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Lexmark X945e User's Guide - Page 67

E-mailing, Getting ready to e-mail, Setting up the e-mail function, Setting up the address book

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

Section	Page
Contents	3
Safety information	15
Learning about the printer	17
Printer configurations	17
Basic functions of the scanner	17
Understanding the ADF and scanner glass	18
Understanding the control panel	19
Understanding the home screen	20
Using the touch-screen buttons	22
Installing options	27
Installing internal options	27
Available options	27
Accessing the system board to install internal options	27
Installing a memory card	28
Installing a flash memory or firmware card	29
Installing an internal print server or port interface card	30
Reinstalling the system board	31
Attaching cables	32
Loading paper and specialty media	34
Setting the Paper Size and Paper Type	34
Loading the 520-sheet trays	34
Loading the 520-sheet trays	34
Using A5 or statement paper sizes	36
Loading the 867- and 1133-sheet trays	37
Using the multipurpose feeder	38
Configuring Universal paper settings	41
Linking and unlinking trays	41
Linking trays	41
Unlinking trays	41
Changing a Custom Type <x> name	42
Assigning a custom paper type name	42
Paper and specialty media guide	43
Paper guidelines	43
Paper characteristics	43
Unacceptable paper	44
Selecting paper	44
Selecting preprinted forms and letterhead	44
Using recycled paper	44
Using letterhead	45
Using transparencies	46
Using envelopes	47
Using labels	47
Using card stock	48
Storing paper	48
Supported paper sizes, types, and weights	48
Paper sizes supported by the printer	49
Paper types and weights supported by the printer	50
Paper types and weights supported by the finisher	50
Supported finishing features	51
Copying	55
Making copies	55
Making a quick copy	55
Copying using the ADF	55
Copying using the scanner glass (flatbed)	56
Copying photos	56
Copying on specialty media	56
Making transparencies	56
Copying to letterhead	56
Customizing copy settings	57
Copying from one size to another	57
Making copies using paper from a selected tray	57
Copying a document that contains mixed paper sizes	58
Copying on both sides of the paper (duplexing)	58
Reducing or enlarging copies	59
Adjusting copy quality	59
Collating copies	60
Placing separator sheets between copies	60
Copying multiple pages onto a single sheet	60
Creating a custom job (job build)	61
Job interrupt	62
Placing information on copies	62
Placing the date and time at the top of each page	62
Placing an overlay message on each page	63
Canceling a copy job	63
Canceling a copy job while the document is in the ADF	63
Canceling a copy job while copying pages using the scanner glass	63
Canceling a copy job while the pages are being printed	63
Understanding the copy screens and options	63
Copy from	63
Copy to	64
Scale	64
Darkness	64
Color	64
Photo	64
Sides (Duplex)	64
Collate	64
Options	64
Improving copy quality	66
E-mailing	67
Getting ready to e-mail	67
Setting up the e-mail function	67
Setting up the address book	67
Creating an e-mail shortcut	68
Creating an e-mail shortcut using the Embedded Web Server	68
Creating an e-mail shortcut using the touch screen	68
E-mailing a document	68
Sending an e-mail using the keypad	68
Sending an e-mail using a shortcut number	69
Sending an e-mail using the address book	69
E-mailing color documents	69
Using profiles	70
Creating an e-mail profile	70
E-mailing to a profile	70
Customizing e-mail settings	70
Adding e-mail subject and message information	70
Changing the output file type	71
Canceling an e-mail	71
Understanding e-mail options	71
Original Size	71
Sides (Duplex)	71
Orientation	72
Binding	72
E-mail Subject	72
E-mail Message	72
Resolution	72
Send As	72
Content	72
Advanced Options	72
Faxing	74
Getting the printer ready to fax	74
Choosing a fax connection	74
Using an RJ11 adapter	75
Connecting directly to a telephone wall jack in Germany	78
Connecting to a telephone	79
Connecting to an answering machine	80
Connecting to a computer with a modem	81
Setting the outgoing fax name and number	83
Setting the date and time	83
Turning daylight saving time on or off	83
Sending a fax	84
Sending a fax using the control panel	84
Sending a fax using the computer	84
Creating shortcuts	84
Creating a fax destination shortcut using the Embedded Web Server	84
Creating a fax destination shortcut using the touch screen	85
Using shortcuts and the address book	85
Using fax destination shortcuts	85
Using the address book	86
Customizing fax settings	86
Changing the fax resolution	86
Making a fax lighter or darker	86
Sending a fax at a scheduled time	87
Viewing a fax log	87
Canceling an outgoing fax	87
Canceling a fax while the original documents are still scanning	87
Canceling a fax after the original documents have been scanned to memory	88
Understanding fax options	88
Original Size	88
Content	88
Sides (Duplex)	88
Resolution	88
Darkness	88
Advanced Options	89
Improving fax quality	89
Holding and forwarding faxes	89
Holding faxes	89
Forwarding a fax	90
Scanning to an FTP address	91
Scanning to an FTP address	91
Scanning to an FTP address using the keypad	91
Scanning to an FTP address using a shortcut number	92
Scanning to an FTP address using the address book	92
Creating shortcuts	92
Creating an FTP destination shortcut using the Embedded Web Server	92
Creating an FTP destination shortcut using the touch screen	93
Understanding FTP options	93
Original Size	93
Sides (Duplex)	93
Binding	93
Resolution	93
Send As	93
Content	93
Advanced Options	94
Improving FTP quality	94
Scanning to a computer or USB flash memory device	95
Scanning to a computer	95
Scanning to a USB flash memory device	96
Understanding scan to computer options	96
Quick Setup	96
Format Type	96
Compression	97
Default Content	97
Color	97
Original Size	97
Orientation	97
Sides (Duplex)	97
Darkness	97
Resolution	97
Advanced Imaging	97
Improving scan quality	98
Printing	99
Installing printer software	99
Printing a document	99
Printing a document from Windows	99
Printing a document from a Macintosh computer	99
Printing confidential and other held jobs	99
Holding jobs in the printer	99
Printing confidential and other held jobs from Windows	100
Printing confidential and other held jobs from a Macintosh computer	100
Printing from a USB flash memory device	101
Printing information pages	103
Printing a menu settings page	103
Printing a network setup page	103
Printing a directory list	103
Printing the print quality test pages	103
Canceling a print job	104
Canceling a print job from the control panel	104
Canceling a print job from the Windows taskbar	104
Canceling a print job from the Windows desktop	104
Canceling a print job from Mac OS 9	104
Canceling a print job from Mac OS X	104
Printing in black and white	105
Using Max Speed and Max Yield	105
Clearing jams	106
Avoiding jams	106
Understanding jam numbers and locations	106
200–203 paper jams	108
230–231 paper jams	108
241 paper jam	111
242–244 paper jams	112
250 paper jam	114
280–282 paper jams	115
283–284 and 287–288 paper jams	116
284–286 paper jams	118
289 staple jam	119
290–295 paper jams	122
Understanding printer menus	124
Menus list	124
Supplies menu	125
Paper menu	126
Default Source menu	126
Paper Size/Type menu	126
Configure MP menu	128
Substitute Size menu	129
Paper Texture menu	129
Paper Loading menu	130
Custom Types menu	131
Custom Names menu	131
Custom Bin Names menu	132
Universal Setup menu	132
Bin Setup menu	133
Reports menu	134
Reports menu	134
Settings menu	136
General Settings menu	136
Copy Settings menu	141
Fax Settings menu	143
E-mail Settings menu	151
E-mail Server Setup menu	154
FTP Settings menu	155
Scan to USB Settings	158
Print Settings	161
Security menu	175
Set Date and Time	179
Network/Ports menu	180
TCP/IP menu	180
IPv6 menu	182
E-mail Server Setup menu	183
Active NIC menu	184
Standard Network menu	184
Standard USB menu	186
NetWare menu	187
AppleTalk menu	188
LexLink menu	188
Help menu	188
Understanding printer messages	190
List of status and error messages	190
Answering	190
Bin <x> Full	190
Busy	190
Calibrating	190
Call complete	190
Cancel not available	190
Canceling	190
Change <src> to <x>	190
Check <src> guides	190
Clearing job accounting statistics	190
Close cover <x>	190
Close door <x>	191
Connect <x>bps	191
Copies	191
Defragmenting Flash DO NOT POWER OFF	191
Delete/Delete all/Delete all confidential jobs	191
Deleting	191
Dialing	191
Disk Corrupted. Reformat?	191
Disk recovery x/y XX% DO NOT POWER OFF	191
Empty hole punch box	191
Encrypting disk x/y XX% DO NOT POWER OFF	191
Enter PIN	192
Enter PIN to lock	192
Error reading USB drive	192
Fax failed	192
Flushing buffer	192
Formatting Disk x/y XX% DO NOT POWER OFF	192
Formatting Flash DO NOT POWER OFF	192
Incorrect orientation	192
Insert hole punch box	192
Insert Tray <x>	192
Internal System Error, Reload Bookmarks	192
Internal System Error, Reload Security Certificates	192
Invalid Engine Code	192
Invalid file format	193
Invalid PIN	193
Invalid Network Code	193
Job stored for delayed transmission	193
Line busy	193
Load manual feeder with <x>	193
Load staples <x>	193
Load <src> with <x>	193
Menus are disabled	193
Network/Network <x>	193
No answer	194
No dial tone	194
No held jobs	194
No jobs to cancel	194
No recognized file types	194
Power Saver	194
Printer locked, enter PIN to unlock	194
Printing	194
Programming disk DO NOT POWER OFF	194
Programming flash DO NOT POWER OFF	194
Programming System Code DO NOT POWER OFF	194
Queued for sending	194
Reading USB drive DO NOT REMOVE	194
Ready	195
Receive complete	195
Receiving page <n>	195
Remote Management Active DO NOT POWER OFF	195
Remove paper from all bins	195
Remove paper from standard bin	195
Remove paper from bin <x>	195
Replace all originals if restarting job.	195
Resetting the printer	195
Restore Held Jobs?	195
Restoring Factory Defaults	196
Restoring Held Job(s) x/y	196
Scan Document Too Long	196
Scanner ADF Cover Open	196
Sending page <n>	196
Serial <x>	196
Set clock	196
Some held jobs were not restored	196
Some held jobs will not be restored	196
Standard Bin Full	196
Staples <x> empty or misfed	196
Staples <x> low or missing	196
System busy, preparing resources for job.	197
System busy, preparing resources for job. Deleting held job(s).	197
Submitting Selection	197
Tray <x> Empty	197
Tray <x> Low	197
Tray <x> Missing	197
USB/USB <x>	197
Waiting	197
Waiting for redial	197
1565 Emul Error Load Emul Option	197
31 Missing or defective <color> cartridge	197
32 Replace unsupported <color> cartridge	197
34 Incorrect paper size, check <src>	197
34 Short paper	198
35 Insufficient memory to support Resource Save feature	198
37 Insufficient memory to collate job	198
37 Insufficient memory for Flash Memory Defragment operation	198
37 Insufficient memory, some held jobs will not be restored	198
38 Memory full	198
39 Page is too complex to print	198
40 <color> invalid refill, change cartridge	198
50 PPDS font error	199
51 Defective flash detected	199
52 Flash full	199
53 Unformatted flash detected	199
54 Serial option <x> error	199
54 Standard network software error	199
54 Network <x> software error	199
55 Unsupported option in slot <x>	199
56 Parallel port <x> disabled	200
56 Serial port <x> disabled	200
56 Standard USB port disabled	200
56 USB port <x> disabled	200
57 Configuration change, held jobs were not restored	200
58 Too many disks installed	200
58 Too many flash options installed	200
58 Too many trays attached	200
61 Remove defective hard disk	201
62 Disk full	201
63 Unformatted disk	201
80 Scheduled maintenance <x>	201
82 Replace waste toner box	201
82 Waste toner box nearly full	201
82 Waste toner box missing	201
84 Black pc unit life warning	201
84 Color pc unit life warning	201
84 <color> pc unit missing	201
84 Replace black pc unit	202
84 Replace color pc units	202
84 Unsupported <color> pc unit	202
88 <color> toner low	202
88 Replace <color> toner	202
200–289.yy paper jam	202
289 Staple error <x>	202
290-295.yy scanner jam	202
900–999 Service <message>	202
Maintaining the printer	203
Storing supplies	203
Checking the status of supplies	203
Checking the status of supplies from the control panel	203
Printing a menu settings page	203
Checking the status of supplies from a network computer	203
Conserving supplies	204
Ordering supplies	204
Ordering toner cartridges	204
Ordering photoconductors	204
Ordering staple cartridges	204
Ordering a waste toner box	205
Replacing supplies	205
Replacing the waste toner box	205
Cleaning the printhead lenses	210
Replacing a photoconductor	214
Replacing a toner cartridge	217
Cleaning the exterior of the printer	219
Cleaning the scanner glass	220
Recycling Lexmark products	220
Moving the printer	220
Before moving the printer	220
Moving the printer and options to another location within the office	221
Disassembling the printer from the scanner shelf prior to the move	221
Setting the printer up in a new location	223
Shipping the printer	224
Administrative support	225
Adjusting the brightness of the display	225
Disabling control panel menus	225
Adjusting Power Saver	225
Restoring the factory default settings	226
Encrypting the printer hard disk	226
Locking the control panel menus using the Embedded Web Server	227
Locking the entire printer	227
Modifying confidential print settings	227
Supporting IPSec	228
Supporting SNMPv3	228
Using 802.1x authentication	228
Creating an administrative password	229
Using Secure mode	229
Troubleshooting	231
Checking an unresponsive printer	231
Door A will not shut properly	231
Solving printing problems	232
Multiple-language PDFs do not print	232
Control panel display is blank or displays only diamonds	232
Error message about reading USB drive appears	232
Jobs do not print	232
Confidential and other held jobs do not print	233
Job takes longer than expected to print	233
Job prints from the wrong tray or on the wrong paper	234
Incorrect characters print	234
Tray linking does not work	234
Large jobs do not collate	234
Unexpected page breaks occur	234
Solving copy problems	235
Copier does not respond	235
Scanner unit does not close	235
Poor copy quality	235
Partial document or photo copies	236
Solving scanner problems	237
Checking an unresponsive scanner	237
Scan was not successful	237
Scanning takes too long or freezes the computer	237
Poor scanned image quality	237
Partial document or photo scans	238
Cannot scan from a computer	238
Solving fax problems	238
Caller ID is not shown	238
Cannot send or receive a fax	238
Can send but not receive faxes	240
Can receive but not send faxes	240
Received fax has poor print quality	240
Blocking junk faxes	241
Solving option problems	241
Option does not operate correctly or quits after it is installed	241
Drawers	242
Finisher	242
Flash memory card	242
Hard disk with adapter	242
Internal print server	243
Memory card	243
USB/parallel interface card	243
Solving paper feed problems	243
Paper frequently jams	243
Paper jam message remains after jam is cleared	243
Print jobs are not routed to the booklet-maker bin	243
Page that jammed does not reprint after you clear the jam	244
Solving print quality problems	245
Isolating print quality problems	245
Blank pages	245
Characters have jagged or uneven edges	246
Clipped images	246
Dark lines	246
Gray background	246
Incorrect margins	247
Light colored line, white line, or incorrectly colored line	247