Kyocera ECOSYS M2540dw User manual

OPERATION GUIDE
PRINT COPY SCAN
PRINT COPY SCAN FAX

> Preface
i
Preface
Thank you for purchasing this machine.
This Operation Guide is intended to help you operate the machine correctly, perform routine maintenance, and take
simple troubleshooting measures as needed so that the machine can always be used in the optimum condition.
Please read this Operation Guide before using the machine.
To maintain quality, we recommend using genuine Kyocera toner containers, which must
pass numerous quality inspections.
The use of non-genuine toner containers may cause failure.
We will not be liable for any damages caused by the use of third party supplies in this machine.
A label is affixed to our genuine supplies, as shown below.
Checking the Equipment's Serial Number
The equipment's serial number is printed in the location shown in the figure.
You'll need the equipment's serial number when contacting your Service Representative. Please check the number
before contacting your Service Representative.

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Contents
Preface ..................................................................................................................................... i
Contents.................................................................................................................................. ii
Overview ................................................................................................................................ ix
Machine Features ................................................................................................................... x
Color and Image Quality Functions................................................................................... xiv
Basic Color Modes ...................................................................................................... xiv
Adjusting Image Quality and Color............................................................................... xv
Guides Provided with the Machine .................................................................................... xvi
About the Operation Guide (this Guide) ......................................................................... xviii
Structure of the guide................................................................................................. xviii
Conventions Used in This Guide................................................................................. xix
Menu Map............................................................................................................................. xxi
1 Legal and Safety Information ................................................................ 1-1
Notice ................................................................................................................................. 1-2
Safety Conventions in This Guide ............................................................................. 1-2
Environment .............................................................................................................. 1-3
Precautions for Use ................................................................................................... 1-4
Laser Safety (Europe) ............................................................................................... 1-5
SAFETY OF LASER BEAM (USA) ........................................................................... 1-6
Safety Instructions Regarding the Disconnection of Power ...................................... 1-7
Compliance and Conformity ...................................................................................... 1-7
Other precautions (for users in California, the United States) ................................... 1-7
Warranty (the United States and Canada) ................................................................ 1-8
Legal Restriction on Copying/Scanning .................................................................... 1-9
EN ISO 7779 ............................................................................................................. 1-9
EK1-ITB 2000 ............................................................................................................ 1-9
Wireless Connection (Mexico only) ........................................................................... 1-9
Security Precautions when Using Wireless LAN (If equipped) ................................. 1-9
Limited Use of This Product (If equipped) ............................................................... 1-10
Legal Information .................................................................................................... 1-11
Energy Saving Control Function ............................................................................. 1-17
Automatic 2-Sided Print Function ............................................................................ 1-17
Resource Saving - Paper ........................................................................................ 1-17
Environmental benefits of "Power Management" .................................................... 1-17
Energy Star (ENERGY STAR®) Program ............................................................... 1-17
2 Installing and Setting up the Machine .................................................. 2-1
Part Names (Machine Exterior) ........................................................................................ 2-2
Part Names (Connectors/Interior) .................................................................................... 2-4
Part Names (With Optional Equipments Attached) ........................................................ 2-6
Connecting the Machine and Other Devices .................................................................. 2-7
Connecting Cables ............................................................................................................ 2-8
Connecting LAN Cable .............................................................................................. 2-8
Connecting USB Cable ............................................................................................. 2-9
Connecting the Power Cable .................................................................................... 2-9
Power On/Off ................................................................................................................... 2-10
Power On ................................................................................................................ 2-10
Power Off ................................................................................................................ 2-10
Using the Operation Panel ............................................................................................. 2-11
Operation Panel Keys ............................................................................................. 2-11
Operation Method ................................................................................................... 2-13
Check the original and paper settings ..................................................................... 2-14
Help Screen ............................................................................................................ 2-14
Login/Logout ................................................................................................................... 2-15
Login ....................................................................................................................... 2-15

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Logout ..................................................................................................................... 2-16
Default Settings of the Machine ..................................................................................... 2-17
Setting Date and Time ............................................................................................ 2-17
Network Setup ................................................................................................................. 2-18
Configuring the Wired Network ............................................................................... 2-18
Configuring the Wireless Network ........................................................................... 2-20
Setting Wi-Fi Direct ................................................................................................. 2-24
Energy Saver function .................................................................................................... 2-26
Sleep ....................................................................................................................... 2-26
Auto Sleep ............................................................................................................... 2-27
Sleep Rules (models for Europe) ............................................................................ 2-27
Sleep Level (Energy Saver and Quick Recovery) (models except for Europe) ...... 2-28
Power Off Rule (models for Europe) ....................................................................... 2-28
Quiet Mode ....................................................................................................................... 2-29
Installing Software .......................................................................................................... 2-30
Software on DVD (Windows) .................................................................................. 2-30
Installing Software in Windows ............................................................................... 2-31
Uninstalling the Software ........................................................................................ 2-37
Installing Software in Mac Computer ...................................................................... 2-38
Setting TWAIN Driver .............................................................................................. 2-40
Setting WIA Driver ................................................................................................... 2-42
Checking the Counter ..................................................................................................... 2-43
Additional Preparations for the Administrator ............................................................. 2-44
Sending Documents to a PC ................................................................................... 2-44
Strengthening the Security ...................................................................................... 2-44
Command Center RX ...................................................................................................... 2-45
Accessing Command Center RX ............................................................................ 2-46
Changing Security Settings ..................................................................................... 2-47
Changing Device Information .................................................................................. 2-49
E-mail Settings ........................................................................................................ 2-51
Registering Destinations ......................................................................................... 2-55
Transferring Data from Our Other Products ................................................................. 2-56
Migrating the Address Book .................................................................................... 2-56
3 Preparation before Use .......................................................................... 3-1
Loading Paper ................................................................................................................... 3-2
Precaution for Loading Paper ................................................................................... 3-2
Selecting the Paper Feeder Units ............................................................................. 3-3
Loading in the Cassette ............................................................................................ 3-4
Precautions for Outputting Paper .................................................................................... 3-7
Paper Stopper ........................................................................................................... 3-7
Preparation for Sending a Document to a Shared Folder in a PC ................................ 3-8
Making a note of the computer name and full computer name ................................. 3-8
Making a note of the user name and domain name .................................................. 3-9
Creating a Shared Folder, Making a Note of a Shared Folder ................................ 3-10
Configuring Windows Firewall ................................................................................. 3-13
Registering Destinations in the Address Book ............................................................ 3-18
Adding a Destination (Address Book) ..................................................................... 3-18
Adding a Destination on One Touch Key (One Touch Key) .................................... 3-25
4 Printing from PC ..................................................................................... 4-1
Printer Driver Properties Screen ...................................................................................... 4-2
Displaying the Printer Driver Help ............................................................................. 4-3
Changing the Default Printer Driver Settings (Windows 8.1) .................................... 4-3
Printing from PC ................................................................................................................ 4-4
Printing on Standard Sized Paper ............................................................................. 4-4
Printing on Non-standard Sized Paper ...................................................................... 4-6
Canceling Printing from a Computer ......................................................................... 4-8

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Printing from the Handheld Device ................................................................................. 4-9
Printing by AirPrint .................................................................................................... 4-9
Printing by Google Cloud Print .................................................................................. 4-9
Printing by Mopria ..................................................................................................... 4-9
Printing with Wi-Fi Direct ........................................................................................... 4-9
Printing Data Saved in the Printer ................................................................................. 4-10
Specifying the Job Box from a Computer and Storing the Job ............................... 4-10
Printing Documents from Private Print Box ............................................................. 4-11
Deleting the Documents Stored in the Private Print Box ......................................... 4-11
Printing Document from Stored Job Box ................................................................. 4-12
Deleting the Documents Stored in the Stored Job Box ........................................... 4-13
Printing Document from Quick Copy Box ................................................................ 4-14
Deleting the Documents Stored in the Quick Copy Box .......................................... 4-14
Printing Document from Proof and Hold Box .......................................................... 4-15
Deleting the Documents Stored in the Proof and Hold Box .................................... 4-16
Monitoring the Printer Status (Status Monitor) ............................................................ 4-17
Accessing the Status Monitor .................................................................................. 4-17
Exiting the Status Monitor ....................................................................................... 4-17
Quick View State ..................................................................................................... 4-17
Printing Progress Tab ............................................................................................. 4-18
Paper Tray Status Tab ............................................................................................ 4-18
Toner Status Tab .................................................................................................... 4-18
Alert Tab .................................................................................................................. 4-19
Status Monitor Context Menu .................................................................................. 4-19
Status Monitor Notification Settings ........................................................................ 4-20
Configuration Tool .......................................................................................................... 4-21
Accessing the Configuration Tool ........................................................................... 4-21
Exiting the Configuration Tool ................................................................................. 4-22
Configuration Tool Settings Screen ........................................................................ 4-23
5 Operation on the Machine ..................................................................... 5-1
Loading Originals .............................................................................................................. 5-2
Placing Originals on the Platen ................................................................................. 5-2
Loading Originals in the Document Processor .......................................................... 5-3
Loading Paper in the Multipurpose Tray ......................................................................... 5-5
Program .............................................................................................................................. 5-8
Registering Programs ............................................................................................... 5-8
Recalling Program ..................................................................................................... 5-9
Overwriting Program ............................................................................................... 5-10
Deleting Program .................................................................................................... 5-10
Select Key Settings ......................................................................................................... 5-11
Copying ............................................................................................................................ 5-12
Basic Operation ....................................................................................................... 5-12
Canceling Jobs ........................................................................................................ 5-13
Frequently-Used Sending Method ................................................................................. 5-14
Sending Document via E-mail ........................................................................................ 5-15
Configuring Settings before Sending ...................................................................... 5-15
Sending Scanned Document via E-mail .................................................................. 5-15
Sending Document to Desired Shared Folder on a Computer (Scan to PC) ............. 5-16
Configuring Settings before Sending ...................................................................... 5-16
Sending Document to Desired Shared Folder on a Computer ................................ 5-16
Sending Document to Folder on an FTP Server (Scan to FTP) ................................... 5-18
Configuring Settings before Sending ...................................................................... 5-18
Sending Document to Folder on an FTP Server ..................................................... 5-18
Scanning using TWAIN or WIA ...................................................................................... 5-20
Configuring Settings before Sending ...................................................................... 5-20
Scanning Document Using Application ................................................................... 5-20

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Useful Sending Method .................................................................................................. 5-21
WSD Scan ........................................................................................................................ 5-22
Installing Driver Software ........................................................................................ 5-22
WSD scan ............................................................................................................... 5-23
Using fax server to send a fax
(fax server transmission) ................................................................................................ 5-25
Configuring Settings before Sending ...................................................................... 5-25
Using fax server to send a fax ................................................................................. 5-25
Sending to Different Types of Destinations (Multi Sending) ....................................... 5-27
Send to Me (E-mail) ......................................................................................................... 5-28
Sending a document to the mail address of the logged in user .............................. 5-28
Canceling Sending Jobs ................................................................................................. 5-29
Handling Destination ...................................................................................................... 5-30
Specifying Destination ............................................................................................. 5-30
Choosing from the Address Book ........................................................................... 5-30
Choosing from the External Address Book ............................................................. 5-31
Choosing from the One Touch Key ......................................................................... 5-32
Checking and Editing Destinations ......................................................................... 5-33
Confirmation Screen of Destinations ....................................................................... 5-34
Recall ...................................................................................................................... 5-34
How to use the FAX Function ........................................................................................ 5-35
Using Document Boxes .................................................................................................. 5-36
What is Job Box? .................................................................................................... 5-36
What is Removable Memory Box? .......................................................................... 5-36
What is Sub Address Box/Polling Box? .................................................................. 5-36
Operating using Removable USB Memory ................................................................... 5-37
Printing Documents Stored in Removable USB Memory ........................................ 5-37
Saving Documents to USB Memory (Scan to USB) ................................................ 5-39
Check the USB Memory Information ....................................................................... 5-40
Removing USB Memory .......................................................................................... 5-40
6 Using Various Functions ....................................................................... 6-1
Functions Available on the Machine ............................................................................... 6-2
About Functions Available on the Machine ............................................................... 6-2
How to Select Functions ........................................................................................... 6-2
Copy .......................................................................................................................... 6-3
Send .......................................................................................................................... 6-4
Removable Memory (Store File, Printing Documents) .............................................. 6-5
Functions ........................................................................................................................... 6-7
Paper Selection ......................................................................................................... 6-8
Collate ....................................................................................................................... 6-9
Duplex ....................................................................................................................... 6-9
Zoom ....................................................................................................................... 6-12
Combine .................................................................................................................. 6-14
Original Size ............................................................................................................ 6-16
Original Orientation ................................................................................................. 6-16
Mixed Size Originals ............................................................................................... 6-17
Original Image ......................................................................................................... 6-17
Density .................................................................................................................... 6-18
EcoPrint ................................................................................................................... 6-18
Continuous Scan ..................................................................................................... 6-18
File Name Entry ...................................................................................................... 6-19
Job Finish Notice ..................................................................................................... 6-19
Priority Override ...................................................................................................... 6-19
Color Selection ........................................................................................................ 6-20
Sharpness ............................................................................................................... 6-20
Contrast ................................................................................................................... 6-21
Background Density Adj. (Background Density Adjustment) .................................. 6-21
Skip Blank Page ...................................................................................................... 6-22

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Scan Resolution ...................................................................................................... 6-22
Sending Size ........................................................................................................... 6-23
File Format .............................................................................................................. 6-24
Subject/Body ........................................................................................................... 6-28
Duplex (2-sided Original) ........................................................................................ 6-28
FTP Encrypted TX ................................................................................................... 6-29
File Separation ........................................................................................................ 6-29
Storing Size ............................................................................................................. 6-30
Encrypted PDF ........................................................................................................ 6-30
JPEG/TIFF Print ...................................................................................................... 6-31
XPS Fit to Page ....................................................................................................... 6-31
7 Status/Job Cancel .................................................................................. 7-1
Checking Job Status ......................................................................................................... 7-2
Details of the Status Screens .................................................................................... 7-4
Checking Job History ....................................................................................................... 7-8
Sending the Log History .......................................................................................... 7-12
Job Operation .................................................................................................................. 7-13
Pause and Resumption of Jobs .............................................................................. 7-13
Canceling of Jobs .................................................................................................... 7-13
Device/Communication ................................................................................................... 7-14
Checking the Remaining Amount of Toner and Paper (Paper/Supplies) ................... 7-15
8 Setup and Registration (System Menu) ............................................... 8-1
System Menu ..................................................................................................................... 8-2
Operation Method ..................................................................................................... 8-2
System Menu Settings .............................................................................................. 8-3
Report ....................................................................................................................... 8-5
System/Network ........................................................................................................ 8-7
User/Job Account .................................................................................................... 8-18
User Property .......................................................................................................... 8-18
Common Settings .................................................................................................... 8-19
Copy ........................................................................................................................ 8-32
Printer ...................................................................................................................... 8-33
Send ........................................................................................................................ 8-35
FAX ......................................................................................................................... 8-36
Document Box ......................................................................................................... 8-36
Edit Destination ....................................................................................................... 8-37
Adjust/Maint. ........................................................................................................... 8-38
9 User Authentication and Accounting (User Login, Job Accounting) 9-1
Overview of User Login Administration .......................................................................... 9-2
Managing the Job Account from PC ......................................................................... 9-2
Enabling User Login Administration ............................................................................... 9-3
Setting User Login Administration .................................................................................. 9-5
Authentication Security ............................................................................................. 9-5
Adding a User (Local User List) ................................................................................ 9-6
Changing User Properties ......................................................................................... 9-8
User Login Administration for Printing ..................................................................... 9-11
Managing the Users to Scan Using TWAIN ............................................................ 9-12
Managing the Users to Scan Using WIA ................................................................. 9-13
Managing the Users that Send Faxes from a PC .................................................... 9-14
Group Authorization Settings .................................................................................. 9-15
Guest Authorization Set. ......................................................................................... 9-16
Obtain NW User Property ....................................................................................... 9-19
ID Card Settings ...................................................................................................... 9-20
PIN Login Settings .................................................................................................. 9-21

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Using User Login Administration .................................................................................. 9-22
Login/Logout ........................................................................................................... 9-22
Overview of Job Accounting .......................................................................................... 9-23
To Manage the Number of Sheets Used on Jobs Printed from a PC ..................... 9-23
Enabling Job Accounting ............................................................................................... 9-24
Job Accounting Access ........................................................................................... 9-25
Setting an Account .......................................................................................................... 9-26
Adding an Account .................................................................................................. 9-26
Restricting the Use of the Machine ......................................................................... 9-28
Editing an Account .................................................................................................. 9-29
Deleting an Account ................................................................................................ 9-30
Job Accounting for Printing ..................................................................................... 9-31
Job Accounting for Scan Using TWAIN .................................................................. 9-32
Job Accounting for Scan Using WIA ....................................................................... 9-33
Job Accounting for the FAX Transmitted from a Computer .................................... 9-34
Configuring Job Accounting .......................................................................................... 9-35
Default Setting ......................................................................................................... 9-35
Counting the Number of Pages Printed .................................................................. 9-36
Print Accounting Report .......................................................................................... 9-37
Using Job Accounting .................................................................................................... 9-38
Login/Logout ........................................................................................................... 9-38
Unknown User Settings .................................................................................................. 9-39
Unknown ID Job ...................................................................................................... 9-39
Registering Information for a User whose ID is Unknown ....................................... 9-40
10 Troubleshooting ................................................................................... 10-1
Regular Maintenance ...................................................................................................... 10-2
Cleaning .................................................................................................................. 10-2
Cleaning Glass Platen ............................................................................................. 10-2
Cleaning Slit Grass ................................................................................................. 10-3
Cleaning the inside of the Machine ......................................................................... 10-4
Toner Container Replacement ................................................................................ 10-7
Loading Paper ....................................................................................................... 10-10
Using the Maintenance Menu ....................................................................................... 10-11
Troubleshooting ............................................................................................................ 10-12
Solving Malfunctions ............................................................................................. 10-12
Machine Operation Trouble ................................................................................... 10-12
Printed Image Trouble ........................................................................................... 10-15
Responding to Messages ...................................................................................... 10-18
Clearing Paper Jams ..................................................................................................... 10-30
Jam Location Indicators ........................................................................................ 10-30
Remove any jammed paper in Cassette 1 ............................................................ 10-31
Remove any jammed paper in Cassette 2 ............................................................ 10-33
Remove any jammed paper in Cassette 3 ............................................................ 10-35
Remove any jammed paper in the Multipurpose Tray .......................................... 10-37
Remove any jammed paper inside of the Machine .............................................. 10-38
Remove any jammed paper in Rear Cover ........................................................... 10-42
Remove any jammed paper in the Document Processor ...................................... 10-46
11 Appendix ............................................................................................... 11-1
Optional Equipment ........................................................................................................ 11-2
Overview of Optional Equipment ............................................................................. 11-2
Optional Applications .............................................................................................. 11-6
Starting Application Use .......................................................................................... 11-6
Checking Details of Application ............................................................................... 11-7
Character Entry Method .................................................................................................. 11-8
Using the Keys ........................................................................................................ 11-8
Selecting Type of Characters .................................................................................. 11-9

viii
Characters That Can be Entered Using the Numeric Keys ..................................... 11-9
Entering Symbols .................................................................................................. 11-10
Entering Characters .............................................................................................. 11-10
Entering Using the Character Selection Screen .................................................... 11-12
Paper .............................................................................................................................. 11-13
Basic Paper Specifications .................................................................................... 11-13
Choosing the Appropriate Paper ........................................................................... 11-14
Special Paper ........................................................................................................ 11-17
Specifications ................................................................................................................ 11-21
Machine ................................................................................................................. 11-21
Copy Functions ..................................................................................................... 11-22
Printer Functions ................................................................................................... 11-23
Scanner Functions ................................................................................................ 11-23
Document Processor ............................................................................................. 11-24
Paper Feeder ........................................................................................................ 11-24
Glossary ......................................................................................................................... 11-25
Index ........................................................................................................... 2-1

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> Overview
Overview
NOTE
• Before using the machine, be sure to read the following:
Legal and Safety Information (page 1-1)
• To prepare the device for use, including setting up cable connections and installing software.
Installing and Setting up the Machine (page 2-1)
• To learn how to load paper, set up shared folders, and add addresses to the address book, refer to the following:
Preparation before Use (page 3-1)
Input Data
Operations from your PC
Document
Box functions
Security
Output Data
Copy functions Printer functions USB memory Send functions Fax functions
Original Electronic data Fax dataUSB memory
FAX Operation
Guide
This function serves a variety of purposes,
including saving data in the machine and on a USB
memory stick.
Printing Data Saved in the Printer (page 4-10)
You can apply the various machine
security levels to your specific needs.
Frequently-Used Sending
Method (page 5-14)
Command Center RX
You can check the status and change
the settings of the machine from a Web
browser on your computer.
Command Center RX (page 2-45)
Command Center RX User Guide
Strengthen security
(page xii)
Copying (page 5-12)
Printing from PC (page 4-1)
Saving Documents to
USB Memory (Scan to
USB) (page 5-39)