HP Deskjet 6940 series User's guide
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Contents 1 2 3 8 Welcome.................................................................................................................4 Special features.....................................................................................................5 Get started..............................................................................................................6 Printer features .......................................................................................................
General everyday printing ....................................................................................63 Presentation printing ............................................................................................63 Select a print quality .............................................................................................63 Set the page order ................................................................................................64 Print collated copies .......................
Contents Automatic Two-Sided Printing Accessory (duplexer) .........................................105 250-Sheet Plain Paper Tray ...............................................................................110 Auto Two-Sided Print Accessory with Small Paper Tray ....................................115 13 Supplies..............................................................................................................125 Paper ..........................................................................
1 Welcome To find an answer to a question, select one of the following topics: ● ● ● ● ● ● ● ● ● ● ● ● ● ● 4 Special features Get started Connect to the printer Print photos Print photos from a digital camera Print other documents Printing tips Printer software Maintenance Troubleshooting Optional accessories Supplies Specifications Environmental information HP Deskjet 6940 series
2 Special features Congratulations! You have purchased an HP Deskjet printer that is equipped with several exciting features: ● ● ● ● ● ● ● ● ● ● ● ● ● ● User's guide Built-in networking capabilities: Connect to a wired network without using an external print server. Ink-backup mode: Use ink-backup mode to continue printing with one print cartridge when the other print cartridge has run out of ink. Print Cancel button: Cancel print jobs at the touch of a button.
3 Get started ● ● ● ● ● ● ● ● Printer features Buttons and lights Paper trays Photo/envelope feeder Print cartridges Ink-backup mode Automatic paper-type sensor Quiet mode For a description of the optional accessories, see the optional accessories page. Printer features The printer has several features to make printing easier and more efficient.
1 Print cartridges 2 Automatic paper-type sensor (not illustrated) 3 Ink-backup mode (not illustrated) 1 Rear USB port 2 Wired Ethernet port Optional accessories User's guide 7
Chapter 3 Optional accessories (continued) Automatic Two-Sided Printing Accessory (optional) 250-Sheet Plain Paper Tray (optional) Auto Two-Sided Print Accessory with Small Paper Tray (optional) Buttons and lights Use the printer buttons to turn the printer on and off, cancel a print job, and restart a job. The printer lights give you visual cues about the status of the printer.
Note Energy consumption can be prevented by turning the printer power off, and then disconnecting the end of the printer power cord from the electrical source. Print Cancel button Pressing the Print Cancel button cancels the current print job. Resume button The Resume light flashes when an action is required, such as loading paper or clearing a paper jam. When the problem is solved, press the Resume button to continue printing.
Chapter 3 1. 2. The left status light represents the tri-color print cartridge, which is installed in the left side of the print cartridge cradle. – The light is on and solid when the tri-color print cartridge is low on ink. – The light flashes when the tri-color print cartridge needs to be serviced. The right status light represents the print cartridge that is installed on the right side of the print cartridge cradle.
the camera. If the camera is not PictBridge-compatible or is not in PictBridge mode, the amber Error light flashes. Paper trays The printer has two paper trays: In tray The In tray holds paper or other media. 1 In tray Slide the paper guides firmly against the edges of the media on which you are printing. 1 Paper-width guide 2 Paper-length guide Out tray Printed pages are deposited in the Out tray.
Chapter 3 1 Out tray 2 Photo/envelope feeder Use the photo/envelope feeder to print single envelopes, small photos, and cards. Raise the Out tray to load paper or other media. Lower the Out tray before printing. To prevent paper from falling out of the Out tray, fully pull out the Out-tray extension. If you are printing in the Fast Draft mode, unfold the Out-tray extension stop. Do not unfold the Out-tray extension stop when printing on legal paper.
Photo/envelope feeder Use the photo/envelope feeder to print a variety of media sizes including the following documents: ● ● ● 1 Envelopes Photos Postcards Photo/envelope feeder Envelopes Follow these steps to use the photo/envelope feeder for single envelopes: 1. Insert the envelope into the photo/envelope feeder with the side to be printed on facing down and the flap to the left. 2. 3. Push the envelope into the printer as far as it will go without bending. Print the envelope.
Chapter 3 3. Slide the photo/envelope feeder forward as far as it will go. 4. Print the photo. Postcards Follow these steps to use the photo/envelope feeder to print a single postcard: 1. 2. 14 Insert the postcard into the photo/envelope feeder with the side to be printed on facing down. Gently push the postcard into the photo/envelope feeder as far as it will comforly go.
3. Slide the photo/envelope feeder forward as far as it will go. 4. Print the postcard. Print cartridges Four print cartridges can be used with the printer. 1 Black print cartridge 2 Tri-color print cartridge 3 Photo print cartridge 4 Gray photo print cartridge Note The availability of print cartridges varies by country/region.
Chapter 3 You can find the selection number in three places: ● Selection number label: Look at the label on the print cartridge that you are replacing. 1 ● ● Selection number label Printer documentation: For a list of print cartridge selection numbers, see the reference guide that came with the printer. HP Printer Utility: Open the HP Printer Utility and then select the Supplies pane. If a print cartridge runs out of ink, the printer can operate in ink-backup mode.
Automatic paper-type sensor The HP automatic paper-type sensor detects the paper in the printer, and then selects optimal print settings for that media. The result is fewer mouse clicks to start printing, and automatic optimal print quality on plain, photo, brochure and other high-quality papers. The sensor also checks the paper width to ensure it matches the size selected in the printer software. If the widths are different, the printer warns you so that you do not waste a sheet of paper.
4 Connect to the printer ● ● ● ● Wired Ethernet networking Connecting a digital camera USB Bluetooth wireless printing USB The printer connects to the computer with a universal serial bus (USB) cable. For instructions about connecting the printer with a USB cable, see the setup poster that came with the printer. Note A USB cable might not be packaged with the printer.
For a description of the printer's Ethernet feature, click one of the following options: ● ● ● ● ● Ethernet lights Report Page button Network light Reports page Embedded Web server (EWS) Other information: ● ● ● Resetting the printer to the factory default settings Troubleshooting Glossary Ethernet basics The printer's built-in Ethernet feature allows you to connect the printer directly to a 10/100 Base-T Ethernet network without the aid of an external print server.
Chapter 4 1 RJ-45 plug Network communication TCP/IP Devices on a network communicate with one another using a "language" called a protocol. The printer is designed to operate on networks that use a popular protocol called TCP/IP. IP address Each device on a network identifies itself with a unique IP address. Most networks use a software tool, such as DHCP or AutoIP, to automatically assign IP addresses. Internet connections Networks might not be connected to the Internet.
The printer can accept print jobs sent simultaneously from four users. For example, if five users each send a print job to the printer at the same time, the printer accepts four of the print jobs and rejects the fifth. The user who sent the fifth print job should wait a few minutes and then resend the print job.
Chapter 4 computer uses Internet Sharing to manage the network connections and provide Internet access to the other devices. DSL or cable Internet connection without a gateway This example looks similar to the first example. However, in this example, the network devices are connected to a hub, rather than a router. The hub is directly connected to the Internet. Caution HP does not recommend this configuration.
3. Connect the Ethernet cable to an available port on the network hub or router. Note Do not plug the Ethernet cable into a port labeled WAN, Uplink, or Internet. 4. 5. Connect the Ethernet cable to the Ethernet port on the back of the printer. Do one of the following: State of the Link light Task On Go to step 6. Off Repeat steps 2 through 4. If the lights are still off, verify the following items: – – – – 6. 7. The printer is powered on. The network hub or router is powered on.
Chapter 4 Previous installations If the printer software was previously installed on the computer, you must use the printer software CD to install an Ethernet version of the printer driver on the computer. Follow the steps below. The printer software installation wizard guides you through the installation process. Caution It is recommended that the printer and the computers that use it be on the same subnet. Printer installation across subnets can be problematic depending on the type of router used.
State of the Activity light State of the printer Flashing Receiving or transmitting data over the Ethernet connection. Off Not receiving or transmitting data over the Ethernet connection. Report Page button Use the Report Page button to do the following: ● ● 1 Print an HP Report page Reset the printer to the factory default settings Report Page button Network light The Network light illuminates when the printer is connected to an Ethernet network.
Chapter 4 (continued) Status of the icon Status of the printer network connection Off Not connected to an Ethernet network. HP Report page The HP Report page supplies useful information about the printer's wired and front USB port connections. Print an HP Report page To print an HP Report page, verify that the printer is powered on and idle, and then press the Report Page button once.
1. 2. 3. Press the Report Page button to print the English version of the page. On the lower portion of the page, find the language that you want. To print the page in that language, follow the instructions that correspond to the language. For example, to print the page in French, press and hold down the Report Page button, press the Resume button twice, and then release the Report Page button.
Chapter 4 (continued) Item Meaning This name is used by Apple Rendezvous to identify the printer on Mac OS X v10.2.3 and higher. Admin Password Indicates whether the printer's embedded Web server is password protected. ● ● Link Config Set: A password is required. Not Set: A password is not required. The network link configuration: ● ● ● ● 10T-Full 10T-Half 100TX-Full 100TX-Half 802.11 wireless The 802.11 wireless information does not apply to the HP Deskjet 6940 series printer.
(continued) ● ● Configure Bluetooth settings. Visit HP's Web site for support information and to purchase supplies. Caution It is recommended that the printer and the computers that use it be on the same subnet. Printer installation across subnets can be problematic depending on the type of router used. Before using the printer's internal Web page, verify that the printer and the computer are powered on and connected to the network.
Chapter 4 (continued) Parameter Description Visibility Shows whether or not the printer is visible to other Bluetooth devices that are within range. ● ● Security The level of security set for the printer connected by Bluetooth. ● ● Reset Bluetooth Visible to all: Any Bluetooth device within range can print to the printer. Not visible: Only Bluetooth devices that have stored the device address of the printer can print to it.
a AutoIP: A process by which a device on a network automatically assigns an IP address to itself. b BOOTP: Bootstrap Protocol (BOOTP) is an Internet protocol that enables a device to discover its own IP address, the IP address of a BOOTP server on the network, and a file to be loaded into memory to boot the machine. This enables the device to boot without requiring a hard or floppy disk drive. Broadcast packet: A packet sent from one device on a network to all devices on the network.
Chapter 4 i ICS (Internet Connection Sharing): A Windows program that allows a computer to act as a gateway between the Internet and a network. ICS uses DHCP to assign IP addresses. For more information about ICS, see the Windows documentation. Internet Sharing: A Macintosh OSX program that allows a computer to act as a gateway between the Internet and a network. For more information about Internet Sharing, see the Macintosh documentation.
r RJ-45: The type of plug at the end of an Ethernet cable. Router: A complex networking device that directs packets from one network to another network. A router can act as a gateway between a LAN and the Internet. s Static IP address: An IP address that is manually assigned to a device on a network. A static IP address remains fixed until changed manually. Alternative methods for assigning IP address are DHCP and AutoIP. Subnet: A small network that acts as part of a large network.
Chapter 4 The basic procedure for printing from any device with Bluetooth wireless technology is the same: 1. 2. 3. Have the device search for available Bluetooth printers. Select the printer when it is displayed on the device. Send the print job. Check the documentation that came with the device for detailed instructions. Connect the HP Bluetooth Wireless Printer Adapter to the printer 1. Insert the HP Bluetooth Wireless Printer Adapter into the front USB port of the printer. 1 2.
3. 4. Click Bluetooth Settings. Configure the settings you want, and then click Apply. If your printer is connected by Ethernet cable to a network 1. Open the printer's embedded Web server (EWS). 2. Click the Bluetooth tab. 3. Configure the settings you want, and then click Apply. The following table describes the Bluetooth settings: Option Description Device Address The MAC address of your Bluetooth wireless printer adapter. Note You cannot change this address.
Chapter 4 (continued) Option Description ● 36 range before it can send a print job to the printer. Deselect the check box for the printer not to require a passkey. EWS: Select one of the following options: – Low: The printer does not require a passkey. Any Bluetooth device within range can print to it. – High: The printer requires a passkey from the Bluetooth device before allowing the device to send a print job to it.
5 Print photos The printer software offers several features that make printing digital photos easier and improve photo quality. Learn how to perform the following tasks: ● ● ● ● ● ● ● ● ● Print a borderless photo. Print a photo with a border. Use HP Real Life technologies to touch up photos. Use the photo print cartridge for great colors and virtually grain-free photos. Use the gray photo print cartridge for outstanding black-and-white photos. Achieve the highest printing resolution with maximum dpi.
Chapter 5 3. 4. 5. 6. Slide the paper-width guide all the way to the left, and then pull out the paper-length guide. Verify that the photo paper is flat. Place the photo paper in the In tray, with the side to be printed on facing down. If you are using photo paper with a tear-off tab, verify that the tab is pointing away from the printer. Slide the paper guides firmly against the paper. 1 Small photos 2 Large photos Note Some panoramic paper sizes might extend beyond the edge of the In tray. 7.
Print photos with a border Follow these instructions to print photos with a white border. Guidelines ● For high-quality results, use a photo print cartridge in combination with the tri-color print cartridge. ● For maximum fade resistance, use HP Premium Plus Photo Paper. ● Open the file in a software program such as Adobe Photoshop and assign the photo size. Ensure that the size corresponds to the paper size on which you want to print the photo. ● Verify that the photo paper that you are using is flat.
Chapter 5 1 Small photos 2 Large photos Note Some panoramic paper sizes might extend beyond the edge of the In tray. 7. For small photos, replace the Out tray. For large photos, lower the Out tray. Print 1. Open the Page Setup dialog box, and then select the following settings: – Paper Size: The appropriate paper size – Orientation: The appropriate orientation 2. Click OK. 3. Open the Print dialog box. 4.
1. 2. Open the Print dialog box. Select the Real Life Digital Photography pane. Use HP Real Life technologies Choose from the following items: ● ● ● ● ● ● ● Adaptive Lighting: Adjust the exposure in dark areas of photos to bring out detail. Click Auto to allow the printer software to automatically balance lightness and darkness. Photo Brightening: Automatically enhance colors and contrast for washed-out photos.
Chapter 5 Use the photo print cartridge 1. Open the Print dialog box. 2. Select the Paper Type/Quality pane. 3. Choose the appropriate photo paper type in the Paper Type menu. 4. In the Quality menu, select Normal, Best, or Maximum dpi. 5. Select any other print settings that you want, and then click Print. Store the photo print cartridge Follow these guidelines when storing the photo print cartridge.
5. 6. 7. Adjust the Saturation, Brightness, and Color Tone to affect how overall colors are printed. Adjust the Cyan, Magenta, Yellow, and Black sliders to specify the level of each color that is used in printing. Select any other print settings that you want, and then click Print. Advanced color management Color management defines the range of colors that can be printed.
Chapter 5 Install the gray photo print cartridge To install the gray photo print cartridge, remove the black print cartridge from the printer, and then install the gray photo print cartridge in the compartment on the right of the print cartridge cradle. For more information, see the print cartridge installation page. Use the gray photo print cartridge To use the gray photo print cartridge, follow the steps to print a black-and-white photo.
Handling ● Always hold photo paper by its edges. Fingerprints on photo paper can reduce print quality. ● If the corners of the photo paper curl more than 10 mm (0.4 inch), flatten the paper by putting it in the storage bag, and then gently bending it in the opposite direction of the curl until the paper lies flat. Photo paper should be flat before it is printed on. Save money when printing photos To save money and ink when printing photos, use HP Everyday Photo Paper and set the print quality to Normal.
6 Print photos from a digital camera Learn how to print photos directly from a digital camera. ● ● Use a PictBridge camera Use a Bluetooth camera phone Use a PictBridge camera With a PictBridge-enabled camera, you do not need a computer to print digital photographs. Just plug the camera into the printer's front USB port. Note Other than PictBridge-compatible cameras and Bluetooth dongles, do not plug other USB devices into the front USB port.
Check the documentation that came with the camera to ensure that the camera supports PictBridge. Follow these steps to print photos from a PictBridge-compatible camera: 1. 2. 3. 4. 5. 6. 7. 8. Verify that the printer is turned on. For small photos, remove the Out tray. For large photos, raise the Out tray. Remove all of the paper from the In tray. Slide the paper-width guide all the way to the left, and then pull out the paper-length guide.
Chapter 6 Print photos from a Bluetooth camera 1. Verify that the printer is turned on. 2. For small photos, remove the Out tray. For large photos, raise the Out tray. Remove all of the paper from the In tray. 3. Slide the paper-width guide all the way to the left, and then pull out the paper-length guide. 4. Place the photo paper in the In tray, with the side to be printed on facing down. If you are using photo paper with a tear-off tab, verify that the tab is pointing away from the printer. 5.
7 Print other documents E-mail Letters Documents Envelopes Brochures Greeting cards Postcards Transparencies Labels Index cards Banners Iron-on transfers CD/DVD tattoos Printing tips: Minimize the cost and effort while maximizing the quality of the printouts with printing tips. Printer software: Learn about the printer software. E-mail Guidelines Do not exceed the In tray capacity: 150 sheets of plain paper. Prepare to print 1. Verify that the printer is turned on. 2. Raise the Out tray. 3.
Chapter 7 6. Lower the Out tray. Print 1. If necessary, open the Page Setup dialog box and set the paper size, scaling, and orientation options. 2. Open the Print dialog box. 3. Select the Paper Type/Quality pane. 4. In the Paper Type pull-down menu, click Automatic or Plain Paper. 5. Select the following print settings as appropriate: – Print quality – Paper source 6. Select any other print settings that you want, and then click Print.
6. Lower the Out tray. Do not extend the Out-tray extension stop when printing on legal paper. Print 1. If necessary, open the Page Setup dialog box and set the paper size, scaling, and orientation options. 2. Open the Print dialog box. 3. Select the Paper Type/Quality pane. 4. In the Paper Type pull-down menu, click Automatic or Plain Paper. 5. Select the following print settings as appropriate: – Print quality – Paper source 6. Select any other print settings that you want, and then click Print.
Chapter 7 2 6. Legal paper (extends over the edge of the In tray) Lower the Out tray. Do not extend the Out-tray extension stop when printing on legal paper. Print 1. If necessary, open the Page Setup dialog box and set the paper size, scaling, and orientation options. 2. Open the Print dialog box. 3. Select the Paper Type/Quality pane. 4. In the Paper Type pull-down menu, click Automatic or Plain Paper. 5.
5. 6. Push the envelopes into the printer until they stop. Slide the paper guides firmly against the envelopes. 7. Replace the Out tray. Print 1. If necessary, open the Page Setup dialog box and set the paper size, scaling, and orientation options. 2. Open the Print dialog box. 3. Select the Paper Type/Quality pane. 4. In the Paper Type pull-down menu, click Automatic or Plain Paper. 5. Select any other print settings that you want, and then click Print.
Chapter 7 6. Lower the Out tray. Print borderless brochures 1. Open the Page Setup dialog box. 2. Click the appropriate borderless paper size in the Paper Size menu. 3. Click OK. 4. Open the Print dialog box. 5. Select the Paper Type/Quality pane, and then specify the following settings: – Source: Upper tray – Paper Type: The appropriate brochure paper type – Quality: Normal or Best 6. Select any other print settings that you want, and then click Print. Print brochures with borders 1.
8. Lower the Out tray. Print 1. Open the Page Setup dialog box, and then select the following settings: – Paper Size: The appropriate card size – Orientation: The appropriate orientation 2. Click OK. 3. Open the Print dialog box. 4. Select the Paper Type/Quality pane, and then specify the following settings: – Source: Upper tray – Paper Type: The appropriate card type – Quality: Normal or Best 5. Select any other print settings that you want, and then click Print.
Chapter 7 7. Replace the Out tray. Print 1. Open the Page Setup dialog box, and then select the following settings: – Paper Size: The appropriate card size – Orientation: The appropriate orientation Note To print a borderless card, click the borderless photo size that matches the card size. 2. 3. 4. 5. 6. Click OK. Open the Print dialog box.
6. 7. Slide the paper guides firmly against the transparencies. Lower the Out tray. Print 1. If necessary, open the Page Setup dialog box and set the paper size, scaling, and orientation options. 2. Open the Print dialog box. 3. Select the Paper Type/Quality pane, and then specify the following settings: – Source: Upper tray – Paper Type: Automatic or the appropriate transparency type – Quality: Normal or Best 4. Select any other print settings that you want, and then click Print.
Chapter 7 Print 1. Open the Page Setup dialog box, and then select the following settings: – Paper Size: A4 or US Letter – Orientation: The appropriate orientation 2. Click OK. 3. Open the Print dialog box. 4. Select the Paper Type/Quality pane, and then specify the following settings: – Source: Upper tray – Paper Type: Automatic or Plain paper 5. Select any other print settings that you want, and then click Print.
Print 1. Open the Page Setup dialog box, and then select the following settings: – Paper Size: The appropriate card size – Orientation: The appropriate orientation 2. Click OK. 3. Open the Print dialog box. 4. Select the Paper Type/Quality pane, and then specify the following settings: – Source: Upper tray – Paper Type: Automatic or the appropriate paper type – Quality: Normal or Best 5. Select any other print settings that you want, and then click Print.
Chapter 7 7. Lower the Out tray. Print 1. If necessary, open the Page Setup dialog box and set the paper size, scaling, or orientation options. 2. Click OK. 3. Open the Print dialog box. 4. Select the Paper Type/Quality pane, and then specify the following settings: – Source: Upper tray – Paper Type: Automatic, or select Speciality paper, and then click HP Ironon Transfer 5. Select any other print settings that you want, and then click Print.
1 5. Unattached edge Slide the paper-width guide firmly against the paper. Note Leave the Out tray off of the printer when printing a banner. Print 1. Open the Page Setup dialog box. 2. In the Paper Size drop-down list, click A4 Banner or US Letter Banner. 3. Click OK. 4. Open the Print dialog box. 5. Select the Paper Type/Quality pane, and then specify the following settings: – Source: Upper tray – Paper Type: Automatic or Plain paper 6.
Chapter 7 Prepare to print 1. Verify that the printer is turned on. 2. Remove the Out tray, and then remove all paper from the In tray. 3. Slide the paper-width guide all the way to the left, and then pull out the paper-length guide. 4. Insert one sheet, pushing it all the way into the printer until it stops. 5. Slide the paper guides firmly against the sheet. 6. Replace the Out tray. Print Note Before printing a tattoo, print a practice page to test the layout of the design.
8 Printing tips Save time ● ● ● Use the 250-Sheet Plain Paper Tray Accessory to reload the printer less often. Set the order that the pages print. Print collated copies. Save money ● ● ● Print multiple pages on a single sheet of paper. Print a two-sided document. Use HP Everyday Photo Paper to save money and ink when printing photos. Enhance the quality of printouts ● ● ● ● Select the correct paper type. Select the correct print quality. Resize the document as needed. Print a borderless brochure.
Chapter 8 – – 4. Best: Provides high-quality printing. Maximum dpi: Provides the highest quality printing, but requires longer to print than Best and requires a large amount of disk space. Select any other print settings that you want, and then click Print. Set the page order The page order determines the order in which your multipage documents print. To set the page order, follow these steps: 1. 2. 3. 4. Open the Print dialog box. Select the Paper Handling pane.
3. 4. 5. 6. In the Pages per Sheet menu, select the number of pages that you want to appear on each sheet of paper. In the Layout Direction menu, select the relevant option for arranging the pages on a single sheet. If you want a border to appear around each page image, select the border type from the Border menu. Select any other print settings that you want, and then click Print.
Chapter 8 In tray 250-Sheet Plain Paper Tray Accessory Auto Two-Sided Print Accessory with Small Paper Tray Follow these steps to select a paper source: 1. 2. 3. Open the Print dialog box. Select the Paper Type/Quality pane. In the Source drop-down list, click one of the following options: – Upper tray: Prints from the In tray. – Lower tray: Prints from the 250-Sheet Plain Paper Tray Accessory. – Rear tray: Prints from the Auto Two-Sided Print Accessory with Small Paper Tray.
Book binding 3. let binding Select any other print settings that you want, and then click Print. After the first side of the page is printed, the printer pauses while the ink dries. After the ink is dry, the paper is pulled back into the duplexer and the reverse side of the page is printed. Note Do not remove the paper from the printer until both sides of the page have been printed. Resize a document Use this feature to shrink or enlarge printed text and graphics without changing the paper size.
9 Printer software ● ● ● ● ● Print settings Manage the printer (Mac OS X 10.3 and later) Manage the printer (Mac OS X 10.2) View and change the status of a print job (Mac OS X 10.3 and later) View and change the status of a print job (Mac OS X 10.2) Print settings The printer is controlled by software that is installed on the computer. Use the printer software, also known as the printer driver, to change the print settings for a document.
8. 9. Cancel: Close the Print dialog box without printing the document. Print: Print the document. Note The Fax option is available only in Mac OS X 10.3 and later. Manage the printer (Mac OS X 10.3 and later) Use Printer Setup Utility to manage the printer. Managing the printer includes the following tasks: ● ● ● Add a printer Set a default printer Delete a printer Add a printer Follow these steps to add a printer to your computer: 1. 2. 3. 4. 5.
Chapter 9 Add a printer Follow these steps to add a printer to your computer: 1. 2. 3. 4. 5. In Finder, click Applications, then click Utilities, and then double-click Print Center. Click Add Printer. The Add Printer dialog box appears. Select the connection type for the printer (for example, USB). Select the printer name from the printer list. Click Add. Set a default printer Follow these steps to set the printer as the default printer: 1. 2.
1. 2. 3. User's guide In Finder, click Applications, then click Utilities, and then double-click Print Center. Double-click the printer name to display the print queue. Click a print job to select it. Use the following buttons to manage the print job: – Delete: Cancel the selected print job. – Hold: Pause the selected print job. – Resume: Continue a paused print job. – Stop Jobs: Pause all print jobs in the print queue.
10 Maintenance ● ● ● ● ● ● ● ● ● ● ● ● Install print cartridges Set the auto-off feature Align the print cartridges Calibrate color Automatically clean print cartridges Print a test page View estimated ink levels Maintain the printer body Remove ink from your skin and clothing Manually clean print cartridges Maintain print cartridges HP Printer Utility Install print cartridges When you need to replace print cartridges, make sure you have the correct print cartridges for the printer, and then install them
1 ● ● Selection number label Printer documentation: For a list of print cartridge selection numbers, see the reference guide that came with the printer. HP Printer Utility: Open the HP Printer Utility and then select the Supplies pane. Ink-backup mode The printer can operate with only one print cartridge installed. For more information, see Ink-backup mode. Installation instructions Follow these steps to install a print cartridge: 1. 2. 3. 4. Verify that the printer is turned on.
Chapter 10 6. Remove the replacement print cartridge from its packaging and carefully remove the plastic tape. Hold the print cartridge so that the copper strips are on the bottom and facing toward the printer. 1 Remove plastic tape Caution Do not touch the print cartridge ink nozzles or copper contacts. Touching these parts will result in clogs, ink failure, and bad electrical connections. Do not remove the copper strips. They are required electrical contacts. 7.
8. Push down on the print cartridge latch until it snaps closed. 9. Close the printer cover. The printer automatically prints a calibration page. For information about storing print cartridges, see Maintain print cartridges. For information about recycling empty print cartridges, see Print cartridge recovery. Warning Keep both new and used print cartridges out of the reach of children.
Chapter 10 To align print cartridges: 1. 2. 3. 4. Load Letter or A4 plain, white paper in the In tray. Open the HP Printer Utility. Click Align the Print Cartridges. Click Align, and then follow the onscreen instructions. Calibrate color Perform a color calibration if the colors in photos that are printed with the photo print cartridge consistently look incorrect. Before performing a color calibration, align the print cartridges, and then reprint the photo.
Note If the print cartridges were used before being installed in the printer, the estimated ink levels will not appear on the Estimated Ink Levels . The Estimated Ink Level tab also contains print cartridge ordering information. To view this information, click the Print Cartridge Information button. Maintain the printer body Because the printer ejects ink onto the paper in a fine mist, ink smudges will eventually appear on the printer case and adjacent surfaces.
Chapter 10 Prepare to clean 1. Open the printer cover. 2. Wait until the print cartridge cradle moves to the right side of the printer and is idle and quiet. 3. Remove the print cartridges and place them on a piece of paper, with the copper strips facing up. Caution Do not leave the print cartridges outside the printer for more than 30 minutes. Cleaning instructions 1. Lightly moisten a cotton swab with distilled water and squeeze any excess water from the swab. 2.
If you store the print cartridge in an airtight plastic container, make sure that the ink nozzles are face down but are not in contact with the container. Insert the print cartridge into the print cartridge protector Slide the print cartridge at a slight angle into the protector, and snap it securely in place. Remove the print cartridge from the print cartridge protector Press down and back on the top of the protector to release the print cartridge. Slide the print cartridge out of the protector.
Chapter 10 ● ● Open the HP Printer Utility HP Printer Utility panes Open the HP Printer Utility To open the HP Printer Utility, follow the instructions for your operating system. Mac OS X 10.3 and later 1. In Finder, click Applications, then click Utilities, and then double-click Printer Setup Utility. 2. Select the printer, and then click Utility. The HP Printer Utility appears. Mac OS X 10.2 1. In Finder, click Applications, then click Utilities, and then double-click Print Center. 2.
11 Troubleshooting ● ● ● ● ● ● ● ● ● ● ● ● ● ● ● ● ● ● ● Ethernet problems Printer does not print Paper jam Paper problems Paper mismatch Printer is stalled Print cartridge problems Photos do not print correctly PictBridge problems Bluetooth printing problems Banners do not print correctly Print quality is poor Document is misprinted Problems with borderless documents Error messages Printer lights are on or flashing Document prints slowly If you continue to have problems HP support process Ethernet probl
Chapter 11 (continued) State of the Link light Task Off Verify the following: ● ● ● The Ethernet cable is securely connected to the printer. The network hub, switch, or router is on and working properly. The printer is connected to the network. Activity light Follow these steps if the Link light is on, but the printer does not print: 1. 2. 3. Wait until the printer is idle. Try to reprint the document. Look at the Activity light on the back of the printer.
If you still cannot access the printer's EWS, then follow these steps: 1. 2. 3. Print an HP Report page. Find the printer's IP address. Launch the Internet browser. Note Use Microsoft Internet Explorer 5.0 or higher, Netscape 4.75 or higher, or Safari 1.0 or higher. 4. Enter the printer's IP address in the address box, then press Enter.
Chapter 11 Check the printer cable connection If your printer and computer are USB-connected and are not communicating with each other, try the following: ● ● ● ● ● Make sure the power cord is firmly connected to the printer and plugged into a power outlet. Check the USB cable. If you are using an older cable, it might not be working properly. If you experience problems, the USB cable might need to be replaced. Also verify that the cable does not exceed 3 meters (9.8 feet) in length.
4. 5. 6. Remove any paper that is inside the printer by pulling it out from the back of the printer. If you are printing labels, verify that a label did not become detached from the label sheet while passing through the printer. Replace the rear access door securely. If the paper jam cannot be removed from the back of the printer, raise the printer cover, remove the paper jam from the front of the printer, and then lower the cover.
Chapter 11 Accessories? (continued) If the Auto Two-Sided Print Accessory with Small Paper Tray is attached to the printer, follow these steps to clear a paper jam Auto Two-Sided Print Accessory with Small Paper Tray. Paper problems Printer does not feed paper Try one or more of the following solutions: ● ● ● Reduce the number of sheets in the In tray. Remove the paper from the In tray, and then reload it. Use a different type of paper.
Paper weight The printer might print on multiple sheets of paper at once if the paper is under the recommended paper weight. Use paper that is within the recommended specifications. For paper weight specifications, see the reference guide that came with the printer. Paper might be loaded improperly The printer might print on multiple sheets of paper at once if the paper is loaded too far toward the back of the printer or if the paper guide is not positioned firmly against the paper.
Chapter 11 Print cartridge problems Incorrect print cartridge The printer can only print when the correct print cartridges are installed. If you receive a print cartridge error message, one or both of the print cartridges cannot be used in the printer. A flashing Print Cartridge Status light indicates which print cartridge is incorrect. To verify that you have the correct print cartridges: 1. 2. 3. 4. 5. 6. Open the printer cover. Read the selection number on the print cartridge label.
Note You can print with one print cartridge in ink-backup mode if you do not have a replacement print cartridge available. 5. If the Print Cartridge Status light continues to flash after replacing the print cartridge, visit HP Technical Support at www.hp.com/support. Printing in ink-backup mode message When the printer detects that only one print cartridge is installed, ink-backup mode is initiated.
Chapter 11 Check the printer settings 1. Open the Page Setup dialog box. 2. In the Page Attributes pane, verify the following settings: – Paper Size: The appropriate paper size – Orientation: The appropriate orientation 3. Open the Print dialog box. 4. In the Paper Type/Quality pane, verify the following settings: – Paper Type: The appropriate photo paper type – Quality: Best or Maximum dpi 5. Use the Real Life technologies for photo enhancement.
Part of the photo is faded If part of the photo is faded, follow these guidelines. Part of the photo is faded Fading might occur on the edges or near the edges of a photo. Fading occurs on the edges of a photo Verify that the photo paper is not curled. If the photo paper is curled, place the paper in a plastic bag and gently bend it the opposite direction of the curl until the paper lies flat. If the problem persists, then use photo paper that is not curled.
Chapter 11 PictBridge problems Images in a connected digital camera do not print There are several reasons why images in a connected digital camera do not print: ● ● ● ● The digital camera is not PictBridge-compatible. The digital camera is not in PictBridge mode. The images are not in a supported format. You did not select any photos on the camera for printing. Check the documentation that came with the camera to ensure it supports PictBridge.
(continued) State of the lights Task Connection light is on and the Error light flashes twice The camera has requested an unsupported command. Bluetooth printing problems Bluetooth device cannot find the printer Try one of the following solutions: ● ● Make sure the HP Bluetooth Wireless Printer Adapter is plugged into the camera port on the front of the printer. The light on the adapter double-blinks once a second when the adapter is ready to receive data. You might be too far from the printer.
Chapter 11 resolution cameras, such as those found in wireless phones, might not have high enough resolution to produce a high-quality print. The image printed with borders The printing application installed on the device with Bluetooth wireless technology might not support borderless printing. Contact the vendor of the device, or go to their support website to obtain the latest updates for the printing application.
Print is faded ● Verify that neither of the print cartridges is low on ink. If a print cartridge is low on ink, consider replacing the print cartridge. For the correct part numbers, see the reference guide that came with the printer. ● Verify that a black print cartridge is installed. If the black text and images on the printouts are faded, you might be printing with only the tri-color print cartridge.
Chapter 11 Too much or too little ink appears on the page Follow these steps to adjust the ink density: 1. 2. 3. 4. 5. 6. Open the Print dialog box. Select the Paper Type/Quality pane. Click the Ink tab. Move the Ink Density slider toward Light or Heavy. Move the Dry Time slider toward More. Click Print. Document is misprinted Text and images are misaligned If the text and images on your printouts are misaligned, then align the print cartridges. Document is printed off-center or at an angle 1.
Streaks appear in a light portion of a photo If streaks appear in a light portion of a photo, approximately 63 mm (2.5 inches) from one of the long edges of the photo, try the following solutions: If streaks appear in a light portion of a photo, approximately 63 mm (2.5 inches) from one of the long edges of the photo, install a photo print cartridge in the printer. Horizontal lines appear on a photo If light or dark horizontal lines appear on photos: 1. 2. 3. 4. Clean the print cartridges.
Chapter 11 Verify that no problem exists with the source image. For example, if you are printing a scanned image, verify that the image was not crooked when it was scanned. If the problem is not caused by the source image, follow these steps: 1. Remove all paper from the In tray. 2. Load the paper correctly in the In tray. 3. Verify that the paper guides fit firmly against the edge of the paper. 4. Follow loading instructions for the paper type.
Verify that photo paper is not curled. If the photo paper is curled, place the paper in a plastic bag and gently bend it in the opposite direction of the curl until the paper lies flat. If the problem persists, then use photo paper that is not curled. For instructions about preventing photo paper from curling, see Storing and handling photo paper. Fading occurs near the edges of a photo If fading occurs approximately 25 to 63 mm (1.0 to 2.
Chapter 11 For photo paper with a tear-off If the border appears below the tear-off , remove the . If the border appears above the tear-off : ● ● Align the print cartridges. Verify that no problem exists with the source image. For example, if you are printing a scanned image, verify that the image was not crooked when it was scanned. Error messages Out of paper message If you receive an out of paper message, follow these guidelines.
Print cartridge carriage is stalled message Follow these steps if the printer stalls while you are printing a document. Paper detected does not match paper size or type selected message If you receive an error message about a paper mismatch, it indicates that the paper size or type selected in the software program or in the printer software does not match the paper in the In tray. Follow these instructions to resolve the problem.
Chapter 11 ● ● ● Place paper in the In tray, and then press the Resume button. There might be a paper jam. Follow these instructions to clear a paper jam. The print cartridges are the correct print cartridges for the printer and are properly installed. The printer might be stalled. Follow these instructions to correct a stalled printer. Print Cartridge Status light is on or flashing The printer has two print cartridge status lights. 1. 2.
Otherwise, follow these steps: 1. 2. 3. Raise the printer cover, remove the print cartridge on the right, and then lower the cover. Follow one of these steps: – If the light is flashing: Open the printer cover, replace the print cartridge that you removed, and then remove the other print cartridge. Proceed to step 3. – If the light is off: There is a problem with the print cartridge that you removed. Proceed to step 3. Manually clean the print cartridge.
Chapter 11 Computer does not meet system requirements If your computer does not have enough RAM or a large amount of free space on the hard drive, the printer processing time will be longer. 1. 2. Verify that the computer hard disk space, RAM, and processor speed meet the system requirements. The system requirements are listed in the reference guide that came with the printer. Make space available on the hard drive by deleting unwanted files.
12 Accessories The following optional accessories are available to be used with the HP printer. Automatic Two-Sided Printing Accessory 250-Sheet Plain Paper Tray Auto Two-Sided Print Accessory with Small Paper Tray If an accessory is not included with the printer, it can be purchased separately from an authorized HP dealer. For accessory part numbers, see the accessory supply list. Note The availability of accessories varies by country/region.
Chapter 12 The duplexer only supports certain paper types. For a list of supported paper types, see the duplexer specifications. Learn how to install the duplexer. Use the duplexer to print a two-sided document automatically. Follow these tips to solve automatic two-sided printing problems. Install the duplexer Follow these steps to attach the duplexer to the printer: 1. Push the two latch handles on the printer's rear access door toward each other, and then remove the door.
Automatic Two-Sided Printing Accessory Auto Two-Sided Print Accessory with Small Paper Tray The two-sided printing accessories only support certain paper types. For a list of supported paper types, see the documentation that came with the accessory. If a two-sided printing accessory is not attached to the printer or you are printing on an unsupported paper type, use manual two-sided printing. Print 1. Open the Print dialog box, and then select the Two-Sided Printing pane. 2.
Chapter 12 3. 4. Remove any paper inside the printer. Open the duplexer. 5. 6. Remove any paper from inside the duplexer. Close the duplexer, and then re-attach the duplexer to the printer. Option for two-sided printing cannot be selected The printer driver cannot sense the duplexer until a print job is sent to the printer. Print a single-sided document, and then print the two-sided document. The option for using the duplexer will appear in the printer software.
● ● ● The correct print options are set in both the printer software and the software program that you are using. The photo paper is not curled, if you are printing on two-sided photo paper. Photo paper should be flat before printing. See storing and handling photo paper for more information. The media type and size that is selected on the Paper Type/Quality tab are supported by the duplexer. Note Do not try to print a two-sided document on single-sided paper, such as single-sided photo paper.
Chapter 12 Cards: ● 127 x 203 mm (5 x 8 in) ● 102 x 152 mm (4 x 6 in) ● A6: 105 x 148.5 mm ● Hagaki: 100 x 148 mm ● L size: 89 x 127 mm 250-Sheet Plain Paper Tray The 250-Sheet Plain Paper Tray Accessory expands the paper capacity of the printer to 400 sheets. It is useful for high-volume printing and for occasions when you want to use the In tray for special media such as letterhead paper, but still have plain paper readily available.
4. Gently place the printer on top of the paper tray. Load the 250-Sheet Plain Paper Tray Accessory Follow these instructions to load the 250-Sheet Plain Paper Tray Accessory. Two parts The 250-Sheet Plain Paper Tray Accessory has two parts. 1 Base 2 Lower tray The lower tray has three size adjusters. 1 Paper-width guide 2 Paper-width fence 3 Paper-length guide Note When changing the paper size in the paper tray, you must set all three paper guides.
Chapter 12 Follow these steps to set the paper size: 1. Remove the lower tray from the base. 2. Slide the paper-width guide until the arrow is even with the correct setting. 1 Align the arrows Note To print on legal-sized paper, set the paper-width guide to LTR. 3. 112 Set the paper-width fence by carefully inserting it into the appropriate slots.
1 Tilt the fence forward 2 Insert the fence into the appropriate slots 3 Tilt the fence back until it locks into place Note To print on legal-sized paper, set the paper-width guide to LTR. 4. Set the paper-length guide by pulling it until the arrow lines up with the paper size. 1 Align the arrows Note To print on legal-sized paper, pull the paper-length guide all the way out. Load paper Follow these steps to load paper: 1. 2. 3. User's guide Remove the lower tray from the base.
Chapter 12 4. Insert the lower tray in the base until it locks into place. Use the 250-Sheet Plain Paper Tray Accessory If the 250-Sheet Plain Paper Tray Accessory is not installed on the printer, follow the installation steps. Note The 250-Sheet Plain Paper Tray Accessory is not available in all countries/ regions. Follow these steps to use the 250-Sheet Plain Paper Tray Accessory: 1. 2. 3. Open the Print dialog box. Select the Paper Type/Quality pane. In the Source drop-down list, click Lower tray.
Auto Two-Sided Print Accessory with Small Paper Tray The Auto Two-Sided Print Accessory with Small Paper Tray is a hardware device that contains a rear tray for small media and a duplexer for two-sided printing on both fullsize and small media. ● Postcards and other small media can be printed on two sides automatically when they are fed from the rear tray. ● Photo paper and envelopes can be printed on one side by using the small paper tray. ● Print two-sided documents automatically.
Chapter 12 2. Do not discard the rear access door. In order to print, the accessory or the rear access door must be attached to the printer. Insert the accessory into the back of the printer until both sides snap into place. Note Do not press the buttons on either side of the accessory when installing it into the printer. Use the buttons only when removing the accessory from the printer.
3. 4. Release the paper lever. Slide the paper-width guide against the edge of the cards. Print 1. Open the Page Setup dialog box, and then select the following settings: – Paper Size: The appropriate paper size Note To print a borderless card, click the borderless photo size that matches the card size. 2. 3. 4. 5. 6. – Orientation: The appropriate orientation Click OK. Open the Print dialog box.
Chapter 12 Configure the printer to feed paper from the accessory Follow these steps to configure the printer to feed paper from the accessory: 1. 2. 3. Press and hold down the Report Page button. While holding down the Report Page button, press the Cancel button twice. Release the Report Page button. After configuring the printer to feed paper from the accessory, load the photo paper into the accessory and then follow the PictBridge printing instructions.
3. 4. Release the paper lever. Slide the paper-width guide against the edge of the photo paper. Print 1. Open the Page Setup dialog box, and then select the following settings: – Paper Size: The appropriate paper size Note To print a borderless photo, select a borderless photo paper size. 2. 3. 4. 5. 6. – Orientation: The appropriate orientation Click OK. Open the Print dialog box.
Chapter 12 Guidelines ● Avoid using envelopes that have the following qualities: – Have clasps or windows – Have thick, irregular, or curled edges – Are shiny or embossed – Are wrinkled, torn, or otherwise damaged ● Align the envelope edges before inserting them in the rear tray. ● Do not exceed the maximum capacity of the rear tray capacity: 80 envelopes. Prepare to print 1. Slide the paper-width guide to the left. 2. Pull the paper lever forward and insert the envelopes.
2. 3. 4. 5. Click OK. Open the Print dialog box. Select the Paper Type/Quality pane, and then select the following settings: – Source: Rear tray – Paper Type: Plain paper Select any other print settings that you want, and then click Print. Problems with the Auto Two-Sided Print Accessory with Small Paper Tray Paper jam Do not clear a paper jam from the front of the printer. Follow these steps to remove a paper jam from the Auto Two-Sided Print Accessory with Small Paper Tray: 1. 2. Turn off the printer.
Chapter 12 5. 6. 7. 8. Tilt the Small Paper Tray forward and open the lower door of the accessory. 1 Tilt the Small Paper Tray 2 Open the lower door Remove any paper that is inside the accessory. Close the accessory, and then secure the back lever to close the accessory. Re-attach the accessory to the printer. Option for two-sided printing cannot be selected The printer driver cannot sense the duplexer until a print job is sent to the printer.
Binding margin is in the wrong place 1. Open the Print dialog box. 2. Select the Two-Sided Printing pane. 3. Verify that the correct binding has been selected: – The Book button is selected for binding along the side. – The let button is selected for binding along the top.
Chapter 12 ● ● – A6, 105x148 mm – L, 89x127 mm, L, 89x127 mm with tab – Panoramic 4x10 in, 4x11 in, 4x12 in Envelopes: – No. 10 Envelope, 4.12x9.5 in – Japanese envelope No. 4, 90x205 mm Hagaki: Hagaki, 100x148 mm Tray capacities: ● ● ● ● 124 Photo paper: – 4x6, L size: Up to 80 sheets – Panoramic: Up to 5 sheets Hagaki: Photo: Up to 80 cards Cards: – 4x6: Up to 100 – A6: Up to 100 Envelopes: – No. 10: Up to 20 – Japanese envelope No.
13 Supplies ● ● ● ● Paper USB cables Accessories Print cartridges Note The availability of supplies and accessories varies by country/region. Paper To order media such as HP Premium Paper, HP Premium Inkjet Transparency Film, HP Iron-On Paper, or HP Greeting Cards, go to www.hp.com. Choose a country/region, and then select Buy or Shopping. USB cables C6518A HP USB A–B 2-meter cable Accessories If an accessory is not included with the printer, it can be purchased separately from an authorized HP dealer.
14 Specifications ● Printer specifications Printer specifications See the reference guide that came with the printer for complete printer specifications, including this information: ● ● ● ● 126 Types, sizes, and weights of paper and other printing media that can be used with the printer Print speeds and resolutions Power requirements Computer operating system requirements HP Deskjet 6940 series
15 Environmental information ● ● Environmental statement Print cartridge recovery Environmental statement Hewlett-Packard continuously improves the design processes of its deskjet printers to minimize the negative impact on the office environment and on the communities where printers are manufactured, shipped, and used. Reduction and elimination Paper use: The printer's two-sided printing capability reduces paper usage and the resulting demands on natural resources.
Chapter 15 Recycling information for the European Union Important recycling information for our customers in the European Union: To preserve the environment, this product must be recycled after its useful life as required by law. The symbol below indicates that this product may not be disposed in the general trash. Please return the product for proper recovery/disposal to the authorized collection location nearest to you.
To participate, simply follow the directions provided on HP's Web site at this address: www.hp.com/recycle. This service is not available in all countries/regions. Customers may be asked for their name, phone number, and address. Because HP's unique recycling processes are very sensitive to material contamination, we cannot take back and recycle cartridges from other manufacturers.
Chapter 15 130 HP Deskjet 6940 series
