Lexmark 16M1260, 16M1305, 16M1742, 16M1784, 16M1840, 16M1844, 16M1858, 16M1985, 16M1994, 90T7250, X652de, X654de, X656de, X656dte, X658d, X658dfe, X658dme, X658dtfe, X658dtme E-mailing

E-mailing

ADF Scanner glass

A

Use the ADF for multiple-page documents. Use the scanner glass for single pages, small items (such as postcards

or photos), transparencies, photo paper, or thin media (such as

magazine clippings).

You can use the printer to e-mail scanned documents to one or more recipients. There are three ways to send an

e-mail from the printer. You can type the e-mail address, use a shortcut number, or use the address book.

Getting ready to e-mail

Setting up the e-mail function

For e-mail to operate, it must be turned on in the printer configuration and have a valid IP address or gateway address.

To set up the e-mail function:

1Type the printer IP address into the address field of your Web browser.

Note: If you do not know the IP address of the printer, then print a network setup page and locate the IP address

in the TCP/IP section.

2Click Settings.

3Under Default Settings, click E-mail/FTP Settings.

4Click E-mail Settings.

5Click Setup E-mail Server.

6Fill in the fields with the appropriate information.

7Click Add.

E-mailing

105

Contents

Main Page Contents Additional printer setup..................................................................26 Loading paper and specialty media.............................................71 Paper and specialty media guidelines.........................................85 Page Page Scanning to an FTP address.........................................................120 Scanning to a computer or flash drive......................................125 Clearing jams...................................................................................138 Understanding printer menus.....................................................150 Page Understanding printer messages...............................................234 Maintaining the printer.................................................................252 Administrative support.................................................................262 Troubleshooting.............................................................................266 Page Safety information Page Learning about the printer Finding information about the printer Setup information Help Printer configurations Basic models Selecting a location for the printer Basic functions of the scanner Understanding the ADF and scanner glass Using the ADF Using the scanner glass Understanding the printer control panel * Understanding the home screen Using the touch-screen buttons Sample touch screen Other touch-screen buttons Page Features Additional printer setup Installing internal options Available internal options Accessing the system board to install internal options 3 4 Installing a memory card 2 3 4 5 6 Installing a flash memory or firmware card 2 Page 5 Installing an Internal Solutions Port 2 Page Page Page Page Page 13 Installing a printer hard disk 2 Page Page Page Installing a fax card 2 3 Page Attaching cables Verifying printer setup Printing a menu settings page Printing a network setup page Setting up the printer software Installing printer software Using the World Wide Web Updating available options in the printer driver Setting up wireless printing Information you will need to set up the printer on a wireless network Installing the printer on a wireless network (Windows) Installing the printer on a wireless network (Macintosh) Prepare to configure the printer Enter the printer information Configure the printer for wireless access Configure your computer to use the printer wirelessly Installing the printer on a wired network In Windows Vista In Windows XP and earlier For Macintosh users Page Changing port settings after installing a new network Internal Solutions Port In Windows Vista In Windows XP In Windows 2000 For Mac users Setting up serial printing In Windows Vista In Windows XP and earlier In Windows Vista In Windows XP In Windows 2000 Setting up the printer to fax Choosing a fax connection Using an RJ11 adapter Page Page Connecting directly to a telephone wall jack in Germany Connecting to a telephone Connecting to an answering machine Page Connecting to a computer with a modem Setting the outgoing fax name and number Setting the date and time Turning Daylight Saving Time on Loading paper and specialty media Setting the Paper Size and Paper Type Configuring Universal paper settings Specify a unit of measurement Loading the standard or optional 250-sheet or 550-sheet tray Page ABC ABC ABC ABC 6 Loading the 2000-sheet tray Page ABC ABC ABC ABC 7 Page 4 5 ABC ABC Loading the envelope feeder Page 6 7 8 Linking and unlinking trays Linking trays Unlinking trays Assigning a custom paper type name Changing a Custom Type <x> name Paper and specialty media guidelines Paper guidelines Paper characteristics Weight Curl Unacceptable paper Selecting paper Selecting preprinted forms and letterhead Using recycled paper and other office papers Storing paper Supported paper sizes, types, and weights Paper sizes supported by the printer Page Paper types and weights supported by the printer Paper types and weights supported by the finisher Page Copying Making copies Making a quick copy Copying using the ADF Copying using the scanner glass Copying photos Copying on specialty media Making transparencies Copying to letterhead Customizing copy settings Copying from one size to another Making copies using paper from a selected tray Copying a document that contains mixed paper sizes Example 1: Copying to mixed paper sizes Example 2: Copying to a single paper size Copying on both sides of the paper (duplexing) Reducing or enlarging copies Adjusting copy quality Collating copies Placing separator sheets between copies Copying multiple pages onto a single sheet Creating a custom job (job build) Job interrupt Placing information on copies Placing the date and time at the top of each page Placing an overlay message on each page Canceling a copy job Canceling a copy job while the document is in the ADF Canceling a copy job while copying pages using the scanner glass Canceling a copy job while the pages are being printed Understanding the copy screens and options Scale Darkness Collate Options Page Advanced Duplex Save as Shortcut Improving copy quality E-mailing Getting ready to e-mail Setting up the e-mail function Configuring the e-mail settings Creating an e-mail shortcut Creating an e-mail shortcut using the Embedded Web Server Creating an e-mail shortcut using the touch screen E-mailing a document Sending an e-mail using the touch screen Sending an e-mail using a shortcut number Sending an e-mail using the address book Customizing e-mail settings Adding e-mail subject and message information Changing the output file type Canceling an e-mail Understanding e-mail options Orientation Binding E-mail Subject E-mail Message Send As Faxing Sending a fax Sending a fax using the printer control panel Sending a fax using the computer Creating shortcuts Creating a fax destination shortcut using the Embedded Web Server Creating a fax destination shortcut using the touch screen Using shortcuts and the address book Using fax shortcuts Using the address book Customizing fax settings Changing the fax resolution Making a fax lighter or darker Sending a fax at a scheduled time Viewing a fax log Blocking junk faxes Canceling an outgoing fax Canceling a fax while the original documents are still scanning Canceling a fax after the original documents have been scanned to memory Understanding fax options Darkness Improving fax quality Holding and forwarding faxes Holding faxes Forwarding a fax Scanning to an FTP address Scanning to an FTP address Scanning to an FTP address using the keypad 1 2 3 4 5 Creating shortcuts Creating an FTP shortcut using the Embedded Web Server Creating an FTP shortcut using the touch screen Understanding FTP options Orientation Binding Send As Improving FTP quality Scanning to a computer or flash drive Scanning to a computer Scanning to a flash drive Understanding scan profile options Quick Setup Page Advanced Imaging Improving scan quality Printing Printing a document For Macintosh users Printing on specialty media Tips on using letterhead Tips on using transparencies Tips on using envelopes Tips on using labels Tips on using card stock Printing confidential and other held jobs Holding jobs in the printer Printing confidential and other held jobs from Windows Printing confidential and other held jobs from a Macintosh computer Printing from a flash drive Printing information pages Printing a directory list Printing the print quality test pages Canceling a print job Canceling a print job from the printer control panel Canceling a print job from the computer Page Clearing jams Avoiding jams Paper tray recommendations Paper recommendations Envelope recommendations Understanding jam numbers and locations 200 and 201 paper jams 1 2 Page 202 paper jam 230239 paper jams 240249 paper jams 250 paper jam 260 paper jam 270279 paper jams 280282 paper jams 283 staple jams Page 290294 paper jams Page Understanding printer menus Menus list Paper menu Default Source menu Paper Size/Type menu Page Page Configure MP menu Envelope Enhance Substitute Size menu Paper Texture menu Paper Weight menu Page Paper Loading menu Custom Types menu Custom Names menu Custom Scan Sizes menu Custom Bin Names menu Universal Setup menu Bin Setup menu Reports menu Network/Ports menu Active NIC menu Standard Network or Network <x> menus Page SMTP Setup menu Network Reports menu Network Card menu TCP/IP menu IPv6 menu Wireless menu AppleTalk menu NetWare menu LexLink menu Standard USB menu Page Parallel <x> menu Page Serial <x> menu Page Security menu Miscellaneous menu Confidential Print menu Disk Wiping menu Security Audit Log menu Set Date/Time menu Settings menu General Settings menu Page Page Page Copy Settings menu Page Page Page Page Page Fax Settings menu Fax Mode (Analog Fax Setup) menu General Fax Settings Fax Send Settings Page Page Page Fax Receive Settings Fax Log Settings Speaker Settings Distinctive Rings Fax Mode (Fax Server Setup) menu Fax Server Setup Page E-mail Settings menu Page Page Page FTP Settings menu Page Page Flash Drive menu Scan Settings Page Page Page Print Settings Print Settings Setup menu Finishing menu Quality menu Utilities menu PDF menu PostScript menu PCL Emul menu Page HTML menu Image menu XPS menu Help menu Understanding printer messages List of status and error messages Answering Busy Call complete Page Fax partition inoperative. Contact system administrator. Fax server 'To Format' not set up. Contact system administrator. Fax Station Name not set up Fax Station Number not set up Flushing buffer Install bin <x> Install envelope feeder Install Tray <x> Invalid PIN Job stored for delayed transmission Load <src> with <x> Load manual feeder with <x> Load staples Memory full, cannot print faxes Network/Network <x> No answer No dial tone Queued for sending Ready Reattach bin <x> Reattach envelope feeder Receive complete Receiving page <n> Remove packaging material, check <x> Remove paper from <linked bin set name> Remove paper from all bins Remove paper from bin <x> Remove paper from standard output bin Replace <x> if restarting job. Replace wiper Page Page 37 Insufficient memory to collate job 37 Insufficient memory for Flash Memory Defragment operation 37 Insufficient memory, some Held Jobs were deleted 37 Insufficient memory, some held jobs will not be restored 38 Memory full 50 PPDS font error 51 Defective flash detected 52 Not enough free space in flash memory for resources 53 Unformatted flash detected 54 Network <x> software error 54 Standard network software error 55 Unsupported option in slot <x> 56 Parallel port <x> disabled 56 Serial port <x> disabled 56 Standard parallel port disabled 56 Standard USB port disabled 56 USB port <x> disabled 57 Configuration change, held jobs were not restored 58 Too many bins attached 58 Too many disks installed 58 Too many flash options installed 58 Too many trays attached 59 Incompatible envelope feeder 59 Incompatible output bin <x> 59 Incompatible tray <x> Page 293 Replace all originals if restarting job. 293.02 Flatbed Cover Open 840.01 Scanner Disabled 841-846 Scanner Service Error 900999 Service <message> Page Maintaining the printer Cleaning the exterior of the printer Cleaning the scanner glass Adjusting scanner registration Page Storing supplies Conserving supplies Checking the status of supplies Checking the status of supplies from the printer control panel Checking the status of supplies from a network computer Ordering supplies Ordering print cartridges 1 2 3 Recommended print cartridges and part numbers Ordering a maintenance kit Page Ordering ADF replacement parts Ordering staple cartridges Recycling Lexmark products 1 2 3 Moving the printer Before moving the printer Moving the printer to another location Setting the printer up in a new location Shipping the printer Administrative support Finding advanced networking and administrator information Using the Embedded Web Server Checking the device status Setting up e-mail alerts Viewing reports Adjusting the brightness of the display Adjusting Power Saver Using the Embedded Web Server Using the printer control panel Restoring the factory default settings Page Troubleshooting Solving basic printer problems Printer control panel display is blank or displays only diamonds Solving printing problems Multiple-language PDFs do not print Jobs do not print MAKE SURE THE PRINTER IS READY TO PRINT Make sure Ready or Power Saver appears on the display before sending a job to print. CHECK TO SEE IF THE STANDARD EXIT BIN IS FULL Remove the stack of paper from the standard exit bin. MAKE SURE THE PRINTER HAS SUFFICIENT MEMORY Job takes longer than expected to print REDUCE THE COMPLEXITY OF THE PRINT JOB CHANGE THE PAGE PROTECT SETTING TO OFF 5 6 7 8 9 Tray linking does not work L OAD THE SAME SIZE AND TYPE OF U SE THE SAME P APER S IZE AND P APER T YPE Solving copy problems Copier does not respond Scanner unit does not close Poor copy quality THE SCANNER GLASS MAY BE DIRTY THE COPY IS TOO LIGHT OR TOO DARK CHECK THE QUALITY OF THE ORIGINAL DOCUMENT U NWANTED TONER IS IN THE Solving scanner problems Checking an unresponsive scanner Scan was not successful Scanning takes too long or freezes the computer OTHER SOFTWARE PROGRAMS MAY BE INTERFERING WITH SCANNING Close all programs not being used. THE SCAN RESOLUTION MAY BE SET TOO HIGH Select a lower scan resolution. Solving fax problems Caller ID is not shown Cannot send or receive a fax CHECK THE PRINTER CONNECTIONS CHECK THE TELEPHONE WALL JACK 1 2 3 4 5 REVIEW THIS DIGITAL PHONE SERVICE CHECKLIST T EMPORARILY DISABLE C ALL W VOICE MAIL SERVICE MAY BE INTERFERING WITH THE FAX TRANSMISSION THE PRINTER MEMORY MAY BE FULL 1 2 Can send but not receive faxes Can receive but not send faxes THE PRINTER IS NOT IN FAX MODE T HE DOCUMENT IS NOT LOADED MAKE SURE THE SHORTCUT NUMBER IS SET UP PROPERLY Solving option problems Option does not operate correctly or quits after it is installed CHECK TO SEE IF THE OPTION IS CONNECTED TO THE PRINTER 1 2 3 MAKE SURE THE OPTION IS INSTALLED CORRECTLY MAKE SURE THE PAPER TRAY IS INSTALLED CORRECTLY 2000-sheet tray T HE ELEVATOR TRAY IS NOT WORKING T HE PAPER FEED ROLLERS DO NOT TURN TO ADVANCE MAKE SURE THE ENVELOPE FEEDER IS INSTALLED CORRECTLY Output options Flash memory card Hard disk with adapter Internal Solutions Port Solving paper feed problems Paper frequently jams MAKE SURE THERE IS NOT TOO MUCH PAPER IN THE PAPER TRAY T HE PAPER MAY HAVE ABSORBED MOISTURE DUE TO HIGH Paper jam message remains after jam is cleared C Solving print quality problems Isolating print quality problems 1 2 3 4 5 6 Characters have jagged or uneven edges CHECK THE PRINT QUALITY SETTINGS MAKE SURE DOWNLOADED FONTS ARE SUPPORTED Clipped images Gray background CHECK THE TONER DARKNESS SETTING Incorrect margins Paper curl Print irregularities T HE PAPER MAY HAVE ABSORBED MOISTURE DUE TO HIGH THE FUSER MAY BE WORN OR DEFECTIVE Repeating defects REPEATING MARKS OCCUR EVENLY DOWN THE PAGE Skewed print Move the guides in the tray to the correct positions for the paper size loaded. Make sure you are using paper that meets the printer specifications. Solid black or white streaks MAKE SURE THE FILL PATTERN IS CORRECT Print is too light CHECK THE DARKNESS, BRIGHTNESS, AND CONTRAST SETTINGS THE TONER IS LOW Print is too dark CHECK THE DARKNESS, BRIGHTNESS, AND CONTRAST SETTINGS Solid color pages MAKE SURE THE PRINT CARTRIDGE IS PROPERLY INSTALLED T HE PRINT CARTRIDGE MAY BE DEFECTIVE OR LOW ON Streaked vertical lines T HE TONER IS Toner fog or background shading appears on the page THE CHARGE ROLLS MAY BE DEFECTIVE Toner rubs off CHECK THE PAPER TEXTURE SETTING Toner specks Embedded Web Server does not open CHECK THE NETWORK CONNECTIONS CHECK THE NETWORK SETTINGS Contacting Customer Support Notices Edition notice UNITED STATES GOVERNMENT RIGHTS Trademarks Federal Communications Commission (FCC) compliance information statement Exposure to radio frequency radiation Industry Canada notices Industry Canada compliance statement Avis de conformit aux normes de lindustrie du Canada Radio interference notice European Community (EC) directives conformity India emissions notice Noise emission levels Page Page Notice to users of the Canadian telephone network Avis rserv aux utilisateurs du rseau tlphonique du Canada Notice to users of the New Zealand telephone network South Africa telecommunications notice Using this product in Switzerland Utilisation de ce produit en Suisse Verwendung dieses Produkts in der Schweiz Uso del prodotto in Svizzera ENERGY STAR Laser notice Laser advisory label Power consumption Product power consumption Statement of Limited Warranty Lexmark International, Inc., Lexington, KY Limited warranty Limited warranty service Extent of limited warranty Limitation of liability Additional rights LEXMARK SOFTWARE LIMITED WARRANTY AND LICENSE AGREEMENT 1 2 3 4 5 a b c d MICROSOFT CORPORATION NOTICES Index Numerics Symbols A B D E F G H I J L M N O P Page Q R S T U V W X