Dell 1235cn User Guide

							Faxing |41
RECEIVING A FAX
Changing receiving modes
1.Press  Fax.
2. Press  Menu until Fax Setup  appears on the bottom line of the display 
and press 
OK.
3. Press the left/right arrow until  Receiving appears and press 
OK.
4. Press 
OK when  Receive Mode  appears.
5. Press the left/right arrow until the fax reception mode you want appears.
•In  Fax mode, the printer answers an incoming fax call and 
immediately goes into the fax reception mode. 
•In  Tel mode, you can receive a fax by pressing  On Hook Dial and 
then  Color Start  or Black Start . You can also pick up the handset of 
the extension phone and then press the remote receive code. 
See Receiving manually using an extension telephone on page 41.
•In  Ans/Fax  mode, an answering printer attached to your printer 
answers an incoming call, and the caller can leave a message on the 
answering printer. If the fax machine senses a fax tone on the line, 
the printer automatically switches to  Fax mode to receive the fax. 
See Receiving automatically in Ans/Fax mode on page 41.
•In  DRPD  mode, you can receive a call using the Distinctive Ring 
Pattern Detection (DRPD) feature. Distinctive Ring is a telephone 
company service which enables an user to use a single telephone 
line to answer several different telephone numbers. For further 
details, see Receiving faxes using DRPD mode on page 41.
6. Press 
OK to save your selection.
7. Press  Stop/Clear  to return to ready mode.
Receiving automatically in Fax mode 
Your printer is preset to  Fax mode at the factory. When you receive a fax, 
the printer answers the call on a specifie d number of rings and automatically 
receives the fax. 
To change the number of rings, see Ring to Answer on page 43.
Receiving manually in Tel mode 
You can receive a fax call by pressing  On Hook Dial and then pressing 
Black Start  or Color Start
 when you hear a fax tone from the remote 
printer.
The printer begins receiving a fax and returns to ready mode when the 
reception is completed.
Receiving manually using an extension telephone
This features works best when y ou are using an extension telephone 
connected to the EXT socket on the back  of your printer. You can receive a 
fax from someone you are talking to  on the extension telephone without 
going to the fax machine.
When you receive a call on the extens ion phone and hear fax tones, press 
the keys * 9* on the extension phone. The printer receives the fax.
Press the buttons slowly in sequence.  If you still hear the fax tone from the 
remote printer, try pressing * 9* once again.
* 9 * is the remote receive code preset at the factory. The first and the last 
asterisks are fixed, but you can chan ge the middle number to whatever you 
wish. For details about changing the code, see Rcv Start Code on 
page 43.
Receiving automatically in Ans/Fax mode 
To use this mode, you must attach  an answering printer to the EXT socket 
on the back of your printer. 
If the caller leaves a message, the answering printer stores the message as 
it would normally. If your printer detects a fax tone on the line, it 
automatically starts to receive the fax.
Receiving faxes using DRPD mode
Distinctive Ring is a telephone company service which enables an user to 
use a single telephone line to answer several different telephone numbers. 
The particular number someone uses to  call you is identified by different 
ringing patterns, which consist of various combinations of long and short 
ringing sounds. This feature is oft en used by answering services who 
answer telephones for many different clients and need to know which 
number someone is calling in on to properly answer the phone.
Using the Distinctive Ring Pattern De tection (DRPD) feature, your fax 
machine can learn the ring pattern you designate to be answered by the fax 
machine. Unless you change it, this ringing pattern will continue to be 
recognized and answered as a fax call,  and all other ringing patterns will be 
forwarded to the extension telephone or answering printer plugged into the 
EXT socket. You can easily suspend or change DRPD at any time.
Before using the DRPD option, Distinct ive Ring service must be installed on 
your telephone line by the telephone company. To set up DRPD, you will 
need another telephone line at your location, or someone available to dial 
your fax number from outside. 
To set up the  DRPD mode:
1. Press  Fax.
2. Press  Menu until Fax Setup  appears on the bottom line of the display 
and press 
OK.
3. Press the left/right arrow until  Receiving appears and press 
OK.
4. Press the left/right arrow until  DRPD Mode appears and press 
OK. 
Waiting Ring  appears on the display.
5. Call your fax number from another telephone. It is not necessary to 
place the call from a fax machine. 
• To use the  Ans/Fax mode, attach an answering printer to the EXT 
socket on the back of your printer. 
• If you do not want other people to  view your received documents, 
you can use secure receiving mode. In this mode, all of the 
received faxes are stored in memory. For further details, 
see Receiving in secure receiving mode on page 42.
• If you have set your printer to  Ans/Fax mode and your answering 
printer is switched off,  or no answering printer
 is connected to EXT 
socket, your printer automatically goes
 into  Fax mode after a 
predefined number of rings.
• If your answering printer has a user-selectable ring counter,
 set the 
printer to answer incoming calls within 1 ring. 
• If you are in  Tel mode (manual reception) when the answering
 
printer is connected to your printer, you must switch off the 
answering printer, or the outgoing message from the answering 
printer will interrupt your phone conversation.
 
						

							42 |Faxing
6.When your printer begins to ring, do not answer the call. The printer 
requires several rings to learn the pattern. 
When the printer completes learning, the display shows  Completed 
DRPD Setup . If the DRPD setup fails,  Error DRPD Ring appears. 
Press 
OK when  DRPD Mode  appears and start over from step 4.
7. Press  Stop/Clear  to return to ready mode.
Receiving in secure receiving mode
You may need to prevent your received faxes from being accessed by 
unauthorized people. You can turn on secure receiving mode to restrict 
printing of received faxes when the printer is unattended. In secure 
receiving mode, all incoming faxes go into memory. When the mode is 
deactivated, any stored faxes are printed.
Activating secure  receiving mode
1.Press  Fax.
2. Press  Menu and then press 
OK when  Fax Feature  appears on the 
bottom line of the display.
3. Press the left/right arrow until  Secure Receive appears and press 
OK.
4. Press the left/right arrow until  On appears and press 
OK.
5. Enter a four-digit password you want to use and press 
OK.
6. Re-enter the password to confirm it and press 
OK.
7. Press  Stop/Clear  to return to ready mode.
When a fax is received in secure receiving mode, your printer stores it in 
memory and shows  Secure Receive to let you know that there is a fax 
received.
Printing received faxes
1. Access the  Secure Receive  menu by following steps 1 through 3 in 
“Activating secure receiving mode.”
2. Press the left/right arrow until Print  appears and press 
OK.
3. Enter the four-digit password and press 
OK. 
The printer prints all of the faxes stored in memory.
Deactivating secure receiving mode
1. Access the  Secure Receive  menu by following steps 1 through 3 in 
“Activating secure receiving mode.”
2. Press the left/right arrow until Off  appears and press 
OK.
3. Enter the four-digit password and press 
OK.
The mode is deactivated and the printer prints all faxes stored in 
memory.
4. Press  Stop/Clear  to return to ready mode.
Receiving faxes in memory
Since your printer is a multi-tasking  device, it can receive faxes while you 
are making copies or printing. If you  receive a fax while you are copying or 
printing, your printer stores incoming faxes in its memory. Then, as soon as 
you finish copying or printing, the printer automatically prints the fax. 
Also, your printer receives faxes and stores them in its memory when there 
is no paper in the tray or no toner in the installed toner cartridge.
Forwarding faxes
You can forward your incoming and outgoing faxes to another fax machine 
or email address.
Forwarding sent faxes to another fax machine
You can set the printer to send copies of all outgoing faxes to a specified 
destination, in addition to  the fax numbers you entered.
1. Press  Fax.
2. Press  Menu until Fax Feature  appears on the bottom line of the 
display and press  OK.
3. Press the left/right arrow until  Forward appears and press OK.
4. Press  OK when  Fax appears.
5. Press the left/right arrow until  Send Forward appears and press OK .
6. Press the left/right  arrow to select On and press  OK.
7. Enter the number of the fax machine to which faxes are to be sent 
and press  OK.
8. Press  Stop/Clear  to return to ready mode.
Subsequent sent faxes will be forwarded to the specified fax 
machine.
Forwarding sent faxes to email address
You can set the printer to send copies of all outgoing faxes to a specified 
destination, in addition to the email address you entered.
1. Press  Fax.
2. Press  Menu until Fax Feature  appears on the bottom line of the 
display and press  OK.
3. Press the left/right arrow until  Forward appears and press OK.
4. Press the left/right arrow until  E-mail appears and press OK .
5. Press the left/right arrow until  Send Forward appears and press OK .
6. Press the left/right  arrow to select On and press  OK.
7. Enter your email address and press  OK.
8. Enter the email address to which faxes are to be sent and press  OK.
9. Press  Stop/Clear  to return to ready mode.
Subsequent sent faxes will be forw arded to the specified email 
address.
Forwarding received faxes to another fax machine
You can set your printer to forward incoming faxes to another fax 
number during a specified time period. When a fax arrives at your 
printer, it is stored in memory. Then,  the printer dials the fax number that 
you have specified and sends the fax.
1. Press  Fax.
2. Press  Menu until Fax Feature  appears on the bottom line of the 
display and press  OK.
3. Press the left/right arrow until  Forward appears and press OK.
4. Press  OK when  Fax appears.
5. Press the left/right arrow until  Rcv. Forward appears and press  OK.
6. Press the left/right arrow until  Forward appears and press OK.
To set the printer to print out a fax when fax forwarding has been 
completed, select  Forward&Print.
7. Enter the number of the fax machine to which faxes are to be sent 
and press  OK.
8. Enter the starting time and press OK .
9. Enter the ending time and press  OK.
10. Press  Stop/Clear  to return to ready mode.
Subsequent received faxes will be forwarded to the specified fax 
machine.
• DRPD must be set up again if you re-assign your fax number, or 
connect the printer to another telephone line.
• After DRPD has been set up, call your fax number again to
 verify 
that the printer answers with a fax  tone. Then have a call placed to 
a different number assigned to that same line to
 be sure the call is 
forwarded to the extension telephone or answering printer plugged 
into the EXT socket. 
 
						

							Faxing |43
Forwarding received faxes to email address
You can set your printer to forward incoming faxes to the email address 
you entered.
1.Press  Fax.
2. Press  Menu until Fax Feature  appears on the bottom line of the 
display and press  OK.
3. Press the left/right arrow until Forward  appears and press OK.
4. Press the left/right arrow until E-mail  appears and press OK.
5. Press the left/right arrow until Rcv. Forward  appears and press OK.
6. Press the left/right arrow until Forward  appears and press OK.
To set the printer to print out a fax when fax forwarding has been 
completed, select  Forward&Print.
7. Enter your email address and press  OK.
8. Enter the email address to which faxes are to be sent and press  OK.
9. Press  Stop/Clear  to return to ready mode.
Subsequent sent faxes will be forwarded to the specified email 
address.
FAX SETUP
Changing the fax setup options
Your printer provides you with various  user-selectable options for setting up 
the fax system. You can change the default settings for your preferences 
and needs.
To change the fax setup options:
1. Press  Fax.
2. Press  Menu until Fax Setup  appears on the bottom line of the display 
and press  OK.
3. Press the left/right arrow to select  Sending or Receiving  and press OK. 
4. Press the left/right arrow until t he menu item you want appears and 
press  OK.
5. Press the left/right arrow until the desired status appears or enter the 
value for the option you have selected, and press  OK.
6. If necessary, repeat steps 4 through 5.
7. Press  Stop/Clear  to return to ready mode.
Sending options Receiving options
OPTIONDESCRIPTION
Redial TimesYou can specify the number of redial attempts. If 
you enter 0, the printer will not redial.
Redial TermYour printer can automatically redial a remote fax 
machine if it was busy. You can set an interval 
between attempts.
Prefix DialYou can set a prefix of up to five digits. This 
number dials before any autom
atic dial number is 
started. It is usef ul for accessing a PABX 
exchange.
ECM Mode This mode helps with poor line quality and makes 
sure any faxes you send are sent smoothly to any 
other ECM-equipped fax machine. Sending a fax 
using ECM may take more time.
Send ReportYou can set your printer to print a confirmation 
report showing whether a transmission was 
successful, how many pages were sent, and 
more. The available options are  On, Off, and  On-
Error , which prints only when a transmission is 
not successful.
Image TCRThis function allows users to know what fax 
messages have been sent by showing sent 
messages in the transmission report. 
The first page of the message is turned into an 
image file than is pr inted on the transmission 
report so the users can see what messages have 
been sent.
However, you cannot use this function when 
sending fax without sa ving the data in the 
memory. 
Dial ModeThis setting may not be available depending on 
your country. If you cannot reach this option, your 
printer does not support this feature.
You can set the dial mode for your printer to either 
tone dialling or pulse dialling. If you have a public 
telephone system or  a private branch 
exchange(PBX) system, you  may need to select 
Pulse . Contact your local telephone company if 
you are not sure which dial mode to use.
If you select  Pulse, some phone system features 
might not be available. It can also take longer to 
dial a fax or phone number.
OPTIONDESCRIPTION
Receive Mode You can select the default fax receiving mode. For 
details on receiving faxes in each mode, see 
Changing receiving modes on page 41.
Ring to AnswerYou can specify the number  of times the printer 
rings before answering an incoming call.
Stamp Rcv 
Name This option allows the prin
ter to automatically print 
the page number, and the date and time of 
reception at the bottom of each page of a 
received fax.
Rcv Start Code This code allows you to initiate fax reception from 
an extension phone plugged into the  EXT socket 
on the back of the printer. If you pick up the 
extension phone and hear fax tones, enter the 
code. It is preset to * 9* at the factory.
Auto Reduction When receiving a fax containing pages as long as 
or longer than the paper loaded in the paper tray, 
the printer can reduce the size of the original to fit 
the size of the paper loaded in the printer. Turn on 
this feature if you want  to automatically reduce an 
incoming page. 
With this feature set to  Off, the printer cannot 
reduce the original to fit onto one page. The 
original will be divided and printed in actual size 
on two or more pages.
OPTIONDESCRIPTION
 
						

							44 |Faxing
Changing the default document settings
The fax options, including resolution and darkness, can be set to the most 
frequently used modes. When you send a fax, the default settings are used 
if they are not changed by usin g the corresponding button and menu.
1. Press  Fax.
2. Press  Menu until Fax Setup  appears on the bottom line of the display 
and press  OK.
3. Press the left/right arrow until  Change Default appears and press  OK.
4. Press  OK when  Resolution  appears.
5. Press the left/right arrow until the resolution you want appears and press 
OK.
6. Press the left/right arrow until  Darkness appears and press  OK.
7. Press the left/right arrow until the darkness you want appears and press 
OK.
8. Press  Stop/Clear to return to ready mode.
Printing sent fax  report automatically
You can set the printer to print a r eport with detailed information about the 
previous 50 communication operat ions, including time and dates.
1. Press  Fax.
2. Press  Menu until Fax Setup  appears on the bottom line of the display 
and press  OK.
3. Press the left/right arrow until  Auto Report appears and press  OK.
4. Press the left/right arrow until  On appears and press  OK.
5. Press  Stop/Clear  to return to ready mode.
Setting up Ad dress Book
You can set up  Address Book  with the fax numbers you use most 
frequently. Your printer provides you with the following features for setting 
up  Address Book :
• Speed/Group dial numbers
Speed dial numbers
You can store up to 240 frequently-used fax numbers in speed dial 
numbers.
Registering a speed dial number
1. Press  Fax.
2. Press  Address Book  until New & Edit  appears on the bottom line of 
the display and press  OK.
3. Press  OK when  Speed Dial  appears.
4. Enter a speed dial number between 0 and 239 and press  OK. 
If an entry is already stored in t he number you choose, the display 
shows the name to allow you to ch ange it. To start over with another 
speed dial number, press  Back.
5. Enter the name you want and press  OK.
For details on how to enter alphanumeric characters, see Entering 
characters using the number keypad on page 21.
6. Enter the fax number you want and press  OK.
7. Press  Stop/Clear to return to ready mode.
Editing speed dial numbers
1.Press  Address Book  until New & Edit  appears on the bottom line of 
the display and press  OK.
2. Press  OK when  Speed Dial  appears.
3. Enter the speed dial number you want to edit and press  OK.
4. Change the name and press  OK.
5. Change the fax number and press  OK.
6. Press  Stop/Clear to return to ready mode.
Using speed dial numbers
When you are prompted to enter a  destination number while sending a 
fax, enter the speed dial number at  which you stored the number you 
want.
• For a one-digit (0-9) speed dial number, press and hold the 
corresponding digit button on the number keypad.
• For a two- or three-digit speed dial number, press the first digit  button(s) and then hold down the last digit button.
You can also search through memory for an entry by pressing  Address 
Book . See Searching Address Book for an entry on page 45.
Group dial numbers
If you frequently send the same docu ment to several destinations, you 
can group these destinations and se t them under a group dial number. 
You can then use a group dial number to send a document to all of the 
destinations within the group. You can set up to 200 (0 through 199) 
group dial numbers using the destination’s existing speed dial numbers.
Registering a group dial number
1. Press  Fax.
2. Press  Address Book  until New & Edit  appears on the bottom line of 
the display and press  OK.
3. Press the left/right arrow until  Group Dial appears and press  OK.
4. Enter a group dial number between 0 and 199 and press  OK.
5. Enter the name you want and press  OK.
Discard Size When receiving a fax containing pages as long as 
or longer than the paper in your printer, you can 
set the printer to discard a specific length from the 
end of the received fax. The printer will print the 
received fax on one or more sheets of paper, 
minus the data that would have been on the 
specified discard segment. 
When the received fax contains pages larger than 
the paper in your printer, and  Auto Reduction 
has been turned on, the printer will reduce the fax 
to fit on the existing paper, and nothing will be 
discarded.
Junk Fax Setup This setting may not be available depending on 
your country. Using this feature, the system will 
not accept faxes sent from remote stations whose 
numbers are stored in the memory as junk fax 
numbers. This feature is useful for blocking any 
unwanted faxes.
When you turn on this feature, you can access the 
following options to set junk fax numbers.
•Add: Allows you to set up to 10 fax numbers.
• Delete: Allows you to delete the desired junk 
fax number. If you select  Delete All, Allows 
you to delete all junk fax numbers.
DRPD Mode This mode enables a user to use a single 
telephone line to answer several different 
telephone numbers. In this menu, you can set the 
printer to recognize which  ring patterns to answer. 
For details about this  feature, see Receiving 
faxes using DRPD mode on page 41.
OPTIONDESCRIPTION
Before beginning to store fax numbers,  ensure that your printer is in 
Fax mode. 
 
						

							Faxing |45
6.Enter a speed dial number and press  OK.
7. Press  OK when speed dial information appears correctly.
8. Press  OK when  Yes appears.
9. Repeat steps 5 and 6 to include other speed dial numbers into the 
group.
10. When you have finished, press the left/right arrow to select  No at the 
Another No.?  prompt and press  OK.
11. Press  Stop/Clear  to return to ready mode.
Editing a group dial number
You can delete a specific entry from  a group or add a new number to the 
selected group.
1. Press  Address Book  until New & Edit  appears on the bottom line of 
the display and press  OK.
2. Press the left/right arrow until Group Dial  appears and press OK.
3. Enter the group dial number you want to edit and press OK .
4. Enter the name you want to edit and press  OK.
5. Enter the speed dial number you want to add or delete and press 
OK.
If you entered a new speed dial number,  Add? appears.
If you enter a speed dial number stored in the group,  Delete? 
appears.
6. Press  OK to add or delete the number.
7. Press  OK when  Yes appears to add or delete more numbers and 
repeat steps 4 and 5.
8. When you have finished, press the left/right arrow to select  No at the 
Another No.?  prompt and press  OK.
9. Press  Stop/Clear  to return to ready mode.
Using group dial numbers
To use a group dial entry, you need to search for and select it from 
memory. 
When you are prompted to enter  a fax number while sending a fax, 
press  Address Book . See below.
Searching Address Book for an entry
There are two ways to search for a number in memory. You can either 
scan from A to Z sequentially, or you can search by entering the first 
letters of the name associated with the number.
Searching sequentially through the memory
1.If necessary, press  Fax.
2. Press  Address Book  until Search & Dial  appears on the bottom line 
of the display and press  OK.
3. Press the left/right arrow until  the number category you want 
appears and press  OK.
4. Press  OK when  All appears.
5. Press the left/right arrow until  the name and number you want 
appears. You can search upwards or downwards through the entire 
memory in alphabetical order.
Searching with a particular first letter
1. If necessary, press  Fax.
2. Press  Address Book  until Search & Dial  appears on the bottom line 
of the display and press  OK.
3. Press the left/right arrow until  the number category you want 
appears and press 
OK.
4. Press the left/right arrow until ID  appears and press OK.
5. Enter the first few letters of the name you want and press  OK. 6.
Press the left/right arrow until the name you want appears and press 
OK.
Deleting a Address Book entry
You can delete entries in  Address Book one by one.
1. Press  Address Book  until Delete  appears on the bottom line of the 
display and press  OK.
2. Press the left/right arrow until  the number category you want 
appears and press OK .
3. Press the left/right arrow until  the searching method you want 
appears and press  OK.
Select 
Search All to search for an entry by scanning through all 
entries in  Address Book .
Select  Search ID  to search for an entry by  the first few letters of the 
name.
4. Press the left/right arrow until the name you want appears and press 
OK.
Or, enter the first letters and press  OK. Press the left/right arrow until 
the name you want appears and press  OK.
5. Press  OK. 
6. Press  OK when  Yes appears to confirm the deletion.
7. Press  Stop/Clear to return to ready mode.
Printing Address Book
1.You can check your  Address Book settings by printing a list.
1. Press  Address Book  until Print appears on the bottom line of the 
display.
2. Press  OK. A list showing your speed button settings, and speed dial 
and group dial entries prints out.
 
						

							46 |Using USB memory device
using USB memory device
This chapter explains how to use a U SB memory device with your printer.
This chapter includes:
• About USB memory
• Plugging in a USB memory device
• Scanning to a USB memory device
• Printing from a USB memory device • Backing up data
• Managing USB memory
• Printing directly from a digital camera
ABOUT USB MEMORY
USB memory devices are available with a variety of memory capacities to 
give you more room for storing 
documents, presentations, downloaded 
music and videos, high resolution photographs, or whatever other files you 
want to store or move.
You can do the following on your printer using a USB memory device:
• Scan documents and save them on a USB memory device.
• Print data stored on a USB memory device.
• Back up  Address Book / Phone Book  entries and the system settings 
of your printer. 
• Restore backup files to  the printer’s memory.
• Format the USB memory device.
• Check the available memory space.
PLUGGING IN A USB MEMORY DEVICE
The USB connector on the front of your printer is designed for USB V1.1 
and USB V2.0 memory devices. Your  printer supports USB memory devices 
with FAT16/FAT32 and sect or size of 512 bytes. 
Check your USB memory device’s file system from your dealer.
You must use only an authorized USB memory device with an A plug type 
connector.
Use only a metal-shielded USB memory device. Insert a USB memory device into the 
USB connector on the front of your 
printer.
SCANNING TO A USB MEMORY DEVICE
You can scan a document and save the scanned image onto a USB 
memory device. There are two ways of doing this: you can scan to the 
device using the default settings,  or you can customize your own scan 
settings.
Scanning
1. Insert a USB memory device into the USB connector on your printer.
2. Load originals face up into the ADF, or place a single original face down 
on the scanner glass.
For details about loading an original. See Loading originals on 
page 23.
3. Press  Scan/Email .
4. Press  OK when  Scan to USB  appears on the bottom line of the display.
5. Press  Color Start  or Black Start  when
 Ready to Scan to USB  
appears.
Regardless of the button you press,  the color mode is decided as 
customized. See “Customizing Scan to USB” on page 47.
Your printer begins scanning the original, and then asks if you want to 
scan another page.
• Do not remove the USB memory device while the printer is in  operation, or writing to or reading from USB memory. The printer 
warranty does not cover damage caused by user’s misuse. 
• If your USB memory device has certain features, such as security 
settings and password settings, your printer may not automatically 
detect it. For details about thes e features, see the documentation 
that came with your device.
 
						

							Using USB memory device |47
6.Press  OK when  Yes appears to scan more pages. Load an original and 
press  Color Start  or Black Start . 
Regardless of the button you press, the color mode is decided as 
customized. See “Customizing Scan to USB” on page 47.
Otherwise, press the left/right arrow to select  No and press  OK.
After scanning is complete, you can remove the USB memory device from 
the printer.
Customizing Scan to USB 
You can specify image size, file format, or color mode for each scanning to 
USB job.
1. Press  Scan/Email .
2. Press  Menu until Scan Feature  appears on the bottom line of the 
display and press  OK.
3. Press  OK when  USB Feature appears.
4. Press the left/right arrow until t he setting option you want appears and 
press  OK.
You can set the following options:
• Scan Size: Sets the image size.
• Original Type: Sets the original document’s type.
• Resolution: Sets the image resolution.
• Scan Color: Sets the color mode. If you select Mono in this option, 
you cannot select JPEG in  Scan Format.
• Scan Format: Sets the file format in which  the image is to be saved. 
When you select TIFF or PDF, yo u can select to scan multiple 
pages. If you select JPEG in this option, you cannot select Mono in 
Scan Color .
5. Press the left/right arrow until the desired status appears and press  OK.
6. Repeat steps 4 and 5 to set other setting options.
7. When you have finished, press Stop/Clear  to return to ready mode.
You can change the default scan setti ngs. For details, see Changing the 
default scan settings on page 35.
PRINTING FROM A USB MEMORY DEVICE
You can directly print files stored on a USB memory device. You can print 
TIFF, BMP, JPEG, and PRN files.
Direct Print option su pported file types: 
• PRN: Only files created by provided driver with your printer are  compatible. 
• PRN files can be created by selecting the Print to file check box when  you print a document. The document will be saved as a PRN file, rather 
than printed on paper. Only PRN files created in this fashion can be 
printed directly from USB memory. See  Software section to learn how to 
create a PRN file.
• BMP: BMP Uncompressed
• TIFF: TIFF 6.0 Baseline
• JPEG: JPEG Baseline
To print a document from  a USB memory device:
1.Insert a USB memory device into the USB connector on your printer. If 
one has already been inserted, press 
Direct USB.
2. Press  OK when  USB Print  appears.
Your printer automatically detects  the device and reads data stored on it.
3.Press the left/right arrow until the fo lder or file you want appears and 
press  OK.
If you see D  in the front of a folder name,  there are one or more files or 
folders in the selected folder. 4.
If you selected a file, sk ip to the next step.
If you selected a folder, press the left/right arrow until the file you want 
appears.
5. Press the left/right arrow to select the number of copies to be printed or 
enter the number.
6. Press  OK, Color Start  or Black Start  to start printing  the selected file. 
There are two types of mode as following:
•  OK or Color Start : Color print
•  Black Start : Black and White print
After printing the file,  the display asks if you wa nt to print another job.
7. Press  OK when  Yes appears to print another  job, and repeat from step 
2. 
Otherwise, press the left/right arrow to select  No and press  OK.
8. Press  Stop/Clear  to return to ready mode.
BACKING UP DATA 
Data in the printer’s memory can be accidentally erased due to power failure 
or storage failure. Backup helps you protect your  Address Book entries 
and the system settings by storing th em as backup files on a USB memory 
device.
Backing up data
1. Insert the USB memory device into the USB connector on your printer.
2. Press  Menu until System Setup appears on the bottom line of the 
display and press  OK.
3. Press  OK when  Machine Setup  appears.
4. Press the left/right arrow until  Export Setting appears and press  OK. 
5. Press the left/right arrow until the option you want appears.
•Address Book: Backs up all Address Book  entries.
•Setup Data: Backs up all system settings.
6. Press  OK to begin backing up the data.
The data is backed up to the USB memory.
7. Press  Stop/Clear  to return to ready mode.
Restoring data
1.Insert the USB memory device on which the backup data is stored in to 
the USB connector.
2. Press  Menu until System Setup appears on the bottom line of the 
display and press  OK.
3. Press  OK when  Machine Setup  appears.
4. Press the left/right arrow until  Import Setting appears and press  OK. 
5. Press the left/right arrow until the  data type you want appears and press 
OK .
6. Press the left/right arrow until the file  containing the data you want to 
restore appears and press  OK.
7. Press  OK when  Yes appears to restore the ba ckup file to the printer.
8. Press  Stop/Clear  to return to ready mode.
 
						

							48 |Using USB memory device
MANAGING USB MEMORY
You can delete image files stored on a USB memory device one by one or 
all at once by reformatting the device.
Deleting an image file
1.Insert the USB memory device into the USB connector on your printer.
2. Press  Direct USB .
3. Press the left/right arrow until  File Manage appears and press  OK.
4. Press  OK when  Delete  appears. 
5. Press the left/right arrow until the fo lder or file you want appears and 
press  OK.
If you selected a file, the display  shows the size of the file for about 
2 seconds. Go to the next step.
If you selected a folder, press the left/right arrow until the file you want to 
delete appears and press  OK.
6. Press  OK when  Yes appears to confirm your selection.
7. Press  Stop/Clear to return to ready mode.
Formatting a USB memory device
1.Insert the USB memory device into the USB connector on your printer.
2. Press  Direct USB .
3. Press the left/right arrow until  File Manage appears and press  OK.
4. Press the left/right arrow until  Format appears and press  OK.
5. Press  OK when  Yes appears to confirm your selection.
6. Press  Stop/Clear to return to ready mode.
Viewing the USB memory status
You can check the amount of memory space available for scanning and 
saving documents.
1.Insert the USB memory device into the USB connector on your printer.
2. Press  Direct USB .
3. Press the left/right arrow until  Check Space appears and press OK .
The available memory space appears on the display.
4. Press  Stop/Clear  to return to the ready mode.
PRINTING DIRECTLY FR OM A DIGITAL CAMERA
This printer supports the PictBridge f eature. You can print images directly 
from any PictBridge-compatible device , such as a digital camera, camera 
phone, and camcorder. You do not need to connect it to a computer.
1. Turn on the printer.
2. Connect your PictBridge-compatible device to the USB connector on the 
front of the printer using the USB cable supplied with the device.
3. Send an order to print images from  the PictBridge-compatible device.
After deleting files or reformatting a USB memory device, files cannot 
be restored. Therefor e, confirm that you no longer need the data 
before deleting it.
If you see  D in the front of a folder name, there are one or more 
files or folders in the selected folder.
• Detailed information on how to print an image from a camera with  PictBridge feature, see to the man ual provided with your camera.
• Index print not support.
• Date or file name prin ting is not supported.
 
						

							Maintenance |49
maintenance
This chapter provides information for maintaining your printer and the toner cartridge.
This chapter includes:
• Printing reports
• Clearing memory
• Cleaning your printer
• Maintaining the cartridge
• Replacing the toner cartridge • Replacing the imaging unit
• Replacing the waste toner container
• Maintenance parts
• Managing your printer from the website
• Checking the printer’s serial number
PRINTING REPORTS
Your printer can provide various repo
rts with useful information you will 
need. The following reports are available:
Printing a report
1. Press  Menu until System Setup appears on the bottom line of the 
display and press  OK.
2. Press the left/right arrow until  Report appears and press  OK.
3. Press the left/right arrow until the report or list you want to print appears 
and press  OK.
To print all reports and lists, select  All Report.
4. Press  OK when  Yes appears to confirm printing.
The selected  information prints out.
ADJUSTING THE COLOR CONTRAST
Color menu allows you to adjust the color setting.
1.Press  Menu until System Setup appears on the bottom line of the 
display and press  OK.
2. Press  OK when  Maintenance  appears.
3. Press the left/right arrow until  Color appears and press  OK.
4. Press  OK when  Custom Color  appears.
5. Press the left/right arrow until the color menu you want appears on 
display and press  OK.
Default  optimizes color automatically.  Manual Adjust allows you to 
manually adjust the color c ontrast for each cartridge. Default setting is 
recommended for getting best color quality.
6. Press  Stop/Clear  to return to ready mode.
Some reports may not appear in the display depending on options or 
models. If so, it is not applicable to your printer. 
REPORT/LISTDESCRIPTION
Configuration This list shows the status of the user-selectable 
options. You may print this list to confirm your 
changes after changing settings.
Supplies InfoThis list shows the current  status of consumables 
in your printer.
Address Book This list shows all of the fax numbers and email 
addresses currently stored in the printer’s memory.
Send Report This report shows the fax number, the number of 
pages, the elapsed time of the job, the 
communication mode, and the communication 
results for a particular fax job.
You can set up your printer to automatically print a 
transmission confirmation report after each fax job. 
See Sending options on page 43.
Sent Report This report shows information on the faxes and 
emails you have recently sent.
You can set the printer to  automatically print this 
report for every 50 communications. See Sending 
options on page 43.
Fax RCV Report  This report shows information on the faxes you 
have recently received. 
Schedule Jobs This list shows the documents currently stored for 
delayed faxes along with the starting time and type 
of each operation. 
Junk Fax ReportThis list shows the fax numbers specified as junk 
fax numbers. To add or delete numbers to or from 
this list, access the Junk Fax Setup menu. 
See Receiving options on page 43.
Network Info. This list shows informati on on your printer’s 
network connection and configuration.
User Auth List This list shows authorized users who are allowed to 
use the email function.
If you have moved the printer, it is  strongly recommended to operate 
this menu manually.
 
						

							50 |Maintenance
CLEARING MEMORY
You can selectively clear information stored in your printer’s memory.
1.Press  Menu until System Setup appears on the bottom line of the 
display and press  OK. 
2. Press the left/right arrow until  Clear Setting appears and press  OK.
3. Press the left/right arrow until the item you want to clear appears.
4. Press  OK when  Yes appears.
5. Press  OK again to confirm clearing.
6. Repeat steps 3 through 5  to clear another item.
7. Press  Stop/Clear  to return to ready mode.
CLEANING YOUR PRINTER
To maintain print and scan quality, follow the cleaning procedures below 
each time the toner cartridge is replaced or if print and scan quality 
problems occur.
Cleaning the outsideClean the cabinet of the printer with  a soft lint-free cloth. You can dampen 
the cloth slightly with water, but be ca reful not to let any water drip onto or 
into the printer.
Cleaning the insideDuring the printing process, paper, toner, and dust particles can accumulate 
inside the printer. This buildup can cause print quality problems, such as 
toner specks or smearing. Cleaning the  inside of the printer clears or 
reduces these problems.
1. Turn the printer off and unplug the power cord. Wait for the printer to 
cool down.
2. Using the handle, completely open the front cover.
3. Grasp the handles on the toner cart ridge and pull to remove the four 
cartridges from the printer.
Before clearing the memory, ensure that all fax jobs have been 
completed, or you will lose those jobs.
Some menus may not appear in the display depending on options or 
models. If so, it is not applicable to your printer. 
OPTIONSDESCRIPTION
All Settings Clears all of the data stored in memory and resets all 
of your settings to the factory default.
Fax Setup  Restores all of the fax options to the factory default.
Copy SetupRestores all of the copy options to the factory 
default.
Scan SetupRestores all of the scan options to the factory 
default.
System SetupRestores all of the system  options to the factory 
default.
Network Setup Restores all of the network options to the factory 
default.
Address BookClears all of the fax number and email address 
entries stored in memory.
Sent Report Clears all records of se nt faxes and emails. 
Fax RCV Report Clears all records of received faxes.
• Cleaning the cabinet of the printer with cleaning materials 
containing large amounts of alcohol, solvent, or other strong 
substances can discolor or distort the cabinet.
• If your printer or its surrounding  is contaminated with toner, it is 
recommended that you to use cloth or tissue dampened with 
water to clean it. If you use a va cuum cleaner, toner blown into the 
air may be harmful.