Pro4000 Series Quick Reference Guide April 2012 www.lexmark.
Important Message About Cartridge Recycling! Please Read Before Opening Your Inkjet Cartridge Box At Lexmark, we take our commitment to the environment seriously, and we encourage our customers to participate in our easy, no-cost method for returning empty Lexmark cartridges to Lexmark for proper recycling. We will insure that cartridges are properly handled with zero waste to landfills. Go to www.lexmark.com/recycle. Follow instructions to request postage-paid bags. Bags usually arrive within 7–10 days.
Contents Contents 3 Copying.........................................................................................27 Important safety information.........................................................2 Tips for copying..................................................................................................................27 About your printer..........................................................................5 Making a duplex (two‑sided) copy automatically..........................
Contents What is Wi‑Fi Protected Setup?.........................................................................................44 Configuring Wi‑Fi Protected Setup manually.....................................................................45 Using the Embedded Web Server..................................................46 Accessing the Embedded Web Server................................................................................46 Understanding the home page........................................
About your printer 5 Minimizing your printer's environmental impact About your printer Finding information about the printer The Quick Reference Guide contains instructions on adding your printer to a wireless network, setting up a fax connection, and accomplishing common printer tasks like printing, copying, scanning, and faxing. It also includes information on troubleshooting printer setup issues as well as solving basic networking and faxing problems.
About your printer • Use recycled paper. To read the Lexmark Environmental Sustainability Report, see www.lexmark.com/environment. 6 Setting up the printer 1 Unpack the printer. Note: Your printer may not come with some of these programs or some of the functions of these programs, depending on the features of the printer that you purchased.
About your printer With a CD or DVD drive (Windows/Macintosh) 7 Without a CD or DVD drive or for Linux 4 If necessary, insert the correct language overlay until it clicks into place. Download the printer driver from www.lexmark.com. Note: If the installation dialog does not appear after a minute, then see “Installation screen did not appear during installation” on page 50. 3 Remove tape and packing material from all areas of the printer. 5 Pull the paper tray completely out of the printer.
About your printer 6 Move the paper guides to the sides. 8 9 Adjust the paper guides to rest against the left, right, and bottom edges of the paper. 7 For legal‑size paper, extend the paper tray. Note: Make sure the paper is below the maximum fill line located on the edge of the paper tray. Overloading the tray can cause paper jams. 8 Load paper with the printable side facedown.
About your printer 10 Insert the paper tray. 9 12 Make sure the printer is on. Note: It may take a while before the first screen appears on the printer control panel. 13 Using the printer control panel, press the up or down arrow button until the language you want is highlighted on the display, and then press 11 Connect the power cord only. Note: Do not attach the USB cable yet.
About your printer 10 15 Set the country or region, and then press OK 18 Set the time zone, and then press . OK . Time Zone Country/Region United States (UTC-05:00) Eastern Time (USA/Ca... Albania (UTC-06:00) Central Time (USA/Ca... Algeria (UTC-07:00) Mountain Time (USA/C... Please choose a country or region and press OK Please choose a time zone and press OK 16 Using the keypad on the printer control panel, set the date.
About your printer 11 24 Remove all packing material. • To add a space, press the number 0. Fax Name Enter Fax Name and press OK 22 Configure other advanced fax settings later in the software installation. Lexmark Pro4000 Series Installation 25 Insert each ink cartridge until it clicks into place. Configure Advanced Features You can now print, but there are additional steps required to access all the features of your device.
About your printer 12 Behind the ink cartridge access door, you will find the customer support label, which contains the ink cartridge information, model number, product Web site, and customer support number. Understanding the parts of the printer Note: Do not open the ink cartridge access door during the 12‑minute printhead preparation. 27 Fully extend the exit bin and flip out the bin extender. 28 From the printer control panel, press OK to print an alignment page.
About your printer 13 Use the To 7 Paper tray (Tray 1) Load paper. 8 Second paper tray (Tray 2) 9 Load additional paper. You can load the same type of paper as in Tray 1. You can also load a different type of paper and change the default paper settings so the printer uses paper Note: This option is available only in select from Tray 2 for certain types of print jobs. printer models. Exit bin Hold paper as it exits. 16 Use the To USB port Connect the printer to a computer using a USB cable.
About your printer 14 Using the printer control panel 2 1 Use 3 4 To 6 Back • Return to the previous screen. • Exit from one menu level to a higher one. 7 Select • Select menu options. • Save settings. 5 OK 7 Use 1 Power To • Turn the printer on and off. • Switch to Sleep mode. Note: When the printer is on, press and hold 2 Display Note: The display is turned off in Sleep mode. 6 to switch to Sleep mode. Press for three seconds to turn off the printer.
About your printer 11 15 Use To Address Book Access fax numbers from a saved list of numbers. Using memory cards and flash drives Supported memory cards and file types 12 Color Switch to color mode. 13 Black Switch to black‑and‑white mode. 14 Start Start a job, depending on which mode is selected. 15 16 17 Cancel • Cancel a print, copy, scan, or fax job in progress. • Clear current settings or error messages, and return to previous settings.
About your printer 16 Notes: Inserting a memory card Inserting a flash drive Notes: Notes: • Insert the card with the brand name label facing up. • Make sure any arrows on the card point toward the printer. • The flash drive uses the same port that is used for a PictBridge camera cable. • An adapter may be necessary if your flash drive does not fit directly into the port. • If necessary, connect the memory card to the adapter that came with it.
Ordering and replacing supplies Ordering and replacing supplies 17 Replacing ink cartridges Make sure you have a new ink cartridge or cartridges before you begin. You must install new cartridges immediately after removing the old ones, or the ink remaining in the printhead nozzles may dry out. Ordering ink cartridges 1 Turn on your printer. Order the cartridges that are designed for use in your region. 2 Open the ink cartridge access door.
Ordering and replacing supplies 18 4 Insert each ink cartridge until it clicks into place. Cleaning the printhead nozzles If you have not been using the printer for a long period, then you may need to clean the printhead nozzles to improve the quality of your prints. Keep your printer plugged to a properly grounded, working electrical outlet to allow it to perform automatic maintenance cycles. Notes: • Cleaning the printhead nozzles uses ink, so clean them only when necessary.
Ordering and replacing supplies • Store the used ink cartridges in a box with the nozzles faceup. • Avoid severe jarring movements. • If available, use the original packaging of the printer with the needed padding to keep the printer protected during transport.
Using the printer software 20 Using the printer software Installing the printer software Note: If you installed the printer software on this computer before but need to reinstall the software, then uninstall the current software first. Minimum system requirements The printer software requires up to 500MB of free disk space. Supported operating systems • • • • • • • • • • • • • • • • • • • • • * For Windows users 1 Close all open software programs. 2 Insert the installation software CD.
Using the printer software 21 If you did not install these additional programs during initial installation, then reinsert the installation software CD, run the installation software, and then click Advanced Options > Install Additional Software. Use the To Printing Preferences When you click File > Print > Properties with a document open, a Printing Preferences dialog appears.
Using the printer software 22 Notes: • Your printer may not come with these applications, depending on the features of the printer that you purchased or the installation type (standard or custom) chosen when you installed the printer. • To take advantage of the full features of your printer, select the custom install option during installation, and then select all packages listed. Accessing Web links Web links are links to predefined Web pages that are saved in the printer folder.
Printing 23 For photos, brochures, business cards, iron‑on transfers, window clings, and other specialty print jobs Printing Recommended paper brands Paper and specialty media One‑sided or two‑sided printing Recommended paper Set paper type to Photo One‑sided Lexmark PerfectFinishTM Photo Lexmark PerfectFinish Photo Lexmark Photo Lexmark Photo Inkjet matte brochure papers for light‑ or moderate‑coverage printing: Inkjet Matte Brochure For e‑mails, received faxes, internal documents, and simi
Printing Printing a document 24 6 Click OK to close any printer software dialogs. 7 Click OK or Print. For Windows users 1 With a document open, click File > Print. 2 Click Properties, Preferences, Options, or Setup. 3 Select the print quality, the number of copies to print, the type of paper to use, and how the pages should print. 4 Click OK to close any printer software dialogs. 5 Click OK or Print. For Macintosh users 1 With a document open, choose File > Page Setup.
Printing 25 3 Click OK. 3 Use the up or down arrow button to select a photo printing option, and then press OK . • Select and Print allows you to choose a layout, the number of photos per page, paper 4 From the menu bar, choose File > Print. settings, photo size, photo quality, and to sharpen the quality of graphics. 5 From the Printer pop‑up menu, choose your printer.
Printing • If you want to cancel all print jobs in the queue, then click Printer > Cancel All Documents. For Macintosh users 1 Click the printer icon on the Dock. The print queue dialog appears. 2 Choose the job you want to cancel, and then click Delete. Printing from a mobile device What is LexPrint? LexPrint is a free application that lets you print easily from your iPad, iPhone, or iPod touch using any Lexmark printer connected to the same wireless network.
Copying 27 Making copies Copying 1 Load paper. 2 Load an original document faceup into the ADF or facedown on the scanner glass. ADF Scanner glass 3 From the printer control panel, navigate to: > Copy > OK > Copies 4 Press the left or right arrow button to select the number of copies. 5 From the Copy menu screen, press the up or down arrow button to scroll to the option you want to set, and then press the left or right arrow button to scroll to the setting you want.
Copying 28 Notes: • For long-edged binding, pages are bound along the long edge of the page (left edge for portrait orientation and top edge for landscape orientation). • For short-edged binding, pages are bound along the short edge of the page (top edge for portrait orientation and left edge for landscape orientation). 5 Press , and then follow the instructions on the printer display. Canceling copy jobs To cancel a copy job, press , and then press OK .
Scanning 29 Scanning to a local computer Scanning 1 Load the original document faceup into the ADF or facedown on the scanner glass. 2 From the printer control panel, navigate to: ADF Scanner glass > Scan > OK > Computer > USB‑Connected Computer > OK The USB‑connected computer will receive the scan by default. Note: Make sure the scan software is installed on the destination computer.
Scanning 30 3 Navigate to either of the following: • Settings > Scan‑to‑Network Folder Setup • Settings > Manage Shortcuts > Add New Shortcut > Scan to Network 5 Select Email photo, Email document, or Email PDF. Note: You can select Email document only if an OCR application is stored on your computer. Scanning starts and the scan progress dialog appears. When the scan is finished, a new e‑mail message is created with the scanned document automatically attached.
Scanning 31 2 From the Applications folder in the Finder, launch the application you want to use. Note: Use any application that supports your printer. 3 From the list of devices, select your printer. Note: For information on finding the list of devices, check the documentation that came with the application or search for Scanning an image in the Search field of the Help menu. 4 Adjust the scan settings as needed. If applicable, click ? on the preview dialog for more information.
E-mailing 32 3 Navigate to: E-mailing Printer Home > select your printer > Settings > Set up the printer to e‑mail You can use your printer to send e-mail to one or more recipients without using a computer provided you have set up the scan to e-mail task through shortcuts. For more information, see the section on shortcuts in the Quick Reference Guide. Before you can send e-mail using the printer control panel, you must first configure the network connection and e-mail settings of your printer.
Setting up the printer to fax Setting up the printer to fax 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.
Setting up the printer to fax 34 Connected to different wall jacks Setup 3: Printer is sharing the line with a telephone subscribed to voice mail service To connect: Connect the cable from the wall jack to the port of the printer. Tips for this setup: • If you have only one telephone number on your line, then you need to set the printer to receive faxes automatically (Auto Answer On). • Set the printer to pick up calls two rings after the answering machine.
Setting up the printer to fax When you answer the telephone and you hear fax tones, press *9* or the manual answer code on the telephone to receive the fax. • You can also set the printer to receive faxes automatically (Auto Answer On), but you need to turn off the voice mail service when you are expecting a fax. This setting works best if you are using voice mail more often than fax.
Setting up the printer to fax 36 To connect: Scenario 4: Digital telephone service through a cable provider 1 Connect one end of a telephone cable to the port of the printer. 2 Connect the other end of the cable to the port labeled Phone Line 1 or Phone Port on the VoIP adapter. The port labeled Phone Line 2 or Fax Port is not always active. You may need to pay extra to your VoIP provider if you want to activate the second phone port.
Setting up the printer to fax 37 • If you need two phone ports for your devices but do not want to pay extra, then do not plug the printer into the second phone port. You can use a phone splitter. Plug the phone splitter into the Phone Line 1 or Phone Port , and then plug the printer and telephone into the splitter. Make sure you use a phone splitter, not a line splitter. To make sure that you are using the correct splitter, plug an analog telephone into the splitter and then listen for a dial tone.
Setting up the printer to fax 38 Connecting the printer to a non‑RJ‑11 wall jack Notes: • Do not remove the wrap plug from the port of the printer. • The printer may not come with an RJ-11 adapter in your country or region. If the additional device (telephone or answering machine) has an RJ-11 connector, then you can remove the wrap plug and connect the device to the port of the printer.
Setting up the printer to fax 39 France Netherlands Switzerland Connecting the printer to a wall jack in Germany Finland Norway United Kingdom The German wall jack has two kinds of ports. The N ports are for fax machines, modems, and answering machines. The F port is for telephones. Warning—Potential Damage: If your country or region is on the list, then do not remove the wrap plug port of the printer. It is necessary for the proper functioning of the devices on the from the telephone line.
Setting up the printer to fax 40 Connect the printer to any of the N ports. If you hear a dial tone, then the telephone line and the wall jack are working. Make sure the printer is properly connected to the telephone line 1 While the printer is connected to a telephone line through the an analog telephone into the port on the back of the printer, plug port of the printer. 2 Listen for a dial tone. If you hear a dial tone, then the printer is properly connected to the telephone line.
Setting up the printer to fax 41 Step 5: Set the number of rings Note: In some models, entries 1–89 are for individual contacts and entries 90–99 are for fax groups. Enter the entry number before entering the contact name and fax number of the contact. If you set Auto Answer to On in Step 4, then do the following. If you set Auto Answer to Off, then proceed to Step 6. Using the fax software If you are connecting the printer to a computer, then you can also create a contact list using the fax software.
Faxing 42 Sending faxes using the computer Faxing For Windows users CAUTION—SHOCK HAZARD: Do not use the fax feature during a lightning storm. Do not set up this product or make any electrical or cabling connections, such as the fax feature, power cord, or telephone, during a lightning storm. 1 With a document open, click File > Print. 2 Make sure to select the fax version of your printer, and then click Properties, Preferences, Options, or Setup.
Faxing 43 Receiving faxes automatically • Make sure that the telephone is plugged into the printer is connected to the wall jack through the 1 Make sure that Auto Answer is on: From the printer control panel, navigate to: > Setup > OK > Fax Setup > OK > Ringing and Answering > OK > Auto Answer > OK > On > OK 2 Set the number of rings before the printer picks up incoming faxes: a Press the arrow buttons to scroll to Pick Up On, and then press OK .
Wireless networking Wireless networking 44 For Windows users 1 Close all open software programs. 2 Insert the Software and Documentation CD. Information you will need during wireless setup If the installation dialog does not appear after a minute, then launch the CD manually: To set up the printer for wireless printing, you need to know the following: a Click , or click Start and then click Run. b In the Start Search or Run dialog, type D:\setup.
Wireless networking 45 You can find these WPS logos on the side, back, or top of your access point. For more information on accessing the wireless settings and determining the WPS capability of your access point, see the documentation that came with the access point or contact your system support person. Configuring Wi‑Fi Protected Setup manually Note: Make sure your access point (wireless router) is Wi‑Fi Protected Setup (WPS) certified. For more information, see the User’s Guide.
Using the Embedded Web Server 46 Using the Embedded Web Server The Embedded Web Server lets you view and remotely customize printer settings even when you are not physically near the printer. You can also view reports on printer activities, monitor and order printer supplies online, contact customer support, and download updates for your printer. Use the To 1 Navigation pane Access the Embedded Web Server menus. 2 Header bar location.
Using the Embedded Web Server 47 Click To Scan‑to‑Network Folder Setup Add or manage a folder destination when the Scan to Network application is used. Notes: • This feature may not appear in the Embedded Web Server, depending on your printer model. • To use this feature, first make sure you are using the Hyper Text Transfer Protocol Secure (HTTPS) connection. Manage Shortcuts Add or manage shortcut settings for a printer task.
Using shortcuts 48 Getting started Using shortcuts During installation, a link will be provided for you to create shortcuts. If you were not able to create your shortcuts during installation, then you may create the shortcuts through your printer software. What are shortcuts? A shortcut is a way to quickly accomplish printing, copying, scanning, e‑mailing, or faxing tasks with the printer.
Using shortcuts 49 2 Do either of the following: • Make the necessary changes, and then click Save Changes. • Click Delete. Using shortcuts on the printer Make sure you have created a shortcut. From the printer control panel, navigate to: > Shortcuts > > select a shortcut > OK > enter the shortcut number > OK OK or > Note: If you configured the shortcut to show the settings before running, then the settings will appear on the printer display. Adjust the settings if necessary.
Troubleshooting 50 Troubleshooting Installation screen did not appear during installation Before you troubleshoot LAUNCH THE PRINTER CD MANUALLY If the "Before you troubleshoot" checklist does not solve the problem, then try the following: For Windows users Use this checklist to solve most printer problems: • Make sure the power cord is plugged into the printer and into a properly grounded, working electrical • • • • • • outlet. 1 Click Make sure the printer is turned on.
Troubleshooting 51 2 From the printer pop-up menu, choose your printer, and then click Print. CHECK THE USB CONNECTION 1 Check the USB cable for any obvious damage. If the cable is damaged, then use a new one. 2 Firmly plug the square end of the USB cable into the back of the printer. 3 Firmly plug the rectangular end of the USB cable into the USB port of the computer. The USB port is marked with . If your printer does not appear on the Printer list, then choose Add Printer.
Troubleshooting 52 3 After one minute, reconnect the power cord into the power supply, and then plug the power cord Printer is printing blank pages into the wall outlet. Blank pages may be caused by improperly installed ink cartridges. 4 Turn on the printer. REINSTALL THE INK CARTRIDGES AND DEEP CLEAN AND ALIGN THE PRINTHEAD 1 Reinstall the ink cartridges. For more information, see “Replacing ink cartridges” on page 17.
Troubleshooting 53 Cannot send faxes Fax troubleshooting • • • • If the “Fax troubleshooting checklist” does not solve the problem, then try one or more of the following: “Fax troubleshooting checklist” on page 53 “Cannot send faxes” on page 53 MAKE SURE THAT YOU HAVE REGISTERED YOUR USER INFORMATION IN THE PRINTER “Cannot receive faxes” on page 54 “Cannot run the fax software” on page 54 If you did not enter your user information during initial setup, then enter your fax name and fax number.
Troubleshooting 54 MAKE SURE THAT THE DIAL PREFIX SETTING IS CORRECT MAKE SURE THAT FAX FORWARDING IS DISABLED The dialing prefix is the number or series of numbers that you press before you can dial the actual fax number or telephone number. If the printer is in an office setting or in a private branch exchange, this can be a specific number that you need to press so you can make a call outside the office.
Troubleshooting 55 Wireless troubleshooting Printing a network setup page If you are having trouble setting up your printer on a network, then print a network setup page, and then see the comprehensive User's Guide available on the installation software CD. A network setup page lists the configuration settings of the printer, including the IP address and MAC address of the printer. Also, make sure to check the network indicator lights to verify the connection status of the printer.
Troubleshooting 56 DISCONNECT FROM VPN SESSION MOVE THE COMPUTER, PRINTER, OR BOTH CLOSER TO THE ACCESS POINT When you are connected to another network through a VPN connection, you will not be able to access the printer over your wireless network. End your VPN session, and then try printing again. MAKE SURE DEMO MODE IS TURNED OFF Select printer features are not available when Demo Mode is turned on.
Troubleshooting 57 • The IP address appears as four sets of numbers separated by periods, such as 192.168.2.134. b c d e Type the user name and password of the access point when prompted. Click OK. System Preferences > Network > Wi‑Fi b Click Advanced or Configure. c Click TCP/IP. The Router entry is typically the access point. In the Wireless settings section, look for the SSID. 2 Type your user name and password when prompted, and then click OK. Write down the SSID.
Troubleshooting 58 4 Type ipconfig, and then press Enter. MAKE SURE THE WIRELESS PORT IS SELECTED The IP address appears as four sets of numbers separated by periods, such as 192.168.0.100. Note: This solution applies to Windows users only. For Macintosh users 1 Click 1 From the Apple menu, navigate to: , or click Start and then click Run. 2 In the Start Search or Run dialog, type control printers. About This Mac > More Info 2 From the Contents pane, choose Network. 3 Press Enter, or click OK.
Troubleshooting MAKE SURE THE PRINTER POWER IS ON Make sure the printer is connected to a power source and is turned on. MAKE SURE THAT THE NETWORK IS OPERATING PROPERLY • Try to access other computers on the network. • Make sure all switches, hubs, and other connecting devices are turned on. MAKE SURE THE PRINTER HAS VALID NETWORK SETTINGS Print a network setup page from the printer and check the following.
Notices Notices 60 Trademarks Lexmark and Lexmark with diamond design are trademarks of Lexmark International, Inc., registered in the United States and/or other countries. Edition notice All other trademarks are the property of their respective owners. April 2012 The following paragraph does not apply to any country where such provisions are inconsistent with local law: LEXMARK INTERNATIONAL, INC.
Index Index A adding network folder shortcut 29 Additional Solutions customize printer settings using 46 Address Book 41 Address Book Setup customize printer settings using 46 ADF input tray location 12 aligning the printhead 18 answering machine setting up 33 Automatic Document Feeder (ADF) location 12 B bidirectional communication enabling 57 bin extender location 13 broadcast fax, sending immediately 42 buttons, printer control panel Address Book 15 arrow buttons 14 Back 14 Black 15 Cancel 15 Color 15
Index information finding 5 information pane 46 information you will need during wireless setup 44 ink conserving 5 ink cartridge access door location 12 ink cartridges ordering 17 replacing 17 inserting a memory card or flash drive 15 installation screen did not appear automatically 50 installing printer on wireless network (Macintosh) 44 on wireless network (Windows) 44 installing printer software 20 Intervention Management customize printer settings using 46 L language changing 50 LexPrint 26 line filte
Index 63 security PIN recovering 51 selecting the wireless port 57 sender information registering 40 sending faxes, tips 42 setting number of rings 41 setting up fax country‑ or region‑specific 37 digital telephone service 36 DSL connection 35 standard telephone line connection 33 VoIP connection 35 setting up printer 6 on wireless network (Macintosh) 44 on wireless network (Windows) 44 setup troubleshooting cannot print through USB 52 incorrect language appears on display 50 installation screen did not a
