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Lexmark X940 User Guide - Page 101

Printing, Installing printer software, Printing a document, Printing a document from Windows

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Printing 101 Printing This chapter covers printing, printer reports, and job cancellation. Selection and handling of paper and specialty media can affect how reliably documents print. For more information, see "Avoiding jams" and "Storing print media." Installing printer software A printer driver is software that lets the computer communicate with the printer. The printer software is typically installed during the initial printer setup. For more information, see the Setup sheet or Setup Guide that shipped with the printer or click Install printer and software on the Software and Documentation CD. When Print is chosen from a software application, a dialog representing the printer driver opens. Click Properties, Preferences, Options, or Setup from the initial Print dialog to open Print Properties and see all of the available printer settings that may be changed. If a feature in Print Properties is unfamiliar, open the online Help for more information. Note: Print settings selected from the driver override the default settings selected from the control panel. Printing a document Printing a document from Windows 1 With a document open, click File > Print. 2 Click Properties, Preferences, Options, or Setup. 3 Adjust the settings. 4 Click OK. 5 Click OK or Print. Printing a document from a Macintosh computer 1 With a document open, choose File > Print. 2 From the Copies & Pages or General pop‑up menu, adjust the settings. 3 Click OK or Print.

Section	Page
Contents	2
Safety information	12
Learning about the printer	14
Printer configurations	14
Basic functions of the scanner	14
Understanding the ADF and scanner glass	15
Understanding the control panel	16
Understanding the home screen	17
Using the touch-screen buttons	19
Installing options	24
Installing internal options	24
Available options	24
Accessing the system board to install internal options	25
Installing a memory card	26
Installing a flash memory or firmware card	27
Installing an internal print server or port interface card	29
Reinstalling the system board	30
Attaching cables	31
Loading paper and specialty media	32
Setting the Paper Size and Paper Type	32
Loading the 520-sheet trays	32
Loading the 520-sheet trays	32
Using A5 or statement paper sizes	34
Loading the 867- and 1133-sheet trays	35
Using the multipurpose feeder	36
Configuring Universal paper settings	39
Linking and unlinking trays	39
Linking trays	39
Unlinking trays	39
Changing a Custom Type <x> name	40
Assigning a custom paper type name	41
Paper and specialty media guide	42
Paper guidelines	42
Paper characteristics	42
Unacceptable paper	43
Selecting paper	43
Selecting preprinted forms and letterhead	43
Using recycled paper	44
Using letterhead	44
Using transparencies	46
Using envelopes	46
Using labels	47
Using card stock	47
Storing paper	48
Supported paper sizes, types, and weights	48
Paper sizes supported by the printer	48
Paper types and weights supported by the printer	50
Paper types and weights supported by the finisher	50
Supported finishing features	51
Copying	54
Making copies	54
Making a quick copy	54
Copying using the ADF	54
Copying using the scanner glass (flatbed)	55
Copying photos	55
Copying on specialty media	55
Making transparencies	55
Copying to letterhead	56
Customizing copy settings	56
Copying from one size to another	56
Making copies using paper from a selected tray	56
Copying a document that contains mixed paper sizes	57
Copying on both sides of the paper (duplexing)	58
Reducing or enlarging copies	58
Adjusting copy quality	58
Collating copies	59
Placing separator sheets between copies	59
Copying multiple pages onto a single sheet	60
Creating a custom job (job build)	60
Job interrupt	61
Placing information on copies	61
Placing the date and time at the top of each page	61
Placing an overlay message on each page	62
Canceling a copy job	62
Canceling a copy job while the document is in the ADF	62
Canceling a copy job while copying pages using the scanner glass	62
Canceling a copy job while the pages are being printed	63
Understanding the copy screens and options	63
Copy from	63
Copy to	63
Scale	63
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	69
Sending an e-mail using the keypad	69
Sending an e-mail using a shortcut number	69
Sending an e-mail using the address book	69
E-mailing color documents	70
Using profiles	70
Creating an e-mail profile	70
E-mailing to a profile	70
Customizing e-mail settings	71
Adding e-mail subject and message information	71
Changing the output file type	71
Canceling an e-mail	72
Understanding e-mail options	72
Original Size	72
Sides (Duplex)	72
Orientation	72
Binding	72
E-mail Subject	72
E-mail Message	72
Resolution	72
Send As	73
Content	73
Advanced Options	73
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	86
Using fax destination shortcuts	86
Using the address book	86
Customizing fax settings	87
Changing the fax resolution	87
Making a fax lighter or darker	87
Sending a fax at a scheduled time	87
Viewing a fax log	88
Canceling an outgoing fax	88
Canceling a fax while the original documents are still scanning	88
Canceling a fax after the original documents have been scanned to memory	88
Understanding fax options	89
Original Size	89
Content	89
Sides (Duplex)	89
Resolution	89
Darkness	89
Advanced Options	90
Improving fax quality	90
Holding and forwarding faxes	90
Holding faxes	90
Forwarding a fax	91
Scanning to an FTP address	93
Scanning to an FTP address	93
Scanning to an FTP address using the keypad	93
Scanning to an FTP address using a shortcut number	94
Scanning to an FTP address using the address book	94
Creating shortcuts	94
Creating an FTP destination shortcut using the Embedded Web Server	94
Creating an FTP destination shortcut using the touch screen	95
Understanding FTP options	95
Original Size	95
Sides (Duplex)	95
Binding	95
Resolution	95
Send As	95
Content	96
Advanced Options	96
Improving FTP quality	96
Scanning to a computer or USB flash memory device	97
Scanning to a computer	97
Scanning to a USB flash memory device	98
Understanding scan to computer options	98
Quick Setup	98
Format Type	99
Compression	99
Default Content	99
Color	99
Original Size	99
Orientation	99
Sides (Duplex)	99
Darkness	100
Resolution	100
Advanced Imaging	100
Improving scan quality	100
Printing	101
Installing printer software	101
Printing a document	101
Printing a document from Windows	101
Printing a document from a Macintosh computer	101
Printing confidential and other held jobs	102
Holding jobs in the printer	102
Printing confidential and other held jobs from Windows	102
Printing confidential and other held jobs from a Macintosh computer	103
Printing from a USB flash memory device	104
Printing information pages	105
Printing a menu settings page	105
Printing a network setup page	105
Printing a directory list	105
Printing the print quality test pages	106
Canceling a print job	106
Canceling a print job from the control panel	106
Canceling a print job from the Windows taskbar	106
Canceling a print job from the Windows desktop	106
Canceling a print job from Mac OS 9	107
Canceling a print job from Mac OS X	107
Printing in black and white	107
Using Max Speed and Max Yield	107
Clearing jams	109
Avoiding jams	109
Understanding jam numbers and locations	109
200–203 paper jams	111
230–231 paper jams	111
241 paper jam	114
242–244 paper jams	115
250 paper jam	117
280–282 paper jams	118
283–284 and 287–288 paper jams	119
284–286 paper jams	121
289 staple jam	122
290–295 paper jams	125
Understanding printer menus	127
Menus list	127
Supplies menu	128
Paper menu	129
Default Source menu	129
Paper Size/Type menu	129
Configure MP menu	131
Substitute Size menu	132
Paper Texture menu	132
Paper Loading menu	133
Custom Types menu	134
Custom Names menu	134
Custom Bin Names menu	135
Universal Setup menu	135
Bin Setup menu	136
Reports menu	136
Reports menu	136
Settings menu	138
General Settings menu	138
Copy Settings menu	142
Fax Settings menu	145
Fax Mode (Analog Fax Setup) menu	145
Fax Mode (Fax Server) menu	151
E-mail Settings menu	153
E-mail Server Setup menu	156
FTP Settings menu	157
Scan to USB Settings	160
Print Settings	162
Finishing menu	162
Quality menu	165
Utilities menu	168
Setup menu	169
PostScript menu	170
PCL Emul menu	171
PDF menu	173
HTML menu	174
Image menu	175
Security menu	175
Set Date and Time	180
Network/Ports menu	182
TCP/IP menu	182
IPv6 menu	183
E-mail Server Setup menu	184
Active NIC menu	185
Standard Network menu	185
Standard USB menu	187
NetWare menu	188
AppleTalk menu	189
LexLink menu	189
Help menu	189
Understanding printer messages	191
List of status and error messages	191
Answering	191
Bin <x> Full	191
Busy	191
Calibrating	191
Call complete	191
Cancel not available	191
Canceling	191
Change <src> to <x>	191
Check <src> guides	192
Clearing job accounting statistics	192
Close cover <x>	192
Close door <x>	192
Connect <x>bps	192
Copies	192
Defragmenting Flash DO NOT POWER OFF	192
Delete/Delete all/Delete all confidential jobs	192
Deleting	192
Dialing	193
Disk Corrupted. Reformat?	193
Disk recovery x/y XX% DO NOT POWER OFF	193
Empty hole punch box	193
Encrypting disk x/y XX% DO NOT POWER OFF	193
Enter PIN	193
Enter PIN to lock	193
Error reading USB drive	193
Fax failed	193
Flushing buffer	194
Formatting Disk x/y XX% DO NOT POWER OFF	194
Formatting Flash DO NOT POWER OFF	194
Incorrect orientation	194
Insert hole punch box	194
Insert Tray <x>	194
Internal System Error, Reload Bookmarks	194
Internal System Error, Reload Security Certificates	194
Invalid Engine Code	194
Invalid file format	195
Invalid PIN	195
Invalid Network Code	195
Job stored for delayed transmission	195
Line busy	195
Load manual feeder with <x>	195
Load staples <x>	195
Load <src> with <x>	195
Menus are disabled	196
Network/Network <x>	196
No answer	196
No dial tone	196
No held jobs	196
No jobs to cancel	196
No recognized file types	196
Power Saver	196
Printer locked, enter PIN to unlock	196
Printing	197
Programming disk DO NOT POWER OFF	197
Programming flash DO NOT POWER OFF	197
Programming System Code DO NOT POWER OFF	197
Queued for sending	197
Reading USB drive DO NOT REMOVE	197
Ready	197
Receive complete	197
Receiving page <n>	197
Remote Management Active DO NOT POWER OFF	198
Remove paper from all bins	198
Remove paper from standard bin	198
Remove paper from bin <x>	198
Replace all originals if restarting job.	198
Resetting the printer	198
Restore Held Jobs?	198
Restoring Factory Defaults	198
Restoring Held Job(s) x/y	199
Scan Document Too Long	199
Scanner ADF Cover Open	199
Sending page <n>	199
Serial <x>	199
Set clock	199
Some held jobs were not restored	199
Some held jobs will not be restored	199
Standard Bin Full	200
Staples <x> empty or misfed	200
Staples <x> low or missing	200
System busy, preparing resources for job.	200
System busy, preparing resources for job. Deleting held job(s).	200
Submitting Selection	200
Tray <x> Empty	200
Tray <x> Low	200
Tray <x> Missing	200
USB/USB <x>	200
Waiting	201
Waiting for redial	201
1565 Emul Error Load Emul Option	201
31 Missing or defective <color> cartridge	201
32 Replace unsupported <color> cartridge	201
34 Incorrect paper size, check <src>	201
34 Short paper	201
35 Insufficient memory to support Resource Save feature	202
37 Insufficient memory to collate job	202
37 Insufficient memory for Flash Memory Defragment operation	202
37 Insufficient memory, some held jobs will not be restored	202
38 Memory full	202
39 Page is too complex to print	202
40 <color> invalid refill, change cartridge	202
50 PPDS font error	203
51 Defective flash detected	203
52 Flash full	203
53 Unformatted flash detected	203
54 Serial option <x> error	203
54 Standard network software error	203
54 Network <x> software error	203
55 Unsupported option in slot <x>	204
56 Parallel port <x> disabled	204
56 Serial port <x> disabled	204
56 Standard USB port disabled	204
56 USB port <x> disabled	204
57 Configuration change, held jobs were not restored	204
58 Too many disks installed	204
58 Too many flash options installed	205
58 Too many trays attached	205
61 Remove defective hard disk	205
62 Disk full	205
63 Unformatted disk	205
80 Scheduled maintenance <x>	205
82 Replace waste toner box	206
82 Waste toner box nearly full	206
82 Waste toner box missing	206
84 Black pc unit life warning	206
84 Color pc unit life warning	206
84 <color> pc unit missing	206
84 Replace black pc unit	206
84 Replace color pc units	206
84 Unsupported <color> pc unit	206
88 <color> toner low	207
88 Replace <color> toner	207
200–289.yy paper jam	207
289 Staple error <x>	207
290-295.yy scanner jam	207
900–999 Service <message>	207
Maintaining the printer	208
Storing supplies	208
Checking the status of supplies	208
Checking the status of supplies from the control panel	208
Printing a menu settings page	208
Checking the status of supplies from a network computer	208
Conserving supplies	209
Ordering supplies	209
Ordering toner cartridges	209
Ordering photoconductors	209
Ordering staple cartridges	210
Ordering a waste toner box	210
Replacing supplies	210
Replacing the waste toner box	210
Cleaning the printhead lenses	215
Replacing a photoconductor	219
Replacing a toner cartridge	222
Cleaning the exterior of the printer	224
Cleaning the scanner glass	225
Recycling Lexmark products	225
Moving the printer	226
Before moving the printer	226
Moving the printer and options to another location within the office	226
Disassembling the printer from the scanner shelf prior to the move	227
Setting the printer up in a new location	230
Shipping the printer	230
Administrative support	231
Adjusting the brightness of the display	231
Disabling control panel menus	231
Adjusting Power Saver	231
Restoring the factory default settings	232
Encrypting the printer hard disk	232
Locking the control panel menus using the Embedded Web Server	233
Locking the entire printer	233
Modifying confidential print settings	233
Supporting IPSec	234
Supporting SNMPv3	234
Using 802.1x authentication	235
Creating an administrative password	235
Using Secure mode	236
Troubleshooting	237
Checking an unresponsive printer	237
Door A will not shut properly	237
Solving printing problems	238
Multiple-language PDFs do not print	238
Control panel display is blank or displays only diamonds	238
Error message about reading USB drive appears	238
Jobs do not print	239
Make sure the printer is ready to print	239
Check to see if the standard exit bin is full	239
Check to see if the paper tray is empty	239
Make sure the correct printer software is installed	239
Make sure the internal print server is installed properly and working	239
Make sure you are using a recommended USB, serial, or Ethernet cable	239
Make sure printer cables are securely connected	239
Confidential and other held jobs do not print	239
Has a formatting error occurred?	239
Make sure the printer has sufficient memory	239
Check to see if the printer has received invalid data	240
Job takes longer than expected to print	240
Reduce the complexity of the print job	240
Change the Page Protect setting to Off	240
Job prints from the wrong tray or on the wrong paper	240
Check the Paper Type setting	240
Incorrect characters print	240
Tray linking does not work	240
Are the same size and type of paper loaded in each tray?	240
Are the Paper Size and Paper Type settings the same for each tray?	241
Large jobs do not collate	241
Make sure Collate is set to On	241
Reduce the complexity of the print job	241
Make sure the printer has enough memory	241
Unexpected page breaks occur	241
Solving copy problems	242
Copier does not respond	242
Are there any error messages on the display?	242
Check the power	242
Scanner unit does not close	242
Poor copy quality	242
Are there any error messages on the display?	242
Is the toner low?	242
Is the scanner glass dirty?	243
Is the copy too light or too dark?	243
Check the quality of the original document	243
Check the document placement	243
Unwanted toner is in the background	243