Lexmark Prospect Pro205 User Manual

							Creating a contact list
You can create a contact list using the Address Book in the printer control panel or the phone book in the fax software.
If you create a contact list in the printer control panel, then the fax software automatically saves those contacts as
Speed Dial entries. Likewise, when you add contacts to the Speed Dial list of the fax software, the printer automatically
saves them to the printer Address Book.
You can save up to 89 contacts and 10 fax groups in the contact list.
Creating a contact list using the printer control panel
1From the printer control panel, press .
2Press the arrow buttons to scroll to Fax Setup, and then press .
3Press  again to select Address Book.
4To add a fax number to your Address Book:
aPress the arrow buttons to scroll to Add Entry, and then press .
bUse the keypad to enter the contact name in the Name field.
cPress the down arrow button to move the cursor to the Number field.
dUse the keypad to enter the fax number in the Number field, and then press  to save the entry.
eIf you want to add another entry, press , and then repeat steps b through d. You can enter up to 89 fax
numbers.
5To add a fax group:
aPress the arrow buttons to scroll to Add Group, and then press .
bUse the keypad to enter a group name, and then press .
cPress the arrow buttons to select whether you want to add a contact manually or import a contact. Press 
when you make a selection.
If you want to add a contact manually, then use the keypad to enter the fax number, and then press .
If you want to import a contact, then press the arrow buttons to select a contact from the Address Book or
the Redial List. Press 
 when you make a selection.
dWhen you are finished adding contacts to the group, select Done.
Creating a contact list using the fax software
For Windows users
1Click  or Start.
2Click All Programs or Programs, and then select the printer program folder from the list.
3Click Printer Home > Fax tab > Edit contact list.
The Contacts tab of the Printer Setup Utility opens.
4Click Select from phonebook.
5From the Phonebook field, choose a phone book.
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							6Select the contact that you want to add, and then click Add to or change list to import the contact.
Note: To add contacts, you need to import contacts from the phone books on your computer that are supported
by the fax software. In addition to the software Address Book, you may also have phone books of the mail clients
installed on your computer, such as Microsoft Outlook.
7Click OK.
For Macintosh users
1From the Applications folder in the Finder, or from the Finder desktop, double-click the printer folder.
2Double-click Printer Settings or Fax Setup Utility.
3Click the Speed Dials tab.
To add contacts, click the Individuals tab.
To add fax groups, click the Groups tab.
4Click  to open the Address Book.
Note: To add contacts, you need to import contacts from the Address Book on your Macintosh computer. If the
contact is not in the Mac Address Book, then add the contact first to the address book and then import it.
5From the Address Book, click and drag the contacts that you want to add to the Speed Dial list.
For more information, click Help or 
? to view the help information for the fax software.
Sending faxes
ADFScanner glass
WFI IPRINTING
Use the ADF for multiple-page documents.
Note: The ADF is available only on select models. If you
purchased a printer without an ADF, then load original
documents or photos on the scanner glass.
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Use the scanner glass for single pages, small items (such as
postcards or photos), transparencies, photo paper, or thin
media (such as magazine clippings).
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							Tips for sending faxes
Before you send a fax:
Make sure that the printer is on and connected to a working telephone, DSL, or VoIP line. The line is working if you
hear a dial tone.
Load an original document faceup into the ADF or facedown on the scanner glass.
When using the ADF, adjust the paper guide on the ADF to the width of the original document.
When using the scanner glass, close the scanner lid to avoid dark edges on the scanned image.
Sending faxes using the printer control panel
1From the printer control panel, press .
2Enter a fax number, or press Address Book to select a number from the Speed Dial or Group Dial list.
3If you want to send a fax to a group of recipients (broadcast fax), press the right arrow button, and then enter
another number or select from the address book.
Repeat the step to add more recipients.
4Press the Color/Black button to select a color or black-and-white fax.
5Press  to start the fax job.
Tip:
You can send a broadcast fax to up to 30 recipients.
Sending faxes using the computer
For Windows users
1With a document open, click File  Print.
2From the Printer Name menu, select the fax version of your printer, and then click OK.
The Send Fax Wizard appears.
3Follow the instructions on the computer screen.
For Macintosh users
1With a document open, choose File > Print.
2From the Printer pop-up menu, select the fax version of your printer.
Note: In order to see the fax options on the Print dialog, you must use the fax driver for your printer. If the fax
version of the printer is not on the list, choose Add a printer, and then choose the fax version of the printer.
3Enter the name and number of the recipient.
4Click Fax.
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							Receiving faxes
Tips for receiving faxes
When receiving faxes:
Make sure that the printer is on and connected to a working telephone, DSL, or VoIP line. The line is working if you
hear a dial tone.
If you set the printer to receive faxes manually (Auto Answer Off), then make sure that the ringer volume is not set
to Off.
If you have set the printer to receive faxes automatically (Auto Answer On), then load paper in the printer.
Receiving faxes automatically
1Make sure that Auto Answer is on:
aFrom the printer control panel, press .
bPress the arrow buttons to scroll to Fax Setup, and then press .
cPress the arrow buttons to scroll to Ringing and Answering, and then press .
dPress  again to select Auto Answer.
eIf Auto Answer is not set to On, press the arrow buttons to scroll to On, and then press  to save the setting.
2Set the number of rings before the printer picks up incoming faxes:
aPress the arrow buttons to scroll to Pick Up On, and then press .
bPress the arrow buttons to scroll to the number of rings that you want, and then press  to save the setting.
When the number of rings you set is detected, the printer automatically receives the incoming fax.
Warning—Potential Damage: Do not touch the cables or the 
 and  ports while actively receiving a fax.
Tips:
If the printer is sharing the line with other analog devices (telephone, answering machine), then set the printer to
pick up calls two rings after the answering machine. For example, if the answering machine picks up calls after four
rings, then set the printer to pick up after six rings. This way, the answering machine picks up calls first and your
voice calls are received. If the call is a fax, then the printer detects the fax signal on the line and takes over the call.
If the printer is on a dedicated fax line, then you may set the printer to pick up on any number of rings.
If you have multiple numbers on a single line, or if you subscribe to a distinctive ring service provided by your
telephone company, then make sure that you set the correct ring pattern for the printer. Otherwise, the printer
will not receive faxes even if you have set it to receive faxes automatically.
Receiving a fax manually
1Turn off Auto Answer:
aFrom the printer control panel, press .
bPress the arrow buttons to scroll to Fax Setup, and then press .
cPress the arrow buttons to scroll to Ringing and Answering, and then press .
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							dPress  again to select Auto Answer.
ePress the arrow buttons to scroll to Off, and then press .
2When the telephone rings and you hear fax tones when you pick up the handset, press  on the printer or *9* on
the telephone attached to the printer.
Warning—Potential Damage: Do not touch the cables or the 
 and  ports while actively receiving a fax.
Tips:
The default code for answering faxes manually is *9*, but for increased security, you can change it to a number
that only you know. You can enter up to 7 characters for your code. The valid characters are the digits 0-9 and the
characters # and *.
Make sure that the telephone is plugged into the  port on the back of the printer and that the printer is connected
to the wall jack through the 
 port.
Faxing FAQ
If I skipped the fax setup initially, do I need to run the installer again to set up the
fax?
You do not need to run the installer again. You can set up and configure the fax through the fax software that was
installed with the printer software:
1Connect the printer to the telephone line. For more information, see “Setting up the printer to fax” on page 68.
2Configure the fax settings using the fax software. To access the fax software:
For Windows users
aClick  or Start.
bClick All Programs or Programs, and then select the printer program folder from the list.
cClick Printer Home > Fax tab >Set up the printer to fax.
dRun the Fax Setup Wizard. Make sure you select the correct telephone service and connection. The wizard
configures optimal fax settings based on your connection.
For Macintosh users
aFrom the Applications folder in the Finder, or from the Finder desktop, double-click the printer folder.
bDouble-click Printer Settings or Fax Setup Utility.
cConfigure the fax settings.
What is a splitter and what type of splitter should I use?
If there are limited wall jacks in your home or limited ports on your adapter, then you can use a phone splitter. A splitter
splits the telephone signal and allows you to connect multiple devices to the wall jack. It has two or more ports where
you can plug the devices. Do not use a line splitter.
To make sure that you are using the correct splitter, plug an analog telephone into the splitter and then listen for a dial
tone.
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							What is my fax number?
In most cases, your telephone number is also your fax number. If you subscribe to the Distinctive Ring Pattern Detection
(DRPD) service offered by telephone companies, then your fax number is the number that you assigned to the printer.
Make sure that you enter the correct distinctive ring pattern for that number in the fax software or in the Fax Setup
menu of the printer control panel.
If you have more than one telephone line, then make sure that you enter the number for the line on which the printer
is connected.
What is my dialing prefix?
The dialing prefix is the number or series of numbers that you press before you can dial the actual fax number or
telephone number. If the printer is an office setting or in a private branch exchange, this can be a specific number that
you need to press so you can make a call outside the office. This can also be a country code or an area code that you
need to enter if you are sending faxes outside of town. This can be very useful if you frequently send faxes to the same
country or area. When you set the dialing prefix in the utility, you do not need to press the number or series of numbers
every time you dial the fax number or telephone number. The printer automatically inputs the prefix every time you
dial.
You can enter up to 8 characters as your dialing prefix. The valid characters are the numbers 0-9 and the characters #
and *. If you are using the fax software to enter the dial prefix, then you may also include the characters period, comma,
star, pound, plus, minus, and parenthesis.
When do I need to set Auto Answer to On?
Set Auto Answer to On if you want the printer to receive faxes automatically.
If the printer is connected to the same telephone line with an answering machine, then you must set Auto Answer to
On so that you can receive both your voice calls and your faxes. Make sure that the answering machine is set to pick
up on fewer rings than the rings set in the printer. This lets the other devices pick up the voice calls first. If an incoming
call is a fax, the printer can detect fax signals on the line and takes the call.
How many rings should I set?
If the printer is sharing a line with an answering machine, then set the printer to pick up on the greater number of rings.
Because you have only one line, there is no way of distinguishing a voice call from an incoming fax. You can set the
number of rings so that the answering machine takes the voice calls and the printer takes the incoming faxes. If you
set the other devices to pick up on fewer rings, then the devices pick up calls first, and your voice calls are received. If
a call is a fax, then the printer can detect it and will take over the call.
If the printer is on a dedicated fax line, then you may set the printer to pick up on any number of rings that you want.
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							How do I set the distinctive ring for the printer?
Setting the correct ring is important if you subscribe to the Distinctive Ring Pattern Detection (DRPD) feature offered
by telephone companies. This feature allows you to have multiple telephone numbers on one telephone line. Each
telephone number has a designated ring pattern (a single ring, a double ring, a triple ring). The different ring patterns
let you know what telephone number was dialed, and what device you should use to answer the call.
Assign one of your telephone numbers to the printer as the fax number, and then set the printer to answer the ring
pattern of that number. If the pattern is set incorrectly, then the printer rings, but it never receives the fax.
To set the ring pattern in the printer:
1From the printer control panel, press .
2Press the arrow buttons to scroll to Fax Setup, and then press .
3Press the arrow buttons to scroll to Ringing and Answering, and then press .
4Press the arrow buttons to scroll to Ring Pattern, and then press .
5Press the arrow buttons to select the ring pattern for the printer, and then press .
Distinctive Ring is also called Ident-a-Call, Smart Ring, Teen Ring, RingMaster, and IdentaRing.
How can I check the dial tone?
A dial tone lets you know if the telephone line is working or if the printer is properly connected to the telephone line.
If you encounter problems sending and receiving faxes, then make sure you can hear a dial tone on the line and through
the printer.
Make sure the telephone line and the wall jack are working
1Plug an analog telephone into the wall jack.
2Listen for a dial tone through the telephone handset.
If you hear a dial tone, then the telephone line and the wall jack are working.
If you do not hear a dial tone, plug the analog telephone into a second wall jack, and then listen for a dial tone. If
you hear a dial tone, then the telephone line is working but the first wall jack is not working.
Make sure the printer is connected properly to the telephone line
1While the printer is connected to a telephone line through the  port on the back of the printer, plug an analog
telephone into the 
 port of the printer.
2Listen for a dial tone.
If you hear a dial tone, then the telephone line is working and properly connected to the printer.
If you do not hear a dial tone through both the wall jack and the printer, then see the “Fax troubleshooting checklist”
on page 134.
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							How do I adjust the speaker volume on the printer?
Listen to the dial tone to check if the telephone line is working and to check if the cables and devices are connected
properly in your telephone network. Make sure that the dialing volume is not set to Off, especially if you are dialing a
number on hook. If you set the printer to receive faxes manually, then make sure that you set the ringer volume loud
enough for you to hear it.
Adjusting the dialing volume
1From the printer control panel, press .
2Press the arrow buttons to scroll to Fax Setup, and then press .
3Press the arrow buttons to scroll to Dialing and Sending, and then press .
4Press the arrow buttons to scroll to Dial Volume, and then press .
5Press the arrow buttons to select a dial volume setting, and then press .
Adjusting the ringer volume
1Press  to scroll back to the Fax Setup menu.
2Press the arrow buttons to scroll to Ringing and Answering, and then press .
3Press the arrow buttons to scroll to Ringer Volume, and then press .
4Press the arrow buttons to select a ringer volume setting, and then press .
How can I make sure that fax calls go to the printer and voice calls go to the
answering machine?
To make sure the printer picks up incoming faxes, set Auto Answer to On, and then set the printer to pick up after a
greater number of rings than the answering machine. For example, if the answering machine picks up calls after four
rings, then set the printer to pick up after six rings. This way, the answering machine picks up calls first and your voice
calls are received. If the call is a fax, then the printer detects the fax signal on the line and takes over the call.
What settings work best with digital voice mail?
Voice mail and fax can share the same telephone line if you subscribe to a distinctive ring service. This feature allows
you to have multiple telephone numbers on one telephone line. Each telephone number has a designated ring pattern
(a single ring, a double ring, a triple ring). The different ring patterns let you know which telephone number was dialed,
and which device you should use to answer the call.
If you do not have distinctive ring service, then set the printer to receive faxes manually (Auto Answer Off). This setting
lets you receive both voice calls and fax calls, but works best if you use voice mail more often. You need to turn off
voice mail whenever you are expecting a fax.
How do I change the resolution of the documents that I fax?
The resolution, or fax quality, of the documents that you send may affect fax transmission. The receiving fax machine
may not support high resolutions and may not be able to receive your fax. You can fix this by enabling Auto Fax
Conversion, but the automatic conversion may result in an unreadable fax, especially if the original document is already
blurred.
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							Choose a fax quality that best suits the capacity of the receiving fax machine and the quality of the original document.
QualityBlack resolutionColor resolution
Standard200 x 100200 x 200
Fine200 x 200200 x 200
Superfine300 x 300200 x 200
Ultrafine300 x 300 (half-toned)200 x 200
When sending a fax, after entering the fax number, press the arrow buttons to select a fax quality, and then
press 
.
How do I send a fax at a scheduled time?
1From the printer control panel, press .
2Enter a fax number, or press Address Book to select a number from the Speed Dial or Group Dial list.
3If you want to send a fax to a group of recipients (broadcast fax), press the right arrow button, and then enter
another number or select from the address book.
Repeat the step to add more recipients.
4Press the arrow buttons to scroll to Schedule Fax.
5Press the right arrow button to scroll to Send Later, and then press .
6Enter the time you want to send the fax, and then press .
7Press  to start scanning the document and save the scheduled fax.
The printer sends the fax at the designated time. Do not turn off the printer or unplug it from the telephone line
before the scheduled time.
8If you want to include another page in the fax, select Yes, and then press .
How do I send a fax using a phone calling card?
1Press Dialtone.
You should hear the dial tone of the telephone line.
2Enter the calling card information, and then when you are connected to the telephone carrier, follow the prompts.
3When prompted, enter the fax number of the recipient, and then press .
How do I know that the fax was sent successfully?
You can set the printer to print a confirmation page, or transmission report, every time you send a fax. This report
includes the date and time that the fax was sent. If the fax job is unsuccessful, then the report also includes the cause
of the error.
1From the printer control panel, press .
2Press the arrow buttons to scroll to Fax Setup, and then press .
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							3Press the arrow buttons to scroll to Reports, and then press .
4Press the arrow buttons to scroll to Confirmation, and then press .
5Press the arrow buttons to select a report printing option:
If you want to print a report every time you send a fax, then select For All or Print for All.
If you want to save on ink and print a report only when a fax job is unsuccessful, then select On Error.
6Press .
How do I view the fax history of the printer?
You can view the fax history of the printer on the display. You can also print reports of sent and/or received faxes.
1From the printer control panel, press .
2Press the arrow buttons to scroll to Fax Setup, and then press .
3Press the arrow buttons to scroll to Reports, and then press .
To view the fax history on the display, press  again.
To print sent fax history only, press the arrow buttons to scroll to Print Send Log, and then press .
To print received fax history only, press the arrow buttons to scroll to Print Receive Log, and then press
.
To print sent and received fax history, press the arrow buttons to scroll to Print Activity Report, and
then press 
.
How do I print a fax on both sides of the paper?
1From the printer control panel, press .
2Press the arrow buttons to scroll to Fax Setup, and then press .
3Press the arrow buttons to scroll to Fax Printing, and then press .
4Press the arrow buttons to scroll to 2-Sided Faxes, and then press .
5Press the arrow buttons to select a duplex setting:
Use Button Setting—Incoming faxes are printed on both sides of the paper if the 2-Sided button on the printer
control panel is set to On.
Always—Incoming faxes are printed on both sides of the paper regardless of the 2-Sided button setting.
6Press  to save the setting.
How do I forward a fax?
1From the printer control panel, press .
2Press the arrow buttons to scroll to Fax Setup, and then press .
3Press the arrow buttons to scroll to Ringing and Answering, and then press .
4Press the arrow buttons to scroll to Fax Forward, and then press .
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