Dell 2145cn User Guide

							Faxing | 51
Deleting a Address Book entry
You can delete entries in Address Book one by one.
1.Press Address Book until Delete appears on the bottom line of the 
display and press OK.
2.Press the left/right arrow until the number category you want 
appears and press OK.
3.Press the left/right arrow until the searching method you want 
appears and press OK.
Select 
Search All to search for an entry by scanning through all 
entries in Address Book.
Select Search ID to search for an entry by the first few letters of the 
name.
4.Press the left/right arrow until the name you want appears and press 
OK.
Or, enter the first letters and press OK. Press the left/right arrow until 
the name you want appears and press OK.
5.Press OK. 
6.Press OK when Yes appears to confirm the deletion.
7.Press Stop/Clear () to return to Ready mode.
Printing Address Book
1.You can check your Address Book settings by printing a list.
1.Press Address Book until Print appears on the bottom line of the 
display.
2.Press OK. A list showing your speed button settings, and speed dial 
and group dial entries prints out.
 
						

							52 | Using USB flash memory
using USB flash memory
This chapter explains how to use a USB memory device with your printer.
This chapter includes:
• About USB memory
• Plugging in a USB memory device
• Scanning to a USB memory device• Printing from a USB memory device
• Backing up data
• Managing USB memory
ABOUT USB MEMORY
USB memory devices are available with a variety of memory capacities to 
give you more room for storing documents, presentations, downloaded 
music and videos, high resolution photographs, or whatever other files you 
want to store or move.
You can do the following on your printer using a USB memory device:
• Scan documents and save them on a USB memory device.
• Print data stored on a USB memory device.
• Back up Address Book / Phone Book entries and the system 
settings of your printer.
• Restore backup files to the printer’s memory.
• Format the USB memory device.
• Check the available memory space.
PLUGGING IN A USB MEMORY DEVICE
The USB connector on the front of your printer is designed for USB V1.1 
and USB V2.0 memory devices. Your printer supports USB memory devices 
with FAT16/ FAT32 and sector size of 512 bytes. 
Check your USB memory device’s file system from your dealer.
You must use only an authorized USB memory device with an A plug type 
connector.
Use only a metal/shielded USB memory device.Insert a USB memory device into the USB connector on the front of your 
printer.
SCANNING TO A USB MEMORY DEVICE
You can scan a document and save the scanned image onto a USB 
memory device. There are two ways of doing this: you can scan to the 
device using the default settings, or you can customize your own scan 
settings.
Scanning
1.Insert a USB memory device into the USB connector on your printer.
2.Load originals face up into the DADF, or place a single original face 
down on the scanner glass.
For details about loading an original. See Loading originals on 
page 23.
3.Press Scan/Email.
4.Press OK when Scan to USB appears on the bottom line of the display.
5.Press OK, Color Start () or Black Start () when
 USB appears.
Regardless of the button you press, the color mode is decided as 
customized. See Customizing scan to USB on page 53.
Your printer begins scanning the original, and then asks if you want to 
scan another page.
• Do not remove the USB memory device while the printer is in 
operation, or writing to or reading from USB memory. The printer 
warranty does not cover damage caused by use’s misuse. 
• If your USB memory device has certain features, such as security 
settings and password settings, your printer may not automatically 
detect it. For details about these features, see the device’s User’s 
Guide.
 
						

							Using USB flash memory | 53
6.Press OK when Yes appears to scan more pages. Load an original and 
press Color Start () or Black Start (). 
Regardless of the button you press, the color mode is decided as 
customized. See “Customizing scan to USB” on page 53.
Otherwise, press the left/right arrow to select No and press OK.
After scanning is complete, you can remove the USB memory device from 
the printer.
Customizing scan to USB 
You can specify image size, file format, or color mode for each scanning to 
USB job.
1.Press Scan/Email.
2.Press Menu () until Scan Feature appears on the bottom line of the 
display and press OK.
3.Press OK when USB Memory appears.
4.Press the left/right arrow until the setting option you want appears and 
press OK.
You can set the following options:
• Scan Size:Sets the image size.
• Original Type:Sets the original document’s type.
• Resolution:Sets the image resolution.
• Scan Color:Sets the color mode. If you select Mono in this option, 
you cannot select JPEG in Scan Format.
• Scan Format:Sets the file format in which the image is to be saved. 
When you select TIFF or PDF, you can select to scan multiple 
pages. If you select JPEG in this option, you cannot select Mono in 
Scan Color.
5.Press the left/right arrow until the desired status appears and press OK.
6.Repeat steps 4 and 5 to set other setting options.
7.When you have finished, press Stop/Clear () to return to Ready 
mode.
You can change the default scan settings. For details. See Changing the 
default scan settings on page 39.
PRINTING FROM A USB MEMORY DEVICE
You can directly print files stored on a USB memory device. You can print 
TIFF, BMP, JPEG, PDF, and PRN files.
Direct Print option supported file types: 
• PRN: Dell PCL 6 compatible. 
• PRN files can be created by selecting the Print to file check box when 
you print a document. The document will be saved as a PRN file, rather 
than printed on paper. Only PRN files created in this fashion can be 
printed directly from USB memory. See the Software Section to learn 
how to create a PRN file.
• BMP: BMP Uncompressed
• TIFF: TIFF 6.0 Baseline
• JPEG: JPEG Baseline
• PDF: PDF 1.4 and below
To print a document from a USB memory device:
1.Insert a USB memory device into the USB connector on your printer. If 
one has already been inserted, press 
USB Print ().
Your printer automatically detects the device and reads data stored on it.
2.Press the left/right arrow until the folder or file you want appears and 
press OK.
If you see D in the front of a folder name, there are one or more files or 
folders in the selected folder.3.If you selected a file, skip to the next step.
If you selected a folder, press the left/right arrow until the file you want 
appears.
4.Press the left/right arrow to select the number of copies to be printed or 
enter the number.
5.Press OK, Color Start () or Black Start () to start printing the 
selected file. 
There are two types of mode as following:
• OK or Color Start () : Color print
• Black Start () : Black and White print
After printing the file, the display asks if you want to print another job.
6.Press OK when Yes appears to print another job, and repeat from step 2. 
Otherwise, press the left/right arrow  to select No and press OK.
7.Press Stop/Clear ( ) to return to Ready mode.
BACKING UP DATA 
Data in the printer’s memory can be accidentally erased due to power failure 
or storage failure. Backup helps you protect your Address Book entries 
and the system settings by storing them as backup files on a USB memory 
device.
Backing up data
1.Insert the USB memory device into the USB connector on your printer.
2.Press Menu () until System Setup appears on the bottom line of the 
display and press OK.
3.Press OK when Machine Setup appears.
4.Press the left/right arrow until Export Setting appears and press OK. 
5.Press the left/right arrow until the option you want appears.
•Address Book:Backs up all Address Book entries.
•Setup Data:Backs up all system settings.
6.Press OK to begin backing up the data.
The data is backed up to the USB memory.
7.Press Stop/Clear () to return to Ready mode.
Restoring data
1.Insert the USB memory device on which the backup data is stored in to 
the USB connector.
2.Press Menu () until System Setup appears on the bottom line of the 
display and press OK.
3.Press OK when Machine Setup appears.
4.Press the left/right arrow until Import Setting appears and press OK. 
5.Press the left/right arrow until the data type you want appears and press 
OK.
6.Press the left/right arrow until the file containing the data you want to 
restore appears and press OK.
7.Press OK when Yes appears to restore the backup file to the printer.
8.Press Stop/Clear ( ) to return to Ready mode.
Can choose paper size and tray when printing. See Setting the paper 
size and type on page 30.
 
						

							54 | Using USB flash memory
MANAGING USB MEMORY
You can delete image files stored on a USB memory device one by one or 
all at once by reformatting the device.
Deleting an image file
1.Insert the USB memory device into the USB connector on your printer.
2.Press Scan/Email.
3.Press OK when Scan to USB appears on the bottom line of the display.
4.Press the left/right arrow until File Manage appears and press OK.
5.Press OK when Delete appears. 
6.Press the left/right arrow until the folder or file you want appears and 
press OK.
If you selected a file, the display shows the size of the file for about 
2 seconds. Go to the next step.
If you selected a folder, press the left/right arrow until the file you want to 
delete appears and press OK.
7.Press OK when Yes appears to confirm your selection.
8.Press Stop/Clear () to return to Ready mode.
Formatting a USB memory device
1.Insert the USB memory device into the USB connector on your printer.
2.Press Scan/Email.
3.Press OK when Scan to USB appears on the bottom line of the display. 
4.Press the left/right arrow until File Manage appears and press OK.
5.Press the left/right arrow until Format appears and press OK.
6.Press OK when Yes appears to confirm your selection.
7.Press Stop/Clear () to return to Ready mode.
Viewing the USB memory status
You can check the amount of memory space available for scanning and 
saving documents.
1.Insert the USB memory device into the USB connector on your printer.
2.Press Scan/Email.
3.Press OK when Scan to USB appears on the bottom line of the display.
4.Press the left/right arrow until Check Space appears and press OK.
The available memory space appears on the display.
5.Press Stop/Clear ( ) to return to the Ready mode.
After deleting files or reformatting a USB memory device, files cannot 
be restored. Therefore, confirm that you no longer need the data 
before deleting it.
If you see D in the front of a folder name, there are one or more 
files or folders in the selected folder.
 
						

							Maintenance |55
maintenance
This chapter provides information for maintaining your printer and the toner cartridge.
This chapter includes:
• Printing reports
• Adjusting the color contrast
• Clearing memory
• Cleaning your printer
• Maintaining the cartridge• Replacing the toner cartridge
• Replacing the paper transfer belt
• Maintenance parts
• Managing your printer from the website
• Checking the printer’s serial number
PRINTING REPORTS
Your printer can provide various reports with useful information you will 
need. The following reports are available:
Printing a report
1.Press Menu () until System Setup appears on the bottom line of the 
display and press OK.
2.Press the left/right arrow until Report appears and press OK.
3.Press the left/right arrow until the report or list you want to print appears 
and press OK.
To print all reports and lists, select All Report.
4.Press OK when Yes appears to confirm printing.
The selected information prints out.
ADJUSTING THE COLOR CONTRAST
Color menu allows you to adjust the color setting.
1.Press Menu () until System Setup appears on the bottom line of the 
display and press OK.
2.Press OK when Maintenance appears.
3.Press the left/right arrow until Color appears and press OK.
4.Press the left/right arrow until the menu you want appears on display 
and press OK.
• Custom Color:Allows you to adjust contrast color by color. Default 
optimizes color automatically. Manual Adjust allows you to 
manually adjust the color contrast for each cartridge. Default setting 
is recommended for getting best color quality.
• Auto Color Reg.: Allows you to adjust the position of print color 
texts or graphics to match the original file on your screen.
5.Press Stop/Clear () to return to Ready mode.
Some reports may not appear in the display depending on options or 
models. If so, it is not applicable to your printer. 
REPORT/LISTDESCRIPTION
ConfigurationThis list shows the status of the user-selectable 
options. You may print this list to confirm your 
changes after changing settings.
Supplies InfoThis list shows the current status of consumables 
in your printer.
Address BookThis list shows all of the fax numbers and email 
addresses currently stored in the printer’s memory.
Send Report This report shows the fax number, the number of 
pages, the elapsed time of the job, the 
communication mode, and the communication 
results for a particular fax job.
You can set up your printer to automatically print a 
transmission confirmation report after each fax job. 
See Sending options on page 48
Sent Report This report shows information on the faxes and 
emails you have recently sent.
You can set the printer to automatically print this 
report every 50 communications. see Sending 
options on page 48
Fax RCV Report This report shows information on the faxes you 
have recently received. 
Schedule Jobs This list shows the documents currently stored for 
delayed faxes along with the starting time and type 
of each operation. 
Junk Fax ReportThis list shows the fax numbers specified as junk 
fax numbers. To add or delete numbers to or from 
this list, access the Junk Fax Setup menu.
See Receiving options on page 48
Network Info.This list shows information on your printer’s 
network connection and configuration.
NetScan ReportThis report shows information for the Network Scan 
records including IP address, time and date, the 
number of pages scanned, and results. This report is 
automatically printed every 50 network scan jobs.
User Auth ListThis list shows authorized users who are allowed to 
use the email function.
PCL Font ListYou can print the PCL font list.
PS3 Font ListYou can print the PS3 font list.
Stored JobThis list shows the current status of stored job on 
HDD.
Completed JobThe completed job page shows the list of 
completed print jobs. The list contains up to 50 files 
from the latest print jobs.
Net Auth LogThis list shows users and their IDs who logged in 
the domain.
If you have moved the printer, it is strongly recommended to operate 
this menu manually.
REPORT/LISTDESCRIPTION
 
						

							56 | Maintenance
USING TONER LOW ALERT
If toner in the cartridge has run out, a message informing user to change the 
toner cartridge appears. You can set the option for this message to appear 
or not. 
1.Press Menu () until System Setup appears on the bottom line of the 
display and press OK.
2.Press OK when Maintenance appears.
3.Press the left/right arrow until Toner Low Alert appears and press OK.
4.Press the left/right arrow to select Off.
5.Press OK.
6.Press Stop/Clear () to return to Ready mode.
CLEARING MEMORY
You can selectively clear information stored in your printer’s memory.
1.Press Menu () until System Setup appears on the bottom line of the 
display and press OK. 
2.Press the left/right arrow until Clear Setting appears and press OK.
3.Press the left/right arrow until the item you want to clear appears.
4.Press OK when Yes appears.
5.Press OK again to confirm clearing.
6.Repeat steps 3 through 5 to clear another item.
7.Press Stop/Clear ( ) to return to Ready mode.
CLEANING YOUR PRINTER
To maintain print and scan quality, follow the cleaning procedures below 
each time the toner cartridge is replaced or if print and scan quality 
problems occur.
Cleaning the outsideClean the cabinet of the printer with a soft lint-free cloth. You can dampen 
the cloth slightly with water, but be careful not to let any water drip onto or 
into the printer.
Cleaning the insideDuring the printing process, paper, toner, and dust particles can accumulate 
inside the printer. This buildup can cause print quality problems, such as 
toner specks or smearing. Cleaning the inside of the printer clears or 
reduces these problems.
1.Turn the printer off and unplug the power cord. Wait for the printer to 
cool down.
2.Using the handle, completely open the front cover.
Before clearing the memory, ensure that all fax jobs have been 
completed, or you will lose those jobs.
Some menus may not appear in the display depending on options or 
models. If so, it is not applicable to your printer. 
OPTIONSDESCRIPTION
All SettingsClears all of the data stored in memory and resets all 
of your settings to the factory default.
Fax Setup Restores all of the fax options to the factory default.
Copy SetupRestores all of the copy options to the factory 
default.
Scan SetupRestores all of the scan options to the factory 
default.
System SetupRestores all of the system options to the factory 
default.
NetworkRestores all of the network options to the factory 
default.
Address BookClears all of the fax number and email address 
entries stored in memory.
Sent Report Clears all records of sent faxes and emails. 
Fax RCV Report Clears all records of received faxes.
NetScan ReportClears the information on network scan sessions in 
memory.
• Cleaning the cabinet of the printer with cleaning materials 
containing large amounts of alcohol, solvent, or other strong 
substances can discolor or distort the cabinet.
• If your printer or its surrounding is contaminated with toner, we 
recommend you to use cloth or tissue dampened with water to 
clean it. If you use a vacuum cleaner, toner blown into the air may 
be harmful. 
• Do not touch the green surface, the OPC drum or the front of the 
toner cartridge, with your hands or any other material. Use the 
handle on each cartridge in order to avoid touching this area.
• Be careful not to scratch the surface of the paper transfer belt.
• If you leave the front cover open for more than a few minutes, the 
OPC drum can be exposed to light. This will cause damage to the 
OPC drum. Close the front cover should the installation need to 
be halted for any reason.
 
						

							Maintenance | 57
3.Grasp the handles on the toner cartridge and pull to remove the 
cartridge from the printer.
4.Press the green release handle to release the paper transfer belt. 
Holding the handle on the paper transfer belt, lift it out of the printer.5.With a dry lint-free cloth, wipe away any dust and spilled toner from the 
toner cartridges area and their cavities.
6.Locate the long strip of glass (LSU) inside the cartridge compartment, 
and gently swab the glass to see if dirt turns the white cotten black.
7.Reinstall all the compartments into the printer, and close the front cover.
8.Plug in the power cord and turn the printer on.
When you open the front cover, be careful not to touch the 
underneath of the control panel (the lower part of the fuser unit). The 
temperature of the fuser unit might be high and could damage your 
skin.
When you open the front cover and work inside the printer, it is highly 
recommend that you remove the paper transfer belt first. Because the 
work you do could contaminate the paper transfer belt.
If toner gets on your clothing, wipe it off with a dry cloth and wash 
it in cold water. Hot water sets toner into fabric.
If the front cover is not completely closed, the printer will not operate.
 
						

							58 | Maintenance
Cleaning the scan unit
Keeping the scan unit clean helps ensure the best possible copies. We 
suggest that you clean the scan unit at the start of each day and during the 
day, as needed.
1.Slightly dampen a soft lint-free cloth or paper towel with water.
2.Open the scanner lid.
3.Wipe the surface of the scanner glass and DADF glass until it is clean 
and dry.
4.Wipe the underside of the scanner lid and white sheet until it is clean 
and dry.
5.Close the scanner lid.
MAINTAINING THE CARTRIDGE
Toner cartridge storage
To get the most from the toner cartridge, keep the following guidelines in 
mind:
• Do not remove the toner cartridge from its package until ready for use. 
• Do not refill the toner cartridge. The printer warranty does not cover 
damage caused by using a refilled cartridge.
• Store toner cartridges in the same environment as your printer.
• To prevent damage to the toner cartridge, do not expose it to light for 
more than a few minutes.
Expected cartridge life
The life of the toner cartridge yield depends on the amount of toner that print 
jobs require. The actual number may also be different depending on the 
print density of the pages you print on, and the number of pages may be 
affected by operating environment, printing interval, media type, and media 
size. If you print a lot of graphics, you may need to change the cartridge 
more often.
Redistributing toner
When a toner is low, faded or light areas may appear. It is possible that 
colored images may be printed with incorrect colors due to flawed mixing of 
toner colors when one of the colored toner cartridges is low on toner. You 
can temporarily improve print quality by redistributing the toner.
• The toner-related message saying that the toner is low may appear on 
the display.
1.Using the handle, completely open the front cover.1Scanner lid
2Scanner glass
3White sheet
4DADF glass
• Do not touch the green surface, the OPC drum or the front of the 
toner cartridge, with your hands or any other material. Use the 
handle on each cartridge in order to avoid touching this area.
• Be careful not to scratch the surface of the paper transfer belt.
• If you leave the front cover open for more than a few minutes, the 
OPC drum can be exposed to light. This will cause damage to the 
OPC drum. Close the front cover should the installation need to 
be halted for any reason.
 
						

							Maintenance | 59
2.Grasp the handles on the toner cartridge and pull to remove the 
cartridge from the printer.
3.Holding both handles on the toner cartridge, thoroughly rock it from side 
to side to evenly distribute the toner. 4.Slide the toner cartridge back into the printer.
5.Close the front cover. Ensure the cover is securely latched.
REPLACING THE TONER CARTRIDGE
The printer uses four colors and has a different toner cartridge for each one: 
yellow (Y), magenta (M), cyan (C), and black (K).
• The status LED and the toner-related message on the display indicates 
which each individual toner cartridge should be replaced.
• Incoming faxes are saved in memory.
At this stage, the toner cartridge needs to be replaced. Check the type of 
toner cartridge for your printer (see Supplies on page 83).
1.Turn the printer off, then wait a few minutes for the printer to cool.
2.Using the handle, completely open the front cover.
When you open the front cover, be careful not to touch the 
underneath of the control panel (the lower part of the fuser unit). The 
temperature of the fuser unit might be high and could damage your 
skin.
When you open the front cover and work inside the printer, it is highly 
recommend that you remove the paper transfer belt first. Because the 
work you do could contaminate the paper transfer belt.
If toner gets on your clothing, wipe it off with a dry
cloth and wash it in cold water. Hot water sets toner into
fabric.
If the front cover is not completely closed, the printer will not 
operate.
• Do not touch the green surface, the OPC drum or the front of 
each toner cartridge, with your hands or any other material. Use 
the handle on each cartridge in order to avoid touching this area.
• Be careful not to scratch the surface of the paper transfer belt.
• If you leave the front cover open for more than a few minutes, the 
OPC drum can be exposed to light. This will cause damage to the 
OPC drum. Close the front cover should the installation need to 
be halted for any reason.
 
						

							60 | Maintenance
3.Grasp the handles on the toner cartridge and pull to remove the 
cartridge from the printer.
4.Take a new toner cartridge out of its package.
5.Holding both handles on the toner cartridge, thoroughly rock it from side 
to side to evenly distribute the toner.
 
6.Place the toner cartridge on a flat surface, as shown, and remove the 
paper covering the toner cartridge by removing the tape.
7.Ensure that the color of the toner cartridge matches the color slot and 
then grasp the handles on the toner cartridge. Insert the cartridge until it 
clicks into place.
8.Close the front cover. Ensure the cover is securely latched, and then 
turn the printer on.
Clearing the Toner Empty message
When the Toner Empty message appears you can configure not to see this 
message again not to disturb you.
1.Press Menu () until System Setup appears on the bottom line of the 
display and press OK.
2.Press the Scroll buttons until Maintenance appears and press OK.
3.Press the Scroll buttons until CLR Empty Msg. appears and press OK.
4.Press the left/right arrow until the color menu you want appears on 
display and press OK.
5.Select On and press OK.
6.Now the Toner Empty  message does not appear but the Replace 
Toner message will remain for reminding you that the new cartridge 
needs to be installed for quality.
When you open the front cover, be careful not to touch the underneath 
of the control panel (the lower part of the fuser unit). The temperature of 
the fuser unit might be high and could damage your skin.
When you open the front cover and work inside the printer, it is highly 
recommend that you remove the paper transfer belt first. Because the 
work you do could contaminate the paper transfer belt.
• Do not use sharp objects, such as a knife or scissors, to open 
the toner cartridge package. You could damage the surface of 
the toner cartridge.
• To prevent damage, do not expose the toner cartridge to light 
for more than a few minutes. Cover it with a piece of paper to 
protect it if necessary.
If toner gets on your clothing, wipe it off with a dry cloth and wash 
it in cold water. Hot water sets toner into fabric.
If the front cover is not completely closed, the printer will not 
operate.
• Once you have selected On, this setting will be permanently 
written to the memory of the toner cartridge, and this menu will be 
disappeared from the Maintenance menu.
• You can keep printing but the quality cannot be guaranteed, and 
the product support is no longer provided.