Pro4000 Series User's Guide April 2012 Machine type(s): 4447 Model(s): Pro4000: 0n0, 0nE; Pro4000c: 000 www.lexmark.
Contents 2 Contents Safety information.......................................................................................6 About your printer.......................................................................................7 Thank you for choosing this printer!.........................................................................................................7 Minimizing your printer's environmental impact......................................................................................
Contents 3 Loading paper and original documents.......................................................29 Loading the paper tray............................................................................................................................29 Loading various paper types...................................................................................................................31 Saving paper settings..........................................................................................
Contents 4 Scanning to a network computer............................................................................................................65 Scanning to a network folder..................................................................................................................65 Scanning to a flash drive or memory card...............................................................................................66 Scanning photos............................................................
Contents 5 Cleaning the exterior of the printer......................................................................................................134 Cleaning the scanner glass....................................................................................................................135 Moving the printer to another location................................................................................................135 Troubleshooting.........................................................
Safety information 6 Safety information Connect the power cord to a properly grounded electrical outlet that is near the product and easily accessible. Use only the power supply and power cord provided with this product or the manufacturer's authorized replacements. CAUTION—POTENTIAL INJURY: To reduce risk of fire, use only the telecommunications (RJ‑11) cord provided with this product or a UL Listed 26 AWG or larger replacement when connecting this product to the public switched telephone network.
About your printer 7 About your printer Thank you for choosing this printer! We've worked hard to make sure it will meet your needs. To start using your new printer right away, use the setup materials that came with the printer, and then skim the User’s Guide to learn how to perform basic tasks. To get the most out of your printer, read the User’s Guide carefully, and make sure you check the latest updates on our Web site.
About your printer 8 Conserving ink • Use Quick Print or Draft Mode. These modes can be used to print documents using less ink than normal and are recommended for printing documents that are mostly text. • Use font types and font settings that require less ink. Most programs or applications let you adjust the darkness of the colors. • Use high‑yield cartridges. Inks in high‑yield cartridges allow you to print more pages. • Preview print jobs before printing.
About your printer 9 What are you looking for? Find it here Additional setup and instructions for using the printer: User's Guide • Selecting and storing paper and specialty media • Loading paper • Performing printing, copying, scanning, and faxing tasks, The User's Guide is available on the installation software CD.
About your printer 10 What are you looking for? Find it here Telephone support In the US, call us at: 1-800-395-4039 Monday–Friday (9:00 AM–9:00 PM ET), Saturday (12:00 noon–6:00 PM ET) Support telephone numbers and hours of operation for your region or country can be found on the Support Web site (http://support.lexmark.com) or on the printed warranty that came with your printer. Warranty information • In the US—See the Statement of Limited Warranty included with this printer, or at http://support.
About your printer 2 11 Use the To ADF input tray Load original documents into the ADF. Notes: • Do not load postcards, photos, small items, or thin media (such as magazine clippings) into the ADF. Place these items on the scanner glass. • After scanning, copying, or faxing, you can lift the right end of the input tray to retrieve the original documents easily. 3 PictBridge and USB port Connect a PictBridge-enabled digital camera or a flash drive to the printer.
About your printer Use the 15 Duplex unit 16 USB port 12 To • Print on both sides of a sheet of paper. • Access paper jams. Connect the printer to a computer using a USB cable. Warning—Potential Damage: Do not touch the USB port except when plugging in or removing a USB cable or installation cable. Note: Remove the sticker to access the port. 17 Ethernet port Connect your printer to a computer, a local network, an external DSL, or a cable modem.
Ordering and replacing supplies 13 Ordering and replacing supplies Ordering ink cartridges Make sure to order the cartridges that are available in your region. • Region 1: For the United States, Canada, and Latin America, use 200, 200XL, or 200XLA cartridges. • Region 2: For the European Union (EU), the European Economic Area (EEA), and Switzerland, use 210, 210XL, or 200XLA cartridges.
Ordering and replacing supplies 14 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. 1 Turn on your printer. 2 Open the ink cartridge access door. Warning—Potential Damage: Do not extend the ink cartridge access door beyond 90 degrees when opening to prevent it from breaking.
Ordering and replacing supplies 15 Notes: • If Align Printer appears on the printer display, then touch Continue or press OK , depending on your printer model. • Do not remove the alignment page until printing is finished. Ordering paper and other supplies To order supplies or to locate a dealer near you, visit our Web site at www.lexmark.com. Item Part Number USB cable 1021294 For more information, go to www.lexmark.com. Paper Lexmark Photo Paper Paper size • • • • Letter A4 4 x 6 in.
Using the printer control panel buttons and menus 16 Using the printer control panel buttons and menus Using the printer control panel 2 1 3 7 Use 1 Power 4 5 6 To • Turn the printer on and off. • Switch to Sleep mode. Note: When the printer is on, press to switch to Sleep mode. Press and hold for three seconds to turn off the printer. 2 Display Note: The display is turned off in Sleep mode.
Using the printer control panel buttons and menus 17 Use To 8 Redial Display the last number dialed. Press the left or right arrow button to view the last five numbers dialed. 9 Pause Insert a three-second pause in a fax number to wait for an outside line or get through an automated answering system. Enter a pause only when you have already begun entering the number. 10 Dial Tone Dial the telephone number manually using the keypad before sending the fax.
Using the printer control panel buttons and menus 18 Changing the Sleep timeout The Sleep timeout is the time it takes for the printer to switch to Sleep mode when the printer is left idle. The Sleep feature optimizes energy efficiency by reducing the printer power consumption. To save the most energy, select the lowest Sleep timeout.
Using the printer control panel buttons and menus 19 Setting the security PIN of the printer To prevent unauthorized changes in specific menu settings, you can set a security PIN for the printer. 1 From the printer control panel, navigate to: > Setup > OK > Security Setup > OK > Set Admin PIN 2 Enter your four‑digit PIN, and then press OK . Note: Make sure you remember your security PIN. To recover a lost PIN, you will need the assistance of customer support.
Using shortcuts 20 Using shortcuts What are shortcuts? A shortcut is a way to quickly accomplish printing, copying, scanning, e‑mailing, or faxing tasks with the printer. You can configure and save a set of frequently used printer settings available for a given task and then assign a shortcut number and shortcut name to it. The shortcut number and shortcut name serve as the identification for a particular task and its printer settings.
Using shortcuts Getting started 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. Launching the shortcuts page using the printer software Before you begin, make sure: • Your printer and computer are each connected to the network through an Ethernet or wireless connection. • Your printer is turned on. For Windows users 1 Click or Start.
Using shortcuts 22 Using shortcuts on the printer Make sure you have created a shortcut. From the printer control panel, navigate to: > Shortcuts > OK > select a shortcut > OK or > > enter the shortcut number > OK 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.
Using the printer software 23 Using the printer software Minimum system requirements The printer software requires up to 500MB of free disk space. Supported operating systems • • • • • • • • • • • • • • • • • • • • * Microsoft Windows 7 (SP1) Microsoft Windows Server 2008 (R2) Microsoft Windows Server 2003 (SP2) Microsoft Windows Vista (SP2) Microsoft Windows XP (SP3) Macintosh Intel OS X version 10.7.0 or later Macintosh Intel OS X version 10.6.0 or later Macintosh Intel OS X version 10.5.
Using the printer software 24 Printer software Use the LexmarkTM Printer Home (referred to as Printer Home) Lexmark Phone Book To • • • • • • • • • • Launch applications or programs. Scan or e‑mail a photo or document. Edit scanned documents. Scan documents to PDF. Adjust settings for the printer. Order supplies. Maintain ink cartridges. Register the printer. Contact technical support. Access the User's Guide. Manage your fax contacts.
Using the printer software 25 Using the Macintosh printer software Launching the Print dialog Use the Print dialog to adjust the print settings and schedule print jobs. With a document or photo open, choose File > Print. Launching an application 1 From the Finder, navigate to: Applications > select your printer folder 2 Double‑click the application that you want to use. Use the Printer Settings To • • • • Customize settings for fax jobs. Create and edit the Contacts list.
Using the printer software 26 Use To Printer Registration Register your printer. Visit Lexmark SmartSolutions • Visit the SmartSolutions Web site. • Choose your custom solutions. Note: Your printer may not come with these Web links, depending on the features of the printer that you purchased. Finding and installing optional software For Windows users 1 Click or Start. 2 Click All Programs or Programs, and then select the printer program folder from the list.
Using the printer software 27 Downloading PCL and PS drivers (Windows only) Universal Print Drivers (PCL 5 emulation, PCL XL emulation, and PS emulation) can be downloaded from our Web site. You need to search for your printer model to view compatible drivers. Reinstalling the printer software When you set up the printer using the installation software CD, all the necessary software was installed.
Using the printer software 3 Click Install, and then follow the instructions on the computer screen. For Macintosh users Note: To take advantage of the full features of your printer, select the custom install option, and then select all packages listed. 1 Close all open applications. 2 Insert the installation software CD. If the installation dialog does not appear after a minute, then click the CD icon on the desktop.
Loading paper and original documents Loading paper and original documents Loading the paper tray Make sure: • • • • • The printer is turned on. You use paper designed for inkjet printers. The paper is not used or damaged. You follow the instructions that came with the specialty media. The paper does not buckle when you adjust the paper guides. 1 Lift the exit bin, and then pull out the tray completely. 2 Move the paper guides to the sides of the tray.
Loading paper and original documents 3 If you are loading legal‑size paper, then squeeze the tab and pull to extend the tray. 4 Load the paper with the printable side facedown. 5 Adjust the paper guides to rest against the left, right, and bottom edges of the paper. 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.
Loading paper and original documents 31 6 Insert the tray. Note: If you extended the tray to accommodate legal-size paper, then the tray sticks out from the front of the printer when inserted. 7 Fully extend the exit bin, and then flip out the bin extender to catch the paper as it exits. Loading various paper types Note: Different paper types and sizes should not be loaded together in the paper tray. Load up to 300 sheets of plain paper Make sure • The paper is designed for use with inkjet printers.
Loading paper and original documents Load up to 100 sheets of coated paper 25 sheets of photo paper 25 sheets of glossy paper 32 Make sure • The paper is loaded with the glossy or printable side facedown. If you are not sure which side is printable, then see the instructions that came with the paper. • The paper guides rest against the left, right, and bottom edges of the paper.
Loading paper and original documents Load up to 25 sheets of labels 33 Make sure • You use full label sheets. Partial sheets (with areas exposed by missing labels) may cause labels to peel off during printing, resulting in a paper jam. • • • • 50 transparencies You load A4‑ or letter‑size label sheets. The labels are loaded with the printable side facedown. The top of the labels feeds into the printer first. The paper guides rest against the left, right, and bottom edges of the label sheets.
Loading paper and original documents 34 Saving paper settings You can adjust the settings for your print and copy jobs to match the paper size and type you have loaded in the printer. 1 From the printer control panel, press .
Loading paper and original documents Loading original documents into the ADF Note: Make sure the paper is below the maximum fill line located on the edge of the paper guide. Overloading the tray can cause paper jams. 1 Adjust the paper guides on the ADF input tray to the width of the original document. 2 Load the original document faceup and top edge first, until the tip of the document fits snugly into the ADF.
Loading paper and original documents 36 Using different paper sizes and types For best results, choose a recommended paper for a print job.
Loading paper and original documents 37 Paper and specialty media One‑sided or two‑sided printing Recommended paper Set paper type to Matte brochure Two‑sided Inkjet matte brochure papers for light‑ or Inkjet Matte Brochure moderate‑coverage printing: • Printworks Matte Photo Paper #00471 • Paperworks Inkjet 2‑sided Matte Coated 8.5x11 32lb/120g 60pk P/C: PPPJJ32‑2 Inkjet matte brochure paper for heavier‑coverage printing: • Paperworks Inkjet 2‑sided Matte Coated 8.
Loading paper and original documents 38 Using the printer software For Windows users 1 With a document open, click File > Print. 2 Click Properties, Preferences, Options, or Setup. 3 Click the Paper/Finishing tab, and then select the size or type of paper to use, and the paper source or tray. 4 Click OK. For Macintosh users 1 With a document open, choose File > Page Setup. 2 From the Page Setup dialog, set the printer, paper size, and orientation. 3 Click OK. 4 From the menu bar, choose File > Print.
Loading paper and original documents 39 For Macintosh users 1 From the Apple menu, navigate to: System Preferences > Print & Fax > select your printer 2 Navigate to: Open Print Queue > Printer Setup > Driver tab or Printer Setup > Installable Options 3 From the Two‑Sided Printing Dry Time pop‑up menu, choose a dry time setting. Note: Under conditions of high humidity, or if the normal drying time does not allow the ink to dry completely, choose Extended. 4 Click OK or Apply Changes.
Printing 40 Printing Tips for printing • • • • • Make sure the exit bin is fully extended and the bin extender is flipped out. Use the appropriate paper for your print job. Select a higher print quality for better prints. Make sure there is enough ink in the ink cartridges. Remove each sheet as it is printed when printing photos or when working with specialty media. Printing basic documents Printing a document For Windows users 1 With a document open, click File > Print.
Printing 41 Printing using advanced color options Color printing is enabled by default. To optimize print colors for a special print job, use Color Preference and Advanced Color Options. For Windows users 1 With a document open, click File > Print. 2 Click Properties, Preferences, Options, or Setup. 3 Navigate to: Quality tab > Color Extras area 4 Select either Color Preference or Advanced Color Options. • If you select Color Preference, then select either Natural or Vivid.
Printing 42 • To prevent smudging when printing photos, remove each photo as it exits the printer, and then let it dry before stacking. For Windows users 1 With a document open, click File > Print. 2 Click Properties, Preferences, Options, or Setup. 3 Navigate to: Layout tab > Copies area 4 Enter the number of copies that you want to print, and then select Collate. 5 Click OK to close any printer software dialogs. 6 Click OK or Print. For Macintosh users 1 With a document open, choose File > Page Setup.
Printing 5 From the Printer pop‑up menu, choose your printer. 6 From the print options pop-up menu, choose Paper Handling. 7 From the Page Order pop‑up menu, choose a page order: • To print the first page first, choose Normal. • To print the last page first, choose Reverse. 8 Click Print. Printing multiple pages on one sheet For Windows users 1 With a document open, click File > Print. 2 Click Properties, Preferences, Options, or Setup.
Printing 44 Printing documents from a memory card or flash drive Notes: • The printer reads only one memory device at a time. • Make sure the memory device contains document files that are supported by the printer. 1 Insert a memory card or flash drive. When the printer detects the memory device, Memory Card Detected or Storage Device Detected appears on the display. 2 If document files are stored on the memory device, then the printer automatically switches to File Print mode.
Printing 3 From the Paper Size pop‑up menu, choose your envelope size. If no size matches the envelope size, then set a custom size. 4 Select an orientation, and then click OK. 5 From the menu bar, choose File > Print. 6 From the Printer pop‑up menu, choose your printer. 7 Click Print. Notes: • Most envelopes use landscape orientation. • Make sure the same orientation is also selected in the application.
Printing 6 From the Printer pop‑up menu, choose your printer. 7 From the print options pop‑up menu, choose Quality & Media. 8 From the Paper Type pop‑up menu, choose Labels. 9 From the Print Quality menu, choose a print quality other than Quick Print or Draft. 10 Click Print. Printing on custom‑size paper For Windows users 1 With a document open, click File > Print. 2 Click Properties, Preferences, Options, or Setup.
Printing 47 Working with photos Supported memory cards and file types Memory card • • • • • • • • • • • • • • Secure Digital (SD) Secure Digital High Capacity (SDHC) Micro Secure Digital (with adapter) (Micro SD) Mini Secure Digital (with adapter) (Mini SD) MultiMedia Card (MMC) File type Documents: • .pdf (Adobe Portable Document Format) Images: • .jpg, .jpeg, .jpe (Joint Photographic Experts Group) • .tiff, .
Printing 48 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. • If necessary, connect the memory card to the adapter that came with it. • 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. • Make sure that the memory card inserted is supported by the printer.
Printing 49 Printing photos from a memory card or flash drive 1 Load photo paper. 2 Insert a memory card, flash drive, or digital camera set to mass storage mode. If image files and document files are stored in the memory device, then press the left or right arrow button to select Photos, and then press OK . Note: Only files with supported file types will be shown. 3 Use the up or down arrow button to select a photo printing option, and then press OK .
Printing 50 Warning—Potential Damage: Do not touch any open connector, the memory device, or the printer in the areas shown while actively printing, reading, or writing from the memory device. A loss of data can occur. 3 If the PictBridge connection is successful, then the following message appears on the display: Use PictBridge Device to choose and print photos. Press OK to select printer default settings. 4 If you want to change the default print settings: a Press OK to access the PictBridge menu.
Printing 51 To return to single-sided printing, repeat steps 1 and 2, and then navigate to: Layout tab > Print on Both Sides (Duplex) area > select Print on one side only For Macintosh users 1 With a document open, choose File > Page Setup. 2 From the Page Setup dialog, set the printer, paper size, and orientation. 3 Click OK. 4 From the menu bar, choose File > Print. 5 From the Printer pop‑up menu, choose your printer. 6 From the print options pop‑up menu, choose Quality & Media.
Printing 52 Setting the duplex printing dry time Using the control panel 1 From the printer control panel, navigate to: > Setup > OK > Print Mode Setup > OK > Page Dry Time > OK 2 Press the up or down arrow button to scroll to the dry time setting you want, and then press OK . Note: The dry time varies depending on the print quality selected for the print job. Select Extended to extend the dry time for your prints. Using the printer software For Windows users 1 Click File > Print.
Printing 53 Managing print jobs Finding the print queue for your printer A print queue represents the printer that is connected to your computer. The print queue name is usually the printer model or the printer nickname assigned when installing or adding the printer. Note: Several print queues may appear in the list depending on how the printer is connected (USB, Ethernet, wireless). Make sure you know how your printer is connected to the computer to be able to select the correct print queue.
Printing 54 Setting your printer as the default printer Your printer should be selected automatically from the Print dialog when you send a print job. If you have to manually select your printer, then it is not the default printer. To set the default printer: For Windows users 1 Click , or click Start and then click Run. 2 In the Start Search or Run box, type control printers. 3 Press Enter, or click OK. The printers folder opens. 4 Right‑click the printer, and then select Set as Default Printer.
Printing 55 Pausing print jobs For Windows users 1 Click , or click Start and then click Run. 2 In the Start Search or Run box, type control printers. 3 Press Enter, or click OK. The printers folder opens. 4 Right‑click the printer, and then select Open or See what's printing. 5 Pause the print job: • If you want to pause a particular print job, then right‑click the document name, and then select Pause.
Printing 56 3 Resume the print job: • If you want to resume a particular print job, then choose the document name, and then click Resume. • If you want to resume all print jobs in the queue, then click Resume Printer or Start Jobs. Canceling print jobs To cancel a print job from the printer control panel, press to the home screen. , and then press OK .
Printing 57 Supported printers LexPrint enables your mobile device to communicate with Lexmark printers found on the same network. • For select printer models that support Direct Image and Zeroconf or Bonjour, you can print directly from your mobile device to the printer without using LexPrint Listener. To check if your printer model supports these features, visit www.lexmark.com/lexprint.
Copying 58 Copying ADF Scanner glass Use the ADF for multiple‑page documents. Use the scanner glass for single pages, small items (such as postcards or photos), transparencies, photo paper, or thin media (such as magazine clippings). Note: The ADF is available only in select printer models. If you purchased a printer without an ADF, then load original documents or photos on the scanner glass. Tips for copying • Make sure the exit bin is fully extended and the bin extender is flipped out.
Copying 59 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. If necessary, press OK to make a selection. 6 Select the copy mode: • Press to switch to color mode. • Press to switch to black‑and‑white mode. When you select color or black‑only printing, the light that corresponds to your choice comes on. 7 Press .
Copying 60 Adjusting copy quality 1 Load paper. 2 Load the original document faceup into the ADF or facedown on the scanner glass. 3 From the printer control panel, navigate to: > Copy > OK > Quality 4 Press the left or right arrow button to set the copy quality. 5 From the Copy menu, select Content Type. 6 Press the left or right arrow button to scroll to the type that describes the original document, and then press OK . 7 From the Copy menu, select Content Source.
Copying 61 4 Press the left or right arrow button to select the number of copies. 5 Press the up or down arrow button until Collate appears. 6 Press the left or right arrow button to scroll to On, and then press . Placing separator sheets between copies A separator sheet is a sheet of paper placed between pages, copies, or jobs based on the setting selected. This feature is useful when printing transparencies. 1 Load paper.
Copying 62 Removing the background of a copy The Background Removal feature adjusts the amount of background visible on a copy. 1 Load paper. 2 Load the original document faceup into the ADF or facedown on the scanner glass. 3 From the printer control panel, navigate to: > Copy > OK > Background Removal 4 Press the left or right arrow button to select the amount of background removal. 5 Press .
Copying 63 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. If necessary, press OK to make a selection. 6 Select the copy mode: • Press to switch to color mode. • Press to switch to black‑and‑white mode.
Scanning 64 Scanning 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). Note: The ADF is available only in select printer models. If you purchased a printer without an ADF, then load original documents or photos on the scanner glass.
Scanning 65 3 Press the up or down arrow button to scroll to the scan option you want to set, and then press the left or right arrow button to scroll to the setting you want. Set the color, quality, original image size, and other scan options. If necessary, press selection. 4 Press OK each time you make a . Scanning to a network computer 1 Load the original document faceup into the ADF or facedown on the scanner glass.
Scanning 66 5 Set the color, quality, original image size, and other scan options. If necessary, press OK each time you make a selection. 6 Press . Note: For Macintosh users, you may need to enable scanning to your computer through Image Capture to scan documents using a network printer and save the scan output. Adding a network folder shortcut 1 On your computer, create a shared folder with read/write access. 2 On a Web browser, type your printer IP address, and then press Enter.
Scanning 67 Scanning photos For Windows users 1 Load the photo or photos facedown on the scanner glass. 2 Click or Start. 3 Click All Programs or Programs, and then select the printer program folder from the list. 4 Navigate to: Printer Home > select your printer > Scan > Advanced scan 5 From the Scan Source list, select Flatbed. 6 From the Scan Settings tab, select the appropriate settings: a Set Resolution (dpi) to 150 dpi or more. b Set Color Depth to Color. c Set Content Type to Photo.
Scanning 68 Scanning directly from the printer control panel 1 Load the photo or photos facedown on the scanner glass. Note: If you have sheets loaded on the ADF and photos loaded on the scanner glass, then the sheets on the ADF will be scanned. Make sure to clear the ADF if you want to scan the photos on the scanner glass. 2 From the printer control panel, navigate to: > Scan > OK > select a scan destination If necessary, follow the instructions on the printer display.
Scanning 69 For Macintosh users 1 Load the original document faceup into the ADF or facedown on the scanner glass. 2 From the Applications folder in the Finder, launch the application you want to use. Notes: • Use any application that supports your printer and lets you work with the OCR software, ABBYY FineReader. • If the OCR software is missing, then insert the installation software CD. Reinstall the printer software using the custom install option so you can manually select all of the packages listed.
Scanning 70 For Macintosh users 1 Load an original document faceup into the ADF or facedown on the scanner glass. 2 From the Applications folder in the Finder, launch the application you want to use. Note: Use any application that supports both your printer and an e‑mailing option, such as Image Capture. 3 From the list of devices, select your printer.
Scanning 71 Scanning FAQ How can I improve the quality of a scan? • Make sure your original documents are in good condition. • Make sure the application that receives the scanned document is appropriate. For example, if you are scanning a photo to edit it, then make sure you choose a photo editing application to receive the scan. If you are scanning a document to edit the text, then make sure you choose an OCR application.
E-mailing 72 E-mailing 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 User's 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 e-mail Setting up the e-mail function For Windows users 1 Click or Start.
E-mailing 73 Creating an e-mail contact list Creating an e‑mail contact list using the computer For Windows users 1 Click or Start. 2 Click All Programs or Programs, and then select the printer program folder from the list. 3 Navigate to: Printer Home > select your printer > Fax > Edit contact list > Select from phone book 4 From the Phone Book field, select a phone book. You can select any mail client phone book where you store e‑mail addresses.
E-mailing 74 Sending e-mail 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). Note: The ADF is available only in select printer models. If you purchased a printer without an ADF, then load original documents or photos on the scanner glass.
E-mailing Canceling an e‑mail Do one or more of the following: • From the printer control panel, press , and then press OK . • If you are sending the e‑mail using the printer software, then cancel the e-mail from the software dialog.
Faxing 76 Faxing CAUTION—POTENTIAL INJURY: To reduce risk of fire, use only the telecommunications (RJ‑11) cord provided with this product or a UL Listed 26 AWG or larger replacement when connecting this product to the public switched telephone network. CAUTION—SHOCK HAZARD: 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.
Faxing 77 Setup 2: Printer is sharing the line with an answering machine Connected to the same telephone wall jack To connect: 1 Connect the cable from the wall jack to the 2 Remove the protective plug from the Connected to different wall jacks port of the printer. port of the printer, and then connect the answering machine to the port.
Faxing 78 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. For example, if the answering machine picks up calls after four rings, then set the printer to pick up after six rings.
Faxing 79 Tips for this setup: • This setup works best if you subscribe to a distinctive ring service. If you have distinctive ring service, then make sure that you set the correct ring pattern for the printer. Otherwise, the printer will not receive faxes even if you have set it to receive faxes automatically. • If you have only one telephone number on your line, then you need to set the printer to receive faxes manually (Auto Answer Off).
Faxing 80 To install a filter for the printer: 1 Connect the line port of the DSL filter to the wall jack. 2 Connect a telephone cable from the port on the back of the printer to the phone port on the DSL filter. 3 To continue using a computer for Internet access, connect the computer to the DSL HPN port on the DSL filter. 4 To connect a telephone to the printer, remove the protective plug from the port of the printer and then connect the telephone to the port.
Faxing 81 Tips for this setup: • To make sure that the phone port on the VoIP adapter is active, plug an analog telephone into the phone port, and then listen for a dial tone. If you hear a dial tone, then the port is active. • 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.
Faxing 82 Tips for this setup: • To make sure that the phone port on the cable modem is active, plug an analog telephone into the phone port, and then listen for a dial tone. If you hear a dial tone, then the port is active. • 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.
Faxing 83 Scenario 5: Country‑ or region‑specific setup Different countries or regions have different types of telephone wall jacks. The standard wall jack adopted by most countries or regions is the Registered Jack-11 (RJ-11). You need to have an RJ‑11 plug, or a telephone cable that has an RJ‑11 connector, so you can connect a device to an RJ‑11 wall jack. The fax ports on the back of the printer and the telephone cable that comes with the printer have RJ‑11 connectors.
Faxing 84 3 If you want to connect another device (telephone or answering machine) to the same wall jack, and if the device has a non‑RJ 11 connector, then connect it directly to the 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 port of the printer.
Faxing 85 EXT LINE To connect: Connect the cable from the wall jack to the port of the printer. Connecting the printer to a wall jack in Germany 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.
Faxing 86 Connect the printer to any of the N ports. To connect: 1 Connect one end of a telephone cable to the port of the printer. 2 Connect the other end of the cable to the RJ‑11 adapter, and then connect the adapter to an N port. 3 If you want to connect a telephone and answering machine to the same wall jack, then connect the devices as shown.
Faxing 87 3 Press the arrow buttons to scroll to Fax Number, and then press 4 Enter your fax number or your telephone number, and then press OK OK . . Setting the fax footer From the printer control panel, navigate to: > Setup > OK > Fax Setup > OK > Ringing and Answering > OK > Fax Footer > OK > On > OK Setting the date and time 1 From the printer control panel, navigate to: > Setup > OK > Device Setup > OK 2 Enter the date, and then press OK . 3 Enter the time, and then press OK .
Faxing 88 From here Ringing and Answering You can • Set the printer to receive faxes automatically or manually. Turn Auto Answer to On or Off. • Adjust the ringing volume. • Set the number of rings. This is important if you choose to receive faxes automatically (Auto Answer On). • Set the distinctive ring. If you subscribe to the distinctive ring feature on your telephone line, then set the correct pattern for the printer in this menu. • Enable fax forwarding. • Set a manual answer code.
Faxing 89 Using the Printer Settings in Macintosh 1 From the Applications folder in the Finder, or from the Finder desktop, double-click the printer folder. 2 Double-click Printer Settings. 3 Configure the fax settings using the printer software. To view the help information for the fax software, click Help or ? . Creating a contact list You can create a contact list using the Address Book in the printer control panel or the computer through the Phone Book.
Faxing 90 Creating a contact list using the fax software For Windows users 1 Click or Start. 2 Click All Programs or Programs, and then select the printer program folder from the list. 3 Navigate to: Printer Home > select your printer > Fax > Edit contact list The Contacts tab of the Printer Setup Utility opens. 4 Click Select from phone book. 5 From the Phone Book field, select a phone book. 6 Select the contact that you want to add, and then click Add to or change list to import the contact.
Faxing 91 Sending faxes 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). Note: The ADF is available only in select printer models. If you purchased a printer without an ADF, then load original documents or photos on the scanner glass.
Faxing 92 4 Press the Color/Black button to select a color or black‑and‑white fax. 5 Press to start the fax job. Warning—Potential Damage: Do not touch the cables or the and ports while actively sending a fax. Tip: • You can send a broadcast fax to up to 30 recipients. Sending faxes using the computer For Windows users 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 93 • If you have set the printer to receive faxes automatically (Auto Answer On), then load paper in the printer. Receiving faxes automatically 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 > 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 OK > On > OK .
Faxing 94 Faxing FAQ If I skipped the fax setup initially, do I need to run the installer again to set up the fax? You do not need to run the installer again. You can set up and configure the fax through the fax software that was installed with the printer software. 1 Connect the printer to the telephone line. For more information, see “Setting up the printer to fax” on page 76. 2 Configure the fax settings using the fax software. To access the fax software: For Windows users a Click or Start.
Faxing 95 What is my dialing prefix? 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, then this can be a specific number that you need to press so you can make a call outside the office. This can also be a country code or an area code that you need to enter if you are sending faxes outside of town.
Faxing 96 How can I check the dial tone? A dial tone lets you know if the telephone line is working or if the printer is properly connected to the telephone line. If you encounter problems sending and receiving faxes, then make sure you can hear a dial tone on the line and through the printer. Make sure the telephone line and the wall jack are working 1 Plug an analog telephone into the wall jack. 2 Listen for a dial tone through the telephone handset.
Faxing 97 How can I make sure that fax calls go to the printer and voice calls go to the answering machine? To make sure the printer picks up incoming faxes, set Auto Answer to On, and then set the printer to pick up after a greater number of rings than the answering machine. For example, if the answering machine picks up calls after four rings, then set the printer to pick up after six rings. This way, the answering machine picks up calls first and your voice calls are received.
Faxing 98 4 Enter the time you want to send the fax, and then press 5 Press OK . to start scanning the document and to save the scheduled fax. The printer sends the fax at the designated time. Do not turn off the printer or unplug it from the telephone line before the scheduled time. How do I send a fax using a phone calling card? 1 Press Dial tone. You should hear the dial tone of the telephone line.
Faxing 99 How do I print a fax on both sides of the paper? 1 From the printer control panel, navigate to: > Setup > OK > Fax Setup > OK > 2‑Sided Faxes > OK 2 Press the arrow buttons to select a setting: • Never—Incoming faxes are never printed on both sides of the paper regardless of the 2‑sided button setting. • Always—Incoming faxes are always printed on both sides of the paper regardless of the 2‑sided button setting. 3 Press OK .
Faxing 100 Can I retrieve failed faxes? The printer saves an incoming fax in the printer memory before it prints the fax. If the printer runs out of ink or runs out of paper, then the printer will automatically print the fax after the error is resolved. If a fax was not sent or received due to power loss, then the printer will automatically send any outgoing faxes or print any incoming faxes that were saved in the printer memory when the power is restored.
Networking 101 Networking Installing the printer on a wireless network Wireless network compatibility Your printer may contain an IEEE 802.11b, IEEE 802.11g, or IEEE 802.11n wireless print server. Your printer is compatible with IEEE 802.11 b/g/n routers that are Wi-Fi certified. Note: If your printer has an IEEE 802.
Networking 102 A valid WEP key has: • Exactly 10 or 26 hexadecimal characters. Hexadecimal characters are A–F, a–f, and 0–9. or • Exactly 5 or 13 ASCII characters. ASCII characters are letters, numbers, punctuation, and symbols found on a keyboard. No Security It is not recommended to use no security at all on a home wireless network.
Networking 103 If your wireless network is not using security, then you will not have a security key. Note: If you do not know the SSID of the network that your computer is connected to, then launch the wireless utility of the computer network adapter and look for the network name. If you cannot find the SSID or the security information for your network, then see the documentation that came with the access point, or contact your system support person.
Networking 104 Encryption Check the encryption method used on your network. Note: Some authentication types may be available only in select printer models or operating systems. Authentication type Encryption method Open Mode • None • WEP Shared Mode WEP WPA Personal TKIP WPA2‑Personal • TKIP • AES WPA2‑Enterprise • TKIP • AES 802.
Networking 105 For Macintosh users 1 Close all open applications. 2 Insert the Software and Documentation CD. If the installation dialog does not appear after a minute, then click the CD icon on the desktop. 3 Double-click the software installer package, and then follow the instructions on the computer screen. Note: Select Wireless connection when prompted to select a connection type.
Networking 106 Indicator light Printer status Off • • • • Blinking green The printer is turned off or is powering up. The printer is not connected to an Ethernet or a wireless network and is in Sleep mode. The printer has not been configured for an Ethernet or a wireless network. The printer is configured for an ad hoc connection, but it is not currently communicating with another ad hoc device.
Networking 107 For Macintosh users Select Other Wireless Network from the list, and then click Continue. b Enter the details about your wireless network. Note: Your WEP, WPA, or WPA2 key may be obtained from the bottom of the box, the documentation that came with the box, or from the box Web page. If you have already changed the key for your wireless network, then use the key you created. 4 Follow the instructions on the computer screen to complete the installation.
Networking 108 Advanced wireless setup Adding a printer to an existing ad hoc wireless network Before you begin, make sure: • Your wireless network adapter is properly attached to your computer and is working. • The ad hoc wireless network that the printer will connect to is available. For more information on creating an ad hoc wireless network, see the documentation that came with your operating system. Notes: • The recommended way to set up your wireless network is to use an access point.
Networking 109 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. If your printer or device has not yet been configured for wireless connection and you want to configure it using WPS, then push the WPS button on the wireless router. Wait for the printer control panel to display a message to begin WPS configuration. There might be a short delay before the message appears.
Networking 110 PEAP • RADIUS user name • RADIUS password • CA certificate EAP‑TLS • RADIUS user name • CA certificate • Signed certificate EAP‑TTLS • Appropriate inner authentication • RADIUS user name • RADIUS password • CA certificate Configuring 802.1X Authentication The information to complete is dependent on the 802.1X security mechanism you select. Some require user names, passwords, and/or certificates.
Networking • • • • 111 The network mask of the network where the printer will be used The name of the domain where the printer will reside The hostname of the printer Any security information required for authentication to the network Note: Make sure you have an Ethernet cable to connect the printer to the network, and an available port, either on a networking device or a wall jack, that physically connects the printer to the network.
Networking 112 Performing network management tasks Switching between USB, Ethernet, and wireless connections (Windows only) You can change the way you access your printer, depending on your needs. The following procedures assume that you have configured your printer for one type of connection and that the printer drivers are installed on the computer. See related topics on troubleshooting specific connection types if you encounter difficulties during configuration.
Networking 113 3 Select the USB printer. See “Selecting a printer” on page 113. If the printer is currently set up for wireless 1 Attach a USB cable to the computer and to the printer. 2 Wait a moment for Windows to locate the driver and finish setting up the printer. 3 Select the USB printer. See “Selecting a printer” on page 113. Note: You can continue to use the printer through Ethernet or wireless connection.
Networking 114 Switching between USB, Ethernet, and wireless connections (Macintosh only) You can change the way you access your printer depending on your needs. The following procedures assume that you have configured your printer for one type of connection and that the drivers are installed on the computer. See related topics on troubleshooting specific connection types if you encounter difficulties during configuration.
Networking 115 3 Add the printer (see “Add the printer” on page 115). 4 A second print queue will be created. Remove the Ethernet queue if you do not want to switch back to accessing the printer over an Ethernet connection. If the printer is currently set up for wireless 1 Attach a USB cable to the computer and to the printer. 2 Add the printer (see “Add the printer” on page 115). 3 A second print queue will be created.
Networking 116 3 From the Printer List dialog, choose the printer you want to use, and then click Add. 4 From the Printer Browser, select your printer, and then click Add. Sharing a printer in a Windows environment 1 Prepare the computers to share the printer: a Make all computers printing to the printer accessible through Network Neighborhood by enabling File and Print Sharing. See the Windows documentation for instructions on enabling File and Print Sharing.
Networking 117 3 Select only one of the following: • Sharing your printer with Mac OS X users—Let other Macintosh computers on the network that use Mac OS X version 10.4 or later use any printer connected to your Macintosh computer. • Sharing your printer with Windows users—Let Windows computers on the network use any printer connected to your Macintosh computer. 4 Follow the instructions on the computer screen.
Networking 118 Notes: – To obtain the IP address of the access point, see the documentation that came with it or contact your system support person. – If you are using a proxy server, then temporarily disable it to load the Web page correctly. 2 Enter the user name and password for the access point when prompted. Note: The WEP key or WPA/WPA2 preshared key/passphrase is not the same as the password for the access point. The password lets you access the access point settings.
Networking 119 Characters Security type Exactly 10 or 26 hexadecimal characters WEP or Exactly 5 or 13 ASCII characters Exactly 64 hexadecimal characters WPA or WPA2 or From 8 to 63 ASCII characters Notes: – Hexadecimal characters are A–F, a–f, and 0–9. – ASCII characters are letters, numbers, and symbols found on a keyboard. ASCII characters in a WPA/WPA2 preshared key/passphrase are case‑sensitive. • View the security settings on the access point. 1 Open a Web browser.
Networking 120 • The network is connected to the Internet through a DSL or cable modem. Internet Scenario 2: Wireless network with Internet access • All computers and printers connect to the network using a wireless access point or wireless router. • The wireless access point connects the network to the Internet through a DSL or cable modem. Internet Scenario 3: Wireless network with no Internet access • Computers and printers connect to the network using a wireless access point.
Networking 121 Scenario 4: Computer connected wirelessly to a printer without Internet access • A computer is directly connected to a printer without going through a wireless router. • This configuration is referred to as an ad hoc network. • The network has no connection to the Internet. Note: Most computers can connect to only one wireless network at a time. If you access the Internet over a wireless connection, you will lose Internet access if you are connected to an ad hoc network.
Networking 122 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. 4 Follow the instructions on the computer screen. How are infrastructure and ad hoc networks different? Wireless networks can operate in one of two modes: infrastructure or ad hoc. In infrastructure mode, all devices on a wireless network communicate with each other through an access point (wireless router).
Networking 123 Infrastructure Ad hoc Usually faster Usually slower Unique IP address for each device Yes Yes Mode set to Infrastructure mode Ad hoc mode Same SSID Yes, including the access point Yes Same channel Yes, including the access point Yes Speed Requirements for all devices We recommend setting up a network in infrastructure mode using the installation software CD.
Networking 124 How can I improve wireless signal strength? A common reason wireless printers fail to communicate over a network is poor wireless signal quality. If the signal is too weak, too distorted, or blocked by an object, it cannot carry information between the access point and the printer. To determine if the printer is receiving a strong signal from the access point, print a network setup page. The Quality field indicates the relative strength of the wireless signal the printer is receiving.
Networking 125 How can I make sure my computer and printer are connected to the same wireless network? If the printer is not on the same wireless network as the computer, then you will not be able to print wirelessly. The SSID of the printer must match the SSID of the computer, if the computer is already connected to the wireless network.
Networking 126 In Mac OS X version 10.4 or earlier 1 From the Finder, navigate to: Applications > Internet Connect > AirPort The SSID of the network that the computer is connected to is displayed in the Network menu. 2 Write down the SSID. For Macintosh users with an access point 1 Type the IP address of the access point in the address field of your Web browser and continue to step 2.
Networking 127 While it is possible to change the MAC address of a network device, it is not common practice to do so. For this reason, MAC addresses are considered permanent. IP addresses are easily changed, so MAC addresses are a more reliable method of identifying a specific device on a network. Routers with security capabilities may allow filtering of MAC addresses on networks.
Networking 128 • If you are using an AirPort base station, then the MAC address may be referred to as AirPort ID, and MAC address filtering may be accessed through MAC Address Access Control. What is an IP address? An IP address is a unique number used by devices (such as a wireless printer, computer, or access point (wireless router)) on an IP network to locate and communicate with each other. Devices on an IP network can communicate with each other only if they have unique and valid IP addresses.
Networking 129 Locating the printer IP address • From the printer, print a network setup page. In the TCP/IP section, look for Address. • View the printer settings. From the printer control panel, navigate to: OK > Setup > OK > Network Setup > > IP Address > OK OK > Wireless 802.
Using the Embedded Web Server 130 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. The Embedded Web Server requires that the printer is connected to your network through Ethernet connection.
Using the Embedded Web Server 131 Customizing printer settings 1 From the navigation pane, select Settings. 2 Do one of the following: Click To General Settings View and customize general printer settings. Copy Settings View and customize settings for making copies. Note: This feature may not appear in the Embedded Web Server, depending on your printer model. Fax Settings View and customize settings for sending and receiving faxes.
Using the Embedded Web Server Click To Device Management Allow the Embedded Web Server to collect data from the printer. 3 Click Submit to save, or click Reset Form to discard the new settings.
Maintaining the printer 133 Maintaining the printer Maintaining ink cartridges In addition to the following tasks that you can perform, your printer performs automatic maintenance cycles if it is plugged into a properly grounded, working electrical outlet. It will briefly come out of Sleep mode or will temporarily turn on if it is turned off.
Maintaining the printer 134 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. • Deep cleaning uses more ink, so try the Clean Printhead option first to save ink.
Maintaining the printer 135 Cleaning the scanner glass Clean the scanner glass and other related parts when vertical streaks appear on your printed pages or when you see marks or smudges on such parts. 1 Dampen a clean, lint‑free cloth with water. 2 Gently wipe clean the scanner glass and other related parts. 1 Backing material 2 Scanner glass 3 ADF scanner glass 4 ADF press plate Note: Make sure all ink or corrective fluid on the document is dry before placing the document on the scanner glass.
Maintaining the printer 136 • 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.
Troubleshooting 137 Troubleshooting Before you troubleshoot 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. Make sure the printer is turned on. Make sure the printer is securely connected to the computer, print server, or network access point. Check the printer for error messages, and resolve any errors. Check for paper jam messages, and clear any jams.
Troubleshooting 138 Incorrect language appears on the display If the "Before you troubleshoot" checklist does not solve the problem, then try one or more of the following: CHANGE THE LANGUAGE USING THE PRINTER MENUS 1 From the printer control panel, navigate to: > Setup > OK > Device Setup > OK > Language > OK 2 Press the up or down arrow button to scroll to the language you want, and then press OK .
Troubleshooting 139 Print job does not print or is missing pages If the "Before you troubleshoot" checklist does not solve the problem, then try one or more of the following: MAKE SURE THE INK CARTRIDGES ARE INSERTED CORRECTLY 1 Turn the printer on, and then open the ink cartridge access door. 2 Make sure the cartridges are inserted correctly. The cartridges should click firmly into their matching color slots. 3 Close the ink cartridge access door.
Troubleshooting 140 3 Firmly plug the rectangular end of the USB cable into the USB port of the computer. The USB port is marked with . Note: If you continue to have problems, then try another USB port on the computer. You may have connected to a defective port. REMOVE AND REINSTALL THE PRINTER SOFTWARE Printer is printing blank pages Blank pages may be caused by improperly installed ink cartridges. REINSTALL THE INK CARTRIDGES AND DEEP CLEAN AND ALIGN THE PRINTHEAD 1 Reinstall the ink cartridges.
Troubleshooting 141 RECONNECT THE PRINTER POWER SUPPLY 1 Turn off the printer. Note: Make sure the printer is not in Sleep mode. Press and hold for three seconds to turn off the printer. 2 Unplug the power cord from the wall outlet, and then pull out the power cord from the power supply. 3 After one minute, reconnect the power cord into the power supply, and then plug the power cord into the wall outlet. 4 Turn on the printer.
Troubleshooting 142 REMOVE AND REINSTALL THE PRINTER SOFTWARE Understanding printer messages Alignment Problem Try one or more of the following: • Load plain, unmarked paper, and then realign the printhead. Note: The printer will read any markings on used paper, which could cause the alignment error message to reappear. • Press OK to retry, or press to clear the message.
Troubleshooting Duplex Unit Missing Try one or more of the following: • Make sure the duplex unit is properly installed at the back of the printer to clear the message. • Cancel the current job. Ink Cartridge Access Door Open The ink cartridge access door is either open or detached. • If the ink cartridge access door is open, then close it to clear the message. • If the ink cartridge access door is detached, then reattach it to clear the message.
Troubleshooting 144 1 Insert the door hinges into place until they click. Make sure the door is inserted at a 90-degree position. 2 Close the ink cartridge access door to clear the message. Ink Cartridge Error The printer is unable to authenticate one or more of the installed ink cartridges. Try one or more of the following: • • • • Press to cancel the current job. Use only genuine Lexmark ink cartridges. Install the specified ink cartridges properly.
Troubleshooting 145 Ink Low You may need to replace the specified ink cartridge soon. Try one or more of the following: • Press OK or to clear the message and continue printing. Note: Depending on your printer settings, you may not be allowed to continue printing until you replace the specified cartridge. • See the User's Guide or visit the Lexmark Support Web site at http://support.lexmark.com for a list of supported ink cartridges.
Troubleshooting 146 Paper Tray [x] Removed Do one or more of the following: • Insert the specified paper tray into the printer. • Press OK to clear the message. Printer Memory Full Try one or more of the following: • Depending on your printer model, touch OK or press OK to clear the message, and then try printing again. • From the computer, adjust the printer settings to reduce the quality of the print job, and then try printing again.
Troubleshooting 147 Scanner ADF Cover Open Try one or more of the following: • Close the ADF cover to clear the message. • Press to cancel the current scan job. Scanner Disabled Try one or more of the following: • Check the printer software settings or the Administration settings from the printer to enable the scanner. For more information, contact customer support. • Press OK to clear the message.
Troubleshooting 148 Clearing paper jams • • • • “Paper jam in the printer” on page 148 “Paper jam in the duplex unit” on page 148 “Paper jam in the ADF (select models only)” on page 149 “Paper or specialty media misfeeds” on page 150 Paper jam in the printer Note: The parts inside the printer are sensitive. Avoid unnecessarily touching these parts while clearing jams. 1 Check the paper tray, exit bin, or jam clearance area for any jammed paper.
Troubleshooting 1 Pull up the duplex latch and remove the duplex unit. 2 Firmly grasp the paper, and then gently pull it out. Note: Be careful not to tear the paper while removing it. 3 Reinsert the duplex unit to clear the message. Paper jam in the ADF (select models only) Note: The parts inside the printer are sensitive. Avoid unnecessarily touching these parts while clearing jams. 1 Open the ADF cover, and then gently pull out the jammed paper.
Troubleshooting 150 Notes: • Make sure the ADF cover is fully opened to ensure that the jammed paper is properly removed. • Be careful not to tear the paper while removing it. 2 Close the ADF cover. Note: Make sure there is no paper on the ADF input tray before closing the ADF cover. 3 If necessary, touch OK or press OK , depending on your printer model. 4 Resume the copy, scan, or fax job.
Troubleshooting Print troubleshooting • • • • “Poor quality at the edges of the page” on page 151 “Streaks or lines on printed image” on page 152 “Print speed is slow” on page 152 “Computer slows down when printing” on page 153 Poor quality at the edges of the page If the "Before you troubleshoot" checklist does not solve the problem, then try one or more of the following: CHECK MINIMUM PRINT SETTINGS Unless you are using the borderless feature, use these minimum print margin settings: • Left and right
Troubleshooting 152 9 From the Print Quality pop‑up menu, choose Best or Photo. 10 Click Print. Streaks or lines on printed image If the "Before you troubleshoot" checklist does not solve the problem, then try one or more of the following: CHECK THE INK LEVELS Replace low or empty ink cartridges.
Troubleshooting 153 MAXIMIZE COMPUTER PROCESSING SPEED • Close all applications not in use. • Minimize the number and size of graphics and images in the document. ADD MEMORY TO THE COMPUTER Consider upgrading the RAM.
Troubleshooting 154 Copier or scanner does not respond If the "Before you troubleshoot" checklist does not solve the problem, then try one or more of the following: SET YOUR PRINTER AS THE DEFAULT PRINTER REMOVE AND REINSTALL THE PRINTER SOFTWARE Scanner unit does not close 1 Lift the scanner unit. 2 Remove any obstruction keeping the scanner unit open. 3 Lower the scanner unit.
Troubleshooting 155 Scan was not successful If the "Before you troubleshoot" checklist does not solve the problem, then try one or more of the following: 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 .
Troubleshooting 156 CHECK YOUR NETWORK CONNECTION Make sure the printer is connected to an Ethernet or wireless network. Your network must be connected to the Internet for the printer to communicate with the SMTP server. CHECK YOUR PROXY CONFIGURATION Your proxy server configuration should allow SMTP server connections. For help with your proxy server or SMTP settings, contact your system support person.
Troubleshooting 157 Power supply Answering machine Cable modem Splitter Telephone VoIP adapter DSL filter RJ‑11 adapter • If the printer is connected to a Digital Subscriber Line, then make sure you are using a DSL filter for the printer. • If the printer is connected to a VoIP adapter or cable modem, then make sure that the printer is plugged into the first phone port. • If you are using a splitter, then make sure that you are using a phone splitter. Do not use a line splitter.
Troubleshooting 158 ENABLE AUTOMATIC FAX CONVERSION If the receiving fax machine does not support color fax, then this option automatically converts the outgoing color fax to black and white. It also automatically reduces the resolution of the fax to a resolution that the receiving machine can support. 1 From the printer control panel, navigate to: > Setup > OK > Fax Setup > OK > Dialing and Sending > OK > Auto Fax Convert > OK 2 Check to see if automatic fax conversion is set to On.
Troubleshooting 159 MAKE SURE THAT THE PRINTER MEMORY IS NOT FULL The printer saves an incoming fax to the printer memory before it prints the fax. If the printer runs out of ink or runs out of paper while receiving the fax, then the printer saves the fax so you can print it later. However, if the printer memory is full, then the printer may not be able to receive more incoming faxes. An error message appears on the display when the printer memory is full.
Troubleshooting 160 Fax error messages on the printer control panel Error Message: What it indicates: Remote Fax Error The receiving fax machine cannot receive the fax. The error on the receiving end could be due to several factors. Possible solutions: • Resend the fax. There may have been a problem with the quality of the connection. • Decrease the transmission speed of your fax modem. • Register your user information.
Troubleshooting 161 Error Message: What it indicates: Possible solutions: Failed to Connect The printer cannot detect a dial tone. See the “Fax troubleshooting checklist.” Phone Line Error Phone Line Not Connected Phone Line Busy Your telephone line or the telephone line of the receiving fax machine is busy. This happens especially if the printer is sharing the line with other devices (telephone, answering machine). • Set the printer to redial. • Increase the time between the redial attempts.
Troubleshooting 162 Memory card troubleshooting checklist Before you troubleshoot, use the following checklist to solve most memory card problems: • Make sure that the memory card you are using can be used in the printer. • Make sure the memory card is not damaged. • Make sure memory card contains supported file types.
Troubleshooting 163 Wireless Networking Make sure: • The SSID is correct. Print a network setup page from the printer to check the network settings. • Your wireless security settings are correct. Log in to the access point and check the security settings. If you are not sure if your security information is correct, run the wireless setup again. • The printer and the computer are within the range of the wireless network. • The computer and printer are both connected to the same wireless network.
Troubleshooting 164 MAKE SURE THE USB CABLE IS WORKING Try using a different USB cable. If you are using a cable longer than 10 feet, then try using a shorter cable. Note: USB hubs, extension cables, port replicators, and docking stations may cause connection issues. Try disconnecting these devices so that your printer is directly connected to your computer. MAKE SURE YOU ARE USING THE CORRECT CD FOR YOUR PRINTER MODEL Compare the printer model on the CD to the printer model on the printer.
Troubleshooting 165 Computer firewall is blocking communication with the printer Firewall settings may have stopped the printer from connecting to your computer. If a firewall is installed on your computer, then do one of the following: • Turn off your computer firewall. • Update your computer firewall to the most recent version, and then allow the printer software to communicate over the network. For more information on turning off and updating the firewall, see the help pages of your operating system.
Troubleshooting 166 3 Press the left or right arrow button to scroll to Yes, and then press OK . The printer restarts automatically after resetting the wireless settings to factory defaults. 4 When prompted to set the initial settings of your printer, make your selections using the printer control panel buttons. Initial Setup Complete appears on the display.
Troubleshooting 167 CHECK IF YOUR ACCESS POINT HAS AN ASSOCIATION/REGISTRATION BUTTON Wireless broadband boxes in Europe, the Middle East, and Africa such as Livebox, AliceBox, N9UF Box, Freebox, or Club Internet may require you to press an association/registration button when adding the printer to your wireless network. If you are using one of these boxes and need more information, then see the documentation that came with your box, or contact your internet service provider (ISP).
Troubleshooting 168 4 Type ipconfig, and then press Enter. Check the Wireless Network Connection section: • The “Default Gateway” entry is typically the access point . • 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. In the Wireless settings section, look for the SSID. Write down the SSID. Note: Make sure you copy it exactly, including any capital letters.
Troubleshooting 169 c Click TCP/IP. The Router entry is typically the access point. 2 Type your user name and password when prompted, and then click OK. 3 In the Wireless settings section, look for the SSID. 4 Write down the SSID, security type, and the WEP key or WPA/WPA2 preshared key/passphrase (if shown). Notes: • Make sure you copy the network information down exactly, including any capital letters.
Troubleshooting 170 For Macintosh users 1 From the Apple menu, navigate to: About This Mac > More Info 2 From the Contents pane, choose Network. 3 If you are connected over a wireless network, then choose AirPort from the Active Services list. The Router entry is typically the access point. Locating the printer IP address • From the printer, print a network setup page. In the TCP/IP section, look for Address. • View the printer settings.
Troubleshooting 171 5 Click the Ports tab, and then locate the selected port. The selected port has a check mark beside it in the Port column. 6 If the Description column of the selected port indicates that it is a USB port, then scroll through the list and select the port with Printer Port in the Description column. Check the printer model in the Printer column to make sure you select the right printer port. 7 Click OK, and then try to print again.
Troubleshooting 172 ELIMINATE NETWORK CONGESTION If a wireless network is too busy, then the computer and printer may have difficulty communicating with each other.
Troubleshooting 173 To assign a static IP address to the printer: 1 Complete the wireless setup, allowing the printer to receive a DHCP address from a DHCP server on the network. 2 Print a network setup page to see what IP address is currently assigned to the printer. 3 Open a Web browser and then type the printer IP address in the address field. Press Enter. 4 Click Settings > Network/Ports > TCP/IP > Set static IP address.
Troubleshooting 174 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.
Troubleshooting 175 CHECK THE ADDRESS ENTERED IN THE WEB BROWSER • Depending on the network settings, you may need to type “https://” instead of “http://” before the printer IP address to access the Embedded Web Server. For more information, contact your system support person. • Make sure printer IP address is correct. TEMPORARILY DISABLE WEB PROXY SERVERS Proxy servers may block or restrict you from accessing certain Web sites including the Embedded Web Server.
Notices 176 Notices Product information Product name: Lexmark Pro4000 Series Machine type: 4447 Model(s): Pro4000: 0n0, 0nE; Pro4000c: 000 Edition notice April 2012 The following paragraph does not apply to any country where such provisions are inconsistent with local law: LEXMARK INTERNATIONAL, INC., PROVIDES THIS PUBLICATION “AS IS” WITHOUT WARRANTY OF ANY KIND, EITHER EXPRESS OR IMPLIED, INCLUDING, BUT NOT LIMITED TO, THE IMPLIED WARRANTIES OF MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE.
Notices 177 GOVERNMENT END USERS The Software Program and any related documentation are "Commercial Items," as that term is defined in 48 C.F.R. 2.101, "Computer Software" and "Commercial Computer Software Documentation," as such terms are used in 48 C.F.R. 12.212 or 48 C.F.R. 227.7202, as applicable. Consistent with 48 C.F.R. 12.212 or 48 C.F.R. 227.7202-1 through 227.7207-4, as applicable, the Commercial Computer Software and Commercial Software Documentation are licensed to the U.S.
Notices 178 The manufacturer is not responsible for radio or television interference caused by using other than recommended cables or by unauthorized changes or modifications to this equipment. Unauthorized changes or modifications could void the user's authority to operate this equipment.
Notices 179 The WEEE logo signifies specific recycling programs and procedures for electronic products in countries of the European Union. We encourage the recycling of our products. If you have further questions about recycling options, visit the Lexmark Web site at www.lexmark.com for your local sales office phone number. Battery notice This product contains Perchlorate material. Special handling may apply. For more information, go to http://www.dtsc.ca.gov/hazardouswaste/perchlorate/.
Notices 180 Mode Description Power consumption (Watts) Printing The product is generating hard‑copy output from electronic inputs. 37 W Copy The product is generating hard‑copy output from hard‑copy original documents. 36 W Scan The product is scanning hard‑copy documents. 19 W Ready The product is waiting for a print job. 12 W Sleep Mode The product is in a high‑level energy‑saving mode. 5.3 W Off 0.55 W The product is plugged into a wall outlet, but the power switch is turned off.
Notices 181 European Community (EC) directives conformity This product is in conformity with the protection requirements of EC Council directives 2004/108/EC, 2006/95/EC and 2009/125/EC on the approximation and harmonization of the laws of the Member States relating to electromagnetic compatibility, safety of electrical equipment designed for use within certain voltage limits and the ecodesign of energyrelated products. The manufacturer of this product is: Lexmark International, Inc.
Notices 182 This equipment contains no user serviceable parts. For repair and warranty information, contact Lexmark International, Inc. See the previous paragraph for contact information. Connection to party line service is subject to state tariffs. Contact the state public utility commission, public service commission, or corporation commission for information.
Notices 183 la prise de courant à laquelle l’équipement est connecté. Utilisez un parasurtenseur répondant à des caractéristiques nominales satisfaisantes et certifié par le laboratoire d’assureurs UL (Underwriter’s Laboratories), un autre laboratoire agréé de type NRTL (Nationally Recognized Testing Laboratory) ou un organisme de certification agréé dans votre région ou pays. Ceci prévient tout endommagement de l’équipement causé par les orages et autres surtensions électriques.
Notices 184 Uso del prodotto in Svizzera Questo prodotto richiede un filtro toni Billing svizzero, (codice Lexmark 14B5109 o 80D1877) da installare su tutte le linee che ricevono impulsi remoti in Svizzera. È necessario utilizzare il filtro poiché gli impulsi remoti sono presenti su tutte le linee analogiche in Svizzera.
Notices 185 The installer of this radio equipment must ensure that the antenna is located or pointed such that it does not emit RF fields in excess of Health Canada limits for the general population; consult Safety Code 6, obtainable from Health Canada's Web site www.hc-sc.gc.ca/rpb. The term "IC:" before the certification/registration number only signifies that the Industry Canada technical specifications were met. Industry Canada (Canada) Cet appareil est conforme à la norme RSS-210 d'Industry Canada.
Notices 186 within certain voltage limits and on radio equipment and telecommunications terminal equipment and on the ecodesign of energy-related products. Compliance is indicated by the CE marking. Operation is allowed in all EU and EFTA countries, but is restricted to indoor use only. The manufacturer of this product is: Lexmark International, Inc., 740 West New Circle Road, Lexington, KY, 40550 USA. The authorized representative is: Lexmark International Technology Hungária Kft.
Notices 187 Italiano Con la presente Lexmark International, Inc. dichiara che questo questo prodotto è conforme ai requisiti essenziali ed alle altre disposizioni pertinenti stabilite dalla direttiva 1999/5/CE. Latviski Ar šo Lexmark International, Inc. deklarē, ka šis izstrādājums atbilst Direktīvas 1999/5/EK būtiskajām prasībām un citiem ar to saistītajiem noteikumiem. Lietuvių Šiuo Lexmark International, Inc.
Notices 188 If you transfer this product to another user, warranty service under the terms of this statement is available to that user for the remainder of the warranty period. You should transfer proof of original purchase and this statement to that user.
Notices 189 WARRANTIES, EXPRESS OR IMPLIED, WILL APPLY AFTER THIS PERIOD. ALL INFORMATION, SPECIFICATIONS, PRICES, AND SERVICES ARE SUBJECT TO CHANGE AT ANY TIME WITHOUT NOTICE. Limitation of liability Your sole remedy under this limited warranty is set forth in this document. For any claim concerning performance or nonperformance of Lexmark or a Remarketer for this product under this limited warranty, you may recover actual damages up to the limit set forth in the following paragraph.
Index 190 Index Numerics 2‑sided, fax setting 87 802.
Index cleaning printhead nozzles 134 Close Printer 142 Club Internet 106 coated paper loading 32 collating copies 60 color scanning 71 Communication not available message 169 computer slows down when printing 153 configuring fax settings 87, 88 IP address 107 configuring e‑mail settings 72 configuring security settings 109 configuring Wi‑Fi Protected Setup PBC, Push Button Configuration method 109 PIN, Personal Identification Number method 109 confirmation page, fax 98 connection configurations 126 conserv
Index error correction, fax setting 87 error using memory card 162 Ethernet 126 network indicator light 105 Ethernet network information needed for setting up Ethernet printing 110 Ethernet port location 12 Ethernet setup information needed for 110 exit bin location 11 EXT port location 12 extending the duplex printing dry time 52 extending the two‑sided printing dry time 38 exterior of the printer cleaning 134 e‑mail canceling 75 E‑mail Alert Setup customize printer settings using 131 e‑mail function sett
Index G General Settings customize printer settings using 131 glossy paper loading 32 greeting cards loading 33 Group Dial setting up 89, 90 H header bar 130 home page areas 130 understanding 130 I ID cards copying 59 Import/Export customize printer settings using 131 improving scan quality 71 incorrect language appears on display 138 index cards loading 33 information finding 8 information needed for setting up printer on Ethernet network 110 information pane 130 information you will need during wireles
Index supported types 47 memory card cannot be inserted 162 memory card slot location 11 memory card troubleshooting checklist 162 nothing happens when memory card is inserted 162 Memory Device Access Error 145 minimum system requirements 23 moving the printer 135 MSCHAPv2 110 multiple pages per sheet, printing 43 multiple WEP keys 129 N N9UF Box 106 navigation pane 130 Network [x] Software Error 145 network connection with USB 126 network indicator light 105 network overview 118 network printer installin
Index selecting a location 12 sharing 116 sharing in Windows 116 printer control panel buttons 16 display 16 Ethernet indicator 16 layout 16 location 11 using 16 Wi‑Fi indicator 17 printer does not respond 140 printer memory fax 100 Printer Memory Full 146 printer messages Alignment Problem 142 Cannot Collate Job 142 Change [Paper Source] to [Size] [Type] Paper 142 Change [Paper Source] to [Size] Paper 142 Close Printer 142 Duplex Unit Missing 143 Ink Cartridge Access Door Open 143 Ink Cartridge Error 144
Index RJ‑11 adapter 83 S safety information 6 saving energy 18 saving paper 18 saving paper default settings 34 scan improving quality 71 PIN 71 scan job canceling 71 scan was not successful 155 Scanned Document Too Long 146 Scanner ADF Cover Open 147 Scanner Disabled 147 scanner glass cleaning 135 location 11 scanner unit does not close 154 scanning creating a PDF from scan 70 documents for editing 68 documents for e‑mailing 69 in black and white 71 tips 64 to a flash drive 66 to a local computer 64 to a
Index telecommunication notices 181, 182, 183, 184 tips for copying 58 e‑mailing 74 printing 40 receiving faxes 92 scanning 64 sending faxes 91 transmission report, fax 98 transmit key WEP 109 transparencies loading 33 tray loading paper 29 trays linking 39 troubleshooting cannot open Embedded Web Server 174 checking an unresponsive printer 137 contacting customer support 137, 175 Continue button is unavailable 163 fax checklist 156 solving basic printer problems 137 wireless network 162 troubleshooting, c
Index locating 117 WEP transmit key 109 Windows installing printer on wireless network 104 Windows software Abbyy Sprint OCR 23 Phone Book 23 Printer Home 23 Printer Setup Utility 23 Printing Preferences 23 Product Update 23 Status Messenger 23 Status Monitor Center 23 Tools for Office 23 Wireless Setup Utility 23 wired (Ethernet) networking for Macintosh 111 wired (Ethernet) networking for Windows 111 wireless 126 Macintosh 114 network indicator light 105 wireless network adding a printer to existing ad h
