Lexmark X940e Operation & User’s Manual

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Printer configurations.............................................................................................................................14 Basic functions of the scanner.................................................................................................................14 Understanding the ADF and scanner glass..............................................................................................15 Understanding the control panel............................................................................................................16 Understanding the home screen.............................................................................................................17 Using the touch-screen buttons..............................................................................................................19 Installing options........................................................................................24 Installing internal options........................................................................................................................24 Available options ..............................................................................................................................................24 Accessing the system board to install internal options ....................................................................................25 Installing a memory card ..................................................................................................................................26 Installing a flash memory or firmware card......................................................................................................27 Installing an internal print server or port interface card ..................................................................................29 Reinstalling the system board...........................................................................................................................30 Attaching cables......................................................................................................................................31 Loading paper and specialty media............................................................32 Setting the Paper Size and Paper Type....................................................................................................32 Loading the 520-sheet trays....................................................................................................................32 Loading the 520‑sheet trays .............................................................................................................................32 Using A5 or statement paper sizes ...................................................................................................................34 Loading the 867‑ and 1133‑sheet trays..................................................................................................35 Using the multipurpose feeder...............................................................................................................36 Configuring Universal paper settings......................................................................................................39 Linking and unlinking trays......................................................................................................................39 Linking trays......................................................................................................................................................39 Unlinking trays..................................................................................................................................................39 Changing a Custom Type name..................................................................................................................40 Assigning a custom paper type name...............................................................................................................41 Paper and specialty media guide................................................................42 Paper guidelines......................................................................................................................................42 Paper characteristics.........................................................................................................................................42 Contents 2

Selecting preprinted forms and letterhead ......................................................................................................43 Using recycled paper ........................................................................................................................................44 Using letterhead......................................................................................................................................44 Using transparencies...............................................................................................................................46 Using envelopes......................................................................................................................................46 Using labels.............................................................................................................................................47 Using card stock......................................................................................................................................47 Storing paper...........................................................................................................................................48 Supported paper sizes, types, and weights.............................................................................................48 Paper sizes supported by the printer................................................................................................................48 Paper types and weights supported by the printer..........................................................................................50 Paper types and weights supported by the finisher.........................................................................................50 Supported finishing features ............................................................................................................................51 Copying......................................................................................................54 Making copies.........................................................................................................................................54 Making a quick copy .........................................................................................................................................54 Copying using the ADF......................................................................................................................................54 Copying using the scanner glass (flatbed) ........................................................................................................55 Copying photos........................................................................................................................................55 Copying on specialty media.....................................................................................................................55 Making transparencies .....................................................................................................................................55 Copying to letterhead.......................................................................................................................................56 Customizing copy settings.......................................................................................................................56 Copying from one size to another ....................................................................................................................56 Making copies using paper from a selected tray..............................................................................................56 Copying a document that contains mixed paper sizes .....................................................................................57 Copying on both sides of the paper (duplexing)...............................................................................................58 Reducing or enlarging copies............................................................................................................................58 Adjusting copy quality ......................................................................................................................................58 Collating copies.................................................................................................................................................59 Placing separator sheets between copies.........................................................................................................59 Copying multiple pages onto a single sheet .....................................................................................................60 Creating a custom job (job build)......................................................................................................................60 Job interrupt............................................................................................................................................61 Placing information on copies.................................................................................................................61 Placing the date and time at the top of each page...........................................................................................61 Placing an overlay message on each page........................................................................................................62 Canceling a copy job................................................................................................................................62 Contents 3

Canceling a copy job while copying pages using the scanner glass..................................................................62 Canceling a copy job while the pages are being printed ..................................................................................63 Understanding the copy screens and options.........................................................................................63 Copy from .........................................................................................................................................................63 Copy to..............................................................................................................................................................63 Scale..................................................................................................................................................................63 Darkness ...........................................................................................................................................................64 Color .................................................................................................................................................................64 Photo ................................................................................................................................................................64 Sides (Duplex) ...................................................................................................................................................64 Collate...............................................................................................................................................................64 Options .............................................................................................................................................................64 Improving copy quality............................................................................................................................66 E-mailing....................................................................................................67 Getting ready to e-mail...........................................................................................................................67 Setting up the e-mail function ..........................................................................................................................67 Setting up the address book .............................................................................................................................67 Creating an e-mail shortcut.....................................................................................................................68 Creating an e-mail shortcut using the Embedded Web Server.........................................................................68 Creating an e-mail shortcut using the touch screen.........................................................................................68 E-mailing a document..............................................................................................................................69 Sending an e-mail using the keypad .................................................................................................................69 Sending an e‑mail using a shortcut number.....................................................................................................69 Sending an e-mail using the address book .......................................................................................................69 E-mailing color documents......................................................................................................................70 Using profiles...........................................................................................................................................70 Creating an e-mail profile .................................................................................................................................70 E-mailing to a profile.........................................................................................................................................70 Customizing e-mail settings.....................................................................................................................71 Adding e-mail subject and message information .............................................................................................71 Changing the output file type...........................................................................................................................71 Canceling an e-mail.................................................................................................................................72 Understanding e-mail options.................................................................................................................72 Original Size ......................................................................................................................................................72 Sides (Duplex) ...................................................................................................................................................72 Orientation .......................................................................................................................................................72 Binding..............................................................................................................................................................72 E-mail Subject ...................................................................................................................................................72 E-mail Message.................................................................................................................................................72 Resolution.........................................................................................................................................................72 Contents 4

Content.............................................................................................................................................................73 Advanced Options.............................................................................................................................................73 Faxing........................................................................................................74 Getting the printer ready to fax..............................................................................................................74 Choosing a fax connection................................................................................................................................74 Using an RJ11 adapter ......................................................................................................................................75 Connecting directly to a telephone wall jack in Germany ................................................................................78 Connecting to a telephone ...............................................................................................................................79 Connecting to an answering machine...............................................................................................................80 Connecting to a computer with a modem........................................................................................................81 Setting the outgoing fax name and number.....................................................................................................83 Setting the date and time.................................................................................................................................83 Turning daylight saving time on or off..............................................................................................................83 Sending a fax...........................................................................................................................................84 Sending a fax using the control panel...............................................................................................................84 Sending a fax using the computer ....................................................................................................................84 Creating shortcuts...................................................................................................................................84 Creating a fax destination shortcut using the Embedded Web Server.............................................................84 Creating a fax destination shortcut using the touch screen .............................................................................85 Using shortcuts and the address book....................................................................................................86 Using fax destination shortcuts ........................................................................................................................86 Using the address book ....................................................................................................................................86 Customizing fax settings..........................................................................................................................87 Changing the fax resolution..............................................................................................................................87 Making a fax lighter or darker ..........................................................................................................................87 Sending a fax at a scheduled time ....................................................................................................................87 Viewing a fax log...............................................................................................................................................88 Canceling an outgoing fax.......................................................................................................................88 Canceling a fax while the original documents are still scanning.......................................................................88 Canceling a fax after the original documents have been scanned to memory.................................................88 Understanding fax options......................................................................................................................89 Original Size ......................................................................................................................................................89 Content.............................................................................................................................................................89 Sides (Duplex) ...................................................................................................................................................89 Resolution.........................................................................................................................................................89 Darkness ...........................................................................................................................................................89 Advanced Options.............................................................................................................................................90 Improving fax quality...............................................................................................................................90 Holding and forwarding faxes.................................................................................................................90 Holding faxes ....................................................................................................................................................90 Forwarding a fax ...............................................................................................................................................91 Contents 5

Scanning to an FTP address.....................................................................................................................93 Scanning to an FTP address using the keypad ..................................................................................................93 Scanning to an FTP address using a shortcut number ......................................................................................94 Scanning to an FTP address using the address book ........................................................................................94 Creating shortcuts...................................................................................................................................94 Creating an FTP destination shortcut using the Embedded Web Server..........................................................94 Creating an FTP destination shortcut using the touch screen..........................................................................95 Understanding FTP options.....................................................................................................................95 Original Size ......................................................................................................................................................95 Sides (Duplex) ...................................................................................................................................................95 Binding..............................................................................................................................................................95 Resolution.........................................................................................................................................................95 Send As .............................................................................................................................................................95 Content.............................................................................................................................................................96 Advanced Options.............................................................................................................................................96 Improving FTP quality..............................................................................................................................96 Scanning to a computer or USB flash memory device.................................97 Scanning to a computer..........................................................................................................................97 Scanning to a USB flash memory device.................................................................................................98 Understanding scan to computer options...............................................................................................98 Quick Setup.......................................................................................................................................................98 Format Type......................................................................................................................................................99 Compression.....................................................................................................................................................99 Default Content ................................................................................................................................................99 Color .................................................................................................................................................................99 Original Size ......................................................................................................................................................99 Orientation .......................................................................................................................................................99 Sides (Duplex) ...................................................................................................................................................99 Darkness .........................................................................................................................................................100 Resolution.......................................................................................................................................................100 Advanced Imaging...........................................................................................................................................100 Improving scan quality..........................................................................................................................100 Printing....................................................................................................101 Installing printer software.....................................................................................................................101 Printing a document..............................................................................................................................101 Printing a document from Windows...............................................................................................................101 Printing a document from a Macintosh computer .........................................................................................101 Printing confidential and other held jobs..............................................................................................102 Contents 6

Printing confidential and other held jobs from Windows...............................................................................102 Printing confidential and other held jobs from a Macintosh computer .........................................................103 Printing from a USB flash memory device.............................................................................................104 Printing information pages....................................................................................................................105 Printing a menu settings page ........................................................................................................................105 Printing a network setup page........................................................................................................................105 Printing a directory list....................................................................................................................................105 Printing the print quality test pages ...............................................................................................................106 Canceling a print job..............................................................................................................................106 Canceling a print job from the control panel..................................................................................................106 Canceling a print job from the Windows taskbar ...........................................................................................106 Canceling a print job from the Windows desktop ..........................................................................................106 Canceling a print job from Mac OS 9 ..............................................................................................................107 Canceling a print job from Mac OS X ..............................................................................................................107 Printing in black and white....................................................................................................................107 Using Max Speed and Max Yield...........................................................................................................107 Clearing jams............................................................................................109 Avoiding jams........................................................................................................................................109 Understanding jam numbers and locations..........................................................................................109 200–203 paper jams..............................................................................................................................111 230–231 paper jams..............................................................................................................................111 241 paper jam.......................................................................................................................................114 242–244 paper jams..............................................................................................................................115 250 paper jam.......................................................................................................................................117 280–282 paper jams..............................................................................................................................118 283–284 and 287–288 paper jams........................................................................................................119 284–286 paper jams..............................................................................................................................121 289 staple jam.......................................................................................................................................122 290–295 paper jams..............................................................................................................................125 Understanding printer menus...................................................................127 Menus list..............................................................................................................................................127 Supplies menu.......................................................................................................................................128 Paper menu...........................................................................................................................................129 Default Source menu ......................................................................................................................................129 Paper Size/Type menu....................................................................................................................................129 Configure MP menu........................................................................................................................................131 Substitute Size menu ......................................................................................................................................132 Contents 7

Paper Loading menu.......................................................................................................................................133 Custom Types menu .......................................................................................................................................134 Custom Names menu .....................................................................................................................................134 Custom Bin Names menu ...............................................................................................................................135 Universal Setup menu.....................................................................................................................................135 Bin Setup menu...............................................................................................................................................136 Reports menu........................................................................................................................................136 Reports menu .................................................................................................................................................136 Settings menu........................................................................................................................................138 General Settings menu ...................................................................................................................................138 Copy Settings menu........................................................................................................................................142 Fax Settings menu...........................................................................................................................................145 E‑mail Settings menu......................................................................................................................................153 E‑mail Server Setup menu ..............................................................................................................................156 FTP Settings menu ..........................................................................................................................................157 Scan to USB Settings.......................................................................................................................................160 Print Settings...................................................................................................................................................162 Security menu.................................................................................................................................................175 Set Date and Time...........................................................................................................................................180 Network/Ports menu.............................................................................................................................182 TCP/IP menu ...................................................................................................................................................182 IPv6 menu.......................................................................................................................................................183 E‑mail Server Setup menu ..............................................................................................................................184 Active NIC menu .............................................................................................................................................185 Standard Network menu ................................................................................................................................185 Standard USB menu........................................................................................................................................187 NetWare menu ...............................................................................................................................................188 AppleTalk menu..............................................................................................................................................189 LexLink menu..................................................................................................................................................189 Help menu.............................................................................................................................................189 Understanding printer messages..............................................................191 List of status and error messages..........................................................................................................191 Maintaining the printer............................................................................208 Storing supplies.....................................................................................................................................208 Checking the status of supplies.............................................................................................................208 Checking the status of supplies from the control panel .................................................................................208 Printing a menu settings page ........................................................................................................................208 Checking the status of supplies from a network computer............................................................................208 Conserving supplies...............................................................................................................................209 Contents 8

Ordering photoconductors .............................................................................................................................209 Ordering staple cartridges ..............................................................................................................................210 Ordering a waste toner box............................................................................................................................210 Replacing supplies.................................................................................................................................210 Replacing the waste toner box .......................................................................................................................210 Cleaning the printhead lenses ........................................................................................................................215 Replacing a photoconductor...........................................................................................................................219 Replacing a toner cartridge.............................................................................................................................222 Cleaning the exterior of the printer......................................................................................................224 Cleaning the scanner glass....................................................................................................................225 Recycling Lexmark products..................................................................................................................225 Moving the printer................................................................................................................................226 Before moving the printer ..............................................................................................................................226 Moving the printer and options to another location within the office ..........................................................226 Disassembling the printer from the scanner shelf prior to the move ............................................................227 Setting the printer up in a new location.........................................................................................................230 Shipping the printer........................................................................................................................................230 Administrative support............................................................................231 Adjusting the brightness of the display.................................................................................................231 Disabling control panel menus..............................................................................................................231 Adjusting Power Saver..........................................................................................................................231 Restoring the factory default settings...................................................................................................232 Encrypting the printer hard disk............................................................................................................232 Locking the control panel menus using the Embedded Web Server.....................................................233 Locking the entire printer......................................................................................................................233 Modifying confidential print settings....................................................................................................233 Supporting IPSec...................................................................................................................................234 Supporting SNMPv3..............................................................................................................................234 Using 802.1x authentication.................................................................................................................235 Creating an administrative password....................................................................................................235 Using Secure mode................................................................................................................................236 Troubleshooting.......................................................................................237 Checking an unresponsive printer.........................................................................................................237 Door A will not shut properly................................................................................................................237 Solving printing problems.....................................................................................................................238 Multiple‑language PDFs do not print..............................................................................................................238 Contents 9

Error message about reading USB drive appears ...........................................................................................238 Jobs do not print.............................................................................................................................................239 Confidential and other held jobs do not print ................................................................................................239 Job takes longer than expected to print.........................................................................................................240 Job prints from the wrong tray or on the wrong paper..................................................................................240 Incorrect characters print...............................................................................................................................240 Tray linking does not work..............................................................................................................................240 Large jobs do not collate.................................................................................................................................241 Unexpected page breaks occur.......................................................................................................................241 Solving copy problems..........................................................................................................................242 Copier does not respond ................................................................................................................................242 Scanner unit does not close............................................................................................................................242 Poor copy quality............................................................................................................................................242 Partial document or photo copies ..................................................................................................................243 Solving scanner problems.....................................................................................................................244 Checking an unresponsive scanner.................................................................................................................244 Scan was not successful..................................................................................................................................244 Scanning takes too long or freezes the computer ..........................................................................................244 Poor scanned image quality............................................................................................................................245 Partial document or photo scans....................................................................................................................245 Cannot scan from a computer ........................................................................................................................245 Solving fax problems.............................................................................................................................246 Caller ID is not shown .....................................................................................................................................246 Cannot send or receive a fax ..........................................................................................................................246 Can send but not receive faxes.......................................................................................................................247 Can receive but not send faxes.......................................................................................................................248 Received fax has poor print quality ................................................................................................................249 Blocking junk faxes..........................................................................................................................................249 Solving option problems........................................................................................................................250 Option does not operate correctly or quits after it is installed ......................................................................250 Drawers...........................................................................................................................................................250 Finisher ...........................................................................................................................................................251 Flash memory card .........................................................................................................................................251 Hard disk with adapter ...................................................................................................................................251 Internal print server........................................................................................................................................251 Memory card ..................................................................................................................................................251 USB/parallel interface card.............................................................................................................................251 Solving paper feed problems.................................................................................................................252 Paper frequently jams.....................................................................................................................................252 Paper jam message remains after jam is cleared ...........................................................................................252 Print jobs are not routed to the booklet‑maker bin .......................................................................................252 Page that jammed does not reprint after you clear the jam ..........................................................................253 Contents 10

Isolating print quality problems......................................................................................................................253 Blank pages.....................................................................................................................................................254 Characters have jagged or uneven edges.......................................................................................................254 Clipped images................................................................................................................................................254 Dark lines ........................................................................................................................................................255 Gray background.............................................................................................................................................255 Incorrect margins............................................................................................................................................255 Light colored line, white line, or incorrectly colored line ...............................................................................256 Paper curl........................................................................................................................................................256 Print irregularities...........................................................................................................................................257 Repeating defects...........................................................................................................................................257 Skewed print...................................................................................................................................................258 Print is too light...............................................................................................................................................258 Print is too dark ..............................................................................................................................................259 Solid color pages.............................................................................................................................................259 Toner fog or background shading appears on the page.................................................................................260 Toner rubs off .................................................................................................................................................260 Toner specks...................................................................................................................................................260 Transparency print quality is poor..................................................................................................................261 Uneven print density ......................................................................................................................................261 Solving color quality problems..............................................................................................................261 FAQ about color printing ................................................................................................................................261 Contacting Customer Support...............................................................................................................264 Notices.....................................................................................................265 Edition notice........................................................................................................................................265 Industry Canada notices........................................................................................................................267 Power consumption..............................................................................................................................274 Index........................................................................................................278 Contents 11

Refer service or repairs, other than those described in the user documentation, to a professional service person. 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 power supply cord or telephone, during a lightning storm. Use only a 26 AWG or larger telecommunications (RJ-11) cord when connecting this product to the public switched telephone network. CAUTION—POTENTIAL INJURY: The printer weighs 91.2 kg (201 lbs); therefore, it requires two people to roll it safely into place. The scanner weighs 25 kg (55 lb); therefore, it requires two people to roll it safely while it is on its scanner shelf. CAUTION—POTENTIAL INJURY: The printer weighs 91.2 kg (201 lbs); therefore, it requires two people to roll it safely. CAUTION—POTENTIAL INJURY: If you are installing memory or option cards sometime after setting up the printer, 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, turn them off as well and unplug any cables going to the printer. CAUTION—POTENTIAL INJURY: Turn the printer off, and unplug the power cord from the wall outlet before installing an internal option. If you have any other devices attached to the printer, 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. CAUTION—POTENTIAL INJURY: If you are installing a memory card after setting up the printer, turn the printer off, and unplug the power cord from the wall outlet before continuing. This product is designed, tested, and approved to meet strict global safety standards with the use of specific Lexmark components. The safety features of some parts may not always be obvious. Lexmark is not responsible for the use of other replacement parts. This product uses a laser. CAUTION—POTENTIAL INJURY: 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. This symbol indicates the presence of a hot surface or component. CAUTION—HOT SURFACE: To reduce the risk of injury from a hot component, allow the surface to cool before touching it. This product uses a ground fault circuit interrupter (GFCI). Monthly testing of the GFCI is recommended. CAUTION—POTENTIAL INJURY: If you are installing memory or option cards sometime after setting up the printer, 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, turn them off as well and unplug any cables going to the printer. Safety information 12

continuing. If you have any other devices attached to the printer, turn them off as well and unplug any cables going into the printer. CAUTION—POTENTIAL INJURY: If you are installing a memory card after setting up the printer, turn the printer off, and unplug the power cord from the wall outlet before continuing. CAUTION—POTENTIAL INJURY: If installing a flash memory or firmware card after setting up the printer, turn the printer off, and unplug the power cord from the wall outlet before continuing. CAUTION—POTENTIAL INJURY: If installing a printer hard disk after setting up the printer, turn the printer off, and unplug the power cord from the wall outlet before continuing. CAUTION—POTENTIAL INJURY: 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. Safety information 13

Printer configurations Basic models 1 Automatic Document Feeder (ADF) 2 Control panel 3 Standard exit bin 4 Standard 520-sheet tray (Tray 1) 5 Cabinet or high capacity feeder. The high capacity feeder consists of: 520‑sheet tray (Tray 2) 2000‑sheet dual input • 6—867‑sheet tray (Tray 3) • 7—1133‑sheet tray (Tray 4) 8 Multipurpose feeder 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 control panel to perform specific copy jobs. • Send a fax using the control panel. • Send a fax to multiple fax destinations at the same time. • Scan documents and send them to your computer, an e-mail address, a USB flash memory device, or an FTP destination. • Scan documents and send them to another printer (PDF by way of FTP). Learning about the printer 14

ADF Scanner glass Use the ADF for multiple‑page documents. Use the scanner glass for single pages, small items (such as postcards or photos), transparencies, photo paper, or thin media (such as magazine clippings). You can use the ADF or the scanner glass to scan documents. Using the ADF The Automatic Document Feeder (ADF) can scan multiple pages including duplex pages. When using the ADF: • Load the document into the ADF faceup, short edge first. • Load up to 75 sheets of plain paper in the ADF input tray. • Scan sizes from 114.0 x 139.4 mm (4.5 x 5.5 in.) to 297.18 x 431.8 mm (11.7 x 17 in.). • Scan documents with mixed page sizes (letter and legal). • Scan media weights from 52 to 120 g/m2 (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 (flatbed) 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.). • Copy books up to 25.3 mm (1 in.) thick. Learning about the printer 15

ABC DEF GHI JKL MNO PQRS TUV WXYZ 1 2 3 4 5 6 7 8 Control panel item Description 1 Display View scanning, copying, faxing, and printing options as well as status and error messages. 2 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. • Solid red—Operator intervention is needed. 3 Keypad Enter numbers or symbols on the display. 4 Dial Pause • 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 causes an error beep. 5 Home Press to return home. Learning about the printer 16

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 Stop Stops all printer activity A list of options is offered once Stopped appears on the display. 8 Back 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 numerous times. In the Fax Destination List, press to delete the right-most digit of a number entered manually. You can also press to delete an entire shortcut entry. Once an entire line is deleted, another press of causes the cursor to move up one line. In the E-mail Destination List, press to delete the character to the left of the cursor. If the character is in a shortcut, the shortcut is deleted. Understanding the home screen After the printer is turned on and a short warm-up period occurs, the display shows the following 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. Display item Description 1 Copy Access the Copy menus. Note: If the home screen is shown, you can also access the Copy menus by pressing a number on the keypad. 2 E-mail Access the E-mail menus. 3 Menus Access the menus. These menus are available only when the printer is in the Ready state. Learning about the printer 17

• 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 the user should do so the printer can continue processing, such as Close door or Insert print cartridge. 5 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. 6 Tips All menus have a Tips button. Tips is a context-sensitive Help feature within the display touch screens. 7 FTP Access the File Transfer Protocol (FTP) menus. Note: This function must be set up by your system support person. Once it is set up, it appears as a display item. 8 Fax Access the Fax menus. Other buttons that may appear on the home screen: Button Button name Function Release Held Faxes If this button is shown, 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) is not empty. Touching this button opens a PIN entry screen. Entering the correct PIN locks the control panel (touch screen and hard buttons). Learning about the printer 18

locked. The 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 control panel (touch screen and hard buttons). 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 profile • FTP • E-mail send Each heading has a list of jobs shown in a column under it. Each column can show only three jobs per screen. The 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 the down arrow appears at the bottom of the column. Each touch of the down arrow accesses one job in the list. When more than three jobs exist, once the fourth job in the list is reached, then an up arrow appears at the top of the column. Using the touch-screen buttons Note: Depending on your options and administrative setup, your screens and buttons may vary from those shown. Learning about the printer 19

Button Button name Function Scroll down Opens a drop‑down list Left scroll decrease button Scrolls to another value in decreasing order Right scroll increase button Scrolls to another value in increasing order Left arrow button Scrolls left Right arrow button Scrolls right Scan the ADF Scans using the ADF Scan the flatbed Scans using the scanner glass Submit Saves a value as the new user default setting Learning about the printer 20

this screen except to go back. Back When the button is shaped like this, both forward and backward navigation is possible from this screen. Sample screen two Button Button name Function 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. Learning about the printer 21

Fax, and Network. The following items are available under the Print, Fax, and Network headings: • Print job • Copy job • Fax profile • FTP • E-mail send Each heading has a list of jobs shown in a column under it. Each column can show only three jobs per screen. The 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 the down arrow appears at the bottom of the column. Each touch of the down arrow accesses one job in the list. When more than three jobs exist, once the fourth job in the list is reached, then an up arrow appears at the top of the column. Continue Touch this button when more changes need to be made for a job or after clearing a paper jam. Other touch-screen buttons Button Button name Function Cancel • Cancels an action or a selection • Cancels out of a screen and returns to the previous screen Select Selects a menu or menu item Done Specifies that a job is finished For example, when scanning an original document, touch this button to indicate the last page has scanned. The job then begins printing. Learning about the printer 22

Settings > Number of Copies Menu trail line 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 this feature is used on the Number of Copies screen before the Number of Copies is set and saved, then the selection is not saved, and it does not become the user default setting. Attendance message alert If an attendance message occurs which closes a function, such as copy or fax, then a solid red exclamation point appears over the function button on the home screen. This indicates that an attendance message exists. Learning about the printer 23

CAUTION—SHOCK HAZARD: If you are installing memory or option cards sometime after setting up the printer, 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, turn them off as well, and unplug any cables going to 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. Available options Memory cards • Printer memory • Flash memory • Fonts Firmware cards • Bar Code and Forms • IPDS and SCS/TNe • PrintCryptionTM • PRESCRIBE Other internal options • RS‑232 serial interface card • Parallel 1284‑B interface card • MarkNetTM N8000 Series Internal Print Servers Installing options 24

CAUTION—POTENTIAL INJURY: Turn the printer off, and unplug the power cord from the wall outlet before installing an internal option. If you have any other devices attached to the printer, turn them off as well and unplug any cables going into the printer. Note: This operation requires a #2 Phillips screwdriver. 1 Remove the cover and system board. a Turn the screws on the cover counterclockwise, and then remove them. b Gently pull the cover and system board away from the printer, and then remove it. 2 Use the illustration below to locate the appropriate connector. Warning—Potential Damage: System board electrical components are easily damaged by static electricity. Touch something metal on the printer before touching any system board electronic components or connectors. Installing options 25

2 Memory card connector 3 Internal print server connector 4 Hard disk Installing a memory card CAUTION—POTENTIAL INJURY: If you are installing a memory card after setting up the printer, turn the printer off, and unplug the power cord from the wall outlet before continuing. Warning—Potential Damage: System board electrical components are easily damaged by static electricity. Touch something metal on the printer before touching any system board electronic components or connectors. 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. Installing options 26

1 Notches 2 Ridges 5 Push the memory card straight into the connector until it snaps into place. 6 Reinstall the system board. Installing a flash memory or firmware card The system board has two connections for an optional flash memory or firmware card. Only one of each may be installed, but the connectors are interchangeable. CAUTION—POTENTIAL INJURY: If you are installing a memory card after setting up the printer, turn the printer off, and unplug the power cord from the wall outlet before continuing. Warning—Potential Damage: System board electrical components are easily damaged by static electricity. Touch something metal on the printer before touching any system board electronic components or connectors. 1 Access the system board. 2 Unpack the card. Note: Avoid touching the connection points along the edge of the card. Installing options 27

1 Plastic pins 2 Metal pins 4 Push the card firmly into place. Notes: • The entire length of the connector on the card must touch and be flush against the system board. • Be careful not to damage the connectors. 5 Reinstall the system board. Installing options 28

CAUTION—POTENTIAL INJURY: Turn the printer off, and unplug the power cord from the wall outlet before installing an internal option. If you have any other devices attached to the printer, turn them off as well and unplug any cables going into the printer. Warning—Potential Damage: System board electrical components are easily damaged by static electricity. Touch something metal on the printer before touching any system board electronic components or connectors. Note: A #2 Phillips screwdriver is needed to install an internal print server or port interface card. An internal print server allows connection from the printer to the local area network (LAN). An optional port interface card expands the ways the printer can connect to a computer or external print server. 1 Access the system board. 2 Unpack the internal print server or port interface card. 3 Remove the metal plate on the system board tray that covers the connector slot, and save the metal plate. 4 Align the connector on the internal print server or port interface card with the connector on the system board. Note: The cable connectors on the side of the optional card must fit through the opening in the faceplate. 5 Push the internal print server or port interface card firmly into the card connector on the system board. Installing options 29

the system board tray. 7 Reinstall the system board. Reinstalling the system board Warning—Potential Damage: System board electrical components are easily damaged by static electricity. Touch something metal on the printer before touching any system board electronic components or connectors. Note: This operation requires a #2 Phillips screwdriver. 1 Gently insert the system board into the printer. 2 Replace the cover screws, and then turn them clockwise. 3 Tighten the screws firmly. Installing options 30

match the USB symbol on the cable with the USB symbol on the printer. Match the appropriate Ethernet cable to the Ethernet port. Connect the two scanner cables to the scanner connectors on the back of the printer. 1 USB port 2 Ethernet port 3 Scanner connector 4 Scanner connector Installing options 31

This section explains how to load the 520-, 850-, and 1150-sheet trays, and the multipurpose feeder. It also includes information about paper orientation, setting the Paper Size and Paper Type, and linking and unlinking trays. Setting the Paper Size and Paper Type The Paper Size setting is determined by the position of the paper guides in the tray for all trays except the multipurpose feeder. The Paper Size setting for the multipurpose feeder must be set manually. The factory default Paper Type setting is Plain Paper. The Paper Type setting must be set manually for all trays that do not contain plain paper. 1 Make sure the printer is on and Ready appears. 2 From the control panel, touch . 3 Touch Paper Menu. 4 Touch Paper Size/Type. 5 Touch the tray number, or touch MP Feeder Size. 6 Touch repeatedly until the desired size appears. 7 Touch Submit. Loading the 520-sheet trays Short-edge printing (for A4- and letter-size paper) and specifying auto-size sensing (for A5- and statement-size paper) are available only for the 520-sheet trays. Loading the 520‑sheet trays The printer has a standard 520‑sheet tray (Tray 1), and it may have one or more optional 520‑sheet trays. All 520‑sheet trays support the same paper sizes and types. Paper may be loaded in the trays in either the long‑edge or short‑edge orientation. 1 Grasp the handle, and pull the tray out. Loading paper and specialty media 32

size being loaded. 3 Squeeze the length guide tab inward as shown, and slide the guide to the correct position for the paper size being loaded. Note: Use the size indicators on the bottom of the tray to help position the guides. 4 Flex the sheets back and forth to loosen them, and then fan them. Do not fold or crease the paper. Straighten the edges on a level surface. 5 Load the paper stack with the recommended print side faceup. Load the paper in either the long‑edge or short‑edge orientation as shown below: Notes: • Load sizes larger than A4 in the short‑edge orientation. • Paper must be loaded in the short‑edge orientation to create booklets if the optional booklet finisher is installed. Loading paper and specialty media 33

7 Align the tray, and insert it. 8 If a different type of paper was loaded than the type previously loaded in the tray, change the Paper Type setting for the tray from the control panel. Using A5 or statement paper sizes The paper trays cannot distinguish between A5‑ (148 x 210 mm) and statement‑size (140 x 216 mm) paper when both sizes are loaded in the paper trays. From the Size Sensing menu, specify which size you want the printer to detect. Load either A5‑ or statement‑size paper in the paper trays, but not both. Note: The multipurpose feeder does not use auto‑size sensing and can support both A5‑ and statement‑size print jobs. The Size Sensing setting does not affect the multipurpose feeder settings. 1 Load either A5‑ or statement‑size paper in a paper tray. 2 Turn the printer off. 3 Hold down and 6 MNO while turning the printer on. 4 Release the buttons when the screen with the progress bar appears. The printer performs a power‑on sequence, and then the Configuration menu appears. 5 Touch repeatedly until Size Sensing appears. 6 Touch Size Sensing. 7 Touch repeatedly until Statement/A5 appears. 8 Touch repeatedly until the paper size you want appears. Loading paper and specialty media 34

10 Touch Exit Config Menu. Loading the 867‑ and 1133‑sheet trays Although the 867-sheet tray and the 1133-sheet tray are different in appearance, they support the same paper sizes and types and require the same process for loading paper. Use these instructions to load paper in either tray: 1 Grasp the handle, and open the tray. 2 Squeeze the length guide tab inward as shown, and slide the guide to the correct position for the paper size being loaded. 3 Flex the sheets back and forth to loosen them, and then fan them. Do not fold or crease the paper. Straighten the edges on a level surface. Loading paper and specialty media 35

5 Make sure the paper guides are secure against the edges of the paper. 6 Insert the tray into the printer. 7 If a different type of paper was loaded than the type previously loaded in the tray, change the Paper Type setting for the tray from the control panel. Using the multipurpose feeder 1 Paper guides 2 Size indicators 3 Stack height limiter Loading paper and specialty media 36

2 Grasp the extension, and gently pull it out until it is fully extended. 3 Prepare the paper for loading. • Flex sheets of paper back and forth to loosen them, and then fan them. Do not fold or crease the paper. Straighten the edges on a level surface. • Hold transparencies by the edges, and then fan them. Straighten the edges on a level surface. Note: Avoid touching the print side of the transparencies. Be careful not to scratch them. • Flex a stack of envelopes back and forth to loosen them, and then fan them. Straighten the edges on a level surface. Loading paper and specialty media 37

• Load letter, A4, and transparencies with the recommended print side facedown and the long edge of the paper entering the printer first. • Load A3, A5, B4, folio, legal, and statement paper with the recommended print side facedown and the short edge of the paper entering the printer first. Notes: – Adjust the additional paper guide to accommodate SRA3 and 12 x 19 paper sizes. – Do not exceed the maximum stack height by forcing paper under the stack height limiter. • Load envelopes with the flap side up. Warning—Potential Damage: Never use envelopes with stamps, clasps, snaps, windows, coated linings, or self‑stick adhesives. These envelopes may severely damage the printer. Note: Load only one size and type of paper at a time. 5 Make sure the paper is as far into the multipurpose feeder as it will go with very gentle pushing. Paper should lie flat in the multipurpose feeder. Make sure the paper fits loosely in the multipurpose feeder and is not bent or wrinkled. 6 From the control panel, set the Paper Size and Paper Type. Loading paper and specialty media 38

The Universal Paper Size is a user‑defined setting that lets you print on paper sizes that are not preset in the printer menus. Set the Paper Size for the specified tray to Universal when the size you want is not available from the Paper Size menu. Then, specify all of the following Universal size settings for your paper: • Units of measure (inches or millimeters) • Portrait Height and Portrait Width • Feed Direction Note: The smallest supported Universal size is 100 x 148 mm (3.9 x 5.8 in.); the largest is 305 x 483 mm (11.7 x 19 in.). Set paper size to universal 1 Make sure the printer is on and Ready appears. 2 On the home screen, touch . 3 Touch Paper Menu. 4 Touch Paper Size/Type. 5 Touch the tray number or MP Feeder Size. 6 Touch repeatedly until Universal appears. 7 Touch Submit. Linking and unlinking trays Linking trays Tray linking is useful for large print jobs or multiple copies. When one linked tray is empty, paper feeds from the next linked tray. When the Paper Size and Paper Type settings are the same for any trays, the trays are automatically linked. The Paper Size setting is automatically sensed according to the position of the paper guides in each tray except the multipurpose feeder. The Paper Size setting for the multipurpose feeder must be set manually from the Paper Size menu. The Paper Type setting must be set for all trays from the Paper Type menu. The Paper Type menu and the Paper Size menu are both available from the Paper Size/Type menu. Unlinking trays Unlinked trays have settings that are not the same as the settings of any other tray. Loading paper and specialty media 39

• Paper Type (for example: Plain Paper, Letterhead, Custom Type ) Paper Type names describe the paper characteristics. If the name that best describes your paper is used by linked trays, assign a different Paper Type name to the tray, such as Custom Type , or define your own custom name. • Paper Size (for example: letter, A4, statement) Load a different paper size to change the Paper Size setting for a tray automatically. Paper Size settings for the multipurpose feeder are not automatic; they must be set manually from the Paper Size menu. Warning—Potential Damage: Do not assign a Paper Type name that does not accurately describe the type of paper loaded in the tray. The temperature of the fuser varies according to the specified Paper Type. Paper may not be properly processed if an inaccurate Paper Type is selected. Changing a Custom Type name You can use the Embedded Web Server or MarkVisionTM to define a name other than Custom Type for each of the custom paper types that are loaded. When a Custom Type name is changed, the menus display the new name instead of Custom Type . To change a Custom Type name from the Embedded Web Server: 1 Open a Web browser. Note: The computer must be connected to the same network as the printer. 2 In the address bar, type the IP address of the network printer (for example,192.264.263.17). 3 Press Enter. 4 From the navigation panel of the initial page, click Configuration. 5 Click Paper Menu. 6 Click Custom Name. 7 Type a name for the paper type in a Custom Name box. Note: This custom name will replace a custom type name under the Custom Types and Paper Size/Type menus. 8 Click Submit. Submitting Selection appears. 9 Click Custom Types. Custom Types appears, followed by your custom name. 10 Select a Paper Type setting from the picklist next to your custom name. 11 Click Submit. Submitting Selection appears. Loading paper and specialty media 40

Assign a custom paper type name to a tray when linking or unlinking the tray. 1 Make sure the printer is on and Ready appears. 2 From the control panel, touch . 3 Touch Paper Menu. 4 Touch Paper Size/Type. 5 Touch the tray number or MP Feeder Type. 6 Touch repeatedly until Custom Type or another custom name appears. 7 Touch Submit. Loading paper and specialty media 41

Paper guidelines Paper characteristics The following paper characteristics affect print quality and reliability. Consider these characteristics when evaluating new paper stock. Weight The printer can automatically feed paper weights from 60 to 220 g/m2 (16 to 58 lb bond) grain long. Paper lighter than 60 g/m2 (16 lb) might not be stiff enough to feed properly, causing jams. For best performance, use 75 g/m2 (20 lb bond) grain long paper. For paper smaller than 182 x 257 mm (7.2 x 10.1 in.), we recommend 90 g/m2 (24 lb) or heavier paper. Note: Duplex is supported only for 63 g/m2–170 g/m2 (17 lb–45 lb bond) paper. Curl Curl is the tendency for paper to curl at its edges. Excessive curl can cause paper feeding problems. Curl can occur after the paper passes through the printer, where it is exposed to high temperatures. Storing paper unwrapped in hot, humid, cold, or dry conditions, even in the trays, can contribute to paper curling prior to printing and can cause feeding problems. Smoothness Paper smoothness directly affects print quality. If paper is too rough, toner cannot fuse to it properly. If paper is too smooth, it can cause paper feeding or print quality issues. Always use paper between 100 and 300 Sheffield points; however, smoothness between 150 and 200 Sheffield points produces the best print quality. Moisture content The amount of moisture in paper affects both print quality and the ability of the printer to feed the paper correctly. Leave paper in its original wrapper until it is time to use it. This limits the exposure of paper to moisture changes that can degrade its performance. Condition paper before printing by storing it in its original wrapper in the same environment as the printer for 24 to 48 hours before printing. Extend the time several days if the storage or transportation environment is very different from the printer environment. Thick paper may also require a longer conditioning period. Grain direction Grain refers to the alignment of the paper fibers in a sheet of paper. Grain is either grain long, running the length of the paper, or grain short, running the width of the paper. For 60 to 135 g/m2 (16 to 36 lb bond) paper, grain long paper is recommended. For papers heavier than 135 g/m2, grain short is recommended. Paper and specialty media guide 42

paper with a high degree of stability resulting in fewer paper feeding problems and better print quality. Paper containing fibers such as cotton can negatively affect paper handling. Unacceptable paper The following paper types are not recommended for use with the printer: • Chemically treated papers used to make copies without carbon paper, also known as carbonless papers, carbonless copy paper (CCP), or no carbon required (NCR) paper • Preprinted papers with chemicals that may contaminate the printer • Preprinted papers that can be affected by the temperature in the printer fuser • Preprinted papers that require a registration (the precise print location on the page) greater than ±2.3 mm (±0.9 in.), such as optical character recognition (OCR) forms In some cases, registration can be adjusted with a software application to successfully print on these forms. • Coated papers (erasable bond), synthetic papers, thermal papers • Rough‑edged, rough or heavily textured surface papers, or curled papers • Recycled papers that fail EN12281:2002 (European) • Paper weighing less than 60 g/m2 (16 lb) • Multiple‑part forms or documents Selecting paper Using appropriate paper prevents jams and helps ensure trouble‑free printing. To help avoid jams and poor print quality: • Always use new, undamaged paper. • Before loading paper, know the recommended print side of the paper. This information is usually indicated on the paper package. • Do not use paper that has been cut or trimmed by hand. • Do not mix paper sizes, types, or weights in the same source; mixing results in jams. • Do not use coated papers unless they are specifically designed for electrophotographic printing. Selecting preprinted forms and letterhead Use these guidelines when selecting preprinted forms and letterhead: • Use grain long for 60 to 90 g/m2 weight paper. • Use only forms and letterhead printed using an offset lithographic or engraved printing process. • Avoid papers with rough or heavily textured surfaces. Use papers printed with heat‑resistant inks designed for use in xerographic copiers. The ink must be able to withstand temperatures up to 230°C (446°F) without melting or releasing hazardous emissions. Use inks that are not affected by the resin in toner. Inks that are oxidation‑set or oil‑based generally meet these requirements; latex inks might not. When in doubt, contact the paper supplier. Paper and specialty media guide 43

releasing hazardous emissions. Using recycled paper As an environmentally conscious company, Lexmark supports the use of recycled office paper produced specifically for use in laser (electrophotographic) printers. In 1998, Lexmark presented to the US government a study demonstrating that recycled paper produced by major mills in the US fed as well as non-recycled paper. However, no blanket statement can be made that all recycled paper will feed well. Lexmark consistently tests its printers with recycled paper (20–100% post-consumer waste) and a variety of test paper from around the world, using chamber tests for different temperature and humidity conditions. Lexmark has found no reason to discourage the use of today's recycled office papers, but generally the following property guidelines apply to recycled paper. • Low moisture content (4–5%) • Suitable smoothness (100–200 Sheffield units) • Suitable sheet-to-sheet coefficient of friction (0.4–0.6) • Sufficient bending resistance in the direction of feed Recycled paper, paper of lower weight (<60 gm2/16 lb bond) and/or lower caliper (<3.8 mils/0.1 mm), and paper that is cut grain-short for portrait (or short-edge) fed printers may have lower bending resistance than is required for reliable paper feeding. Before using these types of paper for laser (electrophotographic) printing, consult your paper supplier. Remember that these are general guidelines only and that paper meeting these guidelines may still cause paper feeding problems. Using letterhead Check with the manufacturer or vendor to determine whether the chosen preprinted letterhead is acceptable for laser printers. Page orientation is important when printing on letterhead. Use the following sections to determine which direction to load the letterhead in each paper source: Loading letterhead in the multipurpose feeder Note: Place the letterhead facedown in the multipurpose feeder with the long edge of the paper entering the printer first. Paper and specialty media guide 44

Long‑edge orientation Without finisher With finisher installed Short‑edge orientation Without finisher With finisher installed Loading letterhead in the 867‑sheet tray Without finisher With finisher installed Paper and specialty media guide 45

Without finisher With finisher installed Using transparencies Print samples on the transparencies being considered for use before buying large quantities. When printing on transparencies: • From MarkVision Professional, Print Properties, or the control panel, set the Paper Type to Transparency. • Feed transparencies from the standard tray or the multipurpose feeder. • Use transparencies designed specifically for laser printers. Check with the manufacturer or vendor to ensure transparencies are able to withstand temperatures up to 230°C (446°F) without melting, discoloring, offsetting, or releasing hazardous emissions. • Use transparencies that are 0.12–0.14 mm (4.8–5.4 mil) in thickness or 161–179 g/m2 in weight. Print quality and durability depend on the transparencies used. • To prevent print quality problems, avoid getting fingerprints on the transparencies. • Before loading transparencies, fan the stack to prevent sheets from sticking together. • We recommend Lexmark part number 12A8240 for letter‑size transparencies. Using envelopes Print samples on the envelopes being considered for use before buying large quantities. When printing on envelopes: • From the control panel, set the Paper Source based on the source in use. From MarkVision Professional, Print Properties, or the control panel, set the Paper Type to Envelope, and select the envelope size. • Use envelopes designed specifically for laser printers. Check with the manufacturer or vendor to ensure the envelopes can withstand temperatures up to 230°C (446°F) without sealing, wrinkling, curling excessively, or releasing hazardous emissions. • For the best performance, use envelopes made from 90 g/m2 (24 lb bond) paper. Use up to 105 g/m2 (28 lb bond) weight for envelopes as long as the cotton content is 25% or less. All‑cotton envelopes must not exceed 90 g/m2 (24 lb bond) weight. • Use only new envelopes. • To optimize performance and minimize jams, do not use envelopes that: – Have excessive curl or twist – Are stuck together or damaged in any way Paper and specialty media guide 46

– Have metal clasps, string ties, or folding bars – Have an interlocking design – Have postage stamps attached – Have any exposed adhesive when the flap is in the sealed or closed position – Have bent corners – Have rough, cockle, or laid finishes • Adjust the width guide to fit the width of the envelopes. Note: A combination of high humidity (over 60%) and the high printing temperature may wrinkle or seal envelopes. Using labels Print samples on the labels being considered for use before buying large quantities. For detailed information on label printing, characteristics, and design, see the Card Stock & Label Guide available on the Lexmark Web site at www.lexmark.com/publications. When printing on labels: • From MarkVision Professional, Print Properties, or the control panel, set the Paper Type to Labels. • Use only letter, A4, or legal‑size label sheets. • Use labels designed specifically for laser printers. Check with the manufacturer or vendor to verify that label adhesives, face sheet (printable stock), and topcoats can withstand temperatures up to 230°C (446°F) and pressure up to 25 psi without delaminating, oozing around the edges, or releasing hazardous fumes. Do not use vinyl labels. • Do not use labels with slick backing material. • Use full label sheets. Partial sheets may cause labels to peel off during printing, resulting in a jam. Partial sheets also contaminate the printer and the cartridge with adhesive, and could void the printer and cartridge warranties. • Do not use labels with exposed adhesive. • Do not print within 1 mm (0.04 in.) of the edge of the label, of the perforations, or between die‑cuts of the label. • Be sure adhesive backing does not reach to the sheet edge. Zone coating of the adhesive at least 1 mm (0.04 in.) away from edges is recommended. Adhesive material contaminates the printer and could void the warranty. • If zone coating of the adhesive is not possible, remove a 1.6 mm (0.06 in.) strip on the leading and driver edge, and use a non‑oozing adhesive. • Portrait orientation works best, especially when printing bar codes. Using card stock Card stock is heavy, single‑ply print media. Many of its variable characteristics, such as moisture content, thickness, and texture, can significantly impact print quality. Print samples on the card stock being considered for use before buying large quantities. When printing on card stock: • From MarkVision Professional, or the control panel: 1 Set the Paper Type to Card Stock. 2 Select a Card Stock Texture setting. Paper and specialty media guide 47

other paper handling problems. • Check with the manufacturer or vendor to ensure the card stock can withstand temperatures up to 230°C (446°F) without releasing hazardous emissions. • Do not use preprinted card stock manufactured with chemicals that may contaminate the printer. Preprinting introduces semi‑liquid and volatile components into the printer. • Use grain long card stock when possible. Storing paper Use these paper storage guidelines to help avoid jams and uneven print quality: • For best results, store paper where the temperature is 21°C (70°F) and the relative humidity is 40%. Most label manufacturers recommend printing in a temperature range of 18 to 24°C (65 to 75°F) with relative humidity between 40 and 60%. • Store paper in cartons when possible, on a pallet or shelf, rather than on the floor. • Store individual packages on a flat surface. • Do not store anything on top of individual paper packages. Supported paper sizes, types, and weights The following tables provide information on standard and optional paper sources and the types of paper they support. Note: For an unlisted paper size, configure a Universal Paper Size. For information on card stock and labels, see the Card Stock & Label Guide. Paper sizes supported by the printer Paper size Dimensions 520‑sheet trays (standard or optional) High capacity feeder Multipurpose feeder Duplex unit A3 297 x 420 mm (11.7 x 16.5 in.) X A4 210 x 297 mm (8.3 x 11.7 in.) A51 148 x 210 mm (5.8 x 8.3 in.) X X Executive 184 x 267 mm (7.3 x 10.5 in.) X X 1 The printer cannot simultaneously sense A5 and statement paper sizes. From the Size Sensing menu, specify which size you want the printer to detect. This setting applies to all automatic trays except the multipurpose feeder. The multipurpose feeder can support both sizes. 2 Measurements apply to simplex (one‑sided) printing only. For duplex (two‑sided) printing, the minimum size is 140 x 148 mm (5.5 x 5.8 in.) and the maximum size is 297 x 432 mm (11.7 x 17 in.). Paper and specialty media guide 48

(8.5 x 13 in.) X JIS B4 257 x 364 mm (10.1 x 14.3 in.) X JIS B5 182 x 257 mm (7.2 x 10.1 in.) Legal 216 x 356 mm (8.5 x 14 in.) X Letter 216 x 279 mm (8.5 x 11 in.) Statement1 140 x 216 mm (5.5 x 8.5 in.) X X Tabloid 279 x 432 mm (11 x 17 in.) X Universal 100 x 148 mm (3.9 x 5.8 in.) up to 305 x 483 mm (11.7 x 19 in.)2 X X 7 3/4 Envelope (Monarch) 98 x 191 mm (3.9 x 7.5 in.) X X X B5 Envelope 176 x 250 mm (6.9 x 9.8 in.) X X X C5 Envelope 162 x 229 mm (6.4 x 9 in.) X X X 9 Envelope 98 x 225 mm (3.9 x 8.9 in.) X X X 10 Envelope 105 x 241 mm (4.1 x 9.5 in.) X X X DL Envelope 110 x 220 mm (4.3 x 8.7 in.) X X X 1 The printer cannot simultaneously sense A5 and statement paper sizes. From the Size Sensing menu, specify which size you want the printer to detect. This setting applies to all automatic trays except the multipurpose feeder. The multipurpose feeder can support both sizes. 2 Measurements apply to simplex (one‑sided) printing only. For duplex (two‑sided) printing, the minimum size is 140 x 148 mm (5.5 x 5.8 in.) and the maximum size is 297 x 432 mm (11.7 x 17 in.). Paper and specialty media guide 49

The printer engine supports 60–220 g/m2 (16–60 lb) paper weights. The duplex unit supports 63–170 g/m2 (17–45 lb) paper weights. Paper type 520‑sheet trays High capacity feeder Multipurpose feeder Duplex unit Plain Paper Bond Letterhead Preprinted Colored Paper Card stock Glossy paper X X X Paper labels* X X Transparencies X Envelopes X X X * Vinyl labels are not supported. Paper types and weights supported by the finisher Use this table to determine the possible output destinations of print jobs which use supported paper types and weights. The paper capacity of each output bin is listed in parentheses. Paper capacity estimations are calculated based on 75 g/m2 (20 lb) paper. The Finisher standard bin and Bin 1 support 60–220 g/m2 (16–60 lb) paper weights. Bin 2 (booklet‑maker) supports 60– 90 g/m2 (16–24 lb) paper weights plus one additional cover weighted up to 220 g/m2 (60 lb). Paper type Horizontal transport unit (50 sheets) Finisher standard bin (500 sheets) Bin 1 (1500/3000 sheets)* Bin 2 (300 sheets) Plain Paper Bond Letterhead Preprinted Colored Paper Card stock * Bin 1 of the booklet finisher supports 1500 sheets. Bin 1 of the standard finisher supports 3000 sheets. Paper and specialty media guide 50

Bin 1 (1500/3000 sheets)* Bin 2 (300 sheets) Glossy paper X X Labels X X Transparencies X X Envelopes X X X * Bin 1 of the booklet finisher supports 1500 sheets. Bin 1 of the standard finisher supports 3000 sheets. Supported finishing features 1 Horizontal transport unit 2 Finisher standard bin 3 Finisher bin 1 4 Finisher bin 2 (booklet‑maker) Notes: • The finisher shown above, is the booklet finisher. Bin 2 is available only when the booklet finisher is installed. • All paper capacities are based on 75 g/m2 (20 lb) paper. Horizonal transport unit • The paper capacity is 50 sheets. • Finishing options are not supported in this bin. Paper and specialty media guide 51

• Universal paper is routed here when it is longer than 483 mm (19 in.) or shorter than 148 mm (5.8 in.). Finisher standard bin • The paper capacity is 500 sheets. • Envelopes and executive‑size paper are not supported in this bin. • Finishing options are not supported in this bin. Bin 1 • The paper capacity is 3000 sheets when the standard finisher is installed. • The paper capacity is 1500 sheets when the booklet finisher is installed. Bin 1 finishing features Size Punch* Offset Single/double staple Double dual staple A3 A4 A5 X X X X Executive X Folio X X JIS B4 X JIS B5 X Legal X X Letter Statement X X X Tabloid X Universal Envelopes (any size) X X X X * For the Universal paper size, the finishing edge must be at least 9 in. (229 mm) for a 3‑hole punch and 10 in. (254 mm) for a 4‑hole punch. Punch—Two‑, three‑, or four‑hole punch settings Single staple—One staple Double staple—Two staples Double dual staple—Two sets of two staples. This setting is supported only for widths between 8 in. (203 mm) and 11.7 in. (297 mm) with lengths between 7.2 in. (182 mm) and 17 in. (432 mm). Paper and specialty media guide 52

Bin 2 is available only when the booklet finisher is installed. The paper capacity of Bin 2 (booklet‑maker) is 300 sheets or 20 sets of 15‑sheet booklets. Bin 2 finishing features Size Bi fold Booklet fold Saddle staple A3 A4 (only SEF) A5 X X X Executive X X X Folio JIS B4 JIS B5 X X X Legal Letter (only SEF) Statement X X X Tabloid Universal X X X Envelopes (any size) X X X SEF—The paper is loaded in the short edge orientation. The short edge of the paper enters the printer first. Bi fold—Each page is individually folded and stacked separately. Booklet fold—A multiple-page job is folded along the center into a single booklet. Saddle staple—A booklet‑fold print job is stapled along the center fold. Paper and specialty media guide 53

Use the scanner glass for single pages, small items (such as postcards or photos), transparencies, photo paper, or thin media (such as magazine clippings). Making copies Making a quick copy 1 Load an original document faceup, short-edge first into the ADF or facedown on the scanner glass. Note: Do not load postcards, photos, small items, transparencies, photo paper, or thin media (such as magazine clippings) into the ADF. Place these items on the scanner glass. 2 If you are loading a document into the ADF, adjust the paper guides. 3 From the control panel, press . Note: If an LDSS profile has been installed, you may receive an error when attempting a quick copy. Contact your system support person for access. 4 If you placed the document on the scanner glass, touch Finish the Job if you are done. Copying using the ADF 1 Load an original document faceup, short-edge first into the ADF or facedown on the scanner glass. Note: Do not load postcards, photos, small items, transparencies, photo paper, or thin media (such as magazine clippings) into the ADF. Place these items on the scanner glass. 2 If you are loading a document into the ADF, adjust the paper guides. 3 On the home screen, touch Copy, or use the keypad to enter the number of copies. The copy screen appears. Copying 54

5 Touch Copy It. Copying using the scanner glass (flatbed) 1 Place an original document facedown on the scanner glass in the upper left corner. 2 On the home screen, touch Copy, or use the keypad to enter the number of copies. The copy screen appears. 3 Change the copy settings as needed. 4 Touch Copy It. 5 Place the next document on the scanner glass, and then touch Scan Next if you have more pages to scan, or touch Finish the Job if you are done. Touching Finish the Job returns the printer to the copy screen. Copying photos 1 Place a photo facedown on the scanner glass (flatbed) in the upper left corner. 2 On the home screen, touch Copy. 3 Touch Options. 4 Touch Content. 5 Touch Photograph. 6 Touch Copy It. 7 Touch Scan Next or Done. Copying on specialty media Making transparencies 1 Load an original document faceup, short-edge first into the ADF or facedown on the scanner glass. Note: Do not load postcards, photos, small items, transparencies, photo paper, or thin media (such as magazine clippings) into the ADF. Place these items on the scanner glass. 2 If you are loading a document into the ADF, adjust the paper guides. 3 On the home screen, touch Copy. 4 Touch Copy from, and then identify the size of the original document. 5 Touch Copy to, and then touch the tray that contains transparencies, or touch Multipurpose Feeder and place transparencies in the multipurpose feeder. 6 Touch Copy It. Copying 55

1 Load an original document faceup, short edge first into the ADF or facedown on the scanner glass. Note: Do not load postcards, photos, small items, transparencies, photo paper, or thin media (such as magazine clippings) into the ADF. Place these items on the scanner glass. 2 If you are loading a document into the ADF, adjust the paper guides. 3 On the home screen, touch Copy. 4 Touch Copy from, and then identify the size of the original document. 5 Touch Copy to, and then touch the tray that contains letterhead. Note: If you do not see Letterhead as an option, load letterhead in the multipurpose feeder, and then touch Multipurpose Feeder. 6 Touch Copy It. Customizing copy settings Copying from one size to another 1 Load an original document faceup, short-edge first into the ADF or facedown on the scanner glass. Note: Do not load postcards, photos, small items, transparencies, photo paper, or thin media (such as magazine clippings) into the ADF. Place these items on the scanner glass. 2 If you are loading a document into the ADF, adjust the paper guides. 3 On the home screen, touch Copy. 4 Touch Copy from, and then identify the size of the original document. 5 Touch Copy to, and then select the size you want the copy to be. Note: If you select a paper size that is different from the “Copy from” size, the printer will scale the size automatically. 6 Touch Copy It. Making copies using paper from a selected tray During the copy process, you can select the tray that contains the paper type of choice. For example, if specialty media is located in the multipurpose feeder, and you want to make copies on that media: 1 Load an original document faceup, short-edge first into the ADF or facedown on the scanner glass. Note: Do not load postcards, photos, small items, transparencies, photo paper, or thin media (such as magazine clippings) into the ADF. Place these items on the scanner glass. 2 If you are loading a document into the ADF, adjust the paper guides. 3 On the home screen, touch Copy. 4 Touch Copy from, and then identify the size of the original document. Copying 56

6 Touch Copy It. Copying a document that contains mixed paper sizes Use the ADF to copy an original document that contains mixed paper sizes. Depending on the paper sizes loaded and the “Copy to” and “Copy from” settings, each copy is either printed on mixed paper sizes (Example 1) or scaled to fit a single paper size (Example 2). Example 1: Copying to mixed paper sizes The printer has two paper trays, one tray loaded with letter‑size paper and the other with legal‑size paper. A document that contains letter‑ and legal‑size pages needs to be copied. 1 Load an original document faceup, short-edge first into the ADF or facedown on the scanner glass. Note: Do not load postcards, photos, small items, transparencies, photo paper, or thin media (such as magazine clippings) into the ADF. Place these items on the scanner glass. 2 If you are loading a document into the ADF, adjust the paper guides. 3 On the home screen, touch Copy. 4 Touch Copy from, and then touch Mixed Sizes. 5 Touch Copy to, and then touch Auto Size Match. 6 Touch Copy It. The scanner identifies the mixed paper sizes as they scan. Copies are printed on mixed paper sizes corresponding to the paper sizes of the original document. Example 2: Copying to a single paper size The printer has one paper tray, loaded with letter-size paper. A document that contains letter‑ and legal‑size pages needs to be copied. 1 Load an original document faceup, short-edge first into the ADF or facedown on the scanner glass. Note: Do not load postcards, photos, small items, transparencies, photo paper, or thin media (such as magazine clippings) into the ADF. Place these items on the scanner glass. 2 If you are loading a document into the ADF, adjust the paper guides. 3 On the home screen, touch Copy. 4 Touch Copy from, and then touch Mixed Letter/Legal. 5 Touch Copy to, and then touch Letter. 6 Touch Copy It. The scanner identifies the mixed paper sizes as they scan and then scales the legal‑size pages to print on letter‑size paper. Copying 57

1 Load an original document faceup, short edge first into the ADF or facedown on the scanner glass. Note: Do not load postcards, photos, small items, transparencies, photo paper, or thin media (such as magazine clippings) into the ADF. Place these items on the scanner glass. 2 If you are loading a document into the ADF, adjust the paper guides. 3 On the home screen, touch Copy. 4 From the Sides (Duplex) area, touch the button that looks the way you want your copies duplexed. The first number represents sides of the original documents; the second number represents sides of the copy. For example, select 1‑sided to 2‑sided if you have 1-sided original documents and you want 2‑sided copies. 5 Touch Copy It. Reducing or enlarging copies Copies can be reduced to 25% of the original document size or enlarged to 400% of the original document size. The factory default setting for Scale is Auto. If you leave Scale set to Auto, the content of your original document will be scaled to fit the size of the paper onto which you are copying. To reduce or enlarge a copy: 1 Load an original document faceup, short-edge first into the ADF or facedown on the scanner glass. Note: Do not load postcards, photos, small items, transparencies, photo paper, or thin media (such as magazine clippings) into the ADF. Place these items on the scanner glass. 2 If you are loading a document into the ADF, adjust the paper guides. 3 On the home screen, touch Copy. 4 From the Scale area, touch or to enlarge or reduce your output. Touching “Copy to” or “Copy from” after setting Scale manually changes the scale value back to Auto. 5 Touch Copy It. Adjusting copy quality 1 Load an original document faceup, short-edge first into the ADF or facedown on the scanner glass. Note: Do not load postcards, photos, small items, transparencies, photo paper, or thin media (such as magazine clippings) into the ADF. Place these items on the scanner glass. 2 If you are loading a document into the ADF, adjust the paper guides. 3 On the home screen, touch Copy. 4 Touch Options. 5 Touch Content. 6 Touch the button that best represents what you are copying: • Text—Used for original documents that are mostly text or line art • Text/Photo—Used when the original documents are a mixture of text and graphics or pictures Copying 58

• Printed Image—Used when copying halftone photographs, graphics such as documents printed on a laser printer, or pages from a magazine or newspaper that are composed primarily of images 7 Touch Copy It. Collating copies If you print multiple copies of a document, you can choose to print each copy as a set (collated) or to print the copies as groups of pages (not collated). Collated Not collated By default, Collate is set to On. If you do not want to collate your copies, change the setting to Off. To turn collation off: 1 Load an original document faceup, short-edge first into the ADF or facedown on the scanner glass. Note: Do not load postcards, photos, small items, transparencies, photo paper, or thin media (such as magazine clippings) into the ADF. Place these items on the scanner glass. 2 If you are loading a document into the ADF, adjust the paper guides. 3 On the home screen, touch Copy. 4 Use the keypad to enter the number of copies. 5 Touch Off if you do not want your copies collated. 6 Touch Copy It. Placing separator sheets between copies 1 Load an original document faceup, short-edge first into the ADF or facedown on the scanner glass. Note: Do not load postcards, photos, small items, transparencies, photo paper, or thin media (such as magazine clippings) into the ADF. Place these items on the scanner glass. 2 If you are loading a document into the ADF, adjust the paper guides. 3 On the home screen, touch Copy. 4 Touch Options. 5 Touch Separator Sheets. Note: Collation must be On for the separator sheets to be placed between copies. If Collation is Off, the separator sheets are added to the end of the print job. 6 Select one of the following: • Between pages • Between copies Copying 59

7 Touch Done. 8 Touch Copy It. Copying multiple pages onto a single sheet In order to save paper, you can copy either two or four consecutive pages of a multiple‑page document onto a single sheet of paper. Notes: • The Paper Size must be set to Letter, Legal, A4, or B5 JIS. • The Copy Size must be set to 100%. 1 Load an original document faceup and short edge first into the ADF or facedown on the scanner glass. Note: Do not load postcards, photos, small items, transparencies, photo paper, or thin media (such as magazine clippings) into the ADF. Place these items on the scanner glass. 2 If you are loading a document into the ADF, adjust the paper guides. 3 On the home screen, touch Copy. 4 Select a duplex setting. 5 Touch Options. 6 Touch Paper Saver. 7 Select the output you want. For example, if you have four portrait-oriented original documents that you want copied to the same side of one sheet, touch 4 on 1 Portrait. 8 Touch Print Page Borders if you want a box drawn around each page of the copies. 9 Touch Done. 10 Touch Copy It. Creating a custom job (job build) The custom job or job build is used to combine one or more sets of original documents into a single copy job. Each set may be scanned using different job parameters. When a copy job is submitted and Custom Job is enabled, the scanner scans the first set of original documents using the supplied parameters, and then it scans the next set with the same or different parameters. The definition of a set depends on the scan source: • If you scan a document on the scanner glass, a set consists of one page. • If you scan multiple pages using the ADF, a set consists of all scanned pages until the ADF becomes empty. • If you scan one page using the ADF, a set consists of one page. For example: Copying 60

2 Adjust the paper guides. 3 On the home screen, touch Copy. 4 Touch Options. 5 Touch Custom Job. 6 Touch On. 7 Touch Done. 8 Touch Copy It. When the end of a set is reached, the scan screen appears. 9 Load the next document faceup, short‑edge first into the ADF or facedown on the scanner glass, and then touch Scan the Automatic Document Feeder or Scan the flatbed. Note: If required, change the job settings. 10 If you have another document to scan, load the next document faceup, short‑edge first into the ADF or facedown on the scanner glass, and then touch Scan the Automatic Document Feeder or Scan the flatbed. Otherwise, touch Finish the job. Job interrupt Job interrupt pauses the current print job and lets you print copies. Note: The Job Interrupt setting must be On for this feature to function. 1 Load an original document faceup, short edge first into the ADF or facedown on the scanner glass. Note: Do not load postcards, photos, small items, transparencies, photo paper, or thin media (such as magazine clippings) into the ADF. Place these items on the scanner glass. 2 If you are loading a document into the ADF, adjust the paper guides. 3 From the control panel, press . Note: If an LDSS profile has been installed, you may receive an error when attempting a quick copy. Contact your system support person for access. 4 If you placed the document on the scanner glass, touch Finish the Job if you are done. Placing information on copies Placing the date and time at the top of each page 1 Load an original document faceup, short-edge first into the ADF or facedown on the scanner glass. Note: Do not load postcards, photos, small items, transparencies, photo paper, or thin media (such as magazine clippings) into the ADF. Place these items on the scanner glass. 2 If you are loading a document into the ADF, adjust the paper guides. Copying 61

4 Touch Options. 5 Touch Date/Time Stamp. 6 Touch On. 7 Touch Done. 8 Touch Copy It. Placing an overlay message on each page An overlay message can be placed on each page. The message choices are Urgent, Confidential, Copy, or Draft. To place a message on the copies: 1 Load an original document faceup, short-edge first into the ADF or facedown on the scanner glass. Note: Do not load postcards, photos, small items, transparencies, photo paper, or thin media (such as magazine clippings) into the ADF. Place these items on the scanner glass. 2 If you are loading a document into the ADF, adjust the paper guides. 3 On the home screen, touch Copy. 4 Touch Options. 5 Touch Overlay. 6 Touch the button containing the overlay you want to use. 7 Touch Done. 8 Touch Copy It. Canceling a copy job Canceling a copy job while the document is in the ADF When the ADF begins processing a document, the scanning screen appears. To cancel the copy job, touch Cancel Job on the touch screen. A “Canceling scan job” screen appears. The ADF clears all pages in the ADF and cancels the job. Canceling a copy job while copying pages using the scanner glass Touch Cancel Job on the touch screen. A “Canceling scan job” screen appears. Once the job is canceled, the copy screen appears. Copying 62

1 Touch Cancel Job on the touch screen, or press on the keypad. 2 Touch the job you want to cancel. 3 Touch Delete Selected Jobs. The remaining print job is canceled. The home screen appears. Understanding the copy screens and options Copy from This option opens a screen where you can enter the size of the documents you are going to copy. • Touch a paper size button to select it as the “Copy from” setting. The copy screen appears with your new setting displayed. • When “Copy from” is set to Mixed Sizes, you can copy an original document that contains mixed paper sizes (letter‑and legal‑size pages). • When “Copy from” is set to Auto Size Sense, the scanner automatically determines the size of the original document. Copy to This option opens a screen where you can enter the size and type of paper on which your copies will be printed. • Touch a paper size button to select it as the “Copy to” setting. The copy screen appears with your new setting displayed. • If the size settings for “Copy from” and “Copy to” are different, the printer automatically adjusts the Scale setting to accommodate the difference. • If the type or size of paper that you want to copy onto is not loaded in one of the trays, touch Manual Feeder, and manually send the paper through the multipurpose feeder. • When “Copy to” is set to Auto Size Match, each copy matches the size of the original document. If a matching paper size is not in one of the trays, the printer scales each copy to fit loaded paper. Scale This option creates an image from your copy that is proportionally scaled anywhere between 25% and 400%. Scale can also be set for you automatically. • When you want to copy from one size of paper to another, such as from legal‑size to letter‑size paper, setting the “Copy from” and “Copy to” paper sizes automatically changes the scale to keep all the original document information on your copy. • Touch to decrease the value by 1%; touch to increase the value by 1%. • Hold your finger on an arrow to make a continuous increment. • Hold your finger on an arrow for two seconds to cause the pace of the change to accelerate. Copying 63

Color Touching the Color button tells the printer to copy the original document in color. Photo Touching the Photo button tells the printer to pay extra attention to shading or tones. Note: To copy a color image, make sure the color button is also selected. Sides (Duplex) Use this option to select duplex settings. You can print copies on one or two sides, make two-sided copies (duplex) of two-sided original documents, make two-sided copies from one-sided original documents, or make one-sided copies (simplex) from two-sided original documents. Note: For two-sided output, you must have a duplex unit attached to the printer. Collate This option keeps the pages of a print job stacked in sequence when printing multiple copies of the document. The factory default setting for Collate is on; the output pages of your copies will be ordered (1,2,3) (1,2,3) (1,2,3). If you want all the copies of each page to remain together, turn Collate off, and your copies will be ordered (1,1,1) (2,2,2) (3,3,3). Options Touching the Options button opens a screen where you can change Paper Saver, Advanced Imaging, Separator Sheets, Margin Shift, Edge Erase, Date/Time Stamp, Overlay, Content, and Advanced Duplex settings. Paper Saver This option lets you print two or more sheets of an original document together on the same page. Paper Saver is also called N-up printing. The N stands for Number. For example, 2-up would print two pages of your document on a single page, and 4-up would print four pages of your document on a single page. Touching Print Page Borders adds or removes the outline border surrounding the original document pages on the output page. Create Booklet This option creates a sequence of collated output that, when folded or folded and stapled, forms a booklet half the page size of the original document and with all the pages in order. Note: To use Create Booklet, you must have a duplex unit attached to the printer. Copying 64

image before you copy the document. Custom Job (Job Build) This option combines multiple scanning jobs into a single job. Separator Sheets This option places a blank piece of paper between copies, pages, and print jobs. The separator sheets can be drawn from a tray that contains a type or color of paper that is different from the paper your copies are printed on. Margin Shift This option increases the size of the margin a specified distance. This can be useful in providing space to bind or hole- punch copies. Use the increase or decrease arrows to set how much of a margin you want. If the additional margin is too large, the copy will be cropped. Edge Erase This option eliminates smudges or information around the edges of your document. You can choose to eliminate an equal area around all four sides of the paper, or pick a particular edge. Edge Erase erases whatever is within the selected area, leaving nothing printed on that portion of the paper. Date/Time Stamp This option turns the Date/Time Stamp on and prints the date and time at the top of every page. Overlay This option creates a watermark (or message) that overlays the content of your copy. You can choose between Urgent, Confidential, Copy, and Draft. The word you pick will appear, faintly, in large print across each page. Note: A custom overlay can be created by your system support person. When a custom overlay is created, a button with an icon of that overlay will be available. Content This option enhances copy quality. Choose from Text, Text/Photo, Photograph, or Printed Image. • Text—Use this setting when copying original documents that are mostly text or line art. • Text/Photo—Use this setting when copying original documents that are a mixture of text and graphics or pictures. • Photograph—Use this setting when copying an original document that is a high-quality photograph or inkjet print. • Printed Image—Use this setting when copying halftone photographs, documents printed on a laser printer, or pages from a magazine or newspaper. • Color—Use this setting to copy the original document in color. • Gray—Use this setting to copy the original document in grayscale. Advanced Duplex This option controls whether the documents are one‑sided or two‑sided, what orientation your original documents have, and how your documents are bound. Copying 65

Question Tip When should I use Text mode? • Use text mode when text preservation is the main goal of the copy, and preserving images copied from the original document is not a concern. • Text mode is recommended for receipts, carbon copy forms, and documents that contain only text or fine line art. When should I use Text/Photo mode? • Use Text/Photo mode when copying an original document that contains a mixture of text and graphics. • Text/Photo mode is recommended for magazine articles, business graphics, and brochures. When should I use Printed Image mode? Use Printed Image mode when copying halftone photographs, graphics such as documents printed on a laser printer, or pages from a magazine or newspaper When should I use Photograph mode? Use Photograph mode when the original document is a high-quality photograph or inkjet print. Copying 66

Use the scanner glass for single pages, small items (such as postcards or photos), transparencies, photo paper, or thin media (such as magazine clippings). You can use the printer to e‑mail scanned documents to one or more recipients. There are four ways to send and e‑mail from the printer. You can type the e‑mail address, use a shortcut number, use the address book, or use a profile. Getting ready to e-mail Setting up the e-mail function For e-mail to operate, it must be turned on in the printer configuration and have a valid IP address or gateway address. To set up the e-mail function: 1 Open a Web browser. 2 In the address bar, type the IP address of the printer and, then press Enter. 3 Click Configuration. 4 Click E-mail/FTP Settings. 5 Click E-mail Server Setup. 6 Fill in the fields with the appropriate information. 7 Click Submit. Setting up the address book 1 Open a Web browser. 2 In the address bar, type the IP address of the printer, and then press Enter. 3 Click Configuration. E-mailing 67

5 Click Manage E-mail Shortcuts. 6 Fill in the fields with the appropriate information. 7 Click Submit. Creating an e-mail shortcut Creating an e-mail shortcut using the Embedded Web Server 1 Open a Web browser. 2 In the address bar, type the IP address of the printer, and then press Enter. 3 Click Configuration. 4 Click Manage Destinations. Note: You may be asked to enter a password. If you do not have an ID and password, get one from your system support person. 5 Click E-mail Destination Setup. 6 Type a unique name for the recipient, and then enter the e-mail address. Note: If you are entering multiple addresses, separate each address with a comma (,). 7 Select the scan settings (Format, Content, Color, and Resolution). 8 Enter a shortcut number, and then click Add. If you enter a number that is already in use, you are prompted to select another number. Creating an e-mail shortcut using the touch screen 1 On the home screen, touch E-mail. 2 Type the recipient's e-mail address. To create a group of recipients, touch Next address, and then type the next recipient’s e-mail address. 3 Touch Save as Shortcut. 4 Type a unique name for the shortcut. 5 Verify the shortcut name and number are correct, and then touch OK. If the name or number is incorrect, touch Cancel, and then reenter the information. E-mailing 68

Sending an e-mail using the keypad 1 Load an original document faceup, short edge first into the ADF or facedown on the scanner glass. Note: Do not load postcards, photos, small items, transparencies, photo paper, or thin media (such as magazine clippings) into the ADF. Place these items on the scanner glass. 2 If you are loading a document into the ADF, adjust the paper guides. 3 On the home screen, touch E-mail. 4 Enter the e‑mail address or shortcut number. To enter additional recipients, press Next Address, and then enter the address or shortcut number you want to add. 5 Touch E-mail It. Sending an e‑mail using a shortcut number For information on creating shortcuts, see the section in this chapter on creating shortcuts. 1 Load an original document faceup, short edge first into the ADF or facedown on the scanner glass. Note: Do not load postcards, photos, small items, transparencies, photo paper, or thin media (such as magazine clippings) into the ADF. Place these items on the scanner glass. 2 If you are loading a document into the ADF, adjust the paper guides. 3 Press #, and then enter the recipient's shortcut number. To enter additional recipients, press Next address, and then enter the address or shortcut number you want to add. 4 Touch E-mail It. Sending an e-mail using the address book 1 Load an original document faceup, short edge first into the ADF or facedown on the scanner glass. Note: Do not load postcards, photos, small items, transparencies, photo paper, or thin media (such as magazine clippings) into the ADF. Place these items on the scanner glass. 2 If you are loading a document into the ADF, adjust the paper guides. 3 On the home screen, touch E-mail. 4 Touch Search Address Book. 5 Enter the name or part of the name you are searching for, and then touch Search. 6 Touch the name that you want to add to the To: box. To enter additional recipients, press Next address, and then enter the address or shortcut number you want to add; or search the address book. 7 Touch E-mail It. E-mailing 69

1 Load an original document faceup, short edge first into the ADF or facedown on the scanner glass. Note: Do not load postcards, photos, small items, transparencies, photo paper, or thin media (such as magazine clippings) into the ADF. Place these items on the scanner glass. 2 If you are loading a document into the ADF, adjust the paper guides. 3 On the home screen, touch E-mail. 4 Type an e-mail address. 5 Touch Options. 6 Touch Color. 7 Touch E-mail It. Using profiles Creating an e-mail profile 1 Open a Web browser. 2 In the address bar, type the IP address of the printer, and then press Enter. 3 Click Configuration. 4 Click E-mail/FTP Settings. 5 Click Manage E-mail Shortcuts. 6 Fill in the fields with the appropriate information. 7 Click Add. E-mailing to a profile 1 Load an original document faceup, short edge first into the ADF or facedown on the scanner glass. Note: Do not load postcards, photos, small items, transparencies, photo paper, or thin media (such as magazine clippings) into the ADF. Place these items on the scanner glass. 2 If you are loading a document into the ADF, adjust the paper guides. 3 On the home screen, touch Held Jobs. 4 Touch Profiles. 5 Select an e-mail destination from the profile list. 6 Touch E-mail It. E-mailing 70

Adding e-mail subject and message information 1 Load an original document faceup, short edge first into the ADF or facedown on the scanner glass. Note: Do not load postcards, photos, small items, transparencies, photo paper, or thin media (such as magazine clippings) into the ADF. Place these items on the scanner glass. 2 If you are loading a document into the ADF, adjust the paper guides. 3 On the home screen, touch E-mail. 4 Type an e‑mail address. 5 Touch Options. 6 Touch Subject. 7 Type the e-mail subject. 8 Touch Done. 9 Touch Message. 10 Type an e-mail message. 11 Touch Done. 12 Touch E-mail It. Changing the output file type 1 Load an original document faceup, short edge first into the ADF or facedown on the scanner glass. Note: Do not load postcards, photos, small items, transparencies, photo paper, or thin media (such as magazine clippings) into the ADF. Place these items on the scanner glass. 2 If you are loading a document into the ADF, adjust the paper guides. 3 On the home screen, touch E-mail. 4 Type an e-mail address. 5 Touch Options. 6 Touch the button that represents the file type you want to send. • PDF—Creates a single file with multiple pages, viewable with Adobe Reader. Adobe Reader is provided free by Adobe at www.adobe.com. • Encrypted PDF—Creates an encrypted PDF file that protects the files contents from unauthorized access. • TIFF—Creates multiple files or a single file. If Multi-page TIFF is turned off in the Configuration menu, then TIFF saves one page in each file. The file size is usually larger than an equivalent JPEG. • JPEG—Creates and attaches a separate file for each page of your original document, and is viewable by most Web browsers and graphics programs. 7 Touch E-mail It. Note: If you selected Encrypted PDF, enter your password twice. E-mailing 71

• When using the ADF, touch Cancel while Scanning… appears. • When using the scanner glass (flatbed), touch Cancel while Scanning… appears or while Scan the Next Page / Finish the Job appears. Understanding e-mail options Original Size This option opens a screen where you can choose the size of the documents you are going to e-mail. • Touch a paper size button to select that size as the Original Size setting. The e‑mail screen appears with your new setting displayed. • When Original Size is set to Mixed Sizes, you can scan an original document that contains mixed paper sizes (letter‑ and legal‑size pages). Sides (Duplex) This option informs the printer if the original document is simplex (printed on one side) or duplex (printed on both sides). This lets the scanner know what needs to be scanned for inclusion in the e-mail. Orientation This option tells the printer whether the original document is in portrait or landscape orientation and then changes the Sides and Binding settings to match the original document orientation. Binding Tells the printer whether the original document is bound on the long-edge or short-edge side. E-mail Subject This option lets you enter a subject line for your e-mail. You can enter up to 255 characters. E-mail Message This option lets you enter a message that will be sent with your scanned attachment. Resolution Adjusts the output quality of your e-mail. Increasing the image resolution increases the e-mail file size and the time needed to scan your original document. Image resolution can be decreased to reduce the e-mail file size. E-mailing 72

• PDF—Output is a single file. • TIFF—Output is a single file. If Multi-page TIFF is turned off in the Configuration menu, then the output is a series of one‑page files. • JPEG—Each page of the output is saved in a separate one‑page file. When multiple pages are scanned, the output is a series of one‑page files. • Encrypted PDF—Creates an encrypted PDF file that protects the files contents from unauthorized access. Content This option tells the printer the original document type. Choose from Text, Text/Photo, or Photo. Color can be turned on or off with any of the Content choices. Content affects the quality and size of your e-mail. • Text—Emphasizes sharp, black, high-resolution text against a clean, white background • Text/Photo—Used when the original documents are a mixture of text and graphics or pictures • Photograph—Tells the scanner to pay extra attention to graphics and pictures. This setting increases the time it takes to scan, but emphasizes a reproduction of the full dynamic range of tones in the original document. This increases the amount of information saved. • Color—Sets the scan type and output for the e-mail. Color documents can be scanned and sent to an e-mail address. Advanced Options Touching this button opens a screen where you change Advanced Imaging, Custom Job, Transmission Log, Scan Preview, Edge Erase, and Darkness settings. • Advanced Imaging—Adjusts Background Removal, Contrast, Scan Edge to Edge, Shadow Detail, and Mirror Image before you copy the document • Custom Job (Job Build)—Combines multiple scanning jobs into a single job • Transmission Log—Prints the transmission log or transmission error log • Scan Preview—Displays the first pages of the image before it is included in the e-mail. When the first page is scanned, the scanning is paused and a preview image appears. • Edge Erase—Eliminates smudges or information around the edges of a document. You can choose to eliminate an equal area around all four sides of the paper, or pick a particular edge. Edge Erase will erase whatever is within the area selected, leaving nothing printed on that portion of the paper. • Darkness—Adjusts how light or dark your scanned e-mails will turn out. E-mailing 73

Use the scanner glass for single pages, small items (such as postcards or photos), transparencies, photo paper, or thin media (such as magazine clippings). Getting the printer ready to fax The following connection methods may not be applicable in all countries or regions. 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 power supply cord or telephone, during a lightning storm. Choosing a fax connection You can connect the printer with equipment such as a telephone, an answering machine, or a computer modem. Note: The printer is an analog device that works best when directly connected to the wall jack. Other devices (such as a telephone or answering machine) can be successfully attached to pass through the printer, as described in the setup steps. If you want a digital connection such as ISDN, DSL, or ADSL, a third-party device (such as a DSL filter) is required. You do not need to attach the printer to a computer, but you do need to connect it to a telephone line to send and receive faxes. You can connect the printer to other equipment. See the following table to determine the best way to set up the printer. Equipment Benefits • The printer • A telephone cord Send and receive faxes without using a computer. • The printer • A telephone • Two telephone cords • Use the fax line as a normal telephone line. • Send and receive faxes without using a computer. Faxing 74

• A telephone • An answering machine • Three telephone cords Receive both incoming voice messages and faxes. • The printer • A telephone • A computer modem • Three telephone cords Send faxes using the computer or the printer. Using an RJ11 adapter Country/region • United Kingdom • Ireland • Finland • Norway • Denmark • Italy • Sweden • Netherlands • France • Portugal To connect your printer to an answering machine, telephone, or other telecommunications equipment, use the telephone line adapter included in the box with the printer in some countries or regions. Note: If you have DSL, do not connect the printer using a splitter because the fax feature may not work correctly. 1 Connect the adapter to the telephone cord that came with the printer. Note: The UK adapter is shown. Your adapter may look different, but it will fit the telephone outlet used in your location. 2 Connect the telephone line of your chosen telecommunications equipment to the left outlet of the adapter. Faxing 75

equipment: 1 Remove the plug from the EXT port on the back of the printer. Note: Once this plug is removed, any country‑ or region‑specific equipment you connect to the printer by way of the adapter, as shown, will not function properly. 2 Connect your telecommunications equipment directly to the EXT port on the back of the printer. Warning—Potential Damage: Do not touch cables or the printer in the area shown while actively sending or receiving a fax. Faxing 76

• United Arab Emirates • Egypt • Bulgaria • Czech Republic • Belgium • Australia • South Africa • Greece • Israel • Hungary • Poland • Romania • Russia • Slovenia • Spain • Turkey To connect a telephone, an answering machine, or other telecommunications equipment to the printer: 1 Remove the plug from the back of the printer. 2 Connect your telecommunications equipment directly to the EXT port on the back of the printer. Note: Once this plug is removed, any country‑ or region‑specific equipment that you connect to the printer by way of the adapter, as shown, will not function properly. Faxing 77

of the printer. This plug is necessary for the proper functioning of the printer. Note: Do not remove the plug. If you remove it, other telecommunications devices in your home (such as telephones or answering machines) may not work. Connecting directly to a telephone wall jack in Germany Connect the printer directly to a telephone wall jack to send and receive faxes without using a computer. Note: In Germany (and some other countries), the printer ships with a special RJ‑11 plug in the EXT port. Do not remove the RJ‑11 plug. It is required for both the fax and telephone to work properly. 1 Make sure you have a telephone cord (provided with the product) and a telephone wall jack. 2 Connect one end of the telephone cord into the LINE port of the printer. 3 Connect the other end of the telephone cord into the N slot of an active telephone wall jack. Faxing 78

(not provided) between the telephone and the F slot of an active telephone wall jack. 5 If you would like to use the same line for recording messages on your answering machine, connect a second telephone line (not provided) between the answering machine and the other N slot of the telephone wall jack. Connecting to a telephone Connect a telephone to the printer to use the fax line as a normal telephone line. Then set up the printer wherever your telephone is located to make copies or to send and receive faxes without using a computer. Note: Setup steps may vary depending on your country or region. 1 Make sure you have the following: • A telephone • Two telephone cords • A telephone wall jack 2 Connect one telephone cord to the LINE port of the printer, and then plug it into an active telephone wall jack. Faxing 79

of the printer. 4 Connect the other telephone cord to a telephone, and then plug it into the EXT port of the printer. Connecting to an answering machine Connect an answering machine to the printer to receive both incoming voice messages and faxes. Note: Setup steps may vary depending on your country or region. 1 Make sure you have the following: • A telephone • An answering machine • Three telephone cords • A telephone wall jack 2 Connect one telephone cord into the LINE port of the printer, and then plug it into an active telephone wall jack. Faxing 80

of the printer. 4 Connect a second telephone cord from the telephone to the answering machine. 5 Connect a third telephone cord from the answering machine to the EXT port of the printer. Connecting to a computer with a modem Connect the printer to a computer with a modem to send faxes from the software program. Note: Setup steps may vary depending on your country or region. 1 Make sure you have the following: • A telephone • A computer with a modem • Three telephone cords • A telephone wall jack Faxing 81

3 Remove the protective plug from the EXT port of the printer. 4 Connect a second telephone cord from the telephone to the computer modem. 5 Connect a third telephone cord from the computer modem to the EXT port of the printer. Faxing 82

To have the designated fax name and fax number printed on outgoing faxes: 1 Open a Web browser. 2 In the address bar, type the IP address of the printer, and then press Enter. 3 Click Configuration. 4 Click Fax Settings. 5 Click Analog Fax Setup. 6 Click inside the Station Name box, and then enter the name to be printed on all outgoing faxes. 7 Click inside the Station Number box, and then enter the printer fax number. 8 Click Submit. Setting the date and time You can set the date and time so that they are printed on every fax you send. If there is a power failure, you may have to reset the date and time. To set the date and time: 1 Open a Web browser. 2 In the address bar, type the IP address of the printer, and then press Enter. 3 Click Configuration. 4 Click Set Date and Time. 5 Click inside the Set Date & Time box, and then enter the current date and time. 6 Click Submit. Turning daylight saving time on or off The printer can be set to automatically adjust for daylight saving time: 1 Open a Web browser. 2 In the address bar, type the IP address of the printer, and then press Enter. 3 Click Configuration. 4 Click Set Date and Time. 5 In the Daylight Savings box, click on one of the following: Yes turns daylight saving on. No turns daylight saving off. 6 Click Submit. Faxing 83

Sending a fax using the control panel 1 Load an original document faceup, short-edge first into the ADF or facedown on the scanner glass. Note: Do not load postcards, photos, small items, transparencies, photo paper, or thin media (such as magazine clippings) into the ADF. Place these items on the scanner glass. 2 If you are loading a document into the ADF, adjust the paper guides. 3 On the home screen, touch Fax. 4 Enter the fax number or a shortcut using the touch screen or keypad. To add recipients, touch Next Number, and then type the recipient's telephone number or shortcut number, or search the address book. Note: To place a dial pause within a fax number, press . The dial pause appears as a comma in the Fax to: box. Use this feature if you need to dial an outside line first. 5 Touch Fax It. Sending a fax using the computer Faxing from a computer lets you send electronic documents without leaving your desk. This gives you the flexibility of faxing documents directly from software programs. 1 From your software program, click File > Print. 2 From the Print window, select your printer, and then click Properties. Note: In order to perform this function from your computer, you must use the PostScript printer driver for your printer. 3 Choose the Other Options tab, and then click Fax. 4 Click OK, and then click OK again. 5 On the Fax screen, type the name and number of the fax recipient. 6 Click Send. Creating shortcuts Creating a fax destination shortcut using the Embedded Web Server Instead of entering the entire phone number of a fax recipient on the control panel each time you want to send a fax, you can create a permanent fax destination and assign a shortcut number. A shortcut can be created to a single fax number or a group of fax numbers. 1 Open a Web browser. 2 In the address bar, type the IP address of the printer, and then press Enter. Faxing 84

4 Click Manage Destinations. Note: A password may be required. If you do not have an ID and password, get one from your system support person. 5 Click Fax Shortcut Setup. 6 Type a unique name for the shortcut, and then enter the fax number. To create a multiple‑number shortcut, enter the fax numbers for the group. Note: Separate each fax number in the group with a semicolon (;). 7 Assign a shortcut number. If you enter a number that is already in use, you are prompted to select another number. 8 Click Add. Creating a fax destination shortcut using the touch screen 1 Load an original document faceup, short-edge first into the ADF or facedown on the scanner glass. Note: Do not load postcards, photos, small items, transparencies, photo paper, or thin media (such as magazine clippings) into the ADF. Place these items on the scanner glass. 2 If you are loading a document into the ADF, adjust the paper guides. 3 On the home screen, touch Fax. 4 Enter the fax number. To create a group of fax numbers, touch Next number, and then enter the next fax number. 5 Touch Save as Shortcut. 6 Verify the shortcut name and number are correct, and then touch OK. If the name or number is incorrect, touch Cancel, and reenter the information. If you enter a number that is already in use, you are prompted to select another number. 7 Touch Fax It. Faxing 85

Using fax destination shortcuts Fax destination shortcuts are just like the speed dial numbers on a telephone or fax machine. You can assign shortcut numbers when creating permanent fax destinations. Permanent fax destinations or speed dial numbers are created in the Manage Destinations link located under the Configuration tab on the Embedded Web Server. A shortcut number (1–99999) can contain a single recipient or multiple recipients. By creating a group fax destination with a shortcut number, you can quickly and easily fax broadcast information to an entire group. For information on creating shortcuts, see the section in this chapter on creating shortcuts. 1 Load an original document faceup, short edge first into the ADF or facedown on the scanner glass. Note: Do not place postcards, photos, small items, transparencies, photo paper, or thin media (such as magazine clippings) into the ADF. Place these items on the scanner glass. 2 If you are loading a document into the ADF, adjust the paper guides. 3 Press #, and then type the shortcut number. Using the address book Note: If the address book feature is not enabled, contact your system support person. 1 Load an original document faceup, short-edge first into the ADF or facedown on the scanner glass. Note: Do not load postcards, photos, small items, transparencies, photo paper, or thin media (such as magazine clippings) into the ADF. Place these items on the scanner glass. 2 If you are loading a document into the ADF, adjust the paper guides. 3 On the home screen, touch Fax. 4 Touch Search Address Book. 5 Using the virtual keyboard, type the name or part of the name of the person whose fax number you want to find. (Do not attempt to search for multiple names at the same time.) 6 Touch Search. 7 Touch the name to add it to the Fax to: list. 8 Repeat steps 4 through 7 to enter additional addresses. 9 Touch Fax It. Faxing 86

Changing the fax resolution Adjusting the resolution setting changes the quality of the fax. Settings range from Standard (fastest speed) to Ultra Fine (slowest speed, best quality). 1 Load an original document faceup, short edge first into the ADF or facedown on the scanner glass. Note: Do not load postcards, photos, small items, transparencies, photo paper, or thin media (such as magazine clippings) into the ADF. Place these items on the scanner glass. 2 If you are loading a document into the ADF, adjust the paper guides. 3 On the home screen, touch Fax. 4 Use the keypad to enter the fax number. 5 Touch Options. 6 Touch the button that represents the resolution you want. 7 Touch Fax It. Making a fax lighter or darker 1 Load an original document faceup, short edge first into the ADF or facedown on the scanner glass. Note: Do not load postcards, photos, small items, transparencies, photo paper, or thin media (such as magazine clippings) into the ADF. Place these items on the scanner glass. 2 If you are loading a document into the ADF, adjust the paper guides. 3 On the home screen, touch Fax. 4 Use the keypad to enter the fax number. 5 Touch Options. 6 From the Darkness area, touch to reduce the darkness of the fax, or touch to increase the darkness of the fax. 7 Touch Fax It. Sending a fax at a scheduled time 1 Load an original document faceup, short edge first into the ADF or facedown on the scanner glass. Note: Do not load postcards, photos, small items, transparencies, photo paper, or thin media (such as magazine clippings) into the ADF. Place these items on the scanner glass. 2 If you are loading a document into the ADF, adjust the paper guides. 3 On the home screen, touch Fax. 4 Enter the fax number using the numbers on the touch screen or keypad. 5 Touch Options. Faxing 87

7 Touch Delayed Send. Note: If Fax Mode is set to Fax Server, the Delayed Send button will not appear. Faxes waiting for transmission are listed in the Fax Queue. 8 Touch to reduce the time or to increase the time the fax will be transmitted. The time is increased or decreased in increments of 30 minutes. If the current time is shown, the left arrow is grayed out. 9 Touch Done. 10 Touch Fax it. Note: The document will scanned and then faxed at the scheduled time. Viewing a fax log 1 Open a Web browser. 2 In the address bar, type the IP address of the printer, and then press Enter. 3 Click Reports. 4 Click Fax Settings. 5 Click Fax Job Log or Fax Call Log. Canceling an outgoing fax Canceling a fax while the original documents are still scanning • When using the ADF, touch Cancel while Scanning… appears. • When using the scanner glass (flatbed), touch Cancel while Scanning… appears or while Scan the Next Page / Finish the Job appears. Canceling a fax after the original documents have been scanned to memory 1 On the home screen, touch Cancel Jobs. The Cancel Jobs screen appears. 2 Touch the job or jobs you want to cancel. Only three jobs appear on the screen; touch the down arrow until the job you want appears, and then touch the job you want to cancel. 3 Touch Delete Selected Jobs. The Deleting Selected Jobs screen appears, the selected jobs are deleted, and then the home screen appears. Faxing 88

Original Size This option opens a screen where you can choose the size of the documents you are going to fax. • Touch a paper size button to select that size as the Original Size setting. The fax screen appears with your new setting displayed. • When Original Size is set to Mixed Sizes, you can scan an original document that contains mixed paper sizes (letter‑ and legal‑size pages). Content This option tells the printer the original document type. Choose from Text, Text/Photo, or Photo. Content affects the quality and size of your scan. • Text—Emphasizes sharp, black, high-resolution text against a clean, white background • Text/Photo—Used when the original documents are a mixture of text and graphics or pictures • Photograph—Tells the scanner to pay extra attention to graphics and pictures. This setting increases the time it takes to scan, but emphasizes a reproduction of the full dynamic range of tones in the original document. This increases the amount of information saved. Sides (Duplex) This option informs the printer if the original document is simplex (printed on one side) or duplex (printed on both sides). This lets the scanner know what needs to be scanned for inclusion in the fax. Resolution This options increases how closely the scanner examines the document you want to fax. If you are faxing a photo, a drawing with fine lines, or a document with very small text, increase the Resolution setting. This will increase the amount of time required for the scan and will increase the quality of the fax output. • Standard—Suitable for most documents • Fine—Recommended for documents with small print • Super fine—Recommended for original documents with fine detail • Ultra fine—Recommended for documents with pictures or photos Darkness This option adjusts how light or dark your faxes will turn out in relation to the original document. Faxing 89

Log, Scan Preview, Edge Erase, and Advanced Duplex settings. • Delayed Send—Lets you send a fax at a later time or date. After setting up your fax, touch Delayed Send, enter the time and date you would like to send your fax, and then touch Done. This setting can be especially useful in sending information to fax lines that are not readily available during certain hours, or when transmission times are cheaper. Note: If the printer is turned off when the delayed fax is scheduled to be sent, the fax is sent the next time the printer is turned on. • Advanced Imaging—Adjusts Background Removal, Contrast, Scan Edge to Edge, Shadow Detail, and Mirror Image before you fax the document • Custom Job (Job Build)—Combines multiple scanning jobs into a single job • Transmission Log—Prints the transmission log or transmission error log • Scan Preview—Displays the image before it is included in the fax. When the first page is scanned, the scanning is paused, and a preview image appears. • Edge Erase—Eliminates smudges or information around the edges of a document. You can choose to eliminate an equal area around all four sides of the paper, or pick a particular edge. Edge Erase will erase whatever is within the area selected, leaving nothing printed on that portion of the paper. • Advanced Duplex—Controls how many sides and what orientation an original document has, and whether original documents are bound along the long edge or the short edge. Improving fax quality Question Tip When should I use Text mode? • Use Text mode when text preservation is the main goal of the fax, and preserving images copied from the original document is not a concern. • Text mode is recommended for faxing receipts, carbon copy forms, and documents that contain only text or fine line art. When should I use Text/Photo mode? • Use Text/Photo mode when faxing an original document that contains a mixture of text and graphics. • Text/Photo mode is recommended for magazine articles, business graphics, and brochures. When should I use Photo mode? Use Photo mode when faxing photos printed on a laser printer or taken from a magazine or newspaper. Holding and forwarding faxes Holding faxes This option lets you hold received faxes from printing until they are released. Held faxes can be released manually or at a scheduled day or time. 1 Open a Web browser. 2 In the address bar, type the IP address of the printer, and then press Enter. Faxing 90

4 Click Fax Settings. 5 Click Analog Fax Setup. 6 Click Holding Faxes. 7 Enter a password in the Print Faxes Password box. 8 In the Held Fax Mode box, click one of the following: • Off • Always On • Manual • Scheduled 9 If you selected Scheduled, continue with the following steps. Otherwise, go to step 10. a Click Fax Holding Schedule. b In the action box, click Hold faxes. c In the time box, click the time you want the held faxes released. d In the Day(s) box, click the day you want the held faxes released. 10 Click Add. Forwarding a fax This option lets you print and forward received faxes to a fax number, e‑mail address, FTP site, or LDSS. 1 Open a Web browser. 2 In the address bar, type the IP address of the printer, and then press Enter. 3 Click Configuration. 4 Click Fax Settings. 5 Click Analog Fax Setup. 6 Click inside the Fax Forwarding box, and then select one of the following: • Print • Print and Forward • Forward 7 Click inside the Forward to box, and then select one of the following: • Fax • E‑mail • FTP • LDSS Faxing 91

Note: The shortcut number must be a valid shortcut number for the setting that was selected in the “Forward to” box. 9 Click Submit. Faxing 92

ADF Scanner glass Use the ADF for multiple‑page documents. Use the scanner glass for single pages, small items (such as postcards or photos), transparencies, photo paper, or thin media (such as magazine clippings). The scanner lets you scan documents directly to a File Transfer Protocol (FTP) server. Only one FTP address may be sent to the server at a time. Once an FTP destination has been configured by your system support person, the name of the destination becomes available as a shortcut number, or it is listed as a profile under the Held Jobs icon. An FTP destination could also be another PostScript printer; for example, a color document can be scanned and then sent to a color printer. Sending a document to an FTP server is similar to sending a fax. The difference is that you are sending the information over your network instead of over the phone line. Scanning to an FTP address Scanning to an FTP address using the keypad 1 Load an original document faceup, short edge first into the ADF or facedown on the scanner glass. Note: Do not load postcards, photos, small items, transparencies, photo paper, or thin media (such as magazine clippings) into the ADF. Place these items on the scanner glass. 2 If you are loading a document into the ADF, adjust the paper guides. 3 On the home screen, touch FTP. 4 Type the FTP address. 5 Touch Send It. Scanning to an FTP address 93

For information on creating shortcuts, see the section in this chapter on creating shortcuts. 1 Load an original document faceup, short edge first into the ADF or facedown on the scanner glass. Note: Do not load postcards, photos, small items, transparencies, photo paper, or thin media (such as magazine clippings) into the ADF. Place these items on the scanner glass. 2 If you are loading a document into the ADF, adjust the paper guides. 3 Press #, and then enter the FTP shortcut number. 4 Touch Send It. Scanning to an FTP address using the address book 1 Load an original document faceup, short edge first into the ADF or facedown on the scanner glass. Note: Do not load postcards, photos, small items, transparencies, photo paper, or thin media (such as magazine clippings) into the ADF. Place these items on the scanner glass. 2 If you are loading a document into the ADF, adjust the paper guides. 3 On the home screen, touch FTP. 4 Touch Search Address Book. 5 Type the name or part of the name you are searching for, and then touch Search. 6 Touch the name that you want to add to the To: field. 7 Touch Send It. Creating shortcuts Instead of entering the entire FTP site address on the control panel each time you want to send a document to an FTP server, you can create a permanent FTP destination and assign a shortcut number. There are two methods for creating shortcut numbers: using a computer or using the printer touch screen. Creating an FTP destination shortcut using the Embedded Web Server 1 Open a Web browser. 2 In the address bar, type the IP address of the printer, and then press Enter. 3 Click Configuration. 4 Click Manage Destinations. Note: A password may be required. If you do not have an ID and password, get one from your system support person. 5 Click FTP Shortcut Setup. 6 Enter the appropriate information into the boxes. Scanning to an FTP address 94

If you enter a number that is already in use, you are prompted to select another number. 8 Click Add. Creating an FTP destination shortcut using the touch screen 1 On the home screen, touch FTP. 2 Type the address of the FTP site. 3 Touch Save as Shortcut. 4 Type a unique name for the shortcut. Understanding FTP options Original Size This option opens a screen where you can choose the size of the documents you are going to copy. • Touch a paper size button to select that size as the Original Size setting. The FTP screen appears with your new setting displayed. • When Original Size is set to Mixed Sizes, you can scan an original document that contains mixed paper sizes (letter‑ and legal‑size pages). Sides (Duplex) This option informs the printer if the original document is simplex (printed on one side) or duplex (printed on both sides). This lets the scanner know what needs to be scanned for inclusion in the document. Binding Tells the printer whether the original document is bound on the long-edge or short-edge side. Resolution This option adjusts the output quality of your file. Increasing the image resolution increases the file size and the time needed to scan your original document. Image resolution can be decreased to reduce the file size. Send As This option sets the output (PDF, TIFF, or JPEG) for the scanned image. • PDF—Output is a single file. • TIFF—Output is a single file. If Multi-page TIFF is turned off in the Configuration menu, then the output is a series of one‑page files. Scanning to an FTP address 95

is a series of one‑page files. • Encrypted PDF—Creates an encrypted PDF file that protects the files contents from unauthorized access. Content This option tells the printer the original document type. Choose from Text, Text/Photo, or Photo. Color can be turned on or off with any of the Content choices. Content affects the quality and size of your FTP file. • Text—Emphasize sharp, black, high-resolution text against a clean, white background • Text/Photo—Used when the original documents are a mixture of text and graphics or pictures • Photograph—Tells the scanner to pay extra attention to graphics and pictures. This setting increases the time it takes to scan, but emphasizes a reproduction of the full dynamic range of tones in the original document. This increases the amount of information saved. • Color—Sets the scan type and output for the FTP file. Color documents can be scanned and sent to an FTP site, computer, e-mail address, or the printer. Advanced Options Touching this button opens a screen where you can change Advanced Imaging, Custom Job, Transmission Log, Scan Preview, Edge Erase, and Darkness settings. • Advanced Imaging—Adjusts Background Removal, Contrast, Shadow Detail, and Mirror Image before you scan the document • Custom Job (Job Build)—Combines multiple scanning jobs into a single job • Transmission Log—Prints the transmission log or transmission error log • Scan Preview—Displays the first pages of an image before it is included in the FTP file. When the first page is scanned, the scanning is paused and a preview image appears. • Edge Erase—Eliminates smudges or information around the edges of a document. You can choose to eliminate an equal area around all four sides of the paper, or pick a particular edge. Edge Erase will erase whatever is within the area selected, leaving nothing printed on that portion of the paper. • Darkness—Adjusts how light or dark your scanned documents will turn out Improving FTP quality Question Tip When should I use Text mode? • Use Text mode when text preservation is the main goal of sending a document to an FTP site, and preserving images copied from the original document is not a concern. • Text mode is recommended for receipts, carbon copy forms, and documents that only contain text or fine line art. When should I use Text/Photo mode? • Use Text/Photo mode when sending a document to an FTP site that contains a mixture of text and graphics. • Text/Photo mode is recommended for magazine articles, business graphics, and brochures. When should I use Photo mode? Use Photo mode when the original document is composed mostly of photos printed on a laser printer or taken from a magazine or newspaper. Scanning to an FTP address 96

device ADF Scanner glass Use the ADF for multiple‑page documents. Use the scanner glass for single pages, small items (such as postcards or photos), transparencies, photo paper, or thin media (such as magazine clippings). The scanner lets you scan documents directly to a computer or a USB flash memory device. The computer does not have to be directly connected to the printer for you to receive Scan to PC images. You can scan the document back to the computer over the network by creating a scan profile on the computer and then downloading the profile to the printer. Scanning to a computer 1 Open a Web browser. 2 In the address bar, type the IP address of the printer, and then press Enter. 3 If the Java applet screen appears, click Yes. 4 Click Scan Profile. 5 Click Create Scan Profile. 6 Select your scan settings, and then click Next. 7 Select a location on your computer where you want to save the scanned output file. 8 Enter a profile name. The profile name is the name that appears in the Scan Profile list on the display. 9 Click Submit. 10 Review the instructions on the Scan to PC screen. Scanning to a computer or USB flash memory device 97

you are ready to scan your documents. a Load an original document faceup, short edge first into the ADF or facedown on the scanner glass. Note: Do not load postcards, photos, small items, transparencies, photo paper, or thin media (such as magazine clippings) into the ADF. Place these items on the scanner glass. b If you are loading a document into the ADF, adjust the paper guides. c Press #, followed by the shortcut number on the keypad, or touch Held Jobs on the home screen, and then touch Profiles. d After you enter the shortcut number, the scanner scans and sends the document to the directory or program you specified. If you touched Profiles on the home screen, locate your shortcut on the list. 11 Return to the computer to view the file. The output file is saved in the location you specified or launched in the program you specified. Scanning to a USB flash memory device 1 Load an original document faceup, short edge first into the ADF or facedown on the scanner glass. Note: Do not load postcards, photos, small items, transparencies, photo paper, or thin media (such as magazine clippings) into the ADF. Place these items on the scanner glass. 2 If you are loading a document into the ADF, adjust the paper guides. 3 Insert the USB flash memory device into the USB direct interface on the front of the printer. The Held Jobs screen appears. 4 Touch Scan to USB drive. 5 Select the scan settings. 6 Touch Scan It. Understanding scan to computer options Quick Setup This option lets you select preset formats or customize the scan job settings. You can select one of these settings: Custom Photo - Color JPEG Text - BW PDF Photo - Color TIFF Text - BW TIFF Text/Photo - BW PDF Text/Photo - Color PDF To customize the scan job settings, from the Quick Setup menu, select Custom. Then change the scan settings as needed. Scanning to a computer or USB flash memory device 98

• PDF—Output is a single file. • TIFF—Output is a single file. If Multi-page TIFF is turned off in the Configuration menu, then the output is a series of one‑page files. • JPEG—Each page of the output is saved in a separate one‑page file. When multiple pages are scanned, the output is a series of one‑page files. Compression This option sets the format used to compress the scanned output file. Default Content This option tells the printer the original document type. Choose from Text, Text/Photo, or Photo. Content affects the quality and size of your scanned file. Text—Emphasizes sharp, black, high-resolution text against a clean, white background Text/Photo—Used when the original documents are a mixture of text and graphics or pictures Photo—Tells the scanner to pay extra attention to graphics and pictures. This setting increases the time it takes to scan, but emphasizes a reproduction of the full dynamic range of tones in the original document. This increases the amount of information saved. Color This option tells the printer the color of the original documents. You can select Gray, BW (Black and White), or Color. Original Size This option opens a screen where you can choose the size of the documents you are going to scan. • Touch a paper size button to select that size as the Original Size setting. The scan screen appears with your new setting displayed. • When Original Size is set to Mixed Sizes, you can scan an original document that contains mixed paper sizes (letter‑ and legal‑size pages). Orientation This option tells the printer whether the original document is in portrait or landscape orientation and then changes the Sides and Binding settings to match the original document orientation. Sides (Duplex) This option informs the printer if your original document is simplex (printed on one side) or duplex (printed on both sides). This lets the scanner know what needs to be scanned for inclusion in the document. Scanning to a computer or USB flash memory device 99

Resolution This option adjusts the output quality of your file. Increasing the image resolution increases the file size and the time needed to scan your original document. Image resolution can be decreased to reduce the file size. Advanced Imaging This option lets you adjust Color Balance, Background Removal, Contrast, and Shadow Detail before you scan the document. • Color Balance—Adjusts hue shifts in the color output. Touch to increase the color value, or touch to decrease the color value. • Background Removal—Adjusts the white portion of the output. Touch to increase the white portion, or touch to decrease the white portion. • Contrast—Touch to increase the contrast, or touch to decrease the contrast. • Shadow Detail—Touch to increase the visible detail in the shadows, or touch to decrease the visible detail in the shadows. Improving scan quality Question Tip When should I use Text mode? • Use Text mode when text preservation is the main goal of the scan, and preserving images copied from the original document is not a concern. • Text mode is recommended for receipts, carbon copy forms, and documents that only contain text or fine line art. When should I use Text/Photo mode? • Use Text/Photo mode when scanning an original document that contains a mixture of text and graphics. • Text/Photo mode is recommended for magazine articles, business graphics, and brochures. When should I use Photo mode? Use Photo mode when scanning photos printed on a laser printer or taken from a magazine or newspaper. Scanning to a computer or USB flash memory device 100