Pitney Bowes DM500 Manual

Digital Mailing System
DM500TM and DM550TM
Operator Guide
US English Version

SV60890 Rev. G i
SV60890 Rev. G ©2005 Pitney Bowes Inc.
All rights reserved. This book may not be reproduced in whole or in part in any fashion or stored in a
retrieval system of any type or transmitted by any means, electronically or mechanically, without the
express, written permission of Pitney Bowes.
We have made every reasonable effort to ensure the accuracy and usefulness of this manual; how-
ever, we cannot assume responsibility for errors or omissions or liability for the misuse or misappli-
cation of our products.
Due to our continuing program of product improvement, equipment and material specifications as
well as performance features are subject to change without notice. Your postage meter may not
have some of the features described in this book.
AccuTrac, Ascent, DM500, DM550, DM Series, E-Z Seal, IntelliLink, Postage By Phone, and Pitney
Bowes Supply Line are trademarks or registered trademarks of Pitney Bowes Inc. ENERGY STAR is
a registered trademark of the United States Environmental Protection Agency. All other trademarks
are trademarks or registered trademarks of the respective owners.

ii SV60890 Rev. G
FCC Compliance
This equipment has been tested and found to comply with the limits for a Class A digital device, pur-
suant to part 15 of the FCC rules. These limits are designed to provide reasonable protection against
interference when the equipment is operated in a commercial environment. This equipment gener-
ates, uses, and can radiate radio frequency energy and, if not installed and used in accordance with
the instruction manual, may cause interference to radio communications. Operation of this equip-
ment in a residential area is likely to cause interference, in which case the user will be required to
correct the interference at his own expense.
Use only a shielded interface cable to operate this equipment with a scale or other peripheral device.
CAUTION: Changes or modifications to this equipment not expressly approved by the party
responsible for compliance (Pitney Bowes) could void the user’s authority to operate the
equipment.
Alerting Messages
Various messages are used throughout this guide to alert you to potentially hazardous or error caus-
ing conditions. These messages are as follows:
WARNING! Alerts you to conditions or practices that could cause
serious injury.
CAUTION: Alerts you to conditions or practices that could cause
damage to the equipment or to the material being run.
IMPORTANT! Alerts you to conditions or practices that could adversely affect
equipment operation if instructions are not followed exactly.
NOTE: Provides a comment or explanation of the associated topic.

SV60890 Rev. G iii
FCC Compliance of Modem
This equipment complies with Part 68 of FCC rules. The label on the equipment cover shows the
FCC registration number and the ringer equivalence number (REN) for the modem. If requested, this
information must be provided to the telephone company. This equipment is designed to connect to a
two-wire, local switch, access loop start (Facility Interface Code 02LS2) with a standard RJ11C inter-
face.
The REN is used to determine the quantity of devices that may be connected to the telephone line.
Excessive RENs on the telephone line may result in the devices not ringing in response to an in-
coming call. In most, but not all areas, the sum of the RENs should not exceed five. To be certain of
the number of devices that may be connected to the line, contact the telephone company to deter-
mine the maximum REN for your calling area.
If this modem causes harm to the telephone network, the telephone company may discontinue your
service temporarily. You will be notified in advance or as soon as possible. You will be advised of
your right to register a complaint with the FCC. If the user experiences trouble using this equipment,
the user shall disconnect the equipment from the telephone line to determine if the equipment is
malfunctioning. If the equipment is malfunctioning, the use of the equipment shall be discontinued
until the problem is corrected.
The telephone company may make changes to its facilities, equipment operations, or procedures
that could affect the operation of this equipment. In this event, the telephone company will provide
advance notice for you to make necessary modifications to maintain uninterrupted service.
If you experience trouble with this modem, please refer to the warranty information provided with this
equipment. If the trouble is causing harm to the network, the telephone company may request that
you remove the equipment from the network until the problem is resolved.
This equipment may not be used with party lines or coin lines.
This equipment is not intended to be serviceable. Please refer to the warranty information if prob-
lems occur. Failed units will be withdrawn by approved Pitney Bowes service engineers and returned
to the U.S. Service Center. For reference purposes, the U.S. Service Center contact address is:
Pitney Bowes Inc., Walter Wheeler Drive, Stamford, CT 06926-0700.

SV60890 Rev. G i
DM500™ and DM550™ Digital
Mailing System Operating Guide
Contents
Pitney Bowes Contact Information List
Chapter 1 - Read this First
Chapter 2 - Meet the DM500™ and DM550™
Mailing System
Chapter 3 - Mail in a Minute
Chapter 4 - Running Mail
Chapter 5 - Mailing System Setup
Chapter 6 - Adding Postage
Chapter 7 - Accounting Setup
Chapter 8 - Reports
Chapter 9 - Maintaining and Updating
Chapter 10 - Troubleshooting
Chapter 11 - Supplies and Options
Appendix A - Glossary
Appendix B - Operator Training Checklist
Appendix C - Specifications
Index

i
Pitney Bowes Contact
Information List
Pitney Bowes Web Sites
▪ For frequently asked questions, go to:
http://www.pb.com
▪ To place requests for service or training, go to:
http://www.pb.com and click on My Account.
▪ To order Pitney Bowes supplies and accesso-
ries, go to:
http://www.pb.com and click on Online Store.
▪ To view and pay invoices online, go to:
http://www.pb.com and click on My Account.
▪ To view inventory, go to:
http://www.pb.com and click on My Account.
▪ To add postage to your Postage By Phone®
Meter Payment System account, go to:
http://www.pb.com and click on Add Postage
to Your Meter.
Our Help Desk
For direct questions, call: 1.800.522.0020.
Customer Service Representatives are avail-
able Monday through Friday, 8AM - 8:00PM
EST.
Pitney Bowes Supplies
To order Pitney Bowes approved supplies,
call our Pitney Bowes Supply Line™ at
1.800.243.7824.
Postage By Phone® System
To contact, call 1.800.243.7800.

SV60890 Rev. G 1-1
Read This First
Contents
What’s in This Guide .....................................1-2
Other Information Available ..........................1-3
What You Need to Know .............................1-4
Safety Requirements ....................................1-5
Important Information About Powering Your
DM Series™ Digital Mailing System Off .......1-8
1

1-2 SV60890 Rev. G
1 • Read This First
Chapter 1 - Read this First contains important information about USPS
requirements and equipment and telephone safety precautions.
Chapter 2 - Meet the DM500™ and DM550™ Digital Mailing System
gives an overview of the mailing system and the location of each control
and machine feature. Please read this section carefully. It provides a foun-
dation for the instructions in later sections of this book.
Chapter 3 - Mail in a Minute explains the basics of running mail on your
system. By following these instructions, you will be able to run mail quickly.
Chapter 4 - Running Mail explains how to run mail in the different mail
modes as well as when to use the various options.
Chapter 5 - Mailing System Setup provides step-by-step instructions for
customizing your mailing system to suit your needs.
Chapter 6 - Adding Postage explains how to add postage funds to your
postage meter (Postal Security Device) using the Pitney Bowes Postage
By Phone®Meter Payment system.
Chapter 7 - Accounting Setup explains how to set up accounts to track
postage.
Chapter 8 - Reports explains the different types of reports available and
how to print them.
Chapter 9 - Maintaining and Updating explains how to check the quality
of the meter stamp and how to take care of the moistener and tape feeder.
It also tells you how to add features and update postal rates and carriers.
Chapter 10 - Troubleshooting contains a list of problems you may en-
counter while using your mailing system.
Chapter 11 - Supplies and Options lists the supplies available for your
system and how to order them.
Appendix A - Glossary defines mailing terms used throughout this opera-
tor guide.
Appendix B - Operator Training Checklist is a list of procedures the
Pitney Bowes representative will review with you during the installation of
your mailing system.
Appendix C - Specifications contains the specifications for the mailing
system and mailing materials.
What’s in This
Guide

SV60890 Rev. G 1-3
DM500™ and DM550™ Digital Mailing System Operating Guide
Other
Information
This section describes other sources of information available for the
DM500™ and DM550™ Digital Mailing System.
Publications Scale User Guide
If you purchase an attached scale, read this guide if you have questions
about its operation.
On the System
Our Help Desk
For a list of the Pitney Bowes web sites, refer to the Pitney Bowes Contact
Information List located at the front of this guide.
Quick Reference Cards (SV60801)
Much of the information contained in the Operator guide, such as how to
set postage, process mail, or clear jams is summarized in the Quick Ref-
erence Card Set. The cards are located in a slot in the Stacker module of
your system.
Web Resources

1-4 SV60890 Rev. G
1 • Read This First
What You Need
to Know
Since your postage meter (Postal Security Device) is licensed by the
United States Postal Service (USPS), you must follow a few basic require-
ments.
USPS Requirements
• Mail must have the correct date and postage amount in the meter
stamp.
• Metered mail must bear the ZIP Code location of the post office where
the postage meter (Postal Security Device) is registered.
• If you move to another ZIP Code location, you must update the ZIP
Code. You can do this by calling your local Pitney Bowes district office.
• Each time you refill your postage meter (Postal Security Device)
through the modem, the Postage By Phone® Meter Payment System
computer automatically performs a postal inspection. If the postage
meter in your mailing machine has not detected a modem refill trans-
action at certain intervals, the message “Inspection Required” appears
on the main screen of the IntelliLink® Control Center. (The system will
then prompt you to connect to Pitney Bowes and perform an inspec-
tion.)
• The postage tape you use must meet USPS specifications.

SV60890 Rev. G 1-5
DM500™ and DM550™ Digital Mailing System Operating Guide
Safety
Requirements WARNING! Follow normal safety precautions for all office equip-
ment whenever using yout mailing system.
• Read all instructions before you attempt to operate the machine.
• Use the equipment only for its intended purpose.
• Place the machine near an easily accessible power outlet. Avoid us-
ing outlets controlled by wall switches or shared by other equipment.
• Plug the machine into a properly grounded power outlet. DO NOT re-
move the power cord’s ground pin and DO NOT use a ground adapter.
• Make sure the area in front of the power outlet is free of obstruction.
• Turn the machine off using the power switch (for the location, refer to
Chapter 2, page 2-6) and NOT from a power strip.
• Do not place lighted candles, cigarettes, cigars, etc. on the machine.
• DO NOT route the power cord over sharp edges or trap it between
pieces of furniture. Make sure there is no strain on it.
• To reduce the risk of fire or electrical shock, DO NOT attempt to re-
move covers or disassemble the equipment. The housing encloses
hazardous parts. If any components are dropped or otherwise dam-
aged, report such damage to your Pitney Bowes customer service rep-
resentative.
• Keep fingers, long hair, jewelry, neck ties, and loose clothing away
from moving parts at all times.
• When removing jammed material, avoid using too much force to pre-
vent personal injury and damaging equipment.
• To prevent overheating do not cover system vent openings.
• When lifting covers, wait for all parts to stop moving before placing
hands near feeder path or printer.
• Do not remove covers as they enclose hazardous parts that should
only be accessed by a Pitney Bowes Service Representative.
• Use only Pitney Bowes approved supplies, e.g., inks, tapes, and clean-
ers. Call the Pitney Bowes Supply Line™ listed in the Pitney Bowes
Contact
Information List at the front of this guide.
• Always follow the specific occupational safety and health standards
prescribed for your workplace.

1-6 SV60890 Rev. G
1 • Read This First
Safety
Requirements
continued
If you use an AC adapter to power the meter when it is off the mailing ma-
chine base:
• Use only the AC adapter designed specifically for the IntelliLink® Con-
trol Center on the back of the DM500™ and DM550™ Digital Mailing
System. Third-party AC adapters may damage the IntelliLink® Control
Center.
• To protect against electrical shock, plug the AC adapter into a properly
grounded power outlet.
• Do not route the AC adapter cable over sharp edges or trap between
furniture.
CAUTION: In case of an ink spill, leaking ink or excessive ink
accumulation, immediately power down and disconnect the
power cord from the wall plug and call your local Pitney Bowes
office for a cleaning.
The IntelliLink® Control Center and its built-in postage meter (Postal Se-
curity Device) connect directly to analog telephone lines. For your protec-
tion we urge you to follow basic safety precautions to reduce the risk of
fire, electric shock and injury to persons, as well as the following:
• Never connect telephone wiring during a lightning storm.
• Disconnect the meter telephone line during a lightning storm.
• Avoid using a telephone or equipment that connects to a telephone
line during an electrical storm; there may be a remote risk of electrical
shock from lightning.
• Never install telephone jacks in wet locations.
• Do not use this product near water, for example, near a bath tub, wash
bowl, kitchen sink or laundry tub, in a wet basement or near a swim-
ming pool.
• Never touch non-insulated telephone wires or terminals unless the
telephone line has been disconnected at the network interface.
• Use caution when installing or modifying telephone lines.
• Do not use the telephone or equipment connected to the telephone
line in the vicinity of a gas leak.
NOTE: Your mailing system requires annual cleaning by a Pitney Bowes service
representative. For continued safe operation, contact your local Pitney Bowes
office for a scheduled cleaning.

SV60890 Rev. G 1-7
DM500™ and DM550™ Digital Mailing System Operating Guide
• Do not connect your postage meter (Postal Security Device) to a digital
phone line. The device’s built-in modem is designed to work with an
analog phone line only. (Your fax machine is usually connected to an
analog phone line.) If you do not know if your line is digital, call your
phone provider for verification.
• Disconnect the telephone cord from the wall before removing the
IntelliLink® Control Center.
CAUTION: To reduce the risk of fire, use only 26 AWG telecom-
munication line cord either supplied with the machine or sepa-
rately.
Safety
Requirements
continued

1-8 SV60890 Rev. G
1 • Read This First
Important Information About Powering Your
DM Series™ Digital Mailing System Off
NO NONO
YES
OFF
ON
Your DM Series™ Digital Mailing System is designed to remain powered
on at all times. This is necessary so that the printer station can perform the
required maintenance it needs to maintain peak performance.
Your DM Series™ System has a power switch (for the location, refer to
Chapter 2, page 2-6) so that you can properly remove power to the sys-
tem.
If you need to power off your system, you must use the power switch.
When you power off the system, the system immediately moves the print-
head back to the capping station to keep the printhead from drying out.
Powering off your system by any other means, such as a wall switch, a
power strip, or unplugging from a wall outlet, will result in higher than nor-
mal ink consumption and could damage your mailing system.

SV60890 Rev. G 2-1
Introducing the DM500™ and DM550™ Digital
Mailing System ..............................................2-2
Features and Benefits ..................................2-2
Parts of the Mailing System ..........................2-5
Mailing System Exterior ..........................2-5
Connecting the IntelliLink® Control
Center to a Remote Analog Line ............2-9
Mailing System Interior .........................2-10
The IntelliLink® Control Center ............2-12
The Main Screen ..................................2-14
Meet the DM500™ and
DM550™ Digital Mailing
System
Contents
2

2-2 SV60890 Rev. G
2 • Meet the DM500™ and DM550™ Digital Mailing System
The DM500™ and DM550™ System is an easy-to-use digital mailing sys-
tem you can tailor to satisfy the unique requirements of your organization.
This system:
• Automatically feeds a stack of mail.
• Moistens and seals the envelope flaps.
• Imprints the correct postage amount.
• Stacks the finished mail.
Introducing
the Mailing
System
Postage Meter The postage meter on your mailing system is a Postal Security Device
(PSD) that incorporates the latest technology approved by the United
States Postal Service to secure funds. This technology eliminates the
need to perform physical inspections thereby making the system easier
and more convenient to use. The PSD contains the funds and performs all
of the calculations necessary to print meter stamps that comply with the
latest USPS standards.
Features and
Benefits
The following section provides a summary of the main features and ben-
efits of the DM500™ and DM550™ Systems.
Energy Star®
Rating
This system automatically enters a low power state called a “sleep mode”
if you don’t use it for a while. This keeps energy consumption low, while
maintaining the high state of readiness you expect from Pitney Bowes
mailing equipment.
Pitney Bowes is committed to designing and manufacturing energy-ef-
ficient equipment because it lowers your operating costs and helps pre-
serve the environment.
Office equipment is the fastest growing electricity load in the commercial
buildings sector. The U.S. Environmental Protection Agency (EPA) pro-
motes energy efficiency because electricity generation contributes to air
pollution, including 35 percent of all U.S. emissions of carbon dioxide, one
of the key contributors to global warming. It also accounts for 70 percent
and 33 percent of all U.S. emissions of sulfur dioxides and nitrogen oxides,
respectively; these contribute to acid rain and urban smog. By using more
energy-efficient equipment, you can reduce both pollution and costs.
The ENERGY STAR program is another example of how Pitney Bowes is
good for the environment and smart for business.
As an ENERGY STAR Partner, Pitney Bowes has determined
that the DM500™ and DM550™ Systems meets the
ENERGY STAR guidelines for energy efficiency.