Dell A940 User manual

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Dell™ AIO Printer A940
Owner’s Manual
Look Inside For:
• Learning about your printer
• Using your printer
• Maintenance and Troubleshooting

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iii
Dell™ AIO Printer A940
Finding information
Refer to: When you need help with:
Setup Diagram This document contains complete setup information.
Drivers and Utilities CD Documentation and drivers are already installed on your
printer when shipped from Dell. You can use the CD to
uninstall/reinstall drivers or access your documentation.
Readme files may be included on your CD to provide
last-minute updates about technical changes to your
printer or advanced technical reference material for
experienced users or technicians.
Owner’s Manual This document contains information about:
•Basicusage
• Scanning, printing, copying, and faxing
•Creativeprojects
• Ink cartridge ordering information
• Setup troubleshooting
• General troubleshooting
Dell Support Website • Solutions — Troubleshooting hints and tips, articles
from technicians, and online courses
• Upgrades — Upgrade information for components,
such as memory
• Customer Care — Contact information, order status,
warranty, and repair information
• Downloads — Drivers
• Reference — Printer documentation and product
specifications
You can access Dell Support at support.dell.com. Select
your region on the WELCOME TO DELL SUPPORT
page, and fill in the requested details to access help tools
and information.

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Understanding the All-In-One parts
USB cable Power supply
Display
Operator panel
(see page 3)
Paper support
Paper guide
Paper exit tray
Top cover
Scanner lock
(underneath scanner unit)
Scanner
support
Printer
(scanner unit)

iii
Use the: When you want to:
Display Check the status of the All-In-One.
Operator panel Operate your All-In-One (attached to a computer or
unattached).
For more information, see page 3.
Paper exit tray Stack paper as it exits the All-In-One.
Paper guide Make sure paper feeds correctly into the All-In-One.
Paper support Load paper in the All-In-One.
Power supply Supply power to the All-In-One.
Scanner lock Lock or unlock the scanner.
NOTE: Unlock the scanner before use. Lock the
scanner if you are moving your All-In-One.
Scanner support Keep the printer (scanner unit) open to change
cartridges, unlock the scanner, or lock the scanner.
Printer (scanner unit) • Change cartridges.
• Unlock the scanner.
• Lock the scanner.
NOTE: Lift the printer (scanner unit) to do these
things.
Top cover Place an item on or remove an item from the scanner
glass.
USB cable Connect your All-In-One to a computer.

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Finding your Express Service Code and
Tag number
Your express service code and tag number is located inside the printer, as shown.
Accessing your User’s Guide
To access your User’s Guide:
•ClickStart →Programs →Dell Printers →Dell AIO Printer
A940 →View User’s Guide.

vii
Notes, Notices, and Cautions
NOTE: A NOTE indicates important information that helps you make better use of
your computer.
NOTICE: A NOTICE indicates either potential damage to hardware or loss of data
and tells you how to avoid the problem.
CAUTION: A CAUTION indicates a potential for property damage,
personal injury, or death.
____________________
Information in this document is subject to change without notice.
© 2003 Dell Computer Corporation. All rights reserved.
Reproduction in any manner whatsoever without the written permission of Dell
Computer Corporation is strictly forbidden.
Trademarks used in this text: Dell and DELL logo are trademarks of Dell
Computer Corporation; Microsoft and Windows are registered trademarks of
Microsoft Corporation.
Other trademarks and trade names may be used in this document to refer to
either the entities claiming the marks and names of their products. Dell
Computer Corporation disclaims any proprietary interest in trademarks and
trade names other than its own.
____________________
UNITED STATES GOVERNMENT RESTRICTED RIGHTS
This software and documentation are provided with RESTRICTED RIGHTS.
Use, duplication or disclosure by the Government is subject to restrictions as set
forth in subparagraph (c)(1)(ii) of the Rights in Technical Data and Computer
Software clause at DFARS 252.227-7013 and in applicable FAR provisions: Dell
Computer Corporation, One Dell Way, Round Rock, Texas, 78682, USA.

viii
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Safety information
• Use only the power supply provided with this product or the
manufacturer’s authorized replacement power supply.
• Connect the power cord to an electrical outlet that is near the product and
easily accessible.
• Refer service or repairs, other than those described in the user
documentation, to a professional service person.
CAUTION: Do not use the fax feature during a lightning storm. Do not
set up this product or make any electrical or cabling connections,
such as the power supply cord or telephone, during a lightning storm.

Contents ix
Contents
Finding information . . . . . . . . . . . . . . . . . . . . . . . . iii
Understanding the All-In-One parts . . . . . . . . . . . . . . . . iv
Notes, Notices, and Cautions . . . . . . . . . . . . . . . . . . . . vii
Safety information . . . . . . . . . . . . . . . . . . . . . . . . viii
1Learning about your printer
Setting up your printer . . . . . . . . . . . . . . . . . . . . . . . 2
Understanding the operator panel . . . . . . . . . . . . . . . . . 3
Operator panel menus . . . . . . . . . . . . . . . . . . . . . . 5
Photo Options menus . . . . . . . . . . . . . . . . . . . . . . 6
Understanding the printer software . . . . . . . . . . . . . . . . 7
Accessing the Dell All-In-One Center . . . . . . . . . . . . . . 7
Accessing Print Properties . . . . . . . . . . . . . . . . . . . 8
Using the Dell Photo Editor . . . . . . . . . . . . . . . . . . . 9
Using the Dell Printer Solution Center . . . . . . . . . . . . . 10
Understanding the paper type sensor . . . . . . . . . . . . . . . 11
2Using your printer
Loading paper . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
Placing your document on the scanner glass . . . . . . . . . . . . 17
Printing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
Printing photos . . . . . . . . . . . . . . . . . . . . . . . . . 18

xContents
Copying . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
Copying photos . . . . . . . . . . . . . . . . . . . . . . . . . 24
Scanning . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
Scanning photos . . . . . . . . . . . . . . . . . . . . . . . . 26
Editing scanned images . . . . . . . . . . . . . . . . . . . . . . 29
Using special scan features . . . . . . . . . . . . . . . . . . . . 29
Faxing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30
Using BVRP fax software . . . . . . . . . . . . . . . . . . . . . 30
Installing BVRP fax software . . . . . . . . . . . . . . . . . 30
Configuring BVRP fax software . . . . . . . . . . . . . . . . 31
Sending a one-page fax with BVRP . . . . . . . . . . . . . . 32
Sending a multiple-page fax with BVRP . . . . . . . . . . . . 32
Receiving faxes with BVRP . . . . . . . . . . . . . . . . . . 33
Viewing your faxes in BVRP . . . . . . . . . . . . . . . . . . 33
Using Fax Console . . . . . . . . . . . . . . . . . . . . . . . . . 33
Installing Fax Console . . . . . . . . . . . . . . . . . . . . . 33
Configuring Fax Console . . . . . . . . . . . . . . . . . . . . 34
Sending a one-page fax with Fax Console . . . . . . . . . . . 34
Sending a multiple-page fax with Fax Console . . . . . . . . . 34
Receiving faxes with Fax Console . . . . . . . . . . . . . . . 35
Viewing faxes with Fax Console . . . . . . . . . . . . . . . . 35
Fax troubleshooting . . . . . . . . . . . . . . . . . . . . . . . . 36
3Maintenance
Ordering supplies . . . . . . . . . . . . . . . . . . . . . . . . . 38
Replacing the ink cartridges . . . . . . . . . . . . . . . . . . . 39
Aligning the ink cartridges . . . . . . . . . . . . . . . . . . . . 41
After installing cartridges . . . . . . . . . . . . . . . . . . . 41
To improve print quality . . . . . . . . . . . . . . . . . . . . 41

Contents xi
Cleaning the ink cartridge nozzles . . . . . . . . . . . . . . . . . 42
4Troubleshooting
Setup troubleshooting . . . . . . . . . . . . . . . . . . . . . . . 44
General troubleshooting . . . . . . . . . . . . . . . . . . . . . . 44
Paper misfeeds or multiple sheets feed . . . . . . . . . . . . . . 45
Envelopes do not feed properly . . . . . . . . . . . . . . . . . 45
Document does not print . . . . . . . . . . . . . . . . . . . . 45
Display language is not preferable . . . . . . . . . . . . . . . . 46
Printer or scanner is not communicating with computer . . . . . 46
Copy quality is unsatisfactory . . . . . . . . . . . . . . . . . . 46
More troubleshooting . . . . . . . . . . . . . . . . . . . . . . . . 48
You receive an error message . . . . . . . . . . . . . . . . . . 48
Uninstall and reinstall the printer software . . . . . . . . . . . 54
Other help sources . . . . . . . . . . . . . . . . . . . . . . . . . 54
5Regulatory Notices
6Appendix
Contacting Dell . . . . . . . . . . . . . . . . . . . . . . . . . . . 60
Limited Warranties and Return Policy . . . . . . . . . . . . . . . 72
Limited Warranty for Dell-Branded Hardware Products (U.S. Only) .
72
"Total Satisfaction" Return Policy (U.S. Only) . . . . . . . . . . 75
Limited Warranty Terms for Dell-Branded Hardware Products (Canada
Only) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75
"Total Satisfaction" Return Policy (Canada Only) . . . . . . . . . 79
Dell Software and Peripherals (Canada Only) . . . . . . . . . . 79
One-Year End-User Manufacturer Guarantee (Latin America and the
Caribbean Only) . . . . . . . . . . . . . . . . . . . . . . . . . 80

xii Contents
Dell Computer Corporation
Ink and Toner Cartridges Limited Warranties . . . . . . . . . . . 82
Ink and Toner Cartridges Limited Warranty (U.S. and Canada Only)
82
Ink and Toner Cartridges Limited Warranty (Latin America Only) 83
Dell Software License Agreement . . . . . . . . . . . . . . . . . 84
Index . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 87

1
SECTION 1
Learning about your
printer
Setting up your printer
Understanding the operator panel
Understanding the printer software
Understanding the paper type sensor

2Learning about your printer
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You can use the Dell ™AIO Printer A940 to do a variety of things. A couple of
important things to note:
•Youdo not need to attach your printer to a computer to make copies.
•Youdo need to attach your printer to a computer to send faxes.
NOTE: The computer
must have an internal
modem or be connected to
an external modem that is
connected to a telephone
line.
• If your printer is attached to a computer, you can use the operator panel or
the printer software to create your projects.
Setting up your printer
Follow the instructions on your printer setup documentation to install the
hardware and software. For setup troubleshooting, see page 44.

Learning about your printer 3
Understanding the operator panel
The operator panel buttons help you scan, copy, fax, and customize documents.
The light indicates whether the printer is on, and the display features the printer
status, messages, and menus. You can press and hold some buttons to scroll
through a list of options on the display. The table on page 4 shows what each
button does.
NOTE: Button functions
(except Cancel) are
disabled during printing,
copying, and scanning.
15
13
11
10
9
1
2
3
4
5
6
7
8
12
14
16

4Learning about your printer
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# Press: To:
1Number of Copies Specify the number (1–99) of copies to make.
2Reduce/Enlarge Reduce or enlarge your original document by
percentage, to Fit to Page, or to poster size.
3Copy Quality Select a copy quality: Quick, Normal, Better, or Best.
4Black Make a black and white copy using the current copy
settings. For help, see page 24.
5Copy Photo Begin a photo copy job using current Photo Options
settings (the highest quality scan and print settings).
6Scan Scan and send to a software application.
7Fax Scan and send a document to the fax software.
NOTE: The printer must be attached to a computer
with a modem.
8Power Turn your printer on or off.
9Cancel Stop a job in progress or clear menu selections.
10 Select Software Select a new scan destination. For help, see page 26.
NOTE: Use this button when the printer is attached to
a computer.
11 Photo Options Select the quantity and size of photograph reprints.
12 Color Make a color copy of a color image using the current
copy settings. For help, see page 24.
13 Select Choose the option currently shown on the display, or set
the default language and paper size during setup.
14 Right arrow (+) Increase a menu number or scroll forward through a list
of options on the display.
15 Left arrow (-) Decrease a menu number or scroll backward through a
list of options on the display.
16 Options Scroll through the menu headings. For help, see page 5.

Learning about your printer 5
Operator panel menus
When you press Options repeatedly, the menu headings below display. When
the menu heading you want displays, press +to scroll through the available
menu items, and then press Select to save the setting.
From this menu: You can:
LIGHTER/DARKER Lighten or darken the copied image.
BLANK PAPER SIZE Specify the size of the paper loaded in the paper
support.
BLANK PAPER TYPE Specify the type of the paper loaded in the paper
support.
NOTE: If you leave this on Auto Detect (the default),
then the paper type sensor (see page 11) optimizes the
setting according to the type of paper loaded.
REPEAT IMAGE Specify the number of images to place on one page.
COLOR Adjust the color intensity of the copy.
ORIGINAL SIZE Specify the size of the document on the scanner glass.
NOTE: Leave this on Auto Detect (the default) unless
the size of the document output you are printing is not
satisfactory.
CONTENT TYPE Specify the type of document on the scanner glass.
COLLATE-BLACK Collate multiple black and white copies.
NOTE: You cannot collate color copies.
IRON-ON/MIRROR Print a mirror image of the scanned image.
CARTRIDGES Select:
•Ink Levels to display the ink cartridge ink
levels.
•Change to see instructions on how to change the
ink cartridges.
•Align to automatically align the ink cartridges.
•Clean to clean the ink cartridges.
•Self Test to print a test page.

6Learning about your printer
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NOTE: The option
currently selected has an
asterisk (*) beside it on
the display.
Photo Options menus
The Photo Options menu helps you to customize photos.
1Press Photo Options, and then +repeatedly to scroll through the available
reprint sizes.
2When the reprint size you want displays, press Select.
Repeat Photo displays.
3Press +to turn this option on or off.
NOTE: Leave this option
on to print multiple
images on the same page
if the size selected allows
it.
4Press Select.
5Press Copy Photo.
POWER SAVE Select a time to begin reducing power:
• Immediately
• After 10 minutes
• After 30 minutes (the default)
• After 60 minutes
•Never
CLEAR SETTINGS Select when (after 2 minutes or never) you would like
your printer to return to the default settings.
SET DEFAULTS Select the current settings as the default settings or
restore the factory default settings.
LANGUAGE Select a language for all display text.
From this menu: You can:
• Original • 4 x 6 • 2 x 2 Poster
• Wallet • 5 x 7 • 3 x 3 Poster
• 3 x 5 • 8 x 10 • 4 x 4 Poster

Learning about your printer 7
Understanding the printer software
The printer software includes the:
• Dell All-In-One Center—helps you perform various scan and copy
operations and manage your saved images.
• Print Properties—helps you adjust printing settings.
NOTE: Available from
almost every application
that prints.
• Dell Photo Editor—helps you edit your photos.
• Dell Printer Solution Center—provides maintenance and troubleshooting
help.
Accessing the Dell All-In-One Center
To access the Dell All-In-One Center:
•ClickStart →Programs →Dell Printers →Dell AIO Printer
A940 →Dell All-In-One Center.
You can use the Dell All-In-One Center to:
• Select a scan destination.
• Select a copy quantity and color.
• Scan, copy, print, fax, and do creative tasks.
• Access troubleshooting and maintenance information.
• Preview images you want to print.
• Manage photos (copy them to folders, print them, do creative copying)
using the View Saved Images tab.

8Learning about your printer
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Accessing Print Properties
You can change your printer settings in Print Properties. To open Print
Properties:
1With your document open, click File →Print.
The Print dialog box appears.
2In the Print dialog box, click Properties, Preferences, Options, or Setup
(depending on your program or operating system).
The Print Properties screen appears.