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Lexmark MX611 User's Guide - Page 103

E-mailing a document, Sending an e-mail using the printer control panel

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E-mailing 103 E-mailing a document You can use the printer to e‑mail scanned documents to one or more recipients in a number of ways. You can type the e‑mail address, use a shortcut number, or use the address book. You can also use the Multi Send or MyShortcut application from the printer home screen. For more information, see the "Activating the home screen applications" section of the User's Guide. Sending an e-mail using the printer control panel 1 Load an original document faceup, short edge first into the ADF tray or facedown on the scanner glass. Notes: • Do not load postcards, photos, small items, transparencies, photo paper, or thin media (such as magazine clippings) into the ADF tray. Place these items on the scanner glass. • The ADF indicator light comes on when the paper is loaded properly. 2 If you are loading a document into the ADF tray, then adjust the paper guides. Note: To avoid a cropped image, make sure that the size of the original document and the copy paper size are the same. 3 From the home screen, navigate to: E-mail > Recipient(s) 4 Type the e‑mail address, or press # using the keypad, and then enter the shortcut number. Notes: • To enter additional recipients, touch Next address, and then enter the address or shortcut number you want to add. • You can also enter an e‑mail address using the address book. 5 Touch Done > Send It. Sending an e‑mail using a shortcut number 1 Load an original document faceup, short edge first into the ADF tray or facedown on the scanner glass. Notes: • Do not load postcards, photos, small items, transparencies, photo paper, or thin media (such as magazine clippings) into the ADF tray. Place these items on the scanner glass. • The ADF indicator light comes on when the paper is loaded properly. 2 If you are loading a document into the ADF tray, then adjust the paper guides. 3 Press #, then enter the shortcut number using the keypad, and then touch . Note: To enter additional recipients, touch Next address, and then enter the address or shortcut number that you want to add. 4 Touch Send It.

Section	Page
Contents	2
Safety information	8
Learning about the printer	10
Finding information about the printer	10
Selecting a location for the printer	11
Printer configurations	12
Using the Embedded Web Server	14
Understanding the basic functions of the scanner	15
Using the ADF and scanner glass	15
Understanding the printer control panel	16
Using the printer control panel	16
Understanding the colors of the indicator and Sleep button lights	16
Understanding the home screen	17
Using the touch-screen buttons	19
Setting up and using the home screen applications	21
Finding the IP address of the computer	21
Finding the IP address of the printer	21
Accessing the Embedded Web Server	22
Customizing the home screen	22
Understanding the different applications	22
Activating the home screen applications	23
Finding information about the home screen applications	23
Setting up Forms and Favorites	23
Setting up Card Copy	24
Using MyShortcut	25
Setting up Multi Send	25
Setting up Scan to Network	26
Setting up Remote Operator Panel	27
Exporting and importing a configuration	27
Additional printer setup	29
Installing internal options	29
Available internal options	29
Accessing the controller board	30
Installing a memory card	31
Installing an optional card	33
Installing an Internal Solutions Port	35
Installing a printer hard disk	42
Removing a printer hard disk	44
Installing hardware options	45
Order of installation	45
Installing optional trays	46
Setting up the printer software	49
Installing the printer software	49
Updating available options in the printer driver	49
Attaching cables	50
Networking	52
Preparing to set up the printer on an Ethernet network	52
Installing the printer on an Ethernet network	52
Preparing to set up the printer on a wireless network	53
Connecting the printer using the Wireless Setup Wizard	54
Connecting the printer to a wireless network using Wi-Fi Protected Setup	55
Connecting the printer to a wireless network using the Embedded Web Server	56
Changing port settings after installing a new network Internal Solutions Port	56
Setting up serial printing	58
Verifying printer setup	59
Printing a menu settings page	59
Printing a network setup page	59
Loading paper and specialty media	60
Setting the paper size and type	60
Configuring Universal paper settings	60
Loading trays	60
Loading the multipurpose feeder	65
Using the standard bin and paper stop	70
Linking and unlinking trays	71
Linking and unlinking trays	71
Creating a custom name for a paper type	71
Assigning a custom paper type	72
Configuring a custom name	72
Paper and specialty media guide	74
Using specialty media	74
Tips on using letterhead	74
Tips on using transparencies	74
Tips on using envelopes	74
Tips on using labels	75
Tips on using card stock	75
Paper guidelines	76
Paper characteristics	76
Unacceptable paper	77
Selecting paper	77
Selecting preprinted forms and letterhead	77
Using recycled paper and other office papers	78
Storing paper	78
Supported paper sizes, types, and weights	79
Supported paper sizes	79
Supported paper types and weights	80
Paper sizes, types, and weights supported by the optional finisher	81
Printing	83
Printing forms and a document	83
Printing forms	83
Printing a document	83
Adjusting toner darkness	83
Printing from a flash drive	84
Printing from a flash drive	84
Supported flash drives and file types	85
Printing confidential and other held jobs	86
Storing print jobs in the printer	86
Printing confidential and other held jobs	87
Modifying confidential print settings	87
Printing information pages	88
Printing a font sample list	88
Printing a directory list	88
Canceling a print job	88
Canceling a print job from the printer control panel	88
Canceling a print job from the computer	88
Copying	90
Making copies	90
Making a quick copy	90
Copying using the ADF	90
Copying using the scanner glass	91
Copying photos	91
Copying on specialty media	91
Copying on transparencies	91
Copying on letterhead	92
Customizing copy settings	92
Copying to a different size	92
Making copies using paper from a selected tray	93
Copying different paper sizes	93
Copying on both sides of the paper (duplexing)	94
Reducing or enlarging copies	94
Adjusting copy quality	95
Collating copies	95
Placing separator sheets between copies	96
Copying multiple pages onto a single sheet	96
Creating a custom copy job	97
Placing information on copies	98
Placing a header or footer on pages	98
Placing an overlay message on each page	98
Canceling a copy job	98
Canceling a copy job while the original document is in the ADF	98
Canceling a copy job while copying pages using the scanner glass	98
Canceling a copy job while pages are being printed	99
Understanding the copy options	99
Copy from	99
Copy to	99
Scale	99
Darkness	99
Sides (Duplex)	99
Collate	100
Copies	100
Content	100
Save As Shortcut	100
Using the advanced options	100
E-mailing	101
Setting up the printer to e-mail	101
Setting up the e-mail function	101
Configuring e-mail settings	101
Creating an e-mail shortcut	102
Creating an e-mail shortcut using the Embedded Web Server	102
Creating an e-mail shortcut using the printer control panel	102
E-mailing a document	103
Sending an e-mail using the printer control panel	103
Sending an e-mail using a shortcut number	103
Sending an e-mail using the address book	104
Customizing e-mail settings	104
Adding e-mail subject and message information	104
Changing the output file type	104
Canceling an e-mail	105
Understanding the e-mail options	105
Recipient(s)	105
Subject	105
Message	105
File Name	105
Original Size	105
Darkness	106
Resolution	106
Send As	106
Content	106
Page Setup	107
Scan Preview	107
Using the advanced options	107
Faxing	108
Setting up the printer to fax	108
Initial fax setup	109
Choosing a fax connection	110
Scenario 1: Standard telephone line	110
Scenario 2: Digital Subscriber Line (DSL)	114
Scenario 3: VoIP telephone service	115
Scenario 4: Digital telephone service through a cable provider	116
Scenario 5: Countries or regions with different telephone wall jacks and plugs	117
Connecting to a distinctive ring service	121
Setting the outgoing fax name and number	121
Setting the date and time	122
Configuring the printer to observe daylight saving time	122
Sending a fax	122
Sending a fax using the printer control panel	122
Sending a fax using the computer	123
Sending a fax using a shortcut number	123
Sending a fax using the address book	124
Sending a fax at a scheduled time	124
Creating shortcuts	125
Creating a fax destination shortcut using the Embedded Web Server	125
Creating a fax destination shortcut using the printer control panel	125
Customizing fax settings	125
Changing the fax resolution	125
Making a fax lighter or darker	126
Viewing a fax log	126
Blocking junk faxes	126
Canceling an outgoing fax	127
Canceling a fax while the original documents are still scanning	127
Canceling a fax after the original documents have been scanned to memory	127
Holding and forwarding faxes	127
Holding faxes	127
Forwarding a fax	128
Understanding the fax options	128
Content	128
Resolution	129
Darkness	129
Delayed Send	129
Page Setup	129
Scan Preview	129
Using the advanced options	130
Scanning	131
Using Scan to Network	131
Scanning to an FTP address	131
Creating shortcuts	131
Creating an FTP shortcut using the Embedded Web Server	131
Creating an FTP shortcut using the printer control panel	132
Scanning to an FTP address	132
Scanning to an FTP address using the printer control panel	132
Scanning to an FTP address using a shortcut number	132
Scanning an FTP using the address book	132
Scanning to a computer or flash drive	133
Scanning to a computer using the Embedded Web Server	133
Setting up Scan to Computer	134
Scanning to a flash drive	135
Using the ScanBack Utility	135
Understanding the scan options	136
FTP	136
File Name	136
Save As Shortcut	136
Original Size	136
Darkness	136
Resolution	136
Send As	136
Content	137
Page Setup	137
Scan Preview	137
Using the advanced options	138
Understanding the printer menus	139
Menus list	139
Paper menu	140
Default Source menu	140
Paper Size/Type menu	141
Configure MP menu	144
Substitute Size menu	144
Paper Texture menu	144
Paper Weight menu	146
Paper Loading menu	147
Custom Types menu	148
Custom Names menu	149
Custom Scan Sizes menu	149
Universal Setup menu	149
Reports Menu	150
Reports menu	150
Network/Ports menu	151
Active NIC menu	151
Standard Network or Network [x] menu	151
Reports menu	153
Network Card menu	153
TCP/IP menu	154
IPv6 menu	155
Wireless menu	155
AppleTalk menu	156
Standard USB menu	157
SMTP Setup menu	159
Security menu	160
Edit Security Setups menu	160
Miscellaneous Security Settings menu	161
Confidential Print menu	162
Disk Wiping menu	162
Security Audit Log menu	163
Set Date/Time menu	163
Settings menu	165
General Settings menu	165
Copy Settings menu	174
Fax Settings menu	177
Fax Mode (Analog Fax Setup) menu	177
E-mail Settings menu	185
FTP Settings menu	190
Flash Drive menu	193
Print Settings	198
Setup menu	198
Finishing menu	199
Quality menu	201
Job Accounting menu	202
Utilities menu	203
XPS menu	204
PDF menu	204
PostScript menu	204
PCL Emul menu	205
HTML menu	208
Image menu	209
Help menu	209
Saving money and the environment	211
Saving paper and toner	211
Using recycled paper	211
Conserving supplies	211
Saving energy	212
Using Eco-Mode	212
Reducing printer noise	212
Adjusting Sleep mode	213
Using Hibernate Mode	214
Setting Hibernate Timeout	214
Using Schedule Power Modes	215
Adjusting the brightness of the display	215
Recycling	216
Recycling Lexmark products	216
Recycling Lexmark packaging	216
Returning Lexmark cartridges for reuse or recycling	216
Securing the printer	218
Statement of Volatility	218
Erasing volatile memory	218
Erasing non-volatile memory	219
Erasing printer hard disk memory	219
Configuring printer hard disk encryption	220
Finding printer security information	221
Maintaining the printer	222
Cleaning the printer parts	222
Cleaning the printer	222
Cleaning the scanner glass	223
Checking the status of parts and supplies	224
Checking the status of parts and supplies on the printer control panel	224
Checking the status of parts and supplies from the Embedded Web Server	224
Estimated number of remaining pages	224
Ordering supplies	224
Using genuine Lexmark parts and supplies	224
Ordering toner cartridges	225
Ordering an imaging unit	225
Ordering staple cartridges	226
Ordering a maintenance kit	226
Ordering an ADF separator roller	226
Storing supplies	226
Replacing supplies	227
Replacing the toner cartridge	227
Replacing the imaging unit	229
Replacing the staple cartridge	231
Moving the printer	233
Before moving the printer	233
Moving the printer to another location	234
Shipping the printer	234
Managing the printer	235
Finding advanced networking and administrator information	235
Checking the virtual display	235
Setting up e-mail alerts	235
Viewing reports	235
Configuring supply notifications from the Embedded Web Server	236
Restoring factory default settings	237
Clearing jams	238
Avoiding jams	238
Understanding jam messages and locations	239
[x]-page jam, open automatic feeder top cover. [28y.xx]	241
[x]-page jam, clear standard bin. [20y.xx]	241
[x]-page jam, open rear door. [20y.xx]	242
[x]-page jam, open front door. [20y.xx]	243
[x]-page jam, remove tray 1 to clear duplex. [23y.xx]	247
[x]-page jam, clear manual feeder. [25y.xx]	248
[x]-page jam, open tray [x]. [24y.xx]	249
[x]-page jam, remove all pages from the output bin. Leave paper in bin. [45y.xx]	250
[x]-page jam, remove all pages from the finisher’s accumulator. Leave paper in bin. [45y.xx]	255
Troubleshooting	259
Understanding the printer messages	259
Cartridge, imaging unit mismatch [41.xy]	259
Cartridge low [88.xy]	259
Cartridge nearly low [88.xy]	260
Cartridge very low, [x] estimated pages remain [88.xy]	260
Change [paper source] to [custom type name] load [orientation]	260
Change [paper source] to [custom string] load [orientation]	260
Change [paper source] to [paper size] load [orientation]	260
Change [paper source] to [paper type] [paper size] load [orientation]	260
Check tray [x] connection	261
Close front door	261
Close flatbed cover and load originals if restarting job [2yy.xx]	261
Complex page, some data may not have printed [39]	261
Configuration change, some held jobs were not restored [57]	262
Defective flash detected [51]	262
Disk full [62]	262
Disk must be formatted for use in this device	262
Disk near full. Securely clearing disk space.	262
Error reading USB drive. Remove USB.	262
Error reading USB hub. Remove hub.	262
Fax memory full	263
Fax partition inoperative. Contact system administrator.	263
Fax server 'To Format' not set up. Contact system administrator.	263
Fax Station Name not set up. Contact system administrator.	263
Fax Station Number not set up. Contact system administrator.	263
Imaging unit low [84.xy]	263
Imaging unit nearly low [84.xy]	263
Imaging unit very low, [x] estimated pages remain [84.xy]	263
Incompatible tray [x] [59]	264
Incorrect paper size, open [paper source] [34]	264
Insufficient memory to collate job [37]	264
Insufficient memory for Flash Memory Defragment operation [37]	264
Insufficient memory, some Held Jobs were deleted [37]	264
Insufficient memory, some held jobs will not be restored [37]	264
Insufficient memory to support Resource Save feature [35]	265
Load [paper source] with [custom type name] [paper orientation]	265
Load [paper source] with [custom string] [paper orientation]	265
Load [paper source] with [paper size] [paper orientation]	265
Load [paper source] with [paper type] [paper size] [paper orientation]	265
Load Manual Feeder with [custom type name] [paper orientation]	266
Load Manual Feeder with [custom string] [paper orientation]	266
Load Manual Feeder with [paper size] [paper orientation]	266
Load Manual Feeder with [paper type] [paper size] [paper orientation]	266
Maintenance kit low [80.xy]	266
Maintenance kit nearly low [80.xy]	267
Maintenance kit very low, [x] estimated pages remain [80.xy]	267
Memory full [38]	267
Memory full, cannot print faxes	267
Memory full, cannot send faxes	267
Network [x] software error [54]	267
No analog phone line connected to modem, fax is disabled.	267
Non-Lexmark [supply type], see User’s Guide [33.xy]	268
Not enough free space in flash memory for resources [52]	268
Paper changes needed	268
Parallel port [x] disabled [56]	268
Printer had to restart. Last job may be incomplete.	269
Remove defective disk [61]	269
Remove paper from standard output bin	269
Replace defective imaging unit [31.xy]	269
Replace cartridge, 0 estimated pages remain [88.xy]	269
Replace imaging unit, 0 estimated pages remain [84.xy]	269
Replace maintenance kit, 0 estimated pages remain [80.xy]	269
Replace all originals if restarting job.	269
Reinstall missing or unresponsive cartridge [31.xy]	270
Reinstall missing or unresponsive imaging unit [31.xy]	270
Replace unsupported cartridge [32.xy]	270
Replace unsupported imaging unit [32.xy]	270
Restore held jobs?	270
Scanner automatic feeder cover open	270
Scanner disabled by admin [840.01]	271
Scanner disabled. Contact system administrator if problem persists. [840.02]	271
Scanner jam, remove all originals from the scanner [2yy.xx]	271
Scanner jam, remove jammed originals from the scanner [2yy.xx]	271
Serial port [x] disabled [56]	271
SMTP server not set up. Contact system administrator.	271
Some held jobs were not restored	271
Standard network software error [54]	271
Standard USB port disabled [56]	272
Supply needed to complete job	272
Too many flash options installed [58]	272
Too many trays attached [58]	272
Unformatted flash detected [53]	272
Unsupported disk	272
Unsupported option in slot [x] [55]	273
USB port [x] disabled [56]	273
Weblink server not set up. Contact system administrator.	273
Solving printer problems	273
Basic printer problems	273
The printer is not responding	273
Printer display is blank	275
Option problems	276
Cannot detect internal option	276
Tray problems	277
Cannot detect memory card	278
Internal Solutions Port does not operate correctly	278
USB/parallel interface card does not operate correctly	278
Paper feed problems	279
Paper frequently jams	279
Paper jam message remains after jam is cleared	280
Jammed pages are not reprinted	280
Solving print problems	280
Printing problems	280
Multiple-language PDF files do not print	280
Error message about reading the flash drive appears	281
Print jobs do not print	281
Confidential and other held jobs do not print	283
Print job takes longer than expected	284
Job prints from the wrong tray or on the wrong paper	285
Incorrect characters print	285
Tray linking does not work	286
Large jobs do not collate	286
Unexpected page breaks occur	287
Print quality problems	287
Characters have jagged or uneven edges	287
Printer is printing blank pages	288
Clipped pages or images	289
Prints on color transparencies appear dark when projected	290
Shadow images appear on prints	290
Gray background on prints	291
Incorrect margins on prints	292
Paper curl	293
Print irregularities	294
Repeating defects appear on prints	295
Print is too dark	296
Print is too light	297
Skewed print	298
Printer is printing solid black pages	299
Transparency print quality is poor	300
Streaked horizontal lines appear on prints	300
Streaked vertical lines appear on prints	301
Horizontal voids appear on prints	302
Vertical voids appear on prints	303
Toner specks appear on prints	304
Toner fog or background shading appears on prints	304
Toner rubs off	305
Uneven print density	305
Solving copy problems	305
Copier does not respond	306
Scanner unit does not close	306
Poor copy quality	307

Match case Limit results 1 per page

E-mailing a document

You can use the printer to e

‑

mail scanned documents to one or more recipients in a number of ways. You can type the

‑

mail address, use a shortcut number, or use the address book. You can also use the Multi Send or MyShortcut

application from the printer home screen. For more information, see the "Activating the home screen applications"

section of the

User’s Guide

Sending an e-mail using the printer control panel

Load an original document faceup, short edge first into the ADF tray or facedown on the scanner glass.

Notes:

•

Do not load postcards, photos, small items, transparencies, photo paper, or thin media (such as magazine

clippings) into the ADF tray. Place these items on the scanner glass.

•

The ADF indicator light comes on when the paper is loaded properly.

If you are loading a document into the ADF tray, then adjust the paper guides.

Note:

To avoid a cropped image, make sure that the size of the original document and the copy paper size are

the same.

From the home screen, navigate to:

E-mail

Recipient(s)

Type the e

‑

mail address, or press

using the keypad, and then enter the shortcut number.

Notes:

•

To enter additional recipients, touch

Next address

, and then enter the address or shortcut number you want

to add.

•

You can also enter an e

‑

mail address using the address book.

Touch

Done

Send It

Sending an e

‑

mail using a shortcut number

Load an original document faceup, short edge first into the ADF tray or facedown on the scanner glass.

Notes:

•

Do not load postcards, photos, small items, transparencies, photo paper, or thin media (such as magazine

clippings) into the ADF tray. Place these items on the scanner glass.

•

The ADF indicator light comes on when the paper is loaded properly.

If you are loading a document into the ADF tray, then adjust the paper guides.

Press

, then enter the shortcut number using the keypad, and then touch

Note:

To enter additional recipients, touch

Next address

, and then enter the address or shortcut number that

you want to add.

Touch

Send It

E-mailing

103