Lexmark 4021 User manual

MS910 Series
User's Guide
July 2017 www.lexmark.com
Machine type(s):
4021
Model(s):
230

Contents
Safety information........................................................................................ 6
Learning about the printer...........................................................................8
Finding information about the printer.............................................................................................................8
Connecting the printer to an outlet.................................................................................................................9
Selecting a location for the printer..................................................................................................................9
Printer configurations........................................................................................................................................10
Understanding the printer control panel................................................. 13
Using the control panel.....................................................................................................................................13
Understanding the colors of the Sleep button and indicator lights......................................................13
Understanding the home screen................................................................................................................... 14
Using the touch-screen buttons.....................................................................................................................15
Setting up and using the home screen applications.............................. 17
Finding the IP address of the printer.............................................................................................................17
Finding the IP address of the computer....................................................................................................... 17
Accessing the Embedded Web Server.........................................................................................................17
Activating the home screen applications.....................................................................................................18
Showing or hiding icons on the home screen...................................................................................................... 18
Using Background and Idle Screen......................................................................................................................... 18
Setting up Forms and Favorites ............................................................................................................................... 18
Understanding Eco‑Settings ..................................................................................................................................... 19
Setting up Remote Operator Panel.............................................................................................................. 20
Exporting and importing a configuration.................................................................................................... 20
Additional printer setup..............................................................................21
Installing internal options................................................................................................................................. 21
Installing hardware options.............................................................................................................................33
Attaching cables................................................................................................................................................ 39
Setting up the printer software......................................................................................................................40
Networking..........................................................................................................................................................40
Verifying printer setup......................................................................................................................................45
Loading paper and specialty media......................................................... 46
Setting the paper size and type.................................................................................................................... 46
Contents 2

Configuring Universal paper settings.......................................................................................................... 46
Loading trays...................................................................................................................................................... 46
Loading the multipurpose feeder..................................................................................................................48
Linking and unlinking trays..............................................................................................................................51
Paper and specialty media guide............................................................. 53
Using specialty media......................................................................................................................................53
Paper guidelines................................................................................................................................................55
Supported paper sizes, types, and weights...............................................................................................58
Printing.........................................................................................................64
Printing forms and a document..................................................................................................................... 64
Printing from a flash drive or mobile device.............................................................................................. 65
Printing confidential and other held jobs.................................................................................................... 67
Printing information pages..............................................................................................................................68
Canceling a print job........................................................................................................................................ 69
Understanding the printer menus............................................................70
Menus list.............................................................................................................................................................70
Paper menu..........................................................................................................................................................71
Reports menu.....................................................................................................................................................80
Network/Ports menu..........................................................................................................................................81
Security menu.................................................................................................................................................... 94
Settings menu.................................................................................................................................................... 99
Help menu.......................................................................................................................................................... 121
Saving money and the environment...................................................... 123
Saving paper and toner..................................................................................................................................123
Saving energy...................................................................................................................................................124
Recycling............................................................................................................................................................125
Securing the printer.................................................................................. 127
Using the security lock feature.....................................................................................................................127
Statement of Volatility..................................................................................................................................... 127
Erasing volatile memory.................................................................................................................................128
Erasing non‑volatile memory........................................................................................................................128
Erasing printer hard disk memory............................................................................................................... 128
Configuring printer hard disk encryption.................................................................................................. 129
Contents 3

Finding printer security information............................................................................................................129
Maintaining the printer............................................................................ 130
Cleaning printer parts.....................................................................................................................................130
Checking the status of parts and supplies................................................................................................134
Estimated number of remaining pages......................................................................................................134
Ordering supplies............................................................................................................................................ 135
Ordering a 300K maintenance kit...............................................................................................................136
Storing parts and supplies.............................................................................................................................136
Replacing supplies...........................................................................................................................................137
Replacing the 300K maintenance kit..........................................................................................................148
Moving the printer........................................................................................................................................... 158
Managing the printer................................................................................159
Checking the virtual display..........................................................................................................................159
Viewing reports................................................................................................................................................159
Copying printer settings to other printers.................................................................................................159
Configuring supply notifications from the Embedded Web Server....................................................160
Restoring factory default settings................................................................................................................160
Clearing jams..............................................................................................161
Avoiding jams.................................................................................................................................................... 161
Understanding jam messages and locations........................................................................................... 162
[x]‑page jam, clear jammed paper from multipurpose feeder. [200.xx].............................................163
[x]‑page jam, open door C and clear all jammed paper. [2yy.xx].........................................................164
[x]‑page jam, slide the 3000‑sheet tray and open door C. [2yy.xx]................................................... 166
[x]‑page jam, open door D and clear all jammed paper. [24y.xx]........................................................168
[x]‑page jam, slide the 3000‑sheet tray and open door D. [24y.xx]...................................................169
[x]‑page jam, slide the 3000‑sheet tray and open door F. [24y.xx]..................................................... 171
[x]‑page jam, open doors G, H, and J and clear jammed paper. Leave paper in bin. [4yy.xx]..... 173
[x]‑page jam, press latch to access area G. Leave paper in bin. [40y.xx]..........................................177
[x]‑page jam, press latch to access area G and clear jammed staples. Leave paper in
bin. [402.93].................................................................................................................................................. 179
[x]‑page jam, open door H and rotate knob H6 clockwise. Leave paper in bin. [426.xx–
428.xx].............................................................................................................................................................181
Troubleshooting........................................................................................ 187
Understanding the printer messages......................................................................................................... 187
Contents 4

Solving printer problems.............................................................................................................................. 200
Solving print problems.................................................................................................................................. 208
Solving home screen application problems............................................................................................ 235
Embedded Web Server does not open.................................................................................................... 235
Contacting customer support......................................................................................................................236
Notices.......................................................................................................238
Product information........................................................................................................................................238
Edition notice................................................................................................................................................... 238
Power consumption........................................................................................................................................243
Index...........................................................................................................252
Contents 5

Safety information
Connect the power cord directly to an appropriately rated and properly grounded electrical outlet that is near
the product and easily accessible.
CAUTION—POTENTIAL INJURY: Do not use this product with extension cords, multioutlet power strips,
multioutlet extenders, or other types of surge or UPS devices. The power rating capacity of these types
of accessories can be easily overloaded by a laser printer and may result in poor printer performance,
property damage, or potential fire.
Do not place or use this product near water or wet locations.
CAUTION—POTENTIAL INJURY: This product uses a laser. Use of controls or adjustments or
performance of procedures other than those specified herein may result in hazardous radiation
exposure.
This product uses a printing process that heats the print media, and the heat may cause the media to release
emissions. You must understand the section in your operating instructions that discusses the guidelines for
selecting print media to avoid the possibility of harmful emissions.
CAUTION—POTENTIAL INJURY: The lithium battery in this product is not intended to be replaced.
There is a danger of explosion if a lithium battery is incorrectly replaced. Do not recharge, disassemble,
or incinerate a lithium battery. Discard used lithium batteries according to the manufacturer's instructions
and local regulations.
CAUTION—HOT SURFACE: The inside of the printer might be hot. To reduce the risk of injury from a hot
component, allow the surface to cool before touching it.
CAUTION—POTENTIAL INJURY: To reduce the risk of equipment instability, load each tray separately.
Keep all other trays closed until needed.
CAUTION—POTENTIAL INJURY: The printer weight is greater than 18 kg (40 lb) and requires two or
more trained personnel to lift it safely.
CAUTION—POTENTIAL INJURY: Before moving the printer, follow these guidelines to avoid personal
injury or printer damage:
•Turn o the printer, and then unplug the power cord from the electrical outlet.
•Disconnect all cords and cables from the printer.
•If the printer does not have a caster base but is configured with optional trays, then remove the trays.
•Use the handholds located on both sides of the printer to lift it.
•Make sure your fingers are not under the printer when you set it down.
•Make sure there is adequate clearance around the printer.
•Use only the power cord provided with this product or the manufacturer's authorized replacement.
CAUTION—POTENTIAL INJURY: To reduce risk of fire, use only the telecommunications (RJ‑11) cord
provided with this product or a UL Listed 26 AWG or larger replacement when connecting this product
to the public switched telephone network.
CAUTION—SHOCK HAZARD: If you are accessing the controller board or installing optional hardware
or memory devices sometime after setting up the printer, then turn the printer o, and unplug the power
cord from the electrical outlet before continuing. If you have any other devices attached to the printer,
then turn them o as well, and unplug any cables going into the printer.
Safety information 6

CAUTION—SHOCK HAZARD: To avoid the risk of electrical shock when cleaning the exterior of the
printer, unplug the power cord from the electrical outlet and disconnect all cables from the printer before
proceeding.
CAUTION—SHOCK HAZARD: Make sure that all external connections (such as Ethernet and telephone
system connections) are properly installed in their marked plug-in ports.
This product is designed, tested, and approved to meet strict global safety standards with the use of specific
manufacturer's components. The safety features of some parts may not always be obvious. The manufacturer
is not responsible for the use of other replacement parts.
This product produces ozone during normal operation, and is equipped with a filter designed to limit ozone
concentrations to levels well below the recommended exposure limits. To avoid high ozone concentration levels
during extensive usage, install this product in a well-ventilated area and replace the ozone and exhaust filters
as indicated in the product maintenance instructions.
CAUTION—POTENTIAL INJURY: Do not cut, twist, bind, crush, or place heavy objects on the power
cord. Do not subject the power cord to abrasion or stress. Do not pinch the power cord between objects
such as furniture and walls. If any of these things happen, a risk of fire or electrical shock results. Inspect
the power cord regularly for signs of such problems. Remove the power cord from the electrical outlet
before inspecting it.
Refer service or repairs, other than those described in the user documentation, to a service representative.
CAUTION—SHOCK HAZARD: Do not set up this product or make any electrical or cabling connections,
such as a power cord, a fax feature or USB cable, during a lightning storm.
CAUTION—TIPPING HAZARD: Floor-mounted configurations require additional furniture for stability.
You must use either a printer stand or printer base if you are using multiple input options. If you
purchased a printer with a similar configuration, then you may need additional furniture. For more
information, see www.lexmark.com/multifunctionprinters.
SAVE THESE INSTRUCTIONS.
Safety information 7

Learning about the printer
Finding information about the printer
What are you looking for? Find it here
Initial setup instructions:
•Connecting the printer
•Installing the printer software
Setup documentation—The setup documentation
came with the printer and is also available at
http://support.lexmark.com.
Additional setup and instructions for using the printer:
•Selecting and storing paper and specialty media
•Loading paper
•Configuring printer settings
•Viewing and printing documents and photos
•Setting up and using the printer software
•Configuring the printer on a network
•Caring for and maintaining the printer
•Troubleshooting and solving problems
User's Guide and Quick Reference Guide—The
guides are available at http://support.lexmark.com.
Note: These guides are also available in other
languages.
Information on setting up and configuring the accessibility
features of your printer
Lexmark Accessibility Guide—This guide is available
at http://support.lexmark.com.
Help using the printer software Windows or Mac Help—Open a printer software
program or application, and then click Help.
Click
?
to view context‑sensitive information.
Notes:
•Help is automatically installed with the printer
software.
•The printer software is located in the printer
program folder or on the desktop, depending
on your operating system.
Learning about the printer 8

What are you looking for? Find it here
The latest supplemental information, updates, and customer
support:
•Documentation
•Driver downloads
•Live chat support
•E‑mail support
•Voice support
Lexmark support Web site—
http://support.lexmark.com
Note: Select your country or region, and then select
your product to view the appropriate support site.
Support telephone numbers and hours of operation
for your country or region can be found on the
support Web site or on the printed warranty that came
with your printer.
Record the following information (located on the
store receipt and at the back of the printer), and have
it ready when you contact customer support so that
they may serve you faster:
•Machine Type number
•Serial number
•Date purchased
•Store where purchased
Warranty information Warranty information varies by country or region:
•In the U.S.—See the Statement of Limited
Warranty included with this printer, or go to
http://support.lexmark.com.
•In other countries and regions—See the printed
warranty that came with this printer.
Connecting the printer to an outlet
Connect the power cord to the printer and then to a properly grounded and easily accessible electrical outlet.
Note: The electrical outlet may look dierent depending on your country or region.
Selecting a location for the printer
CAUTION—POTENTIAL INJURY: The printer weight is greater than 18 kg (40 lb) and requires two or
more trained personnel to lift it safely.
When selecting a location for the printer, leave enough room to open trays, covers, and doors. If you plan to
install any options, then leave enough room for them also. It is important to:
•Set up the printer near a properly grounded and easily accessible electrical outlet.
•Make sure that airflow in the room meets the latest revision of the ASHRAE 62 standard or the CEN Technical
Committee 156 standard.
•Provide a flat, sturdy, and stable surface.
•Keep the printer:
–Clean, dry, and free of dust.
–Away from stray staples and paper clips.
–Away from the direct airflow of air conditioners, heaters, or ventilators.
–Free from direct sunlight and humidity extremes.
Learning about the printer 9

•Observe the recommended temperatures and avoid fluctuations:
Ambient temperature 10 to 30°C (50 to 86°F)
Storage temperature -10 to 40°C (14 to 104°F)
•Allow the following recommended amount of space around the printer for proper ventilation:
1Rear 120 mm (4.8 in.)
2Right side 400 mm (15.7 in.)
3Front 444.5 mm (17.5 in.)
4Left side 120 mm (4.8 in.)
5Top 150 mm (5.9 in. )
Printer configurations
Note: Make sure to configure the printer on a flat, sturdy, and stable surface.
Learning about the printer 10

Basic model
1Control panel
2Multipurpose feeder
3Standard 2 x 500-sheet tray
4Standard bin
Configured model
CAUTION—TIPPING HAZARD: Floor-mounted configurations require additional furniture for stability.
You must use either a printer stand or printer base if you are using multiple input options. If you
purchased a printer with a similar configuration, then you may need additional furniture. For more
information, see www.lexmark.com/multifunctionprinters.
Learning about the printer 11

Hardware option Alternative hardware option
1Staple finisher None
23000‑sheet tray None
32 x 500‑sheet tray 2500‑sheet tray
42500‑sheet tray 2 x 500‑sheet tray
5Finisher
•Staple, hole punch finisher
•Booklet finisher
None
When using optional trays:
•The 3000-sheet tray is supported only if the optional 2 x 500- or 2500-sheet tray is installed.
•The staple finisher is not supported if another finisher is installed.
Learning about the printer 12

Understanding the printer control panel
Using the control panel
Use the To
1Display •Show the status of the printer.
•Set up and operate the printer.
2Home button Go to the home screen.
3Sleep button Enable Sleep mode or Hibernate mode.
The following actions wake the printer from Sleep mode:
•Touching the control panel home screen
The following actions wake the printer from Hibernate mode:
•Pressing the Sleep button until the printer wakes
•Performing a power‑on reset using the main power switch
4Keypad Enter numbers, letters, or symbols on the printer.
5Stop or Cancel button Stop all printer activity.
6Indicator light Check the status of the printer.
Understanding the colors of the Sleep button and
indicator lights
The colors of the Sleep button and indicator lights on the printer control panel signify a certain printer status
or condition.
Understanding the printer control panel 13

Indicator light Printer status
O The printer is o or in Hibernate mode.
Blinking green The printer is warming up, processing data, or printing.
Solid green The printer is on, but idle.
Blinking red The printer requires user intervention.
Sleep button light Printer status
O The printer is o, idle or in Ready state.
Solid amber The printer is in Sleep mode.
Blinking amber The printer is entering or waking from Hibernate mode.
Blinking amber for 0.1 second, then goes
completely o for 1.9 seconds in a slow,
pulsing pattern
The printer is in Hibernate mode.
Understanding the home screen
When the printer is turned on, the display shows a basic screen, referred to as the home screen. Use the home
screen buttons and icons to initiate an action.
Note: Your home screen may vary depending on your home screen customization settings, administrative
setup, and active embedded solutions.
Touc h To
1Change Language Change the primary language of the printer.
2Bookmarks Create, organize, and save a set of bookmarks (URLs) into a tree view of folders and
file links.
Note: The tree view does not include bookmarks created within Forms and
Favorites, and the ones in the tree are not usable in Forms and Favorites.
3Held Jobs Display all current held jobs.
Understanding the printer control panel 14

Touc h To
4USB View, select, or print photos and documents from a flash drive.
Note: This icon appears only when you return to the home screen while a memory
card or flash drive is connected to the printer.
5Menus Access printer menus.
Note: These menus are available only when the printer is in Ready state.
6Status message bar •Show the current printer status such as Ready or Busy.
•Show the status of printer supplies.
•Show intervention messages and the instructions on how to clear them.
7Status/Supplies •Show a printer warning or error message whenever the printer requires intervention
to continue processing.
•View more information on the printer warning or message, and on how to clear it.
8Tips View a context‑sensitive help information.
These may also appear on the home screen:
Touc h To
Search Held Jobs Search current held jobs.
Jobs by user Access print jobs saved by user.
Profiles and Apps Access profiles and applications.
Features
Feature Description
Attendance message alert If an attendance message aects a function, then this icon appears and the
red indicator light blinks.
Warning If an error condition occurs, then this icon appears.
Printer IP address
Example: 123.123.123.123
The IP address of your printer is located at the top left corner of the home
screen. You can use the IP address when accessing the Embedded Web
Server to view and remotely configure printer settings.
Using the touch-screen buttons
Note: Your home screen may vary, depending on your home screen customization settings, administrative
setup, and active embedded solutions.
Understanding the printer control panel 15

Touc h the To
1Radio button Select or clear an item.
2Up arrow Scroll up.
3Down arrow Scroll down.
4Accept button Save a setting.
5Cancel button •Cancel an action or a selection.
•Return to the previous screen.
Touc h To
Return to the home screen.
Open a context-sensitive Help dialog on the printer control panel.
Scroll to the left.
Scroll to the right.
Understanding the printer control panel 16

Setting up and using the home screen
applications
Notes:
•Your home screen may vary depending on your home screen customization settings, administrative
setup, and active embedded applications. Some applications are supported only in some printer models.
•There may be additional solutions and applications available for purchase. For more information, go to
www.lexmark.com or contact the place where you purchased the printer.
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.
Finding the IP address of the computer
For Windows users
1Run the command prompt.
2Type ipconfig, and then look for the IP address.
For Macintosh users
1From System Preferences in the Apple menu, select Network.
2Select your connection type, and then click Advanced > TCP/IP.
3Look for the IP address.
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.
Setting up and using the home screen applications 17

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.
Activating the home screen applications
Showing or hiding icons on the home screen
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 > General Settings > Home screen customization.
A list of basic printer functions appears.
3Select the check boxes to specify which icons appear on the printer home screen.
Note: Cleared check box items are hidden.
4Click Submit.
Using Background and Idle Screen
Icon Description
The application lets you customize the background and idle screen of your printer home screen.
1From the home screen, navigate to:
Change Background > select background to use
2Touc h .
Setting up Forms and Favorites
Note: A later version of this User's Guide may contain a direct link to the Administrator’s Guide of this
application. To check for updates of this User’s Guide, go to http://support.lexmark.com.
Setting up and using the home screen applications 18

Use To
Streamline work processes by letting you quickly find and print frequently used online forms
directly from the printer 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 home screen. The IP address appears as four sets of
numbers separated by periods, such as 123.123.123.123.
2Click Settings > Apps > Apps Management > Forms and Favorites.
3Click Add, and then customize the settings.
Notes:
•See the mouse-over help beside each field for a description of the setting.
•To make sure the location settings of the bookmark are correct, type the correct IP address of the
host computer where the bookmark is located. For more information on obtaining the IP address of
the host computer, see “Finding the IP address of the computer” on page 17.
•Make sure the printer has access rights to the folder where the bookmark is located.
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.
Understanding Eco‑Settings
Icon Description
The application lets you easily manage energy consumption, noise, toner, and paper usage
settings to help reduce the environmental impact of your printer.
Setting up and using the home screen applications 19

Setting up Remote Operator Panel
This application enables you to interact with the printer control panel even when you are not physically near
the network printer. From your computer, you can view the printer status, release held print jobs, create
bookmarks, and do other print-related tasks.
1Open a Web browser, and then type the printer IP address in the address field.
Note: View the printer IP address on the printer home screen. The IP address appears as four sets of
numbers separated by periods, such as 123.123.123.123.
2Click Settings > Remote Operator Panel Settings.
3Select the Enable check box, and then customize the settings.
4Click Submit.
To use the application, click Remote Operator Panel > Launch VNC Applet.
Exporting and importing a configuration
You can export configuration settings into a text file, and then import the file to apply the settings to other
printers.
1Open a Web browser, and then type the printer IP address in the address field.
Note: View the IP address on the printer home screen. The IP address appears as four sets of numbers
separated by periods, such as 123.123.123.123.
2Export or import a configuration file for one or multiple applications.
For one application
aNavigate to:
Settings > Apps > Apps Management > select an application > Configure
bExport or import the configuration file.
Notes:
•If a JVM Out of Memory error occurs, then repeat the export process until the configuration file
is saved.
•If a timeout occurs and a blank screen appears, then refresh the Web browser, and then click
Apply.
For multiple applications
aClick Settings > Import/Export.
bExport or import a configuration file.
Note: When importing a configuration file, click Submit to complete the process.
Setting up and using the home screen applications 20