Epson WorkForce WF-3540 User manual

WF-3540
Quick Guide
Your WF-3540. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
Using Special Papers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
Placing Originals for Copying, Scanning, or Faxing. . . . . . . . . . . . . . . . . . . . . . 6
Copying. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
Printing From a Memory Card . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
Printing From Your Computer. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
Faxing a Document. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
Scanning a Document or Photo . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
Maintaining Your Product . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
Solving Problems . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
Notices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36

2Your WF-3540
Your WF-3540
After you set up your WF-3540 (see the Start Here sheet), turn to this Quick Guide and
your online User’s Guide for instructions on using your product.
Using the Touch Screen
The touch screen makes it easy to use all the features of your product. To save energy, the
screen goes dark after several minutes of inactivity. Touch the screen to wake it up. If you
want to adjust the time before the screen goes dark, press Eco Mode and select Sleep
Timer.
Caution: Tap the touch screen gently with the tip of your finger; don’t press too hard or
use sharp objects.
Note: To turn off the “beep” heard when you press a button on the screen, or to
reduce its volume, press l or rand select Setup, select Printer Setup, select Sound,
and adjust one of the settings. If you turn off the sound, the dialing sound made when
you transmit a fax is also turned off.
Features Where to find information
Copy, scan, and fax from the easy-to-use control
panel
See this Quick Guide for the basics.
See the online User’s Guide for details.
Process large documents with the 30-page capacity
Automatic Document Feeder
See this Quick Guide for the basics.
See the online User’s Guide for details.
Easy networking—Wi-Fi, Wi-Fi Direct, and Ethernet®See the Start Here sheet and the online
User’s Guide.
Copy files to and from your computer with the built-in
memory card reader
See the online User’s Guide for details.
Print and Scan from anywhere with EPSON Connect™
Solutions and Google Cloud Print™
See www.epson.com/connect and
the online User’s Guide for details.

Using the Touch Screen 3
The touch screen displays only the buttons that are available for the task you are working
on.
You may see the following icons on the screen:
Note: The light is green when the product is connected to a network. It flashes
when network settings are being adjusted (green for wireless and orange for wired).
For more information about the icons on the screen, press if necessary, press lor r,
then select Help. Scroll down and select Icon List.
Button Description
PTurn the product on or off.
Return to the Home screen.
yCancel current operation and return to previous screen.
uor
dScroll the screen. You can also swipe your finger across the screen (or up and down)
to scroll.
yCancel printing, copying, faxing or scanning, or clear settings for the mode you’re
using (Copy, Fax, etc.).
xStart printing, copying, faxing, or scanning in black and white or color.
Icon Meaning
The product is connected to a wired network.
The product is connected to a wireless network.
ADF A document is loaded in the automatic document feeder.
Auto Answer is on.

4Using Special Papers
Using Special Papers
Epson offers a wide array of high quality papers, making it easy to maximize the impact of
your documents, photos, presentations, and other projects.
You can purchase genuine EPSON ink and paper at EPSON®Supplies Central®at
www.epson.com/ink3 (U.S. sales) or www.epson.ca (Canadian sales). You can also
purchase supplies from an EPSON authorized reseller. To find the nearest one, call
800-GO-EPSON (800-463-7766).
Paper name Size
Part
number
Sheet
count
EPSON Bright White Paper Letter (8.5 × 11 inches
[216 × 279 mm])
S041586 500
EPSON Brochure & Flyer Paper
Matte Double-sided
Letter (8.5 × 11 inches
[216 × 279 mm])
S042384 150
EPSON Ultra Premium Presentation
Paper Matte
Letter (8.5 × 11 inches
[216 × 279 mm])
S041341 50
EPSON Premium Presentation Paper
Matte
8 × 10 inches (203 × 254 mm) S041467 50
Letter (8.5 × 11 inches
[216 × 279 mm])
S041257
S042180
50
100
EPSON Premium Presentation Paper
Matte Double-sided
Letter (8.5 × 11 inches
[216 × 279 mm])
S041568 50
EPSON Presentation Paper Matte Letter (8.5 × 11 inches
[216 × 279 mm])
S041062 100
Legal (8.5 × 14 inches
[216 × 356 mm])
S041067 100
EPSON Ultra Premium Photo Paper
Glossy
4 × 6 inches (102 × 152 mm) S042181
S042174
60
100
5 × 7 inches (127 × 178 mm) S041945 20
8 × 10 inches (203 × 254 mm) S041946 20
Letter (8.5 × 11 inches
[216 × 279 mm])
S042182
S042175
25
50
EPSON Premium Photo Paper Glossy 4 × 6 inches (102 × 152 mm) S041808
S041727
40
100
5 × 7 inches (127 × 178 mm) S041464 20
8 × 10 inches (203 × 254 mm) S041465 20
Letter (8.5 × 11 inches
[216 × 279 mm])
S042183
S041667
25
50

Using Special Papers 5
Note: Media availability varies by country.
For best results:
■In the lower paper cassette, load only plain paper or EPSON Bright White Paper.
■Load paper printable side down; it is usually whiter or brighter.
■Always load paper short edge first and make sure the edge guides are against the paper.
■Make sure the paper is loaded against the edge guide and not sticking out from the
end of the cassette. The paper may slide forward slightly as you insert the cassette.
This is normal.
■Do not load paper with binder holes in the cassettes.
■For instructions on loading envelopes, legal-size paper, or using the rear paper feed
slot, see the online User’s Guide.
EPSON Premium Photo Paper
Semi-gloss
4 × 6 inches (102 × 152 mm) S041982 40
Letter (8.5 × 11 inches
[216 × 279 mm])
S041331 20
EPSON Photo Paper Glossy 4 × 6 inches (102 × 152 mm) S041809
S042038
50
100
Letter (8.5 × 11 inches
[216 × 279 mm])
S041141
S041649
S041271
20
50
100
EPSON Photo Quality Self-adhesive
Sheets
A4 (8.3 × 11.7 inches
[210 × 297 mm])
S041106 10
EPSON Iron-on Cool Peel Transfer
paper
Letter (8.5 × 11 inches
[216 × 279 mm])
S041153 10
Paper name Size
Part
number
Sheet
count

6Placing Originals for Copying, Scanning, or Faxing
Placing Originals for Copying,
Scanning, or Faxing
Before you copy, scan, or fax, place your documents on the scanner glass or in the
Automatic Document Feeder (ADF). Place photos on the scanner glass only.
Using the Scanner Glass
You can place a photo or a document up to letter-
size (or A4-size) on the scanner glass.
1. Raise the document cover.
2. Place your original facedown on the scanner
glass, with the top against the back left
corner.
3. Close the cover gently to keep your original
in place.
Using the Automatic Document Feeder
You can place up to 30 letter- or A4-size sheets (single- or double-sided), or 10 legal-size
sheets (single-sided only), in the ADF.
1. Fan the originals, then tap them on a flat surface to even the edges.
2. Slide out the edge guide.

Using the Automatic Document Feeder 7
3. Insert the originals faceup, top edge first. The ADF icon appears on the screen.
Note: If you’re using the 2-up Copy layout, make sure the originals are loaded as
shown below.
4. Slide the edge guide against the originals, but not too tight.

8Copying
Copying
Follow the steps in this section to copy black-and-white or color documents.
You can copy documents just like on a copy machine. If you use the Automatic Document
Feeder (ADF), you can copy up to 30 sheets at a time.
Note: You can select More Functions > Copy/Restore Photos to copy photos onto
EPSON photo paper (various types and sizes available). See the online User’s Guide for
details.
Copying a Document
1. Make sure paper is loaded in one of the paper cassettes (see page 4).
2. Place your original document on the scanner glass or in the ADF (see page 6).
Note: When you use the Copy function with originals loaded in the Automatic
Document Feeder, letter-size paper is automatically selected for your printed
copies. If you copy a legal-size document, the image will be cropped. To copy a full
legal-size document on letter-size paper, scroll down and select Reduce/Enlarge.
Then select Legal->Letter.
3. Press if necessary, then select Copy. You see this
screen.
4. Press +or –to select the number of copies you want
(up to 99). Or press the number 1to display the
numeric keyboard, then select the number and press
Done.
5. Adjust the density (make the copies lighter or darker),
if necessary.

Copying a Document 9
6. To change copy settings, scroll down and select the setting you want to change. The
Layout setting should be With Border and the Paper Size should be Letter.
■To make double-sided copies, select 2-Sided Copying, then select one of the
available options.
■To adjust the copy size, select Reduce/Enlarge, then choose Actual Size (to
print at actual size), Custom Size (to select a percentage), Auto Fit Page (to
automatically size the image to fit your paper), or one of the specific sizes listed.
■For the Paper Source setting, select the cassette you want to use. To make
a large number of copies and use paper from both cassettes, select
Cassette 1 > Cassette 2.
■To change the copy quality, select Quality, then choose Draft, Standard Quality,
or Best.
Note: To clear previously used copy settings, press yStop/Reset. For more
information about copy settings, see your online User’s Guide.
7. Press one of the xbuttons to begin copying.
To cancel copying, press y Cancel.
Note: When printing two-sided, if ink on the front of the paper smears, select a longer
Dry Time setting.

10 Printing From a Memory Card
Printing From a Memory Card
Your product lets you print photos directly from your digital camera’s memory card; just
insert it into the memory card slot and you’re ready to print.
See the online User’s Guide for a list of compatible memory cards and instructions on
copying memory card files between your product and a computer.
Inserting the Card
1. Make sure your printer is turned on.
2. Insert your card as shown.
Caution: Do not force the card into the slot; it won’t
go in all the way.
The memory card access light flashes, then stays lit. Now
you can view your photos on the LCD screen and print
them.
Removing the Card
After you finish printing your photos, follow these steps to remove the card:
1. Make sure the memory card access light is not flashing.
Caution: Do not remove the card or turn off your printer while the memory card
access light is flashing; you may lose data on the card.
2. If the product is connected to your computer with a USB cable, do one of the
following before removing the memory card or turning off the printer:
■Windows®:Right-click the name of your card (removable disk) in Computer,
My Computer, or Windows Explorer, and select Eject.
■Mac OS X: Drag the removable disk icon from your desktop into the trash.
3. Pull the card straight out of its slot.
Memory card
access light

Printing Photos From the LCD Screen 11
Printing Photos From the LCD Screen
You can select individual photos for printing as you view them on the LCD screen. See the
online User’s Guide for instructions on printing various types of layout sheets and
personalized note paper.
1. Load several sheets of EPSON photo paper in cassette 1 (various types available; see
page 4).
2. Press if necessary, then select More Functions.
3. Select Print Photos.
4. Scroll through your photos and display one that you
want to print.
5. Touch a photo on the screen to select it for printing.
6. Press +or –to select the number of copies you want of
that photo.
7. Repeat steps 4 to 6 to select more photos.
8. If desired, select Edit, then select Photo Adjustments to turn on red-eye reduction or
other photo enhancing features. Press ywhen done.
Note: To crop the photo, select Edit, then select Crop/Zoom. Press +or –to frame
the image; use the arrows to move the frame. Press OK when done.
9. Select Settings.
10. Select the Paper Size and Paper Type you want to
use for printing. Then scroll down and select other
settings, such as Borderless or Date.
11. When you’re ready to print, press x Color.
To cancel printing, press y Cancel.

12 Printing From Your Computer
Printing From Your Computer
This section describes the basic steps for printing from a Windows or Mac computer. For
detailed instructions on printing, see the online User’s Guide.
Printing in Windows
1. Select the Print command in your application.
2. Select your product, then click the Preferences or Properties button.
(If you see a Setup, Printer, or Options button, click it, then click Preferences or
Properties on the next window.)
Select your EPSON
product
Click here to open
your printer
software

Printing in Windows 13
3. On the Main tab, select basic print settings. Make sure you choose the correct Paper
Source and Paper Type setting for your paper (see page 15). To use plain paper from
both cassettes, select Cassette 1 > Cassette 2.
Tip: For quick access to the most common settings, select one of the Printing
Presets on the left side of the screen. You can delete these presets or create your
own by clicking the Add/Remove Presets button.
For more information about print settings, click Help.
4. For automatic duplex printing, select 2-Sided Printing and Auto.
5. To resize your printout or select other print settings, click the More Options tab.
6. Click OK to save your settings.
7. Click OK or Print to start printing. A window will appear and show the progress of
your print job.
Click here
for quick
access to
predefined
settings
Select your
Document Size
Click here for
2-Sided Printing
Select your
Paper Type
Select your
Paper Source

14 Printing With a Mac
Printing With a Mac
Follow the steps below to print from Mac OS X.
1. Open a photo or document in an application.
2. Open the File menu, and select Print.
3. Select your product as the Printer setting.
4. Click the arrow or Show Details to exapand the print window if necessary.
5. Select basic copy and page settings. For borderless photos, choose a Paper Size
setting with a Borderless option.
Note: If the setting you want isn’t shown (for example, Scale), check for it in your
application before printing. Or select your application from the pop-up menu in this
window and check if the setting is available.
S
e
l
ect your
E
pson pro
d
uct
Copy and page
settings
Application
settings
Pop-up menu

Selecting the Correct Paper Type 15
6. Choose Print Settings from the pop-up menu, and select your Paper Source,
Media Type, Print Quality, and other print settings.
7. For automatic duplex printing, choose Two-sided Printing Settings from the pop-
up menu, and select the option you want.
8. Choose any other printing options you may need from the pop-up menu. See the
online User’s Guide for details, or click ? when it appears on the screen.
9. Click Print.
10. To monitor your print job, click the printer icon in the Dock.
Selecting the Correct Paper Type
Select the correct Paper Type (Windows) or Media Type (Mac OS X) setting in your
printer software so the ink coverage can be adjusted accordingly.
For this paper/media Select this setting
Plain paper
EPSON Bright White Paper
EPSON Presentation Paper Matte
EPSON Photo Quality Self-adhesive Sheets
EPSON Iron-on Cool Peel Transfer paper
Plain Paper/Bright White Paper
EPSON Ultra Premium Photo Paper Glossy Ultra Premium Photo Paper Glossy
EPSON Premium Photo Paper Glossy Premium Photo Paper Glossy
EPSON Photo Paper Glossy Photo Paper Glossy
EPSON Premium Photo Paper Semi-gloss Premium Photo Paper Semi-Gloss
EPSON Premium Presentation Paper Matte
EPSON Premium Presentation Paper Matte Double-
sided
EPSON Brochure & Flyer Paper Matte Double-sided
Premium Presentation Paper Matte
Envelopes Envelope

16 Faxing a Document
Faxing a Document
Your product lets you send faxes by entering fax numbers or selecting entries from a speed
dial list. Using the Automatic Document Feeder (ADF), you can fax up to 30 pages at a
time.
Note: You can also send/receive faxes from your computer using the EPSON FAX
Utility. For more information, see the online User’s Guide.
Breakdown or repair of this product may cause loss of fax data and settings. Epson is
not responsible for backing up or recovering data and settings during or after the
warranty period. We recommend that you make your own backup or print out your fax
data and settings.
This product allows you to store names, telephone numbers, and fax data in its memory
even when the power is turned off. Use the following procedure to erase the memory if
you give away or dispose of the product: Select Setup > Restore Default Settings > All
Settings. This procedure will erase all of your network settings and fax data.
Connecting a Phone or Answering Machine
1. Connect the phone cable from the wall
jack to the LINE port on the back of the
product.
Note: If you’re connecting the product
to a DSL phone line, you must plug a
DSL filter into the wall jack or you
won’t be able to use the fax or
telephone equipment. Contact your
DSL provider for the necessary filter.
2. To use a telephone or answering
machine on the same line, you need a
second phone cable. Remove the cap
from the EXT. port on the back of the
product. Connect one end of the cable
to the telephone or answering machine,
and connect the other end to the EXT.
port.
Note: Set the printer ringer to answer
one ring after the answering machine.
Telephone
wall jack
Telephone
wall jack

Setting Up Fax Features 17
In Auto Answer mode, if the incoming call is a fax and you pick up the phone or the
answering machine answers, the product automatically begins receiving the fax. If the
other party is a caller, the phone can be used as normal or a message can be left on the
answering machine.
Note: Any phone or answering machine must be connected to the EXT. port for your
product to detect an incoming fax call when the phone is picked up. Epson cannot
guarantee compatibility with VoIP, cable phone systems, or fiberoptic digital services such
as FiOS™.
Setting Up Fax Features
Before sending or receiving faxes, you should create a fax header and select the number of
rings before the fax answers.
Note: To select other settings or use the Epson FAX Utility, see the online
User’s Guide.
Entering Fax Header Information
You should enter your name and phone number in the fax header before sending faxes so
that recipients can identify the origin of the fax.
Note: If you leave your product unplugged for a long time, the date and time settings
may get lost. See the online User’s Guide for instructions on resetting them.
Entering Your Sender Name
1. Press if necessary, press lor r, then select Setup.
2. Scroll down and select Fax Settings.
3. Select Communication.
4. Scroll down and select Header.
5. Select Fax Header. You see the Fax Header screen.
6. Use the keypad to enter the header information. You
can enter up to 40 characters or digits for your name
and other contact information.
To enter text, press a keypad number repeatedly to
switch between uppercase, lowercase, or numbers.
7. Press Done to return to the Header menu.

18 Sending a Fax From the Touch Screen
Entering Your Phone Number
1. Select Your Phone Number from the Header menu.
2. Use the keypad to enter your phone number, up to 20
digits. You don’t need to use dashes.
■To delete a character, press .
■To type t he +symbol for an international number,
press #.
3. Press Done to return to the Header menu.
Selecting the Number of Rings to Answer
If you connected an answering machine and it is set to pick up on the fourth ring, you
should set the product to pick up on the fifth ring or later:
1. Press if necessary, press lor r, then select Setup.
2. Scroll down and select Fax Settings.
3. Select Communication, then Rings to Answer.
4. Press +or –to select the number of rings, then press Done.
Note: Set the fax to answer one ring after the answering machine.
Sending a Fax From the Touch Screen
You can send a fax by manually entering a fax number, as described below.
Note: To dial the number using a telephone, by redialing, or by selecting from your
speed dial list, see the next section. To send a fax from your computer using the
EPSON FAX Utility, see your online User’s Guide.
1. Place your original(s) for faxing (see page 6).
2. Press if necessary, then select Fax.
To fax a two-sided document, place your document
in the ADF. Scroll down on the Fax screen and select
2-Sided Faxing, then select On.
3. Press Enter Fax Number, then use the numeric
keypad to enter the fax number (up to 64 digits).
Then press Done.
4. Press x Color or B&W.
5. Select where you placed your original if necessary.

Receiving Faxes 19
You see messages on the screen as your document is scanned and faxed.
■You can select 2-Sided Faxing even if the recipient’s fax machine does not print
2-sided.
■If the recipient’s fax machine prints only in black and white, your fax is
automatically sent in black and white even if you press xColor.
■If you are scanning with the ADF (see page 6), your document is automatically
scanned and faxed.
■If you placed your document on the scanner glass, you can scan additional pages
after the first one is sent.
■If the fax number is busy, you see a redialing message and the product redials
after one minute. To redial immediately, press Redial.
Note: If you turn off the product, the following data stored in the product’s temporary
memory will be lost: received faxes that haven’t yet been printed, faxes scheduled to
be sent later, and faxes being retransmitted automatically.
Receiving Faxes
Before receiving faxes, make sure you load plain paper and select the correct settings for the
paper you’ve loaded.
1. Press if necessary, press lor r, then select Setup.
2. Scroll down and select Fax Settings.
3. Select Receive Settings.
4. To receive faxes automatically, select Auto Answer, then select On.
5. Select the Paper Size and Paper Source you want to use for printing faxes.
Note: If the incoming fax is larger than the paper you loaded, it is reduced to fit or
printed on multiple pages, depending on the Auto Reduction setting you select.
Note: To change the number of rings before the product answers, see page 18.
If you run out of paper during printing, you see an error message. Load more paper and
press one of the xbuttons to continue.
Note: To manually receive a fax, see your online User’s Guide.

20 Scanning a Document or Photo
Scanning a Document or
Photo
You can use your product to scan original documents and photos and save them on your
computer.
Note: For detailed scanning instructions, see the online User’s Guide.
Quick Scanning With the Touch Screen
Use the control panel to quickly scan a photo or document and save it on your computer.
You can even scan and send the image or document to an online service or to a remote
printer.
1. Place your original document or photo as shown on page 6. For 2-sided scanning,
place your document in the ADF.
2. Press if necessary, then select Scan.
3. Scroll down if necessary, and select one of the following options:
■Scan to Memory Card automatically scans a document or photo and saves it to
an inserted memory card or USB storage device.
■Scan to Cloud lets you send your scanned files to a destination that you have
registered with EPSON Connect.
■Scan to PC automatically creates a JPG image and saves it to your computer;
ideal for scanning photos.
■Scan to PC (PDF) automatically creates a PDF file and saves it to your computer;
ideal for scanning documents.
■Scan to PC (Email) automatically scans a photo, resizes it, launches your email
application, and attaches a JPG image to a new outgoing message. This works
with MAPI-type email such as Microsoft®Outlook or Windows Live Mail, but
not web-based email such as Gmail.
■Scan to PC (WSD) lets you manage network scanning in Windows 7 or
Windows Vista®(English only). To use this feature, you must first set up WSD
(Web Services for Devices) on the computer.