Epson WorkForce 40 Series User manual

WorkForce 40 Series
Quick Guide
Basic Printing
Maintaining Your Printer
Solving Problems
®

2Contents
Contents
Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
Loading Paper . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
Using Special Papers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
Basic Printing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
Printing in Windows . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
Printing With a Macintosh . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
Selecting the Correct Paper Type . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
Maintaining Your Printer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
Checking the Print Head Nozzles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
Cleaning the Print Head . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
Checking the Ink Cartridge Status . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
Purchasing Ink Cartridges . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
Replacing Ink Cartridges . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
Solving Problems . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
Checking for Software Updates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
Checking the Status Lights . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
Problems and Solutions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
Where To Get Help . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28
Notices. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
Important Safety Instructions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
FCC Compliance Statement . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31
Declaration of Conformity . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32
Epson America, Inc., Limited Warranty . . . . . . . . . . . . . . . . . . . . . . . . . 33
Copyright Notice . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35

Introduction 3
Introduction
After you have set up your WorkForce™40 Series as described on the Start Here
sheet, turn here to:
■Load paper
■Get the basic steps for printing from your computer
■Perform routine maintenance
■Solve simple problems
For additional instructions, see the on-screen Epson Information Center by double-
clicking the icon for it on your desktop.
Please follow these guidelines as you read the instructions:
Warning:
Warnings must be followed carefully to avoid bodily injury.
Caution:
Cautions must be observed to avoid damage to your equipment.
Note:
Notes contain important information about your printer.
Tip:
Tips contain hints for better printing.
Movies and
featured topics
Links to online
resources
Contents of
online manual

4Loading Paper
Loading Paper
You can print on a variety of paper types and sizes. For details, see page 6.
1. Open the paper support and pull up the extensions.
2. Open the output tray, pull out the extensions, and flip up the paper stop.
3. Squeeze the edge guide and slide it left.
Do not raise the paper
stop for legal-size paper.

Loading Paper 5
4. Insert paper short edge first (glossy or printable side up), against the right side.
Load letterhead or pre-printed paper top edge first.
You can load up to 100 sheets of plain paper, 80 sheets of Epson Bright White
Paper or Presentation Paper Matte, or 20 sheets of photo paper. Load other
special papers one sheet at a time.
Note:
The type of paper you choose affects the way your printout looks. If you are just
printing a rough draft, plain paper is fine. However, for the best results, you’ll want
to use one of Epson’s special ink jet papers designed for your printer. See the next
section for more information.
5. Slide the edge guide against the paper, but not too tightly.
Note:
For details on paper and instructions on loading envelopes, see your on-screen Epson
Information Center.
Always load paper short edge
first, even for landscape printing.

6Loading Paper
Using Special Papers
Epson offers a wide array of high quality papers, making it easy to maximize the
impact of your presentations, photos, and creative projects.
You can purchase genuine Epson ink and paper at Epson Supplies CentralSM 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) or visit Epson’s website.
Paper type Size
Part
number
Sheet
count
Epson Bright White Paper Letter (8.5 × 11 in.) S041586 500
Epson Photo Paper Glossy 4 × 6 in. S041809
S042038
50
100
Letter (8.5 × 11 in.) S041141
S041649
S041271
20
50
100
Epson Premium Photo Paper Glossy Borderless 4 × 6 in. S041808
S041727
40
100
Borderless 5 × 7 in. S041464 20
Borderless 8 × 10 in. S041465 20
Letter (8.5 × 11 in.) S042183
S041667
25
50
Epson Ultra Premium Photo Paper
Glossy
Borderless 4 × 6 in. S042181
S042174
60
100
Borderless 5 × 7 in. S041945 20
Borderless 8 × 10 in. S041946 20
Letter (8.5 × 11 in.) S042182
S042175
25
50
Epson Premium Photo Paper
Semi-gloss
Borderless 4 × 6 in. S041982 40
Letter (8.5 × 11 in.) S041331 20
Epson Presentation Paper Matte Letter (8.5 × 11 in.) S041062 100
Legal (8.5 × 14 in.) S041067 100

Using Special Papers 7
Epson Premium Presentation Paper
Matte
Borderless 8 × 10 in. S041467 50
Letter (8.5 × 11 in.) S041257
S042180
50
100
Epson Premium Presentation Paper
Matte Double-sided
Letter (8.5 × 11 in.) S041568 50
Epson Ultra Premium Presentation
Paper Matte
Letter (8.5 × 11 in.) S041341 50
Epson Photo Quality Self-adhesive
Sheets
A4 (8.3 × 11.7 in.) S041106 10
Epson Iron-on Cool Peel Transfer
Paper
Letter (8.5 × 11 in.) S041153 10
Paper type Size
Part
number
Sheet
count

8Basic Printing
Basic Printing
This section describes the basic steps for printing a document or photo stored on
your Windows®or Macintosh®computer. For detailed instructions on printing,
see the on-screen Epson Information Center.
Before you start, make sure you’ve installed your printer software and connected
the printer to your computer as described on the Start Here sheet.
Tip:
It’s a good idea to check for updates to your WorkForce 40 Series software (see
page 24 for instructions).
Printing in Windows
1. Open a document or photo in an application.
2. Open the File menu and select Print. You see a window like this one:
3. Make sure EPSON WorkForce 40 Series is selected, 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 screen.)
Click here to open
your printer software
Select your printer

Printing in Windows 9
4. On the Main tab, select the basic print settings. Make sure you choose the
correct paper Type setting for the paper you are using (see page 14 for
details).
Tip:
For quick access to the most common settings, click the Shortcuts tab and select
one of the presets. You can create your own presets by clicking the Save Settings
button on the Advanced tab. For details, see your on-screen Epson Information
Center.
5. To improve the color, contrast, and sharpness of photos, select Fix Photo.
6. To reduce or remove red-eye effects in photos, select Fix Red-Eye.
7. If you want to reduce or enlarge your printout, or print double-sided, click the
Page Layout tab and select settings as necessary.
8. For more printing options, click the Advanced tab.
Note:
For more information about print settings, click Help or see your on-screen
Epson Information Center.
9. Click OK to save your settings.
Select your
document
Orientation
Select your
paper Size
Select your
paper Type
Click here for
borderless photos
Select the type of document you’re printing
(choose Photo or Best Photo for pictures)

10 Basic Printing
10. Click OK or Print to start printing. This window appears and shows the
progress of your print job.
Printing With a Macintosh
See one of the sections below for your Mac OS®operating system.
Mac OS X 10.5
1. Open a document or photo in an application.
2. Open the File menu and select Print.
3. Select EPSON WorkForce 40 as the Printer setting.
4. Click dto expand the Print window, if necessary.
Cancel
printing
Check ink
cartridge status
Click to expand
Select EPSON WorkForce 40

Printing With a Macintosh 11
5. Select the basic page setup options. For borderless photos, choose a
Paper Size setting with a Sheet Feeder - Borderless option.
Note:
If the setting you want isn’t shown (for example, Scale), check for it in your
application before printing.
6. Choose Print Settings from the pop-up menu, then select the following
settings that appear on the bottom of the screen:
7. Choose any other printing options you may need from the pop-up menu. See
the on-screen Epson Information Center for details.
Tip:
To reduce or remove red-eye effects in photos, choose Extension Settings from
the pop-up menu and select Fix Red-Eye.
8. Click Print.
Page setup
options
Pop-up menu
Select your paper type
(see page 14)
Select higher quality or
faster printing (if available)
Select Color or
Black/Grayscale output
Choose Print Settings

12 Basic Printing
9. To monitor your print job, click the printer icon in the dock. Select your print
job, then select an option to cancel, pause, or resume printing, if necessary.
Mac OS X 10.3 to 10.4
1. Open a document or photo in an application.
2. Select Page Setup from the File menu. Select the following settings:
For borderless printing, choose a Sheet Feeder - Borderless option in the
Paper Size list for your paper size.
3. Click OK to close the Page Setup window.
Cancel
printing
Select the
print job
Pause or
resume
printing
Select your printer
Select your Paper Size
Select your document
or image orientation

Printing With a Macintosh 13
4. Select Print from the File menu. You see a window like this one:
5. Choose Print Settings from the pop-up menu and select the following
settings as necessary:
Note:
In certain programs, you may need to select Advanced before you can select Print
Settings. For more information about printer settings, click the ?button.
6. Click the Advanced button to change additional settings.
Note:
For more information on advanced settings, click ?.
7. Choose any other printing options you may need from the pop-up menu. See
your on-screen Epson Information Center for details.
8. Click Print.
Select Print Settings
Select your printer
Select your paper
type (see page 14)
Select Color or
Black/Grayscale output
Select higher quality
or faster printing
(if available)
Select
Automatic mode

14 Basic Printing
9. To monitor the progress of your print job, click the printer icon in the dock
(or click the Print Center icon and double-click WorkForce 40 on the next
screen).
Selecting the Correct Paper Type
Select the correct Type (see page 9) or Media Type (see page 11 or page 13)
setting in your printer software. This tells the printer what kind of paper you’re
using, so the ink coverage can be adjusted accordingly.
For this paper Select this setting
Plain paper
Epson Bright White Paper
Epson Presentation Paper Matte
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 Ultra Premium Presentation Paper Matte
Epson Photo Quality Self-adhesive Sheets
Epson Iron-on Cool Peel Transfer Paper
Premium Presentation Paper Matte
Envelopes Envelope
Cancel
printing
Select the
print job
Pause or
resume
printing

Maintaining Your Printer 15
Maintaining Your Printer
Follow the instructions in this chapter for checking and cleaning the print head
nozzles and replacing ink cartridges. To align the print head, if necessary, see your
on-screen Epson Information Center.
Caution:
To keep your printer looking like new, don’t place anything on top of the cover or use it
as a writing surface. If you need to clean the cover, use only a soft, non-abrasive
microfiber-type cloth.
Checking the Print Head Nozzles
If your printouts are faint or have gaps in them, some of the nozzles in the print
head may be clogged or ink may be running low in one or more of the ink
cartridges. Follow the steps below to check the print head nozzles.
1. Load letter-size paper in the sheet feeder.
2. Turn off the printer.
3. Hold down the button as you press the Ppower button to turn the
printer back on. Hold down both buttons until the Ppower light begins to
flash, then release the buttons.

16 Maintaining Your Printer
4. Check the nozzle check pattern that prints to see if there are gaps in the lines.
5. If there are no gaps, the print head is clean. If there are gaps or the pattern is
faint, clean the print head as described in the next section.
Cleaning the Print Head
If print quality has declined and the nozzle check pattern indicates clogged
nozzles, you can clean the print head. Print head cleaning uses ink, so clean it only
if necessary.
Note:
Print head cleaning uses ink, so clean it only if quality declines and the nozzle check
indicates the print head needs to be cleaned. You cannot clean the print head if an ink
cartridge is expended, and you may not be able to clean it when a cartridge is low. You
must replace the cartridge first (see page 19).
1. Make sure the printer is on and the ink light is off.
2. Hold down the ink button for at least 3 seconds to start the cleaning cycle,
which lasts around 1 minute.
Caution:
Never turn off the printer during head cleaning or you may damage it.
3. When the Ppower light stops flashing, run a nozzle check (as described on
page 15) to verify that the print head is clean.
4. If there are still gaps or lines, or the test patterns are faint, run another
cleaning cycle and check the nozzles again.
Note:
If you don’t see any improvement after cleaning the print head three times, turn off the
printer and wait at least six hours to let any dried ink soften. Then try cleaning the print
head again. If quality does not improve, one of the ink cartridges may need to be
replaced. If that doesn’t help, contact Epson as described on page 28.
If you do not use your printer often, it is a good idea to print a few pages at least once a
month to maintain good print quality.
Nozzles are clean Nozzles need cleaning

Checking the Ink Cartridge Status 17
Checking the Ink Cartridge Status
When the ink light starts flashing, one or more cartridges are low on ink. You
can continue printing until a cartridge needs replacement. When the ink light
stays on, you need to replace the cartridge(s).
Caution:
You cannot print when an ink cartridge is expended even if the other cartridges are
not expended. Leave the expended cartridge(s) installed until you have obtained a
replacement, or the ink remaining in the print head nozzles may dry out.
A window may also appear on your computer screen when you try to print when
ink is low. This window can optionally display ink offers and other updates
retrieved from an Epson website. On a computer that is connected to the Internet,
you may see a screen asking if you want to receive these Epson offers the first time
you try to print when ink is low. Click Accept or Decline.
Note:
To disable checking for ink offers or updates from Epson, see the instructions in your
on-screen Epson Information Center.
Tip:
If a cartridge is more than six months old, print quality may decline. If necessary, try
cleaning the print head (see page 16). If printouts still do not look their best, you may
need to replace the cartridge.

18 Maintaining Your Printer
Purchasing Ink Cartridges
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). Use the following list when you order or
purchase new ink cartridges:
Note:
We recommend that you use genuine Epson cartridges and do not refill them. The use
of other products may affect your print quality and could result in printer damage.
Yields vary considerably based on images printed, print settings, paper type, frequency
of use, and temperature. For print quality, a small amount of ink remains in the cartridge
after the “replace cartridge” indicator comes on. Your printer ships with full cartridges
and part of the ink from the first cartridges is used for priming the printer.
For best printing results, use up a cartridge within six months of opening the package.
Store ink cartridges in a cool, dark place. If they have been exposed to cold
temperatures, let them warm up to room temperature for at least 3 hours before using
them.
Color
Part number
Standard-capacity High-capacity Extra High-capacity
Black 69 68 97
Cyan 69 68 —
Magenta 69 68 —
Yellow 69 68 —

Replacing Ink Cartridges 19
Replacing Ink Cartridges
Make sure you have a new ink cartridge before you begin. You must install new
cartridges immediately after removing the old ones.
Caution:
Do not open ink cartridge packages until you are ready to install the ink. Cartridges are
vacuum packed to maintain reliability.
1. Turn on the printer.
If a cartridge is expended, the ink light on the control panel stays on. You
must replace the cartridge to be able to print.
If the ink light is flashing, a cartridge is low on ink; replacement is
recommended.
Note:
You can also replace an ink cartridge before the ink light is on or flashing by
following the steps below.
2. Open the printer cover.
3. Press the ink button.

20 Maintaining Your Printer
■If a cartridge is low or expended, the print head moves to the position
to indicate which cartridge should be replaced. Press the ink button
again to see if more cartridges are low or expended. If not, the print head
moves to the replacement position on the right.
■If no cartridges are low or expended, the print head moves to the
replacement position on the right.