Lexmark X854e User Manual

							Creating shor tcuts
41
Faxing
Creating shortcuts
Instead of entering the entire phone number of a fax recipient on the control panel each time you want to send a fax, you 
can create a permanent fax destination and assign a shortcut number. A single shortcut number or a multiple number 
shortcut can be created. There are two methods for creating shortcut numbers: from a computer or from the MFP touch 
screen.
From a computer
1Enter the IP address of the MFP in the address line of your Web browser. If you do not know the IP address, see 
your administrator.
2Click Configuration (in the left frame of your browser window), and then click Manage Destinations (in the right 
frame of your browser window).
Note:A password may be required. If you do not have an ID and password, get one from your system 
support person.
3Click Fax Shortcut Setup.
4Enter a unique name for the shortcut, and specify the fax number.
To create a multiple number shortcut, enter the fax numbers for the group.
Note:Separate each fax number in the group with a semicolon (;).
5Assign a shortcut number.
If you enter a number that is already in use, you are prompted to select another number.
6Click Add.
7Go to the MFP, and load your original document in the ADF face up. Labels on the ADF show how to load the 
paper based on its size.
8From the numeric keypad, press #, and then enter your shortcut number.
9Touch Fax It.
From the MFP
1Place your original document in the ADF face up. Labels on the ADF show how to load the paper based on its size.
2Adjust the paper guides.
3Touch Fax on the home screen.
4Enter the recipients fax number.
To create a group of recipients, touch Next number, and enter the next recipient’s fax number.
5Touch Save as Shortcut.
6Enter a unique name for the shortcut.
7Verify the shortcut name and number are correct, and then touch OK.
If the name or number is incorrect, touch Cancel, and reenter the information.
8Touch Fax It.
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							Fax options
42
Faxing
Fax options
Original—Opens a screen where you can choose the size of the documents you are going to fax.
Touching any of the paper size buttons on the follow-on screen will make that your selection and return you to the 
Fax 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.
Content—Used to select the type of document you are scanning (for example, Text, Text/Photo, or Photo). Content affects 
the quality and size of your scan by selecting how the scanner will handle the information on the original document.
The Text setting will emphasize sharp, black, high-resolution text against a clean, white background.
The Text/Photo setting is used when the original documents are a mixture of text and graphics or pictures.
The Photo setting tells the scanner to pay extra attention to graphics and pictures. This setting emphasizes a 
reproduction of the full dynamic range of tones in the original document. This increases the amount of information 
saved and possibly increases transmission time.
Sides—Lets you inform the MFP if your original document is simplex (printed on one side) or duplex (printed on both 
sides). This lets the scanner know what needs to be scanned for inclusion in the fax.
Resolution—Lets you control how closely the scanner examines the document you wish to fax. If you are faxing a 
photograph, a drawing with fine lines, or a document with very small text, increase the Resolution setting. This will increase 
the amount of time required for the scan and will increase the quality of the fax output. Standard is suitable for most 
documents. Fine is recommended for documents with small print. Super fine is recommended for original documents with 
fine detail. Ultra fine is recommended for documents with pictures or photographs.
Darkness—Lets you adjust how light or dark your faxes will turn out in relation to the original document.
Advanced Options—Lets you access the Delayed Send, Advanced Imaging, Custom Job, Transmission Log, Scan 
Preview, Edge Erase, Advanced Duplex, or Fax Queue settings.
Delayed Send—Lets you set up a fax that will be sent at a later time or date. After setting up your fax, select 
Delayed Send, enter the time and date you would like to transmit your fax, and then touch Done. This setting can 
be especially useful in sending information to fax lines that are not readily available during certain hours, or when 
transmission times are cheaper.
Note:If the device is powered off when the delayed fax is due to be sent, the fax is sent the next time the 
MFP is powered up.
Advanced Imaging—Lets you adjust Background Removal, Contrast, and Shadow Detail before you copy the 
document.
Custom Job (Job Build)—Lets you combine multiple scanning jobs into a single job.
Note:Custom Job is not supported on all models.
Transmission Log—Lets you print the transmission log or transmission error log.
Scan Preview—Displays the image before it is included in the fax. When a 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. Edge Erase will erase 
whatever is within the area selected, leaving nothing printed on that portion of the paper.
Advanced Duplex—Controls how many sides and what orientation your original document has, and whether your 
original documents are bound along the long edge or the short edge.
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							Changing the fax resolution
43
Faxing
Changing the fax resolution
1Place your original document in the ADF face up. Labels on the ADF show how to load the paper based on its size.
2Adjust the paper guides.
3Touch Fax on the home screen.
4Enter the fax number.
5Touch Options.
6Touch the button that represents the resolution you want.
7Touch Fax It.
Adjusting the Darkness setting
1Place your original document in the ADF face up. Labels on the ADF show how to load the paper based on its size.
2Adjust the paper guides.
3Touch Fax on the home screen.
4Enter the fax number.
5Touch Options.
6Touch the left Darkness arrow to reduce the darkness of the fax or touch the right Darkness arrow to increase the 
darkness of the fax.
7Touch Fax It.
Sending a fax at a later time
1Place your original document in the ADF face up. Labels on the ADF show how to load the paper based on its size.
2Adjust the paper guides.
3Touch Fax on the home screen.
4Enter the fax number.
5Touch Options.
6Touch Advanced Options.
7Touch Delayed Send.
Note:If Fax Mode is set to Fax Server, the Delayed Send button will not appear. Faxes waiting for 
transmission are listed in the Fax Queue.
8Touch the left arrow to reduce the time or the right arrow to increase the time the fax will be transmitted.
Note:Touching the increase or decrease arrow increments the time by 30 minutes. If the current time is 
shown, the left arrow is grayed out. 
9Touch Done.
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							Canceling an outgoing fax
44
Faxing
Canceling an outgoing fax
There are two ways to cancel an outgoing fax: 
While the original documents are still scanning
1When using the ADF, 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.
After the original documents have been scanned to memory
1Touch Cancel Jobs on the home screen.
The Cancel Jobs screen will appear.
2Touch the job or jobs you want to cancel.
Only three jobs appear on the screen, touch the down arrow until the job you want appears and then touch the job 
you want to cancel.
3Touch Delete Selected Jobs.
The Deleting Selected Jobs screen appears, the selected jobs are deleted, and then the home screen appears.
Fax tips
The following tips may improve the MFP fax quality. For additional information or to solve copy problems, see Solving fax 
quality problems.
QuestionTip
When should I use Text mode?   Text mode should be used when text preservation is the main goal of the fax, 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 faxing 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 for faxing photos printed on a laser printer or taken from 
a magazine or newspaper.
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							Fax setup
45
Faxing
Fax setup
When you first turn on the MFP or if the MFP has been off for an extended time, Set clock will appear. Additionally, many 
countries and regions require outgoing faxes to contain the following information in a margin at the top or bottom of each 
transmitted page, or on the first page of the transmission:
Date and time (date and time fax is sent)
Station name (identification of the business, other entity, or individual sending the message)
Station number (telephone number of the sending fax machine, business, other entity, or individual)
Note:See Electronic emission notices and Other telecommunications notices for FCC information.
There are two methods to enter your fax setup information. They are 1) manually entering the information through the MFP 
control panel, or 2) using your browser to access the MFP IP address and then entering the Configure menu.
Note:If you do not have a TCP/IP environment, you must use the MFP control panel to set your basic fax 
information.
Select one of the following to find the instructions for the method you want to use.
Performing manual fax setup
1Touch the Menus button on the home screen.
2Touch Settings.
3Touch Fax Settings.
4Touch General Fax Settings.
5Touch Station Name.
6Enter the Station Name (enter your name or company name).
7Touch Done to save your choice.
8Touch Station Number.
9Enter your fax phone number.
10Touch Done.
Performing browser fax setup
Note:Configuration is a task usually done by a network administrator. If you are prompted for a password 
during the following instructions, see your network administrator for help.
1Type the IP address of the MFP in the address line of your browser (for example, http://192.168.236.24), and then 
press Enter.
2Click Configuration.
3Under the MFP heading, click Fax Setup. Performing manual fax setup
Performing browser fax setup
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							Fax setup
46
Faxing
4Click Configuration.
If you are changing fax modes, you must click Submit before you can access the configuration page.
Note:During MFP power up, if the print server is configured to use Network Time Protocol (NTP) time, the 
current date and time are provided. However, you must set the time zone to get the correct time.
5Enter the required FCC information:
Date and time (current date and time)
Station name (personal name or company name)
Station number (fax phone line number)
6Select the Time Zone, such as Eastern (USA and Canada, Eastern Standard Time). This sets the required 
information.
7Set your options for Rings to Answer, and so on.
8After you finish entering the information, click Submit.
Changing optional settings such as setting up a fax transmission log, creating permanent fax destinations, and enabling the 
fax server function can be changed through your browser, or the MFP control.
Viewing a fax log
When you send or receive a fax, an entry of the activity is recorded in a file. You can view or print this file when you want.
To view the fax log:
1Type the IP address of the MFP in the address line of your browser, and then press Enter.
2Click Reports.
3Click Fax Settings.
4Click Fax Job Log or Fax Call Log.
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							4
Contents
Chapter 1: Learning about the MFP  .................................................................................. 8
Identifying the MFP  .......................................................................................................................................... 8
Using the scanner  ............................................................................................................................................ 8
Configured models  ......................................................................................................................................... 10
Understanding the MFP control panel  ........................................................................................................... 11
Using the LCD touch-screen buttons  ............................................................................................................. 17
Menus ............................................................................................................................................................ 23
Chapter 2: Copying  ........................................................................................................... 24
Quick copy  ..................................................................................................................................................... 24
Multiple page copying  .................................................................................................................................... 24
Using the flatbed  ............................................................................................................................................ 25
Copy screens and options  ............................................................................................................................. 25
Copying from one size to another  .................................................................................................................. 26
Making transparencies  ................................................................................................................................... 27
Copying to letterhead  ..................................................................................................................................... 27
Copying photographs  ..................................................................................................................................... 27
Making copies using media from a selected tray  ........................................................................................... 28
Copying mixed-sized media  ........................................................................................................................... 28
Setting the duplex option  ............................................................................................................................... 28
Reducing and enlarging copies  ..................................................................................................................... 29
Adjusting copy quality  .................................................................................................................................... 29
Setting collation options  ................................................................................................................................. 29
Placing separator sheets between copies  ..................................................................................................... 30
Setting paper saving options  ......................................................................................................................... 30
Placing the date and time at the top of each page  ........................................................................................ 30
Placing an overlay message on each page  ................................................................................................... 31
Creating a custom job (job build)  ................................................................................................................... 31
Canceling a copy job  ..................................................................................................................................... 32
Copy tips  ........................................................................................................................................................ 32
Chapter 3: E-mail  ..............................................................................................................33
Entering an e-mail address  ............................................................................................................................ 33
Using a shortcut number  ................................................................................................................................ 33
Using the address book  ................................................................................................................................. 34
E-mailing to a profile  ...................................................................................................................................... 34
Adding e-mail subject and message information  ........................................................................................... 34
Changing the output file type  ......................................................................................................................... 35
E-mailing color documents  ............................................................................................................................ 35
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							Creating shor tcuts
48
FTP
3Touch FTP on the home screen.
4Touch Search Address Book.
5Enter name or part of the name you are searching for, and then touch Search.
6Touch the name that you want to add to the To: field.
7Touch Send It.
Creating shortcuts
Instead of entering the entire FTP site address on the control panel each time you want to send a document to an FTP, you 
can create a permanent FTP destination and assign a shortcut number. A single shortcut number or a multiple number 
shortcut can be created. There are two methods for creating shortcut numbers: from a computer or from the MFP touch 
screen.
From a computer
1Enter the IP address of the MFP in the address bar of your Web browser. If you do not know the IP address, see 
your administrator.
2Click Configuration (in the left frame of your browser window) and then click Manage Destinations (in the right 
frame of your browser window).
Note:A password may be required. If you do not have an ID and password, get one from your system 
support person.
3Click FTP Shortcut Setup.
4Enter the appropriate information into the fields.
5Assign a shortcut number.
If you enter a number that is already in use, you are prompted to select another number.
6Click Add.
7Go to the MFP, and load your original document in the ADF face up. Labels on the ADF show how to load the 
paper based on its size.
8From the numeric keypad, press #, and then enter your shortcut number.
9Touch Send It.
From the MFP
1Place your original document in the ADF face up. Labels on the ADF show how to load the paper based on its size.
2Adjust the paper guides.
3Touch FTP on the home screen.
4Enter the FTP site.
5Touch Save as Shortcut.
6Enter a unique name for the shortcut.
7Verify the shortcut name and number are correct, and then touch OK.
If the name or number is incorrect, touch Cancel, and reenter the information.
8Touch Send It.
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							FTP options
49
FTP
FTP options
Original Size—Opens a screen where you can enter the size of the documents you are going to copy.
Touching any of the paper size icons on the follow-on screen will make that your selection and return you to the 
FTP 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.
Sides (Duplex)—Tells the MFP if your original document is simplex (printed on one side) or duplex (printed on both sides). 
This lets the scanner know what needs to be scanned for inclusion in the e-mail.
Binding—Tells the MFP whether the original document is bound on the long-edge or short-edge side.
Base File Name—Lets you enter a file name. The default value is the word image. A timestamp is added to the file name to 
prevent overwriting files of the same name at the FTP site.
Note:There is a 53-character limit for the file name.
Resolution—Adjusts the output quality of your file. Increasing the image resolution increases the file size and the time 
needed to scan your original document. Image resolution can be decreased to reduce the 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 FTP file.
Text—Emphasizes 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 emphasizes a reproduction 
of the full dynamic range of tones in the original document. This increases the amount of information saved.
Color—Sets the scan type and output for the copy. Color documents can be scanned and sent to an FTP site, PC, 
or e-mail address. The MFP will print color documents in grayscale only.
Advanced Options—Accesses the Advanced Imaging, Custom Job, Transmission Log, Scan Preview, Edge Erase, or 
Darkness settings.
Advanced Imaging—Adjusts Background Removal, Contrast, and Shadow Detail before you scan the document.
Custom Job (Job Build)—Combines multiple scanning jobs into a single job.
Note:Custom Job is not supported on all models.
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 FTP file. 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, or pick a particular edge. Edge Erase will erase whatever is within 
the area selected and leave nothing printed on that portion of the paper.
Darkness—Adjusts how light or dark your scanned documents will turn out.
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							FTP tips
50
FTP
FTP tips
The following tips may improve the MFP FTP quality.
QuestionTip
When should I use Text mode?   Text mode should be used when text preservation is the main goal of sending a 
document to an FTP site, 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 sending a document to an FTP site 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 the original is composed mostly of photos printed 
on a laser printer or taken from a magazine or newspaper.
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