Ricoh Aficio SP 4410SF Owner's Manual

Mono Laser MFP

User's Guide

June 2011

Machine type(s):

7014, 4569, 4570

Model(s):

431, 636, 63W, n01, n02, g01, g02, n11, n12, g11, g12, hn1, hn2, wh1, wh2, 43K, 6K6, 6K7

Contents

Safety information.....................................................................................14

Learning about the printer.........................................................................16

Thank you for choosing this printer!.......................................................................................................16

Finding information about the printer....................................................................................................16

Printer configurations.............................................................................................................................17

Selecting a location for the printer..........................................................................................................18

Basic functions of the scanner.................................................................................................................19

Understanding the ADF and scanner glass..............................................................................................20

Understanding the printer control panel................................................................................................21

Understanding the home screen.............................................................................................................22

Using the touch-screen buttons..............................................................................................................23

Additional printer setup.............................................................................27

Installing internal options........................................................................................................................27

Available internal options ................................................................................................................................. 27

Accessing the system board to install internal options ....................................................................................28

Installing a memory card ..................................................................................................................................30

Installing a flash memory or firmware card......................................................................................................32

Installing an Internal Solutions Port..................................................................................................................34

Installing a printer hard disk ............................................................................................................................. 41

Installing a fax card ........................................................................................................................................... 45

Installing hardware options.....................................................................................................................48

Installing a 250- or 550-sheet drawer............................................................................................................... 48

Attaching cables......................................................................................................................................49

Verifying printer setup............................................................................................................................50

Printing a menu settings page .......................................................................................................................... 50

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

Setting up the printer software...............................................................................................................51

Installing printer software ................................................................................................................................51

Updating available options in the printer driver ..............................................................................................51

Setting up wireless printing.....................................................................................................................53

Follow these steps to set up your printer.........................................................................................................53

Information you will need to set up the printer on a wireless network...........................................................53

Installing the printer on a wireless network (Windows)...................................................................................54

Installing the printer on a wireless network (Macintosh).................................................................................57

Installing the printer on a wired network...............................................................................................60

Contents

2

Changing port settings after installing a new network Internal Solutions Port......................................63

Setting up serial printing.........................................................................................................................65

Minimizing your printer's environmental impact........................................67

Saving paper and toner...........................................................................................................................67

Using recycled paper ........................................................................................................................................ 67

Conserving supplies ..........................................................................................................................................67

Saving energy..........................................................................................................................................68

Using Eco-Mode................................................................................................................................................68

Adjusting Power Saver ...................................................................................................................................... 69

Adjusting the brightness of the display ............................................................................................................69

Setting the standard exit bin light.....................................................................................................................70

Reducing printer noise............................................................................................................................71

Loading paper and specialty media............................................................72

Setting the Paper Size and Paper Type....................................................................................................72

Configuring Universal paper settings......................................................................................................72

Avoiding jams..........................................................................................................................................73

Loading trays...........................................................................................................................................73

Using the multipurpose feeder...............................................................................................................77

Linking and unlinking trays......................................................................................................................82

Linking trays ...................................................................................................................................................... 82

Unlinking trays .................................................................................................................................................. 82

Assigning a custom paper type name ...............................................................................................................82

Changing a Custom Type <x> name .................................................................................................................. 83

Paper and specialty media guidelines.........................................................84

Paper guidelines......................................................................................................................................84

Paper characteristics.........................................................................................................................................84

Unacceptable paper..........................................................................................................................................85

Selecting paper .................................................................................................................................................85

Using recycled paper and other office papers..................................................................................................85

Selecting preprinted forms and letterhead ......................................................................................................86

Storing paper .................................................................................................................................................... 86

Supported paper sizes, types, and weights.............................................................................................87

Paper sizes supported by the printer................................................................................................................ 87

Paper types and weights supported by the printer .......................................................................................... 88

Paper capacities................................................................................................................................................89

Printing......................................................................................................90

Printing a document................................................................................................................................90

Contents

3

Printing on both sides of the paper (duplexing)......................................................................................90

Printing on specialty media.....................................................................................................................91

Tips on using letterhead ...................................................................................................................................91

Tips on using transparencies ............................................................................................................................ 91

Tips on using envelopes....................................................................................................................................91

Tips on using labels........................................................................................................................................... 92

Tips on using card stock....................................................................................................................................92

Printing confidential and other held jobs................................................................................................93

Holding jobs in the printer................................................................................................................................93

Printing confidential and other held jobs from Windows.................................................................................94

Printing confidential and other held jobs from a Macintosh computer ...........................................................94

Printing from a flash drive.......................................................................................................................95

Printing information pages......................................................................................................................96

Printing a font sample list ................................................................................................................................. 96

Printing a directory list......................................................................................................................................96

Printing the print quality test pages .................................................................................................................96

Canceling a print job................................................................................................................................97

Canceling a print job from the printer control panel........................................................................................97

Canceling a print job from the computer ......................................................................................................... 97

Copying......................................................................................................99

Making copies.........................................................................................................................................99

Making a quick copy .........................................................................................................................................99

Copying using the ADF ......................................................................................................................................99

Copying using the scanner glass ..................................................................................................................... 100

Copying photos......................................................................................................................................100

Copying on specialty media...................................................................................................................100

Making transparencies ...................................................................................................................................100

Copying to letterhead ..................................................................................................................................... 101

Customizing copy settings.....................................................................................................................101

Copying from one size to another ..................................................................................................................101

Making copies using paper from a selected tray ............................................................................................101

Copying on both sides of the paper (duplexing).............................................................................................102

Reducing or enlarging copies.......................................................................................................................... 102

Adjusting copy quality ....................................................................................................................................102

Collating copies ...............................................................................................................................................103

Placing separator sheets between copies....................................................................................................... 103

Copying multiple pages onto a single sheet ................................................................................................... 104

Creating a custom job (job build).................................................................................................................... 104

Pausing the current print job to make copies.......................................................................................105

Placing information on copies...............................................................................................................105

Placing the date and time at the top of each page .........................................................................................105

Contents

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Placing an overlay message on each page ...................................................................................................... 106

Canceling a copy job..............................................................................................................................106

Canceling a copy job while the document is in the ADF ................................................................................. 106

Canceling a copy job while copying pages using the scanner glass ................................................................106

Canceling a copy job while the pages are being printed ................................................................................ 107

Understanding the copy screens and options.......................................................................................107

Copy from ....................................................................................................................................................... 107

Copy to............................................................................................................................................................107

Scale.......................................................................................................................... ...................................... 107

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

Content ...........................................................................................................................................................108

Sides (Duplex) ................................................................................................................................................. 108

Collate............................................................................................................................................................. 108

Options ...........................................................................................................................................................108

Improving copy quality..........................................................................................................................109

E-mailing..................................................................................................111

Getting ready to e-mail.........................................................................................................................111

Enabling the e-mail function...........................................................................................................................111

Setting up the e-mail function ........................................................................................................................112

Configuring the e-mail settings.......................................................................................................................112

Creating an e-mail shortcut...................................................................................................................112

Creating an e-mail shortcut using the Embedded Web Server.......................................................................112

Creating an e-mail shortcut using the touch screen....................................................................................... 113

E-mailing a document............................................................................................................................113

Sending an e-mail using the touch screen ......................................................................................................113

Sending an e-mail using a shortcut number ...................................................................................................113

Sending an e-mail using the address book ..................................................................................................... 114

Customizing e-mail settings...................................................................................................................114

Adding e-mail subject and message information ...........................................................................................114

Changing the output file type .........................................................................................................................115

Canceling an e-mail...............................................................................................................................115

Understanding e-mail options...............................................................................................................115

Original Size ....................................................................................................................................................115

Sides (Duplex) ................................................................................................................................................. 115

Orientation ..................................................................................................................................................... 116

Binding ............................................................................................................................................................116

E-mail Subject ................................................................................................................................................. 116

E-mail File Name ............................................................................................................................................. 116

E-mail Message ...............................................................................................................................................116

Resolution ....................................................................................................................................................... 116

Send As ...........................................................................................................................................................116

Content ...........................................................................................................................................................116

Contents

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Advanced Options...........................................................................................................................................117

Faxing......................................................................................................118

Getting the printer ready to fax............................................................................................................118

Setting up the printer to fax ...........................................................................................................................118

Choosing a fax connection..............................................................................................................................118

Connecting to an analog telephone line .........................................................................................................119

Connecting to a DSL service............................................................................................................................ 120

Connecting to a PBX or ISDN system ..............................................................................................................120

Connecting to a distinctive ring service ..........................................................................................................121

Connecting the printer and a telephone or answering machine to the same telephone line........................121

Connecting to an adapter for your country or region ....................................................................................123

Connecting to a computer with a modem ...................................................................................................... 128

Enabling the fax function................................................................................................................................129

Using the Embedded Web Server for fax setup.............................................................................................. 130

Setting the date and time ............................................................................................................................... 130

Turning daylight saving time on or off ............................................................................................................131

Sending a fax.........................................................................................................................................131

Sending a fax using the printer control panel................................................................................................. 131

Getting ready to send a fax using the computer ............................................................................................ 131

Installing a PostScript driver ........................................................................................................................... 132

Sending a fax using the computer ..................................................................................................................133

Creating shortcuts.................................................................................................................................134

Creating a fax destination shortcut using the Embedded Web Server ...........................................................134

Creating a fax destination shortcut using the touch screen ...........................................................................134

Using shortcuts and the address book..................................................................................................135

Using fax shortcuts .........................................................................................................................................135

Using the address book ......................................................................................................... .........................135

Customizing fax settings........................................................................................................................136

Changing the fax resolution............................................................................................................................136

Making a fax lighter or darker ........................................................................................................................136

Sending a fax at a scheduled time .................................................................................................................. 136

Printing an incoming fax on both sides of the paper (duplexing) ................................................................... 137

Viewing a fax log ............................................................................................................................................. 137

Blocking junk faxes.......................................................................................................................................... 137

Canceling an outgoing fax.....................................................................................................................138

Canceling a fax while the original documents are still scanning.....................................................................138

Canceling a fax after the original documents have been scanned to memory............................................... 138

Understanding fax options....................................................................................................................138

Original Size ....................................................................................................................................................138

Content ...........................................................................................................................................................138

Sides (Duplex) ................................................................................................................................................. 139

Resolution ....................................................................................................................................................... 139

Contents

6

Darkness .........................................................................................................................................................139

Advanced Options...........................................................................................................................................139

Improving fax quality.............................................................................................................................140

Holding and forwarding faxes...............................................................................................................140

Holding faxes ..................................................................................................................................................140

Forwarding a fax .............................................................................................................................................141

Scanning to an FTP address......................................................................142

Scanning to an FTP address...................................................................................................................142

Scanning to an FTP address using the keypad ................................................................................................ 142

Scanning to an FTP address using a shortcut number .................................................................................... 142

Scanning to an FTP address using the address book ...................................................................................... 143

Creating shortcuts.................................................................................................................................143

Creating an FTP shortcut using the Embedded Web Server...........................................................................143

Creating an FTP shortcut using the touch screen ........................................................................................... 144

Understanding FTP options...................................................................................................................144

Original Size ....................................................................................................................................................144

Sides (Duplex) ................................................................................................................................................. 144

Orientation ..................................................................................................................................................... 144

Binding ............................................................................................................................................................144

Resolution ....................................................................................................................................................... 144

Send As ...........................................................................................................................................................145

Content ...........................................................................................................................................................145

Advanced Options...........................................................................................................................................145

Improving FTP quality............................................................................................................................146

Scanning to a computer or flash drive......................................................147

Scanning to a computer........................................................................................................................147

Understanding scan profile options......................................................................................................148

Quick Setup.....................................................................................................................................................148

Format Type.................................................................................................................................................... 148

Compression ...................................................................................................................................................148

Default Content .............................................................................................................................................. 148

Color ............................................................................................................................................................... 149

Original Size ....................................................................................................................................................149

Orientation ..................................................................................................................................................... 149

Duplex............................................................................................................................................................. 149

JPEG Quality....................................................................................................................................................149

Darkness .........................................................................................................................................................149

Resolution ....................................................................................................................................................... 149

Advanced Imaging........................................................................................................................................... 149

Scanning to a flash drive........................................................................................................................150

Contents

7

Improving scan quality..........................................................................................................................150

Understanding printer menus...................................................................151

Menus list..............................................................................................................................................151

Paper menu...........................................................................................................................................152

Default Source menu ...................................................................................................................................... 152

Paper Size/Type menu .................................................................................................................................... 152

Configure MP menu ........................................................................................................................................ 155

Substitute Size menu ......................................................................................................................................155

Paper Texture menu ....................................................................................................................................... 156

Paper Weight menu ........................................................................................................................................157

Paper Loading menu .......................................................................................................................................157

Custom Types menu .......................................................................................................................................159

Custom Names menu .....................................................................................................................................159

Custom Scan Sizes menu ................................................................................................................................ 159

Universal Setup menu.....................................................................................................................................160

Reports menu........................................................................................................................................161

Network/Ports menu.............................................................................................................................162

Active NIC menu .............................................................................................................................................162

Standard Network or Network <x> menus .....................................................................................................162

SMTP Setup menu ..........................................................................................................................................164

Network Reports menu .................................................................................................................................. 165

Network Card menu........................................................................................................................................165

TCP/IP menu ...................................................................................................................................................166

IPv6 menu .......................................................................................................................................................167

Wireless menu ................................................................................................................................................168

AppleTalk menu .............................................................................................................................................. 168

NetWare menu ...............................................................................................................................................169

LexLink menu ..................................................................................................................................................169

Standard USB menu ........................................................................................................................................170

Parallel <x> menu ...........................................................................................................................................171

Serial <x> menu .............................................................................................................................................. 173

Security menu.......................................................................................................................................176

Miscellaneous menu .......................................................................................................................................176

Confidential Print menu..................................................................................................................................176

Disk Wiping menu ...........................................................................................................................................177

Security Audit Log menu ................................................................................................................................. 178

Set Date/Time menu.......................................................................................................................................179

Settings menu........................................................................................................................................180

General Settings menu ................................................................................................................................... 180

Copy Settings menu ........................................................................................................................................186

Fax Settings menu........................................................................................................................................... 192

E-mail Settings menu ......................................................................................................................................201

Contents

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FTP Settings menu ..........................................................................................................................................206

Flash Drive menu ............................................................................................................................................209

Print Settings...................................................................................................................................................214

Help menu.............................................................................................................................................225

Maintaining the printer............................................................................226

Cleaning the exterior of the printer......................................................................................................226

Cleaning the scanner glass....................................................................................................................226

Cleaning the ADF separator rollers.......................................................................................................227

Adjusting scanner registration..............................................................................................................228

Storing supplies.....................................................................................................................................229

Checking the status of supplies.............................................................................................................230

Checking the status of supplies from the printer control panel ..................................................................... 230

Checking the status of supplies from a network computer............................................................................230

Ordering supplies..................................................................................................................................231

Ordering toner cartridges ............................................................................................................................... 231

Ordering a photoconductor kit .......................................................................................................................231

Ordering ADF replacement parts.................................................................................................................... 231

Moving the printer to another location................................................................................................231

Shipping the printer..............................................................................................................................232

Administrative support............................................................................233

Using the Embedded Web Server.........................................................................................................233

Checking the device status..................................................................................................... ...............233

Setting up e-mail alerts.........................................................................................................................233

Viewing reports.....................................................................................................................................234

Restoring the factory default settings...................................................................................................234

Clearing jams............................................................................................235

Clearing jams.........................................................................................................................................235

Understanding jam messages and locations...................................................................................................235

200 and 201 paper jams .................................................................................................................................236

202 paper jam.................................................................................................................................................238

231 paper jam.................................................................................................................................................239

233 paper jam.................................................................................................................................................241

234 paper jam.................................................................................................................................................241

235 paper jam.................................................................................................................................................242

240–249 paper jams .......................................................................................................................................242

250 paper jam.................................................................................................................................................243

251 paper jam.................................................................................................................................................244

290–294 paper jams .......................................................................................................................................245

Contents

9

Troubleshooting.......................................................................................249

Solving basic printer problems..............................................................................................................249

Printer control panel display is blank or displays only diamonds..........................................................249

Indicator light blinks red........................................................................................................................249

Check the display for error messages .............................................................................................................249

Make sure the fax function is set up properly ................................................................................................ 249

Understanding printer messages..........................................................................................................249

Answering .......................................................................................................................................................249

Change <src> to <x>........................................................................................................................................250

Check tray <x> connection.............................................................................................................................. 250

Close front door .............................................................................................................................................. 250

Close door or insert cartridge .........................................................................................................................250

Connect <x>bps ..............................................................................................................................................250

Disk corrupted ................................................................................................................................................ 251

Disk Full - Scan Job Canceled ..........................................................................................................................251

Fax failed.........................................................................................................................................................251

Fax memory full ..............................................................................................................................................251

Fax partition inoperative. Contact system administrator. ..............................................................................251

Fax server 'To Format' not set up. Contact system administrator.................................................................. 251

Fax Station Name not set up........................................................................................................................... 251

Fax Station Number not set up .......................................................................................................................252

Insert Tray <x> ................................................................................................................................................252

Install Tray <x> ................................................................................................................................................ 252

Invalid PIN ....................................................................................................................................................... 252

Load <src> with <x> ........................................................................................................................................252

Load manual feeder with <x> ......................................................................................................................... 253

Memory full, cannot print faxes .....................................................................................................................253

Network/Network <x> .................................................................................................................................... 253

No analog phone line connected to modem, fax is disabled.......................................................................... 253

No answer.......................................................................................................................................................253

No dial tone .................................................................................................................................................... 253

Paper Change: Load Tray<x> <paper type> ....................................................................................................253

Queued for sending ........................................................................................................................................ 253

Remove originals from the scanner ADF ........................................................................................................ 254

Remove packaging material, check <x> ..........................................................................................................254

Remove paper from standard output bin....................................................................................................... 254

Replace <x> if restarting job. ..........................................................................................................................254

Restore Held Jobs?..........................................................................................................................................254

Scan Document Too Long ...............................................................................................................................254

Scanner ADF Cover Open ................................................................................................................................254

Securely clearing disk space............................................................................................................................ 254

Serial <x>......................................................................................................................................................... 255

Set clock.......................................................................................................................................................... 255

Contents

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SMTP server not set up. Contact system administrator. ................................................................................255

Some held jobs were not restored ................................................................................................................. 255

System busy, preparing resources for job. ..................................................................................................... 255

System busy, preparing resources for job. Deleting held job(s). .................................................................... 255

Unsupported disk............................................................................................................................................255

Unsupported USB device, please remove.......................................................................................................255

Unsupported USB hub, please remove........................................................................................................... 255

USB/USB <x> ................................................................................................................................................... 255

30 Invalid refill, change toner cartridge.......................................................................................................... 256

31 Replace defective cartridge .......................................................................................................................256

32 Cartridge part number unsupported by device ......................................................................................... 256

34 Short paper ................................................................................................................................................ 256

35 Insufficient memory to support Resource Save feature ............................................................................256

37 Insufficient memory to collate job............................................................................................................. 256

37 Insufficient memory, some Held Jobs were deleted..................................................................................256

37 Insufficient memory, some held jobs will not be restored ........................................................................257

38 Memory full ............................................................................................................................................... 257

39 Complex page, some data may not have printed ...................................................................................... 257

50 PPDS font error .......................................................................................................................................... 257

51 Defective flash detected ............................................................................................................................257

52 Not enough free space in flash memory for resources..............................................................................257

53 Unformatted flash detected ......................................................................................................................258

54 Network <x> software error ......................................................................................................................258

54 Serial option <x> error ............................................................................................................................... 258

54 Standard network software error ..............................................................................................................258

55 Unsupported option in slot <x> ................................................................................................................. 258

56 Parallel port <x> disabled...........................................................................................................................259

56 Serial port <x> disabled..............................................................................................................................259

56 Standard parallel port disabled.................................................................................................................. 259

56 Standard USB port disabled .......................................................................................................................259

56 USB port <x> disabled ................................................................................................................................259

57 Configuration change, held jobs were not restored .................................................................................. 260

58 Too many trays attached ........................................................................................................................... 260

58 Too many flash options installed ...............................................................................................................260

59 Incompatible tray <x> ................................................................................................................................260

61 Remove defective disk ...............................................................................................................................260

62 Disk full ......................................................................................................................................................261

63 Unformatted disk .......................................................................................................................................261

80 Routine maintenance needed.................................................................................................................... 261

84 Replace PC Kit ............................................................................................................................................ 261

84 PC Kit life warning ......................................................................................................................................261

88 Cartridge low .............................................................................................................................................261

88.yy Cartridge nearly low..............................................................................................................................261

88.yy Replace cartridge...................................................................................................................................261

200–282.yy paper jam .................................................................................................................................... 262

Contents

11

290-295.yy scanner jam.................................................................................................................................. 262

293 Replace all originals if restarting job........................................................................................................262

293.02 Flatbed Cover Open ............................................................................................................................262

294 ADF Jam ................................................................................................................................................... 262

840.01 Scanner Disabled ................................................................................................................................ 263

841-846 Scanner Service Error........................................................................................................................263

900–999 Service <message>...........................................................................................................................263

1565 Emulation error, load emulation option ................................................................................................ 263

Solving printing problems.....................................................................................................................263

Multiple-language PDFs do not print ..............................................................................................................263

Error message about reading USB drive appears ...........................................................................................264

Jobs do not print ............................................................................................................................................. 264

Confidential and other held jobs do not print ................................................................................................ 265

Job takes longer than expected to print .........................................................................................................265

Job prints from the wrong tray or on the wrong paper.................................................................................. 266

Incorrect characters print ............................................................................................................................... 266

Tray linking does not work.............................................................................................................................. 266

Large jobs do not collate................................................................................................................................. 266

Unexpected page breaks occur.......................................................................................................................267

Solving copy problems..........................................................................................................................267

Copier does not respond ................................................................................................................................ 267

Scanner unit does not close............................................................................................................................ 267

Poor copy quality ............................................................................................................................................268

Partial document or photo copies ..................................................................................................................269

Solving scanner problems.....................................................................................................................270

Checking an unresponsive scanner.................................................................................................................270

Scan was not successful.................................................................................................................................. 270

Scanning takes too long or freezes the computer ..........................................................................................270

Poor scanned image quality..................................................................................................... .......................270

Partial document or photo scans....................................................................................................................271

Cannot scan from a computer ........................................................................................................................271

Solving fax problems.............................................................................................................................272

Caller ID is not shown .....................................................................................................................................272

Cannot send or receive a fax ..........................................................................................................................272

Can send but not receive faxes.......................................................................................................................274

Can receive but not send faxes.......................................................................................................................274

Received fax has poor print quality ................................................................................................................ 275

Solving option problems........................................................................................................................275

Option does not operate correctly or quits after it is installed ...................................................................... 275

Drawers........................................................................................................................................................... 276

Flash memory card .........................................................................................................................................276

Hard disk with adapter ...................................................................................................................................276

Internal Solutions Port .................................................................................................................................... 277

Memory card .................................................................................................................................................. 277

Contents

12

Solving paper feed problems.................................................................................................................277

Paper frequently jams..................................................................................................................................... 277

Paper trays......................................................................................................................................................278

Paper jam message remains after jam is cleared ...........................................................................................278

Page that jammed does not reprint after you clear the jam ..........................................................................278

Solving print quality problems..............................................................................................................279

Isolating print quality problems...................................................................................................................... 279

Blank pages ..................................................................................................................................................... 279

Characters have jagged or uneven edges .......................................................................................................280

Clipped images................................................................................................................................................280

Ghost images ..................................................................................................................................................280

Gray background............................................................................................................................................. 281

Incorrect margins............................................................................................................................................281

Paper curl........................................................................................................................................................ 282

Print irregularities ...........................................................................................................................................282

Skewed print ...................................................................................................................................................283

Solid black or white streaks ............................................................................................................................ 283

Print is too light...............................................................................................................................................284

Print is too dark ..............................................................................................................................................285

Streaked vertical lines.....................................................................................................................................286

Toner fog or background shading appears on the page ................................................................................. 287

Toner rubs off .................................................................................................................................................287

Toner specks ................................................................................................................................................... 288

Transparency print quality is poor .................................................................................................................. 288

Embedded Web Server does not open.................................................................................................288

Check the network connections .....................................................................................................................288

Check the network settings ............................................................................................................................289

Contacting Customer Support...............................................................................................................289

Notices.....................................................................................................290

Product information..............................................................................................................................290

Edition notice........................................................................................................................................290

Power consumption..............................................................................................................................292

Index........................................................................................................301

Contents

13

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

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

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 product uses a printing process that heats the print media, and the heat may cause the media to release emissions.
You must understand the section in your operating instructions that discusses the guidelines for selecting print media
to avoid the possibility of harmful emissions.

CAUTION—POTENTIAL INJURY: The lithium battery in this product is not intended to be replaced. There is a
danger of explosion if a lithium battery is incorrectly replaced. Do not recharge, disassemble, or incinerate a lithium
battery. Discard used lithium 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: 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.

• Use the handholds located on both sides of the printer to lift it.

• Make sure your fingers are not under the printer when you set it down.

• Before setting up the printer, make sure there is adequate clearance around it.

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

Use only the telecommunications (RJ-11) cord provided with this product or a 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.

Safety information

14

CAUTION—POTENTIAL INJURY: Do not cut, twist, bind, crush, or place heavy objects on the power cord. Do not

subject the power cord to abrasion or stress. Do not pinch the power cord between objects such as furniture and
walls. If any of these things happen, a risk of fire or electrical shock results. Inspect the power cord regularly for
signs of such problems. Remove the power cord from the electrical outlet before inspecting it.

CAUTION—SHOCK HAZARD: To avoid the risk of electric shock when cleaning the exterior of the printer, unplug
the power cord from the wall outlet and disconnect all cables from the printer before proceeding.

SAVE THESE INSTRUCTIONS.

Safety information

15

Learning about the printer

Thank you for choosing this printer!

We've worked hard to make sure it will meet your needs.

To start using your new printer right away, use the setup materials that came with the printer, and then skim the User’s
Guide to learn how to perform basic tasks. To get the most out of your printer, read the User’s Guide carefully, and
make sure you check the latest updates on our Web site.

We're committed to delivering performance and value with our printers, and we want to make sure you're satisfied. If
you do encounter any problems along the way, one of our knowledgeable support representatives will be delighted to
help you get back on track fast. And if you find something we could do better, please let us know. After all, you are the
reason we do what we do, and your suggestions help us do it better.

Finding information about the printer

What are you looking for? Find it here

Initial setup instructions:

• Connecting the printer

• Installing the printer software

Additional setup and instructions for using the printer:

• Supported paper types and sizes

• Loading paper

• Selecting and storing paper and specialty media

• Performing printing, copying, scanning, and faxing tasks,

depending on your printer model

• Configuring printer settings

• Viewing and printing documents and photos

• Setting up and using printer software

• Setting up and configuring the printer on a network,

depending on your printer model

• Caring for and maintaining the printer

• Troubleshooting and solving problems

Help using the printer software Windows or Mac Help—Open a printer software

Setup documentation—The setup documentation came
with the printer.

User's Guide—The User's Guide is available on the
Software and Documentation CD.

For updates, check our Web site.

program or application, and then click Help.
Click

to view context-sensitive information.

Notes:

• The Help installs automatically with the printer

software.

• The printer software is located in the printer

Program folder or on the desktop, depending on
your operating system.

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What are you looking for? Find it here

Customer support If you have problems, then contact the place where you

purchased your printer.
Note: If you experience a problem while setting up the

printer, then see the setup documentation that came
with the printer. Setup troubleshooting information is
located in the User's Guide.

Printer configurations

Note: Printer configuration may vary depending on your printer model.

Basic model

1 Front door release button

2 Printer control panel

3 Automatic Document Feeder (ADF)

4 Standard exit bin with overhead light

5 Paper stop

6 Standard 250-sheet tray

7 Multipurpose feeder door

8 Front door

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1 System board locks

2 Locking device

3 Ethernet port

4 USB port

Note: Use this USB port to connect the printer to the computer.

5 Fax wall connection port

Note: The Fax ports are present only when a fax card is installed.

6 Fax telephone connection port

Note: The Fax ports are present only when a fax card is installed.

7 Rear door

8 Power switch

9 Printer power cord socket

10 USB peripheral port

11 Removable protective plate

Note: The protective plate is removed when internal options are installed.

Selecting a location for the printer

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

personnel to lift it safely.

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

• Make sure airflow in the room meets the latest revision of the ASHRAE 62 standard or the CEN Technical Committee

156 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 Top 178 mm (7 in.)

2 Right side 76 mm (3 in.)

3 Rear 90 mm (3.5 in.)

4 Front 406 mm (16 in.)

5 Left side 51 mm (2 in.)

Basic functions of the scanner

The scanner provides copy, fax, and scan-to-network capability for large 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.

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19

• Scan documents and send them to your computer, an e-mail address, a flash drive, or an FTP destination.

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

Note: The fax function is available on selected printer models only.

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, s mall 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 pages. If duplex settings are selected, the ADF scans both sides of
the page automatically. When using the ADF:

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

• Load up to 50 sheets of plain paper in the ADF input tray.

• Scan sizes from 125 x 127 mm (4.92 x 5.0 in.) to 215.9 x 355.6 mm (8.5 x 14 in.).

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

• Scan media weights from 52 to 120 g/m

2

(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 upper left corner.

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

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

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

Learning about the printer

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Understanding the printer control panel

Item Description

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

2 Keypad Enter numbers or symbols on the display.

3 Dial Pause

4 Back

5 Home

• Press 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 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

In the Copy menu, press to delete the right-most digit of the value in the Copy Count. The
default value of 1 appears if the entire number is deleted by pressing

In the Fax Destination List, press
You can also press
press of

In the E-mail Destination List, press
character is in a shortcut, then the shortcut is deleted.

Press to return to the home screen.

causes the cursor to move up one line.

to delete an entire shortcut entry. Once an entire line is deleted, another

Learning about the printer

to delete the right-most di git of a number entered manually.

to delete the character to the left of the cursor. If the

causes an error beep.

numerous times.

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Item Description

6 Start

• Press to initiate the current job indicated on the display.

• From the home screen, press to start a copy job with the default settings.

• If pressed while a job is scanning, the button has no effect.

7 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.

8 Stop Stops all printer activity

A list of options is offered once Stopped appears on the display.

Understanding the home screen

After the printer is turned on and a short warm-up period occurs, the display shows a basic screen which is referred to
as the home screen. Use the home screen buttons to initiate an action such as copying, faxing, or scanning; to open
the menu screen; or to respond to messages.

Note: Buttons appearing on the home screen may vary depending on home screen customization settings.

Display item Description

1 Copy Opens the Copy menus

Note: From the home screen, you can also access the Copy menus by pressing a number on

the keypad.

2 E-mail Opens the E-mail menus

3 Menus Opens the menus. These menus are available only when the printer is in the Ready state.

4 FTP Opens the File Transfer Protocol (FTP) menus

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Display item Description

5 Status message bar

• Shows the current printer status such as Ready or Busy.

• Shows printer conditions such as Toner Low.

• Shows intervention messages to give instructions on what you should do so the printer can

continue processing, such as Close door.

6 Status/Supplies Appears on the display whenever the printer status includes a message requiring intervention.

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

7 Tips All menus have a Tips button. Tips is a context-sensitive Help feature within the display touch

screens.

8 Fax Opens the Fax menus

Other buttons may appear on the home screen, such as:

Display item Description

Release Held Faxes If this button is shown, then there are held faxes with a scheduled hold time previously

set. To access the list of held faxes, touch this button.

Search Held Jobs Searches on any of the following items and returns search results:

• User names for held or confidential print jobs

• Job names for held jobs, excluding confidential print jobs

• Profile names

• Bookmark container or job names

• USB container or job names for supported extensions only

Held Jobs Opens a screen containing all the held jobs

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

Personal Identification Number (PIN) has been set.
Touching this button opens a PIN entry screen. Entering the correct PIN locks the printer

control panel (touch screen and hard buttons).

Unlock Device This button appears on the screen when the printer is locked. The printer control panel

buttons and shortcuts cannot be used while it appears.
Touching this button opens a PIN entry screen. Entering the correct PIN unlocks the

printer control panel (touch screen and hard buttons).

Using the touch-screen buttons

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

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Sample touch screen

Button Function

Home Returns to the home screen

Down arrow Opens an options screen

Left scroll decrease Scrolls to another value in decreasing order

Right scroll increase Scrolls to another value in increasing order

Left arrow Scrolls left

Right arrow Scrolls right

Back Navigates back to the previous screen

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Other touch-screen buttons

Button Function

Submit Saves a value as the new default setting

Down arrow Moves down to the next screen

Up arrow Moves up to the next screen

Unselected radio button This is an unselected radio button. The radio button is gray to show it is unselected.

Selected radio button This is a selected radio button. The radio button is blue to show it is selected.

Cancel Jobs Opens the Cancel Jobs screen. The Cancel Jobs screen shows three headings: Print,

Fax, and Network.
The following items are available under the Print, Fax, and Network headings:

• Print job

• Copy job

• Fax

• FTP

• E-mail send

Each heading has a list of jobs shown in a column under it which can show only three
jobs per screen. Each job appears as a button which you can touch to access
information about the job. If more than three jobs exist in a column, then an arrow
appears enabling you to scroll through the jobs.

Continue Touch this button to accept a selection or to clear messages, and then proceed with

the job.

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Button Function

Cancel

• Cancels an action or a selection

• Cancels out of a screen and returns to the previous screen

Select Opens the next related menu or menu item

Features

Feature Description

Menu trail line:
Menus Settings Copy Settings

Number of Copies

Attendance message alert If an attendance message occurs which affects a function, such as copy or fax, then

A Menu trail line is located at the top of each menu screen. This feature acts as a
trail, showing the path taken to arrive at the current menu. It gives the exact location
within the menus.

Touch any of the underlined words to return to that menu or menu item.
The Number of Copies is not underlined since this is the current screen. If you touch

an underlined word on the Number of Copies screen before the Number of Copies
is set and saved, then the selection is not saved, and it does not become the default
setting.

a solid red exclamation point appears over the function button on the home screen,
and the red indicator light blinks.

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Additional printer setup

Installing internal options

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.

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.

Note: Some machine models, options, or supplies may not be available. For more information, contact the place where
you purchased the printer.

Available internal options

• Memory cards
– Printer memory
– Flash memory
– Fonts

• Firmware cards
– Bar Code and Forms
– IPDS and SCS/TNe
– PrintCryption

• Printer hard disk

• Internal Solutions Ports (ISP)
– RS-232-C Serial ISP
– Parallel 1284-B ISP
– MarkNet
– MarkNet N8130 10/100 Fiber ISP
– MarkNet N8120 10/100/1000 Ethernet ISP

• MarkNet N8110 V-34 Fax Card

TM

TM

N8150 802.11 b/g/n Wireless ISP

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Accessing the system board to install internal options

Note: This task requires a flathead screwdriver.

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.

1 Loosen the screws on the back of the system board a quarter turn.

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2 Lift the front of the scanner unit to open the system board.

3 Use the following illustration to locate the appropriate 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.

1 Flash memory or firmware card connectors

2 Fax card connector

3 Internal Solutions Port or printer hard disk connector

4 Memory card connector

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Installing a memory card

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.

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.

Note: This task requires a flathead screwdriver.

An optional memory card can be purchased separately and attached to the system board. To install the memory card:

1 Access the system board.

2 Unpack the memory card.

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

3 Open the memory card connector latches.

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