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Lexmark Pro4000c User's Guide - Page 4

E-mailing, Faxing, Networking, Maintaining the printer, Troubleshooting, Faxing FAQ

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Contents 4 Scanning to a flash drive or memory card 63 Scanning photos for editing...64 Scanning documents for editing...65 Scanning directly to e‑mail using the printer software 66 Scanning to a PDF...66 Scanning FAQ...67 Canceling scan jobs...68 E-mailing...69 Setting up the printer to e-mail...69 Creating an e-mail contact list...70 Sending e-mail...71 Canceling an e‑mail...71 Faxing...72 Setting up the printer to fax...72 Configuring the fax settings...83 Creating a contact list...85 Sending faxes...87 Receiving faxes...88 Faxing FAQ...90 Networking 96 Installing the printer on a wireless network 96 Advanced wireless setup...102 Installing the printer on an Ethernet network 113 Networking FAQ...114 Maintaining the printer 127 Maintaining ink cartridges...127 Cleaning the exterior of the printer...128 Cleaning the scanner glass...129 Moving the printer to another location 129 Troubleshooting 130 Before you troubleshoot...130 If Troubleshooting does not solve your problem 130 Setup troubleshooting...130

Section	Page
Contents	2
Safety information	6
About your printer	7
Thank you for choosing this printer!	7
Minimizing your printer's environmental impact	7
Finding information about the printer	8
Understanding the parts of the printer	10
Selecting a location for the printer	12
Ordering and replacing supplies	13
Ordering ink cartridges	13
Using genuine Lexmark ink cartridges	13
Replacing ink cartridges	14
Ordering paper and other supplies	15
Recycling Lexmark products	15
Using the printer control panel buttons and menus	16
Using the printer control panel	16
Changing the Sleep timeout	18
Saving paper and energy	18
Restoring factory default settings	18
Using shortcuts	19
What are shortcuts?	19
Getting started	20
Launching the shortcuts page using the printer software	20
Creating a shortcut	20
Modifying or deleting a shortcut	20
Using shortcuts on the printer	21
Using the printer software	22
Minimum system requirements	22
Using the Windows printer software	22
Using the Macintosh printer software	24
Finding and installing optional software	25
Updating the printer software	25
Downloading PCL and PS drivers (Windows only)	26
Reinstalling the printer software	26
Uninstalling the printer software	26
Installing the printer software	26
Loading paper and original documents	28
Loading the paper tray	28
Loading various paper types	30
Saving paper settings	33
Loading original documents on the scanner glass	33
Loading original documents into the ADF	34
Using different paper sizes and types	35
Recommended paper brands	35
Setting the paper size and type	36
Setting the page dry time	37
Printing	39
Tips for printing	39
Printing basic documents	39
Printing a document	39
Collating printed copies	40
Changing the print order of pages	40
Printing multiple pages on one sheet	41
Printing documents from a memory card or flash drive	42
Printing specialty documents	42
Printing envelopes	42
Printing on labels	43
Printing on custom-size paper	44
Working with photos	45
Supported memory cards and file types	45
Using a memory card or flash drive with the printer	46
Printing photos from a memory card or flash drive	47
Printing photos from a PictBridge-enabled digital camera	47
Printing on both sides of the paper (duplexing)	48
Printing on both sides of the paper (duplexing) automatically	48
Setting the duplex printing dry time	50
Managing print jobs	51
Finding the print queue for your printer	51
Setting your printer as the default printer	52
Changing the default printing mode	52
Pausing print jobs	53
Resuming print jobs	53
Canceling print jobs	54
Printing from a mobile device	54
What is LexPrint?	54
Supported printers	55
Copying	56
Tips for copying	56
Making copies	56
Copying an ID card	57
Enlarging or reducing images	57
Adjusting copy quality	58
Making a copy lighter or darker	58
Collating copies using the printer control panel	58
Placing separator sheets between copies	59
Copying multiple pages on one sheet	59
Placing an overlay message on each page	59
Removing the background of a copy	60
Making a duplex copy	60
Making a duplex (two-sided) copy automatically	60
Making a duplex (two-sided) copy manually	60
Canceling copy jobs	61
Scanning	62
Tips for scanning	62
Scanning to a local computer	62
Scanning to a network computer	63
Scanning to a flash drive or memory card	63
Scanning photos for editing	64
Scanning documents for editing	65
Scanning directly to e-mail using the printer software	66
Scanning to a PDF	66
Scanning FAQ	67
How can I improve the quality of a scan?	67
How do I scan in black and white?	67
Why am I being asked for a PIN?	67
Canceling scan jobs	68
E-mailing	69
Setting up the printer to e-mail	69
Setting up the e-mail function	69
Configuring e-mail settings	69
Creating an e-mail contact list	70
Creating an e-mail contact list using the computer	70
Sending e-mail	71
Tips for e-mailing	71
Canceling an e-mail	71
Faxing	72
Setting up the printer to fax	72
Scenario 1: Standard telephone line	72
Scenario 2: Digital Subscriber Line (DSL)	75
Scenario 3: VoIP telephone service	76
Scenario 4: Digital telephone service through a cable provider	77
Scenario 5: Country- or region-specific setup	79
Entering your user information	82
Configuring the fax settings	83
Configuring fax settings using the printer control panel	83
Configuring fax settings using the fax software	84
Creating a contact list	85
Creating a contact list using the printer control panel	85
Creating a contact list using the fax software	86
Sending faxes	87
Tips for sending faxes	87
Sending faxes using the printer control panel	87
Sending faxes using the computer	88
Receiving faxes	88
Tips for receiving faxes	88
Receiving faxes automatically	89
Receiving faxes manually	89
Faxing FAQ	90
If I skipped the fax setup initially, do I need to run the installer again to set up the fax?	90
What is a splitter and what type of splitter should I use?	90
What is my fax number?	90
What is my dialing prefix?	91
When do I need to set Auto Answer to On?	91
How many rings should I set?	91
How do I set the distinctive ring for the printer?	91
How can I check the dial tone?	92
How do I adjust the speaker volume on the printer?	92
How can I make sure that fax calls go to the printer and voice calls go to the answering machine?	93
What settings work best with voice mail service?	93
How do I change the resolution of the documents that I fax?	93
How do I send a fax at a scheduled time?	93
How do I send a fax using a phone calling card?	94
How do I know that the fax was sent successfully?	94
How do I view the fax history of the printer?	94
How do I print a fax on both sides of the paper?	94
How do I forward a fax?	95
Can I block faxes?	95
Can I retrieve failed faxes?	95
Networking	96
Installing the printer on a wireless network	96
Wireless network compatibility	96
Supported network security options	96
Printing a network setup page	97
Information you will need to set up the printer on a wireless network	97
Information you will need during advanced wireless setup	98
Installing the printer on a wireless network	99
Installing the printer on other computers	100
Determining the printer status using the network indicator light	100
Special wireless installation instructions	101
Assigning a static IP address	102
Changing wireless settings after installation	102
Advanced wireless setup	102
Creating an ad hoc wireless network	102
Adding a printer to an existing ad hoc wireless network	105
Configuring the printer wirelessly using WPS (Windows only)	106
Configuring Wi-Fi Protected Setup manually	106
Use the Push Button Configuration (PBC) method	106
Use the Personal Identification Number (PIN) method	106
Switching between USB, Ethernet, and wireless connections (Windows only)	106
Switching between USB, Ethernet, and wireless connections (Macintosh only)	108
Sharing a printer in a Windows environment	110
Sharing a printer in a Macintosh environment	111
Configuring security	112
Configuring 802.1X Authentication	113
Installing the printer on an Ethernet network	113
Information you will need to set up the printer on an Ethernet network	113
Installing the printer on an Ethernet network	113
Networking FAQ	114
What is Wi-Fi Protected Setup?	114
Where do I find my WEP key or WPA/WPA2 passphrase?	115
What is an SSID?	115
Where do I find my SSID?	115
What is a network?	116
How do I find out what type of security my network is using?	116
How are home networks configured?	116
What is a USB cable?	118
Why do I need a USB cable?	118
How do I attach the USB cable?	118
How are infrastructure and ad hoc networks different?	120
Finding the signal strength	120
How can I improve wireless signal strength?	121
Move the printer closer to the access point	121
Remove obstacles between the access point and the printer	121
Remove sources of interference	122
Arrange the network to reduce signal absorption	122
How can I make sure my computer and printer are connected to the same wireless network?	122
Can I use my printer on a USB and a network connection at the same time?	123
What is a MAC address?	124
How do I find the MAC address?	124
What is an IP address?	125
What is TCP/IP?	125
How do I locate IP addresses?	125
How are IP addresses assigned?	126
What is a key index?	126
What is the difference between Guided and Advanced setup?	126
Maintaining the printer	127
Maintaining ink cartridges	127
Checking ink levels	127
Aligning the printhead	127
Cleaning the printhead nozzles	128
Cleaning the exterior of the printer	128
Cleaning the scanner glass	129
Moving the printer to another location	129
Troubleshooting	130
Before you troubleshoot	130
If Troubleshooting does not solve your problem	130
Setup troubleshooting	130
Incorrect language appears on the display	130
Change the language using the printer menus	130
Software did not install	131
Make sure that your computer meets the minimum system requirements	131
Temporarily disable security programs in Windows before installing the software	131
Check the USB connection	131
Reconnect the printer power supply	131
Print job does not print or is missing pages	131
Make sure the ink cartridges are inserted correctly	131
Select your printer from the Print dialog before sending the print job	132
Make sure the print job is not paused	132
Make sure your printer is set as the default printer	132
Reconnect the printer power supply	132
Remove and reconnect the USB cable connected to your printer	132
Check the USB connection	132
Remove and reinstall the printer software	132
Printer is printing blank pages	133
Reinstall the ink cartridges and deep clean and align the printhead	133
Printer is busy or does not respond	133
Make sure the printer is not in Sleep mode	133
Reconnect the printer power supply	133
Cannot delete documents from the print queue	134
Restart the computer and try again	134
Remove and reconnect the USB cable connected to your printer	134
Cannot print through USB	134
Check the USB connection	134
Make sure the USB port is enabled in Windows	134
Remove and reinstall the printer software	134
Understanding printer messages	135
Alignment Problem	135
Cannot Collate Job	135
Change [Paper Source] to [Size] Paper	135
Change [Paper Source] to [Size] [Type] Paper	135
Close Printer	135
Duplex Unit Missing	136
Ink Cartridge Access Door Open	136
Ink Cartridge Error	137
Ink Cartridge Missing	137
Ink Cartridge Unsupported	137
Ink Low	137
Load [Paper Source] with [Size] Paper	137
Load [Paper Source] with [Size] [Type] Paper	138
Memory Device Error	138
Network [x] Software Error	138
Out of Paper in Tray [x]	138
Paper Tray [x] Detected	138
Paper Tray [x] Removed	138
Printer Memory Full	139
Printhead Cannot Move	139
Printhead Error	139
Printhead Warning	139
Replace Ink Cartridge	139
Scanned Document Too Long	139
Scanner ADF Cover Open	139
Scanner Disabled	140
Short Paper	140
Standard Network Software Error	140
Unrecoverable Scan Error	140
USB Device Not Supported	140
USB Hub Not Supported	140
Clearing paper jams	140
Paper jam in the printer	141
Paper jam in the duplex unit	141
Paper jam in the ADF (select models only)	142
Paper or specialty media misfeeds	143
Check paper condition	143
Check paper loading	143
Remove each page as it is printed	143
Adjust the paper guides to fit the loaded paper	143
Print troubleshooting	143
Poor quality at the edges of the page	143
Check minimum print settings	143
Select the Borderless print feature	144
Streaks or lines on printed image	144
Check the ink levels	144
Select a higher print quality from the printer software	144
Make sure the ink cartridges are properly installed	144
Align the printhead	144
Clean or Deep Clean the printhead nozzles	144
Printed page has ink smears or smudges	145
Select a recommended paper for the print job	145
Set the page dry time value to Extended	145
Print speed is slow	145
Select a lower print quality from the printer software	145
Manually select a paper type that matches the type of paper you are using	145
Remove and reinstall the printer software	145
Maximize computer processing speed	145
Add memory to the computer	145
Computer slows down when printing	145
Check the USB connection between the printer and computer	145
Refresh your network connections	145
Close all applications not in use	146
Check your computer performance	146
Copy and scan troubleshooting	146
Copier or scanner does not respond	146
Set your printer as the default printer	146
Remove and reinstall the printer software	146
Scanner unit does not close	146
Poor copy or scanned image quality	146
Clean the scanner glass	146
Adjust the scan quality	146
Review the tips for copying, scanning, and improving print quality	146
Use a clearer version of the original document or image	147
Make sure the document or photo is loaded facedown on the scanner glass and in the correct corner	147
Partial copies or scans of documents or photos	147
Make sure the document or photo is loaded facedown on the scanner glass and in the placement corner	147
Select a paper size that matches the loaded paper	147
Make sure the Original Size setting matches the size of the document you are scanning	147
Scan was not successful	147
Check the USB connection	147
Restart the computer	147
Scanning takes too long or freezes the computer	147
Close other software programs that are not being used	147
Restart the computer	147
Cannot scan to a computer over a network	148
Make sure the printer and the destination computer are connected to the same network	148
Make sure the printer software is installed on the destination computer	148
E-mail troubleshooting	148
Cannot send e-mail	148
Check your e-mail configuration settings	148
Check your network connection	148
Check your proxy configuration	148
Make sure to enter a valid recipient e-mail address	148
Make sure the recipient mailbox is not full	148
Fax troubleshooting	148
Fax troubleshooting checklist	149
Cannot send faxes	149
Make sure that you have registered your user information in the printer	149
Decrease the transmission speed of the fax modem	149
Enable error correction	150
Enable automatic fax conversion	150
Make sure that the Dial Prefix setting is correct	150
Cannot receive faxes	150
Make sure that you have configured the correct settings for your setup	150
Make sure that the printer is connected to an analog port	151
Make sure that the printer memory is not full	151
Make sure that Fax Forwarding is disabled	151
Increase the ringer volume	151
Make sure that you have the correct manual answer code	151
Cannot run the fax software	151
Make sure a fax driver is installed	151
Make sure the printer is connected to a telephone line	152
Fax error messages on the printer control panel	152
Memory card troubleshooting	154
Memory card troubleshooting checklist	154
Nothing happens when a memory card is inserted	154
Reinsert the memory card	154
Network troubleshooting	154
The Continue button is unavailable	154
Check if the USB cable is securely plugged into the USB ports on both the computer and the printer	154
Make sure the printer is plugged in and turned on	154
Make sure the USB port on the computer is working	154
Make sure the USB cable is working	155
Make sure you are using the correct CD for your printer model	155
Reconnect the printer power supply	155
Run the installer again	155
Make sure your computer is able to acknowledge USB activity on the USB port	155
Cannot print and there is a firewall on the computer	156
Communication with printer lost when connected to Virtual Private Network (VPN)	156
Wireless troubleshooting	156
Wireless troubleshooting checklist	156
Cannot print over wireless network	157
Wireless print server not installed	160
“Communication not available” message appears when printing wirelessly	160
Resolving intermittent wireless communications issues	162
Notices	165
Product information	165
Edition notice	165
UNITED STATES GOVERNMENT RIGHTS	166
Trademarks	166
Federal Communications Commission (FCC) compliance information statement	166
Modular component notice	167
Noise emission levels	167
Waste from Electrical and Electronic Equipment (WEEE) directive	167
Battery notice	168
Static sensitivity notice	168
ENERGY STAR	168
Temperature information	168
Power consumption	168
Product power consumption	168
Sleep Mode	169
Off mode	169
Total energy usage	169
European Community (EC) directives conformity	170
Notice to users of the US telephone network: FCC requirements	170
Notice to users of the Canadian telephone network	171
Notice to users of the New Zealand telephone network	172
Regulatory notices for wireless products	173
Exposure to radio frequency radiation	173
Industry Canada (Canada)	173
Notice to users in the European Union	174
Statement of Limited Warranty	176
LEXMARK SOFTWARE LIMITED WARRANTY AND LICENSE AGREEMENTS	178

Match case Limit results 1 per page

Scanning to a flash drive or memory card

...............................................................................................

Scanning photos for editing

....................................................................................................................

Scanning documents for editing

..............................................................................................................

Scanning directly to e

‑

mail using the printer software

...........................................................................

Scanning to a PDF

....................................................................................................................................

Scanning FAQ

...........................................................................................................................................

Canceling scan jobs

.................................................................................................................................

E-mailing

....................................................................................................

Setting up the printer to e-mail

...............................................................................................................

Creating an e-mail contact list

.................................................................................................................

Sending e-mail

.........................................................................................................................................

Canceling an e

‑

mail

.................................................................................................................................

Faxing

........................................................................................................

Setting up the printer to fax

....................................................................................................................

Configuring the fax settings

.....................................................................................................................

Creating a contact list

..............................................................................................................................

Sending faxes

...........................................................................................................................................

Receiving faxes

........................................................................................................................................

Faxing FAQ

...............................................................................................................................................

Networking

................................................................................................

Installing the printer on a wireless network

............................................................................................

Advanced wireless setup

.......................................................................................................................

102

Installing the printer on an Ethernet network

......................................................................................

113

Networking FAQ

....................................................................................................................................

114

Maintaining the printer

............................................................................

127

Maintaining ink cartridges

.....................................................................................................................

127

Cleaning the exterior of the printer

......................................................................................................

128

Cleaning the scanner glass

....................................................................................................................

129

Moving the printer to another location

................................................................................................

129

Troubleshooting

.......................................................................................

130

Before you troubleshoot

.......................................................................................................................

130

If Troubleshooting does not solve your problem

..................................................................................

130

Setup troubleshooting

...........................................................................................................................

130

Contents