6 Reinstall the system board cover.

Installing hardware options

Installing an optional tray or drawer

The printer supports an additional input source: a 650-sheet duo drawer (Tray 2) with an integrated multipurpose feeder.

1 Unpack the 650-sheet duo drawer, and then remove all packing material and dust cover.

2 Place the tray in the location chosen for the printer.

3 Align the printer with the 650-sheet duo drawer, then lower the printer into place and install the dust covers.

CAUTION—POTENTIAL INJURY: The printer weight is greater than 18 kg (40 lb) and requires two or more

trained personnel to lift it safely.

Additional printer setup

Note: Once the printer software and any options are installed, it may be necessary to manually add the options in the printer driver to make them available for print jobs. For more information, see “Updating available options in the printer driver” on page 31.

Attaching cables

1 Connect the printer to a computer or a network.

• For a local connection, use a USB cable.

• For a network connection, use an Ethernet cable.

Notes:

• For fax connections, see “Initial fax setup” on page 82.

• Make sure the software is installed before turning the printer on. For more information, see the Setup

Guide.

2 Connect the power cord to the printer first and then to a wall outlet.

Additional printer setup

1 Power cord socket

Ethernet port

USB port

Verifying printer setup

Once all hardware and software options are installed and the printer is turned on, verify that the printer is set up correctly by printing the following:

• Menu settings page—Use this page to verify that all printer options are installed correctly. A list of installed

options appears toward the bottom of the page. If an option you installed is not listed, then it is not installed correctly. Remove the option and install it again.

• Network setup page—If your printer is attached to a network, print a network setup page to verify the network

connection. This page also provides important information that aids network printing configuration.

Additional printer setup

Printing menu settings pages

Print menu settings pages to review the current menu settings and to verify printer options are installed correctly.

Note: If you have not made any menu item settings changes yet, then the menu settings pages list all the factory default settings. Once you select and save other settings from the menus, they replace the factory default settings as user default settings. A user default se tting remains in effect until you access the menu again, choose another value, and save it. To restore the factory default settings, see “Restoring the factory default settings” on page 198.

1 Make sure the printer is on and Ready appears.

2 From the printer control panel, press .

3 Press the arrow buttons until Reports appears, and then press .

4 Press the arrow buttons until Menu Settings Page appears, and then press .

After the menu settings pages print, Ready appears.

Printing a network setup page

If the printer is attached to a network, print a network setup page to verify the network connection. This page also provides important information that aids network printing configuration.

1 Make sure the printer is on and Ready appears.

2 From the printer control panel, press .

3 Press the arrow buttons until Reports appears, and then press .

4 Press the arrow buttons until Network Setup Page appears, and then press .

After the network setup page prints, Ready appears.

5 Check the first section on the network setup page, and confirm that Status is “Connected.”

If Status is “Not Connected,” the LAN drop may not be acti ve, or the network cable may be malfuncti oning. Consult a system support person for a solution, and then print another network setup page.

Setting up the printer software

Installing printer software

A printer driver is software that lets the computer communicate with the printer. The printer software is typically installed during the initial printer setup. If you need to install the software after setup, follow these instructions:

For Windows users

1 Close all open software programs.

2 Insert the Software and Documentation CD.

3 From the main installation dialog, click Install.

4 Follow the instructions on the screen.

Additional printer setup

For Macintosh users

1 Close all open software applications.

2 Insert the Software and Documentation CD.

3 From the Finder desktop, double-click the printer CD icon that automatically appears.

4 Double-click the Install icon.

5 Follow the instructions on the screen.

Updating available options in the printer driver

Once the printer software and any options are installed, it may be necessary to manually add the options in the printer driver to make them available for print jobs.

For Windows users

1 Click , or click Start and then click Run.

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

3 Press Enter, or click OK.

The printer folder opens.

4 Select the printer.

5 Right-click the printer, and then select Properties.

6 Click the Install Options tab.

7 Under Available Options, add any installed hardware options.

8 Click Apply.

Setting up wireless printing

Information you will need to set up the printer on a wireless network

Note: Do not connect the installation or network cables until prompted to do so by the setup software.

• SSID—The SSID is also referred to as the network name.

• Wireless Mode (or Network Mode)—The mode will be either infrastructure or ad hoc.

• Channel (for ad hoc networks)—The channel defaults to auto for infrastructure networks.

Some ad hoc networks will also require the auto setting. Check with your system support person if you are not sure which channel to select.

Additional printer setup

• Security Method—There are three basic options for Security Method: – WEP key

If your network uses more than one WEP key, enter up to four in the provided spaces. Select the key currently in use on the network by selecting the Default WEP Transmit Key.

– WPA or WPA2 passphrase

WPA includes encryption as an additional layer of security. The choices are AES or TKIP. Encryption must be set for the same type on the router and on the printer, or the printer will not be able to communicate on the network.

– No security

If your wireless network does not use any type of security, then you will not have any security information.

Note: Using an unsecured wireless network is not recommended.

If you are installing the printer on an 802.1X network using the Advanced method, then you may need the following:

• Authentication type

• Inner authentication type

• 802.1X username and password

• Certificates

Note: For more information on configuring 802.1X security, see the Networking Guide on the Software and Documentation CD.

Installing the printer on a wireless network (Windows)

Before you install the printer on a wireless network, make sure that:

• Your wireless network is set up and working properly.

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

1 Connect the power cabl e to the printer and then to a pro perly grounded electric al outlet, and then turn th e printer

on.

Make sure the printer and computer are fully on and ready.

Additional printer setup

Do not connect the USB cable until instructed to do so on the screen.

2 Insert the Software and Documentation CD.

3 Click Install Printer and Software.

4 Click Agree to agree to the License Agreement.

5 Click Suggested, and then click Next.

6 Click Wireless Network Attach.

7 Temporarily connect a USB cable between the computer on the wireless network and the printer.

Note: After the printer is configured, the software will instruct you to disconnect the temporary USB cable so

you can print wirelessly.

8 Follow the instructions on the computer screen to complete the software installation.

Note: Basic is the recommended path to choose. Choose Advanced only if you want to customize your

installation.

9 To allow other computers on the wireless network to use the wireless printer, follow steps 2 through 6 and step

8 for each computer.

Additional printer setup

Installing the printer on a wireless network (Macintosh)

Prepare to configure the printer

1 Locate the printer MAC address on the sheet that shipped with the printer. Write the last six digits of the MAC

address in the space provided below: MAC address: ___ ___ ___ ___ ___ ___

2 Connect the power cable to the printer and then to a properly grounded electrical outlet, and then turn the power

on.

Enter the printer information

1 Access the AirPort options.

In Mac OS X version 10.5 or later

From the Apple menu, choose System Preferences.

b Click Network. c Click AirPort.

In Mac OS X version 10.4 and earlier

From the Finder desktop, choose Go > Applications.

b From the Applications folder, double-click Internet Connect. c From the toolbar, click AirPort.

2 From the Network pop-up menu, select print server xxxxxx, where the x’s are the last six digits of the MAC

address located on the MAC address sheet.

3 Open the Safari browser.

4 From the Bookmarks drop-down menu, select Show.

5 Under Collections, select Bonjour or Rendezvous, and then double-click the printer name.

Note: The application is referred to as Rendezvous in Mac OS X version 10.3, but is now called Bonjour by Apple

Computer.

6 From the main page of the Embedded Web Server, navigate to the page where the wireless settings information

is stored.

Additional printer setup

Configure the printer for wireless access

1 Type the name of your network (SSID) in the appropriate field.

2 Select Infrastructure as your Network Mode if you are using a wireless router.

3 Select the type of security you use to protect your wireless network.

4 Enter the security information necessary for the printer to join your wireless network.

5 Click Submit.

6 Open the AirPort application on your computer:

In Mac OS X version 10.5 or later

From the Apple menu, choose System Preferences.

b Click Network. c Click AirPort.

In Mac OS X version 10.4 and earlier

From the Finder desktop, click Go > Applications.

b From the Applications folder, double-click Internet Connect. c From the toolbar, click AirPort.

7 From the Network pop-up menu, select your wireless network.

Configure your computer to use the printer wirelessly

To print to a network printer, each Macintosh user must install a custom PostScript Printer Description (PPD) file and create a printer in the Print Center or Printer Setup Utility.

1 Install a PPD file on the computer:

a Insert the Software and Documentation CD in the CD or DVD drive. b Double-click the installer package for the printer. c From the Welcome screen, click Continue. d Click Continue again after viewing the Readme file. e Click Continue after viewing the license agreement, and then click Agree to accept the terms of the

agreement.

f Select a Destination, and then click Continue. g From the Easy Install screen, click Install. h Type the user password, and then click OK.

All necessary software is installed on the computer.

i Click Restart when installation is complete.

2 Add the printer:

a For IP printing:

In Mac OS X version 10.5 or later

From the Apple menu, choose System Preferences.

2 Click Print & Fax.

Additional printer setup

3 Click +. 4 Click IP. 5 Type in the IP address of your printer in the Address field. 6 Click Add.

In Mac OS X version 10.4 and earlier

From the Finder desktop, choose Go > Applications.

2 Double-click the Utilities folder. 3 Locate and double-click Printer Setup Utility or Print Center. 4 From the Printer List, choose Add. 5 Click IP. 6 Type in the IP address of your printer in the Address field. 7 Click Add.

b For AppleTalk printing:

In Mac OS X version 10.5

From the Apple menu, choose System Preferences.

2 Click Print & Fax. 3 Click +. 4 Click AppleTalk. 5 Select the printer from the list. 6 Click Add.

In Mac OS X version 10.4

From the Finder desktop, choose Go > Applications.

2 Double-click the Utilities folder. 3 Locate and double-click Print Center or Printer Setup Utility. 4 From the Printer List, choose Add. 5 Choose the Default Browser tab. 6 Click More Printers. 7 From the first pop-up menu, choose AppleTalk. 8 From the second pop-up menu, select Local AppleTalk zone. 9 Select the printer from the list.

10 Click Add.

Installing the printer on a wired network

Use the following instructions to install the printer on a wired network. These instructions apply to Ethernet and fiber optic network connections.

Before you install the printer on a wired network, make sure that:

• You have completed the initial setup of the printer.

• The printer is connected to your network with the appropriate type of cable.

Additional printer setup

For Windows users

1 Insert the Software and Documentation CD.

Wait for the Welcome screen to appear. If the CD does not launch after a minute, then do the following:

a Click , or click Start and then click Run. b In the Start Search or Run box, type D:\setup.exe, where D is the letter of your CD or DVD drive.

2 Click Install Printer and Software.

3 Click Agree to agree to the License Agreement.

4 Select Suggested, and then click Next.

Note: To configure the printer using a static IP address, using IPv6, or to configure printers using scripts, select Custom and follow the on-screen instructions.

5 Select Wired Network Attach, and then click Next.

6 Select the printer manufacturer from the list.

7 Select the printer model from the list, and then click Next.

8 Select the printer from the list of printers discovered on the network, and then click Finish.

Note: If your configured printer does not appear in the list of discovered printers, click Add Port and follow the

on-screen instructions.

9 Follow the on-screen instructions to complete the installation.

For Macintosh users

1 Allow the network DHCP server to assign an IP address to the printer.

2 Print the network setup page from the printer. For information on printing a network setup page, see “Printing

a network setup page” on page 30.

3 Locate the printer IP address in the TCP/IP section of the network setup page. You will need the IP address if you

are configuring access for computers on a different subnet than the printer.

4 Install the drivers and add the printer.

a Install a PPD file on the computer:

1 Insert the Software and Documentation CD in the CD or DVD drive. 2 Double-click the installer package for the printer. 3 From the Welcome screen, click Continue. 4 Click Continue again after viewing the Readme file. 5 Click Continue after viewing the license agreement, and then click Agree to accept the terms of the

agreement.

6 Select a Destination, and then click Continue. 7 From the Easy Install screen, click Install. 8 Type the user password, and then click OK.

All the necessary software is installed on the computer.

9 Click Restart when installation is complete.

Additional printer setup

b Add the printer:

• For IP printing:

In Mac OS X version 10.5 or later

From the Apple menu, choose System Preferences.

2 Click Print & Fax. 3 Click +. 4 Click IP. 5 Type in the IP address of your printer in the Address field. 6 Click Add.

In Mac OS X version 10.4 and earlier

From the Finder desktop, choose Go > Applications.

2 Double-click Utilities. 3 Double-click Printer Setup Utility or Print Center. 4 From the Printer List, click Add. 5 Click IP. 6 Type in the IP address of your printer in the Address field. 7 Click Add.

• For AppleTalk printing:

In Mac OS X version 10.5

From the Apple menu, choose System Preferences.

2 Click Print & Fax. 3 Click +. 4 Click AppleTalk. 5 Select the printer from the list. 6 Click Add.

In Mac OS X version 10.4 and earlier

From the Finder desktop, choose Go > Applications.

2 Double-click Utilities. 3 Double-click Print Center or Printer Setup Utility. 4 From the Printer List, click Add. 5 Choose the Default Browser tab. 6 Click More Printers. 7 From the first pop-up menu, choose AppleTalk. 8 From the second pop-up menu, select Local AppleTalk zone. 9 Select the printer from the list.

10 Click Add.

Note: If the printer doesn't show up in the list, you may need to add it using the IP address. Contact your

system support person for assistance.

Additional printer setup

Minimizing your printer's environmental impact

We are committed to environmental sustainability and are continually improving our printers to reduce their impact on the environment.

Saving paper and toner

Studies show that as much as 80% of the carbon footprint of a printer is related to paper usage. You can significantly reduce your carbon footprint by using recycled paper and the following printing suggestions, such as printing on both sides of the paper and printing multiple pages on one side of a single sheet of paper.

For information on how you can quickly save paper and energy using one printer setting, see "Using Eco-Mode".

Using recycled paper and other office papers

As an environmentally conscientious company, we support the use of recycled paper produced specifically for use in laser (electrophotographic) printers.

While no blanket statement can be made that all recycled paper will feed well, we consistently test papers that represent recycled cut size copier papers available on the global market. This scientific testing is conducted with rigor and discipline. Many factors are taken into consideration both separately and as a whole, including the following:

• Amount of post-consumer waste (We test up to 100% post-consumer waste content.)

• Temperature and humidity conditions (Testing chambers simulate climates from all over the world.)

• Moisture content (Business papers should have low moisture: 4–5%.)

• Bending resistance and proper stiffness means optimum feeding through the printer.

• Thickness (impacts how much can be loaded into a tray)

• Surface roughness (measured in Sheffield units, impacts print clarity and how well toner fuses to the paper)

• Surface friction (determines how easily sheets can be separated)

• Grain and formation (impacts cur ling, which also influences the mechanics of how the paper behaves as it moves

through the printer)

• Brightness and texture (look and feel)

Recycled papers are better than ever; however, the amount of recycled content in a paper affects the degree of control over foreign matter. And while recycled papers are one good path to printing in an environmentally responsible manner, they are not perfect. The energy required to de-ink and deal with additives such as colorants and “glue” often generates more carbon emissions than does normal paper production. However, using recycled papers enables better resource management overall.

We concern ourselves with the responsible use of paper in general based on life cycle assessments of its products. To gain a better understanding of the impact of printers on the environment, the company commissioned a number of life cycle assessments and found that paper was identified as the primary contributor (up to 80%) of carbon emissions caused t hroughout the entire life of a dev ice (from design to end-of-life). This is due to the energy-intensive manufacturing processes required to make paper.

Thus, we seek to educate customers and partners on minimizing the impact of paper. Using recycled paper is one way. Eliminating excessiv e and unnecessary paper consumption is another. We are well-equipped to help customers

Minimizing your printer's environmental impact

minimize printing and copying waste. In addition, the company encourages purchasing paper from suppliers who demonstrate their commitment to sustainable forestry practices.

We do not endorse specific suppliers, although a converter’s product list for special applications is maintained. However, the following paper choice guidelines will help alleviate the environmental impact of printing:

1 Minimize paper consumption.

2 Be selective about the origin of wood fiber. Buy from suppliers who carry certifications such as the Forestry

Stewardship Council (FSC) or The Program for the Endorsement of Forest Certification (PEFC). These certifications guarantee that the paper manufacturer uses wood pulp from forestry operators that employ environmentally and socially responsible forest management and restoration practices.

3 Choose the most appropriate paper for printing needs: normal 75 or 80 g/m

certified paper, lower weight paper,

or recycled paper.

Unacceptable paper examples

Test results indicate that the following paper types are at risk for use with laser printers:

• Chemically treated papers used to make copies without carbon paper, also known as carbonless papers

• Preprinted papers with chemicals that may contaminate the paper

• Preprinted papers that can be affected by the temperature in the printer fuser

• Preprinted papers that require a registration (the precise location on the page) greater than ± 2.3 mm (± 0.9 in.),

such as optical character recognition (OCR) forms. In some cases, registration can be adjusted with a software application to successfully print on these forms.)

• Coated papers (erasable bond), synthetic papers, thermal papers

• Rough-edged, rough or heavily textured surface papers or curled papers

• Recycled papers that fail EN12281:2002 (European testing)

• Paper weighing less than 60 g/m

(16 lb)

• Multiple part forms or documents

Conserving supplies

There are a number of ways you can reduce the amount of paper and toner you use when printing. You can:

Use both sides of the paper

If your printer model supports duplex printing, you can control whether print appears on one or two sides of the paper for a printed document by selecting 2-sided printing from the Print dialog.

Place multiple pages on one sheet of paper

You can print up to 16 consecutive pages of a multiple-page document onto one side of a single sheet of paper by selecting a setting from the Multipage printing (N-Up) section of the Print dialog screen.

Check your first draft for accuracy

Before printing or making multiple copies of a document:

• Use the preview feature, which you can select from the Print dialog to see what the document will look like before

you print it.

• Print one copy of the document to check its content and format for accuracy.

Minimizing your printer's environmental impact

Avoid paper jams

Carefully select and load paper to avoid paper jams. For more information, see “Avoiding jams” on page 108.

Saving energy

Using Eco-Mode

Use Eco-Mode to quickly select one or more ways to reduce your printer's environmental impact.

Note: See the table for the multiple settings that change when you select an Eco-Mode setting.

Choose To

Energy Reduce energy use, especially when the printer is idle.

• Printer engine motors do not start until a job is ready to print. You may notice a short delay before the

first page is printed.

• The printer enters Power Saver mode after one minute of inactivity.

Paper Duplex is enabled on printer models supporting duplex.

Energy/Paper Use all the settings associated with Energy mode and Paper mode.

Off Use factory default settings for all settings associated with Eco-Mode. This setting supports the

performance specifications for your printer.

To select an Eco-Mode setting:

1 From the printer control panel, press .

2 Press the arrow buttons until Settings appears, and then press .

3 Press the arrow buttons until General Settings appears, and then press .

4 Press the arrow buttons until Eco-Mode appears, and then press .

5 Select the setting you want, and then press .

Submitting changes appears.

Reducing printer noise

Use Quiet Mode to reduce the printer noise.

Note: See the table for the multiple settings that change when you select a Quiet Mode setting.

Minimizing your printer's environmental impact

Choose To

On Reduce printer noise.

• You may notice a reduction in processing speed.

• Printer engine motors do not start until a job is ready to

print. You may notice a short delay before the first page is printed.

• Fans run at a reduced speed or are turned off.

• If your printer has faxing capability, fax sounds are

reduced or disabled, including those made by the fax speaker and ringer.

Off Use factory default settings. This setting supports the

performance specifications for your printer.

To select a Quiet Mode setting:

1 From the printer control panel, press .

2 Press the arrow buttons until Settings appears, and then press .

3 Press the arrow buttons until General Settings appears, and then press .

4 Press the arrow buttons until Quiet Mode appears, and then press .

5 Select the setting you want, and then press .

Submitting changes appears.

Adjusting Power Saver

1 Make sure the printer is on and Ready appears.

2 From the printer control panel, press .

3 Press the arrow buttons until Settings appears, and then press .

4 Press the arrow buttons until General Settings appears, and then press .

5 Press the arrow buttons until Timeout appears, and then press .

6 Press the arrow buttons until Power Saver appears, and then press .

7 Press the arrow buttons to enter the number of minutes for the printer to wait before entering the Power Saver

mode. Available settings range from 1–240 minutes.

8 Press .

Submitting changes appears.

9 Press , and then press until Ready appears.

Minimizing your printer's environmental impact

Loading paper and specialty media

This section explains how to load the 250-sheet tray, the multipurpose feeder, and the manual feeder. It also includes information about paper orientation, setting the Paper Size and Paper Type, and linking and unlinking trays.

Linking and unlinking trays

Linking trays

Tray linking is useful for large print jobs or multiple copies. When one linked tray is empty, paper feeds from the next linked tray. When the Paper Size and Paper Type settings are the same for any trays, the trays are automatically linked. The Paper Size setting for all trays must be set manually from the Paper Size menu. The Paper Type setting must be set for all trays from the Paper Type menu. The Paper Type menu and the Paper Size menu are both available from the Paper Size/Type menu.

Unlinking trays

Unlinked trays have settings that are not the same as the settings of any other tray.

To unlink a tray, change the following tray settings so that they do not match the settings of any other tray:

• Paper Type (for example: Plain Paper, Letterhead, Custom Type <x>)

Paper Type names describe the paper characteristics. If the name that best describes your paper is used by linked tr ays , ass ign a di ffe rent Pap er T ype name to th e tr ay, such as C ust om Ty pe < x>, or de fin e you r ow n cu sto m nam e.

• Paper Size (for example: letter, A4, statement)

Load a different paper size to change the Paper Size setting for a tray. Paper Size settings are not automatic; they must be set manually from the Paper Size menu.

Warning—Potential Damage: Do not assign a Paper Type name that does not accurately describe the type of paper loaded in the tray. The temperature of the fuser varies according to the specified Paper Type. Paper may not be properly processed if an inaccurate Paper Type is selected.

Assigning a Custom Type name

Assign a Custom Type name to a tray to link or unlink it. Associate the same Custom Type name to each tray that you want to link. Only trays with the same custom names assigned will link.

1 Make sure the printer is on and Ready appears.

2 From the printer control panel, press .

3 Press the arrow buttons until Paper Menu appears, and then press .

4 Press the arrow buttons until Size/Type appears, and then press .

5 Press the arrow buttons, and then press to select the tray.

The Paper Size menu appears.

6 Press the arrow buttons until the Paper Type menu appears.

Loading paper and specialty media

7 Press .

8 Press the arrow buttons until Custom Type <x> or another custom name appears, and then press .

Submitting changes appears, followed by Paper Menu.

9 Press , and then press to return to the Ready state.

Setting the Paper Size and Paper Type

Note: Trays with matching Paper Size and Paper Type settings are automatically linked by the printer. When a linked tray runs out of paper, the printer draws from another tray.

To change the Paper Size and Paper Type settings:

1 Make sure the printer is on and Ready appears.

2 From the printer control panel, press .

3 Press the arrow buttons until Paper Menu appears, and then press .

4 Press the arrow buttons until Size/Type appears, and then press .

5 Press the arrow buttons until the correct tray appears, and then press .

6 Press when Size appears.

7 Press the arrow buttons until the correct size appears, and then press .

Submitting changes appears, followed by Size.

8 Press the arrow buttons until Type appears, and then press .

9 Press the arrow buttons until the correct type appears, and then press .

Submitting changes appears, followed by Type.

10 Press , and then press to return to the Ready state.

Configuring Universal paper settings

The Universal Paper Size is a user-defined setting that lets you print on paper sizes that are not preset in the printer menus. Set the Paper Size for the specified tray to Universal when the size you want is not available from the Paper Size menu. Then, specify all of the following Universal size settings for your paper:

• Units of measure (inches or millimeters)

• Portrait Height and Portrait Width

• Feed Direction

Note: The smallest supported Universal size is 76.2 x 127 mm (3 x 5 in.); the largest is 215.9 x 355.6 mm (8.5 x 14 in.).

Specify a unit of measurement

1 Make sure the printer is on and Ready appears.

2 From the printer control panel, press .

3 Press the arrow buttons until Paper Menu appears, and then press .

Loading paper and specialty media

4 Press the arrow buttons until Universal Setup appears, and then press .

5 Press the arrow buttons until Units of Measure appears, and then press .

6 Press the arrow buttons until the correct unit of measure appears, and then press .

Submitting changes appears, followed by the Universal Setup menu.

Specify the paper height and width

Defining a specific height and width measurement for the Universal paper size (in the portrait orientation) allows the printer to support the size, including support for standard features such as duplex printing and printing multiple pages on one sheet.

1 From the Universal Setup menu, press the arrow buttons until Portrait Width or Portrait Height

appears, and then press

Note: Select Portrait Height to adjust the paper height setting or Paper Width to adjust the paper width setting.

2 Press the arrow buttons to decrease or to increase the setting, and then press .

Submitting changes appears, followed by the Universal Setup menu.

Loading the standard 250-sheet tray

The printer has one standard 250-sheet tray (Tray 1) with an attached manual feeder. The 250-sheet tray and the 650sheet duo drawer support the same paper sizes and types and are loaded in the same way.

1 Pull the tray out.

Note: Do not remove trays while a job prints or while Busy appears on the display. Doing so may cause a jam.

Loading paper and specialty media

2 Squeeze the length guide tab inward as shown, and slide the guide to the correct position for the paper size

being loaded.

Note: Use the size indicators on the bottom of the tray to help position the guide.

3 If the paper is longer than letter-size paper, then push the green tab at the back of the tray to elongate it.

4 Flex the sheets back and forth to loosen them. Do not fold or crease the paper. Straighten the edges on a level

surface.

Loading paper and specialty media

5 Load the paper stack with the recommended print side faceup.

6 Make sure the paper guides are secure against the edges of the paper.

Note: Make sure that the side guides are placed tightly against the edges of the paper so that the image is

registered properly on the page.

7 Insert the tray.

8 If a different type or size of paper was loaded than the type or size previously loaded in the tray, change the Paper

Type or Paper Size setting for the tray from the printer control panel.

Note: Mixing paper sizes or types in a paper tray may lead to jams.

Loading the 650-sheet duo drawer

The 650-sheet duo drawer (Tray 2) consists of a 550-sheet tray and an integrated 100-sheet multipurpose feeder. The drawer is loaded in the same way as the 250-sheet tray and supports the same paper types and sizes. The only differences are the look of the guide tabs and the location of the paper size indicators, as shown in the following illustration:

Loading paper and specialty media

1 Length guide tabs

Size indicators

Width guide tabs

Using the multipurpose feeder

1 Push the multipurpose feeder latch to the left.

2 Open the multipurpose feeder.

Loading paper and specialty media

3 Grasp the extension, and pull it straight out until it is fully extended.

4 Prepare the paper for loading.

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

Straighten the edges on a level surface.

• Hold transparencies by the edges and fan them. Straighten the edges on a level surface.

Note: Avoid touching the print side of transparencies. Be careful not to scratch them.

• Flex a stack of envelopes back and forth to loosen them, and then fan them. Straighten the edges on a level

surface.

5 Locate the stack height limiter and tab.

Note: Do not exceed the maximum stack height by forcing paper under the stack height limiter.

1 Tab

2 Stack height limiter

Loading paper and specialty media

3 Width guide

4 Size indicators

6 Load the paper, and then adjust the width guide to lightly touch the edge of the paper stack.

• Load paper, card stock, and transparencies with the recommended print side facedown and the top edge

entering first.

• Load envelopes with the flap side up.

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

Notes:

• Do not load or close the multipurpose feeder while a job is printing.

• Load only one size and type of paper at a time.

7 Make sure the paper is as far into the multipurpose feeder as it will go with very gentle pushing. Paper should lie

flat in the multipurpose feeder. Make sure the paper fits loosely in the multipurpose feeder and is not bent or wrinkled.

8 From the printer control panel, set the Paper Size and Paper Type.

Using the manual feeder

The standard 250-sheet tray has an integrated manual feeder that can be used to print on different types of media one sheet at a time.

1 Send a manual print job:

For Windows users

a With a document open, click File



Print.

b Click Properties, Preferences, Options, or Setup. c Click the Paper tab. d From the Paper type menu, select Manual paper. e From the Paper size menu, select the appropriate media size . f Click OK. g Click OK again.

Loading paper and specialty media

For Macintosh users

a With a document open, click File > Print. b From the Copies & Pages or General pop-up menu, choose Manual Paper. c Click OK or Print.

2 When Load Single Sheet Feeder with <type> <size> appears, load the print media facedown

into the manual feeder. Load envelopes with the flap side up.

Note: Align the long edge of the print media so that it is flush with the right side of the manual feeder.

3 Adjust the width guides until they lightly touch the media sheet. Do not force the width guides against the media,

or it could be damaged.

4 Push the media in until it stops. The printer pulls it in farther.

Note: To achieve the best possible print quality, use only high-quality media designed for laser printers.

Loading paper and specialty media

Paper and specialty media guide

Paper guidelines

Paper characteristics

The following paper characteristics affect print quality and reliability. Consider these characteristics when evaluating new paper stock.

Weight

The printer can automatically feed paper weights from 60 to 176 g/m2 (16 to 47 lb bond) grain long. Paper lighter than 75 g/m

(20 lb) might not be stiff enough to feed properly, causing jams. For best performance, use 80 g/m

(21 lb bond) grain long paper. For paper smaller than 182 x 257 mm (7.2 x 10.1 in.), we recommend 90 g/m2 or heavier paper.

Curl

Curl is the tendency for paper to curl at its edges. Excessive curl can cause paper feeding problems. Curl can occur after the paper passes through the printer, where it is exposed to high temperatures. Storing paper unwrapped in hot, humid, cold, or dry conditions, even in the trays, can contribute to paper curling prior to printing and can cause feeding problems.

Smoothness

Paper smoothness directly affects print quality. If paper is too rough, toner cannot fuse to it properly. If paper is too smooth, it can cause paper feeding or print quality issues. Always use paper between 100 and 300 Sheffield points; however, smoothness between 150 and 200 Sheffield points produces the best print quality.

Moisture content

The amount of moisture in paper affects both print quality and the ability of the printer to feed the paper correctly. Leave paper in its original wrapper until it is time to use it. This limits the exposure of paper to moisture changes that can degrade its performance.

Condition paper before printing by storing it in its original wrapper in the same environment as the printer for 24 to 48 hours before printing. Extend the time several days if the storage or transportation environment is very different from the printer environment. Thick paper may also require a longer conditioning period.

Grain direction

Grain refers to the alignment of the paper fibers in a sheet of paper. Grain is either grain long, running the length of the paper, or grain short, running the width of the paper.

For 60 to 176 g/m

(16 to 47 lb bond) paper, use grain long fibers.

Paper and specialty media guide

Fiber content

Most high-quality xerographic paper is made from 100% chemically treated pulped wood. This content provides the paper with a high degree of stability resulting in fewer paper feeding problems and better print quality. Paper containing fibers such as cotton possesses characteristics that can negatively affect paper handling.

Unacceptable paper

The following paper types are not recommended for use with the printer:

• 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

• Preprinted papers with chemicals that may contaminate the printer

• Preprinted papers that can be affected by the temperature in the printer fuser

• Preprinted papers that require a registration (the precise print location on the page) greater than ±2.3 mm

(±0.9 in.), such as optical character recognition (OCR) forms In some cases, registration can be adjusted with a software application to successfully print on these forms.

• Coated papers (erasable bond), synthetic papers, thermal papers

• Rough-edged, rough or heavily textured surface papers, or curled papers

• Recycled papers that fail EN12281:2002 (European)

• Paper weighing less than 60 g/m

(16 lb)

• Multiple-part forms or documents

Selecting paper

Using appropriate paper prevents jams and helps ensure trouble-free printing.

To help avoid jams and poor print quality:

• Always use new, undamaged paper.

• Before loading paper, know the recommended print side of the paper. This information is usually indicated on

the paper package.

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

• Do not mix paper sizes, types, or weights in the same source; mixing results in jams.

• Do not use coated papers unless they are specifically designed for electrophotographic printing.

Selecting preprinted forms and letterhead

Use these guidelines when selecting preprinted forms and letterhead:

• Use grain long for 60 to 176 g/m

weight paper.

• Use only forms and letterhead printed using an offset lithographic or engraved printing process.

• Avoid papers with rough or heavily textured surfaces.

Use papers printed wit h heat-resistant i nks designed for use i n xerographic copier s. The ink must be able to withstand temperatures up to 200°C (392°F) without melting or releasing hazardous emissions. Use inks that are not affected by the resin in toner. Inks that are oxidation-set or oil-based generally meet these requirements; latex inks might not. When in doubt, contact the paper supplier.

Paper and specialty media guide

Preprinted papers such as letterhead must be able to withstand temperatures up to 200°C (392°F) without melting or releasing hazardous emissions.

Storing paper

Use these paper storage guidelines to help avoid jams and uneven print quality:

• For best results, store paper where the temperature is 21°C (70°F) and the relative humidity is 40%. Most label

manufacturers recommend printing in a temperature range of 18 to 24°C (65 to 75°F) with relative humidity between 40 and 60%.

• Store paper in cartons when possible, on a pallet or shelf, rather than on the floor.

• Store individual packages on a flat surface.

• Do not store anything on top of individual paper packages.

Supported paper sizes, types, and weights

The following tables provide informat ion on standard and opt ional paper sources an d the types of paper th ey support.

Note: For an unlisted paper size, select the closest larger listed size.

Paper sizes supported by the printer

Note: Your printer model may have a 650-sheet duo drawer, which consists of a 550-sheet tray and an integrated 100-sheet multipurpose feeder. The 550-sheet tray is part of the 650-sheet duo drawer. The integrated multipurpose feeder supports different paper sizes, types, and weights.

Paper size Dimensions 250-sheet tray 550-sheet tray Multipurpose

feeder

Manual feeder

210 x 297 mm (8.3 x 11.7 in.)

148 x 210 mm (5.83 x 8.3 in.)

JIS B5

182 x 257 mm (7.2 x 10.1 in.)

A6 105 x 148 mm

(4.1 x 5.8 in.)

X X

Statement

140 x 216 mm (5.5 x 8.5 in.)

X X

Letter

216 x 279 mm (8.5 x 11 in.)

Folio

216 x 330 mm (8.5 x 13 in.)

Oficio (Mexico) 216 x 340 mm

(8.5 x 13 in.)

When Universal is selected, the page is formatted for 216 x 356 mm (8.5 x 14 in.) unless the size is specified by the software

program.

Paper and specialty media guide

Paper size Dimensions 250-sheet tray 550-sheet tray Multipurpose

feeder

Manual feeder

Legal

216 x 356 mm (8.5 x 14 in.)

Executive

184 x 267 mm (7.3 x 10.5 in.)

Universal

148 x 210 mm (5.8 x 8.3 in.) up to 216 x 356 mm (8.5 x 14 in.)

76 x 127 mm (3 x 5 in.) up to 216 x 356 mm (8.5 x 14 in.)

X X

7 3/4 Envelope (Monarch)

98 x 191 mm (3.9 x 7.5 in.)

X X

9 Envelope

98 x 225 mm (3.9 x 8.9 in.)

X X

10 Envelope

105 x 241 mm (4.1 x 9.5 in.)

X X

DL Envelope

110 x 220 mm (4.3 x 8.7 in.)

X X

B5 Envelope 176 x 250 mm

(6.9 x 9.8 in.)

X X

C5 Envelope 162 x 229 mm

(6.4 x 9 in.)

X X

Monarch

105 x 241 mm (4.1 x 9.5 in.)

X X

Other Envelope

98 x 162 mm (3.9 x 6.3 in.) up to 176 x 250 mm (6.9 x 9.8 in.)

X X

When Universal is selected, the page is formatted for 216 x 356 mm (8.5 x 14 in.) unless the size is specified by the software

program.

Paper types supported by the printer

Paper type Standard 250-sheet

tray

550-sheet tray Multipurpose

feeder

Manual feeder

Paper

Card stock

Paper and specialty media guide

Paper type Standard 250-sheet

tray

550-sheet tray Multipurpose

feeder

Manual feeder

Transparencies X

Envelopes X X

Paper labels

Paper types and weights supported by the printer

Paper type 250-sheet tray 550-sheet tray Multipurpose feeder Manual feeder

Light

1, 2

60 to 74.9 g/m2 grain long (16 to 19.9 lb bond)

Plain

1, 2

75 to 89.9 g/m2 grain long (20 to 23.8 lb bond)

Heavy

1, 2

90 to 104.9 g/m2 grain long (23.9 to 27.8 lb bond)

Cardstock

1, 2

105 to 176 g/m2 grain long (27.8 to 47 lb bond)

Glossy papers Book—88 to

176 g/m

grain long

(60 to 120 lb book) Cover—162 to

176 g/m

grain long

(60 to 65 lb cover)

Book—88 to 176 g/m

grain long

(60 to 120 lb book) Cover—162 to

176 g/m

grain long

(60 to 65 lb cover)

Book—88 to 176 g/m

grain long

(60 to 120 lb book) Cover—162 to

176 g/m

grain long

(60 to 65 lb cover)

Book—88 to 176 g/m

grain long

(60 to 120 lb book) Cover—162 to

176 g/m

grain long

(60 to 65 lb cover)

Card stock— maximum (grain long)

Index Bristol— 120 g/m

(67 lb)

Tag—120 g/m

(74 lb)

Cover—135 g/m

(50 lb)

Index Bristol— 120 g/m

(67 lb)

Tag—120 g/m

(74 lb)

Cover—135 g/m

(50 lb)

Index Bristol— 120 g/m

(67 lb)

Tag—120 g/m

(74 lb)

Cover—135 g/m

(50 lb)

Index Bristol— 120 g/m

(67 lb)

Tag—120 g/m

(74 lb)

Cover—135 g/m

(50 lb)

Paper types must be set to match the supporting paper weights.

The duplex supports paper weights between 60–105 g/m2 (16–28 lb) grain long bond. The duplex does not support

card stock, transparencies, envelopes, or labels.

For 60 to 176 g/m2 (16 to 47 lb bond) paper, we recommend grain long fibers.

The pressure sensitive area must enter the printer first.

100 percent cotton content maximum weight is 90 g/m2 (24 lb) bond.

105 g/m2 (28 lb) bond envelopes are limited to 25 percent cotton content.

Paper and specialty media guide

Paper type 250-sheet tray 550-sheet tray Multipurpose feeder Manual feeder

Card stock— maximum (grain short)

Index Bristol— 163 g/m

(90 lb)

Tag—163 g/m

(100 lb) Cover—176 g/m

(65 lb)

Index Bristol— 163 g/m

(90 lb)

Tag—163 g/m

(100 lb) Cover—176 g/m

(65 lb)

Index Bristol— 163 g/m

(90 lb)

Tag—163 g/m

(100 lb) Cover—176 g/m

(65 lb)

Index Bristol— 163 g/m

(90 lb)

Tag—163 g/m

(100 lb) Cover—176 g/m

(65 lb)

Transparencies

170–180 g/m2 (45 to 48 lb)

N/A

170–180 g/m2 (45 to 48 lb)

Labels—maximum5Paper—131 g/m

(35 lb bond)

Paper—131 g/m

(35 lb bond)

Paper—131 g/m

(35 lb bond)

Paper—131 g/m

(35 lb bond)

Envelopes

6,7

X X

60 to 105 g/m2 (16 to 28 lb bond)

Paper types must be set to match the supporting paper weights.

The duplex supports paper weights between 60–105 g/m2 (16–28 lb) grain long bond. The duplex does not support

card stock, transparencies, envelopes, or labels.

For 60 to 176 g/m2 (16 to 47 lb bond) paper, we recommend grain long fibers.

The pressure sensitive area must enter the printer first.

100 percent cotton content maximum weight is 90 g/m2 (24 lb) bond.

105 g/m2 (28 lb) bond envelopes are limited to 25 percent cotton content.

Paper capacities

Input capacities

Paper type 250-sheet tray 550-sheet tray Multipurpose tray

Paper

250 sheets

550 sheets

100 sheets

Labels

100

200

Transparencies

Envelopes X X

Other X X

Various quantities

Based on 75 g/m2 (20 lb) paper

Capacity varies depending on label material and construction.

Capacity varies depending on the weight and type of paper.

Paper and specialty media guide

Output capacity

Paper type

Standard output bin

Paper

100 sheets

Capacity may vary depending on media specifications and the printer operating environment.

Based on 75 g/m2 (20 lb) paper

Paper and specialty media guide

Printing

This chapter covers printing, printer reports, and job cancellation. Selection and handling of paper and specialty media can affect how reliably documents print. For more information, see "Avoiding jams" and "Storing print media."

Printing a document

1 Load paper into a tray or feeder.

2 From the printer control panel Paper menu, set the Paper Type and Paper Size to match the loaded paper.

3 Do one of the following:

For Windows users

a With a document open, click File  Print. b Click Properties, Preferences, Options, or Setup, and then adjust the settings as needed.

Note: To print on a specific size or type of paper, adjust the paper size or type settings to match the loaded

paper, or select the appropriate tray or feeder.

c Click OK, and then click Print.

For Macintosh users

a Customize the settings as needed in the Page Setup dialog:

1 With a document open, choose File > Page Setup. 2 Choose a paper size or create a custom size to match the loaded paper. 3 Click OK.

b Customize the settings as needed in the Print dialog:

1 With a document open, choose File > Print.

If necessary, click the disclosure triangle to see more options.

2 From the Print dialog and pop-up menus, adjust the settings as needed.

Note: To print on a specific paper type, adjust the paper type setting to match the loaded paper, or

select the appropriate tray or feeder.

3 Click Print.

Warning—Potential Damage: While printing, do not touch the metal shaft in the area where the printer ejects

paper into the standard exit bin.

Printing

Printing on specialty media

Tips on using letterhead

Page orientation is important when printing on letterhead. Use the following table to determine which direction to load the letterhead:

Source or process Print side and paper orientation

• Standard 250-sheet tray

• Simplex (one-sided) printing

from trays

Printed letterhead design is placed faceup. The top edge of the sheet with the logo is placed at the front of the tray.

Duplex (two-sided) printing from trays

Printed letterhead design is placed facedown. The top edge of the sheet with the logo is placed at the back of the tray.

Note: Check with the manufacturer or vendor to determine whether the chosen preprinted letterhead is acceptable for laser printers.

Printing

Source or process Print side and paper orientation

Manual feeder (simplex printing) Multipurpose feeder

Preprinted letterhead design is placed facedown. The top edge of the sheet with the logo should enter the manual feeder first.

Manual feeder (duplex printing) Multipurpose feeder

Preprinted letterhead design is placed faceup. The top edge of the sheet with the logo should enter the manual feeder last.

Note: Check with the manufacturer or vendor to determine whether the chosen preprinted letterhead is acceptable for laser printers.

Tips on using transparencies

Print samples on the transparencies being considered for use before buying large quantities.

When printing on transparencies:

• Feed transparencies from the 250-sheet tray, manual feeder, or optional multipurpose feeder.

• Use transparencies designed specifically for laser printers. Check with the manufacturer or vendor to ensure

transparencies are able to withstand temperatures up to 200°C (392°F) without melting, discoloring, offsetting, or releasing hazardous emissions.

• To prevent print quality problems, avoid getting fingerprints on the transparencies.

• Before loading transparencies, fan the stack to prevent sheets from sticking together.

Tips on using envelopes

Print samples on the envelopes being considered for use before buying large quantities.

Printing

When printing on envelopes:

• Feed envelopes from the manual feeder or optional multipurpose feeder.

• Set the Paper Type to Envelope, and select the envelope size.

• Use envelopes designed specifically for laser printers. Check with the manufacturer or vendor to ensure the

envelopes can withstand temperatures up to 200°C (392°F) without sealing, wrinkling, curling excessively, or releasing hazardous emissions.

• For the best performance, use envelopes made from 60 g/m

(16 lb bond) paper. Use up to 105 g/m2 (28 lb bond) weight for envelopes as long as the cotton content is 25% or less. All-cotton envelopes must not exceed 90 g/m

(24 lb bond) weight.

• Use only new envelopes.

• To optimize performance and minimize jams, do not use envelopes that: – Have excessive curl or twist – Are stuck together or damaged in any way – Have windows, holes, perforations, cutouts, or embossing – Have metal clasps, string ties, or 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 bent corners – Have rough, cockle, or laid finishes

• Adjust the width guides to fit the width of the envelopes.

Note: A combination of high humidity (over 60%) and the high printing temperature may wrinkle or seal envelopes.

Tips on using paper labels

Print samples on the labels being considered for use before buying large quantities.

Note: Single-sided paper labels designed for laser printers are supported for occasional use: no more than 20 pages of paper labels a month. Vinyl, pharmacy, and dual-sided labels are not supported.

When printing on labels:

• From MarkVision Professional, the printer software, or the printer control panel, set the Paper Type to Labels.

• Use only letter-, A4-, or legal-size label sheets.

• Use labels designed specifically for laser printers. Check with the manufacturer or vendor to verify that: – The labels can withstand temperatures up to 200°C (392°F) without sealing, excessive curling, wrinkling, or

releasing hazardous emissions.

– Label adhesives, face sheet (printable stock), and topcoats can withstand up to 25 psi (172 kPa) pressure

without delaminating, oozing around the edges, or releasing hazardous fumes.

• Do not use labels with 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 printer and the cartridge with adhesive, and could void the printer and cartridge warranties.

• Do not use labels with exposed adhesive.

• 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.

• Be sure adhesive backing does not reach to the sheet edge. Zone coating of the adhesive at least 1 mm (0.04 in.)

away from edges is recommended. Adhesive material contaminates the printer and could void the warranty.

Printing

• If zone coating of the adhesive is not possible, remove a 1.6-mm (0.06-in.) strip on the leading and driver edge,

and use a non-oozing adhesive.

• Portrait orientation works best, especially when printing bar codes.

Tips on using card stock

C a rd s t o c k i s he a v y , s in g l e - p l y sp e c i a l ty m e d i a . Ma n y o f i t s v a r i a b le c h a r ac t e r i s ti c s , s uc h a s m o i st u r e c o n te n t , t h i c kn e s s , and texture, can significantly impact print quality. Print samples on the card stock being considered for use before buying large quantities.

When printing on card stock:

• From MarkVision Professional, the printer software, or the printer control panel:

1 Set the Paper Type to Card Stock. 2 Set the Paper Weight to Card Stock Weight. 3 Set the Card Stock Weight to Normal or Heavy.

• Be aware that preprinting, perforation, and creasing may significantly affect the print quality and cause jams or

other paper handling problems.

• Check with the manufacturer or vendor to ensure the card stock can withstand temperatures up to 200°C (392°F)

without releasing hazardous emissions.

• Do not use preprinted card stock manufactured with chemicals that may contaminate the printer. Preprinting

introduces semi-liquid and volatile components into the printer.

• Use grain short card stock when possible.

Printing

Printing from a flash drive

A USB port is located on the printer control panel. Insert a flash drive to print supported file types.

Notes:

• When a USB flash drive is inserted into the printer, the printer can only scan to the flash drive or print files from

the flash drive. All other printer functions are unavailable.

• Before printing an encrypted .pdf file, enter the file password from the printer control panel.

• You cannot print files for which you do not have printing permissions.

To print from a flash drive:

1 Make sure the printer is on and Ready or Busy appears.

2 Insert a flash drive into the USB port.

Notes:

• If you insert the flash drive when the printer requires attention, such as when a jam has occurred, the printer

ignores the flash drive.

• If you insert the flash drive while the printer is printing other jobs, Busy appears. After the other jobs are

processed, you may need to view the held jobs list to print documents from the flash drive.

3 Press the arrow button until the document you want to print appears, and then press .

Note: Folders found on the flash drive appear with a + in front of the folder (for example, + documents). File

names are appended by the extension type (for example, .jpg).

4 Press to print one copy, or enter the number of copies using the keypad, and then press to initiate the

print job.

Note: Do not remove the flash drive from the USB port until the document has finished printing.

Printing

Supported flash drives and file types

Flash drive File type

Many flash drives are tested and approved for use with the printer.

Notes:

• Hi-Speed USB flash drives must support the Full-speed standard. Devices supporting only USB

Low-speed capabilities are not supported.

• USB flash drives must support the FAT (File Allocation Tables) system. Devices formatted with NTFS

(New Technology File System) or any other file system are not supported.

Documents:

• .pdf

• .pcx

• .xps

• .dcx

Images:

• .gif

• .JPEG

• .bmp

• .TIFF

• .png

Printing photos from a PictBridge-enabled digital camera

You can connect a PictBridge-enabled digital camera to the printer, and use the buttons on the camera to select and print photos.

1 Insert one end of the USB cable into the camera.

Note: Use only the USB cable that came with your camera.

2 Insert the other end of the USB cable into the USB port on the front of the printer.

Notes:

• Make sure the PictBridge-enabled digital camera is set to the correct USB mode. See the camera

documentation for more information.

• If the PictBridge connection is successful, then a confirmation message appears on the printer display.

3 Follow the instructions on the camera to select and print photos.

Note: If the printer is turned off while the camera is connected, then you must disconnect and then reconnect the

camera.

Printing

Printing information pages

See “Printing menu settings pages” on page 30 and “Printing a network setup page” on page 30 for more information on printing these pages.

Printing a font sample list

To print samples of the fonts currently available for your printer:

1 Make sure the printer is on and Ready appears.

2 From the printer control panel, press .

3 Press the arrow buttons until Reports appears, and then press .

4 Press the arrow buttons until Print Fonts appears, and then press .

5 Press the arrow buttons until PCL Fonts, PostScript Fonts, or PPDS Fonts appears, and then press

After the font sample list prints, Ready appears.

Printing a directory list

A directory list shows the resources stored in flash memory or on the hard disk.

1 Make sure the printer is on and Ready appears.

2 From the printer control panel, press .

3 Press the arrow buttons until Reports appears, and then press .

4 Press the arrow buttons until Print Directory appears, and then press .

After the directory list prints, Ready appears.

Printing the print quality test pages

Print the print quality test pages to isolate print quality problems.

1 Turn the printer off.

2 Hold down and the right arrow button while turning the printer on.

3 Release the buttons when the dots appear, and wait for CONFIG MENU to appear.

4 Press the arrow buttons until PRINT_QUAL_TXT appears, and then press .

The print quality test pages print.

5 Press the arrow buttons until Exit Config Menu appears, and then press .

Resetting the Printer appears briefly, and then Ready appears.

Printing

Canceling a print job

Canceling a print job from the printer control panel

1 Press .

Stopping . . . appears, followed by Cancel Print Job.

2 Press .

Canceling appears.

Canceling a print job from the computer

To cancel a print job, do one of the following:

For Windows users

1 Click , or click Start and then click Run.

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

3 Press Enter, or click OK.

The printer folder opens.

4 Double-click the printer icon.

5 Select the job to cancel.

6 From the keyboard, press Delete.

From the Windows 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 a job to cancel.

3 From the keyboard, press Delete.

For Macintosh users

In Mac OS X version 10.5 or later:

1 From the Apple menu, choose System Preferences.

2 Click Print & Fax, and then double-click the printer icon.

3 From the printer window, select the job to cancel.

4 From the icon bar at the top of the window, click the Delete icon.

In Mac OS X version 10.4 and earlier:

1 From the Go menu, choose Applications.

2 Double-click Utilities, and then double-click Print Center or Printer Setup Utility.

Printing

3 Double-click the printer icon.

4 From the printer window, select the job to cancel.

5 From the icon bar at the top of the window, click the Delete icon.

Printing

Copying

ADF Scanner glass

Use the ADF for multiple-page documents.

Use the scanner glass for single pages, small items (such as postcards or photos), transparencies, photo paper, or thin media (such as magazine clippings).

Making copies

Making a quick copy

1 Load an original document faceup, short edge first into the ADF or facedown on the scanner glass.

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

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

2 If you are loading a document into the ADF, adjust the paper guides.

3 From the printer control panel, press for a black only copy or for a color copy.

4 If you placed the document on the scanner glass and have additional pages to copy, then place the next page

on the scanner glass, and then press 1 on the numeric keypad. Otherwise, press 2 on the numeric keypad.

Copying using the ADF

1 Load an original document faceup, short edge first into the ADF.

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

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

2 Adjust the paper guides.

3 From the printer control panel, press the Copy button, or use the keypad to enter the number of copies.

Copying

4 Change the copy settings as needed.

5 From the printer control panel, press for a black only copy or for a color copy.

Copying using the scanner glass

1 Place an original document facedown on the scanner glass in the upper left corner.

2 From the printer control panel, press the Copy button, or use the keypad to enter the number of copies.

3 Change the copy settings as needed.

4 From the printer control panel, press for a black only copy or for a color copy.

5 Place the next document on the scanner glass, and then press 1 on the numeric keypad. Otherwise, press 2 on

the numeric keypad.

Copying photos

1 Place a photo facedown on the scanner glass in the upper left corner.

2 From the printer control panel, press the Copy button.

3 Press the Mode button until the light next to Photo comes on.

4 Change the copy settings as needed.

5 From the printer control panel, press for a black only copy or for a color copy.

6 Place the next document on the scanner glass, and then press 1 on the numeric keypad. Otherwise, press 2 on

the numeric keypad.

Copying on specialty media

Copying to transparencies

1 Load an original document faceup, short edge first into the ADF or facedown on the scanner glass.

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

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

2 If you are loading a document into the ADF, then adjust the paper guides.

3 From the printer control panel, press the Copy button.

4 From the Copy area, press the Options button.

5 Press the arrow buttons until Paper Source appears, and then press .

6 Press the arrow buttons until the tray or source containing the transparencies appears, and then press .

7 Change the copy settings as needed.

Copying

8 Press for a black only copy or for a color copy.

9 If you placed the document on the scanner glass and have additional pages to copy, then place the next page

on the scanner glass, and then press 1 on the numeric keypad. Otherwise, press 2 on the numeric keypad.

Copying to letterhead

1 Load an original document faceup, short edge first into the ADF or facedown on the scanner glass.

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

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

2 If you are loading a document into the ADF, then adjust the paper guides.

3 From the printer control panel, press the Copy button.

4 From the Copy area, press the Options button.

5 Press the arrow buttons until Paper Source appears, and then press .

6 Press the arrow buttons until the tray or source containing the letterhead appears, and then press .

7 Change the copy settings as needed.

8 Press for a black only copy or for a color copy.

9 If you placed the document on the scanner glass and have additional pages to copy, then place the next page

on the scanner glass, and then press 1 on the numeric keypad. Otherwise, press 2 on the numeric keypad.

Customizing copy settings

Copying from one size to another

1 Load an original document faceup, short edge first into the ADF or facedown on the scanner glass.

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

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

2 If you are loading a document into the ADF, then adjust the paper guides.

3 From the printer control panel, press the Copy button.

4 From the Copy area, press the Options button.

Original Size appears.

5 Press .

6 Press the arrow buttons until the size of the original document appears, and then press .

7 Press the arrow buttons until Paper Source appears, and then press .

8 Press the arrow buttons until the tray or source containing the size you want the copy to be appears, and then

press

Note: If you select a paper size that is different from the original size, then the printer will scale the size automatically.

Copying

9 Change the copy settings as needed.

10 Press for a black only copy or for a color copy.

11 If you placed the document on the scanner glass and have additional pages to copy, then place the next page

on the scanner glass, and then press 1 on the numeric keypad. Otherwise, press 2 on the numeric keypad.

12 Press to return to the Ready state.

Making copies using paper from a selected tray

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

1 Load an original document faceup, short edge first into the ADF or facedown on the scanner glass.

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

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

2 If you are loading a document into the ADF, then adjust the paper guides.

3 From the printer control panel, press the Copy button.

4 From the Copy area, press the Options button.

5 Press the arrow buttons until Paper Source appears, and then press .

6 Press the arrow buttons until the tray or source containing the media you want the copy to be on appears, and

then press

7 Change the copy settings as needed.

8 Press for a black only copy or for a color copy.

9 If you placed the document on the scanner glass and have additional pages to copy, then place the next page

on the scanner glass, and then press 1 on the numeric keypad. Otherwise, press 2 on the numeric keypad.

10 Press to return to the Ready state.

Copying on both sides of the paper (duplexing)

Note: The duplex feature is not available on selected printer models.

1 Load an original document faceup, short edge first into the ADF or facedown on the scanner glass.

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

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

2 If you are loading a document into the ADF, then adjust the paper guides.

3 From the printer control panel, press the Copy button.

4 Press the Duplex/2-Sided button.

5 Press the arrow buttons until 1 To 2 Sided appears, and then press .

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

Copying

6 Press for a black only copy or for a color copy.

7 If you placed the document on the scanner glass and have additional pages to copy, then place the next page

on the scanner glass, and then press 1 on the numeric keypad. Otherwise, press 2 on the numeric keypad.

Reducing or enlarging copies

Copies can be reduced to 25% of the original document size or enlarged to 400% of the original document size. The factory default setting for Scale is Auto. If you leave Scale set to Auto, then 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 Load an original document faceup, short edge first into the ADF or facedown on the scanner glass.

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

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

2 If you are loading a document into the ADF, then adjust the paper guides.

3 From the printer control panel, press the Copy button.

4 Press the Scale button.

5 Press the arrow buttons until the scale option you want appears, and then press .

If you selected Custom then do the following:

a Press the arrow buttons to decrease or inc rease the size, or enter a number between 25 and 400 on the numeric

keypad.

b Press .

6 Press for a black only copy or for a color copy.

7 If you placed the document on the scanner glass and have additional pages to copy, then place the next page

on the scanner glass, and then press 1 on the numeric keypad. Otherwise, press 2 on the numeric keypad.

Making a copy lighter or darker

1 Load an original document faceup, short edge first into the ADF or facedown on the scanner glass.

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

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

2 If you are loading a document into the ADF, then adjust the paper guides.

3 From the printer control panel, press the Copy button.

4 Press the Darkness button.

5 Press the arrow buttons to make the copy lighter or darker.

6 Press .

7 Press for a black only copy or for a color copy.

8 If you placed the document on the scanner glass and have additional pages to copy, then place the next page

on the scanner glass, and then press 1 on the numeric keypad. Otherwise, press 2 on the numeric keypad.

Copying

Adjusting copy quality

1 Load an original document faceup, short edge first into the ADF or facedown on the scanner glass.

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

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

2 If you are loading a document into the ADF, then adjust the paper guides.

3 From the printer control panel, press the Copy button.

4 Press the Mode button until the light comes on next to the setting that best represents what you are copying:

• 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

• Photo—Used when the original document is a high-quality photograph or inkjet print

5 Press for a black only copy or for a color copy.

6 If you placed the document on the scanner glass and have additional pages to copy, then place the next page

on the scanner glass, and then press 1 on the numeric keypad. Otherwise, press 2 on the numeric keypad.

7 Press to return to the Ready state.

Collating copies

If you print multiple copies of a document, then you can choose to print each copy as a set (collated) or to print the copies as groups of pages (not collated).

Collated Not collated

By default, Collate is set to On. If you do not want to collate your copies, then change the setting to Off.

To turn collation off:

1 Load an original document faceup, short edge first into the ADF or facedown on the scanner glass.

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

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

2 If you are loading a document into the ADF, then adjust the paper guides.

3 From the printer control panel, press the Copy button.

4 From the Copy area, press the Options button.

5 Press the arrow buttons until Collate appears, and then press .

6 Press the arrow buttons until Off [1,1,1,2,2,2] appears, and then press .

7 Press for a black only copy or for a color copy.

8 If you placed the document on the scanner glass and have additional pages to copy, then place the next page

on the scanner glass, and then press 1 on the numeric keypad. Otherwise, press 2 on the numeric keypad.

Copying

Placing separator sheets between copies

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

Note: If you do not know the IP address of the printer, then print a network setup page and locate the address

in the TCP/IP section.

2 Click Settings.

3 Click Copy Settings.

4 Click Separator Sheets.

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

separator sheets are added to the end of the print job.

5 Select one of the following:

• Between pages

• Between copies

• Between jobs

6 Click Submit.

Copying multiple pages onto a single sheet

In order to save paper, you can copy either two or four consecutive pages of a multiple-page document onto a single sheet of paper.

Notes:

• The Paper Size must be set to Letter, Legal, A4, or B5 JIS.

• The Copy Size must be set to 100%.

1 Load an original document faceup, short edge first into the ADF or facedown on the scanner glass.

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

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

2 If you are loading a document into the ADF, then adjust the paper guides.

3 From the printer control panel, press the Copy button.

4 From the Copy area, press the Options button.

5 Press the arrow buttons until Paper Saver appears, and then press .

6 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, stop at 4 on 1 Portrait, and then press

7 Press for a black only copy or for a color copy.

8 If you placed the document on the scanner glass and have additional pages to copy, then place the next page

on the scanner glass, and then press 1 on the numeric keypad. Otherwise, press 2 on the numeric keypad.

Copying

Canceling a copy job

A copy job can be canceled when the document is in the ADF, on the scanner glass, or while the document is printing. To cancel a copy job:

1 From the printer control, panel press .

Stopping appears, followed by Cancel Job.

2 Press to cancel the job.

Note: If you want to continue to process the job, then press

to continue copying.

Canceling appears.

The printer clears all pages in the ADF or printer and then cancels the job. Once the job is canceled, the copy screen appears.

Improving copy quality

Question Tip

When should I use Text mode?

• Use text mode when text preservation is the main goal of the copy, and

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

• Text mode is recommended for receipts, carbon copy forms, and documents

that contain only text or fine line art.

When should I use Text/Photo mode?

• Use Text/Photo mode when copying an original document that contains a

mixture of text and graphics.

• Text/Photo mode is recommended for magazine articles, business graphics,

and brochures.

When should I use Photograph mode? Use Photograph mode when the original document is a high-quality photograph

or inkjet print.

Copying

E-mailing

ADF Scanner glass

Use the ADF for multiple-page documents.

Use the scanner glass for single pages, small items (such as postcards or photos), transparencies, photo paper, or thin media (such as magazine clippings).

You can use the printer to e-mail scanned documents to one or more recipients. There are three ways to send and e-mail from the printer. You can type the e-mail address, use a shortcut number, or use the address book.

Getting ready to e-mail

Setting up the e-mail function

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

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

Note: If you do not know the IP address of the printer, then print a network setup page and locate the address

in the TCP/IP section.

2 Click Settings.

3 Click E-mail/FTP Settings.

4 Click E-mail Server Setup.

5 Change the e-mail settings as needed.

6 Click Submit.

E-mailing

Setting up the address book

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

Note: If you do not know the IP address of the printer, then print a network setup page and locate the address

in the TCP/IP section.

2 Click Settings.

3 Click E-mail/FTP Settings.

4 Click Manage E-mail Shortcuts.

5 Change the e-mail settings as needed.

6 Click Submit.

Creating an e-mail shortcut using the Embedded Web Server

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

Note: If you do not know the IP address of the printer, then print a network setup page and locate the address

in the TCP/IP section.

2 Click Settings.

3 Click Manage Destinations.

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.

4 Click E-mail Destination Setup.

5 Type a unique name for the recipient, and then enter the e-mail address.

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

6 Select the scan settings (Format, Content, Color, and Resolution).

7 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.

E-mailing a document

Sending an e-mail using the keypad

1 Load an original document faceup, short edge first into the ADF or facedown on the scanner glass.

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

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

2 If you are loading a document into the ADF, then adjust the paper guides.

E-mailing

3 From the printer control panel, press the Scan/Email button.

Scan to E-mail appears.

4 Press .

Search or Manual Entry appears.

Note: If there are no entries in the address book, then Manual Entry appears.

5 Press to search the address book or press the arrow buttons until Manual appears, and t hen press to select

or enter an e-mail address.

Using the address book

a After selecting Search on the printer control panel, press the arrow buttons until the address you want

appears, and then press

b Press 1 to search for another address or press 2 to end the search.

After you press 2, Press Start To Begin appears.

c Press to send a black only copy or to send a color copy.

Manually entering an e-mail address

After selecting Manual on the printer control panel, Entry Name appears on the first line and a blank line with a blinking cursor appears on the second line.

a Press the button on the numeric keypad that corresponds with the number or letter you want. The first time

you press the button, the number for that button appears. When you press the button again, one of the letters assigned to that button appears.

b Press the right arrow button to move to the next space, or wait a few seconds and the cursor will move to the

next space.

c Once the e-mail address is entered, press .

Another E-mail? 1=Yes 2=NO appears.

d Press 1 to enter another address, or press 2 to end the address entry.

After you press 2, Press Start To Begin appears.

e Press to send a black only copy or to send a color copy.

Sending an e-mail using a shortcut number

1 Load an original document faceup, short edge first into the ADF or facedown on the scanner glass.

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

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

2 If you are loading a document into the ADF, then adjust the paper guides.

3 From the printer control panel, press the Scan/Email button.

Scan to E-mail appears.

4 Press .

Search appears.

Note: If there are no entries in the address book, Manual Entry appears.

E-mailing

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

6 Press 1 to enter another shortcut or press 2 to end the shortcut entry.

After you press 2, Press Start To Begin appears.

7 Press to send a black only e-mail or to send a color e-mail.

Sending an e-mail using the address book

1 Load an original document faceup, short edge first into the ADF or facedown on the scanner glass.

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

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

2 If you are loading a document into the ADF, then adjust the paper guides.

3 From the printer control panel, press the Scan/Email button.

Scan to E-mail appears.

4 Press .

Search appears.

Note: If there are no entries in the address book, Manual Entry appears.

5 Press to search the address book.

6 Press the arrow buttons until the address you want appears, and then press .

7 Press 1 to search for another address or press 2 to end the search.

After you press 2, Press Start To Begin appears.

8 Press to send a black only copy or to send a color copy.

Canceling an e-mail

An e-mail can be canceled when the document is in the ADF or on the scanner glass. To cancel an e-mail:

1 From the printer control panel, press .

Stopping appears, and then Cancel Job appears.

2 Press to cancel the job.

Note: If you want to continue to process the job, press

to continue scanning the e-mail.

Canceling appears.

The printer clears all pages in the ADF and then cancels the job. Once the job is canceled, the copy screen appears.

E-mailing

Faxing

ADF Scanner glass

Use the ADF for multiple-page documents.

Use the scanner glass for single pages, small items (such as postcards or photos), transparencies, photo paper, or thin media (such as magazine clippings).

Getting the printer ready to fax

The following connection methods may not be applicable in all countries or regions.

Warning—Potential Damage: Do not touch cables or the printer in the area shown while actively sending or receiving a fax.

Faxing

Initial fax setup

Many countries and regions require outgoing faxes to contain the following information in a margin at the top or bottom of each transmitted page, or on the first page of the transmission: station name (identification of the business, other entity, or individual sending the message) and station number (telephone number of the sending fax machine, business, other entity, or individual).

To enter your fax setup information, use the printer control panel, or use your browser to access the Embedded Web Server and then enter the Settings menu.

Note: If you do not have a TCP/IP environment, then you must use the printer control panel to enter your fax setup information.

Using the printer control panel for fax setup

When the printer is turned on for the first time or if the printer has been off for an extended time, a series of start-up screens appear. If the printer has fax capabilities, then the following screens appear:

Station Name Station Number

1 When Station Name appears, enter the name to be printed on all outgoing faxes.

a Press the button on the numeric keypad that corresponds with the number or letter you want. The first time

you press the button, the number for that button appears. When you press the button again, one of the letters assigned to that button appears.

b Press the right arrow button to move to the next space, or wait a few seconds and the cursor will move to the

next space.

2 After entering the Station Name, press .

The display changes to Station Number.

Faxing

3 When Station Number appears, enter the printer fax number.

a Press the button on the numeric keypad that corresponds with the number you want. b Press the right arrow button to move to the next space, or wait a few seconds and the cursor will move to the

next space.

4 After entering the Station Number, press .

Using the Embedded Web Server for fax setup

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

Note: If you do not know the IP address of the printer, then print a network setup page and locate the address

in the TCP/IP section.

2 Click Settings.

3 Click Fax Settings.

4 Click Analog Fax Setup.

5 Click inside the Station Name box, and then enter the name to be printed on all outgoing faxes.

6 Click inside the Station Number box, and then enter the printer fax number.

7 Click Submit.

Choosing a fax connection

You can connect the printer with equipment such as a telephone, an answering machine, or a computer modem. To determine the best way to set up the printer, see the following table.

Notes:

• The printer is an analog device that works best when directly connected to the wall outlet. Other devices (such

as a telephone or answering machine) can be successfully attached to pass through the printer, as described in the setup steps.

• If you want a digital connection such as ISDN, DSL, or ADSL, a third-party device (such as a DSL filter) is required.

Contact your DSL provider for a DSL filter. The DSL filter removes the digital signal on the telephone line that can interfere with the ability of the printer to fax properly.

• You do not need to attach the printer to a computer, but you do need to connect it to an analog telephone line

to send and receive faxes.

Equipment and service options Fax connection setup

Connect directly to the telephone line See “Connecting to an analog telephone line” on

page 84

Connect to a Digital Subscriber Line (DSL or ADSL) service See “Connecting to a DSL service” on page 84.

Connect to a Private Branch eXchange (PBX) or Integrated Services Digital Network (ISDN) system

See “Connecting to a PBX or ISDN system” on page 85.

Use a Distinctive Ring service See “Connecting to a Distinctive Ring Service” on

page 85.

Connect to a telephone line, telephone, and answering machine

See “Connecting a telephone or answering machine to the same telephone line” on page 86

Faxing

Equipment and service options Fax connection setup

Connect through an adapter used in your area See “Connecting to an adapter for your country or region”

on page 87.

Connect to a computer with a modem See “Connecting to a computer with a modem” on

page 92.

Connecting to an analog telephone line

If your telecommunications equipment uses a US-style (RJ11) telephone line, then follow these steps to connect the equipment:

1 Connect one end of the telephone cable that came with the printer to the top LINE port on the back of the

printer.

2 Connect the other end of the telephone cable to an active analog telephone wall jack.

Connecting to a DSL service

If you subscribe to a DSL service, then contact the DSL provider to obtain a DSL filter and telephone cord, and then follow these steps to connect the equipment:

1 Connect one end of the telephone cable that came with the printer to the top LINE port on the back of the

printer.

2 Connect the other end of the telephone cable to the DSL filter.

Note: Your DSL filter may look different than the one in the illustration.

3 Connect the DSL filter cable to an active telephone wall jack.

Faxing

Connecting to a PBX or ISDN system

If you use a PBX or ISDN converter or terminal adapter, then follow these steps to connect the equipment:

1 Connect one end of the telephone cable that came with the printer to the top LINE port on the back of the

printer.

2 Connect the other end of the telephone cable to the port designated for fax and telephone use.

Notes:

• Make sure the terminal adapter is set to the correct switch type for your region.

• Depending on the ISDN port assignment, you may have to connect to a specific port.

• When using a PBX, make sure the call waiting tone is off.

• When using a PBX system, dial the outside line prefix before dialing the fax number.

• For more information on using the fax with a PBX system, see the documentation that came with your PBX

system.

Connecting to a Distinctive Ring Service

A distinctive ring service may be available from your telephone service provider. This service allows you to have multiple phone numbers on one telephone line with each phone number having a different ring pattern. This may be useful for distinguishing between fax and voice calls. If you subscribe to a distinctive ring service, follow these steps to connect the equipment:

1 Connect one end of the telephone cable that came with the printer to the top LINE port on the back of the

printer.

2 Connect the other end of the telephone cable to an active analog telephone wall jack.

3 Change the distinctive ring setting to match the setting you want the printer to answer.

a From the printer control panel, press . b Press the arrow buttons until Settings appears, and then press .

c Press the arrow buttons until Fax Settings appears, and then press .

d Press the arrow buttons until Distinctive Rings appears, and then press .

e Press the arrow buttons until the desired ring tone appears, and then press .

Faxing

Connecting a telephone or answering machine to the same telephone line

1 Remove the plug from the bottom EXT port on the back of the printer.

2 Connect your telecommunications equipment directly to the bottom EXT port on the back of the printer.

Faxing

Connecting to an adapter for your country or region

The following countries or regions may require a special adapter to connect the telephone cable to the wall outlet.

Country/region

• Austria

• Cyprus

• Denmark

• Finland

• France

• Germany

• Ireland

• Italy

• New Zealand

• Netherlands

• Norway

• Portugal

• Sweden

• Switzerland

• United Kingdom

Countries or regions except Germany

For some countries or regions, a telephone line adapter is included in the box. Use this adapter to connect an answering machine, telephone, or other telecommunications equipment to the printer.

There is a plug installed in the bottom EXT port

of the printer. This plug is necessary for the proper functioning

of the adapter.

Note: Do not remove the plug if you have a serial phone system or wish to connect a phone or answering machine to the adapter. If you remove it, then other telecommunications devices in your home (such as telephones or answering machines) may not work.

Faxing

1 Connect one end of the telephone cable that came with the printer to the top LINE port on the back of the

printer.

2 Connect the other end of the telephone cable to the adapter, and then connect the adapter to the wall jack.

Note: Your telephone adapter may look different than the one shown. It will fit the telephone jack used in your

location.

Faxing

3 Connect the answering machine or telephone to the adapter

Faxing

Germany

There is a plug installed in the bottom EXT port of the printer. This plug is necessary for the proper functioning of the fax function and the proper operation of downstream phones.

Note: Do not remove the plug. If you remove it, then other telecommunications devices in your home (such as telephones or answering machines) may not work.

1 Connect one end of the telephone cable that came with the printer to the top LINE port on the back of the

printer.

2 Connect the other end of the telephone cable to the adapter, and then connect the adapter to the N slot of an

active analog telephone wall jack.

Note: Your telephone adapter may look different than the one shown. It will fit the telephone jack used in your location.

Faxing

3 If you would like to use the same line for both fax and telephone communication, then connect a second telephone

line (not provided) between the telephone and the F slot of an active analog telephone wall jack.

Faxing

4 If you would like to use the same line for recording messages on your answering machine, then connect a second

telephone lin e (not provided) between the answering machin e and the other N s lot of the active analog telephone wall jack.

Connecting to a computer with a modem

Connect the printer to a computer with a modem to send faxes from the software program.

Note: Setup steps may vary depending on your country or region.

1 Make sure you have the following:

• A telephone

• A computer with a modem

• Three telephone cords

• A telephone wall jack

2 Connect a telephone cord into the top LINE port of the printer, and then plug it into an active telephone wall

jack.

Faxing

3 Remove the protective plug from the bottom EXT port of the printer.

4 Connect a second telephone cord from the telephone to the computer modem.

Note: Refer to the manual that came with your computer for the telephone connections.

5 Connect a third telephone cord from the computer modem to the bottom EXT port of the printer.

Faxing

Setting the outgoing fax name and number

To have the designated fax name and fax number printed on outgoing faxes:

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

Note: If you do not know the IP address of the printer, then print a network setup page and locate the address

in the TCP/IP section.

2 Click Settings.

3 Click Fax Settings.

4 Click Analog Fax Setup.

5 Click inside the Station Name box, and then enter the name to be printed on all outgoing faxes.

6 Click inside the Station Number box, and then enter the printer fax number.

7 Click Submit.

Setting the date and time

You can set the date and time so that they are printed on every fax you send. If there is a power failure, you may have to reset the date and time. To set the date and time:

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

Note: If you do not know the IP address of the printer, then print a network setup page and locate the address

in the TCP/IP section.

2 Click Settings.

3 Click Set Date and Time.

4 Click inside the Set Date & Time box, and then enter the current date and time.

5 Click Submit.

Turning daylight saving time on or off

The printer can be set to automatically adjust for daylight saving time:

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

Note: If you do not know the IP address of the printer, then print a network setup page and locate the address

in the TCP/IP section.

2 Click Settings.

3 Click Set Date and Time.

4 In the Daylight Savings box, click on one of the following:

Yes turns daylight saving on. No turns daylight saving off.

5 Click Submit.

Faxing

Sending a fax

Sending a fax using the printer control panel

1 Load an original document faceup, short edge first into the ADF or facedown on the scanner glass.

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

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

2 If you are loading a document into the ADF, then adjust the paper guides.

3 From the printer control panel, press the Fax button.

To: appears on the first line, and the time and date appear on the second line.

4 Enter the fax number, and then press .

Notes:

• To place a dial pause within a fax nu mber, press the Redial/Pause button. The dial pause a ppears as a comma

on the Fax to: line. Use this feature if you need to dial an outside line first.

• Press to move the cursor to the left and delete a number.

• To use a fax shortcut, press , and then press the arrow buttons until the fax shortcut you want appears.

Then, press

5 Press 1 to enter another fax number, or press 2 to end fax number entry.

6 Press to send a black only fax or to send a color fax.

Sending a fax using the 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 programs.

For Windows users

Notes:

• In orde r to perf orm this fun ctio n fr om yo ur c omp ute r, yo u mus t us e the Pos tScr ipt pri nter dr ive r for you r p rin ter.

• Verify that the fax option is installed in the printer driver.

1 With a file open, click File  Print.

2 Click Properties, Preferences, Options, or Setup.

3 Click the Other Options tab, and then click Fax.

4 On the Fax screen, type the name and number of the fax recipient.

5 Click OK, and then click OK again.

6 Click OK.

Faxing

For Mac OS X version 10.2 and 10.3 users

1 With a document open, choose File > Print.

2 From the print options pop-up menu, choose Job Routing.

3 Select Fax, and then enter the recipient name, number, and other information as needed.

4 Click Print.

For Mac OS X version 10.4 or later users

1 With a document open, choose File > Print.

2 From the PDF pop-up menu, choose Fax PDF.

3 Type the fax number in the To field, and enter other information as needed.

4 Click Fax.

If you receive an error, "No fax modems were found", follow these directions to add your printer as a fax:

a From the Printer pop-up menu, choose Add Printer. b Select the printer from the dialog that appears. c From the Print Using pop-up menu, choose Select a driver to use. d From the list, choose your printer fax model, and then click Add.

Creating shortcuts

Creating a fax destination shortcut using the Embedded Web Server

Instead of entering the entire phone number of a fax recipient on the printer control panel each time you want to send a fax, you can create a permanent fax destination and assign a shortcut number. You can create a shortcut to a single fax number or a group of fax numbers.

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

Note: If you do not know the IP address of the printer, then print a network setup page and locate the address

in the TCP/IP section.

2 Click Settings.

3 Click Manage Destinations.

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

person.

4 Click Fax Shortcut Setup.

5 Type a unique name for the shortcut, and then enter 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 (;).

Faxing

6 Assign a shortcut number.

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

7 Click Add.

Creating a fax destination shortcut using the printer control panel

1 Load an original document faceup, short edge first into the ADF or facedown on the scanner glass.

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

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

2 If you are loading a document into the ADF, then adjust the paper guides.

3 From the printer control panel, press the Fax button.

To: appears on the first line, and the time and date appear on the second line.

4 Press .

Address Book Search appears.

5 Press the arrow buttons until Add appears, and then press .

6 Press the arrow buttons until Enter Fax Number appears, and then press .

7 Enter the fax number, and then press .

8 Press 1 to enter another fax number, or press 2 to end fax number entry.

9 After selecting 2=NO, Enter Name appears.

a Press the button on the keypad that corresponds with the letter you want. The first time you press the button,

the number for that button appears. When you press the button again, one of the letters assigned to that button appears.

b Press the right arrow button to move to the next space, or wait a few seconds and the cursor will move to the

next space.

c Once the fax name is entered, press .

Save as Shortcut appears.

d Enter the shortcut number, and then press .

Faxing

Using shortcuts and the address book

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 Settings on the Embedded Web Server. 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 Load an original document faceup, short edge first into the ADF or facedown on the scanner glass.

Note: Do not place postcards, photos, small items, transparencies, photo paper, or thin media (such as magazine

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

2 If you are loading a document into the ADF, then adjust the paper guides.

3 Press .

Enter Shortcut: appears.

4 Enter the shortcut number.

5 Press to send a black only fax or to send a color fax.

Using the address book

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

1 Load an original document faceup, short edge first into the ADF or facedown on the scanner glass.

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

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

2 If you are loading a document into the ADF, then adjust the paper guides.

3 From the printer control panel, press the Fax button.

To: appears on the first line, and the time and date appear on the second line.

4 Press , and then press the arrow buttons until the fax number you want appears. Then, press .

Customizing fax settings

Changing the fax resolution

Adjusting the resolution setting changes the quality of the fax. Settings range from Standard (fastest speed) to Ultra Fine (slowest speed, best quality).

1 Load an original document faceup, short edge first into the ADF or facedown on the scanner glass.

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

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

2 If you are loading a document into the ADF, then adjust the paper guides.

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3 From the Fax area of the printer control panel, press the Resolution area.

4 Press the arrow buttons until the resolution value you want appears, and then press .

5 Press to send a black only copy or to send a color copy.

Making a fax lighter or darker

1 Load an original document faceup, short edge first into the ADF or facedown on the scanner glass.

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

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

2 If you are loading a document into the ADF, then adjust the paper guides.

3 From the printer control panel, press the Darkness button.

4 Press the arrow buttons to make the fax lighter or darker.

5 Press .

6 Press to send a black only fax or to send a color fax.

Sending a fax at a scheduled time

1 Load an original document faceup, short edge first into the ADF or facedown on the scanner glass.

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

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

2 If you are loading a document into the ADF, then adjust the paper guides.

3 From the printer control panel, press the Fax button.

To: appears on the first line, and the time and date appear on the second line.

4 Enter the fax number, and then press .

5 From the Fax area, press the Options button.

6 Press the arrow buttons until Delayed Send appears, and then press .

Set Send Time appears on the first line, and HH:MM with a blinking cursor appears on the second line.

7 Using the numeric keypad, enter the time you want to send the fax. After you enter the time, the cursor moves

to the AM or PM field if the printer clock is set to 12 Hour format. Press the arrow buttons to change from AM to PM or PM to AM.

8 Press .

Set Send Date appears on the first line, and MM-DD-YYYY with a blinking cursor appears on the second line.

9 Using the numeric keypad, enter the date you want to send the fax.

10 Press .

11 Press to send a black only fax or to send a color fax.

Faxing

Viewing a fax log

1 Open a Web browser.

2 In the address bar, type the IP address of the printer, and then press Enter.

3 Click Reports.

4 Click Fax Settings.

5 Click Fax Job Log or Fax Call Log.

Canceling an outgoing fax

A fax can be canceled when the document is in the ADF or on the scanner glass. To cancel a fax:

1 From the printer control panel, press .

Stopping appears, and then Cancel Job appears.

2 Press to cancel the job.

Note: If you want to continue to process the job, press

to resume scanning the fax.

Canceling appears.

The printer clears all pages in the ADF and then cancels the job.

Understanding fax options

Original Size

This option lets you choose the size of the documents you are going to fax.

1 From the Fax area of the printer control panel, press the Options button.

Original Size appears.

2 Press .

3 Press the arrow buttons until the size of the original document appears, and then press .

Mode

This option tells the printer the original document type. Choose from Text, Text/Photo, or Photo. Content affects the quality and size of your scan.

• 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

• Photograph—Tells the scanner to pay extra attention to graphics and pictures. This setting increases the time

it takes to scan, but emphasizes a reproduction of the full dynamic range of tones in the original document. This increases the amount of information saved.

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Olivetti d-Color MF920, d-Color MF923 Operation Manual

Specifications and Main Features

Frequently Asked Questions

User Manual