Pitney Bowes DM220i Series Manual

DM220i Series
Digital Mailing System
(models DM110i, DM160i and DM220i)
Operator Guide
Shipping & Mailing
Franking Machines

iSDC974B
Table of Contents
Chapter 1 Introduction
About Your Digital Mailing System...................................................1-2
What is IntelliLink™..................................................................................1-3
Postal Requirements................................................................................1-3
Safety............................................................................................................... 1-4
Specifications ..............................................................................................1-6
Chapter 2 Getting to Know Your Machine
Machine Features–Front........................................................................2-2
Control Panel ...............................................................................................2-4
Machine Features–Rear..........................................................................2-6
Chapter 3 Running Mail
Before You Begin.......................................................................................3-2
Checklist.........................................................................................................3-2
Home Screen...............................................................................................3-2
Selecting Postage .....................................................................................3-3
Entering Weight Manually ..........................................................3-4
Using the Weighing Platform.....................................................3-4
Selecting an Account to Track Postage .........................................3-6
Envelope Messaging................................................................................ 3-6
Checking and Clearing the Batch Count ......................................3-7
Checking the Batch Count...........................................................3-7
Printing a Record of the Batch Count....................................3-7
Clearing the Batch Count.............................................................3-7
Date/Time of Next Call ........................................................................... 3-8
Printing Mail .................................................................................................3-8
Printing Options .........................................................................................3-9
Bypass Printing - Seal Envelope Only....................................3-9
Printing Date/Time on Incoming Mail ................................3-10
Printing Envelope Messaging, Date & Time on
Incoming Mail..................................................................................3-10
Printing Envelope Messaging Only......................................3-11

ii SDC974B
Table of Contents
Text Messages ..........................................................................................3-12
What is a Text Message?............................................................3-12
Selecting a Text Message..........................................................3-12
Viewing a Text Message.............................................................3-12
Creating a Text Message............................................................3-13
Delete a Text Message................................................................3-13
Edit a Text Message......................................................................3-14
Chapter 4 Normal and Custom Presets
What is a Preset? .......................................................................................4-2
Normal Preset ............................................................................................4-2
Selecting the Normal Preset.......................................................4-3
Viewing the Normal Preset..........................................................4-3
Defining New Values for Normal Preset...............................4-3
Custom Presets ..........................................................................................4-4
Selecting a Custom Preset ..........................................................4-4
Viewing Custom Preset .................................................................4-4
Defining a New Custom Preset .................................................4-5
Editing a Custom Preset Name..................................................4-6
Deleting a Custom Preset.............................................................4-6
Chapter 5 Adding Postage/Connecting to Data Centre
About the Postage by Phone® system..........................................5-2
How does the system operate?................................................5-2
Preparing to Refill with Postage ........................................................ 5-2
LAN or PC Meter Connect™? .............................................................. 5-2
Connection Methods......................................................................5-2
Connecting Your System via a LAN .................................................5-3
Connecting Your System via Wi-Fi...................................................5-3
Connecting Your System Using PC Meter Connect ................ 5-3
Checking Funds (Postage) Available in Machine....................... 5-4
Checking Your Postage By Phone® Account Balance ..........5-4
Adding Postage ..........................................................................................5-4

iiiSDC974B
Table of Contents
Printing a Funds (Postage) Report.................................................... 5-5
Connections between the Data Centre and Your Machine 5-5
System Update .................................................................................5-6
Envelope Messaging.......................................................................5-6
Software Update (mandatory)...................................................5-6
Postal Code Update (mandatory).............................................5-6
Postal Inspection (mandatory)...................................................5-6
Postal Rate Update (mandatory) ..............................................5-7
Connecting to the Data Centre (other than for Postage) ....5-8
Chapter 6 System Options
System Options...........................................................................................6-2
Basic Options Include.....................................................................6-2
Advanced Options Include ..........................................................6-2
Basic Options ...............................................................................................6-3
Advancing the Date on the Machine.....................................6-3
Setting the Machine to Today's Date.....................................6-3
Adjusting the Contrast of the Display....................................6-3
Turning Features On and Off......................................................6-4
Setting the Timeouts ......................................................................6-5
Setting the Low Funds Warning ...............................................6-6
Changing the Lock Code and Password...............................6-7
Setting Scale Options.....................................................................6-9
Connecting to Data Centre ......................................................6-11
Advanced Features................................................................................6-14
Meter Withdrawal..........................................................................6-14
Barcode Scanner............................................................................6-14
Run Install Mode ............................................................................6-14

iv SDC974B
Table of Contents
Chapter 7 Maintenance
Replacing the Ink Cartridge/Printhead.......................................... 7-2
Fitting the Optional Moistener ...........................................................7-6
Filling the Optional Moistener ............................................................ 7-6
Maintaining the Optional Moistener ..............................................7-7
Removing the Moistener Brush ................................................7-7
Removing the Holder and Wick................................................7-9
Running Print Tests................................................................................ 7-10
Test Print.............................................................................................7-10
Purge....................................................................................................7-11
Replacement ....................................................................................7-12
Chapter 8 Troubleshooting
Getting Help.................................................................................................8-2
Display Messages.......................................................................................8-2
Power Problems .........................................................................................8-2
Printing Problems......................................................................................8-3
Feeding Problems......................................................................................8-4
Display Problems .......................................................................................8-4
Problems Adding Postage.....................................................................8-5
Moistening Problems...............................................................................8-6
Viewing System Configuration Levels............................................8-6
Chapter 9 Supplies and Options
Options............................................................................................................9-2
Moistener..............................................................................................9-2
Envelope Messaging (Graphic Ads).........................................9-2
Departmental Accounting ...........................................................9-2
How to Order............................................................................................... 9-2

vSDC974B
Table of Contents
Chapter 10 Reports
Overview of Reports.............................................................................10-2
Printable Reports....................................................................................10-2
Add Postage Report.....................................................................10-2
Single Account Report................................................................10-3
Multi-Account Summary Report............................................10-3
Account List Report......................................................................10-3
Register (Funds) Report .............................................................10-4
Configuration Report ..................................................................10-4
System Setup Report...................................................................10-4
Error Report .....................................................................................10-5
Rates Summary Report ..............................................................10-5
Permit Summary Report ............................................................10-6
Chapter 11 Departmental Accounting
Overview of the Accounting Feature..................................11-2
Turning On Accounting (if purchased)...............................11-3
Turning Off Accounting..............................................................11-3
Creating an Account ....................................................................11-4
Editing an Account/Setting Up Account Passwords....11-5
Turning On Account Passwords .............................................11-6
Turning Off Account Passwords.............................................11-6
Selecting an Account...................................................................11-7
Displaying Account Totals.........................................................11-7
Clearing an Account.....................................................................11-8
Clearing all Accounts...................................................................11-9
Deleting an Account .................................................................11-10
Appendix A How to Enter Text
Glossary

vi SDC974B
Table of Contents

1-1SDC974B
1 • Introduction
This chapter lists the key features of your mailing
system, tells you what's in this book, and presents
important safety information.
About Your Digital Mailing System................................. 1-2
What is IntelliLink™................................................................ 1-3
Postal Requirements..............................................................1-3
Safety.............................................................................................1-4
Specifications ............................................................................1-6

1-2 SDC974B
1 • Introduction
About Your Digital Mailing System
Your digital mailing system's advanced features include:
• Space-saving, compact footprint
• Large, easy-to-read display shows system status and prompts you
through setup operations
• Semi-automatic envelope feeding, transport, and auto-eject
• Automatic date advance
• Keyboard-selectable Envelope Messaging (if used)
• Convenient, one-button postage-adding via Postage By Phone®
• Stacker neatly stacks finished envelopes
• Ink jet printer provides clear, crisp imprints
• Integrated weighing platform weighs mail pieces
• Integrated rating feature calculates correct postage
• Date and time stamp for use on incoming mail or on sensitive
documents
• Optional accounting feature tracks postage costs by department
• Password protection limits access to authorised personnel
• Report printing capability provides hard-copy records of your
postage transactions
• In-line moistener wets and seals envelopes (certain models only)
• USB communication ports. Contact your machine supplier for
more details of available options.
• Mailmark™ compliant.
NOTE: Although this guide describes all the features listed above,
your DM220i Series is a configurable system and availability of
the features will depend on your model, options purchased and
your country requirements. Inclusion within this guide does not
guarantee availability of a particular model or feature within your
country.
Mailmark™ is a trademark of the Royal Mail

1-3SDC974B
1 • Introduction
Postal Requirements
The meter on your mailing machine is licensed by Royal Mail and you
must follow some basic requirements.
• Mail must have the correct date and postage amount in the
meter stamp.
• If you move to another address, you must update Royal Mail
records. Call your local machine supplier for advice.
• Your DM220i series is a Mailmark™ compliant system. At regular
intervals defined by Royal Mail, it connects to the Pitney Bowes
Data Centre to provide usage data to Royal Mail. The connection
will normally happen in the background without you needing
to do anything. If the connection was not made for any reason,
the display will show ‘Data Upload Due’ and you should select
Connect Now. If, for any reason, a connection has not been made
within the ‘grace’ period allowed by Royal Mail, the display will
show 'Data Upload Required' and you MUST make a connection
before your franking machine will allow you to continue
processing mail.
• The tape sheets for putting postage on larger items must
conform to postal specifications. For best performance, obtain tape
sheets direct from your machine supplier.
What is IntelliLink™
Your mailing system takes full advantage of IntelliLink™, your digital
gateway to an entire suite of services and information that can move
your mail more efficiently and enhance your business performance.
IntelliLink™ technology gives you the ability to:
Add postage funds conveniently
You can add funds to your machine electronically via the Postage By
Phone® system.
Download Postal Rate Updates
The latest postal rates are downloaded precisely when you need
them.
Add Features On Demand
You can easily download Envelope Messaging and optional product
enhancements such as departmental accounting.
Keep Your System Current
Software download capability means you'll always have the latest
version of your machine's operating system.

1-4 SDC974B
1 • Introduction
Safety
Follow the normal safety precautions for all office equipment:
• Use only Pitney Bowes approved supplies, in particular aerosol
dusters. Improper storage and use of aerosol dusters or
flammable aerosol dusters can cause an explosive-like condition
that could result in personal injury and/or property damage.
Never use aerosol dusters labeled flammable and always read
instructions and safety precautions on the duster label.
• To obtain supplies, please contact our Supply Line™ to place
orders. Material Safety Data Sheets can be obtained on the web
or from our Supply Line™. Refer to the Contact Information List
for more information.
• Use the power cord supplied with the machine and plug it into
a properly grounded wall outlet located near the machine and
easily accessible. Failure to properly ground the machine can
result in severe personal injury and/or fire.
• Avoid touching moving parts or materials while the machine is
in use. Keep hands, loose clothing, jewellery and long hair away
from all moving parts.
• Do not remove covers or defeat safety interlock switches.
Covers enclose hazardous parts that should only be accessed by
properly trained service personnel. Immediately report to service
any damaged or non-functioning components that renders the
unit unsafe.
• Place the unit in an accessible location to allow for proper
venting of the equipment and to facilitate servicing.
• The power cord wall plug is the primary means of disconnecting
the machine from the AC supply.
• Do not use an adapter plug on the line cord or wall outlet.
• Do not remove the ground pin from the line cord.
• Avoid using wall outlets that are controlled by wall switches, or
shared with other equipment.
• Do not route the power cord over sharp edges or trap between
furniture.
• Ensure there is no strain on the power cord and that it does not
become jammed between the equipment, walls or furniture.

1-5SDC974B
1 • Introduction
• Be certain the area in front of the wall receptacle into which the
machine is plugged is free from obstruction.
• Before clearing a stoppage, be sure machine mechanisms have
come to a stop.
• When removing stalled material, avoid using too much force to
protect against minor personal injury and damaging equipment.
• To prevent overheating, do not cover any vent openings.
• Operation of this equipment without periodic maintenance will
inhibit optimum operating performance and could cause the
equipment to malfunction. Contact your machine supplier for
required service schedule.
• Read all instructions before attempting to operate the
equipment.
• Use this equipment only for its intended purpose.
• Always follow the specific occupational safety and health
standards for your workplace.
• This device is not intended for use in the direct field of view at
visual display workplaces. To avoid incommodating reflections at
visual display workplaces this device must not be placed in the
direct field of view.

1-6 SDC974B
1 • Introduction
Specifications
Equipment
Size of Base Model:
245 mm H x 345 mm W x 400 mm D
Size of Base Model with Scale:
260 mm H x 345 mm W x 400 mm D
Size of Base Model with Scale and Moistener:
260 mm H x 470 mm W x 400 mm D
Stacker: The stacker adds 265mm to the width of the system
Weight: 6.8 kg, approximate.
Power Requirements: 100-240 VAC, 50/60Hz. 1.0A
Communications Ports: 2x USB (A), 1x USB (B), 1x RJ11.
Operating Temperature: 4°C to 42°C
LCD Display: 4 lines, 20 characters long.
Throughput: Up to 45 letters per minute with no moistener;
Somewhat less with optional moistener.
Actual throughput will vary, depending on the material used, machine
condition, use of moistener, and the skill of the operator.
Print Resolution: 600 x 400 dpi
Print Image Area: at least 25.4 mm x 170 mm
Ink Cartridge Capacity: 35ml
Tape Sheets: self-adhesive type, dual tape sheets
Internal Ad Storage: up to 20.
Departmental Accounting: Number of accounts available based on
the amount purchased and model.

1-7SDC974B
1 • Introduction
It is certified that the Mailing System meets all applicable
EU Directives

1-8 SDC974B
1 • Introduction
IMPORTANT: For best results, always make
sure your material conforms to our published
specifications.
Material (see figure below)
Minimum Size: 127 mm x 76 mm
Maximum Size: 381 x 330 mm
Minimum Flap Depth: 22 mm
Maximum Flap Depth: 76 mm
Minimum Thickness: 0.18 mm
Maximum Thickness: 9.5 mm
Maximum Stack Height for Mail: 60 mm
381mm
76mm
330mm
127mm
76mm
22mm
Maximum
Minimum

2-1SDC974B
2 • Getting to Know Your System
Machine Features–Front...................................................... 2-2
Control Panel............................................................................. 2-4
Machine Features–Rear........................................................ 2-6
In this chapter you'll find out where everything is and
what it does.

2-2 SDC974B
2 • Getting to Know Your System
1
23
8
9
4
Machine Features–Front
7
5
6
10

2-3SDC974B
2 • Getting to Know Your System
1. Control Panel—allows you to enter and setup information on
your machine.
2. Top Cover—opens up to allow replacement of the ink cartridge.
See Chapter 7, Maintenance for instructions.
3. Weighing Platform—allows you to weigh and calculate postage
of a mail piece based on the service selected.
4. Stacker Tray—allows the neat stacking of finished mail pieces.
5. Operator Guide Slot —allows you store the Operator Guide for
easy access.
6. LED—lights green when your system is on; lights orange when
your system is in "sleep" mode.
7. Transport Release Lever (two position)
Home - transport rollers engaged for processing mail (normal)
Released - transport rollers disengaged so you can clear a stalled
mail piece.
NOTE: The machine will not process mail when this lever is left in
the released position.
8. Feed Deck—supports your envelope, post card or tape sheet as
it passes under the printer mechanism.
9. Moistener (certain models only)—applies sealing fluid to the
envelope flap. You can seal envelopes or leave them unsealed,
depending on how you feed them.
10. Ink Waste Tray—collects ink waste.

2-4 SDC974B
2 • Getting to Know Your System
Control Panel
1
7
2
5
6
4
3
1. Screen Selection Keys—allows you to select a line (one key for
each line) on the operator display. Whenever the left arrow (◄)
occupies the first position in one of the display lines, you may
press the corresponding Screen Selection key to select that line.
2. Operator Display—shows the current status of your system and
prompts you through all setup operations in a four line LCD.
3. Page Up/Page Down (Scroll Keys)—allows you to scroll up and
down through menu choices in the operator display. If a Page/
Up/Down key is lit, it indicates additional choices are available in
a menu (up or down, depending on key) and that Page Up/Down
key can be pressed to access these further choices.
4. Lock/Power Key—Dual function. Prevents unauthorised use of
your system if lock feature is setup and machine is in "sleep
mode"; entering your four-digit password unlocks (awakens) the
machine. Also allows you to power up or power down machine.
5. Yes/Enter and No Keys—allows you to confirm an operation or
answer “Yes” or "No" to a prompt. The Yes key also functions as
the Enter key for data entry.
7