Lexmark X940e User Manual

							X940e, X945e
Users Guide
August 2011 www.lexmark.com
Lexmark and Lexmark with diamond design are trademarks of Lexmark International, Inc., registered in the United States and/or other countries.
All other trademarks are the property of their respective owners.
© 2007 Lexmark International, Inc.
All rights reserved.
740 West New Circle Road
Lexington, Kentucky 40550
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							Contents
Safety information.....................................................................................12
Learning about the printer.........................................................................14
Printer configurations.............................................................................................................................14
Basic functions of the scanner.................................................................................................................14
Understanding the ADF and scanner glass..............................................................................................15
Understanding the control panel............................................................................................................16
Understanding the home screen.............................................................................................................17
Using the touch-screen buttons..............................................................................................................19
Installing options........................................................................................24
Installing internal options........................................................................................................................24
Available options .............................................................................................................................................. 24
Accessing the system board to install internal options .................................................................................... 25
Installing a memory card .................................................................................................................................. 26
Installing a flash memory or firmware card ...................................................................................................... 27
Installing an internal print server or port interface card .................................................................................. 29
Reinstalling the system board........................................................................................................................... 30
Attaching cables......................................................................................................................................31
Loading paper and specialty media............................................................32
Setting the Paper Size and Paper Type....................................................................................................32
Loading the 520-sheet trays....................................................................................................................32
Loading the 520‑sheet trays ............................................................................................................................. 32
Using A5 or statement paper sizes ................................................................................................................... 34
Loading the 867‑ and 1133‑sheet trays..................................................................................................35
Using the multipurpose feeder...............................................................................................................36
Configuring Universal paper settings......................................................................................................39
Linking and unlinking trays......................................................................................................................39
Linking trays ...................................................................................................................................................... 39
Unlinking trays .................................................................................................................................................. 39
Changing a Custom Type  name .................................................................................................................. 40
Assigning a custom paper type name ............................................................................................................... 41
Paper and specialty media guide................................................................42
Paper guidelines......................................................................................................................................42
Paper characteristics......................................................................................................................................... 42 Contents2
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							Unacceptable paper.......................................................................................................................................... 43
Selecting paper ................................................................................................................................................. 43
Selecting preprinted forms and letterhead ...................................................................................................... 43
Using recycled paper ........................................................................................................................................ 44
Using letterhead......................................................................................................................................44
Using transparencies...............................................................................................................................46
Using envelopes......................................................................................................................................46
Using labels.............................................................................................................................................47
Using card stock......................................................................................................................................47
Storing paper...........................................................................................................................................48
Supported paper sizes, types, and weights.............................................................................................48
Paper sizes supported by the printer................................................................................................................ 48
Paper types and weights supported by the printer .......................................................................................... 50
Paper types and weights supported by the finisher ......................................................................................... 50
Supported finishing features ............................................................................................................................ 51
Copying......................................................................................................54
Making copies.........................................................................................................................................54
Making a quick copy ......................................................................................................................................... 54
Copying using the ADF ...................................................................................................................................... 54
Copying using the scanner glass (flatbed) ........................................................................................................ 55
Copying photos........................................................................................................................................55
Copying on specialty media.....................................................................................................................55
Making transparencies ..................................................................................................................................... 55
Copying to letterhead ....................................................................................................................................... 56
Customizing copy settings.......................................................................................................................56
Copying from one size to another .................................................................................................................... 56
Making copies using paper from a selected tray .............................................................................................. 56
Copying a document that contains mixed paper sizes ..................................................................................... 57
Copying on both sides of the paper (duplexing) ............................................................................................... 58
Reducing or enlarging copies ............................................................................................................................ 58
Adjusting copy quality ...................................................................................................................................... 58
Collating copies ................................................................................................................................................. 59
Placing separator sheets between copies......................................................................................................... 59
Copying multiple pages onto a single sheet ..................................................................................................... 60
Creating a custom job (job build)...................................................................................................................... 60
Job interrupt............................................................................................................................................61
Placing information on copies.................................................................................................................61
Placing the date and time at the top of each page ........................................................................................... 61
Placing an overlay message on each page ........................................................................................................ 62
Canceling a copy job................................................................................................................................62
Contents3
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							Canceling a copy job while the document is in the ADF ................................................................................... 62
Canceling a copy job while copying pages using the scanner glass .................................................................. 62
Canceling a copy job while the pages are being printed .................................................................................. 63
Understanding the copy screens and options.........................................................................................63
Copy from ......................................................................................................................................................... 63
Copy to.............................................................................................................................................................. 63
Scale .................................................................................................................................................................. 63
Darkness ........................................................................................................................................................... 64
Color ................................................................................................................................................................. 64
Photo ................................................................................................................................................................ 64
Sides (Duplex) ................................................................................................................................................... 64
Collate ............................................................................................................................................................... 64
Options ............................................................................................................................................................. 64
Improving copy quality............................................................................................................................66
E-mailing....................................................................................................67
Getting ready to e-mail...........................................................................................................................67
Setting up the e-mail function .......................................................................................................................... 67
Setting up the address book ............................................................................................................................. 67
Creating an e-mail shortcut.....................................................................................................................68
Creating an e-mail shortcut using the Embedded Web Server ......................................................................... 68
Creating an e-mail shortcut using the touch screen ......................................................................................... 68
E-mailing a document..............................................................................................................................69
Sending an e-mail using the keypad ................................................................................................................. 69
Sending an e‑mail using a shortcut number ..................................................................................................... 69
Sending an e-mail using the address book ....................................................................................................... 69
E-mailing color documents......................................................................................................................70
Using profiles...........................................................................................................................................70
Creating an e-mail profile ................................................................................................................................. 70
E-mailing to a profile......................................................................................................................................... 70
Customizing e-mail settings.....................................................................................................................71
Adding e-mail subject and message information ............................................................................................. 71
Changing the output file type ........................................................................................................................... 71
Canceling an e-mail.................................................................................................................................72
Understanding e-mail options.................................................................................................................72
Original Size ...................................................................................................................................................... 72
Sides (Duplex) ................................................................................................................................................... 72
Orientation ....................................................................................................................................................... 72
Binding .............................................................................................................................................................. 72
E-mail Subject ................................................................................................................................................... 72
E-mail Message ................................................................................................................................................. 72
Resolution ......................................................................................................................................................... 72 Contents4
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							Send As ............................................................................................................................................................. 73
Content ............................................................................................................................................................. 73
Advanced Options............................................................................................................................................. 73
Faxing........................................................................................................74
Getting the printer ready to fax..............................................................................................................74
Choosing a fax connection ................................................................................................................................ 74
Using an RJ11 adapter ...................................................................................................................................... 75
Connecting directly to a telephone wall jack in Germany ................................................................................ 78
Connecting to a telephone ............................................................................................................................... 79
Connecting to an answering machine............................................................................................................... 80
Connecting to a computer with a modem ........................................................................................................ 81
Setting the outgoing fax name and number ..................................................................................................... 83
Setting the date and time ................................................................................................................................. 83
Turning daylight saving time on or off .............................................................................................................. 83
Sending a fax...........................................................................................................................................84
Sending a fax using the control panel ............................................................................................................... 84
Sending a fax using the computer .................................................................................................................... 84
Creating shortcuts...................................................................................................................................84
Creating a fax destination shortcut using the Embedded Web Server ............................................................. 84
Creating a fax destination shortcut using the touch screen ............................................................................. 85
Using shortcuts and the address book....................................................................................................86
Using fax destination shortcuts ........................................................................................................................ 86
Using the address book .................................................................................................................................... 86
Customizing fax settings..........................................................................................................................87
Changing the fax resolution .............................................................................................................................. 87
Making a fax lighter or darker .......................................................................................................................... 87
Sending a fax at a scheduled time .................................................................................................................... 87
Viewing a fax log ............................................................................................................................................... 88
Canceling an outgoing fax.......................................................................................................................88
Canceling a fax while the original documents are still scanning ....................................................................... 88
Canceling a fax after the original documents have been scanned to memory................................................. 88
Understanding fax options......................................................................................................................89
Original Size ...................................................................................................................................................... 89
Content ............................................................................................................................................................. 89
Sides (Duplex) ................................................................................................................................................... 89
Resolution ......................................................................................................................................................... 89
Darkness ........................................................................................................................................................... 89
Advanced Options............................................................................................................................................. 90
Improving fax quality...............................................................................................................................90
Holding and forwarding faxes.................................................................................................................90
Holding faxes .................................................................................................................................................... 90
Forwarding a fax ............................................................................................................................................... 91 Contents5
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							Scanning to an FTP address........................................................................93
Scanning to an FTP address.....................................................................................................................93
Scanning to an FTP address using the keypad .................................................................................................. 93
Scanning to an FTP address using a shortcut number ...................................................................................... 94
Scanning to an FTP address using the address book ........................................................................................ 94
Creating shortcuts...................................................................................................................................94
Creating an FTP destination shortcut using the Embedded Web Server .......................................................... 94
Creating an FTP destination shortcut using the touch screen .......................................................................... 95
Understanding FTP options.....................................................................................................................95
Original Size ...................................................................................................................................................... 95
Sides (Duplex) ................................................................................................................................................... 95
Binding .............................................................................................................................................................. 95
Resolution ......................................................................................................................................................... 95
Send As ............................................................................................................................................................. 95
Content ............................................................................................................................................................. 96
Advanced Options............................................................................................................................................. 96
Improving FTP quality..............................................................................................................................96
Scanning to a computer or USB flash memory device.................................97
Scanning to a computer..........................................................................................................................97
Scanning to a USB flash memory device.................................................................................................98
Understanding scan to computer options...............................................................................................98
Quick Setup ....................................................................................................................................................... 98
Format Type...................................................................................................................................................... 99
Compression ..................................................................................................................................................... 99
Default Content ................................................................................................................................................ 99
Color ................................................................................................................................................................. 99
Original Size ...................................................................................................................................................... 99
Orientation ....................................................................................................................................................... 99
Sides (Duplex) ................................................................................................................................................... 99
Darkness ......................................................................................................................................................... 100
Resolution ....................................................................................................................................................... 100
Advanced Imaging........................................................................................................................................... 100
Improving scan quality..........................................................................................................................100
Printing....................................................................................................101
Installing printer software.....................................................................................................................101
Printing a document..............................................................................................................................101
Printing a document from Windows............................................................................................................... 101
Printing a document from a Macintosh computer ......................................................................................... 101
Printing confidential and other held jobs..............................................................................................102
Contents6
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							Holding jobs in the printer .............................................................................................................................. 102
Printing confidential and other held jobs from Windows............................................................................... 102
Printing confidential and other held jobs from a Macintosh computer ......................................................... 103
Printing from a USB flash memory device.............................................................................................104
Printing information pages....................................................................................................................105
Printing a menu settings page ........................................................................................................................ 105
Printing a network setup page........................................................................................................................ 105
Printing a directory list.................................................................................................................................... 105
Printing the print quality test pages ............................................................................................................... 106
Canceling a print job..............................................................................................................................106
Canceling a print job from the control panel .................................................................................................. 106
Canceling a print job from the Windows taskbar ........................................................................................... 106
Canceling a print job from the Windows desktop .......................................................................................... 106
Canceling a print job from Mac OS 9 .............................................................................................................. 107
Canceling a print job from Mac OS X .............................................................................................................. 107
Printing in black and white....................................................................................................................107
Using Max Speed and Max Yield...........................................................................................................107
Clearing jams............................................................................................109
Avoiding jams........................................................................................................................................109
Understanding jam numbers and locations..........................................................................................109
200–203 paper jams..............................................................................................................................111
230–231 paper jams..............................................................................................................................111
241 paper jam.......................................................................................................................................114
242–244 paper jams..............................................................................................................................115
250 paper jam.......................................................................................................................................117
280–282 paper jams..............................................................................................................................118
283–284 and 287–288 paper jams........................................................................................................119
284–286 paper jams..............................................................................................................................121
289 staple jam.......................................................................................................................................122
290–295 paper jams..............................................................................................................................125
Understanding printer menus...................................................................127
Menus list..............................................................................................................................................127
Supplies menu.......................................................................................................................................128
Paper menu...........................................................................................................................................129
Default Source menu ...................................................................................................................................... 129
Paper Size/Type menu .................................................................................................................................... 129
Configure MP menu ........................................................................................................................................ 131
Substitute Size menu ...................................................................................................................................... 132 Contents7
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							Paper Texture menu ....................................................................................................................................... 132
Paper Loading menu ....................................................................................................................................... 133
Custom Types menu ....................................................................................................................................... 134
Custom Names menu ..................................................................................................................................... 134
Custom Bin Names menu ............................................................................................................................... 135
Universal Setup menu..................................................................................................................................... 135
Bin Setup menu............................................................................................................................................... 136
Reports menu........................................................................................................................................136
Reports menu ................................................................................................................................................. 136
Settings menu........................................................................................................................................138
General Settings menu ................................................................................................................................... 138
Copy Settings menu ........................................................................................................................................ 142
Fax Settings menu........................................................................................................................................... 145
E‑mail Settings menu ...................................................................................................................................... 153
E‑mail Server Setup menu .............................................................................................................................. 156
FTP Settings menu .......................................................................................................................................... 157
Scan to USB Settings ....................................................................................................................................... 160
Print Settings................................................................................................................................................... 162
Security menu ................................................................................................................................................. 175
Set Date and Time........................................................................................................................................... 180
Network/Ports menu.............................................................................................................................182
TCP/IP menu ................................................................................................................................................... 182
IPv6 menu ....................................................................................................................................................... 183
E‑mail Server Setup menu .............................................................................................................................. 184
Active NIC menu ............................................................................................................................................. 185
Standard Network menu ................................................................................................................................ 185
Standard USB menu ........................................................................................................................................ 187
NetWare menu ............................................................................................................................................... 188
AppleTalk menu .............................................................................................................................................. 189
LexLink menu .................................................................................................................................................. 189
Help menu.............................................................................................................................................189
Understanding printer messages..............................................................191
List of status and error messages..........................................................................................................191
Maintaining the printer............................................................................208
Storing supplies.....................................................................................................................................208
Checking the status of supplies.............................................................................................................208
Checking the status of supplies from the control panel ................................................................................. 208
Printing a menu settings page ........................................................................................................................ 208
Checking the status of supplies from a network computer ............................................................................ 208
Conserving supplies...............................................................................................................................209
Contents8
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							Ordering supplies..................................................................................................................................209
Ordering toner cartridges ............................................................................................................................... 209
Ordering photoconductors ............................................................................................................................. 209
Ordering staple cartridges .............................................................................................................................. 210
Ordering a waste toner box ............................................................................................................................ 210
Replacing supplies.................................................................................................................................210
Replacing the waste toner box ....................................................................................................................... 210
Cleaning the printhead lenses ........................................................................................................................ 215
Replacing a photoconductor ........................................................................................................................... 219
Replacing a toner cartridge............................................................................................................................. 222
Cleaning the exterior of the printer......................................................................................................224
Cleaning the scanner glass....................................................................................................................225
Recycling Lexmark products..................................................................................................................225
Moving the printer................................................................................................................................226
Before moving the printer .............................................................................................................................. 226
Moving the printer and options to another location within the office .......................................................... 226
Disassembling the printer from the scanner shelf prior to the move ............................................................ 227
Setting the printer up in a new location ......................................................................................................... 230
Shipping the printer ........................................................................................................................................ 230
Administrative support............................................................................231
Adjusting the brightness of the display.................................................................................................231
Disabling control panel menus..............................................................................................................231
Adjusting Power Saver..........................................................................................................................231
Restoring the factory default settings...................................................................................................232
Encrypting the printer hard disk............................................................................................................232
Locking the control panel menus using the Embedded Web Server.....................................................233
Locking the entire printer......................................................................................................................233
Modifying confidential print settings....................................................................................................233
Supporting IPSec...................................................................................................................................234
Supporting SNMPv3..............................................................................................................................234
Using 802.1x authentication.................................................................................................................235
Creating an administrative password....................................................................................................235
Using Secure mode................................................................................................................................236
Troubleshooting.......................................................................................237
Checking an unresponsive printer.........................................................................................................237
Door A will not shut properly................................................................................................................237
Solving printing problems.....................................................................................................................238
Multiple‑language PDFs do not print .............................................................................................................. 238 Contents9
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							Control panel display is blank or displays only diamonds............................................................................... 238
Error message about reading USB drive appears ........................................................................................... 238
Jobs do not print ............................................................................................................................................. 239
Confidential and other held jobs do not print ................................................................................................ 239
Job takes longer than expected to print ......................................................................................................... 240
Job prints from the wrong tray or on the wrong paper .................................................................................. 240
Incorrect characters print ............................................................................................................................... 240
Tray linking does not work.............................................................................................................................. 240
Large jobs do not collate................................................................................................................................. 241
Unexpected page breaks occur....................................................................................................................... 241
Solving copy problems..........................................................................................................................242
Copier does not respond ................................................................................................................................ 242
Scanner unit does not close ............................................................................................................................ 242
Poor copy quality ............................................................................................................................................ 242
Partial document or photo copies .................................................................................................................. 243
Solving scanner problems.....................................................................................................................244
Checking an unresponsive scanner ................................................................................................................. 244
Scan was not successful .................................................................................................................................. 244
Scanning takes too long or freezes the computer .......................................................................................... 244
Poor scanned image quality............................................................................................................................ 245
Partial document or photo scans .................................................................................................................... 245
Cannot scan from a computer ........................................................................................................................ 245
Solving fax problems.............................................................................................................................246
Caller ID is not shown ..................................................................................................................................... 246
Cannot send or receive a fax .......................................................................................................................... 246
Can send but not receive faxes ....................................................................................................................... 247
Can receive but not send faxes ....................................................................................................................... 248
Received fax has poor print quality ................................................................................................................ 249
Blocking junk faxes.......................................................................................................................................... 249
Solving option problems........................................................................................................................250
Option does not operate correctly or quits after it is installed ...................................................................... 250
Drawers........................................................................................................................................................... 250
Finisher ........................................................................................................................................................... 251
Flash memory card ......................................................................................................................................... 251
Hard disk with adapter ................................................................................................................................... 251
Internal print server ........................................................................................................................................ 251
Memory card .................................................................................................................................................. 251
USB/parallel interface card ............................................................................................................................. 251
Solving paper feed problems.................................................................................................................252
Paper frequently jams..................................................................................................................................... 252
Paper jam message remains after jam is cleared ........................................................................................... 252
Print jobs are not routed to the booklet‑maker bin ....................................................................................... 252
Page that jammed does not reprint after you clear the jam .......................................................................... 253 Contents10
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