Pitney Bowes Small Office mailstation 2 User manual

©2008 Pitney Bowes Inc.
All Rights Reserved
1 Elmcroft Road
Stamford, Connecticut 06926-0700
USA
User Guide
US English Version
PB Form SV61983 Rev. C 5/08
*sv61983revC*
Digital Postage Meter

i
SV61983 Rev. C
©2008 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; however, we cannot assume responsibility
for errors or omissions or liability for the misuse or misapplication 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 digital mailing system may not
have some of the features described in this book. Available features
vary, depending on the model of your mailing system, installed
options, system software level, how your system is set up and the
country it is designed to operate in.
mailstation, mailstation assistant, E-Z Seal, Postage By Phone, and
Purchase Power are trademarks or registered trademarks of Pitney
Bowes Inc. ENERGY STAR is a registered trademark of the United
States Environmental Protection Agency. USPS and Shipping Assistant
are registered trademarks of the United States Postal Service.

ii
Declaration of Conformity According to FCC Rules Part 2 ,
Paragraph 2.1077
This device, mailstation 2™ digital postage meter, complies with
Part 15 of the FCC Rules. Operation is subject to the following two
conditions: (1) this device may not cause harmful interference, and
(2) this device must accept any interference received, including
interference that may cause undesired operation. Responsible party:
Pitney Bowes, 1 Elmcroft Rd., Stamford, CT 06926-0700, (800) 522-
0020.
NOTE: This equipment has been tested and found to comply with
the limits for a Class B digital device, pursuant to part 15 of the FCC
rules. These limits are designed to provide reasonable protection
against interference in a residential installation. This equipment
generates, 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. However, there is no
guarantee that interference will not occur in a particular installation.
If this equipment does cause interference to radio or television
reception, which can be determined by turning the equipment off and
on, the user is encouraged to try to correct the interference by one or
more of the following measures:
• Reorient or relocate the receiving antenna.
• Increase the separation between the equipment and receiver.
• Connect the equipment into an outlet on a circuit different from
that to which the receiver is connected.
• Consult the dealer or an experienced radio/TV technician for help.
CAUTION: Changes or modifications to this equipment not expressly
approved by the party responsible for compliance could void the
user’s authority to operate the equipment.
A shielded USB cable must used with this equipment to ensure
compliance with the limits. Use of a unshielded cable is prohibited.
FCC Part 68 Compliance of the mailstation 2™ Modem
This equipment complies with Part 68 of the FCC rules and the
requirements adopted by the ACTA. On the bottom of this equipment
is a label that contains, among other information, a product identifier
in the format US:AAAEQ##TXXXX. If requested, this number must
be provided to the telephone company.
This equipment is designed to be connected to a Facility Interface
Code 02LS2 network with RJ11C network interface.

iii
A plug and jack used to connect this equipment to the premises
wiring and telephone network must comply with the applicable FCC
Part 68 rules and requirements adopted by the ACTA. A compliant
telephone cord and modular plug is provided with this product. It is
designed to be connected to a compatible modular jack that is also
compliant. See installation instructions for details.
The ringer equivalence number (REN) is used to determine the
number of devices that may be connected to a telephone line.
Excessive RENs on a telephone line may result in the devices not
ringing in response to an incoming call. In most but not all areas,
the sum of RENs should not exceed five (5.0). To be certain of the
number of devices that may be connected to a line, as determined by
the total RENs, contact the local telephone company. The REN for
this product is part of the product identifier that has the format US:
AAAEQ##TXXXX. The digits represented by ## are the REN without
a decimal point (for example 03 is a REN of 0.3).
If this equipment (mailstation 2™ digital postage meter) causes harm
to the telephone network, the telephone company will notify you in
advance that temporary discontinuance of service may be required.
But if advance notice isn’t practical, the telephone company will
notify you as soon as possible. Also, you will be advised of your right
to file a complaint with the FCC if you believe it is necessary.
The telephone company may make changes in its facilities,
equipment, operations, or procedures that could affect the operation
of the equipment. If this happens the telephone company will provide
advance notice in order for you to make necessary modifications to
maintain uninterrupted service.
If trouble is experienced with this equipment (mailstation 2™ digital
postage meter), please contact Pitney Bowes, 1 Elmcroft Rd.,
Stamford, CT 06926-0700, for repair or warranty information (also
see Pitney Bowes Contact List at the start of this guide). If the
equipment is causing harm to the telephone network, the telephone
company may request that you disconnect the equipment until the
problem is resolved. This equipment is not intended to be repaired by
the customer (user).
Connection to party-line service is subject to state tariffs. Contact
the state public utility commission, public service commission, or
corporation commission for information.

iv
Servicing
This equipment is not intended to be serviceable. Please refer to the
warranty information if problems occur. Failed units will be returned
to the Pitney Bowes U.S. Service Center. For reference purposes,
the Pitney Bowes U.S. Service Center contact address is: Pitney
Bowes Inc., 1 Elmcroft Road, Stamford, CT, 06926-0700 (also see
Pitney Bowes Contact List at the start of this guide).
Industry Canada
This product meets the applicable Industry Canada technical
specifications. The Ringer Equivalence Number (REN) is an
indication of the maximum number of devices allowed to be
connected to a telephone interface. The Ringer Equivalence Number
(REN) of this terminal equipment is 1.0. The termination on an
interface may consist of any combination of devices subject only to
the requirement that the sum of the RENs of all devices does not
exceed five.
The abbreviation, IC, before the registration number signifies that
registration was performed based on a Declaration of Conformity
indicating that Industry Canada technical specifications were met. It
does not imply that Industry Canada approved the equipment.
If the installation site has specially wired alarm equipment connected
to the telephone line, ensure the installation of this mailing machine
does not disable the alarm equipment. If you have questions about
what will disable alarm equipment, consult your telephone company
or a qualified installer.
Pitney Bowes, Inc.’s mailstation 2™ Digital Postage
Meter and mailstation assistant™ software success-
fully satisfied all of the certification criteria and has
achieved ICSA Labs Premier Services Certification.
ICSA Labs verified that the mailstation was not vul-
nerable to attack and did not introduce any vulner-
abilities on the network where it was installed.
Premier Services

vSV61983 Rev. C
Pitney Bowes Contact List
If You Need Assistance
▪Product Name: mailstation 2™ digital postage meter
▪Model Number: K7M0
▪For frequently asked questions, go to:
www.pitneyworks.com/welcomeK7M0.
▪To order Pitney Bowes supplies and accessories, call
1-800-468-8454 and follow the telephone prompts, or go to:
www.pb.com and click on Online Store.
▪All other inquiries can be done by calling 1-800-468-8454 and
following the telephone prompts. There are prompts for:
- Questions on your postage funds on your account (also
known as your Postage By Phone® meter payment account).
- Ordering Pitney Bowes supplies and accessories
- Questions on an invoice or statement
- Technical support
NOTE: Customer Service Representatives are available Monday
through Friday, 8:00 AM - 8:00 PM ET.

vi SV61983 Rev. Cvi

viiSV61983 Rev. C
Table of Contents
1 • Introduction
About the Pitney Bowes Small Office Series™....................... 1-1
About Your ........................................................ 1-1
About Downloads to Your .................................. 1-2
Postal Requirements............................................................... 1-3
About mailstation assistant™.................................................. 1-4
Other Sources of Information.................................................. 1-4
Specifications.......................................................................... 1-5
Equipment ......................................................................... 1-5
Meter Settings ................................................................... 1-6
Material ............................................................................. 1-6
Important Safety Notes ........................................................... 1-7
Important Telephone Safety Instructions................................. 1-9
2 • Getting to Know Your
Digital Postage Meter–Front ............................. 2-1
Control Panel .......................................................................... 2-2
Digital Postage Meter–Rear.............................. 2-3
mailstation assistant™............................................................ 2-4
3 • Running Mail
Checklist Before Running Mail................................................ 3-1
Determining the Amount of Postage to Use............................ 3-2
Optional Add-On USPS®Services .................................... 3-2
Applying Postage .................................................................... 3-3
Keying In the Postage Directly .......................................... 3-3
Using the Optional Scale with Optional Internal Rating..... 3-4
Weight Hold Mode............................................................. 3-4
Entering Weight Manually with Optional Internal Rating ... 3-5
4 • Printing Options
Printing Options ...................................................................... 4-1
Sections of the Meter Stamp................................................... 4-1
Auto-Advance of Printed Date for the Meter Stamp................ 4-2
Manually Changing Printed Date for the Meter Stamp ........... 4-2
Turning On or Off Date Printing for the Meter Stamp.............. 4-3

viii SV61983 Rev. C
Table of Contents
Adding/Removing an Envelope Ad to the Meter Stamp.......... 4-3
Adding/Removing Postal Inscription to the Meter Stamp........ 4-4
Printing the Date and Time Only (no meter stamp)................. 4-5
Printing Envelope Ad Only (no meter stamp).......................... 4-6
5 • Adding Postage/Connecting to Data Center
Postage and Your .............................................. 5-1
Establishing Communications Between Your
and the Data Center............................................................. 5-1
Downloads from the Data Center to Your .............. 5-2
Using mailstation assistant™ to Establish Communications
(Preferred Method)............................................................... 5-3
Using an Analog Phone Line to Establish Communications
(Alternate Method) ............................................................... 5-6
Checking the Funds (Postage) .............................................. 5-7
Printing a Funds (Postage) Report ......................................... 5-7
Checking Your Account Balance in the Postage By Phone®.....
System................................................................................. 5-8
Adding Postage to Your .................................... 5-9
Downloading Postal Inscriptions, Envelope Ads, Meter Software
Updates, and USPS Rate Updates....................................5-11
Performing USPS Meter Inspections .....................................5-11
Downloading Updates to the mailstation assistant™.............5-11
6 • Machine Settings
Machine Settings .................................................................... 6-1
Setting System Time............................................................... 6-1
Setting Display Contrast ......................................................... 6-2
Using the Preset Feature........................................................ 6-2
Turning the Preset Feature On or Off ............................... 6-3
Storing a New Preset......................................................... 6-3
Viewing the Preset............................................................. 6-4
Recalling the Preset .......................................................... 6-4
Checking, Printing, and Clearing the Batch Count ................. 6-4
Checking the Batch Count................................................. 6-4
Printing the Batch Count information................................. 6-5
Clearing the Batch Count .................................................. 6-5

ixSV61983 Rev. C
Table of Contents
Setting/Disabling the Lock Code............................................. 6-6
Setting Sleep Mode Activation Time ....................................... 6-7
Activating Sleep Mode Manually............................................. 6-7
Settings for the Optional Scale ............................................... 6-8
Reset Scale to Zero........................................................... 6-8
Activating/Disabling Weight Hold Mode............................. 6-8
View Metric Weight............................................................ 6-8
Setting the High Value Warning .............................................. 6-9
Setting the Low Funds Warning.............................................. 6-9
Entering the Prefix for Dialing Out to Data Center................ 6-10
Selecting Tone/Pulse for Dialing Out to Data Center............ 6-10
Creating Intra-BMC ZIPs........................................................6-11
7 • Ink Installation and Maintenance
Low Ink Warnings.................................................................... 7-1
Replacing the Ink Cartridge .................................................... 7-1
Printing Test Pattern................................................................ 7-3
Cleaning Printer Nozzles ........................................................ 7-4
Replacing the Print Head........................................................ 7-4
Replacing the Ink Tray ............................................................ 7-5
8 • Reports
Funds Report .......................................................................... 8-1
Refill Summary Report............................................................ 8-2
Software Version Report ......................................................... 8-3
View Software Versions (not printed)...................................... 8-3
9 • Departmental Accounting (Optional)
Optional Departmental Accounting Feature............................ 9-1
Turning Accounting Feature ON or OFF (if purchased) .......... 9-1
Creating an Account................................................................ 9-2
Selecting an Account to Track Postage .................................. 9-2
Editing an Existing Account..................................................... 9-3
Viewing Account Totals ........................................................... 9-3
Printing an Accounting Report ................................................ 9-4
Clearing All or Some of the Accounts...................................... 9-5
Deleting an Account................................................................ 9-6

x SV61983 Rev. C
Table of Contents
10 • Troubleshooting
Getting Help .......................................................................... 10-1
Error Messages..................................................................... 10-1
Nothing Displays ................................................................... 10-2
Printing is Incomplete, Streaked, or Poor Quality ................. 10-3
Display is Difficult to Read .................................................... 10-3
Problems Dialing Out via Analog Line................................... 10-4
Accidentally Printing the Wrong Postage.............................. 10-4
Problems Connecting to the Data Center via the PC............ 10-5
11 • Supplies and Options
Supplies and Accessories......................................................11-1
Options...................................................................................11-1
Appendix A - Passwords and Meter Functions
Appendix B - How to Enter Text
When is Text Entry Used?....................................................... B-1
How is Text Entry Done?......................................................... B-1
Account Names ................................................................. B-1
Special Characters ............................................................ B-2
Appendix C - Glossary
Index

1-1SV61983 Rev. C
Section 1
Introduction
About the Pitney Bowes Small Office Series™
Pitney Bowes Small Office Series™ is a line of unique mailing solu-
tions for small businesses and those with home offices. The line has
products for all volumes and types of postage usage from less than
$30/month in postage to $300/month and more as well as products
developed specifically for people shipping mostly packages. Pitney
Bowes is dedicated to helping small businesses manage their mail-
ing needs while avoiding time-consuming trips to the Post Office.
About Your
Your mailstation 2™ digital postage meter features include:
• Space-saving, compact footprint
• Energy Star® compliant design lowers operating costs and helps
preserve the environment
• Easy-to-read display shows system status and prompts you
through setup operations
• Automatic date advance
• Keyboard-selectable envelope ads and postal inscriptions
• Convenient postage-adding via Pitney Bowes
Postage By Phone® meter payment system (requires analog
phone line or a PC with mailstation assistant™)
• Ink jet printer provides clear, crisp imprints
• Optional scale weighs mail pieces
• Optional 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 authorized personnel
• Full report printing capability provides hard-copy records of your
postage transactions
• USB communication port which allows you to do postage refills/
meter updates quickly and conveniently from your PC via the
mailstation assistant™application.
• ICSA compliant software for the mailstation assistant™ application
means secure operation when running it on your PC and network.

1-2 SV61983 Rev. C
1 • Introduction
About Downloads to Your
Your mailstation 2™ meter uses the Pitney Bowes IntelliLink® post-
age meter system, which allows you to download information directly
into your machine. The IntelliLink® postage meter system technology
gives you the ability to:
Add postage funds conveniently
You can add funds to your mailstation 2™ meter electronically via the
Pitney Bowes Data Center.
Download Postal Rate Updates
The latest postal rates are downloaded precisely when you need
them.
Add Features On Demand
You can download envelope ads, postal inscriptions, and optional
product enhancements such as departmental accounting. Please
contact Pitney Bowes to order (see Pitney Bowes Contact List at
start of guide).
Keep Your mailstation 2™ Meter Current
Software download capability means you'll always have the latest
version of your mailstation 2™ meter's operating system.

1-3SV61983 Rev. C
1 • Introduction
Postal Requirements
Your mailstation 2™ meter is issued under the oversight of the Unit-
ed States Postal Service (USPS) and you must follow some basic
requirements.
• Mail must have the correct date and postage amount in the me-
ter stamp (indicia).
• Metered mail must bear the ZIP Code location of the post office
where the mailstation 2™ meter is registered.
• If you move to another ZIP Code location, you must update the
ZIP Code. You can do this by calling Pitney Bowes (see Pitney
Bowes Contact List at start of guide).
• Each time you add postage to the mailstation 2™ meter, the
Pitney Bowes Data Center automatically performs a postal in-
spection. If the interval between inspections is more than 90
days, your mailstation 2™ meter's display prompts "Inspection
Due." Perform an inspection as instructed in Section 5 - Add-
ing Postage to satisfy the inspection requirement. If the interval
between inspections is more than 120 days, the display prompts
"Inspection Required." You won't be able to use your mailstation
2™ meter until you add postage or connect to the Pitney Bowes
Data Center for inspection.
• The tape sheets for putting postage on larger items must con-
form to postal specifications. For best performance, we recom-
mend Pitney Bowes tape sheets. See Section 11 - Supplies and
Options for the part numbers.

1-4 SV61983 Rev. C
1 • Introduction
Other Sources of Information
Other sources of information for your mailstation 2™ meter include:
• The mailstation 2™ Quick Reference Guide, located in the front
pull-out tray. It has condensed versions of many of the topics cov-
ered in this book.
• The mailstation assistant™ application (when installed on your PC)
• The Pitney Bowes Contact List at the start of this guide, which
provides helpful websites and phone numbers
About mailstation assistant™
The mailstation assistant™ is PC-based software that also allows
you to do postage refills and meter updates quickly and conveniently
from your PC, normally much quicker than using the analog phone
line option of the mailstation 2™.
You simply load the load the mailstation assistant™ software from
the CD included in your starter kit into a PC with an internet con-
nection (broadband, DSL, network, etc.) and connect a USB cable
between your meter and a PC. As an extra bonus, the mailstation
assistant™ also walks you through the entire installation process of
your meter if necessary.
Using the mailstation assistant™ directly from your PC, you can easily:
• add postage
• download software updates for your meter
• download postal inscriptions/envelope ads
• perform USPS inspections and rate updates
• see status messages (such as "low funds") from the meter
The mailstation assistant™ also includes links to:
• demos to walk you through common procedures
• a PDF version of this User Guide
• the mailstation 2™ online support
• the Pitney Bowes Online Store, which provides an easy and con-
venient way to order ink cartridges, E-Z Seal®, envelopes, and
other supplies for your mailstation 2™.
• the USPS Shipping Assistant®application, which can be integrat-
ed with your mailstation 2™ to help you create labels, compare
rates, calculate estimated delivery times, print postage, verify
deliveries, request free Carrier Pickup®, and much more.
See Section 2 - Getting to Know Your Mailstation or refer to the mail-
station assistant™ software for more information.

1-5SV61983 Rev. C
1 • Introduction
Specifications
Equipment
Size of Base Model:
8.4” (213 mm) H x 13.8” (351 mm) L x 10.4” (264 mm) D
Size of Base Model with Optional Weighing Platform:
9.1” (231 mm) H x 13.8” (351 mm) L x 10.4” (264 mm) D
Weight: 7.9 lbs. (3.6 kg.) without scale, 8.7 lbs. (4.0 kg.) with scale.
Power Requirements: 100-120 VAC, 50/60 Hz, 0.30 A
Communications Ports: 1 USB; 1 RJ-11, 1 Serial.
Operating Temperature: 55°F (14°C) to 95°F (35°C)
Sound Level: Machine noise is less than 70dba in accordance with
Regulation 3. GPSGV, 06.01.2004, EN ISO 7779, and ANSI 12.10.
LCD Display: 2 lines, 20 characters long.
Throughput: Up to 18 letters per minute.
Actual throughput will vary, depending on the material used, graphic
printed, machine environment, and the skill of the operator.
Print Resolution: 300 x 600 dpi
Maximum Print Image Area: 1" (25.2 mm) x 5.5" (140 mm)
Ink Cartridge Life: Your actual ink usage will vary, based on how fre-
quently you use the mailstation 2™ digital postage meter, the graphic
printed and environmental conditions. Yields up to 400-800 imprints
(or 4-6 months).
Tape Sheets: self-adhesive type (dual tape sheets).
Internal Envelope Ad Storage: up to 15.
Internal Postal Inscription Storage: up to 15.
Departmental Accounting (optional): 5 or 10 accounts.

1-6 SV61983 Rev. C
1 • Introduction
IMPORTANT: For best results, always make sure your
material conforms to our published specifications.
Material (see figure below)
Minimum Size: 5" x 3.5" (127 mm x 89 mm)
Minimum Thickness: 0.007" (0.18 mm)
Maximum Thickness: 5/16" (8.0 mm)
Meter Settings
Maximum Imprint: $99.999
Reset Type: Postage-By-Phone® meter payment system

1-7SV61983 Rev. C
1 • Introduction
Important Safety Notes
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 flam-
mable 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 instruc-
tions and safety precautions on the duster label.
• To obtain Pitney Bowes supplies, please contact our Supply Line
to place orders. Material Safety Data Sheets can be obtained on
the web or from the Supply Line. Refer to the Contact Informa-
tion List in this guide for phone number and web address infor-
mation.
• Please read all instructions before you attempt to operate the
mailstation 2™ meter. Save these instructions for future use.
• Use the power cord supplied with the mailstation 2™ meter and
plug it into a properly grounded wall outlet that's located near the
mailstation 2™ meter and easily accessible. Failure to properly
ground the mailstation 2™ meter can result in severe personal
injury and/or fire.
• The power cord wall plug is the primary means of disconnecting
the mailstation 2™ meter from the AC supply. The unit is on
whenever it is plugged into a live receptacle, even though the
operator display may be off.
• DO NOT use a wall outlet controlled by a wall switch or one that
is shared with other equipment.
• Do not use an adapter plug on the line cord or wall outlet.
• Do not remove the ground pin from the line cord.
• Make sure the area in front of the wall outlet into which the
mailstation 2™ meter is plugged is free from obstruction.

1-8 SV61983 Rev. C
1 • Introduction
Important Safety Notes (continued)
• DO NOT route the power cord over sharp edges or trap it be-
tween pieces of furniture. Make sure there is no strain on the
power cord.
• To reduce the risk of fire or electrical shock, DO NOT attempt to
remove covers or disassemble the control panel or its base. The
cabinet encloses hazardous parts. If you should drop or other-
wise damage the unit, call Pitney Bowes.
• Keep fingers, long hair, jewelry and loose clothing away from
moving parts at all times.
• Avoid touching moving parts or materials while the mailstation
2™ meter is in use. Before clearing a jam, be sure mailstation
2™ meter mechanisms come to a complete stop.
• Use the equipment only for its intended purpose.
• Always follow the specific occupational safety and health stan-
dards prescribed for your workplace.
• Do not place lighted candles, cigarettes, cigars, etc., on the
mailstation 2™ meter.
• To prevent overheating, do not cover the vent openings.
CAUTION: In case of an ink spill or leaking ink, immedi-
ately disconnect the power cord from the wall plug and
contact Pitney Bowes at (see Pitney Bowes Contact List
at front of guide).

1-9SV61983 Rev. C
1 • Introduction
Important Telephone Safety Instructions
If you are connecting an analog phone line to your mailstation 2™
meter, basic safety precautions should always be followed to reduce
the risk of fire, electric shock, and injury to persons. These safety
precautions include:
• Never install telephone wiring during a lightning storm.
• Disconnect the mailstation 2™ meter's telephone line during a
lightning storm.
• Avoid using a telephone or equipment that connects to a tele-
phone line during an electrical storm; there may be a remote risk
of electrical shock from lightning.
• Do not use the telephone or equipment connected to the tele-
phone line to report a gas leak in the vicinity of the leak.
• 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 swimming pool.
• Never touch uninsulated telephone wires or terminals unless the
telephone line has been disconnected at the network interface.
• If you are using a DSL line you should use a DSL filter obtained
from your DSL provider.
CAUTION: If connecting your meter to an analog
line, use only 26 AWG telecommunication line
cord that was supplied with the mailstation 2™
meter to reduce the risk of fire.