Lexmark X642e User Manual

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Entering an e-mail address
1Place the original document facing up in the automatic document feeder or facing down on 
the scanner glass (flatbed).
Adjust the paper guides when using the ADF.
2Touch E-mail.
3Enter the recipients address.
You can enter additional recipients by pressing next and then entering the recipients address 
or shortcut number.
4Touch E-mail It.
Using a shortcut number
1Place the original document facing up in the automatic document feeder or facing down on 
the scanner glass (flatbed).
Adjust the paper guides when using the ADF.
2Touch E-mail.
3Press #, and then enter the recipients shortcut number.
You can enter additional recipients by pressing next and then entering the recipients shortcut 
number or address.
4Touch E-mail It.
Using the address book
1Place the original document facing up in the automatic document feeder or facing down on 
the scanner glass (flatbed).
Adjust the paper guides when using the ADF.
2Touch E-mail.
3Touch Search Address Book.
4Enter the name or part of the name you are searching for, and then touch Search.
5Touch the name that you want to add to the To: field.
You can enter additional recipients by pressing next and then entering the recipients address 
or shortcut number, or searching the address book.
6Touch E-mail It.
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E-mailing to a profile
1Place the original document facing up in the automatic document feeder or facing down on 
the scanner glass (flatbed).
Adjust the paper guides when using the ADF.
2Touch Held Jobs.
3Touch Profiles.
4Select your e-mail destination from the profile list.
5Touch E-mail It.
Adding e-mail subject and message information
1Place the original document facing up in the automatic document feeder or facing down on 
the scanner glass (flatbed).
Adjust the paper guides when using the ADF.
2Touch E-mail.
3Touch Options.
4Touch Subject.
5Enter the e-mail subject.
6Touch Done.
7Touch Message.
8Enter an e-mail message.
9Touch Done.
10Touch E-mail It.
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Changing the output file type
1Place the original document facing up in the automatic document feeder or facing down on 
the scanner glass (flatbed).
Adjust the paper guides when using the ADF.
2Touch E-mail.
3Enter an e-mail address.
4Touch Options.
5Touch the button that represents the file type you want to send.
PDF: This creates a single file with multiple pages, viewable with Adobe Reader. Adobe 
Reader is provided free by Adobe at http://www.adobe.com.
TIFF: Creates multiple files or a single file. If Multi-page TIFF is turned off in the 
Configuration menu, then TIFF saves one page in each file. The file size is usually larger 
than an equivalent JPEG.
JPEG: Creates and attaches a separate file for each page of the original document, and 
is viewable by most Web browsers and graphics programs.
6Touch E-mail It.
E-mailing color documents
1Place the original document facing up in the automatic document feeder or facing down on 
the scanner glass (flatbed).
Adjust the paper guides when using the ADF.
2Touch E-mail.
3Enter an e-mail address.
4Touch Options.
5Touch Color.
6Touch E-mail It.
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Creating an e-mail shortcut
From a computer
1Enter the IP address of the MFP into the URL field (address bar) of the Web browser.
2Click Configuration (in the left frame), and then click Manage Destinations (in the right 
frame).
Note:You may be asked to enter a password. If you do not have an ID and password, 
obtain one from your system support person.
3Click E-mail Destination Setup.
4Enter a unique name for the recipient, and specify the e-mail address.
Note:If entering multiple addresses, separate each address with a comma (,).
5Choose your scan settings (Format, Content, Color, and Resolution).
6Enter a shortcut number, and then click Add.
If you enter a number that is already in use, you are prompted to select another number.
7Go to the MFP, and place the original document in the automatic document feeder facing up, 
short-edge first.
8Touch E-mail.
9Press #, and then enter the recipients shortcut number.
10Touch E-mail It.
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From the MFP
1Load the original document in the ADF facing up, short-edge first, and adjust the paper 
guides.
2Touch E-mail.
3Enter the recipients e-mail address.
To create a group of recipients, touch Next number, and enter the next recipient’s e-mail 
address.
4Touch Save as Shortcut.
5Enter a unique name for the shortcut.
6Verify the shortcut name and number are correct, and then touch OK.
If the name or number is incorrect, touch Cancel, and reenter the information.
7Touch E-mail It.
Creating an e-mail profile
1Open your Web browser. In the address line, enter the IP address of the MFP you want to 
configure using the format: http://ip_address/.
2Click Configuration.
3Click E-mail/FTP Settings.
4Click Manage E-mail Shortcuts.
5Fill in the fields with the appropriate information.
6Click Add.
Canceling an e-mail
1When using the automatic document feeder, touch Cancel while Scanning… is displayed on 
the touch screen.
2When using the scanner bed, touch Cancel while Scan the Next Page / Finish the 
Job is displayed on the touch screen.
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Understanding e-mail options
Original Size: Opens a screen where you can enter the size of the documents you are going to e-
mail.
Touching any of the paper size icons on the follow-on screen will make that your selection and 
return you to the 
e-mail Options screen.
When Original Size is set to Mixed Sizes, you can scan different size original documents 
(letter and legal size pages). They will be scaled automatically to fit the selected output media 
size.
Orientation: Tells the MFP whether the original document is portrait or landscape and then changes 
the Sides and Binding settings to match the original document orientation.
Binding: Tells the MFP whether the original document is bound on the long-edge or short-edge side.
E-mail Subject: Lets you enter a subject line to your e-mail. You can enter up to 255 characters.
E-mail Message: Lets you enter a message that will be sent with your scanned attachment.
Resolution: Adjusts the output quality of your e-mail. Increasing the image resolution increases the 
e-mail file size and the time needed to scan the original document. Image resolution can be 
decreased to reduce the e-mail file size.
Send As: Sets the output (PDF, TIFF, or JPEG) for the scanned image.
PDF output is a single file.
TIFF output is a single file. If Multi-page TIFF is turned off in the Configuration menu, then 
TIFF saves one page each in a series of files.
JPEG saves one page in each file. When multiple pages are scanned, the output will be a 
series of files.
Content: Tells the MFP the original document type. Choose from Text, Text/Photo, or Photo. Color 
can be turned on or off with any of the Content choices. Content affects the quality and size of your e-
mail.
Te x t : Emphasize sharp, black, high-resolution text against a clean, white background.
Text/Photo: Used when the original documents are a mixture of text and graphics or pictures.
Photo: Tells the scanner to pay extra attention to graphics and pictures. This setting takes 
longer to scan but emphasizes a reproduction of the full dynamic range of tones in the 
original. This increases the amount of information saved.
Color: Sets the scan type and output for the e-mail. Color documents can be scanned and 
sent to an e-mail address.
Note:The MFP will print color documents in grayscale only.
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Advanced Options: Lets you change Transmission Log, Scan Preview, Edge Erase, or Darkness 
settings.
Transmission Log: Prints the transmission log or transmission error log.
Scan Preview: Displays the first pages of the image before it is included in the e-mail. When 
the first page is scanned, the scanning is paused and a preview image appears.
Note:Scan Preview is not supported on all models.
Edge Erase: Eliminates smudges or information around the edges of your document. You 
can choose to eliminate an equal area around all four sides of the paper, or pick a particular 
edge.
Darkness: Adjusts how light or dark your scanned e-mails will turn out.
E-mail server setup
For e-mail to operate, it must be turned on in the MFP configuration and have a valid IP address or 
gateway address. To set up the e-mail function:
1Open your Web browser. In the address line, enter the IP address of the MFP you want to 
configure using the format: http://ip_address/.
2Click Configuration.
3Click E-mail/FTP Settings.
4Click Email Server Setup.
5Fill in the fields with the appropriate information.
6Click Submit.
Address book setup
1Open your Web browser. In the address line, enter the IP address of the MFP you want to 
configure using the format: http://ip_address/.
2Click Configuration.
3Click E-mail/FTP Settings.
4Click Manage E-mail Shortcuts.
5Fill in the fields with the appropriate information.
6Click Add.
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E-mail tips
The following tips may improve the MFP e-mail quality. For additional information or to solve scan 
problems, see Solving scan quality problems.
QuestionTip
When should I use Text 
mode? Text mode should be used when text preservation is the main goal of the 
scan, and preserving images copied from the original document is not a 
concern.
Text is best used for receipts, carbon copy forms, and documents that only 
contain text or fine line art.
When should I use 
Text/Photo mode?Text/Photo mode should be used when scanning an original document that 
contains a mixture of text and graphics.
Text/Photo is best used for magazine articles, business graphics, and 
brochures.
When should I use Photo 
mode?
Photo mode should be used when scanning photos printed on a laser 
printer or taken from a magazine or newspaper.
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4
Faxing
The fax function lets you scan items and fax them to one or more recipients directly from the MFP. 
When you touch Fax, it opens the fax destination screen. You enter the fax number and touch Fax It 
to send your fax. You can also change the fax settings to fit your personal needs.
During initial MFP setup, you may be required to configure the MFP for faxing. For additional 
information, see Fax setup.
The following fax topics are available in this and other chapters.
Adjusting the Darkness setting
Using fax destination shortcuts Sending a fax at a later time
Using the address book Cancel an outgoing fax
Sending faxes from a computer Fax tips
Fax setup
Understanding fax options Solving fax problems
Changing the fax resolution Viewing a fax log
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Sending a fax
There are two ways to send a fax: enter the number using a numeric keypad or use a shortcut 
number. Use the instructions below to send a fax using the keypad, or see Using fax destination 
shortcuts to fax your documents using a shortcut.
1Place the original document in the automatic document feeder facing up, short-edge first.
2Adjust the paper guides.
3Touch Fax.
4Enter the fax number using the numbers on the touch screen or keypad.
Add recipients by touching next and then entering the recipients telephone number or 
shortcut number, or search the address book.
Note:To place a two-second dialing pause within a fax number, use the Dial Pause 
button.
The dial pause will appear as a comma in the Fax to: box. Use this feature if you need to dial 
an outside line first.
5Touch Fax It.
Using fax destination shortcuts
Fax destination shortcuts are just like the speed dial numbers on a telephone or fax machine. You 
can assign shortcut numbers when creating permanent fax destinations. Permanent fax destinations 
or speed dial numbers are created in the Manage Destinations link located under the Configuration 
tab on the Web page. A shortcut number (1–99999) can contain a single recipient or multiple 
recipients. By creating a group fax destination with a shortcut number, you can quickly and easily fax 
broadcast information to an entire group.
1Place the original document in the automatic document feeder facing up, short-edge first.
2Adjust the paper guides.
3Touch Fax.
Press # followed by the shortcut number on the keypad, or touch Next Number to enter 
another address.
For information on creating shortcut numbers, see Creating shortcuts.
4Touch Fax It.
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