Lexmark XS795dte User manual

Lexmark XS795dte
Quick Reference
Contents
Learning about the printer
Understanding the printer control
panel
Item Description
1Display Lets you view scanning, copying, faxing,
and printing options as well as status and
error messages
2Indicator light •Off—The power is off.
•Blinking green—The printer is warming
up, processing data, or printing.
•Solid green—The printer is on, but idle.
•Blinking red—Operator intervention is
needed.
Item Description
3Sleep Activates Sleep Mode or Hibernate Mode
The following are the statuses of the
indicator light and the Sleep button:
•Entering or waking from Sleep Mode—
The indicator light is illuminated solid
green, Sleep button is unilluminated.
•Operating in Sleep Mode—The indicator
light is illuminated solid green, Sleep
button is illuminated solid amber.
•Entering or waking from Hibernate
Mode—The indicator light is illuminated
solid green, Sleep button is illuminated
blinking amber.
•Operating in Hibernate Mode—The
indicator light is unilluminated, Sleep
button is blinking amber in pulsing
pattern.
4Keypad Lets you enter numbers, letters, or symbols
on the display
5Submit Lets you submit changes made in the
printer settings
6Stop/Cancel Stops all printer activity
Note: A list of option is displayed once
Stopped appears on the display.
7Home Lets you navigate back to the home screen
8Card reader Limits the use of certain printer functions to
authenticated users
Note: The card reader may not be
available on all printer models.
9USB port Lets you insert a USB flash drive to send
data or to save scanned images
Understanding the home screen
When the printer is turned on, the display shows a basic screen,
referred to as the home screen. Touch the home screen buttons
and icons to initiate an action such as copying, faxing, or scanning;
to open the menu screen; or to respond to messages.
Note: Your home screen, icons, and buttons may vary
depending on your home screen customization settings,
administrative setup, and active embedded solutions.
Contents
1
Learning about the printer...................
Setting up and using the home
screen applications............................
Loading paper and specialty media....
Printing ...................................................
Copying...................................................
E-mailing..................................................
Faxing......................................................
Scanning ................................................
Clearing jams .........................................
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15
14
13
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3

Touch To
Copy Access the Copy menus and make copies.
E-mail Access the E-mail menus and send e‑mails.
Fax Access the Fax menus and send fax.
Access the printer menus.
Note: These menus are available only when
the printer is in the Ready state.
FTP Access the File Transfer Protocol (FTP) menus
and scan documents directly to an FTP server.
Status message
bar
•Show the current printer status such as
Ready or Busy.
•Show printer conditions such as Toner
Low or Cartridge Low.
•Show intervention messages so the printer
can continue processing.
Status/Supplies •Display a warning or error message
whenever the printer requires intervention
to continue processing.
•Access the messages screen for more
information on the message, and how to
clear it.
USB or USB
Thumbdrive
View, select, print, scan, or e‑mail photos and
documents from a flash drive.
Note: This button appears only when you
return to the home screen while a memory
card or flash drive is connected to the
printer.
Touch To
Bookmarks Create, organize, and save a set of bookmarks
(URL) into a tree view of folders and file links.
Note: The tree view supports only
bookmarks created from this function, and
not from any other application.
Held Jobs Display all current held jobs.
Other buttons that may appear on the home screen:
Touch To
Search held jobs Search on any of the following items:
•User name for held or confidential
print jobs
•Job names for held jobs,
excluding confidential print jobs
•Profile names
•Bookmark container or print job
names
•USB container or print job names
for supported file types
Release Held Fax Access the list of held faxes.
Note: This button appears only when
there are held faxes with a
scheduled hold time previously set.
Lock Device Open a password entry screen. Enter
the correct password to lock the
printer control panel.
Note: This button appears only when
the printer is unlocked and password
has been set.
Unlock Device Open a password entry screen. Enter
the correct password to unlock the
printer control panel.
Note: This button appears only when
the printer is locked. The printer
control panel buttons and shortcuts
cannot be used while this appears.
Touch To
Cancel Jobs Open the Cancel Jobs screen. The
Cancel Jobs screen shows three
headings: Print, Fax, and Network.
The following options are available
under the Print, Fax, and Network
headings:
•Print job
•Copy job
•Fax profile
•FTP
•E-mail send
Each heading has a list of jobs shown
in a column under it which can show
only three jobs per screen. If more
than three jobs exist in a column, then
an arrow appears enabling you to
scroll through the jobs.
Change Language Launch the Change Language pop‑up
window that allows you to change the
primary language of the printer.
Using the touch-screen buttons
Note: Your home screen, icons, and buttons may vary
depending on your home screen customization settings and
administrative setup.
Learning about the printer
2

Sample touch screen
Touch To
Submit Submit changes made in the printer settings.
Sample Copy Print a sample copy.
Right arrow Scroll to the right.
Left arrow Scroll to the left.
Home Return to the home screen.
Right increase Select a higher value.
Left decrease Select a lower value.
Touch To
Exit Exit from the current screen.
Tips Open a context-sensitive Help dialog on the touch
screen.
Other touch-screen buttons
Touch To
Accept Save a setting.
Cancel •Cancel an action or a selection.
•Exit a screen and lets you return to the
previous screen without saving changes.
Reset Reset values on the screen.
Radio button Select or clear an item.
Features
Feature Description
Menu trail line:
Menus > Settings >
Copy Settings >
Number of Copies
A menu trail line is located at the top of each
menu screen. This feature shows the path
taken to arrive at the current menu.
Touch any of the underlined words to return
to that menu.
Number of Copies is not underlined since this
is the current screen. If you touch an
underlined word on the Number of Copies
screen before the Number of Copies is set
and saved, then the selection is not saved,
and it does not become the default setting.
Attendance
message alert
If an attendance message affects a function,
then this icon appears and the red indicator
light blinks.
Warning If an error condition occurs, then this icon
appears.
Setting up and using the home
screen applications
Finding the IP address of the printer
Note: Make sure your printer is connected to a network or to a
print server.
You can find the printer IP address:
•From the top left corner of the printer home screen.
•From the TCP/IP section in the Network/Ports menu.
•By printing a network setup page or menu settings page, and
then finding the TCP/IP section.
Note: An IP address appears as four sets of numbers separated
by periods, such as 123.123.123.123.
Setting up and using the home screen applications
3

Accessing the Embedded Web Server
The Embedded Web Server is the printer Web page that lets you
view and remotely configure printer settings even when you are
not physically near the printer.
1Obtain the printer IP address:
•From the printer control panel home screen
•From the TCP/IP section in the Network/Ports menu
•By printing a network setup page or menu settings page,
and then finding the TCP/IP section
Note: An IP address appears as four sets of numbers
separated by periods, such as 123.123.123.123.
2Open a Web browser, and then type the printer IP address in
the address field.
3Press Enter.
Note: If you are using a proxy server, then temporarily
disable it to load the Web page correctly.
Showing or hiding icons on the home
screen
1From the Embedded Web Server, click Settings > General
Settings > Home screen customization.
A list of basic printer functions appears.
2Select the check boxes to specify which icons appear on the
printer home screen.
Cleared check box items are hidden.
3Click Submit.
Activating the home screen
applications
Setting up Forms and Favorites
Icon Description
The application helps you simplify and
streamline work processes by letting you
quickly find and print frequently used
online forms directly from the home screen.
Note: The printer must have permission to
access the network folder, FTP site, or
Web site where the bookmark is stored.
From the computer where the bookmark
is stored, use sharing, security, and
firewall settings to allow the printer at
least a read access. For help, see the
documentation that came with your
operating system.
1Open a Web browser, and then type the printer IP address in
the address field.
Note: View the printer IP address on the printer control panel
home screen. The IP address appears as four sets of
numbers separated by periods, such as 123.123.123.123.
2Click Settings > Device Solutions > Solutions (eSF) > Forms
and Favorites.
3Define the bookmarks, and then customize the settings.
4Click Apply.
To use the application, touch Forms and Favorites on the printer
home screen, and then navigate through form categories, or
search for forms based on a form number, name, or description.
Setting up Scan to Network
Icon Description
The application lets you capture a digital
image of a hard‑copy document and route
it to a shared network folder. You can
define up to 30 unique folder destinations.
Notes:
•The printer must have permission to
write to the destinations. From the
computer where the destination is
specified, use sharing, security, and
firewall settings to allow the printer at
least a write access. For help, see the
documentation that came with your
operating system.
•The Scan to Network icon appears
only when one or more destinations
are defined.
1Open a Web browser, and then type the printer IP address in
the address field.
Note: View the printer IP address on the printer control panel
home screen. The IP address appears as four sets of
numbers separated by periods, such as 123.123.123.123.
2Click Settings > Device Solutions > Solutions (eSF) > Scan to
Network.
3Specify the destinations, and then customize the settings.
4Click Apply.
To use the application, touch Scan to Network on the printer
home screen, and then follow the instructions on the printer
display.
Setting up and using the home screen applications
4

Setting up My MFP
Icon Description
The application lets you customize your
touch‑screen settings and store those
preferences in a flash drive. Each time you
want to copy, fax, or scan, insert the flash
drive into the USB port of the printer. All
your personal preferences are
automatically uploaded, including job
settings, home screen preferences, and
address book.
Note: The icon appears only when a flash
drive with My MFP settings is inserted into
the USB port of the printer.
To set up My MFP, insert a flash drive into the USB port of the
printer, and then follow the instructions on the printer display to
run the setup wizard.
To use My MFP, insert the flash drive into the USB port of the
printer when you want to copy, fax, or scan.
Understanding WS‑Scan
Icon Description
The Web Services‑Scan application lets
you scan documents at the network printer,
and then send the scanned image to your
computer. WS‑Scan is a Microsoft
application that is similar to Scan to
Network, but has the capability of sending
the scanned image to a Windows‑based
application. To learn more about WS‑Scan,
see the Microsoft documentation.
Note: The icon appears on the printer
home screen only when there is a
computer registered with the network
printer. The computer must have either
Windows 8, Windows 7, or Windows Vista
operating system installed.
Setting up Remote Operator Panel
This application shows the printer control panel on your computer
screen and lets you interact with the printer control panel, even
when you are not physically near the network printer. From your
computer screen, you can view the printer status, release held
print jobs, create bookmarks, and do other print-related tasks you
might normally do while standing at the network printer.
1Open a Web browser, and then type the printer IP address in
the address field.
Note: View the printer IP address on the printer control panel
home screen. The IP address appears as four sets of
numbers separated by periods, such as 123.123.123.123.
2Click Settings > Device Solutions > Solutions (eSF) > Remote
Operator Panel.
3Select the Enabled check box, and then customize the
settings.
4Click Apply.
To use the application, from the Embedded Web Server, click
Applications > Remote Operator Panel > Launch VNC Applet.
Exporting and importing a
configuration using the Embedded
Web Server
You can export configuration settings into a text file that can then
be imported and used to apply the settings to one or more
additional printers.
Exporting a configuration
1From the Embedded Web Server, click Settings or
Configuration.
2Click Device Solutions > Solutions (eSF), or click Embedded
Solutions.
3From Installed Solutions, click the name of the application you
want to configure.
4Click Configure > Export.
5Follow the instructions on the computer screen to save the
configuration file, and then enter a unique file name or use the
default name.
Note: If a JVM Out of Memory error occurs, then repeat
the export until the configuration file is saved.
Importing a configuration
1From the Embedded Web Server, click Settings or
Configuration.
2Click Device Solutions > Solutions (eSF), or click Embedded
Solutions.
3From Installed Solutions, click the name of the application you
want to configure.
4Click Configure > Import.
5Browse to the saved configuration file, and then load or
preview it.
Note: If a timeout occurs and a blank screen appears, then
refresh the browser, and then click Apply.
Loading paper and specialty
media
Setting the paper size and type
The Paper Size setting is automatically sensed according to the
position of the paper guides in each tray except the multipurpose
feeder. The Paper Size setting for the multipurpose feeder must
be set manually from the Paper Size menu. The Paper Type setting
must be set manually for all trays that do not contain plain paper.
From the home screen navigate to:
> Paper Menu > Paper Size/Type > select a tray > select the
paper size or type > Submit
Configuring Universal paper settings
The Universal Paper Size is a user‑defined setting that lets you
print on paper sizes that are not preset in the printer menus. Set
the Paper Size for the specified tray to Universal when the size
you want is not available from the Paper Size menu. Then, specify
all of the following Universal size settings for your paper:
•Units of Measure
•Portrait Width
•Portrait Height
Notes:
•The largest supported Universal size is 216 x 1219 mm
(8.5 x 48 in.).
•The smallest supported Universal size is 76 x 127 mm
(3 x 5 in.) and loaded in the multipurpose feeder only.
1From the home screen, navigate to:
Loading paper and specialty media
5

> Paper Menu > Universal Setup > Units of Measure >
select a unit of measure
2Touch Portrait Width or Portrait Height > select the width or
height > Submit
Loading the standard or optional
550‑sheet tray
The printer has one standard 550‑sheet tray (Tray 1), and may have
one or more optional 550‑sheet trays. All 550‑sheet trays support
the same paper sizes and types.
CAUTION—POTENTIAL INJURY: To reduce the risk of
equipment instability, load each paper drawer or tray
separately. Keep all other drawers or trays closed until
needed.
1Pull the tray out.
Notice the size indicators on the bottom of the tray. Use these
indicators to help position the length and width guides.
2Squeeze and then slide the width guide to the correct position
for the paper size you are loading.
3Squeeze and then slide the length guide to the correct position
for the paper size you are loading.
Note: The length guide has a locking device. To unlock,
push the button on top of the length guide backward. To
lock, push the button forward when a length has been
selected.
4Flex the sheets back and forth to loosen them. Do not fold or
crease the paper. Straighten the edges on a level surface.
5Load the paper stack with the recommended print side faceup.
Notes:
•Place the print side facedown for duplex printing.
•Place pre-punched paper with the holes toward the front
of the tray.
•Place letterheads faceup with the header on the left side
of the tray.
•Place letterheads facedown with the header on the right
side of the tray for duplex printing.
•Make sure the paper is below the maximum fill line
located on the edge of the paper tray. Overloading the
tray can cause paper jams and possible printer damage.
Loading paper and specialty media
6

6Insert the tray.
7From the printer control panel, verify the Paper Size and Paper
Type for the tray based on the paper you loaded.
Loading the 2000‑sheet high‑capacity
feeder
The high‑capacity feeder can hold up to 2,000 sheets of A4‑,
letter‑, or legal‑size paper (80 g/m2or 20 lb).
CAUTION—POTENTIAL INJURY: To reduce the risk of
equipment instability, load each paper drawer or tray
separately. Keep all other drawers or trays closed until
needed.
1Pull the tray out.
2Adjust the width guide as necessary.
3Flex the sheets back and forth to loosen them. Do not fold or
crease the paper. Straighten the edges on a level surface.
4Load paper into the tray with the print side faceup.
Note: Make sure the paper is below the maximum fill line
located on the edge of the paper tray. Overloading the tray
can cause paper jams.
Loading paper and specialty media
7

Notes:
•Place pre-punched paper with the holes toward the front
of the tray.
•Place letterheads faceup with the header on the left side
of the tray.
•Place letterheads facedown with the header on the right
side of the tray for duplex printing.
5Insert the tray.
Loading the multipurpose feeder
The multipurpose feeder can hold several sizes and types of print
media, such as transparencies, labels, card stock, and envelopes.
It can be used for single-page or manual printing, or as an
additional tray.
The multipurpose feeder can hold approximately:
•100 sheets of 75‑g/m2(20‑lb) paper
•10 envelopes
•75 transparencies
The multipurpose feeder accepts paper or specialty media within
the following dimensions:
•Width—89 mm (3.5 in.) to 229 mm (9.02 in.)
•Length—127 mm (5 in.) to 1270 mm (50 in.)
Note: Maximum width and length can be applied only to short-
edge feeding.
Note: Do not add or remove paper or specialty media when the
printer is printing from the multipurpose feeder or when the
printer control panel indicator light is blinking. Doing so may
cause a jam.
1Pull down the multipurpose feeder door.
2For paper or specialty media that is longer than letter-size
paper, gently pull the extension until it is fully extended.
3Flex the sheets of paper or specialty media back and forth to
loosen them. Do not fold or crease them. Straighten the edges
on a level surface.
Paper
Envelopes
Transparencies
Note: Avoid scratching or touching the print side.
Loading paper and specialty media
8

4Push the paper pick tab, and then load the paper or specialty
media. Slide the stack gently into the multipurpose feeder until
it comes to a stop, and then release the paper pick tab.
Warning—Potential Damage: Pulling the paper out, without
pushing the paper pick tab first, may cause jams or the paper
pick tab to break.
•Load paper and transparencies with the recommended
print side facedown and the short edge entering the printer
first.
•For duplex letterhead printing, place the letterhead faceup
and the header entering the printer last.
•Load envelopes with the flap side up and to the right.
Warning—Potential Damage: Never use envelopes with
stamps, clasps, snaps, windows, coated linings, or
self‑stick adhesives. These envelopes may severely
damage the printer.
Notes:
•Do not exceed the maximum stack height by forcing
paper or transparencies under the stack height limiter.
•Load only one size and type of paper at a time.
5Adjust the width guide to lightly touch the edge of the stack.
Make sure the paper or specialty media fits loosely in the
multipurpose feeder, lies flat, and is not bent or wrinkled.
6From the printer control panel, set the Paper Size and Paper
Type for the multipurpose feeder (MP Feeder Size and MP
Feeder Type) based on the paper or specialty media loaded.
Linking and unlinking trays
Linking trays
Tray linking is useful for large print jobs or multiple copies. When
one linked tray is empty, paper feeds from the next linked tray.
When the Paper Size and Paper Type settings are the same for
any trays, the trays are automatically linked.
The printer automatically senses the Paper Size setting according
to the position of the paper guides in each tray except the
standard 550‑sheet tray and the multipurpose feeder. The printer
can sense A4, A5, JIS B5, Letter, Legal, Executive, and Universal
paper sizes. The multipurpose feeder and trays using other paper
sizes can be linked manually using the Paper Size menu available
from the Paper Size/Type menu.
Note: To link the multipurpose feeder, Configure MP must be
set to Cassette in the Paper menu in order for MP Feeder Size
to appear as a menu item.
The Paper Type setting must be set for all trays from the Paper
Type menu available from the Paper Size/Type menu.
Unlinking trays
Note: Trays that do not have the same settings as any other tray
are not linked.
Change one of the following tray settings:
•Paper Type
Paper Type names describe the paper characteristics. If the
name that best describes your paper is used by linked trays,
assign a different Paper Type name to the tray, such as Custom
Type [x], or define your own custom name.
•Paper Size
Load a different paper size to automatically change the Paper
Size setting for a tray. Paper Size settings for the multipurpose
feeder are not automatic; they must be set manually from the
Paper Size menu.
Warning—Potential Damage: Do not assign a Paper Type name
that does not accurately describe the type of paper loaded in a
tray. The temperature of the fuser varies according to the
specified Paper Type. Prints may not be properly processed if
an inaccurate Paper Type is selected.
Creating a custom name for a paper type
If the printer is on a network, you can use the Embedded Web
Server to define a name other than Custom Type [x] for each of
the custom paper types loaded into the printer.
1Type the printer IP address into the address field of your Web
browser.
Note: If you do not know the IP address of the printer, then
you can:
•View the IP address on the printer control panel in the
TCP/IP section under the Networks/Ports menu.
•Print a network setup page or the menu settings pages and
locate the IP address in the TCP/IP section.
2Click Settings > Paper Menu > Custom Name > type a name >
Submit.
Note: This custom name will replace the Custom Type [x]
name under the Custom Types and Paper Size and Type
menus.
3Click Custom Types > select a paper type > Submit.
Loading paper and specialty media
9

Assigning a custom paper type name
Assign a custom paper type name to a tray when linking or
unlinking trays.
From the home screen, navigate to:
> Paper Menu > Paper Size/Type > select a custom paper
type name > select a tray > Submit
Configuring a custom name
If the printer is on a network, then you can use the Embedded Web
Server to define a name other than Custom Type [x] for each of
the custom paper types loaded into the printer.
1Type the printer IP address in the address field of your Web
browser.
Note: If you do not know the IP address of the printer, then
you can:
•View the IP address on the printer control panel in the
TCP/IP section under the Networks/Ports menu.
•Print a network setup page or the menu settings pages and
locate the IP address in the TCP/IP section.
2Click Settings > Paper Menu > Custom Types > select the
custom name you want to configure > select a paper or
specialty media type > Submit.
Printing
Printing a document
Printing a document
1From the printer control panel Paper menu, set the Paper Type
and Paper Size to match the loaded paper.
2Send the print job:
For Windows users
aWith a document open, click File > Print.
bClick Properties, Preferences, Options, or Setup.
cAdjust settings as necessary.
dClick OK > Print.
For Macintosh users
aCustomize the settings as needed in the Page Setup
dialog:
1With a document open, choose File > Page Setup.
2Choose a paper size or create a custom size to match
the loaded paper.
3Click OK.
bCustomize the settings as needed in the Print dialog:
1With a document open, choose File > Print.
If necessary, click the disclosure triangle to see more
options.
2From the Print dialog and pop‑up menus, adjust the
settings as needed.
Note: To print on a specific paper type, adjust the
paper type setting to match the loaded paper, or
select the appropriate tray or feeder.
3Click Print.
Printing in black and white
From the home screen, navigate to:
> Settings > Print Settings > Quality Menu > Print Mode >
Black Only > Submit
Adjusting toner darkness
1Type the printer IP address into the address field of your Web
browser.
If you do not know the IP address of the printer, you can:
•View the IP address on the printer control panel in the
TCP/IP section under the Networks/Ports menu.
•Print a network setup page or the menu settings pages and
locate the IP address in the TCP/IP section.
2Click Settings > Print Settings > Quality Menu > Toner
Darkness.
3Adjust the toner darkness setting.
4Click Submit.
Printing from a mobile device
For the list of supported mobile devices and to download a
compatible mobile printing application, visit
http://lexmark.com/mobile.
Note: Mobile printing applications may also be available from
your mobile device manufacturer.
Printing from a flash drive
Printing from a flash drive
Notes:
•Before printing an encrypted PDF file, enter the file
password from the printer control panel.
•You cannot print files for which you do not have printing
permissions.
1Insert a flash drive into the USB port.
The USB Drive home screen appears.
Notes:
•If you insert the flash drive when the printer requires
attention, such as when a jam has occurred, then the
printer ignores the flash drive.
•If you insert the flash drive while the printer is processing
other print jobs, then Busy appears. After these print
Printing
10