Lexmark X940E, X945E E-mailing

E-mailing

ADF Scanner glass

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 four ways to send and

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

profile.

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:

1Open a Web browser.

2In the address bar, type the IP address of the printer and, then press Enter.

3Click Configuration.

4Click E-mail/FTP Settings.

5Click E-mail Server Setup.

6Fill in the fields with the appropriate information.

7Click Submit.

Setting up the address book

1Open a Web browser.

2In the address bar, type the IP address of the printer, and then press Enter.

3Click Configuration.

4Click E-mail/FTP Settings.

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Contents

Main Page Contents Page Page Page Scanning to a computer or USB flash memory device............................................95 Page Page Page Page Page Page Page Safety information Page Learning about the printer Printer configurations Basic models Basic functions of the scanner Understanding the ADF and scanner glass Using the ADF Using the scanner glass Understanding the control panel Understanding the home screen Using the touch-screen buttons Sample screen one Sample screen two Other touch-screen buttons Features Installing options Installing internal options Available options Memory cards Firmware cards Installing a memory card Installing a flash memory or firmware card Installing an internal print server or port interface card Reinstalling the system board Attaching cables Page Loading paper and specialty media Setting the Paper Size and Paper Type Loading the 520-sheet trays Loading the 520-sheet trays Page Using A5 or statement paper sizes Loading the 867- and 1133-sheet trays Using the multipurpose feeder Page Page Configuring Universal paper settings Set paper size to universal Linking and unlinking trays Linking trays Unlinking trays Changing a Custom Type <x> name Assigning a custom paper type name Paper and specialty media guide Paper guidelines Paper characteristics Weight Curl Unacceptable paper Selecting paper Selecting preprinted forms and letterhead Using recycled paper Using letterhead Loading letterhead in the multipurpose feeder Loading letterhead in the 520-sheet trays Long-edge orientation Loading letterhead in the 867-sheet tray Using transparencies Using envelopes Using labels Using card stock Storing paper Supported paper sizes, types, and weights Paper sizes supported by the printer Paper types and weights supported by the printer Paper types and weights supported by the finisher Supported finishing features Horizonal transport unit Finisher standard bin Bin 1 Bin 2 (booklet-maker) Bin 2 finishing features Page Copying Making copies Making a quick copy Copying using the ADF Copying using the scanner glass (flatbed) 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 Copy to Scale Darkness Color Page Advanced Duplex Improving copy quality E-mailing Getting ready to e-mail Setting up the e-mail function Setting up the address book 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 keypad E-mailing color documents Using profiles Creating an e-mail profile E-mailing to a profile Customizing e-mail settings Adding e-mail subject and message information Canceling an e-mail Understanding e-mail options Orientation Binding E-mail Subject E-mail Message Send As Page Faxing Getting the printer ready 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 Connecting to a computer with a modem Page Setting the outgoing fax name and number Setting the date and time Turning daylight saving time on or off Sending a fax Sending a fax using the control panel Sending a fax using the computer Creating shortcuts Creating a fax destination shortcut using the Embedded Web Server Using shortcuts and the address book Using fax destination 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 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 destination shortcut using the Embedded Web Server Creating an FTP destination shortcut using the touch screen Understanding FTP options Binding Send As Improving FTP quality Scanning to a computer or USB flash memory device Scanning to a computer Scanning to a USB flash memory device Understanding scan to computer options Quick Setup Format Type Page Improving scan quality Printing Installing printer software Printing a document Printing a document from Windows 1 2 3 4 5 Printing confidential and other held jobs from Windows Printing confidential and other held jobs from a Macintosh computer Printing from a USB flash memory device Page Printing information pages Printing a menu settings page Printing a network setup page Printing a directory list Printing the print quality test pages Canceling a print job Canceling a print job from the control panel Canceling a print job from the Windows taskbar Canceling a print job from the Windows desktop Canceling a print job from Mac OS 9 Printing in black and white Using Max Speed and Max Yield Clearing jams Avoiding jams Understanding jam numbers and locations 2 3 4 200203 paper jams 230231 paper jams Page Page 241 paper jam 242244 paper jams Page 250 paper jam 280282 paper jams 283284 and 287288 paper jams Covers, knobs, and handles located behind finisher Door G Page 284286 paper jams Page Page Page 290295 paper jams Page Understanding printer menus Menus list Supplies menu Paper menu Default Source menu Paper Size/Type menu Page Configure MP menu Substitute Size menu Paper Texture menu Paper Loading menu Custom Types menu Custom Names menu Custom Bin Names menu Universal Setup menu Bin Setup menu Reports menu Reports menu Page Settings menu General Settings menu Copy Settings menu Page Fax Settings menu Fax Mode (Analog Fax Setup) menu General Fax Settings Fax Send Settings Page Fax Receive Settings Fax Log Settings Speaker Settings Distinctive Rings Fax Mode (Fax Server) menu Fax Server Setup E-mail Settings menu Page Page E-mail Server Setup menu FTP Settings menu Page Page Scan to USB Settings Page Page Print Settings Finishing menu Page Quality menu Utilities menu Setup menu PostScript menu PCL Emul menu PDF menu HTML menu Image menu Security menu Page Set Date and Time Network/Ports menu TCP/IP menu Page IPv6 menu E-mail Server Setup menu Active NIC menu Standard Network menu Page Standard USB menu NetWare menu AppleTalk menu LexLink menu Help menu Page Understanding printer messages List of status and error messages Page Page Page Page Page Page Page 34 Short paper 35 Insufficient memory to support Resource Save feature 37 Insufficient memory to collate job 37 Insufficient memory for Flash Memory Defragment operation 37 Insufficient memory, some held jobs will not be restored 50 PPDS font error 51 Defective flash detected 52 Flash full 53 Unformatted flash detected 54 Serial option <x> error 56 Parallel port <x> disabled 56 Serial port <x> disabled 56 Standard USB port disabled 56 USB port <x> disabled 57 Configuration change, held jobs were not restored 61 Remove defective hard disk 62 Disk full 63 Unformatted disk 80 Scheduled maintenance <x> 82 Replace waste toner box Page Maintaining the printer Storing supplies Checking the status of supplies Checking the status of supplies from the control panel Printing a menu settings page Conserving supplies Ordering supplies Ordering toner cartridges The recommended toner cartridges specifically designed for the printer are: Ordering photoconductors Replacing supplies Replacing the waste toner box Page Page Page Page Cleaning the printhead lenses Page Page Page Replacing a photoconductor Page Page Replacing a toner cartridge Page Cleaning the exterior of the printer Cleaning the scanner glass Recycling Lexmark products Moving the printer Before moving the printer Moving the printer and options to another location within the office Disassembling the printer from the scanner shelf prior to the move Page Setting the printer up in a new location 3 4 Shipping the printer Administrative support Adjusting the brightness of the display Disabling control panel menus Adjusting Power Saver Restoring the factory default settings Encrypting the printer hard disk Locking the control panel menus using the Embedded Web Server Locking the entire printer Modifying confidential print settings Supporting IPSec Supporting SNMPv3 Using 802.1x authentication Creating an administrative password Using Secure mode Page Troubleshooting Checking an unresponsive printer Door A will not shut properly Solving printing problems Multiple-language PDFs do not print Control panel display is blank or displays only diamonds Error message about reading USB drive appears Jobs do not print Confidential and other held jobs do not print Job takes longer than expected to print Job prints from the wrong tray or on the wrong paper Incorrect characters print Tray linking does not work Large jobs do not collate Unexpected page breaks occur Solving copy problems Copier does not respond Scanner unit does not close Poor copy quality Partial document or photo copies Solving scanner problems Checking an unresponsive scanner Scan was not successful Scanning takes too long or freezes the computer Poor scanned image quality Solving fax problems Caller ID is not shown Cannot send or receive a fax Page Can send but not receive faxes Can receive but not send faxes Received fax has poor print quality Blocking junk faxes Solving option problems Option does not operate correctly or quits after it is installed Drawers Finisher Flash memory card Hard disk with adapter Internal print server Solving paper feed problems Paper frequently jams Paper jam message remains after jam is cleared Print jobs are not routed to the booklet-maker bin Page that jammed does not reprint after you clear the jam Solving print quality problems Isolating print quality problems Blank pages Page Incorrect margins Light colored line, white line, or incorrectly colored line Paper curl Print irregularities Repeating defects Skewed print Print is too light Print is too dark Solid color pages Toner fog or background shading appears on the page Toner rubs off Toner specks Transparency print quality is poor Check the transparencies Solving color quality problems FAQ about color printing 1 2 Manual Color menu Contacting Customer Support Notices Edition notice UNITED STATES GOVERNMENT RIGHTS Trademarks Conventions Industry Canada notices Industry Canada compliance statement Avis de conformit aux normes de lindustrie du Canada Industry Canada radio interference statement Industry Canada (Canada) Radio interference notice European Community (EC) directives conformity India emissions notice Noise emission levels Temperature information Waste from Electrical and Electronic Equipment (WEEE) directive Product disposal Federal Communications Commission (FCC) compliance information statement 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 Power consumption Product power consumption Power Saver Off mode Total energy usage Statement of Limited Warranty Lexmark International, Inc., Lexington, KY Limited warranty Limited warranty service Extent of limited warranty Limitation of liability Additional rights Index Numerics Symbols A B D E F G H I J L M P Q R S T U V W