Lexmark W840 User Manual

							Sending a job to print
61
Printing
3Press  until  Bin Setup appears, and then press  .
4Press  until  Configure Bins appears, and then press  .
5Press  until  Link appears, and then press  .
6Press   repeatedly to return to the Ready state.
Sending a job to print
A printer driver is software that lets your computer communicate with your printer. When you choose Print from a software 
application, a window representing the printer driver opens. You can then select the appropriate settings for the specific job 
you are sending to the printer. Print settings selected from the driver override the default settings selected from the printer 
operator panel.
You may need to click Properties or Setup from the initial Print box to see all of the available printer settings you can 
change. If you are not familiar with a feature in the printer driver window, open the online Help for more information.
To support all the printer features, use the Lexmark custom printer drivers supplied with your printer. Updated drivers, as 
well as a complete description of the driver packages and Lexmark driver support, are available from the Lexmark Web site. 
You can also use the system drivers built into your operating system.
To print a job from a typical Windows application:
1Open the file you want to print.
2From the “File” menu, select Print.
3Select the correct printer in the dialog. Modify the printer settings as appropriate (such as the pages you want to 
print or the number of copies).
4Click Properties or Setup to adjust printer settings that were not available on the first screen, and then click OK.
5Click OK or Print to send the job to the selected printer.
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							Printing from a USB flash memory device
62
Printing
Printing from a USB flash memory device
A USB Direct interface is located on the operator panel so you can insert a USB flash memory device and print PDF 
documents. Printing a document from a USB flash memory device is similar to printing a held job.
For information regarding tested and approved USB flash memory devices, see our Lexmark Web site at http://
support.lexmark.com and click on KnowledgeBase to search for Direct USB printing.
Note the following when using a USB flash memory device with the printer USB Direct Interface:
USB devices must be compatible with the USB 2.0 standard.
Hi-Speed USB devices must support the Full-Speed standard as well. Devices only supporting USB low speed 
capabilities are not supported.
USB devices must use the FAT file system. Devices formatted with NTFS or any other file system are not 
supported.
You cannot print encrypted files or files without printing permissions.
To print from a USB flash memory device:
1Make sure the printer is on and Ready or Busy appears.
2Insert a USB flash memory device into the USB Direct interface.
Note:
If you insert the memory device when the printer requires attention such as when a paper jam 
has occurred, the printer ignores the memory device. 
If you insert the memory device when the printer is busy printing other jobs, the message 
Printer Busy appears. Select Continue, and your job prints after the other jobs finish.
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							Canceling a print job
63
Printing
3Press   until the   appears next to the document you want to print, and then press  .
A screen asking the number of copies to be printed will appear.
4To print only one copy, press  , or manually input the number of copies with the number pad, then press  .
Note:Do not remove the USB flash memory device from the USB Direct interface until the document has 
finished printing.
The document will begin printing.
If you leave the device in the printer after exiting the USB drive menu, you can still print PDFs on the device as held jobs. 
See Printing confidential and held jobs on page 65.
Canceling a print job
There are several methods for canceling a print job.
Canceling a job from the printer operator panel
Canceling a job from a computer running Windows
–Canceling a job from the taskbar
–Canceling a job from the desktop
Canceling a job from a Macintosh computer
–Canceling a job from a Macintosh computer running Mac OS 9.x
–Canceling a job from a Macintosh computer running Mac OS X
Canceling a job from the printer operator panel
Note:For more information about the operator panel, see Understanding the printer operator panel on 
page 9.
If the job you want to cancel is printing, and Busy appears on the display, press  until   Cancel a job appears, and 
then press  . The message Canceling Job appears until the job is canceled.
Canceling a job from a computer running Windows
Canceling a job from the taskbar
When you send a job to print, a small printer icon appears in the right corner of the taskbar.
1Double-click the printer icon. 
A list of print jobs appears in the printer window.
2Select the job you want to cancel.
USB drive
My_document_01
My_document_02
Copies
1
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							Printing the menu settings page
64
Printing
3Press the Delete key on the keyboard.
Canceling a job from the desktop
1Minimize all programs to reveal the desktop.
2Double-click the My Computer icon.
3Double-click the Printers icon.
A list of available printers appears. 
4Double-click the printer you selected when you sent the job.
A list of print jobs appears in the printer window.
5Select the job you want to cancel.
6Press the Delete key on the keyboard.
Canceling a job from a Macintosh computer
Canceling a job from a Macintosh computer running Mac OS 9.x
When you send a job to print, the printer icon for your selected printer appears on the desktop.
1Double-click the printer icon on your desktop.
A list of print jobs appears in the printer window.
2Select the print job you want to cancel.
3Click the trash can icon.
Canceling a job from a Macintosh computer running Mac OS X
1Open ApplicationsÆ Utilities, and then double-click Print Center or Printer Setup.
2Double-click the printer you are printing to.
3In the printer window, select the print job you want to cancel.
4Press Delete.
Printing the menu settings page
You can print a menu settings page to review the default printer settings and to verify printer options are installed correctly.
1Make sure the printer is on and Ready.
2Press   on the operator panel.
3Press  until  Reports appears, and then press  .
4Press  until  Menu Settings Page appears, and then press  .
Printing Menus Settings appears on the display.
The printer returns to the Ready state after the menu settings page prints.
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							Printing a network setup page
65
Printing
Printing a network setup page
You can print a network settings page to review the default printer settings and to verify printer options are installed 
correctly. Go to Printing a network setup page on page 17.
Printing a font sample list
To print samples of the fonts currently available for your printer:
1Make sure the printer is on and the Ready message appears.
2Press   on the operator panel.
3Press  until  Reports appears, and then press  .
4Press  until  Print Fonts appears, and then press  .
5Press   until the   appears next to PCL Emul Fonts, PostScript Fonts, or PPDS Fonts, and then press 
.
Printing a directory list
A directory listing shows the resources stored in flash memory or on the hard disk. To print a listing:
1Make sure the printer is on and the Ready message appears.
2Press   on the operator panel.
3Press  until  Reports appears, and then press  .
4Press  until  Print Directory appears, and then press  .
The message Printing Directory List appears on the display.
The printer returns to the Ready state after the directory list prints.
Printing confidential and held jobs
The term held job refers to any type of print job that can be initiated by the user at the printer. This includes a confidential 
job, a verify print job, a reserve print job, a repeat print job, a bookmark, a profile, or a file on a USB flash memory device.
When sending a job to the printer, you can specify in the driver that you want the printer to hold the job in memory. Once 
your job is stored in printer memory, go to the printer and use the printer operator panel to specify what you want to do with 
your print job.
All confidential and held jobs have a user name associated with them. To access confidential or held jobs, you must first 
select the type of job (confidential or held), and then select your user name from the user name list. Once you select your 
user name, you can print all your confidential jobs or select an individual print job. You can then choose the number of 
copies for the print job or you can delete the print job.
Printing a confidential job
When you send a confidential job to the printer, you must enter a personal identification number (PIN) from the driver. The 
PIN must be four digits using the numbers 0–9. The job is held in printer memory until you enter the same four-digit PIN 
from the operator panel and choose to print or delete the job. This ensures the job does not print until you are there to 
retrieve it. No one else using the printer can print the job without the PIN.
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							Printing confidential and held jobs
66
Printing
Windows
1From a word processor, spreadsheet, browser, or other application, select FileÆ  Print.
2Click Properties. (If there is no Properties button, click Setup, and then click Properties.)
3Depending on the operating system, you may have to click the Other Options tab, and then click Print and Hold.
Note:If you have difficulty finding Print and Hold
Æ Confidential Print, click Help and see the topic 
Confidential Print or Print and Hold, and then follow the driver instructions.
4Enter a User Name and PIN.
5Send your job to the printer.
Go to the printer when you are ready to retrieve your confidential print job, and follow the At the printer steps on 
page 66.
Macintosh
1From a word processor, spreadsheet, browser, or other application, select FileÆ  Print.
2In the “Copies & Pages” or “General” pop-up menu, select Job Routing.
aWhen using Mac OS 9, if Job Routing is not a choice on the pop-up menu, select Plug-in Preferences
Æ 
Print Time Filters.
bTurn down the disclosure triangle to the left of Print Time Filters, and select Job Routing.
cIn the pop-up menu, select Job Routing.
3In the radio group, select Confidential Print.
4Enter a User Name and PIN.
5Send your job to the printer.
Go to the printer when you are ready to retrieve your confidential print job, and follow the At the printer steps on 
page 66.
At the printer
1Press  until  Held jobs appears, and then press  .
2Press  until  Confidential jobs appears, and then press  .
3Press   until the   appears next to your user name, and then press  .
4Enter your PIN.
For more information, see Entering a personal identification number (PIN) on page 67.
5Press   until the   appears next to the job you want to print, and then press  .
Note:After your job prints, it is deleted from printer memory.
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							Printing confidential and held jobs
67
Printing
Entering a personal identification number (PIN)
When you select Confidential Job from the Held job menu, the following prompt appears on the display after you select 
your user name:
1Use the numeric pad to enter the four-digit PIN associated with your confidential job.
Note:As you enter the PIN, asterisks appear on the display to ensure confidentiality.
If you enter an invalid PIN, the Invalid PIN screen appears.
To reenter the PIN, make sure   Try again appears, and then press  .
To cancel, press   until   Cancel appears, and then press  .
2Press   until the   appears next to the job you want to print, and then press  .
Note:After your job prints, it is deleted from printer memory.
Printing and deleting held jobs
Held jobs such as Verify Print, Reserve Print, Repeat Print, Bookmarks, and USB flash memory files differ in function and 
do not require a PIN to print the job. These jobs are printed or deleted from the printer operator panel.
Ve r i f y  P r i n t
If you send a Verify Print job, the printer prints one copy and holds the remaining copies you requested in printer memory. 
Use Verify Print to examine the first copy to see if it is satisfactory before printing the remaining copies. Once all copies are 
printed, the Verify Print job is automatically deleted from printer memory.
Reserve Print
If you send a Reserve Print job, the printer does not print the job immediately. It stores the job in memory so you can print 
the job later. The job is held in memory until you delete it from the Held Jobs menu. Reserve Print jobs may be deleted if the 
printer requires extra memory to process additional held jobs.
Repeat Print
If you send a Repeat Print job, the printer prints all requested copies of the job and stores the job in memory so you can 
print additional copies later. You can print additional copies as long as the job remains stored in memory. 
Note:Repeat Print jobs are automatically deleted from printer memory when the printer requires extra 
memory to process additional held jobs.
Windows
1From a word processor, spreadsheet, browser, or other application, select FileÆ  Print.
2Click Properties. (If there is no Properties button, click Setup, and then click Properties.)
Enter PIN
*
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							Printing confidential and held jobs
68
Printing
3Depending on the operating system, you may have to click the Other Options tab, and then click Print and Hold.
Note:If you have difficulty finding Print and Hold
Æ  Held Jobs, click Help, and see the topic Held Jobs or 
Print and Hold, then follow the driver instructions.
4Select the type of held job you want, and then send your job to the printer.
Go to the printer when you are ready to retrieve your confidential print job, and follow the At the printer steps on 
page 68.
Macintosh
1From a word processor, spreadsheet, browser, or other application, select FileÆ  Print.
2In the Copies & Pages or General pop-up menu, select Job Routing.
aWhen using Mac OS 9, if Job Routing is not a choice on the pop-up menu, select Plug-in Preferences
Æ 
Print Time Filters.
bTurn down the disclosure triangle to the left of Print Time Filters, and select Job Routing.
cIn the pop-up menu, select Job Routing.
3In the radio group, select the type of held job you want, enter a user name, and then send your job to the printer.
Go to the printer when you are ready to retrieve your confidential print job, and follow the At the printer steps on 
page 68.
At the printer
1Press  until  Held jobs appears, and then press  .
2Press   until the   appears next to your user name, and then press  .
3Press   until the   appears next to the type of action you want to perform:
4Press .
5Press   until the   appears next to the job you want, and then press  .
The job will print or be deleted according to the type of print job and action you selected.Print All Jobs Delete All Jobs
Print A Job Delete A Job
Print Copies
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							Printing A5/Statement or JIS-B5/Executive sizes
69
Printing
Printing A5/Statement or JIS-B5/Executive sizes
When Auto Size Sensing is set to On, the printer cannot distinguish between Statement and A5 or Executive and JIS-B5. 
Follow these directions to change the Size Sensing setting.
Note:This is not necessary when printing from the multipurpose feeder.
1Make sure the printer is off.
2Press and hold the   and   buttons while you turn the printer on.
3Release both buttons when Performing Self Test appears on the display.
The printer performs its power-on sequence, and then Config Menu appears on the first line of the display.
4Press  until  Size Sensing appears, and then press  .
Tray 1 Sensing appears on the second line of the display.
5Press and release   or   to select the input option that has A5/Statement or JIS-B5/Executive loaded, and 
then press  .
The first line of the display shows the selected input option, and the second line shows the current setting.
6Press   or   to change the setting to Sense A5/Sense Statement or Sense JIS-B5/Sense Executive, and 
then press  .
Submitting Selection appears briefly on the display, and then is replaced by Config Menu on the first line and 
Size Sensing on the second line.
7Press and release   or   until   Exit Config Menu appears, and then press  .
Activating Menu Changes appears briefly, followed by Performing Self Test. The printer returns to Ready.
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							Maintaining the printer
70
7Maintaining the printer
Periodically, you need to complete certain tasks to maintain optimum print quality. These tasks are covered in this chapter.
If several people are using the printer, you may want to designate a key operator to do the setup and maintenance of your 
printer. Refer printing problems and maintenance tasks to this key operator.
In the U.S., contact Lexmark at 1-800-539-6275 for information about Lexmark Authorized Supplies Dealers in your area. In 
other countries or regions, visit the Lexmark Web site at www.lexmark.com or contact the place where you bought your 
printer.
Storing supplies
Choose a cool, clean storage area for your printer supplies. Store supplies right side up in their original packaging until you 
are ready to use them.
Do not expose supplies to:
Direct sunlight
Temperatures above 35°C (95°F)
High humidity (above 80%)
Salty air
Corrosive gases
Heavy dust
Determining the status of supplies
The printer operator panel alerts you once a supply item or maintenance is required. You can also view the status of 
supplies in your printer on the operator panel unless the printer is printing or in a busy state. The header or gray area at the 
top of the display will indicate the printer is Ready and lets you know if any trays are low. Selecting Status / Supplies on 
the display will open the Status / Supplies screen where you can view the status of the various trays and open the 
supplies screen to view the current status of your toner cartridge.
Ready. Tray 1 Low, Tray 2 Low…Status / Supplies
View supplies
Ready
Tr a y  1  L ow Status / Supplies
Held jobs
View Supplies
Toner Low
Staples OK
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