User manual LEXMARK X642E MFP

X642eLaser MFP User's Guide Lexmark and Lexmark with diamond design are trademarks of Lexmark International, Inc., registered in the United States and/or other countries. © 2006 Lexmark International, Inc. All rights reserved. 740 West New Circle Road Lexington, Kentucky 40550 May 2006 www.lexmark.com Edition: May 2006 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. Some states do not allow disclaimer of express or implied warranties in certain transactions; therefore, this statement may not apply to you. This publication could include technical inaccuracies or typographical errors. Changes are periodically made to the information herein; these changes will be incorporated in later editions. Improvements or changes in the products or the programs described may be made at any time. Comments about this publication may be addressed to Lexmark International, Inc., Department F95/032-2, 740 West New Circle Road, Lexington, Kentucky 40550, U.S.A. In the United Kingdom and Eire, send to Lexmark International Ltd., Marketing and Services Department, Westhorpe House, Westhorpe, Marlow Bucks SL7 3RQ. Lexmark may use or distribute any of the information you supply in any way it believes appropriate without incurring any obligation to you. To obtain additional copies of publications related to this product, visit the Lexmark Web site at www.lexmark.com. References in this publication to products, programs, or services do not imply that the manufacturer intends to make these available in all countries in which it operates. Any reference to a product, program, or service is not intended to state or imply that only that product, program, or service may be used. Any functionally equivalent product, program, or service that does not infringe any existing intellectual property right may be used instead. Evaluation and verification of operation in conjunction with other products, programs, or services, except those expressly designated by the manufacturer, are the user's responsibility. © 2006 Lexmark International, Inc. All rights reserved. Trademarks Lexmark, Lexmark with diamond design, MarkNet, MarkVision, and PrintCryption are trademarks of Lexmark International, Inc., registered in the United States and/or other countries. Operation ReSource and LEXFAX are service marks of Lexmark International, Inc. PCL® is a registered trademark of the Hewlett-Packard Company. PCL is Hewlett-Packard Company's designation of a set of printer commands (language) and functions included in its printer products. This MFP is intended to be compatible with the PCL language. This means the MFP recognizes PCL commands used in various application programs, and that the MFP emulates the functions corresponding to the commands. Details relating to compatibility are included in the Technical Reference. Other trademarks are the property of their respective owners. UNITED STATES GOVERNMENT RIGHTS This software and any accompanying documentation provided under this agreement are commercial computer software and documentation developed exclusively at private expense. Safety information · Connect the power supply cord to a properly grounded electrical outlet that is near the product and easily accessible. CAUTION: Do not use the fax feature during a lightning storm. Do not set up this product or make any electrical or cabling connections, such as the power supply cord or telephone, during a lightning storm. Use only a 26 AWG or larger telecommunications (RJ-11) cord when connecting this product to the public switched telephone network. Refer service or repairs, other than those described in the operating instructions, to a professional service person. This product is designed, tested, and approved to meet strict global safety standards with the use of specific Lexmark components. The safety features of some parts may not always be obvious. Lexmark is not responsible for the use of other replacement parts. CAUTION: Make sure that all external connections (such as Ethernet and telephone system connections) are properly installed in their marked plug-in ports. This product uses a laser. CAUTION: Use of controls or adjustments or performance of procedures other than those specified herein may result in hazardous radiation exposure. This product uses a printing process that heats the print media, and the heat may cause the media to release emissions. You must understand the section in your operating instructions that discusses the guidelines for selecting print media to avoid the possibility of harmful emissions. This product contains mercury in the lamp (<5mg Hg). Disposal of mercury may be regulated due to environmental considerations. For disposal or recycling information, contact your local authorities or the Electronic Industries Alliance: www.eiae.org. · · · · · · 2 This symbol indicates the presence of a hot surface or component. CAUTION: To reduce the risk of injury from a hot component, allow the surface to cool before touching. Mercury statement This product contains mercury in the lamp (<5mg Hg). Disposal of mercury may be regulated due to environmental considerations. For disposal or recycling information, contact your local authorities or the Electronic Industries Alliance: www.eiae.org. Static sensitivity notice Warning: This symbol identifies static-sensitive parts. Do not touch in the areas near these symbols without first touching the metal frame of the printer. 3 Contents Chapter 1: Learning about the MFP .............................................9 Identifying the MFP ........................................................................................ 9 Using the scanner ........................................................................................ 11 Configured models ....................................................................................... 13 Understanding the MFP control panel .......................................................... 14 Using the LCD touch-screen buttons ........................................................... 21 Menus ........................................................................................................... 27 Chapter 2: Copying ......................................................................28 Quick copy .................................................................................................... 28 Multiple page copying ................................................................................... 29 Using the scanner glass (flatbed) ................................................................. 29 Understanding the copy screens and options .............................................. 29 Copying from one size to another ................................................................ 32 Making transparencies ................................................................................. 32 Copying to letterhead ................................................................................... 32 Copying photographs ................................................................................... 33 Making copies using media from a selected tray ......................................... 33 Copying mixed-sized media ......................................................................... 34 Setting the duplex option .............................................................................. 35 Reducing and enlarging copies .................................................................... 35 Adjusting copy quality ................................................................................... 36 Setting collation options ............................................................................... 36 Placing separator sheets between copies .................................................... 37 Setting paper saving options ........................................................................ 37 Placing the date and time at the top of each page ....................................... 38 Placing an overlay message on each page .................................................. 38 Canceling a copy job .................................................................................... 38 Copy tips ...................................................................................................... 39 4 Chapter 3: E-mail ..........................................................................40 Entering an e-mail address .......................................................................... 41 Using a shortcut number .............................................................................. 41 Using the address book ................................................................................ 41 E-mailing to a profile ..................................................................................... 42 Adding e-mail subject and message information .......................................... 42 Changing the output file type ........................................................................ 43 E-mailing color documents ........................................................................... 43 Creating an e-mail shortcut .......................................................................... 44 Creating an e-mail profile ............................................................................. 45 Canceling an e-mail ...................................................................................... 45 Understanding e-mail options ....................................................................... 46 E-mail server setup ...................................................................................... 47 Address book setup ...................................................................................... 47 E-mail tips ..................................................................................................... 48 Chapter 4: Faxing .........................................................................49 Sending a fax ............................................................................................... 50 Using fax destination shortcuts .................................................................... 50 Using the address book ................................................................................ 51 Sending faxes from a computer ................................................................... 51 Creating shortcuts ........................................................................................ 52 Understanding fax options ............................................................................ 54 Changing the fax resolution .......................................................................... 55 Adjusting the Darkness setting ..................................................................... 55 Sending a fax at a later time ......................................................................... 56 Cancel an outgoing fax ................................................................................. 57 Fax tips ......................................................................................................... 57 Fax setup ...................................................................................................... 58 Chapter 5: FTP ..............................................................................60 Entering the FTP address ............................................................................ 60 Using a shortcut number .............................................................................. 60 Using the address book ................................................................................ 61 Creating shortcuts ........................................................................................ 61 5 FTP options .................................................................................................. 62 FTP tips ........................................................................................................ 63 Chapter 6: Scanning to a PC or USB flash memory device .....64 Create a scan to PC profile .......................................................................... 64 Understanding scan to PC options ............................................................... 66 Scanning to a USB flash memory device ..................................................... 67 Scanning tips ................................................................................................ 67 Chapter 7: Printing .......................................................................68 Sending a job to print ................................................................................... 68 Printing from a USB flash memory device .................................................... 69 Canceling a print job ..................................................................................... 70 Printing the menu settings page ................................................................... 72 Printing a network setup page ...................................................................... 72 Printing a font sample list ............................................................................. 73 Printing a directory list .................................................................................. 73 Printing confidential and held jobs ................................................................ 73 Printing on specialty media .......................................................................... 77 Loading standard trays and optional trays ................................................... 79 Setting the Paper Type and Paper Size ....................................................... 83 Loading the multipurpose feeder .................................................................. 83 Loading the 2000-sheet drawer .................................................................... 87 Loading the envelope feeder ........................................................................ 90 Linking trays ................................................................................................. 93 Chapter 8: Understanding paper and specialty media guidelines 94 Supported print media .................................................................................. 94 Selecting print media .................................................................................. 101 Storing print media ..................................................................................... 106 Avoiding jams ............................................................................................. 106 Chapter 9: Installing and removing options ............................108 Installing input options ................................................................................ 108 Installing a duplex unit ................................................................................ 111 6 Installing memory or option cards .............................................................. 113 Accessing the MFP system board .............................................................. 114 Installing or removing a memory card ........................................................ 118 Installing or removing a flash memory or firmware card ............................. 120 Installing an option card ............................................................................. 122 Replacing the shield ................................................................................... 123 Chapter 10: Understanding the MFP ........................................124 Determining the status of supplies ............................................................. 125 Conserving supplies ................................................................................... 126 Ordering supplies ....................................................................................... 126 Recycling Lexmark products ...................................................................... 131 Cleaning the scanner glass (flatbed) and backing material ........................ 132 Scanner registration ................................................................................... 132 Moving the MFP ......................................................................................... 134 Chapter 11: Administrative support .........................................135 Adjusting control panel brightness ............................................................. 135 Restoring factory default settings ............................................................... 135 Adjusting screen timeout ............................................................................ 136 Adjusting Power Saver ............................................................................... 136 Configuring the MFP .................................................................................. 136 Using the restricted server list function ...................................................... 145 Chapter 12: Clearing jams .........................................................146 Identifying jams .......................................................................................... 146 Access doors and trays .............................................................................. 147 Understanding jam messages .................................................................... 148 Clearing jams ............................................................................................. 148 Clearing ADF Jams .................................................................................... 159 Chapter 13: Troubleshooting ....................................................160 Understanding MFP messages .................................................................. 160 Online technical support ............................................................................. 160 Checking an unresponsive MFP ................................................................ 160 7 Printing multiple language PDFs ................................................................ 161 Solving printing problems ........................................................................... 161 Solving copy quality problems .................................................................... 164 Solving scan quality problems .................................................................... 164 Solving fax problems .................................................................................. 164 Solving option problems ............................................................................. 165 Solving paper feed problems ...................................................................... 168 Print quality troubleshooting ....................................................................... 170 Solving print quality problems .................................................................... 171 Notices .........................................................................................176 Conventions ............................................................................................... 176 Electronic emission notices ........................................................................ 176 Other telecommunications notices ............................................................. 182 ENERGY STAR ......................................................................................... 185 Waste from Electrical and Electronic Equipment (WEEE) directive ........... 185 Laser advisory label ................................................................................... 185 Laser notice ................................................................................................ 186 Index .............................................................................................187 8 1 Learning about the MFP Identifying the MFP Use the following table to determine the features and options of your LexmarkTM X642e MFP (multifunction printer).Use the following table to determine the features and options of the MFP (multifunction printer). For more information about installing input options, see Installing and removing options or the instructions that came with the option. CAUTION: The MFP requires three people to lift it safely. 1 2 3 4 5 6 7 8 9 0 # 9 Models .The following table lists some common features of your printer. Input capacity Standard memory Maximum memory capacity, non-network/network Option card connectors Duplex ability 500 sheets 128MB 640MB 1 Simplex in, duplex out Model I Input capacity Standard memory Maximum memory capacity, non-network/network Duplex ability 500 sheets 256MB 768MB Simplex in, duplex(optional) Model II 1000 sheets 256MB 768MB Simplex in, duplex(optional) CAUTION: Do not set up this product or make any electrical or cabling connections, such as the power cord or telephone, during a lightning storm. 10 To identify the MFP machine type-model number, look at the label located under the top front cover. Model I Machine type 7002-001, 7002-002, 7002-011, 7002-012 4542-001, 4542-002, 4542-011, or 4542-012 Model II 7002-101, 7002-102, 7002-111, 7002-112 4542-101, 4542-102, 4542-111, or 4542-112 Using the scanner Basic functions of the scanner The Lexmark X642e provides copy, fax, and scan-to-network capability for large workgroups. You can: · · · · · Make quick copies, or change the settings on the control panel to perform specific copying jobs. Send an outgoing fax using the MFP control panel. Send an outgoing fax to multiple fax destinations at the same time. Scan documents and send them to your PC, an e-mail address, or an FTP destination. Scan documents and send them to another printer (PDF by way of FTP). 11 Automatic document feeder and scanner glass (flatbed) Note: Color documents can be scanned to a PC, e-mail address, or an FTP destination. Printed output on this MFP is black and grayscale only, not color. The ADF (automatic document feeder) can scan multiple pages. The ADF has two scanner elements. When using the ADF: · · · · · Place the paper in the ADF facing up, short-edge first. Place up to 50 sheets of plain paper on the ADF input tray. Scan media from 114.0 x 139.4 mm (4.5 x 5.5 in.) to 215.9 x 355.6 mm (8.5 x 14 in.). Scan jobs with mixed page sizes (letter and legal). Scan media weight from 52 to 120 g/m2 (14 to 32 lb). Note: Color documents can be scanned to a PC, e-mail address, or an FTP destination. · Copy and print documents at 600 dpi. Note: Printed output is black and grayscale only, not color. The scanner glass (flatbed) can be used to scan or copy single pages or book pages. When using the scanner glass (flatbed): · · · · Place the document in the left rear corner. Scan or copy media up to 215.9 x 355.6 mm (8.5 x 14 in.). Copy books up to 25.3 mm (1 in.) thick. Copy and print documents at 600 dpi. 12 Configured models The following illustrations show a standard MFP and an MFP with a duplex unit and a 500-sheet drawer. Other print media handling options are also available. Standard With duplex and drawer 1 2 5 3 6 7 4 5 CAUTION: Floor-mounted configurations require additional furniture for stability. You must use either a printer stand or printer base if using a 2000-sheet drawer. Certain other configurations also must have a printer stand or printer base. More information is available on our Lexmark Web site at www.lexmark.com/ multifunctionprinters. 1 2 3 4 5 6 7 Scanner Standard output bin Control panel Multipurpose feeder Tray 1 (integrated tray or standard tray) Duplex unit Tray 2 (500 sheets) 13 Understanding the MFP control panel MFP and scanner settings can be changed several ways: through the MFP control panel, the software application in use, the print driver, MarkVisionTM Professional, or the Web pages. Settings changed from the application or print driver apply only to the job being sent to the MFP. Changes made to print, fax, copy, and e-mail settings from an application override changes made from the control panel. If a setting cannot be changed from the application, use the MFP control panel, MarkVision Professional, or the Embedded Web Server (EWS) pages. Changing a setting from the MFP control panel, MarkVision Professional, or the Web pages makes that setting the user default. The MFP control panel consists of: 14 Callout 1 Control panel item LCD Function A liquid crystal display (LCD) which shows home screen buttons, menus, menu items, and values. Allows for making selections within Copy, Fax, and so on. Gives information about the status of the MFP using the colors red and green. Status Indicates 2 Indicator light Off Blinking green Solid green Solid red 3 0­9 Note: Referred to as the numeric keypad. MFP power is off. MFP is warming up, processing data, or printing a job. MFP is on, but idle. Operator intervention is required Press these buttons to enter numbers when the LCD screen has a field that accepts the entry of numbers. Also, use these buttons to dial phone numbers for faxes. Note: If a number is pressed while on the home screen without pressing the # button first, the Copy menu opens and changes the Copy Quantity. 4 # (Pound or number character) Press this button: · For a shortcut identifier. · Within phone numbers. For a Fax number with a #, enter it twice -- ##. · From the home screen, the Fax Destination List menu item, E-mail Destination List menu item, or Profile List menu item to access shortcuts. 5 Dial Pause Press to cause a two- or three-second dial pause in a fax number. The button only functions within the Fax menu or with fax functions. Press from the home screen to redial a fax number. When outside of the Fax menu, fax function, or home screen, pressing Dial Pause causes an error beep. When sending a fax, in the Fax To: field, a Dial Pause press is represented by a comma (,). 6 Clear All When in the function menus, such as Copy, Fax, Email, and FTP, it returns all settings to their default values, and then returns the MFP to the main function screen. 15 Callout 7 Control panel item Start Function Press to initiate the current job indicated on the control panel. From the home screen, press it to start a copy job with the default settings. If pressed while a job runs through the scanner, the button has no effect. 8 Stop Press to cause the printing or scanning to stop. During a scan job, the scanner finishes scanning the current page and then stops, which means paper may remain in the automatic document feeder (ADF). During a print job, the print media path is cleared before the printing stops. Stopping appears on the control panel during this process. 9 Backspace Within the Copy menu, which is accessed by touching the Copy button, press Backspace to delete the right-most digit of the value in the Copy Count. The default value of 1 appears if the entire number is deleted by pressing Backspace numerous . Within the Fax Destination List, press Backspace to delete the right-most digit of a number entered manually. It also deletes an entire shortcut entry. Once an entire line is deleted, another press of Backspace causes the cursor to move up one line. Within the E-mail Destination List, press Backspace to delete the character to the left of the cursor. If the entry is in a shortcut, the entire entry is deleted. 10 11 Asterisk (*) Home * is used as part of a fax number or as an alphanumeric character. Returns the control panel to the Home screen. See the "Home screen and Home screen buttons" on page 18 for more information. Accesses the context-sensitive Help feature which are help screens containing more information. Accesses the menus. These menus are only available when the MFP is in the Ready state. 12 13 Help Tips Menu 16 Callout 14 Control panel item USB direct interface Function The host Universal Serial Bus (USB) direct interface on the control panel is used to plug in a USB flash memory device and print any Portable Document Format (PDF) [.pdf file], Joint Photographic Experts Group (JPEG) [.jpeg or .jpg file], Tagged Image File Format (TIFF) [.tiff or .tif file], Graphics Interchange Format (GIF) [.gif file], Basic Multilingual Plane (BMP) [.bmp file], Portable Network Graphics (PNG) [.png file], PiCture eXchange (PCX) [.pcx file], and PC Paintbrush File Format [.dcx file] files. The USB direct interface can also be used to scan a document to a USB flash memory device using the PDF, TIFF, or JPEG formats. 15 Contrast icon Identifies the location of the contrast wheel. Look on the left side of the MFP near this icon to locate the contrast wheel which adjusts the contrast on the LCD. 17 Home screen and Home screen buttons After the MFP is turned on and a short warm-up period occurs, the LCD shows the following basic screen which is referred to as the Home screen. Use the Home screen buttons to initiate an action such as copy, fax, or scan, to open the menu screen, or to respond to messages. Copy Fax E-mail FTP Ready. Status/ Supplies Cancel Jobs Button Copy Copy Function Touch to access the Copy menus. If the home screen is shown, press a number to access the Copy menus, too. Touch to access the E-mail menus. It is possible to scan a document directly to an e-mail address. E-mail E-mail Status message bar Ready Shows the current MFP status such as Ready or Busy. Shows MFP conditions such as Toner Low. Shows intervention messages to give instructions on what the user should do so the MFP can continue processing, such as Close door or insert print cartridge. Status/Supplies Status/ Supplies Appears on the LCD whenever the MFP status includes a message requiring intervention. Touch it to access the messages screen for more information on the message including how to clear it. 18 Button FTP FTP Function Touch to access the File Transfer Protocol (FTP) menus. A document can be scanned directly to an FTP site. Fax Fax Touch to access the Fax menus. Cancel Jobs Cancel Jobs Open the Cancel Jobs screen. If only one job is in the queue the button says Cancel Job. The Cancel Jobs screen shows any of the following items under three headings on the screen, which are Print, Fax, and Network: · · · · · · print job copy job fax profile FTP e-mail send Cancel Job Cancel Job Each heading has its own list of jobs shown in a column under it. Each column can only show three jobs per screen. Each job appears as a button. If more than three jobs exist in a column, then the down arrow appears at the bottom of the column. Each touch of the down arrow accesses one job in the list. When more than three jobs exist, once the fourth job in the list is reached, then an up arrow appears at the top of the column. Other buttons may appear on the Home screen. They are: Button Button name Release Held Faxes (or Held Faxes if in Manual Mode) Function There are held faxes with a scheduled hold time previously set. To access the list of held faxes, touch this button. Release Held Faxes 19 Button Button name Held Jobs Function To open a screen containing all the held jobs containers. Release Held Faxes Cancel Jobs Cancel Jobs To open the Cancel Jobs screen. The Cancel Jobs screen shows any of the following items under three headings on the screen which are Print, Fax, and Network: · · · · · · print job copy job fax profile FTP e-mail send Cancel Job Cancel Job Each heading has its own list of jobs shown in a column under the heading. Each column can only show three jobs per screen. The job appears as a button. If more than three jobs exist in a column, then the down arrow appears at the bottom of the column. Each touch of the down arrow accesses one job in the list. When more than three jobs exist, once the fourth job in the list is reached, then an up arrow appears at the top of the column. For illustrations of the up and down arrow buttons, see Information on touch-screen buttons. To cancel a job, see the Canceling a print job for instructions. 20 Using the LCD touch-screen buttons The following section provides information on navigating through several screens. Only a few are chosen to demonstrate the use of the buttons. Sample screen one Copy Letter (8.5 x 11 in.) Copy To: Letter (8.5 x 11 in.) Scale / Darkness Sides (Duplex) Print 1 sided Print 2 sided Collate On Off Copy It Options Sample screen two Scale Auto% Darkness Copy It Options 21 Sample screen three Copy from Letter (8.5 x 11 in.) Executive (7.25 x 10.5 in.) Legal (8.5 x 14 in.) A4 (210 x 297 mm) Displaying 1-4/5 Back 22 Information on touch-screen buttons Button Button name Select button Function or description Touch the select button to have another screen appear with additional items. On the first screen, the user default setting is shown. Once the select button is touched, and the next screen appears, touching another item shown on the screen changes the user default setting. Touch the left scroll decrease button to scroll to another value in decreasing order. Left scroll decrease button Right scroll increase button Touch the right scroll increase button to scroll to another value in increasing order. Left arrow button Touch the left arrow button to scroll left to: · Reach a decreased value shown by an illustration. · See a full text field on the left. Right arrow button Touch the right arrow button to scroll right to: · Reach an increased value shown by an illustration. · See a full text field on the right. Down arrow Touch the down arrow to move down to the next item in a list, such as a list of menu items or values. The down arrow does not appear on a screen with a short listing. It only appears if the entire listing cannot be seen on one screen. On the last screen of the listing, the down arrow is gray to indicate that it is not active since the end of the list appears on this screen. Touch the up arrow to move up to the next item in a list, such as a list of menu items or values. When on the first screen presented with a long list, the up arrow is gray to indicate that it is not active. On the second screen needed to show the rest of the listed item, the up arrow is blue to show that it is active. This is an unselected radio button. Up arrow Unselected radio button 23 Button Button name Selected radio button Function or description This is a selected radio button. Touch a radio button to select it. The radio button changes color to show it is selected. In Other touch-screen buttons, the only paper size selected is Letter. Touch the Back button to return to the previous screen, and no settings are saved on the screen where it was touched unless you have selected a radio button previously. Back Back 24 Other touch-screen buttons Button Button name Cancel Cancel Function or description Touch Cancel to cancel an action or a selection. Touch to cancel out of a screen and return to the previous screen. Continue Continue Custom Custom Allows for creating a custom button based on the user's needs. Done Done Allows specifying that a job is finished. For example, when scanning an original document, one could indicate that the last page is scanned, and then printing the job would begin. Gray button Touch this button to select the action appearing on the button. Grayed out button When this button appears, it looks faded with a faded word on it. It means the button is not active or unavailable on this screen. It was probably active on the previous screen, but the selections made on the previous screen caused it to be unavailable on the current screen. 25 Button Button name Select Function or description Touch to select a menu. The next screen appears showing menu items. Touch to select a menu item. The next screen appears showing values. Submit Submit A gray button indicates a choice. If a different value within a menu item is touched, it needs to be saved to become the current user default setting. To save the value as the new user default setting, touch Submit. Features Feature Feature name Attendance message alert Description If an attendance message occurs which closes a function, such as copy or fax, then a blinking gray exclamation point appears over the function button on the home screen. This feature indicates an attendance message exists. Touch Status/Supplies to see the current status. 26 Menus A number of menus are available to make it easy for you to change MFP settings or print reports. To access the menus and settings, press Menu on the control panel. When a value or setting is selected and saved, it is stored in MFP memory. Once stored, these settings remain active until new ones are stored or the factory defaults are restored. Note: Settings chosen for faxing, scanning, e-mailing, copying, and settings for printing from the application may override the settings selected from the control panel. The following diagram shows the touch screen menu index and the menus and items available under each menu. For more information about menus and menu items, see the Menus and Messages Guide on the drivers CD. Paper Menu Default Source Paper Size/Type Configure MP Substitute Size Paper Texture Paper Weight Paper Loading Custom Types Custom Names Universal Setup Reports Menu Settings Page Device Statistics Shortcut List Fax Job Log Fax Call Log E-mail Shortcuts Fax Shortcuts FTP Shortcuts Profiles List NetWare Setup Page Print Fonts Print Directory Network/Ports TCP/IP IPv6 E-mail Server Setup Wireless Standard Network Network Standard USB USB Standard Parallel Parallel Serial NetWare AppleTalk LexLink Settings General Settings Copy Settings Fax Settings E-mail Settings FTP Settings Print Settings Security Set Date and Time Help Pages Print All Information Guide Copying E-mail Faxing FTP Print Defects Supplies Guide Manage Shortcuts Manage Fax Shortcuts Manage E-mail Shortcuts Manage FTP Shortcuts Manage Profile Shortcuts 27 2 Copying The following copy topics are available in this and other chapters. Quick copy Multiple page copying Using the scanner glass (flatbed) Understanding the copy screens and options Copying from one size to another Making transparencies Copying to letterhead Copying photographs Making copies using media from a selected tray Copying mixed-sized media Setting the duplex option Reducing and enlarging copies Adjusting copy quality Setting collation options Placing separator sheets between copies Setting paper saving options Placing the date and time at the top of each page Placing an overlay message on each page Canceling a copy job Copy tips Solving copy quality problems Quick copy 1 Place the original document facing up in the automatic document feeder (ADF) or facing down on the scanner glass (flatbed). Adjust the paper guides when using the ADF. 2 Press Go on the numeric pad. Note: If an LDSS profile has been installed, you may receive an error when attempting a quick copy. Contact your system support person for access. 28 Multiple page copying 1 Place the original document facing up in the automatic document feeder or facing down on the scanner glass (flatbed). Adjust the paper guides when using the ADF. 2 Touch Copy. 3 Use the numeric keypad to specify the number of copies you want. After entering the number of copies, the touch screen will automatically change to the copy settings menu. 4 Change the copy options to meet your requirements. 5 Touch Copy It. Using the scanner glass (flatbed) If using the scanner glass (flatbed) to make copies: 1 Open the document cover. 2 Place the document facing down on the scanner glass (flatbed). 3 Close the document cover. 4 Touch Copy, or press Go on the numeric pad. For Copy, continue with step 5. For Go, proceed with step 8. 5 Set the number of copies. 6 Change the copy options to meet your requirements. 7 Touch Copy It. 8 Touch Scan Next if you have more pages to scan, or touch Finish the Job if you are done. Touching Finish the Job returns the MFP to the copy screen. 9 Touch Home when you are finished. Understanding the copy screens and options Copy From: Opens a screen where you can enter the size of the documents you are going to copy. · Touching any of the paper size icons on the follow-on screen will make that your selection and return you to the Copy Options Screen. 29 · When Original Size is set to Mixed Sizes, you can scan different size original documents (letter and legal size pages). They will be scaled automatically to fit the selected output media size. Copy To: Opens a screen where you can enter the size and type of paper on which your copies will be printed. · · · Touching any of the paper size icons on the follow-on screen will make that your selection and return you to the Copy Options Screen. If the size settings for Copy From and Copy To are different, the MFP will automatically adjust the Scale setting to accommodate the difference. If you have a special type or size of paper that you'd like to copy onto that is not normally in the MFP paper trays, you can select MP Feeder, and manually send the type of paper you want through the MP feeder. When using Auto Match, the MFP will match the size of the original document as specified in the Copy From box. If a matching paper size is not loaded in one of the paper trays, the MFP will scale the copy to fit loaded media. · Scale: Creates an image from your copy that is proportionally scaled anywhere between 25% and 400%. Scale can also be set for you automatically. · When you want to copy from one size of paper to another, such as legal size to letter size, setting your Copy From and Copy To paper sizes will automatically change the scale to keep all the original document information on your copy. Touching the arrow to the left lowers the value by 1%; touching the arrow to the right increases the value by 1%. Holding your finger on an arrow makes a continuous increment. Holding your finger on an arrow for two seconds causes the pace of the change to accelerate. · · · Darkness: Adjusts how light or dark your copies will turn out in relation to the original document. Printed Image: Copies halftone photographs or graphics such as documents printed on a laser printer or pages from a magazine or newspaper that are composed primarily of images. For original documents that are a mixture of text, line drawings, or other graphics, leave Printed Image off. Sides (Duplex): Prints copies on 1 or 2 sides, makes 1-sided copies (simplex) of 1-sided originals or 2-sided copies (duplex) from 1-sided original documents. Note: For 2-sided output, you must have a duplex unit attached to your printer. Collate: Keeps the pages of a print job stacked in sequence, particularly when printing multiple copies of the document. The default setting for Collate is on; the output pages of your copies will be ordered (1,2,3) (1,2,3) (1,2,3). If you want all the copies of each page to remain together, turn Collate off, and your copies will be ordered (1,1,1) (2,2,2) (3,3,3). Options: Opens a screen to change Paper Saver, Advanced Imaging, Separator Sheets, Margin Shift, Edge Erase, Date/Time Stamp, Overlay, Content, or Advance Duplex settings. 30 · Paper Saver: Takes two or more sheets of an original document and prints them together on the same page. Paper Saver is also called N-up printing. The N stands for Number. For example, 2-up would print two pages of your document on a single page, and 4-up would print four pages of your document on a single page. Touching Print Page Borders adds or removes the outline border surrounding the original document pages on the output page. Separator Sheets: Places a blank piece of paper between each copy of your copying job. The separator sheets can be drawn from a bin with a different kind or color of paper from your copies. Margin Shift: Increases the size of the margin the specified distance. This can be useful in providing space to bind or hole-punch copies. Use the increase or decrease arrows to set how much of a margin you want. If the additional margin is too large, the copy will be cropped. Edge Erase: Eliminates smudges or information around the edges of your document. You can choose to eliminate an equal area around all four sides of the paper, or pick a particular edge. Edge Erase will erase whatever is within the selected area, leaving nothing printed on that portion of the paper. Date/Time Stamp: Turns the Date/Time Stamp on and prints the date and time at the top of every page. Overlay: Creates a watermark (or message) that overlays the content of your copy. You can choose between Urgent, Confidential, Copy, and Draft. The word you pick will appear, faintly, in large print across each page. Note: A custom overlay can be created by the system support person. An additional icon with that message will then be available. · · · · · · Content: Enhances copy quality. Choose Text for original documents that are mostly text or line art. Choose Text/Photo when the original documents are a mixture of text and graphics or pictures. Choose Photograph when the original document is a high-quality photograph or inkjet print. Choose Printed Image when copying halftone photographs or graphics such as documents printed on a laser printer or pages from a magazine or newspaper. 31 Copying from one size to another 1 Place the original document in the automatic document feeder facing up, short-edge first. 2 Adjust the paper guides. 3 Touch Copy. 4 Touch Copy from:, and then identify the size of the original document. For example, Legal. 5 Touch Copy to:, and then select the size you want the copy to be. Note: If you select a paper size that is different from the "Copy from" size, the MFP will scale the size automatically. 6 Touch Copy It. Making transparencies 1 Place the original document in the automatic document feeder facing up, short-edge first. 2 Adjust the paper guides. 3 Touch Copy. 4 Touch Copy from:, and then identify the size of the original document. 5 Touch Copy to:, and then touch the tray that contains transparencies. Note: If you do not see Transparency as an option, speak with your system support person. 6 Touch Copy It. Copying to letterhead 1 Place the original document in the automatic document feeder facing up, short-edge first. 2 Adjust the paper guides. 3 Touch Copy. 4 Touch Copy from:, and then identify the size of the original document. 5 Touch Copy to:, and then touch the tray that contains letterhead. Note: If you do not see Letterhead as an option, speak with your system support person. 6 Touch Copy It. 32 Copying photographs 1 Open the document cover. 2 Place the photograph face down on the scanner glass (flatbed). 3 Touch Copy. 4 Touch Options. 5 Touch Content. 6 Touch Photograph. 7 Touch Copy It. 8 Touch Scan Next or Done. Making copies using media from a selected tray During the copy process, you can select the input tray that contains the media type of choice. For example, if a special media type is located in the multipurpose feeder, and you want to make copies on that media: 1 Place the original document in the automatic document feeder facing up, short-edge first. 2 Adjust the paper guides. 3 Touch Copy. 4 Touch Copy from:, and then identify the size of the original document. 5 Touch Copy to:, and then touch multipurpose feeder or the tray that contains the media type you want. 6 Touch Copy It. 33 Copying mixed-sized media You can place mixed-sized original documents in the ADF and then copy them. Depending on the paper size loaded in the trays, the scanner will print on the same size media or scale the document to fit the media in the tray. Example 1, the MFP has two paper trays, one tray loaded with letter and the other with legal paper. A document mixed with letter and legal pages needs to be copied. 1 Place the original document in the automatic document feeder facing up, short-edge first. 2 Adjust the paper guides. 3 Touch Copy. 4 Touch Copy From, and then touch Mixed Sizes. 5 Touch Copy To, and then touch Auto Size Match. 6 Touch Copy It. The scanner will identify the different size pages as they scan, and then print them on the correct size paper. Example 2, the MFP has one paper tray, loaded with letter-size paper. A document mixed with letter and legal pages needs to be copied. 1 Place the original document in the automatic document feeder facing up, short-edge first. 2 Adjust the paper guides. 3 Touch Copy. 4 Touch Copy From, and then touch Mixed Sizes. 5 Touch Copy It. The scanner will identify the different size pages as they scan, and then scale the legal size pages to print on letter-size paper. 34 Setting the duplex option 1 Place the original document in the automatic document feeder facing up, short-edge first. 2 Adjust the paper guides. 3 Touch Copy. 4 Touch the button that looks the way you want your copies duplexed. The first number represents sides of the original documents; the second number represents sides of the copy. For example, select 1 --> 2-sided if you have 1-sided original documents and you want 2sided copies. 5 Touch Copy It. Reducing and enlarging copies Copies can be reduced to 25% of the original document size or enlarged to 400% of the original document size. The default for Scale is Auto. If you leave Scale set to Auto, the content of the original document will be scaled to fit the size of the paper onto which you are copying. To reduce or enlarge a copy: 1 Place the original document in the automatic document feeder facing up, short-edge first. 2 Adjust the paper guides. 3 Touch Copy. 4 From Scale, touch + or ­ to enlarge or reduce your output. Note: Touching Copy To or Copy From after setting Scale manually will turn the scale value back to Auto. 5 Touch Copy It. 35 Adjusting copy quality 1 Place the original document in the automatic document feeder facing up, short-edge first. 2 Adjust the paper guides. 3 Touch Copy. 4 Touch Options. 5 Touch Content. 6 Touch the option that best describes what you are copying: · · · · Text: Used for original documents that are mostly text or line art. Text/Photo: Used when the original documents are a mixture of text and graphics or pictures. Photograph: Used when the original document is a high-quality photograph or inkjet print. Printed Image: Used when copying halftone photographs, graphics such as documents printed on a laser printer, or pages from a magazine or newspaper that are composed primarily of images. 7 Touch Copy It. Setting collation options If you want your copies collated, you don't need to do anything; this is the default setting. For example, two copies of three pages will print page 1, page 2, page 3, page 1, page 2, page 3. If you don't want your copies collated, you can change the setting. For example, two copies of three pages will print page 1, page 1, page 2, page 2, page 3, page 3. To turn collation off: 1 Place the original document in the automatic document feeder facing up, short-edge first. 2 Adjust the paper guides. 3 Touch Copy. 4 Use the numeric keypad to enter the number of copies you want. 5 Touch Off if you do not want your copies collated. 6 Touch Copy It. 36 Placing separator sheets between copies 1 Place the original document in the automatic document feeder facing up, short-edge first. 2 Adjust the paper guides. 3 Touch Copy. 4 Touch Options. 5 Touch Separator Sheets. Note: Collation must be On for the separator sheets to be placed between copies. If Collation is Off, the separator sheets are inserted after the job has been printed. 6 Touch Copy It. Setting paper saving options 1 Place the original document in the automatic document feeder facing up, short-edge first. 2 Adjust the paper guides. 3 Touch Copy. 4 Make your duplex choice. 5 Touch Options. 6 Touch Paper Saver. 7 Select the output you want. For example, if you have four portrait-oriented original documents that you want copied to the same side of one sheet, touch 4 on 1 Portrait. 8 Touch Print Page Borders if you want a box drawn around each page on the copies. 9 Touch Copy It. 37 Placing the date and time at the top of each page 1 Place the original document in the automatic document feeder facing up, short-edge first. 2 Adjust the paper guides. 3 Touch Copy. 4 Touch Options. 5 Touch Date/Time Stamp. 6 Touch On. 7 Touch Done. 8 Touch Copy It. Placing an overlay message on each page An overlay message can be placed on each page. The message choices are Urgent, Confidential, Copy, or Draft. To place a message on the copies: 1 Place the original document in the automatic document feeder facing up, short-edge first. 2 Adjust the paper guides. 3 Touch Copy. 4 Touch Options. 5 Touch the button containing the overlay you want to use. 6 Touch Done. 7 Touch Copy It. Canceling a copy job While the document is in the ADF When the ADF begins processing a document, the scanning screen is displayed. You can cancel the copy job by touching Cancel Job on the touch screen. Touching Cancel Job cancels the entire job that is being scanned. The scanning screen will be replaced with a "Canceling scan job" screen. The ADF will clear any page that has started scanning and leave the other pages in the ADF. 38 While copying pages using the scanner glass (flatbed) During the copy process, the "Scan the next page" screen appears. To cancel the copy job, touch Cancel Job on the touch screen. Touching Cancel Job cancels the entire job that has been scanned. The scanning screen will be replaced with a "Canceling scan job" screen. Once the job has been flushed, the touch screen will return to the copy screen. When the pages are being printed To cancel the print job, touch Cancel Job on the touch screen, or press cancel on the numeric keypad. Touching Cancel Job or pressing cancel on the keypad cancels the remaining print job. Once the job has been deleted, the touch screen will return to the home screen. Copy tips The following tips may improve the MFP copy quality. For additional information or to solve copy problems, see Solving copy quality problems. Question When should I use Text mode? Tip · Text mode should be used when text preservation is the main goal of the copy, and preserving images copied from the original document is not a concern. · Text is best used for receipts, carbon copy forms, and documents that only contain text or fine line art. When should I use Text/Photo · Text/Photo mode should be used when copying an original document that mode? contains a mixture of text and graphics. · Text/Photo is best used for magazine articles, business graphics, and brochures. When should I use Printed Image mode? When should I use Photograph mode? Printed Image mode should be used when copying halftone photographs, graphics such as documents printed on a laser printer, or pages from a magazine or newspaper. Photograph mode should be used when the original document is a high-quality photograph or inkjet print. 39 3 E-mail The MFP can be used to e-mail scanned documents to one or more recipients. There are four ways to send an e-mail from the MFP. You can type the e-mail address, use a shortcut number, use the address book, or a profile. Permanent e-mail destinations can be created in the Manage Destinations link located under the Configuration tab on the Web page. For more information or detailed instructions, select one of the following: Entering an e-mail address Using a shortcut number Using the address book E-mailing to a profile Adding e-mail subject and message information Changing the output file type E-mailing color documents Creating an e-mail shortcut Creating an e-mail profile Canceling an e-mail Understanding e-mail options E-mail server setup Address book setup 40 Entering an e-mail address 1 Place the original document facing up in the automatic document feeder or facing down on the scanner glass (flatbed). Adjust the paper guides when using the ADF. 2 Touch E-mail. 3 Enter the recipient's address. You can enter additional recipients by pressing next and then entering the recipient's address or shortcut number. 4 Touch E-mail It. Using a shortcut number 1 Place the original document facing up in the automatic document feeder or facing down on the scanner glass (flatbed). Adjust the paper guides when using the ADF. 2 Touch E-mail. 3 Press #, and then enter the recipient's shortcut number. You can enter additional recipients by pressing next and then entering the recipient's shortcut number or address. 4 Touch E-mail It. Using the address book 1 Place the original document facing up in the automatic document feeder or facing down on the scanner glass (flatbed). Adjust the paper guides when using the ADF. 2 Touch E-mail. 3 Touch Search Address Book. 4 Enter the name or part of the name you are searching for, and then touch Search. 5 Touch the name that you want to add to the To: field. You can enter additional recipients by pressing next and then entering the recipient's address or shortcut number, or searching the address book. 6 Touch E-mail It. 41 E-mailing to a profile 1 Place the original document facing up in the automatic document feeder or facing down on the scanner glass (flatbed). Adjust the paper guides when using the ADF. 2 Touch Held Jobs. 3 Touch Profiles. 4 Select your e-mail destination from the profile list. 5 Touch E-mail It. Adding e-mail subject and message information 1 Place the original document facing up in the automatic document feeder or facing down on the scanner glass (flatbed). Adjust the paper guides when using the ADF. 2 Touch E-mail. 3 Touch Options. 4 Touch Subject. 5 Enter the e-mail subject. 6 Touch Done. 7 Touch Message. 8 Enter an e-mail message. 9 Touch Done. 10 Touch E-mail It. 42 Changing the output file type 1 Place the original document facing up in the automatic document feeder or facing down on the scanner glass (flatbed). Adjust the paper guides when using the ADF. 2 Touch E-mail. 3 Enter an e-mail address. 4 Touch Options. 5 Touch the button that represents the file type you want to send. · · PDF: This creates a single file with multiple pages, viewable with Adobe Reader. Adobe Reader is provided free by Adobe at http://www.adobe.com. TIFF: Creates multiple files or a single file. If Multi-page TIFF is turned off in the Configuration menu, then TIFF saves one page in each file. The file size is usually larger than an equivalent JPEG. JPEG: Creates and attaches a separate file for each page of the original document, and is viewable by most Web browsers and graphics programs. · 6 Touch E-mail It. E-mailing color documents 1 Place the original document facing up in the automatic document feeder or facing down on the scanner glass (flatbed). Adjust the paper guides when using the ADF. 2 Touch E-mail. 3 Enter an e-mail address. 4 Touch Options. 5 Touch Color. 6 Touch E-mail It. 43 Creating an e-mail shortcut From a computer 1 Enter the IP address of the MFP into the URL field (address bar) of the Web browser. 2 Click Configuration (in the left frame), and then click Manage Destinations (in the right frame). Note: You may be asked to enter a password. If you do not have an ID and password, obtain one from your system support person. 3 Click E-mail Destination Setup. 4 Enter a unique name for the recipient, and specify the e-mail address. Note: If entering multiple addresses, separate each address with a comma (,). 5 Choose your scan settings (Format, Content, Color, and Resolution). 6 Enter a shortcut number, and then click Add. If you enter a number that is already in use, you are prompted to select another number. 7 Go to the MFP, and place the original document in the automatic document feeder facing up, short-edge first. 8 Touch E-mail. 9 Press #, and then enter the recipient's shortcut number. 10 Touch E-mail It. 44 From the MFP 1 Load the original document in the ADF facing up, short-edge first, and adjust the paper guides. 2 Touch E-mail. 3 Enter the recipient's e-mail address. To create a group of recipients, touch Next number, and enter the next recipient's e-mail address. 4 Touch Save as Shortcut. 5 Enter a unique name for the shortcut. 6 Verify the shortcut name and number are correct, and then touch OK. If the name or number is incorrect, touch Cancel, and reenter the information. 7 Touch E-mail It. Creating an e-mail profile 1 Open your Web browser. In the address line, enter the IP address of the MFP you want to configure using the format: http://ip_address/. 2 Click Configuration. 3 Click E-mail/FTP Settings. 4 Click Manage E-mail Shortcuts. 5 Fill in the fields with the appropriate information. 6 Click Add. Canceling an e-mail 1 When using the automatic document feeder, touch Cancel while Scanning... is displayed on the touch screen. 2 When using the scanner bed, touch Cancel while Scan the Next Page / Finish the Job is displayed on the touch screen. 45 Understanding e-mail options Original Size: Opens a screen where you can enter the size of the documents you are going to email. · Touching any of the paper size icons on the follow-on screen will make that your selection and return you to the e-mail Options screen. When Original Size is set to Mixed Sizes, you can scan different size original documents (letter and legal size pages). They will be scaled automatically to fit the selected output media size. · Orientation: Tells the MFP whether the original document is portrait or landscape and then changes the Sides and Binding settings to match the original document orientation. Binding: Tells the MFP whether the original document is bound on the long-edge or short-edge side. E-mail Subject: Lets you enter a subject line to your e-mail. You can enter up to 255 characters. E-mail Message: Lets you enter a message that will be sent with your scanned attachment. Resolution: Adjusts the output quality of your e-mail. Increasing the image resolution increases the e-mail file size and the time needed to scan the original document. Image resolution can be decreased to reduce the e-mail file size. Send As: Sets the output (PDF, TIFF, or JPEG) for the scanned image. PDF output is a single file. TIFF output is a single file. If Multi-page TIFF is turned off in the Configuration menu, then TIFF saves one page each in a series of files. JPEG saves one page in each file. When multiple pages are scanned, the output will be a series of files. Content: Tells the MFP the original document type. Choose from Text, Text/Photo, or Photo. Color can be turned on or off with any of the Content choices. Content affects the quality and size of your email. Text: Emphasize sharp, black, high-resolution text against a clean, white background. Text/Photo: Used when the original documents are a mixture of text and graphics or pictures. Photo: Tells the scanner to pay extra attention to graphics and pictures. This setting takes longer to scan but emphasizes a reproduction of the full dynamic range of tones in the original. This increases the amount of information saved. Color: Sets the scan type and output for the e-mail. Color documents can be scanned and sent to an e-mail address. Note: The MFP will print color documents in grayscale only. 46 Advanced Options: Lets you change Transmission Log, Scan Preview, Edge Erase, or Darkness settings. Transmission Log: Prints the transmission log or transmission error log. Scan Preview: Displays the first pages of the image before it is included in the e-mail. When the first page is scanned, the scanning is paused and a preview image appears. Note: Scan Preview is not supported on all models. Edge Erase: Eliminates smudges or information around the edges of your document. You can choose to eliminate an equal area around all four sides of the paper, or pick a particular edge. Darkness: Adjusts how light or dark your scanned e-mails will turn out. E-mail server setup For e-mail to operate, it must be turned on in the MFP configuration and have a valid IP address or gateway address. To set up the e-mail function: 1 Open your Web browser. In the address line, enter the IP address of the MFP you want to configure using the format: http://ip_address/. 2 Click Configuration. 3 Click E-mail/FTP Settings. 4 Click Email Server Setup. 5 Fill in the fields with the appropriate information. 6 Click Submit. Address book setup 1 Open your Web browser. In the address line, enter the IP address of the MFP you want to configure using the format: http://ip_address/. 2 Click Configuration. 3 Click E-mail/FTP Settings. 4 Click Manage E-mail Shortcuts. 5 Fill in the fields with the appropriate information. 6 Click Add.