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HP Deskjet 6940 series
User's guide
Hewlett-Packard Company
notices
The information contained in this
document is subject to change without
notice.
All rights reserved. Reproduction,
adaptation, or translation of this
material is prohibited without prior
written permission of Hewlett-Packard,
except as allowed under copyright
laws.
The only warranties for HP products
and services are set forth in the express
warranty statements accompanying
such products and services. Nothing
herein should be construed as
constituting an additional warranty. HP
shall not be liable for technical or
editorial errors or omissions contained
herein.
Acknowledgements
Microsoft, Windows, and Windows XP
are registered trademarks of Microsoft
Corporation.
TrueType is a U.S. trademark of Apple
Computer, Inc.
Adobe, Adobe Photoshop, and Acrobat
are trademarks of Adobe Systems
Incorporated.
Bluetooth is a trademark owned by its
proprietor and used by HewlettPackard Company under license.
Copyright 2005 Hewlett-Packard
Development Company, L.P.
Contents
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User's guide
Welcome.................................................................................................................4
Special features.....................................................................................................5
Get started..............................................................................................................6
Printer features .......................................................................................................6
Buttons and lights ...................................................................................................8
Paper trays ...........................................................................................................11
Photo/envelope feeder .........................................................................................13
Print cartridges .....................................................................................................15
Ink-backup mode ..................................................................................................16
Automatic paper-type sensor ...............................................................................17
Quiet mode ...........................................................................................................17
Connect to the printer.........................................................................................18
USB ......................................................................................................................18
Wired Ethernet networking ...................................................................................19
Bluetooth wireless printing ...................................................................................34
Print photos.........................................................................................................38
Print borderless photos ........................................................................................38
Print photos with a border ....................................................................................40
HP Real Life technologies ....................................................................................42
Photo print cartridge .............................................................................................42
Maximum dpi ........................................................................................................43
Advanced color settings .......................................................................................44
Color management ...............................................................................................44
Gray photo print cartridge .....................................................................................44
Exif Print ...............................................................................................................45
Store and handle photo paper ..............................................................................45
Save money when printing photos .......................................................................46
Print photos from a digital camera....................................................................47
Use a PictBridge camera ......................................................................................47
Use a Bluetooth camera phone ............................................................................48
Print other documents........................................................................................50
E-mail ...................................................................................................................50
Letters ...................................................................................................................51
Documents ...........................................................................................................52
Envelopes .............................................................................................................53
Brochures .............................................................................................................54
Greeting cards ......................................................................................................56
Postcards ..............................................................................................................57
Transparencies .....................................................................................................58
Labels ...................................................................................................................59
Index cards and other small media ......................................................................60
Booklets ................................................................................................................61
Posters .................................................................................................................62
Iron-on transfers ...................................................................................................64
Banners ................................................................................................................65
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CD/DVD tattoos ....................................................................................................66
Printing tips..........................................................................................................68
Printing shortcuts ..................................................................................................68
Fast/economical printing .......................................................................................68
General everyday printing ....................................................................................69
Presentation printing ............................................................................................69
Print in grayscale ..................................................................................................69
Select a print quality .............................................................................................69
Set the page order ................................................................................................70
Print multiple pages on a single sheet of paper ...................................................70
Print a different first page .....................................................................................70
Print preview .........................................................................................................71
Set a custom paper size .......................................................................................71
Select a paper type ..............................................................................................72
Select a paper source ..........................................................................................72
Print task quick sets ..............................................................................................73
Automatic two-sided printing ................................................................................74
Manual two-sided printing ....................................................................................76
Resize a document ...............................................................................................79
Watermarks ..........................................................................................................80
9 Printer software...................................................................................................82
Printer Properties dialog box ................................................................................82
What's This? help .................................................................................................82
Ink Status window .................................................................................................82
Download printer software updates ......................................................................83
10 Maintenance.........................................................................................................84
Install print cartridges ...........................................................................................84
Set the auto-off feature .........................................................................................87
Align the print cartridges .......................................................................................87
Calibrate color ......................................................................................................88
Automatically clean print cartridges ......................................................................88
Print a test page ...................................................................................................88
View estimated ink levels .....................................................................................88
Maintain the printer body ......................................................................................89
Remove ink from your skin and clothing ..............................................................89
Manually clean print cartridges .............................................................................89
Maintain print cartridges .......................................................................................90
Printer Toolbox .....................................................................................................91
11 Troubleshooting..................................................................................................93
Ethernet problems ................................................................................................93
Printer does not print ............................................................................................95
Paper jam .............................................................................................................96
Paper problems ....................................................................................................98
Paper mismatch ....................................................................................................99
Printer is stalled ....................................................................................................99
Print cartridge problems .....................................................................................100
Photos do not print correctly ...............................................................................102
PictBridge problems ...........................................................................................104
Bluetooth printing problems ................................................................................105
Banners do not print correctly ............................................................................107
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HP Deskjet 6940 series
Contents
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User's guide
Print quality is poor .............................................................................................107
Document is misprinted ......................................................................................109
Problems with borderless documents ................................................................110
Error messages ..................................................................................................114
Printer lights are on or flashing ...........................................................................116
Document prints slowly .......................................................................................118
If you continue to have problems .......................................................................119
HP support process ............................................................................................119
Accessories.......................................................................................................120
Automatic Two-Sided Printing Accessory (duplexer) .........................................120
250-Sheet Plain Paper Tray ...............................................................................127
Auto Two-Sided Print Accessory with Small Paper Tray ....................................133
Supplies..............................................................................................................143
Paper ..................................................................................................................143
USB cables .........................................................................................................143
Accessories ........................................................................................................143
Specifications ...................................................................................................144
Printer specifications ..........................................................................................144
Environmental information...............................................................................145
Environmental statement ....................................................................................145
Print cartridge recovery ......................................................................................146
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Welcome
To find an answer to a question, select one of the following topics:
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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
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Special features
Congratulations! You have purchased an HP Deskjet printer that is equipped with several
exciting features:
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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.
Borderless printing: Use the entire page surface when printing photos and
brochures with the borderless printing feature.
Real Life technologies: Get better photos easier with HP Real Life technologies.
Automatic red-eye removal and adaptive lighting to enhance detail in shadows are
just a few of the many technologies included.
Six-ink upgradeable printing: Enhanced photo printing with a six-ink photo print
cartridge (purchased separately).
HP Vivera Inks deliver true-to-life photo quality and exceptional fade resistance
resulting in vivid colors that last. HP Vivera Inks are specially-formulated and
scientifically tested for quality, purity and fade resistance.
Printing from a digital camera: Print photos directly from a PictBridge-compatible
camera using the front USB port.
Automatic paper-type sensor: Use the auto paper-type sensor to optimize print
quality for various papers.
Quiet mode: Use the Quiet mode feature when you require quieter printing, as when
a baby is sleeping nearby, or when clients are in the office.
Photo/envelope feeder: Use the photo/envelope feeder to conveniently print single
envelopes, photos, or postcards.
Bluetooth printing: Print images without a cable using Bluetooth. Use an optional
HP Bluetooth Wireless Printer Adapter to print images from most Bluetooth devices
to the printer without a cable connection.
Optional Automatic Two-Sided Printing Accessory: Purchase an Automatic
Two-Sided Printing Accessory to print two-sided documents automatically.
Optional Auto Two-Sided Print Accessory with Small Paper Tray: Purchase an
Auto Two-Sided Print Accessory with Small Paper Tray to print two-sided documents
automatically and load small media from the back of the printer.
Optional 250-Sheet Plain Paper Tray Accessory: Purchase a 250-Sheet Plain
Paper Tray Accessory to expand the printer's paper-handling capability.
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Get started
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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.
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1
Buttons and lights
2
Paper trays
3
Photo/envelope feeder
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Front USB port
HP Deskjet 6940 series
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Print cartridges
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Automatic paper-type sensor (not illustrated)
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Ink-backup mode (not illustrated)
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Rear USB port
2
Wired Ethernet port
Optional accessories
User's guide
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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.
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Power button and light
2
Print Cancel button
3
Resume button and light
4
Network light
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Report Page button
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Print Cartridge Status lights
For a description of the following buttons and lights, click the appropriate option:
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Report Page button
Network light
Power button and light
Use the Power button to turn the printer on and off. It can take a few seconds for the
printer to turn on after you press the Power button.
The Power light flashes when the printer is processing.
Caution Always use the Power button to turn the printer on and off. Using a
power strip, surge protector, or a wall-mounted switch to turn the printer on and
off might cause printer failure.
The printer is designed with an auto-off feature that, when set, automatically places the
printer into a low power mode when it has been idle for 30 minutes. In this mode, the
printer continues to consume a maximum 3.0 watts of power and turns back on
automatically when print jobs are sent to the printer. You can manually turn the printer
off by pressing and holding the Power button for three seconds. When the printer is
manually turned off, the printer uses less than one watt of power.
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HP Deskjet 6940 series
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.
Print Cartridge Status lights
The Print Cartridge Status lights indicate the status of the print cartridges.
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User's guide
Print Cartridge Status lights
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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. That print cartridge can be the black print cartridge, the
photo print cartridge, or the gray photo print cartridge.
– The light is on and solid when the black, photo, or gray photo print cartridge is
low on ink.
– The light flashes when the black, photo, or gray photo print cartridge needs to
be serviced.
PictBridge lights
Plug a PictBridge-enabled camera into the front USB port using a digital camera USB
cable to print digital photographs.
1
Connection light
2
Error light
When a PictBridge-compatible camera is connected correctly, the green Connection light
is illuminated. The printer Power light flashes and the Connection light remains lit solid
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HP Deskjet 6940 series
when printing from 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.
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In tray
Slide the paper guides firmly against the edges of the media on which you are printing.
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Paper-width guide
2
Paper-length guide
Out tray
Printed pages are deposited in the Out tray.
User's guide
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Chapter 3
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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.
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Out-tray extension
2
Out-tray extension stop
After the print job is complete, fold the Out-tray extension stop, and then push the Outtray extension into the Out tray.
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HP Deskjet 6940 series
Photo/envelope feeder
Use the photo/envelope feeder to print a variety of media sizes including the following
documents:
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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.
Photos
Follow these steps to use the photo/envelope feeder to print a single photo:
1.
2.
User's guide
Insert the photo paper into the photo/envelope feeder with the side to be printed on
facing down.
Gently push the photo paper into the photo/envelope feeder as far as it will
comfortably go.
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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.
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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 comfortably
go.
HP Deskjet 6940 series
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.
Use print cartridges
The print cartridges can be used in the following ways:
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Everyday printing: Use the black and tri-color print cartridges for everyday print
jobs.
Quality color photos: For more vibrant colors when printing color photographs or
other special documents, remove the black print cartridge and install a photo print
cartridge. The photo print cartridge, in combination with the tri-color print cartridge,
provides you with virtually grain-free photos.
Quality black-and-white photos: For outstanding black-and-white photographs,
remove the black print cartridge and use a gray photo print cartridge in combination
with the tri-color print cartridge.
Replace print cartridges
When buying print cartridges, look for the print cartridge selection number.
User's guide
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Chapter 3
You can find the selection number in three places:
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Selection number label: Look at the label on the print cartridge that you are replacing.
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Selection number label
Printer documentation: For a list of print cartridge selection numbers, see the
reference guide that came with the printer.
Print Cartridge Ordering Information dialog box: For a list of print cartridge selection
numbers, open the printer Toolbox, click the Estimated Ink Level tab, and then click
the Print Cartridge Information button.
If a print cartridge runs out of ink, the printer can operate in ink-backup mode.
For information about installing a replacement print cartridge, see the print cartridge
installation page.
Ink-backup mode
Use the ink-backup mode to operate the printer with only one print cartridge. The inkbackup mode is initiated when a print cartridge is removed from the print cartridge cradle.
Ink-backup mode output
Printing in ink-backup mode slows the printer and affects the quality of printouts.
Installed print
cartridge
Result
Black print cartridge
Colors print as grayscale.
Tri-color print cartridge
Colors print but black is grayed and is not a true black.
Photo print cartridge
Colors print as grayscale.
Gray photo print
cartridge
Colors print as grayscale.
Note HP does not recommend using the photo print cartridge or the gray photo
print cartridge for ink-backup mode.
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HP Deskjet 6940 series
Exit ink-backup mode
Install two print cartridges in the printer to exit ink-backup mode.
For instructions about installing a print cartridge, see the print cartridge installation page.
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.
When the auto paper-type sensor is engaged, the printer uses a red optical sensor light
to scan the first page of a document and determine the best paper-type setting and check
paper width. If the paper width is different from the printer software, the printer warns you
and gives you the opportunity to stop printing. If the width matches, the printer determines
the paper-type setting and the page is printed.
Note The Automatic Paper-Type Sensor is not available for documents that are
printed from the 250-Sheet Plain Paper Tray Accessory or the Auto Two-Sided
Print Accessory with Small Paper Tray.
For more information about using the automatic paper-type setting, see Select a paper
type.
Caution Do not place the printer in direct sunlight. Direct sunlight can interfere
with the auto paper-type sensor.
Quiet mode
Use the Quiet mode feature when you require quieter printing, such as when a baby is
sleeping nearby, or when clients are in the office. To activate Quiet mode, open the
Printer Properties dialog box, click the Paper/Quality tab, and then click Quiet
Printing. By activating Quiet mode, the speed and sound level of the print job is reduced.
To resume normal printing speed, click Quiet Printing again to clear this feature.
Quiet mode can be used in Normal, Fast Normal, and Draft print modes.
User's guide
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Connect to the printer
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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. The
computer must be running Windows 98 SE or later to use a 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.
To change a USB connection to an Ethernet connection
If you initially installed the printer as a standalone printer with a USB connection, and
later decided to set up the printer on a network, you must change how the printer is
accessed. If you already understand how to connect to a network, you can use the
general instructions that follow. For more detailed instructions on connecting the printer
to a network, see the setup poster.
1.
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6.
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Unplug the USB connection from the back of the printer.
Connect an Ethernet cable from the Ethernet port on the back of the printer to an
available Ethernet port on the router, switch, or access point.
Insert the printer software CD in the computer CD-ROM drive.
The Setup Wizard begins.
On the Connection Type screen, select Wired Network, and then click Next.
Follow the onscreen instructions to complete the network installation.
When the installation is complete, open Printers and Faxes in Control Panel and
delete the printers for the USB installation.
HP Deskjet 6940 series
Wired Ethernet networking
For setup information, click one of the following options:
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Ethernet basics
What you need for a wired network
Install the printer on an Ethernet network
For a description of the printer's Ethernet feature, click one of the following options:
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Ethernet lights
Report Page button
Network light
Reports page
Embedded Web server (EWS)
Other information:
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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.
To install the printer on an Ethernet network, follow the Ethernet installation instructions.
Hardware
Hubs, switches, and routers
On an Ethernet network, devices, such as computers and printers, are each connected
to a network hub, switch, or router.
Hubs, switches, and routers can look similar, but there are important differences:
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Hubs are passive. Other devices on the network plug into the hub in order to
communicate with one another. A hub does not manage the network.
A switch allows devices on a network to communicate directly with one another in a
smooth and efficient manner. A switch monitors and directs network traffic in order
to allow each transmission the most possible bandwidth. By monitoring network
traffic, a switch minimizes collisions and maximizes speed.
Routers primarily connect different networks (for example, connecting a home
network to the Internet). Routers are active. Routers have network administration
tools, such as firewalls and DHCP. A router can act as a gateway, while a hub and
a switch cannot.
Cables
Use a CAT-5 Ethernet cable to connect the printer to an Ethernet network. Ethernet
cables have an RJ-45 plug.
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Chapter 4
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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.
If you place the printer on a network connected to the Internet, it is recommended that
you use a gateway so that the printer's IP address is assigned through DHCP.
A gateway can either be a router or a Windows computer running Internet Connection
Sharing (ICS). For more information about ICS, see the documentation that came with
the Windows computer.
Ethernet network examples
To see some examples of Ethernet networks, see the Ethernet network examples page.
Printing
Computers on the network send print jobs directly to the printer, which prints them in the
order received.
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.
What you need for a wired network
To connect the printer to a wired network, you need the following:
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A functional Ethernet network that includes an Ethernet router, switch, or a wireless
access point with Ethernet ports
CAT-5 Ethernet cable
Although standard Ethernet cables look similar to standard telephone cables, they
are not interchangeable. There is a different number of wires in each one and each
HP Deskjet 6940 series
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has a different connector. An Ethernet cable connector (also called an RJ-45
connector) is wider and thicker and always has eight contacts on the end. A phone
connector has between two and six contacts.
A desktop computer or laptop with either a wired or wireless connection to the router
or access point.
Broadband Internet access (recommended) such as cable or DSL.
Ethernet network examples
These are some common Ethernet network configurations:
Shared Internet connection with a router acting as a gateway
In this example, a router manages the network connections and acts as a gateway
between the network and the Internet.
Shared Internet connection with a PC acting as a gateway
In this example, the network devices are connected to a hub. A computer on the network
acts as the gateway between the network and the Internet. The gateway computer uses
Windows Internet Connection Sharing (ICS) to manage the network connections and
provide Internet access to the other devices.
DSL or cable Internet connection without a gateway
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Chapter 4
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. If possible, use a gateway
to manage the network's Internet access in order to limit exposure to viruses and
guard against unwanted entry.
Ethernet network without an Internet connection
In this example, the network devices are connected to a hub. Devices use AutoIP to
obtain IP addresses.
Install the printer on an Ethernet network
Installing the printer on an Ethernet network is a two-part process.
First you must connect the printer to the network. Then you must install the printer
software on each computer that will use the printer.
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Connect the printer to an Ethernet network
Install the printer software
Connect the printer to an Ethernet network
Follow these steps to connect the printer to an Ethernet network:
1.
2.
3.
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If necessary, set up the printer hardware.
For printer hardware setup instructions, see the setup poster that came with the
printer.
Verify that the printer is powered on.
Connect the Ethernet cable to an available port on the network hub or router.
HP Deskjet 6940 series
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:
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6.
7.
The printer is powered on.
The network hub or router is powered on.
All cable connections are secure.
You are using an Ethernet cable.
Print an HP Report page.
Install the printer software on each computer that will use the printer.
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.
Install the printer software
Before installing the printer software on a networked computer, verify the following items:
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The printer is set up and powered on.
The network hub, switch, or router is powered on and functioning properly.
All computers on the network are powered on and connected to the network.
The printer is installed on the network.
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.
User's guide
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Chapter 4
Software installation
Follow these steps to install the printer software on the computer:
1.
2.
3.
4.
Close all applications running on the computer.
Insert the printer software CD in the computer's CD-ROM drive.
Follow the onscreen instructions. On the Connection Type screen, select Wired
Network.
After the installation has completed, follow the onscreen instructions to print a test
page.
Ethernet lights
The printer's Ethernet lights indicate the status of the printer's Ethernet connection.
Link light
The Link light is solid when the printer is connected to an Ethernet network and powered
on.
State of the Link
light
State of the printer
On
Connected to an Ethernet network and powered on.
Off
Not connected to an Ethernet network or powered off.
Activity light
The Activity light flashes when the printer is receiving or transmitting data over the
Ethernet connection.
State of the Activity State of the printer
light
Flashing
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Receiving or transmitting data over the Ethernet connection.
HP Deskjet 6940 series
(continued)
State of the Activity State of the printer
light
Off
Not receiving or transmitting data over the Ethernet connection.
Report Page button
Use the Report Page button to do the following:
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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.
Status of the icon
Status of the printer network
connection
On
Connected to an Ethernet network.
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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.
If the printer has just been connected to a network, wait a few minutes before printing
the HP Report page to allow the printer to obtain valid settings.
26
HP Deskjet 6940 series
Select the language
The default language for the HP Report page is English. Follow these steps to print the
page in another language:
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.
Understand the HP Report page
The HP Report page lists the following information that you might frequently need to
know:
General information
General information applies to Ethernet networks:
Item
Meaning
Network Status
The printer's network status:
●
●
Ready: The printer is ready to print.
Offline: The printer is not connected to a network.
Active
Connection
Type
The type of network the printer is connected to:
URL
The address to use in order to open the printer's embedded Web
server.
Hardware
Address (MAC)
The printer's Media Access Control (MAC) address.
Firmware
Revision
Revision number of the printer's internal software.
Host Name
The printer's host name on the network.
IP Address
The printer's current IP address on the network.
Subnet Mask
The printer's subnet mask.
●
●
Wired: The printer is connected to an Ethernet network.
Disabled: The printer is not connected to a network.
This item might be requested by HP Service and Support.
Default Gateway The printer's gateway address.
Configuration
Source
User's guide
How the printer obtained its IP address:
●
●
Automatic: AutoIP or DHCP
Manual: Static IP address
27
Chapter 4
(continued)
Item
Meaning
DNS Server
The IP address of the printer's domain name server. Not Specified
means that no IP address has been set. This setting does not apply
to the printer.
mDNS
The printer's mDNS service name on the network.
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.
Miscellaneous
The Miscellaneous section contains information that applies to Ethernet and PictBridge
connections:
Item
Meaning
Total Packets
Transmitted
Number of packets sent without error.
This item might be requested by HP Service and Support.
Total Packets
Received
Number of packets received without error.
This item might be requested by HP Service and Support.
PictBridge
Status
●
●
Connected: The printer is connected to a digital camera.
Error: Something is wrong with the PictBridge connection.
PictBridge Last The last known error to occur in the printer PictBridge function since
Error
the printer was last turned on.
Embedded Web server (EWS)
The embedded Web server (EWS) provides a simple way to manage the printer on a
network.
Use the printer's EWS to do the following:
● Check the printer's status.
● Adjust the printer's network configuration.
28
HP Deskjet 6940 series
(continued)
●
●
●
●
Check estimated ink levels in the print
cartridges.
View network statistics.
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.
Open the embedded Web server
Follow these steps to open the printer's internal Web page:
1.
2.
Launch the Internet browser.
Use Microsoft Internet Explorer 5.0 or higher or Netscape 4.75 or higher.
Enter either the printer's IP address or host name in the browser's address box.
Note If the printer is on a different subnet than the computer, enter the
printer's IP address (for example: http://192.168.1.1) in the browser's
address box to open the embedded Web server. Also, if the computer uses
a proxy server to access the Internet, you might need to configure the
browser to by-pass the proxy server in order to access the EWS.
If you do not know the printer IP address or host name, print an HP Report page.
Caution Use caution when changing the print server's wireless network
settings; you can lose the connection. If you lose the connection, you might need
to use the new settings to reconnect. If the printer loses its network connection,
you might need to reset it to its factory default settings and reinstall the software.
Configure Bluetooth settings on a network printer
The following table describes the Bluetooth settings you can configure on the
Bluetooth tab of the printer's embedded Web server (EWS) if the printer is connected
to the network with an Ethernet cable:
Note If your printer is not connected to a network, connect a USB cable from
your computer to the rear USB port on the printer and open the printer Toolbox
to configure the Bluetooth settings.
User's guide
29
Chapter 4
Parameter
Description
Device Address
The hardware address of the Bluetooth device.
Note You cannot change this address.
Device Name
The device name assigned to the printer so that other
Bluetooth devices can identify it.
Passkey
A 4-digit value that the user must enter in order to print using
Bluetooth. The default passkey is 0000.
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.
High: The printer requires a passkey from the
Bluetooth device before allowing the device to send a
print job to it.
Low: The printer does not require a passkey. Any
Bluetooth device within range can print to it.
Resets the printer's Bluetooth settings to the factory default
settings.
●
●
Yes, reset Bluetooth: Resets Bluetooth to factory
default settings.
No: Settings remain as they are.
Reset the printer to the factory default settings
After the printer is configured for a network, its configuration settings are saved in its
memory.
Resetting the printer to its factory default settings will clear all the settings from the
printer's memory for the network. This should only be done as a last resort when
troubleshooting the printer.
Also, resetting the printer to its factory default settings erases the embedded Web server
(EWS) administrator password.
Resetting the printer to its factory default settings might require you to reinstall the printer
software. Additionally, you will also have to reconfigure the printer's security settings.
Follow these steps to reset the printer to the factory default settings:
1.
2.
3.
4.
30
Verify that the printer is powered on.
Press and hold down the Report Page button.
While holding down the Report Page button, press the Cancel button three times.
Release the Report Page button.
HP Deskjet 6940 series
Networking glossary
numbers
10/100 Base-T: A technical term for Ethernet. 10/100 refers to the speed at which the
Ethernet network functions. 10 indicates 10 megabits per second (Mb/s) for normal
Ethernet, and 100 indicates 100 Mb/s for Fast Ethernet.
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.
c
d
DHCP (Dynamic Host Configuration Protocol): A protocol used to automatically
assign an IP address to each device on a network.
e
EAP: Extensible Authentication Protocol (EAP) is a general protocol for authentication
that also supports multiple authentication methods, such as token cards, one-time
passwords, certificates, and public key authentication.
Ethernet: A popular form of wired computer networking for Local Area Networks.
Ethernet cable: There are two types of Ethernet cables. A straight-through cable is the
most common and is used to connect devices on a network to a hub or router. A crossover
cable is used to connect two devices that have Ethernet ports but that are not hubs or
routers. Use a CAT-5 cable with an RJ-45 plug to connect the printer to an Ethernet
network.
f
Firewall: A combination of hardware and software tools that protects a network from
unwanted entry.
g
Gateway: A dedicated device (router or computer) that connects two different networks.
For example, a computer on an Ethernet network can act as a gateway between the
network and the Internet.
User's guide
31
Chapter 4
h
Host Name: The name by which the printer identifies itself on the network. The printer's
host name is displayed on the HP Report page. Use the host name to open the printer's
embedded Web server (EWS).
Hub: A simple device that acts as the center of an Ethernet network. Other devices on
the network are connected to the hub.
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.
IP address (Internet Protocol address): A unique number that identifies a device on a
network. The IP address is often automatically assigned by DHCP or AutoIP. However,
a device can be manually assigned a static IP address.
j
k
l
LAN (Local Area Network): A high-speed type of computer network that connects
devices that are a relatively short distance from one another. An Ethernet network is one
type of LAN.
m
MAC address (Media Access Control address): The hardware address for a device
on a network. The printer's MAC address is displayed on the HP Report page.
Mb/s (megabits per second): The measure for the rate at which a network functions.
For example, 1 Mb/s equals 1,000,000 bits per second (or 125,000 bytes per second).
mDNS: As an alternative to a Domain Name Server, a device issues a Multicast Domain
Name Server (mDNS) notification to provide information regarding its service. The
notification includes the type of service (such as printing), the name of the service (such
as "your printer"), IP and port addresses, and other necessary information. Each device
on the network receives the notification and stores the information in a personal DNS
server.
n
o
32
HP Deskjet 6940 series
p
Packet: A message sent from one device on a network to other devices on the network.
Protocol: A language that devices on a network use to communicate with each other. A
popular network protocol is TCP/IP.
q
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. It is recommended that the
printer and the computers that use the printer all be on the same subnet.
Subnet mask: A number that identifies the IP addresses that belong to a subnet.
Switch: A network device that manages network traffic in order to minimize collisions
and maximize speed.
t
TCP/IP: Transmission Control Protocol/Internet Protocol (TCP/IP) is the network
communication protocol used on the Internet. The printer's built-in networking feature
supports LANs that use TCP/IP.
u
Unicast packet: A packet sent from one device on a network to another device on the
network.
v
w
x
y
z
User's guide
33
Chapter 4
Bluetooth wireless printing
Use an optional HP Bluetooth Wireless Printer Adapter to print images from most
Bluetooth devices to the printer without a cable connection. Simply insert the Bluetooth
adapter (also known as a dongle) into the front USB port of the printer and print from a
Bluetooth device such as a PDA, camera phone, or computer. For more information, see
the documentation included with the adapter.
Configure the Bluetooth settings on the printer by using either the printer's embedded
Web server (EWS) or the printer Toolbox, depending on whether the printer is connected
to a network.
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
1.
Insert the HP Bluetooth Wireless Printer Adapter into the front USB port of the printer.
1
2.
Front USB port
Some Bluetooth devices exchange device addresses when they communicate with
each other and establish a connection. Also, some Bluetooth devices display the
name of the printer when connected.
If the Bluetooth device requires the address of the printer
a. Print an HP Report page.
The device address of the Bluetooth printer adapter is listed in the Bluetooth
settings.
b. Enter the device address into the Bluetooth device, following the instructions
that came with the Bluetooth device.
If the Bluetooth device displays the name of the printer
➔ Follow the instructions that came with the Bluetooth device to select the printer
for printing or to change the name that is displayed for the printer.
34
HP Deskjet 6940 series
Configure Bluetooth settings
The method to configure Bluetooth settings for the printer depends on whether the printer
is connected to a network.
If your printer is not connected to a network
Note If your printer is not connected to a network, you will need a USB cable to
configure the Bluetooth settings.
1.
2.
3.
4.
Connect a USB cable from your computer to the rear USB port on the printer.
Open the printer Toolbox.
Click the Configure Bluetooth Settings tab.
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.
Device Name
The device name assigned to the printer so that other Bluetooth
devices can identify it.
Passkey
The 4-digit number you must enter before you can print using
Bluetooth. The default passkey is 0000.
To change the Passkey
● Toolbox: Click Change Passkey, and then enter a new 4digit number.
● EWS: Enter a new 4-digit number.
Reset Bluetooth
To reset Bluetooth to factory default settings
● Toolbox: Click Reset Device Access.
● EWS: Click Yes, reset Bluetooth.
Visibility
To select the printer's visibility to other Bluetooth devices
● Toolbox: Click the Make device visible to other
Bluetooth devices check box to allow any Bluetooth
device within range to discover and use the printer. If not
User's guide
35
Chapter 4
(continued)
Option
Description
●
Security Level
selected, only sending devices that have stored the printer's
Bluetooth device address can discover and use the printer.
EWS: Select one of the following options:
– 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.
To set the level of security
Select one of the following options:
●
●
Low: The printer does not require a passkey. Any Bluetooth
device within range can print to the printer.
High: The printer requires a passkey from the Bluetooth
device before allowing the device to send a print job to it.
HP iPAQ Bluetooth printing
To print a file wirelessly using Bluetooth from the HP iPAQ Pocket PC, complete the
following steps:
Step 1: Install Mobile Printing
Install HP Mobile Printing from a desktop computer to the Pocket PC through Microsoft
ActiveSync.
1.
2.
3.
Save the installer program (hpmobileprinting.exe) from www.hp.com/go/
pocketpcprint_software to a desktop computer.
Connect a Pocket PC to the desktop computer by using the ActiveSync cradle. To
properly install this software, the Pocket PC must be in the ActiveSync cradle. If you
need help connecting with ActiveSync, see the Pocket PC user guide.
Double-click hpmobileprinting.exe on the desktop computer. The installer program
copies the necessary files to the Pocket PC.
Step 2: Add the printer to the printer list
1. Insert the Bluetooth wireless printer adapter into printer and press the Report
Page button on the printer to print an HP Report Page.
Note The printer's default Bluetooth device name is Deskjet 6940 series.
2.
3.
4.
5.
6.
7.
36
In the iPAQ’s HP Mobile Printing program, tap Tools, and then tap Print Config.
Select the Printers tab, and then tap Add.
In the Add Printer screen, select Network, and then tap Next.
In the Add Bluetooth Printer screen, select Search for a Bluetooth printer near
me to perform a search of the available local Bluetooth devices.
After the search has completed, select the printer by its Bluetooth name and tap
Next.
Select a manufacturer and model.
HP Deskjet 6940 series
8.
As appropriate, select from the following check boxes:
– Enable raw file type: Sends an unprocessed file (such as .PDF) directly to the
printer.
– Set as default printer: Sets the current printer as the default printer.
9. Tap Finish. The Configuration screen is displayed.
10. Tap OK on the Configuration screen. The My Printers screen is displayed with the
added printer.
Step 3: Print a file
Note See www.hp.com/go/pocketpcprint for supported file types.
1.
2.
3.
4.
5.
User's guide
Open HP Mobile Printing and tap the File View icon on the command bar.
Do one of the following tasks:
– To display the files on the Pocket PC: Tap the My Device icon on the
command bar.
– To display the files on the network: Tap the Network icon on the command
bar, type the path name, and then tap OK. You might be prompted to enter a
user name and password.
Select the file to print.
Tap Print.
Select the printer from the printer list, and then tap Print.
37
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.
Improve printed colors with the following software options:
– Advanced color settings
– Color management
Print an Exif Print-formatted photo if you have Exif Print-enabled software.
Prevent photo paper from curling by following the photo paper storage and handling
guidelines.
Use HP Everyday Photo Paper to save money and ink when printing photos.
Print borderless photos
Use borderless printing to print to the edges of certain paper types and to print on a range
of paper sizes—from 3 x 5 inch photo paper to a 210 x 594 mm (8.5 x 23.4 inch) custom
photo size.
Guidelines
● For high-quality results, use a photo print cartridge in combination with the tri-color
print cartridge.
● Do not print borderless photos in ink-backup mode. Always have two print cartridges
installed in the printer.
● 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.
● For maximum fade resistance, use HP Premium Plus Photo Paper.
● Verify that the photo paper that you are using is flat. For information about preventing
photo paper from curling, see the photo paper storage instructions.
● Do not exceed the In tray capacity: 25 sheets of photo paper.
Prepare to print
To print a single small photo, use the photo/envelope feeder.
To print larger or multiple photos, follow these steps:
1.
2.
38
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.
HP Deskjet 6940 series
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.
For small photos, replace the Out tray. For large photos, lower the Out tray.
Print
Note If the software program includes a photo printing feature, follow the
instructions that are provided with the software program. Otherwise, follow these
instructions.
1.
2.
3.
4.
User's guide
Open the photo in an application that allows editing, such as Adobe Photoshop.
Open the Printer Properties dialog box.
Click the Printing Shortcuts tab.
In the What do you want to do? drop-down list, click Photo printing-borderless,
and then select the following options:
– Print quality: Normal or Best
39
Chapter 5
Note For maximum dpi quality, go to the Paper/Quality tab, and then
click Maximum dpi in the Print quality drop-down list.
5.
6.
– Paper type: An appropriate photo paper type
– Paper size: An appropriate borderless photo paper size
– Orientation: Portrait or Landscape
Set the HP Real Life technologies as appropriate.
Click OK to print the photo.
If you printed on photo paper with a tear-off tab, remove the tab to make the
document completely borderless.
Use the What's This? help to learn about the features that appear in the Printer Properties
dialog box.
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. For information about preventing
photo paper from curling, see the photo paper storage instructions.
● Do not exceed the In tray capacity: 25 sheets of photo paper.
Prepare to print
To print a single small photo, use the photo/envelope feeder.
To print larger or multiple photos, follow these steps:
1.
2.
3.
4.
5.
6.
40
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.
Verify that the photo paper is flat.
Place the photo paper in the In tray with the side to be printed on facing down.
Slide the paper guides firmly against the paper.
HP Deskjet 6940 series
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
Note If the software program includes a photo printing feature, follow the
instructions that are provided with the software program. Otherwise, follow these
instructions.
1.
2.
3.
4.
Open the photo in an application that allows editing, such as Adobe Photoshop.
Open the Printer Properties dialog box.
Click the Printing Shortcuts tab.
In the What do you want to do? drop-down list, click Photo printing-with white
borders, and then select the following options:
– Print quality: Normal or Best
Note For maximum dpi quality, go to the Paper/Quality tab, and then
click Maximum dpi in the Print quality drop-down box.
5.
6.
– Paper type: An appropriate photo paper type
– Paper size: An appropriate photo paper size
– Orientation: Portrait or Landscape
Set the HP Real Life technologies as appropriate.
Click OK to print the photo.
Use the What's This? help to learn about the features that appear in the Printer Properties
dialog box.
User's guide
41
Chapter 5
HP Real Life technologies
HP Real Life technologies make it easy for you to get better photos. Automatic red-eye
removal and adaptive lighting to enhance detail in shadows are just a few of the
technologies included.
Open HP Real Life technologies
Follow these steps to open the HP Real Life technologies dialog box:
1.
2.
Open the Printer Properties dialog box.
Click the Paper/Quality tab, and then click the Real Life digital photography
button.
Use HP Real Life technologies
Use the HP Real Life technologies dialog box to set these options:
1.
2.
3.
4.
5.
6.
Automatic red-eye removal: Click On to automatically remove or reduce red-eye
in the photo.
Photo brightening: Automatically enhance colors and contrast for washed-out
photos. Click Automatic to allow the printer software to intelligently brighten the
photo, focusing only on areas that need adjustment.
Adaptive lighting: Adjust the exposure in dark areas of photos to bring out detail.
Click Automatic to allow the printer software to balance lightness and darkness
automatically.
SmartFocus: Enhance the image quality and clarity of low resolution images such
as those downloaded from the Internet. Click On to allow the printer software to
sharpen details in the image automatically.
Sharpness: Adjust the image sharpness to your preference. Click Automatic to
allow the printer software to set the level of sharpening for the image automatically.
Smoothing: Soften an image. Click Automatic to allow the printer software to set
the level of smoothing for the image automatically.
Photo print cartridge
The photo print cartridge, when used in conjunction with the tri-color print cartridge,
provides virtually grain-free photos. It offers exceptional fade resistance for photos that
are printed on HP Premium Plus Photo Paper.
The photo print cartridge can be purchased separately if it is not included with the printer.
42
HP Deskjet 6940 series
Install the photo print cartridge
To install the photo print cartridge, remove the black print cartridge from the printer, and
then install the photo print cartridge in the right side of the print cartridge cradle.
Note To protect a print cartridge when it is not in the printer, follow these storage
guidelines.
Use the photo print cartridge
1. Open the Printer Properties dialog box.
2. Click the Printing Shortcuts tab.
3. In the What do you want to do? drop-down list, click either Photo printingborderless or Photo printing-with white borders.
4. In the Print quality drop-down list, click Normal or Best.
Note For maximum dpi quality, on the Paper/Quality tab, click Maximum
dpi in the Print quality drop-down list.
5.
6.
In the Paper type drop-down list, click the appropriate photo paper type.
Select any other print settings that you want, and then click OK.
Store the photo print cartridge
Follow these guidelines when storing the photo print cartridge.
Maximum dpi
The maximum dpi print quality setting offers 4800 x 1200 optimized dots per inch (dpi)
printing.
The 4800 x 1200 optimized dpi is the highest quality resolution for this printer. When
4800 x 1200 optimized dpi is selected in the printer software, the tri-color print cartridge
prints in the 4800 x 1200 optimized dpi mode (up to 4800 x 1200 optimized dpi color and
1200-input dpi).
If a photo print cartridge is also installed, the print quality is enhanced. A photo print
cartridge can be purchased separately if it is not included with the printer.
Note Using maximum dpi increases the printing time and requires a large
amount of disk space.
Follow these steps to print in the 4800 x 1200 optimized dpi mode:
1.
2.
3.
4.
5.
Open the Printer Properties dialog box.
Click the Paper/Quality tab.
In the Type is drop-down list, click the appropriate photo paper type.
In the Print quality drop-down list, click Maximum dpi.
Select any other print settings that you want, and then click OK.
Note Use an HP premium photo paper when printing in the maximum dpi mode
to enhance color matching and detail in the photo.
User's guide
43
Chapter 5
Advanced color settings
Use the Advanced color settings dialog box to adjust how printed colors appear in the
photos.
Adjusting these settings causes the printed colors to differ from the colors that appear
on the computer monitor.
To specify advanced color settings, follow these steps:
1. Open the Printer Properties dialog box.
2. Click the Color tab, and then click the Advanced color settings button.
The Advanced color settings dialog box is displayed.
3. You can adjust the following settings:
– Advanced color settings: Adjust the Saturation, Brightness, and Color
Tone to affect how overall colors are printed.
– Specific color settings: Adjust the Cyan, Magenta, Yellow, and Black sliders
to specify the level of each color that is used in printing.
Note When you adjust color settings, the changes are reflected in the
Preview box.
4.
5.
After specifying the color settings, click OK.
Select any other print settings that you want, and then click OK.
Color management
Color management defines the range of colors that can be printed. The printer software
translates the colors of the photo from the current color settings to the color management
option that is selected.
Follow these steps to select a color management option:
1. Open the Printer Properties dialog box.
2. Click the Color tab.
3. Click one of the following options in the Color management drop-down list:
– ColorSmart/sRGB: ColorSmart/sRGB is an appropriate option for most print
jobs. It is used for most Web-based documents and current imaging devices.
– AdobeRGB: When using AdobeRGB to print from a professional software
program, turn off the color management in the program and allow the printer
software to manage the color space. Use the AdobeRGB setting for photos that
were originally created in the AdobeRGB color space.
– Managed by application: Use this option to allow the program from which you
are printing to manage the color of the photo.
4. Select any other print settings that you want, and then click OK.
Gray photo print cartridge
The gray photo print cartridge, used in conjunction with the tri-color print cartridge, prints
high-quality black-and-white photographs.
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HP Deskjet 6940 series
The gray photo print cartridge can be purchased separately if it is not included with the
product.
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.
Store the gray photo print cartridge
To maintain the health of the print cartridge, follow the print cartridge storage guidelines.
Exif Print
Exif Print (Exchangeable Image File Format 2.2) is an international digital imaging
standard that simplifies digital photography and enhances printed photos. When a photo
is taken with an Exif Print-enabled digital camera, Exif Print captures information such
as exposure time, type of flash, and color saturation, and stores it in the image file. The
HP Deskjet printer software then uses this information to automatically perform imagespecific enhancements to create outstanding photos.
To print Exif Print-enhanced photos, you must have the following items:
●
●
A digital camera that supports Exif Print
Exif Print-enabled photo software
Follow these steps to print Exif Print-enhanced photos:
1.
2.
3.
4.
5.
6.
Open the photo in an application that allows editing, such as Adobe Photoshop.
Open the Printer Properties dialog box.
Click the Paper/Quality tab.
Click the appropriate photo paper type in the Type is drop-down list.
In the Print Quality drop-down list, click Normal, Best, or Maximum dpi.
Select any other print settings that you want, and then click OK.
The printer software automatically optimizes the printed image.
Store and handle photo paper
Follow these instructions to maintain the quality of HP brand photo paper.
User's guide
45
Chapter 5
Storage
● Keep unused photo paper in a plastic bag. Store the packaged photo paper on a flat
surface in a cool place.
● When you are ready to print, remove only the paper that you plan to use immediately
from the plastic bag. When you have finished printing, return any unused photo
paper to the plastic bag.
● Do not leave unused photo paper in the paper tray. The paper might start to curl,
which can reduce the quality of the photos.
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.
HP Everyday Photo Paper is designed to create quality photos with less ink.
Note For higher-quality photos, use HP Premium Plus Photo Paper and set the
print quality to Best or Maximum dpi.
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HP Deskjet 6940 series
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.
1
Front USB port
Note When two PictBridge devices communicate, they provide only the services
that they have in common. For example, some cameras might allow photos
formatted as either TIFFs or JPEGs to be printed over a PictBridge connection,
but, since the printer does not support TIFFs over a PictBridge connection, only
JPEGs can be printed.
When a PictBridge-enabled camera is connected to the front USB port, the default printer
settings will print a 4 x 6 inch borderless photo with portrait orientation. For detailed
information on printing from the camera, see the documentation that came with the
camera.
PictBridge printing
In order to print photos directly from a digital camera, you need the following items:
●
●
User's guide
A PictBridge-compatible camera
A digital camera USB cable
47
Chapter 6
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.
Place the photo paper in the In tray, with the side to be printed on facing down.
Slide the paper guides firmly against the paper.
For small photos, replace the Out tray. For large photos, lower the Out tray.
Connect the camera to the front USB port on the printer using the USB cable
supplied with the camera.
Turn on the camera, and then set it to PictBridge mode.
If you do not know how to set the camera to PictBridge mode, see the documentation
that came with the camera.
Note When the camera is connected correctly, the Connection light is
illuminated. The Connection light blinks green when printing from the
camera. If the camera is not PictBridge-compatible or is not in PictBridge
mode, the Error light flashes.
1
Connection light
2
Error light
After you successfully connect the camera to the printer, you can print the photos. Be
sure the size of the paper loaded in the printer matches the setting on the camera. See
the documentation that came with the camera for detailed information on printing from
the camera.
Use a Bluetooth camera phone
If you have a camera phone with Bluetooth wireless technology, you can purchase an
optional HP Bluetooth Wireless Printer Adapter and print from the camera phone using
a Bluetooth wireless connection.
48
HP Deskjet 6940 series
Print photos from a Bluetooth camera phone
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. Slide the paper guides firmly against the paper.
6. For small photos, replace the Out tray. For large photos, lower the Out tray.
7. Insert the HP Bluetooth Wireless Printer Adapter into the front USB port of the printer.
1
Front USB port
The light on the adapter indicates its status:
8.
User's guide
Display
Description
Double-blinking once a
second
The device is installed and has power.
Rapid blinking
A sending device is discovering the HP wireless printer
adapter.
On steady
The HP wireless printer adapter is receiving data.
Follow the instructions in the documentation that came with the digital camera to
send photos to the printer.
49
7
Print other documents
E-mail
Letters
Documents
Envelopes
Brochures
Greeting cards
Postcards
Transparencies
Labels
Index cards
Booklets
Posters
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. Slide the paper-width guide all the way to the left, and then pull out the paper-length
guide.
4. Place plain paper in the In tray, pushing the paper into the printer until it stops.
5. Slide the paper guides firmly against the paper.
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HP Deskjet 6940 series
6.
Lower the Out tray.
Print
1. Open the Printer Properties dialog box.
2. Click the Printing Shortcuts tab.
3. In the What do you want to do? drop-down list, click General everyday printing
or Fast/economical printing, and then specify the following print settings:
– Paper type: Automatic or Plain paper
– Paper size: An appropriate paper size
4. Select the following print settings as appropriate:
– Print quality
– Paper source
5. Select any other print settings that you want, and then click OK.
Use the What's This? help to learn about the features that appear in the Printer Properties
dialog box.
Letters
Guidelines
● Learn how to add a watermark to the letter.
● For help printing on an envelope, see envelopes.
● Do not exceed the In tray capacity: 150 sheets of paper.
Prepare to print
1. Verify that the printer is turned on.
2. Raise the Out tray.
3. Slide the paper-width guide all the way to the left, and then pull out the paper-length
guide.
4. Place the paper in the In tray, pushing the paper into the printer until it stops.
Note If you are using letterhead paper, verify that the letterhead is facing
down and toward the interior of the printer.
5.
User's guide
Slide the paper guides firmly against the paper.
51
Chapter 7
6.
Lower the Out tray.
Do not extend the Out-tray extension stop when printing on legal paper.
Print
1. Open the Printer Properties dialog box.
2. Click the Printing Shortcuts tab.
3. In the What do you want to do? drop-down list, click Presentation printing, and
then specify the following print settings:
– Paper type: Automatic or Plain paper
– Paper size: An appropriate paper size
4. Select the following print settings as appropriate:
– Print quality
– Paper source
5. Select any other print settings that you want, and then click OK.
Use the What's This? help to learn about the features that appear in the Printer Properties
dialog box.
Documents
Guidelines
● For draft documents, use Fast/economical printing.
● Save paper with two-sided printing.
● Learn how to add a watermark to the document.
● Learn how to print the first page of the document on a different paper type.
● Do not exceed the In tray capacity: 150 sheets of paper.
Prepare to print
1. Verify that the printer is turned on.
2. Raise the Out tray.
3. Slide the paper-width guide all the way to the left, and then pull out the paper-length
guide.
4. Place plain paper in the In tray, pushing the paper into the printer until it stops.
5. Slide the paper guides firmly against the paper.
1
52
Letter or A4 paper
HP Deskjet 6940 series
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. Open the Printer Properties box.
2. Click the Printing Shortcuts tab.
3. In the What do you want to do? drop-down list, click General everyday printing
or Presentation printing, and then specify the following print settings:
– Paper type: Automatic or Plain paper
– Paper size: An appropriate paper size
4. Select the following print settings:
– Print quality
– Paper source
– Print on both sides if you want to print on both sides of the paper
5. Select any other print settings that you want, and then click OK.
Use the What's This? help to learn about the features that appear in the Printer Properties
dialog box.
Envelopes
Guidelines
● Avoid using envelopes that have the following features:
– Clasps or windows
– Thick, irregular, or curled edges
– Shiny or embossed coatings
– Wrinkles, tears, or other damage
● Align the envelope edges before inserting the envelopes in the In tray.
● Do not exceed the In tray capacity: 20 envelopes.
Prepare to print
To print a single envelope, use the photo/envelope feeder.
User's guide
53
Chapter 7
To print multiple envelopes, follow these steps:
1.
2.
3.
5.
6.
Verify that the printer is turned on.
Remove the Out tray, and then remove all paper from the In tray.
Slide the paper-width guide all the way to the left, and then pull out the paper-length
guide.
Place the envelopes in the In tray, as far to the right as possible.
The side to be printed on should face down and the flap should be on the left.
Push the envelopes into the printer until they stop.
Slide the paper guides firmly against the envelopes.
7.
Replace the Out tray.
4.
Print
1. Open the Printer Properties dialog box.
2. Click the Paper/Quality tab, and then select the following print settings:
– Size is: An appropriate envelope size
– Type is: Automatic or Plain paper
3. Select any other print settings that you want, and then click OK.
Use the What's This? help to learn about the features that appear in the Printer Properties
dialog box.
Brochures
Guidelines
● Do not print borderless documents in ink-backup mode. Always have two print
cartridges installed in the printer.
● Open the file in a software program and assign the brochure size. Ensure that the
size corresponds to the paper size on which you want to print the brochure.
● Do not exceed the In tray capacity: 25 sheets of brochure paper.
Prepare to print
1. Verify that the printer is turned on.
2. Raise the Out tray.
3. Slide the paper-width guide all the way to the left, and then pull out the paper-length
guide.
4. Place brochure paper in the In tray, pushing the paper into the printer until it stops.
54
HP Deskjet 6940 series
5.
Slide the paper guides firmly against the paper.
6.
Lower the Out tray.
Print borderless brochures
1. Open the Printer Properties dialog box.
2. Click the Paper/Quality tab, and then specify the following print settings:
– Size is: An appropriate paper size
– Type is: An appropriate brochure paper or other paper type
Do not select Automatic.
Note Not all paper sizes and types are available for borderless printing.
3.
4.
5.
6.
7.
Select the Borderless printing check box.
Set the print quality to Best.
Click the Basics tab, and then set the orientation.
Click the Finishing tab, and then select Print on both sides to print on both sides
of the paper.
For more information, see Two-sided printing.
Click OK to print.
Use the What's This? help to learn about the features that appear in the Printer Properties
dialog box.
Print brochures with borders
1. Open the Printer Properties dialog box.
2. Click the Printing Shortcuts tab.
3. In the What do you want to do? drop-down list, click Presentation printing, and
then specify the following print settings:
– Paper type: An appropriate brochure paper
Do not select Automatic.
– Paper size: An appropriate paper size
User's guide
55
Chapter 7
4.
5.
Select the following print settings as appropriate:
– Print quality
– Print In grayscale
– Print on both sides
Select any other print settings that you want, and then click OK.
Use the What's This? help to learn about the features that appear in the Printer Properties
dialog box.
Greeting cards
Guidelines
● Unfold prefolded cards, and then place them in the In tray.
● Do not exceed the In tray capacity: 30 cards.
Prepare to print
1. Verify that the printer is turned on.
2. Raise 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. Fan the edges of the greeting cards to separate them, and then align the edges.
5. Place the greeting cards in the In tray, with the side to be printed on facing down.
6. Push the cards into the printer until they stop.
7. Slide the paper guides firmly against the paper.
8.
Lower the Out tray.
Print
Note If the software program includes a greeting card printing feature, follow the
instructions that are provided with the software program. Otherwise, follow the
instructions below.
1.
2.
56
Open the Printer Properties dialog box.
Click the Paper/Quality tab, and then specify the following print settings.
– Size is: An appropriate card size
– Type is: An appropriate card type
HP Deskjet 6940 series
3.
– Source is: Upper tray
– Print quality: Normal
Select any other print settings that you want, and then click OK.
Use the What's This? help to learn about the features that appear in the Printer Properties
dialog box.
Postcards
If the optional Auto Two-Sided Print Accessory with Small Paper
Tray is attached to the printer, follow the steps for printing
postcards with the Auto Two-Sided Print Accessory with Small
Paper Tray.
Guidelines
● Use only cards that meet the paper size specifications for the printer. For
specifications, see the reference guide that came with the printer.
● Do not exceed the In tray capacity: 60 cards.
Prepare to print
To print a single card, use the photo/envelope feeder.
To print multiple cards, follow these steps:
1.
2.
3.
5.
6.
Verify that the printer is turned on.
Remove the Out tray, and then remove all paper from the In tray.
Slide the paper-width guide all the way to the left, and then pull out the paper-length
guide.
Place the cards in the In tray, as far to the right as possible.
The side to be printed on should face down and the short edge should point toward
the printer.
Push the cards into the printer until they stop.
Slide the paper guides firmly against the edge of the cards.
7.
Replace the Out tray.
4.
User's guide
57
Chapter 7
Print
1. Open the Printer Properties dialog box.
2. Click the Paper/Quality tab, and then specify the following print settings:
– Size is: An appropriate card size
– Type is: Automatic or an appropriate card type
– Source is: Upper tray
– Print quality: Normal or Best
3. Select any other print settings that you want, and then click OK.
Use the What's This? help to learn about the features that appear in the Printer Properties
dialog box.
Transparencies
Guidelines
Do not exceed the In tray capacity: 30 transparencies.
Prepare to print
1. Verify that the printer is turned on.
2. Raise 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. Place the transparencies in the In tray.
The side to be printed on should face down and the adhesive strip should face up
and toward the printer.
5.
6.
7.
Carefully push the transparencies into the printer until they stop, so that none of the
adhesive strips catch on one another.
Slide the paper guides firmly against the transparencies.
Lower the Out tray.
Print
1. Open the Printer Properties dialog box.
2. Click the Printing Shortcuts tab.
58
HP Deskjet 6940 series
3.
4.
5.
In the What do you want to do? drop-down list, click Presentation printing, and
then specify the following print settings:
– Paper type: Automatic or an appropriate transparency film
– Paper size: An appropriate paper size
– Paper source: Upper tray
Select the following print settings as appropriate:
– Print quality
– Print In grayscale
Select any other print settings that you want, and then click OK.
Use the What's This? help to learn about the features that appear on the Printer
Properties dialog box.
Labels
Guidelines
● Use only paper, plastic, or clear labels that are designed specifically for inkjet
printers.
● Use only full sheets of labels.
● Avoid using labels that are sticky, wrinkled, or pulling away from the protective
backing.
● Do not exceed the In tray capacity: 30 sheets of labels (use only Letter or A4-size
sheets).
Prepare to print
1. Verify that the printer is turned on.
2. Raise 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. Fan the edges of the label sheets to separate them, and then align the edges.
5. Place the label sheets in the In tray with the label side facing down.
6. Push the sheets into the printer until they stop.
7. Slide the paper guides firmly against the sheets.
8.
User's guide
Lower the Out tray.
59
Chapter 7
Print
Note If the software program includes a label printing feature, follow the
instructions that are provided with the software program. Otherwise, follow the
instructions below.
1.
2.
3.
Open the Printer Properties dialog box.
Click the Printing Shortcuts tab.
In the What do you want to do? drop-down list, click General everyday
printing, and then specify the following print settings:
– Paper type: Automatic or Plain paper
– Paper size: An appropriate paper size
– Paper source: Upper tray
4. Select the following print settings as appropriate:
– Print quality
– Print In grayscale
5. Select any other print settings that you want, and then click OK.
Use the What's This help to learn about the features that appear in the Printer Properties
dialog box.
Index cards and other small media
If the optional Auto Two-Sided Print Accessory with Small
Paper Tray is attached to the printer, follow the small media
printing steps for the Auto Two-Sided Print Accessory with
Small Paper Tray.
Guidelines
● Use only cards and small media that meet the paper size specifications for the
printer. For specifications, see the reference guide that came with the printer.
● Do not exceed the In tray capacity: 60 cards.
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. Place the cards in the In tray, as far to the right as possible.
The side to be printed on should face down and the short edge should point toward
the printer.
5. Push the cards into the printer until they stop.
6. Slide the paper guides firmly against the cards.
60
HP Deskjet 6940 series
7.
Replace the Out tray.
Print
1. Open the Printer Properties dialog box.
2. Click the Paper/Quality tab, and then specify the following print settings:
– Size is: An appropriate card size
– Type is: An appropriate card type
– Source is: Upper tray
3. Select any other print settings that you want, and then click OK.
Use the What's This? help to learn about the features that appear on the Printer
Properties dialog box.
Booklets
If an optional two-sided printing accessory
is attached to the printer, follow the steps
to print a booklet automatically.
Booklet printing automatically arranges and resizes the pages of a document so that
when the document is folded into a booklet, the page order is correct.
For example, when a four-page booklet is printed on both sides of the paper, the pages
are reordered and printed like this:
Guidelines
Do not exceed the In tray capacity: 150 sheets of paper.
Prepare to print
1. Verify that the printer is turned on.
2. Raise the Out tray.
3. Slide the paper-width guide all the way to the left, and then pull out the paper-length
guide.
User's guide
61
Chapter 7
4.
5.
Place plain paper in the In tray, pushing the paper into the printer until it stops.
Slide the paper guides firmly against the paper.
6.
Lower the Out tray.
Print
1. Open the Printer Properties dialog box.
2. Click the Printing Shortcuts tab.
3. In the What do you want to do? drop-down list, click Two-sided, duplex, printing.
4. In the Booklet layout drop-down list, click one of the following binding options:
– Left edge booklet
– Right edge booklet
5. Select any other print settings that you want, and then click OK.
6. When prompted, reload the printed pages in the In tray as shown below.
7.
Click Continue to finish printing the booklet.
Use the What's This? help to learn about the features that appear in the Printer Properties
dialog box.
Posters
62
HP Deskjet 6940 series
Guidelines
● After the sections of a poster have been printed, trim the edges of the sheets and
tape the sheets together.
●
Do not exceed the In tray capacity: 150 sheets of paper.
Prepare to print
1. Verify that the printer is turned on.
2. Raise the Out tray.
3. Slide the paper-width guide all the way to the left, and then pull out the paper-length
guide.
4. Place plain paper in the In tray, pushing the paper into the printer until it stops.
5. Slide the paper guides firmly against the paper.
6.
Lower the Out tray.
Print
1. Open the Printer Properties dialog box.
2. Click the Paper/Quality tab, and then specify the following print settings:
– Size is: An appropriate paper size
– Source is: Upper tray
– Type is: Automatic or Plain paper
3. Click the Finishing tab, and then specify the following print setting:
Poster printing: 2 x 2, 3 x 3, 4 x 4, or 5 x 5
User's guide
63
Chapter 7
4.
5.
Click the Basics tab, and then specify the orientation.
Select any other print settings that you want, and then click OK.
Use the What's This? help to learn about the features that appear in the Printer Properties
dialog box.
Iron-on transfers
Guidelines
● When printing a mirror image, the text and the pictures are horizontally reversed
from what is displayed on the computer screen.
●
Do not exceed the In tray capacity: 20 iron-on transfers.
Prepare to print
1. Verify that the printer is turned on.
2. Raise 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. Place the iron-on transfer paper in the In tray, with the side to be printed on facing
down.
5. Push the paper into the printer until it stops.
6. Slide the paper guides firmly against the paper.
7.
64
Lower the Out tray.
HP Deskjet 6940 series
Print
Note If the software program includes an iron-on transfer printing feature, follow
the instructions that are provided with the software program. Otherwise, follow
the instructions below.
1.
2.
3.
Open the Printer Properties dialog box.
Click the Paper/Quality tab, and then specify the following print settings:
– Size is: An appropriate paper size
– Source is: Upper tray
– Type is: HP Iron-on Transfer
– Print quality: Normal or Best
Click the Basics tab, and then specify the following print setting:
Orientation: Mirror image
Note Some iron-on transfer software programs do not require you to print
a mirror image.
4.
Select any other print settings that you want, and then click OK.
Use the What's This? help to learn about the features that appear in the Printer Properties
dialog box.
Banners
Guidelines
● Remove any perforated strips from the banner paper before loading it in the In tray.
●
Do not exceed the In-tray capacity: 20 sheets.
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. Place the banner paper in the In tray so that the unattached edge is on top of the
paper stack and pointing toward the printer.
User's guide
65
Chapter 7
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 Printer Properties dialog box.
2. Click the Paper/Quality tab, and then specify the following print settings:
– Size is: Letter or A4
– Source is: Upper tray
– Type is: HP Banner Paper
3. Select any other print settings that you want, and then click OK.
Use the What's This? help to learn about the features that you see in the Printer
Properties dialog box.
CD/DVD tattoos
Guidelines
● Refer to the instructions that are included with the media for the most current printing
tips.
● To avoid damage to the printer, do not feed a sheet of tattoos through the printer
more than once.
● Separating any part of the tattoo from the protective backing sheet before printing
could harm the printer. Be sure that the tattoo covers the entire backing sheet with
no exposed spaces.
● Do not use tattoos that are separating from the backing sheet, or that are wrinkled,
curled, or damaged in any way.
● If the tattoo sheets do not easily feed through the printer, try one of the following
suggestions:
– Do not load the In tray to capacity.
– Fan the stack of tattoos.
– Feed the tattoos one sheet at a time.
66
HP Deskjet 6940 series
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. The design might need to be adjusted slightly.
1.
2.
Open the Printer Properties dialog box.
Click the Paper/Quality tab, and then specify the following print settings:
– Size is: Letter or A4
– Source is: Upper tray
– Type is: HP CD/DVD Tattoo
Note Selecting this paper type automatically results in a mirrored
image.
3.
User's guide
Select any other print settings that you want, and then click OK.
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8
Printing tips
Save time
●
●
●
●
Use the Printing Shortcuts tab.
Create print task quick sets for documents that you often print.
Use the 250-Sheet Plain Paper Tray Accessory to reload the printer less often.
Set the order that the pages print.
Save money
●
●
●
●
Use Fast/economical printing.
Print multiple pages on a single sheet of paper.
Print a two-sided document either automatically or manually.
Use HP Everyday Photo Paper to save money and ink when printing photos.
Enhance the quality of printouts
●
●
●
●
●
●
●
●
Preview the document before printing it.
Print on a custom paper size.
Select the correct paper type.
Select the correct print quality.
Resize the document as needed.
Add a watermark.
Print a borderless brochure.
Print the first page of a document on a different paper type.
Printing shortcuts
The Printing Shortcuts tab makes it easy to set the printing options for the documents
that you want to print.
Use the Printing Shortcuts tab for the following print tasks:
●
●
●
●
●
●
●
General everyday printing
Photo printing–borderless
Photo printing–with white borders
Fast/economical printing
Presentation printing
Two-sided, duplex printing
Postcard printing
Fast/economical printing
Use Fast/economical printing to produce draft-quality printouts quickly.
Follow these steps to use Fast/economical printing:
1.
2.
3.
68
Open the Printer Properties dialog box.
Click the Printing Shortcuts tab.
In the What do you want to do? drop-down list, click Fast/economical printing.
HP Deskjet 6940 series
4.
5.
Specify the print settings that you want.
Click OK.
Use the What's This? help to learn about the features you see on the Printer Properties
dialog box.
General everyday printing
Use General everyday printing to print documents quickly.
●
●
Documents
E-mail
Presentation printing
Use Presentation printing to print high-quality documents, including:
●
●
●
Letters
Brochures
Transparencies
Print in grayscale
Follow these steps to print in grayscale:
1.
2.
3.
4.
5.
Open the Printer Properties dialog box.
Click the Printing Shortcuts tab.
Click the Color tab.
In the Print in grayscale drop-down list, click one of the following:
– High quality: Use this option for photos and other high-quality printouts.
– Black print cartridge only: Use this option for fast, economical printing.
Select any other print settings that you want, and then click OK.
Select a print quality
Follow these steps to select a print quality:
1.
2.
3.
User's guide
Open the Printer Properties dialog box.
Click the Printing Shortcuts tab.
Click one of the following options in the Print quality drop-down list:
– Fast draft: Prints at the fastest printing speed while using the least amount of
ink.
– Fast normal: Prints more quickly than Normal mode and at a higher print quality
than Fast draft.
– Normal: Provides the best balance between print quality and speed. This is the
appropriate setting for most documents.
– 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.
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Chapter 8
Note Maximum dpi is available on the Paper/Quality tab.
4.
Select any other print settings that you want, and then click OK.
Note The print quality options that are available on the Printing Shortcuts tab
vary depending on the type of document that you are printing.
Set the page order
The page order determines the order in which the multipage documents print.
To set the page order, follow these steps:
1.
2.
3.
4.
Open the Printer Properties dialog box.
Click the Basics tab.
Select one of the following options:
– Front to back: Prints the first page of the document last. This setting saves
time because you do not have to reorder the printed pages. It is the appropriate
setting for most print jobs.
– Back to front: Prints the last page of the document last.
Select any other print settings that you want, and then click OK.
Print multiple pages on a single sheet of paper
Use the printer software to print multiple pages of a document on a single sheet of paper.
The printer software automatically resizes the document text and images to fit on the
printed page.
Follow these steps to print multiple pages of a document on a single sheet of paper:
1.
2.
3.
4.
5.
6.
Open the Printer Properties dialog box.
Click the Finishing tab.
In the Pages per sheet drop-down list, click the number of pages that you want to
appear on each sheet of paper.
If you want a border to appear around each page image that is printed on the sheet
of paper, select the Print page borders check box.
In the Page order is drop-down list, click a layout for each sheet of paper.
Select any other print settings that you want, and then click OK.
Print a different first page
If the 250-Sheet Plain Paper Tray Accessory is attached to the
printer, follow the steps to print a different first page with the 250Sheet Plain Paper Tray Accessory.
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HP Deskjet 6940 series
Load paper
1. Load the paper for the body of the document in the In tray.
For instructions about loading a specific paper type, go to the printing other
documents page, and then select the appropriate document type.
2. Load the paper for the first page on top of the paper stack in the In tray.
Print
Follow these steps to print a document with a different first page:
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
Open the Printer Properties dialog box.
Click the Paper/Quality tab.
Select the Use different paper for check box.
Click First page.
Select the paper type and paper size for the first page.
Click Upper tray in the Source is box.
Click Other pages.
Click Upper tray in the Source is box.
Select the paper type for the other pages in the Type is drop-down list.
Select any other print settings that you want, and then click OK.
Note Do not print the document in reverse order.
Print preview
Use the print preview function to view a printout on the computer before printing a
document. If the printout does not look correct, you can cancel the print job and adjust
the print settings as needed.
To preview a printed document, follow these steps:
1.
2.
3.
4.
5.
Open the Printer Properties dialog box.
Click the Basics tab.
Select the Show print preview check box.
Select any other print settings that you want, and then click OK.
Before the document prints, a preview is displayed.
Do one of the following:
– Click File and then click Print to HP Deskjet to print the document.
– Click File and then click Cancel Printing to cancel the print job. Adjust the print
settings as needed before trying to print the document again.
Set a custom paper size
Use the Custom paper size dialog box to print on a special paper size.
Note This feature is not available for all paper types.
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Chapter 8
Follow these steps to define a custom paper size:
1.
2.
3.
4.
5.
6.
7.
8.
Open the Printer Properties dialog box.
Click the Paper/Quality tab.
Click the Custom button.
The Custom paper size dialog box is displayed.
In the Name drop-down list, click a custom paper size name.
Type the paper dimensions in the Width and Length boxes.
The minimum and maximum dimensions appear beneath each of the boxes.
Click the unit of measurement: Inches or Millimeters.
Click Save to save the custom paper size.
Click OK to exit the Custom paper size dialog box.
Select a paper type
To determine the paper type used for a printing job, select Automatic to use the automatic
paper-type sensor or select a specific paper type.
Use the automatic paper-type sensor
Automatic is the default paper-type setting. When it is used, the auto paper-type
sensor automatically selects the print settings that are appropriate for the media that you
are printing, particularly when HP paper and media are used.
Note The Automatic Paper-Type Sensor cannot be used for documents that are
printed from the 250-Sheet Plain Paper Tray Accessory.
Follow these steps to use the auto paper-type sensor:
1.
2.
3.
4.
Open the Printer Properties dialog box.
Click the Printing Shortcuts tab.
In the Paper type drop-down list, click Automatic.
Select any other print settings that you want, and then click OK.
Note Do not use the Automatic setting for high-quality printouts. Instead, select
a specific paper type.
Select a specific paper type
When printing a higher-quality document, HP recommends that you select a specific
paper type.
Follow these steps to select a specific paper type:
1.
2.
3.
4.
Open the Printer Properties dialog box.
Click the Printing Shortcuts tab.
In the Paper type drop-down list, click an appropriate paper type.
Select any other print settings that you want, and then click OK.
Select a paper source
The printer offers three sources for paper:
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HP Deskjet 6940 series
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.
4.
Open the Printer Properties dialog box.
Click the Printing Shortcuts tab or the Paper/Quality tab.
Find the appropriate drop-down list:
Tab
Drop-down list
Printing Shortcuts
Paper source
Paper/Quality
Source is
Select any other print settings that you want, and then click OK.
Select one of the following options in the drop-down list:
– Upper tray: Prints from the In tray.
– Lower tray: Prints from the 250-Sheet Plain Paper Tray Accessory.
– Upper, then lower: Prints from the In tray. If the In tray is empty, the printer
prints from the 250-Sheet Plain Paper Tray Accessory.
– Lower, then upper: Prints from the 250-Sheet Plain Paper Tray Accessory. If
the accessory is empty, the printer prints from the In tray.
– Rear tray: Prints from the Auto Two-Sided Print Accessory with Small Paper
Tray. This option is displayed only if the accessory is attached to the printer.
Print task quick sets
Use print task quick sets to print with or save print settings that you use often.
If you frequently print on envelopes, for example, you can create a print task that contains
the paper size, print quality, and orientation setting that you normally use for envelopes.
After creating the print task, simply select it when printing on envelopes rather than setting
each of the print settings separately.
Note The printer software can save up to 25 print task quick sets.
Create a print task or use the specially designed print tasks that are available in the Print
Task Quick Sets drop-down list.
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Chapter 8
Use a print task quick set
Follow these steps to use a print task quick set:
1.
2.
3.
4.
Open the Printer Properties dialog box.
A Print Task Quick Sets drop-down list is displayed at the top of most tabs.
Go to Print Task Quick Sets on any tab where it is displayed.
In the drop-down list, click the print task that you want to use.
Click OK.
Note To restore default print settings, click Default Print Settings in the Print
Task Quick Sets drop-down list, and then click OK.
Create a print task quick set
Follow these steps to create a print task quick set:
1.
2.
3.
4.
Open the Printer Properties dialog box.
Select the options that you want to include in the new print task.
Go to Print Task Quick Sets on any tab where it is displayed.
Type a name for the new print task in the Print Task Quick Sets drop-down list,
and then click Save.
The print task quick set is added to the drop-down list.
Note If you add more options to the print task, rename the print task and then
click OK.
Delete a print task quick set
Follow these steps to delete a print task quick set:
1.
2.
3.
Open the Printer Properties dialog box.
A Print Task Quick Sets drop-down list is displayed at the top of most tabs.
Go to Print Task Quick Sets on any tab where it is displayed.
In the drop-down list, click the print task that you want to delete and then click Delete.
Note Some print task quick sets cannot be deleted.
Automatic two-sided printing
To print a two-sided document automatically, one of the following accessories must be
attached to the printer:
Automatic Two-Sided Printing Accessory
74
HP Deskjet 6940 series
(continued)
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.
Binding type
Select the type of binding that you want for the two-sided document, and then follow the
steps for that binding:
Book binding
Tablet binding
Note Book binding is the most common type of binding.
Book binding
Follow these steps to print a two-sided document with a book binding:
1.
2.
3.
4.
Open the Printer Properties dialog box.
Click the Printing Shortcuts tab, and then click Two-sided, duplex, printing in the
drop-down list.
In the Print on both sides drop-down list, click Automatically.
Select any other print settings that you want, and then click OK.
After the first side of the page is printed, the printer pauses while the ink dries. When 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.
Tablet binding
Follow these steps to print a two-sided document with a tablet binding:
1.
2.
3.
User's guide
Open the Printer Properties dialog box.
Click the Finishing tab.
Select the Print on both sides check box.
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Chapter 8
4.
5.
6.
7.
Select the Automatic check box.
Select the Preserve layout check box.
Select the Flip pages up check box.
Select any other print settings that you want, and then click OK.
After the first side of the page is printed, the printer pauses while the ink dries. When
the ink is dry, the paper is pulled back into the duplexer and the reverse side of the
page is printed.
Do not remove the paper from the printer until both sides of the page have been
printed.
Manual two-sided printing
If an optional two-sided printing accessory
is attached to the printer, follow the
automatic two-sided printing instructions.
Use two-sided printing, also called duplexing, to print on both sides of the paper. Printing
on both sides of the paper is not only economical, but environmentally conscious as well.
Print a two-sided document
To print a two-sided document, follow these steps:
1.
2.
3.
4.
5.
6.
76
Open the Printer Properties dialog box.
Click the Printing Shortcuts tab.
In the What do you want to do? drop-down list, click Two-sided, duplex printing.
In the Print on both sides drop-down list, click Manually.
Select any other print settings that you want, and then click OK.
The printer prints the odd-numbered pages first.
After the odd-numbered pages have been printed, reload the printed pages with the
printed side facing up.
HP Deskjet 6940 series
7.
Click Continue to print the even-numbered pages.
Create a bound two-sided document
Select the type of binding that you want for the two-sided document, and then follow the
steps for that binding.
Book binding
Tablet binding
Note Book binding is the most common type of binding.
Book binding
Follow these steps to print a two-sided document with a book binding:
1.
2.
3.
4.
5.
6.
User's guide
Open the Printer Properties dialog box.
Click the Printing Shortcuts tab.
In the What do you want to do? drop-down list, click Two-sided, duplex printing.
In the Print on both sides drop-down list, click Manually.
Select any other print settings that you want, and then click OK.
The printer prints the odd-numbered pages first.
After the odd-numbered pages have been printed, reload the printed pages with the
printed side facing up.
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Chapter 8
7.
Click Continue to print the even-numbered pages.
Tablet binding
Follow these steps to print a two-sided document with a tablet binding:
1.
2.
3.
4.
5.
Open the Printer Properties dialog box.
Click the Finishing tab.
Select the following check boxes:
– Print on both sides
– Preserve layout
– Flip pages up
Select any other print settings that you want, and then click OK.
The printer prints the odd-numbered pages first.
After the odd-numbered pages have been printed, reload the printed pages, with the
printed side facing up according to the document orientation, portrait or landscape.
Portrait
78
HP Deskjet 6940 series
Landscape
6.
Click Continue to print the even-numbered pages.
Resize a document
Use the printer software for either of these tasks:
●
●
Print a document on a paper size different from the size for which it is formatted.
Shrink or enlarge text and graphics on the printed page.
Print on a different paper size
Use this feature to print a document that is formatted for one paper size on another paper
size. Doing this can be useful if you do not have the correct paper size available.
For example, if you have created a document that is formatted for letter-size paper, but
you do not have any letter-size paper available, you can print the document on another
paper size that is available.
Follow these steps to resize the document for a different paper size:
1.
2.
3.
4.
Open the Printer Properties dialog box.
Click the Effects tab.
Select the Print document on check box, and then click the target paper size in the
drop-down list.
The target paper size is the size of the paper on which you are printing, not the size
for which the document was formatted.
Do one of the following:
Objective
Action
Shrink or enlarge the document to fit on Select the Scale to fit check box.
the target paper size.
Print the document at its original size on Do not select the Scale to fit check box.
the selected paper size.
5.
User's guide
Select any other print settings that you want, and then click OK.
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Chapter 8
Shrink or enlarge text and graphics
Use this feature to shrink or enlarge printed text and graphics without changing the paper
size.
Follow these steps to shrink or enlarge text and graphics:
1.
2.
3.
4.
Open the Printer Properties dialog box.
Click the Effects tab.
In the % of normal size box, type the percentage by which you want to shrink or
enlarge the text and graphics.
One hundred percent represents the actual size of the text and graphics. Type a
number less than 100 to shrink the text and graphics. Type a number greater than
100 to enlarge the text and graphics.
Select any other print settings that you want, and then click OK.
Watermarks
Watermarks appear as background printing on documents.
Apply an existing watermark
Follow these steps to apply an existing watermark to a document:
1.
2.
3.
4.
5.
Open the Printer Properties dialog box.
Click the Effects tab.
Click a watermark in the Watermarks drop-down list.
If you do not want to use one of the listed watermarks, create a new watermark.
Choose one of the following actions:
– If you want the watermark to appear on the first page only, select the First page
only check box.
– If you want the watermark to appear on all printed pages, leave the First page
only check box clear.
Print the document according to the instructions for the paper type.
Create or change a watermark
Follow these steps to create or change a watermark:
1.
2.
3.
4.
5.
6.
80
Open the Printer Properties dialog box.
Click the Effects tab.
Click the Edit button.
The Watermark Details dialog box is displayed.
Choose one of the following actions:
– Click the New button.
– Select an existing watermark to change.
Type the watermark message, and then select the message angle and the font
attributes.
After you have set the watermark details, click OK.
HP Deskjet 6940 series
For instructions about applying watermarks, follow the steps for applying an existing
watermark to a document.
Use the What's This? help to learn about the features that you see on the Printer
Properties dialog box.
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81
9
Printer software
●
●
●
●
●
Use the Printer Properties dialog box to select printing options.
Use the What's This? help to learn more about specific print settings.
Use the Printing Shortcuts tab to specify print settings quickly.
View the Ink Status window for the approximate ink level of each print cartridge.
Download printer software updates for the latest features and improvements.
Printer Properties dialog box
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.
To change the print settings, open the Printer Properties dialog box.
Note The Printer Properties dialog box is also referred to as the Printing
Preferences dialog box.
Open the Printer Properties dialog box
Follow these steps to open the Printer Properties dialog box:
1.
2.
Open the file that you want to print.
Click File, click Print, and then click Properties or Preferences.
The Printer Properties dialog box is displayed.
Note The path to the Printer Properties dialog box can vary depending on the
software program you are using.
What's This? help
Use the What's This? help to learn about the features that you see on the Printer
Properties dialog box.
What's This? help
Use What's This? help to learn more about the available printing options.
1.
2.
3.
Move the cursor over the feature that you want to learn more about.
Click the right mouse button.
The What's This box is displayed.
Move the cursor over the What's This? box, and then click the left mouse button.
An explanation of the feature is displayed.
Ink Status window
The Ink Status window is displayed each time the printer prints a file. The window displays
the approximate ink level of each print cartridge. To close the Ink Status window, click
Close.
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HP Deskjet 6940 series
Note The Ink Status window may not display if the printer is operating over a
non-Microsoft configuration.
Print cartridge information and ordering
For print cartridge information and to link to HP's Web site for ordering print cartridges,
click the Print Cartridge Information button.
Display the Ink Status window
If you do not want the Ink Status window to appear when you print, select the Do not
show this again check box in the lower-left corner of the window.
If you previously chose not to show the Ink Status window but now want it to appear when
you print, follow these steps:
1.
2.
3.
4.
Open the printer Toolbox.
Click the Configuration tab.
Select the Display Ink Status Window check box.
Click Apply, and then click OK.
Download printer software updates
Download the latest printer software update every few months to ensure you have the
latest features and improvements:
1.
2.
3.
4.
5.
6.
User's guide
Make sure you are connected to the Internet.
From the Windows Start menu, click Programs, click HP, and then click HP
Software Update.
The HP Software Update window is displayed.
Click Next.
HP Software Update searches the HP Web site for printer software updates.
– If the computer has the most recent version of the printer software installed, No
updates are available for your system at this time is displayed in the HP
Software Update window.
– If the computer does not have the most recent version of the printer software
installed, a software update is displayed in the HP Software Update window.
If a software update is available, select the check box beside the update name.
Click Install.
Follow the onscreen instructions.
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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
Printer Toolbox
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 in the print cartridge cradle.
Print cartridge combinations
For printing most documents, use the tri-color print cartridge and the black print cartridge.
When printing photos, use the photo print cartridge along with the tri-color print cartridge.
For printing high-quality black-and-white photographs, use the gray photo print
cartridge in conjunction with the tri-color print cartridge.
Always install the tri-color print cartridge in the left side of the print cartridge cradle.
Install the black, photo print cartridge, or the gray photo print cartridge in the right side
of the print cartridge cradle.
Note To easily identify the correct side of the cradle in which to install the print
cartridge, match the symbol on the print cartridge label with the symbol above the
print cartridge cradle.
Selection numbers
When buying replacement print cartridges, look for the print cartridge selection number.
You can find the selection number in three places:
●
84
Selection number label: Look at the label on the print cartridge that you are replacing.
HP Deskjet 6940 series
1
●
●
Selection number label
Printer documentation: For a list of print cartridge selection numbers, see the
reference guide that came with the printer.
Print Cartridge Information dialog box: For a list of print cartridge selection numbers,
open the printer Toolbox, click the Estimated Ink Level tab, and then click the Print
Cartridge Information button.
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.
Load Letter or A4 plain, white paper in the In tray.
Open the printer cover.
Wait until the print cartridge cradle moves to the right side of the printer and is idle
and silent, and then lift the print cartridge latch to the open position.
5.
Slide the print cartridge out of the print cartridge cradle.
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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.
86
Hold the print cartridge so that the copper strips are on the bottom and facing toward
the printer, and then slide the print cartridge into the cradle as shown.
HP Deskjet 6940 series
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.
Set the auto-off feature
The printer is designed with an auto-off feature that automatically places the printer into
a low power mode when it has been idle for 30 minutes. In this mode, the printer continues
to consume a maximum 3.0 watts of power and turns back on automatically when print
jobs are sent to the printer. You can manually turn the printer off by pressing and holding
the Power button for three seconds. When the printer is manually turned off, the printer
uses less than one watt of power. Manually powering off the printer is recommended if
the printer causes interference with other wireless devices, or if you do not plan to use
the printer for a long period of time.
Selecting auto-off cancels the FEMP energy savings mode.
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.
Follow these steps to activate the auto-off feature:
1.
2.
3.
4.
Open the printer Toolbox.
Click the Configuration tab.
Select Activate the Hardware Auto-off feature.
Click Apply, and then click OK.
Align the print cartridges
The printer automatically aligns the print cartridges after a new print cartridge is installed.
You can also align the print cartridges at other times to ensure optimal print quality.
To align print cartridges:
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Chapter 10
1.
2.
3.
4.
Load Letter or A4 plain, white paper in the In tray.
Open the printer Toolbox.
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.
If the color is still incorrect, perform a color calibration.
To calibrate color:
1.
2.
3.
4.
5.
Load Letter or A4 plain, white paper in the In tray.
Verify that both a tri-color print cartridge and a photo print cartridge are installed in
the printer.
Open the printer Toolbox.
Click Calibrate Color.
Click Start, and then follow the onscreen instructions.
Automatically clean print cartridges
If the printed pages are missing lines or dots, or if they contain ink streaks, the print
cartridges might be low on ink or might need to be cleaned.
If the print cartridges are not low on ink, follow these steps to clean the print cartridges
automatically:
1.
2.
3.
Open the printer Toolbox.
Click Clean the Print Cartridges.
Click Clean, and then follow the onscreen instructions.
If the documents are still missing lines or dots after cleaning, replace the print cartridges.
Caution Clean print cartridges only when necessary. Unnecessary cleaning
wastes ink and shortens the life of the cartridge.
Print a test page
Follow these instructions to print a test page:
1.
2.
Open the printer Toolbox.
Click the Print a Test Page button, and then follow the onscreen instructions.
View estimated ink levels
Follow these instructions to view the estimated ink levels of the print cartridges that are
installed in the printer:
1.
2.
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Open the printer Toolbox.
Click the Estimated Ink Levels tab.
HP Deskjet 6940 series
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 tab.
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. To remove smudges, stains, or dried
ink from the exterior of the printer, use a soft cloth moistened with water.
When cleaning the printer, keep these tips in mind:
●
●
●
Do not clean the interior of the printer. Keep all fluids away from the interior.
Do not use household cleaners or detergent. If a household cleaner or detergent
has been used on the printer, wipe the exterior surfaces with a soft cloth moistened
with water.
Do not lubricate the support rod that the print cartridge cradle uses to slide back and
forth. Noise is normal when the cradle moves back and forth.
Remove ink from your skin and clothing
Follow these instructions to remove ink from your skin and clothing:
Surface
Remedy
Skin
Wash the area with an abrasive soap.
White fabric
Wash the fabric in cold water and use chlorine bleach.
Color fabric
Wash the fabric in cold water and use sudsy ammonia.
Caution Always use cold water to remove ink from fabric. Warm or hot water
can set the ink into the fabric.
Manually clean print cartridges
If the printer is used in a dusty environment, a small amount of debris can accumulate
on the print cartridge contacts.
Gather cleaning supplies
You need the following items to clean the print cartridges.
●
●
Distilled water (tap water can contain contaminants that can damage the print
cartridge)
Cotton swabs or other soft, lint-free material that will not stick to the print cartridge
Be careful not to get ink on your hands or clothing as you clean.
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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. Wipe the print cartridge copper contacts with the cotton swab.
Caution Do not touch the print cartridge ink nozzles. Touching the ink
nozzles will result in clogs, ink failure, and bad electrical connections.
3.
4.
1
Ink nozzles (do not touch)
2
Copper contacts
Repeat this process until no ink residue or dust appears on the swab.
Insert the print cartridges in the printer, and then close the printer cover.
Maintain print cartridges
The following tips will help maintain HP print cartridges and ensure consistent print
quality:
●
●
Keep all print cartridges in their sealed packages until they are needed. Print
cartridges should be stored at room temperatures (15° to 35° C or 59° to 95° F).
Do not remove the plastic tape covering the ink nozzles until you are ready to install
the print cartridge in the printer. If the plastic tape has been removed from the print
cartridge, do not attempt to reattach it. Reattaching the tape damages the print
cartridge.
Follow these instructions to store print cartridges.
Store print cartridges
When print cartridges are removed from the printer, store them in an airtight plastic
container or in the print cartridge protector that comes with the photo print cartridge.
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HP Deskjet 6940 series
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.
Caution Do not drop the print cartridge. Dropping the print cartridge can damage
it.
Printer Toolbox
The printer Toolbox contains a number of useful tools to enhance the performance of the
printer.
Use the printer Toolbox to perform the following tasks:
●
●
●
●
●
●
●
User's guide
Set the auto-off function
Align the print cartridges
Calibrate color
Clean the print cartridges
Print a test page
View estimated ink levels
Configure Bluetooth settings (if the printer is connected to a computer by a USB
cable)
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Chapter 10
Use the Toolbox
Follow these instructions to use the printer Toolbox:
1.
2.
92
Open the Printer Properties dialog box.
Click the Services tab, and then click the Service this device button.
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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 problems
The following problems can occur with an Ethernet connection.
Printer does not print
Print an HP Report page.
If the HP Report page does not print, verify the following:
●
●
●
●
The printer is set up and powered on.
The print cartridges are installed correctly.
The printer is on and the paper tray is loaded.
The printer is free of paper jams.
Link light
If the printer still does not print, then look at the Link light on the back of the printer:
State of the Link light
Task
Flashing
Resend the document, then look at the Activity light.
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(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.
State of the Activity
light
Task
Flashing
The Ethernet connection is operating correctly. Try these
solutions again.
Off
Verify the following:
–
–
–
The printer is selected in the application from which
you are trying to print.
The computer is connected to the network.
A personal software firewall might block
communication between the printer and the
computer. Follow these steps.
Cannot open the printer's embedded web server (EWS)
Verify the following:
●
●
●
●
94
You are not using a phone cord to connect the printer to the network
The Ethernet cable is securely connected to the printer
The network hub, switch, or router is on and working properly
The computer that you are using is connected to the network
HP Deskjet 6940 series
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 or Netscape 4.75 or
higher.
4.
Enter the printer's IP address in the address box, then press Enter.
A personal software firewall is blocking communication between the printer and
the computer
The personal software firewall is a security program that protects a computer from
intrusion. However, the personal firewall might block communication between the
computer and the printer.
If you cannot communicate with the printer, try disabling the personal firewall. If you are
still unable to communicate with the printer, then re-enable the firewall.
If disabling the firewall allows you to communicate with the printer, you might want to
assign the printer a static IP address and then re-enable the firewall. To assign the printer
a static IP address, see the network guide that came with the printer.
Printer does not print
Verify the following
Verify the following conditions if the printer is not printing:
●
●
●
●
●
●
●
The printer is connected to the power source.
The cable connections are secure.
The printer is turned on.
The print cartridges are the correct print cartridges for the printer and are properly
installed.
The paper or other media is correctly loaded in the In tray.
The printer cover is closed.
The rear access door is attached.
Check the printer lights
The printer lights indicate the printer status and alert you to potential problems.
For more information, see Printer lights are on or flashing.
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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.
Check the connection from your printer to your computer. Verify that the USB cable
is securely plugged into the USB port on the back of your printer. Make sure the
other end of the USB cable is plugged into a USB port on your computer. After the
cable is connected properly, turn your printer off and then on again.
If you are connecting the through a USB hub, make sure the hub is turned on. If the
hub is on, try connecting directly to your computer.
Try connecting the USB cable to another USB port on your computer. After you
check the connections, try restarting your computer. Turn your printer off and then
on again.
Check the print queue
The printer will not print if a print job is stalled in the print queue. To resolve a print job
that is stalled in the queue, complete the following steps:
1.
2.
3.
4.
5.
6.
7.
8.
Click Start, click Settings, and then click Printers.
Double-click the name of the HP Deskjet printer.
Click the Printer menu, and then click Pause Printing.
Click the Printer menu again, and then click Purge Print Documents.
Click Yes.
Click the Printer menu, and then uncheck Pause Printing.
If there are still documents in the list, restart the computer.
After restarting, if there are still documents in the list, repeat steps 1–6.
If the printer still does not print
1. Select the topic below that best describes the problem:
– Paper jam
– Out-of-paper message
– Printer ejects paper
– Printer is stalled
2. If the printer still does not print, shut down, and then restart the computer.
Paper jam
Follow these steps to remove a paper jam:
1.
2.
3.
96
Press the Resume button.
If the paper jam does not clear, then go to the next step.
Turn off the printer.
Push the two latch handles on the printer's rear access door toward each other, and
then remove the door.
HP Deskjet 6940 series
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.
Caution Remove the paper jam carefully as it is possible to damage the
printer when removing paper from the front.
7.
8.
Turn on the printer, and then press the Resume button.
Reprint the document.
Note If paper jams occur frequently, try using a heavier paper. See the reference
guide for paper weight specifications.
Accessories?
If the Two-Sided Printing Accessory is attached to the printer, follow
these steps to clear a paper jam from the Two-Sided Printing
Accessory.
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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.
Printer ejects paper
If the printer ejects the paper, try one of the following solutions:
●
●
●
●
●
●
Move the printer away from direct sunlight. The printer might have been placed in
direct sunlight, which can affect the Automatic Paper-Type Sensor.
Select a paper type other than Automatic.
If you are performing a color calibration, install both the tri-color and the photo print
cartridges.
If you are printing a borderless document and the Resume and Print Cartridge Status
lights are flashing, follow the borderless printing guidelines.
Verify that the protective piece of plastic tape has been removed from the print
cartridges.
If you are printing a borderless document and the Resume light and a Print Cartridge
Status light are flashing, you might be trying to print a borderless document with only
the black print cartridge installed. When printing a borderless document, always
have the tri-color print cartridge and a black or photo print cartridge installed.
Out-of-paper message
If an out-of-paper message is displayed, follow these guidelines.
Paper jam
For information about clearing a paper jam, see the paper jam page.
Printer prints on multiple sheets at once
If the printer prints on multiple sheets at once, follow these guidelines.
Printer prints on multiple sheets at once
If the printer prints on multiple sheets at once, check the following:
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HP Deskjet 6940 series
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. Reload the paper into the In tray, pushing the paper until you feel resistance, and
then slide the paper guide firmly against the edge of the paper stack.
The printer might also print on multiple sheets at once if different paper types are loaded
in the In tray. For example, photo paper might be mixed with plain paper. Empty the In
tray and load only the paper type that is appropriate for the document that you are
printing.
Paper mismatch
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.
You can continue printing with the mismatched paper by pressing the Resume button.
To cancel printing, press the Cancel button.
To correct the paper mismatch, change the paper size and type selections in the software
program or the printer software, or change the paper in the In tray.
In the software program, follow these steps:
1.
2.
3.
4.
Press the Cancel button.
Open the File menu, and then click Page Setup.
On the Page Setup screen, verify the selected paper size and type.
If the paper size and type match the paper in the In tray, proceed to step 2 below.
If the size and type do not match, select the matching paper size and type or change
the paper in the In tray.
Press the Resume button to continue printing.
In the printer software, follow these steps:
1.
2.
3.
4.
Press the Cancel button.
Open the Printer Properties dialog box.
On the Paper/Quality tab, verify that the selected paper size and type match the
paper in the In tray.
If the size and type do not match, select the matching paper size and type or change
the paper in the In tray.
Press the Resume button to continue printing.
Printer is stalled
If the printer stalls while printing a document, press the Resume button. If the printer
does not start printing again, raise the printer cover, and then disconnect the power cable
from the back of the printer.
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Caution First, check for any loose or broken parts in the printer. If you find loose
or broken parts, go to www.hp.com/support or contact HP. Support phone
numbers are listed in the reference guide that came with the printer or at
www.hp.com/support.
If there are no loose or broken parts, follow these steps:
1.
2.
3.
4.
5.
6.
Check for and remove any obstacles, such as packing tape or materials, that prevent
the print cartridges from moving back and forth.
Make sure the print cartridges are installed securely in the print cartridge cradle.
Make sure the tri-color print cartridge is installed in the left side of the cradle and the
black or photo print cartridge is installed in the right side of the cradle.
Check for and clear any paper jam.
Lower the printer cover.
Connect the power cable to the back of the printer, and then turn on the printer.
– If the Resume light is not flashing, continue printing the document.
– If the Resume light is flashing, press the Resume button.
If the light still flashes, repeat the steps.
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.
100
Open the printer cover.
Read the selection number on the print cartridge label.
1
Selection number
2
Warranty date
Check the list of print cartridges that can be used in the printer.
a. Open the printer Toolbox.
b. Click the Estimated Ink Level tab.
HP Deskjet 6940 series
c.
4.
5.
6.
Click the Print Cartridge Information button and view the list of print cartridge
selection numbers.
The reference guide that came with the printer also shows the print cartridge
selection numbers.
Check the warranty date on the print cartridge.
If the print cartridge has the wrong selection number, or if the warranty date has
expired, install a new print cartridge.
Close the printer cover.
If the Print Cartridge Status light stops flashing, then the problem is fixed.
If the Print Cartridge Status light continues to flash, visit HP Technical Support at
www.hp.com/support.
Print cartridge problem message
If you receive a message about a problem with one of the print cartridges, follow these
steps:
1.
2.
3.
4.
Raise the printer cover and remove the print cartridge that was named in the error
message.
Reinstall the print cartridge.
If the Print Cartridge Status light is not flashing, the problem is solved.
If the Print Cartridge Status light is flashing, go to the next step.
Manually clean the print cartridge.
Reinsert the print cartridge in the printer and close the printer cover.
If the Print Cartridge Status light is still flashing, the print cartridge is faulty and must
be replaced.
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. This printing mode lets you print with a single print cartridge, but it slows the
printer and affects the quality of printouts.
If you receive the ink-backup mode message and two print cartridges are installed in the
printer, verify that the plastic tape has been removed from each print cartridge. When
the protective piece of plastic tape covers the print cartridge contacts, the printer cannot
detect that the print cartridge is installed.
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1
Remove plastic tape
"Print cartridge is in the wrong slot" message
If you receive this error message, the print cartridge is installed in the wrong side of the
print cartridge cradle.
Always install the tri-color print cartridge in the left print cartridge cradle compartment.
Install the black or photo print cartridge in the right print cartridge cradle compartment.
Note To easily identify the correct side of the cradle in which to install the print
cartridge, match the symbol on the print cartridge with the symbol above the print
cartridge cradle.
Photos do not print correctly
Check the paper tray
1. Verify that the photo paper in the In tray with the side to be printed on facing down.
Verify that the photo paper is flat.
2. Slide the paper forward until it stops.
3. Slide the paper guides firmly against the edge of the paper.
Do not press the guide so firmly against the paper that the paper bends or curls.
Check the printer properties
Open the Printer Properties dialog box and verify the following options:
Tab
Setting
Size is: An appropriate paper size
Paper/Quality
Type is: An appropriate photo paper
Print quality: Best or Maximum dpi
Colors are tinted or incorrect
If colors in photos appear tinted or incorrect, follow these steps:
1.
2.
3.
4.
102
Verify that neither print cartridge is low on ink.
If neither print cartridge is low on ink, proceed to step 2.
Align the print cartridges.
Reprint the photo.
If colors are still tinted or incorrect, calibrate the color.
HP Deskjet 6940 series
5.
6.
7.
Both a photo print cartridge and a tri-color print cartridge must be installed for color
calibration.
Reprint the photo.
If colors continue to appear tinted or incorrect, open the Printer Properties dialog
box, click the Color tab, and then click the Advanced color settings button.
Adjust the colors by using the Advanced color settings dialog box.
Horizontal lines appear on a photo
If light or dark horizontal lines appear on photos, follow this procedure:
1.
2.
3.
4.
Clean the print cartridges.
Reprint the photo.
If horizontal lines still occur, align the print cartridges.
Reprint the photo.
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
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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 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 Store and handle photo
paper.
Fading occurs near the edges of a photo
If fading occurs approximately 25 to 63 mm (1.0 to 2.5 inches) from the edge of a photo,
try the following solutions:
●
●
●
Install a photo print cartridge and a tri-color print cartridge in the printer.
Open the Printer Properties dialog box, click the Paper/Quality tab, and then set
the Print quality to Maximum dpi.
Rotate the image 180°.
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.
If the camera does support PictBridge, make sure the camera is set to PictBridge mode.
For instructions on setting the camera to PictBridge mode, see the documentation that
came with the camera.
Verify that the digital camera is saving photos in a file format that the PictBridge transfer
feature supports:
●
●
EXIF/JPEG
JPEG
Before you connect the digital camera to the front USB port on the printer, select some
photos on the camera for printing.
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PictBridge lights are flashing
State of the lights
Task
Connection light and the Error light are
flashing
The printer has lost connection with the
camera while printing.
Check the USB connection.
Connection light is on and the Error light is
flashing
The camera has lost power.
Replace the camera batteries or connect
it to a power supply.
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:
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●
●
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. Move the device with Bluetooth wireless
technology closer to the printer. The maximum recommended distance between the
device with Bluetooth wireless technology and the printer is 10 meters (30 feet).
No page came out of the printer
The printer might not recognize the type of file sent by the device with Bluetooth wireless
technology. Reformat the file to a supported file type and then resend.
A blank page came out of the printer
A blank page ejected from the printer signifies an unsupported file type or the file being
printed is corrupted or too large.
Print quality is poor
The image you printed might be low resolution. For better results in the future, set the
device to a higher resolution, if possible. Be aware that pictures taken with VGAresolution 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.
Bluetooth wireless printer adapter is not working
If the Bluetooth wireless printer adapter does not seem to working, try the following
troubleshooting tips:
●
●
Remove the adapter from the printer for a few seconds, and then re-insert it.
Turn off the printer with the Bluetooth wireless printer adapter still inserted in the
printer, and then turn the printer on again.
Or try this sequence of steps:
1.
2.
3.
4.
5.
106
Turn off the printer.
Disconnect the printer from its power source.
Insert the Bluetooth wireless printer adapter in the printer.
Reconnect power.
Turn the printer on.
HP Deskjet 6940 series
Banners do not print correctly
Check the paper tray
● Unfold and refold the paper when several sheets feed into the printer at one time.
● Confirm that the unattached edge of the banner paper stack is on top and pointing
into the printer.
● Verify that the correct paper for banner printing is in use.
Check the printer properties
Open the Printer Properties dialog box and verify the following settings:
Tab
Setting
Paper/Quality
Size is: The appropriate banner size
Type is: HP Banner Paper
Check the software
● Verify that the software program that you are using prints banners. Not all software
programs print banners.
● If gaps appear at the ends of the sheets, verify that the printer software is operating
correctly.
Print quality is poor
Streaks and missing lines
If the printed pages are missing lines or dots or if streaks appear, the print cartridges
might be low on ink or might need to be cleaned.
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. Insert a black print cartridge, in addition to the tricolor print cartridge, for optimal black print quality.
● Verify that the protective piece of plastic tape has been removed from the print
cartridges.
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1
●
Remove plastic tape
Consider selecting a higher print quality.
Blank pages print
● The protective piece of plastic tape might still be attached to the print cartridges.
Verify that the plastic tape has been removed from the print cartridges.
1
●
●
●
Remove plastic tape
The print cartridges might be out of ink. Replace one or both empty print cartridges.
The printer might be in direct sunlight. Direct sunlight can adversely affect the
Automatic Paper-Type Sensor. Move the printer out of direct sunlight.
You might be trying to print a borderless document with only the black print cartridge
installed. When printing a borderless document, always have the tri-color print
cartridge and a black or photo print cartridge installed.
Too much or too little ink appears on the page
If too much or too little ink appears on the page, follow these instructions.
Too much or too little ink appears on the page
If too much or too little ink appears on the page, try adjusting the ink volume and dry time
or selecting a different paper type.
Adjust the ink volume and dry time
1. Open the Printer Properties dialog box.
2. Click the Basics tab, and then click the Advanced features button.
The Advanced features dialog box is displayed.
3. Move the Ink volume slider toward Light or Heavy.
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HP Deskjet 6940 series
Note If you increase the ink volume, move the Dry time slider toward
More to avoid smearing the ink.
4.
Click OK, and then click OK again.
Select a specific paper type
1. Open the Printer Properties dialog box.
2. Click the Paper/Quality tab.
3. In the Type is drop-down list, click an appropriate paper type.
Do not select Automatic.
4. Click OK, and then click OK again.
Document is misprinted
Text and images are misaligned
If the text and images on the printouts are misaligned, then align the print cartridges.
Document is printed off-center or at an angle
1. Verify that the paper is correctly placed in the In tray.
2. Verify that the paper guides fit firmly against the edge of the paper.
3. Reprint the document.
Parts of the document are missing or printed in the wrong place
Open the Printer Properties and confirm the following options:
Tab
Setting
Basics
Orientation: Verify the appropriate orientation.
Paper/Quality
Size is: Verify the appropriate paper size.
Effects
Scale to fit: Select this option to scale text and
graphics to the paper.
Finishing
Poster printing: Verify that Off is selected.
If parts of the document are still missing, the printer settings might be overridden by the
software program print settings. Select the appropriate print settings from within the
software program.
Envelope is printed at an angle
1. Slide the flap inside the envelope before loading it in the printer.
2. Confirm that the paper guides fit firmly against the edge of the envelope.
3. Reprint the envelope.
Document does not reflect the new print settings
The printer settings might differ from the software program print settings. Select the
appropriate print settings within the software program.
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Problems with borderless documents
Borderless printing guidelines
When printing borderless photos or brochures, follow these guidelines:
●
●
●
●
Verify that the paper size that is specified in the Paper size drop-down list on the
Printing Shortcuts tab matches the size of the paper that is loaded in the In tray.
Select the appropriate paper type in the Paper type drop-down list on the Printing
Shortcuts tab.
If printing in grayscale, select High quality under Print in grayscale on the Color
tab.
Do not print borderless documents in ink-backup mode. Always have two print
cartridges installed in the printer when printing borderless documents.
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:
●
●
●
Install a photo print cartridge in the printer.
Rotate the image 180°.
Open the Printer Properties dialog box, click the Paper/Quality tab, and then set
the Print quality to Maximum dpi.
Horizontal lines appear on a photo
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HP Deskjet 6940 series
If light or dark horizontal lines appear on photos:
1.
2.
3.
4.
Clean the print cartridges.
Reprint the photo.
If the lines still occur, align the print cartridges.
Reprint the photo.
Image is printed at an angle
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.
2.
3.
4.
Remove all paper from the In tray.
Load the paper correctly in the In tray.
Verify that the paper guides fit firmly against the edge of the paper.
Follow loading instructions for the paper type.
Ink smears
Follow these guidelines if ink smears appear on the back of the photos, or if the paper
sticks together:
●
●
Use an HP photo paper.
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 paper is not curled, then follow these steps:
1.
2.
3.
4.
5.
User's guide
Open the Printer Properties dialog box.
Click the Basics tab.
Click the Advanced features button.
The Advanced features dialog box is displayed.
Move the Dry time slider toward More.
Move the Ink volume slider toward Light.
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Note The colors in the image might become lighter.
6. Click OK.
If the problem persists, try the following steps:
1. Remove the photo paper, and then load plain paper in the In tray.
2. Press and hold down the Print Cancel button until the printer starts printing a selftest page, and then release the button.
3. Repeat step 2 until the self-test page contains no ink smears.
Part of the photo is faded
If part of the photo is faded, follow these guidelines.
Photo has unwanted border
If the photo has an unwanted border, follow these guidelines.
Part of the photo is faded
Fading can occur on different parts of a photo.
Fading occurs on the edges of a printout
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
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HP Deskjet 6940 series
If fading occurs approximately 25 to 63 mm (1.0 to 2.5 inches) from the edge of a photo,
try the following solutions:
●
●
●
Install a photo print cartridge in the printer.
Open the Printer Properties dialog box, click the Paper/Quality tab, and then set
the Print quality to Maximum dpi.
Rotate the image 180°.
Photo has an unwanted border
The following conditions can create an unwanted border.
For most paper types
If the photo has an unwanted border, try one of the following solutions:
●
●
●
Align the print cartridges.
Open the Printer Properties dialog box, click the Paper/Quality tab, and then verify
that the selected paper size matches both the paper size that the photo is formatted
for and the size of the paper that is loaded in the In tray.
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.
For photo paper with a tear-off tab
If the border appears below the tear-off tab, remove the tab.
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If the border appears above the tear-off tab:
●
●
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.
"There was an error writing to USB port"
The printer might not be receiving correct data from another USB device or USB hub.
Connect the printer directly to the USB port on the computer.
"Two-way communication cannot be established" or "Printer not responding"
The printer might not be able to communicate with the computer if the USB cable is too
long.
If you receive this error message, make sure that the USB cable is not greater than 5
meters (approximately 16 feet, 5 inches) in length.
Incorrect print cartridge message
The printer can only print when the correct print cartridges are installed. If you receive
an incorrect print cartridge message, follow these instructions.
Print cartridge problem message
If you receive a message stating there is a problem with the print cartridge, the print
cartridge might be faulty. Follow these instructions to resolve the problem.
"Print cartridge carriage is stalled"
Follow these steps if the printer stalls while you are printing a document.
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Paper detected does not match paper size or type selected"
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.
"Print cartridge is in the wrong slot"
If you receive this error message, the print cartridge is installed in the wrong side of the
print cartridge cradle.
Always install the tri-color print cartridge in the left print cartridge cradle compartment.
Install the black or photo print cartridge in the right print cartridge cradle compartment.
"Printing in ink-backup mode"
When the printer detects that only one print cartridge is installed, ink-backup mode is
initiated. This printing mode lets you print with a single print cartridge, but it slows the
printer and affects the quality of printouts.
If you receive the ink-backup mode message and two print cartridges are installed in the
printer, verify that the protective piece of plastic tape has been removed from each print
cartridge. When plastic tape covers the print cartridge contacts, the printer cannot detect
that the print cartridge is installed.
General Protection Fault
A General Protection Fault, or GPF, is a Microsoft Windows error message that is
displayed when a software program, or a device such as a printer, performs an action
that Windows determines to be a problem.
There are many possible causes of a GPF. Try the following to resolve a GPF:
1.
2.
3.
Restart the computer, and then try printing again.
Try printing using different settings or options.
If the problem still occurs:
– Use a different software program, if available.
– Check with the software program vendor for program updates.
– Verify that the computer has sufficient RAM and hard disk space.
– Delete any temporary files on the computer.
If you continue to experience problems, visit HP Technical Support at www.hp.com/
support.
Out-of-paper message
Follow the appropriate steps for the condition that exists.
If the In tray contains paper
1. Verify the following:
– A sufficient amount of paper is in the In tray (at least ten sheets).
– The In tray is not overly full.
– The paper stack is touching the back of the In tray.
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2.
3.
Slide the paper guides firmly against the edge of the paper.
Press the Resume button to continue printing.
If the In tray is empty
1. Load paper in the tray.
2. Press the Resume button to continue printing.
Printer lights are on or flashing
The printer lights indicate the printer status.
Power light is flashing
The light stops flashing when the printer has received all data.
The printer is preparing to print.
Resume light is flashing
If the Resume light is flashing, check the following conditions:
●
●
●
●
The printer might be out of paper.
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.
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HP Deskjet 6940 series
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 right status light represents the black or the photo print cartridge. One of these
print cartridges is installed in the right side of the print cartridge cradle.
If the status light is on and not flashing
● Check to see if a print cartridge is low on ink.
If a print cartridge is low on ink, consider replacing the print cartridge.
● If neither print cartridge is low on ink, press the Resume button. If the Print Cartridge
Status light remains on, turn off, and then turn on the printer.
If the status light is on and flashing
Verify that the correct print cartridges are installed.
If you were printing a borderless document when the light started flashing, follow the
borderless printing guidelines.
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.
After cleaning the print cartridge, reinsert it into the printer.
If the light continues to flash, replace the print cartridge.
All lights are flashing
The printer might need to be restarted.
1.
User's guide
Press the Power button to turn off the printer, and then press the Power button to
restart the printer.
Proceed to step 2 if the lights continue to flash.
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2.
3.
4.
5.
Press the Power button to turn off the printer.
Disconnect the printer power cord from the electrical outlet.
Reconnect the printer power cord to the electrical outlet.
Press the Power button to turn on the printer.
Document prints slowly
Multiple software programs are open
The computer resources are insufficient for the printer to print at its optimum speed.
To increase printer speed, close all unnecessary software programs when printing.
Complex documents, graphics, or photos are printing
Documents containing graphics or photos print more slowly than text documents.
If the computer does not have enough memory or disk space to print the document under
normal conditions, you can use Low Memory Mode. Using this option can reduce the
quality of the printout. Low Memory Mode also turns off 4800 x 1200 optimized dpi
printing.
To activate Low Memory Mode, perform the following steps:
1.
2.
3.
4.
Open the Printer Properties dialog box.
Click the Basics tab, and then click the Advanced features button.
Select the Low memory mode check box.
Print the document.
Best or maximum dpi print mode is selected
The printer prints more slowly when Best or maximum dpi is selected as the print quality.
To increase the printer speed, select a different print quality mode.
Printer is in ink-backup mode
The printer might print more slowly if it is in ink-backup mode.
To increase the print speed, use two print cartridges in the printer.
Printer software is outdated
Outdated printer software might be installed.
For information about updating the printer software, see the software update page.
Computer does not meet system requirements
If the 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.
118
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.
HP Deskjet 6940 series
If you continue to have problems
If you continue to have problems after investigating the troubleshooting topics, shut down
the computer and then restart it.
If you still have questions after restarting the computer, visit HP Technical Support at
www.hp.com/support.
HP support process
1.
2.
3.
Visit HP Technical Support at www.hp.com/support.
HP online service and support is always available to all HP customers for the life of
their HP products. It is the fastest source for up-to-date product information and
expert assistance, and includes the following features:
– Fast access to qualified online support specialists
– Software and printer-driver updates for your product
– Valuable product and troubleshooting information for common problems
– Proactive product updates, support alerts, and HP newsgrams that are
available when you register your product
For Europe only: Contact your local point of purchase.
If your printer has a hardware failure, you will be asked to bring it back to your local
point of purchase. (Service is free during the printer limited-warranty period. After
the warranty period, you will be quoted a service charge.)
Call HP support.
For the appropriate telephone number, see the inside front cover of the reference
guide that came with your printer. Information about the phone support process can
be found in "HP support by phone" in the reference guide.
Support options and availability vary by product, country/region, and language.
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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.
Automatic Two-Sided Printing Accessory (duplexer)
The duplexer is a special hardware device that enables the printer to automatically print
on both sides of a page.
Using a duplexer with the printer has several advantages. It allows you to do the following
tasks:
●
●
●
Print on both sides of a page without manually reloading the page.
Use less paper by printing on both sides of paper sheets.
Create professional-looking brochures, reports, newsletters, and other special
items.
If the duplexer is not packaged with the printer, it can be purchased separately from an
authorized HP dealer.
Note The duplexer is not available in all countries/regions.
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HP Deskjet 6940 series
The duplexer only supports certain paper types. For a list of supported paper types, see
the documentation that came with the duplexer.
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.
Note Do not discard the rear access door. In order to print, either the
duplexer or the rear access door must be attached to the printer.
2.
Insert the duplexer in the back of the printer until both sides snap into place.
Note Do not press the buttons on either side of the duplexer when installing
it in the printer. Use the buttons only when removing the duplexer from the
printer.
Enable the duplexer
Follow these step to enable the duplexer:
1.
2.
3.
User's guide
Open the printer Toolbox.
Click the Configuration tab.
Click Automatic Two-Sided Printing Module or Auto Two-Sided Print
Accessory with small paper tray, and then click Apply.
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4.
5.
Click OK in the confirmation box that is displayed.
Click the X in the upper-right corner to close the screen.
Note After the duplexer is enabled, it is not necessary to re-enable it every time
you print.
Automatic two-sided printing
To print a two-sided document automatically, one of the following accessories must be
attached to the printer:
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.
Binding type
Select the type of binding that you want for the two-sided document, and then follow the
steps for that binding:
Book binding
Tablet binding
Note Book binding is the most common type of binding.
Book binding
Follow these steps to print a two-sided document with a book binding:
1.
2.
122
Open the Printer Properties dialog box.
Click the Printing Shortcuts tab, and then click Two-sided, duplex, printing in the
drop-down list.
HP Deskjet 6940 series
3.
4.
In the Print on both sides drop-down list, click Automatically.
Select any other print settings that you want, and then click OK.
After the first side of the page is printed, the printer pauses while the ink dries. When the
ink is dry, the paper is pulled back into the duplexer and the reverse side of the page is
printed.
Do not remove the paper from the printer until both sides of the page have been printed.
Tablet binding
Follow these steps to print a two-sided document with a tablet binding:
1.
2.
3.
4.
5.
6.
7.
Open the Printer Properties dialog box.
Click the Finishing tab.
Select the Print on both sides check box.
Select the Automatic check box.
Select the Preserve layout check box.
Select the Flip pages up check box.
Select any other print settings that you want, and then click OK.
After the first side of the page is printed, the printer pauses while the ink dries. When the
ink is dry, the paper is pulled back into the duplexer and the reverse side of the page is
printed.
Do not remove the paper from the printer until both sides of the page have been printed.
Print a booklet automatically
To print a booklet automatically, one of the following accessories must be attached to
the printer:
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 specifications for either the Automatic Two-Sided Printing
Accessory or the Auto Two-Sided Print Accessory with Small Paper Tray.
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.
Guidelines
Do not exceed the In-tray capacity: 150 sheets.
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Print
Load paper in the printer paper tray, and then follow these steps to print a booklet
automatically:
1.
2.
3.
4.
Open the Printer Properties dialog box.
Click the Printing Shortcuts tab, and then select Two-sided, duplex, printing from
the drop-down list.
From the Print on both sides drop-down list, select one of the following binding
options:
– Left edge booklet
– Right edge booklet
Select any other print settings that you want, and then click OK.
After the first side of the page is printed, the printer pauses while the ink dries. When 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.
Automatic two-sided printing problems
Paper jam occurs inside the Automatic Two-Sided Printing Accessory
Follow these steps to remove a paper jam from the duplexer.
1.
2.
Turn off the printer.
Press the buttons on the left and right sides of the duplexer, and then remove it from
the printer.
Warning Remove the duplexer before opening it when clearing a paper
jam.
3.
4.
124
Remove any paper inside the printer.
Open the duplexer.
HP Deskjet 6940 series
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.
If the option for the duplexer still does not appear, verify that the following conditions
exist:
●
●
●
The duplexer is attached to the printer.
The duplexer is enabled in the printer software.
The media type and size selected on the Paper/Quality tab are supported by the
duplexer.
For a list of supported media types and sizes, see the specifications for the duplexer:
– Automatic Two-Sided Printing Accessory
– Auto Two-Sided Print Accessory with Small Paper Tray
Only one side of the page prints when the two-sided printing option is enabled
Verify that the following conditions exist:
●
●
●
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.
If the media type or size is not supported by the duplexer, you can print the document
by using the manual two-sided printing instructions.
The media type and size that is selected on the Paper/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.
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Binding margin is in the wrong place
1. Open the Printer Properties dialog box.
2. Click the Finishing tab.
3. Verify that the following conditions exist:
– Flip pages up is not selected for binding along the side (book binding).
– Flip pages up is selected for binding along the top (tablet binding).
For more information, see two-sided printing.
Paper size changes when the two-sided printing option is selected
The paper size is not supported by the duplexer.
Colors look faded
If the colors look faded, try printing the two-sided document by using the manual twosided printing instructions.
Automatic Two-Sided Printing Accessory specifications
Dimensions when attached to printer
124.6 mm (4.9 in) tall x 320.5 mm (12.62 in) wide x 77.7 mm (3.06 in) deep
Skew (second side of printed page)
Plain paper: +/- .009 mm/mm (.009 in/in)
Cards: +/- .006 mm/mm (.006 in/in)
Envelopes: +/- .012 mm/mm (.012 in/in)
Media weight
Letter/A4: 60 to 90 g/m2 (16 to 24 lb)
Cards: Up to 200 g/m2 (110 lb index max)
Specialty paper: Up to 160 g/m2 (44 lb bond)
Media sizes
Size range: 81 x 117 mm to 216 x 297 mm (3.2 x 4.6 in to 8.5 x 11 in)
Paper:
●
●
●
●
●
U.S. Letter: 216 x 279 (8.5 x 11 in)
Executive: 184 x 267 mm (7.25 x 10.5 in)
A4: 210 x 297 mm
A5: 148 x 210 mm
B5: 182 x 257 mm
Cards:
●
●
●
126
127 x 203 mm (5 x 8 in)
102 x 152 mm (4 x 6 in)
A6: 105 x 148.5 mm
HP Deskjet 6940 series
●
●
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.
If the 250-Sheet Plain Paper Tray Accessory is not included with the printer, it can be
purchased separately from an authorized HP dealer.
Note The 250-sheet Plain Paper Tray Accessory is not available in all countries/
regions.
Install the 250-Sheet Plain Paper Tray Accessory
Follow these steps to install the 250-Sheet Plain Paper Tray Accessory:
1.
2.
3.
Turn off the printer.
Select a location for the printer and place the 250-Sheet Plain Paper Tray Accessory
in this location.
Carefully lift the printer and orient it above the paper tray.
4.
Gently place the printer on top of the paper tray.
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Chapter 12
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.
Set the paper size
When changing the paper size in the paper tray, all three paper guides must be set to
the correct setting.
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HP Deskjet 6940 series
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.
User's guide
Set the paper-width fence by carefully inserting it into the appropriate slots.
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Chapter 12
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.
130
Remove the lower tray from the base.
Verify that all three paper guides are set to the correct setting.
Insert the paper into the lower tray.
HP Deskjet 6940 series
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 Printer Properties dialog box.
Click the Printing Shortcuts tab or the Paper/Quality tab.
Find the appropriate drop-down list:
Tab
Drop-down list
Printing Shortcuts
Paper source
Paper/Quality
Source is
Note You do not need to set the paper source on both tabs.
4.
Select one of the following options in the drop-down list:
– Upper tray: prints from the In tray.
– Lower tray: prints from the 250-Sheet Plain Paper Tray Accessory.
– Upper, then lower: prints from the In tray. If the In tray is empty, the printer
prints from the 250-Sheet Plain Paper Tray Accessory.
– Lower, then upper: prints from the 250-Sheet Plain Paper Tray Accessory. If
the accessory is empty, the printer prints from the In tray.
Print a different first page with the 250-Sheet Plain Paper Tray Accessory
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Chapter 12
Load paper
1. Load the paper for the body of the document in the 250-Sheet Plain Paper Tray
Accessory.
2. Load the paper for the first page in the In tray.
Guidelines
The 250-Sheet Plain Paper Tray Accessory is not included with the printer, but can be
purchased separately from an authorized HP dealer. The accessory is not available in
all countries/regions.
Print
Follow these steps to print a document with a cover page:
1.
2.
3.
4.
5.
6.
7.
8.
9.
Open the Printer Properties dialog box.
Click the Paper/Quality tab.
Select the Use different paper for check box.
Click First page.
Select the paper type and paper size for the first page.
Click Upper tray in the Source is box.
Click Other pages.
Click Lower tray in the Source is box.
Click the paper type for the other pages in the Type is drop-down list.
Do not select Automatic.
10. Select any other print settings that you want, and then click OK.
Do not print the document in reverse order.
250-Sheet Plain Paper Tray Accessory specifications
Dimensions
448 mm (17.64 in) wide x 65 mm (2.56 in) high x 384 (15.12 in) mm deep
Weight
1.99 kg (4.40 lb)
Media weight
Letter/A4 paper: 60 to 105 g/m2 (16 to 28 lbs)
Media sizes
US Letter: 216 x 279 mm (8.5 x 11 in)
Executive: 184 x 267 mm (7.25 x 10.5 in)
A4: 210 x 297 mm
A5: 148 x 210 mm
B5: 182 x 257 mm
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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.
If the Auto Two-Sided Print Accessory with Small Paper Tray is not included with the
printer, it can be purchased separately from an authorized HP dealer.
Note The Auto Two-Sided Print Accessory with Small Paper Tray is not
available in all countries/regions.
Install the Auto Two-Sided Print Accessory with Small Paper Tray
Use these steps to install the Auto Two-Sided Print Accessory with Small Paper Tray:
1.
User's guide
Push the two latch handles on the printer rear access door toward each other, and
then remove the door.
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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.
Enable the duplexer
Follow these step to enable the duplexer:
1.
2.
3.
4.
5.
Open the printer Toolbox.
Click the Configuration tab.
Click Automatic Two-Sided Printing Module or Auto Two-Sided Print
Accessory with small paper tray, and then click Apply.
Click OK in the confirmation box that is displayed.
Click the X in the upper-right corner to close the screen.
Note After the duplexer is enabled, it is not necessary to re-enable it every time
you print.
Print postcards
Guidelines
● Use only cards that meet the specifications for the Auto Two-Sided Print Accessory
with Small Paper Tray. For more information, see the Auto Two-Sided Print
Accessory with Small Paper Tray specifications.
● When printing a large number of cards, remove the printed material from the printer's
Out tray about halfway through the print job.
● Do not exceed the maximum capacity for the rear tray: 100 cards.
Prepare to print
1. Slide the paper-width guide to the left.
2. Pull the paper lever forward and insert the cards.
The address side of the cards should face outward.
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HP Deskjet 6940 series
3.
4.
Release the paper lever.
Slide the paper-width guide against the edge of the cards.
Print
1. Open the Printer Properties dialog box.
2. On the Printing Shortcuts tab, click Postcard printing, and then specify the
following print settings:
– Paper Size: The appropriate paper size
– Paper Type: Plain paper
– Paper Source: Rear tray
3. Select any other print settings that you want, and then click OK.
Use the What's This? help to learn about the features that you see in the Printer
Properties dialog box.
Use the Auto Two-Sided Print Accessory with Small Paper Tray when printing from
a digital camera
In order to use the Auto Two-Sided Print Accessory with Small Paper Tray when printing
directly from a digital camera, you might need to configure the printer to feed paper from
the accessory rather than the In tray.
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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.
Note The printer only needs to be configured to print PictBridge photos from the
Auto Two-Sided Print Accessory with Small Paper Tray once. After being
configured, the printer will attempt to print from the accessory until the printer is
configured to use the In tray for PictBridge photos.
Configure the printer to feed paper from the In tray
Follow these steps to configure the printer to feed paper from the In tray for PictBridge
photos:
1.
2.
3.
Press and hold down the Report Page button.
While holding down the Report Page button, press the Cancel button twice, and
then press the Resume button once.
Release the Report Page button.
Print small photos
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 and install a
photo print cartridge in the printer.
● Learn how to use the available photo printing features.
● Use HP Everyday Photo Paper, Semi-gloss to save money and ink when printing
photos.
● Verify that the photo paper that you are using is flat. For information about preventing
photo paper from curling, see the photo paper storage instructions.
● Do not exceed the In-tray capacity: 80 sheets of photo paper.
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HP Deskjet 6940 series
Prepare to print
1. Slide the paper-width guide to the left.
2. Pull the paper lever forward and insert the photo paper.
The side of the photo paper to be printed on should face outward.
Note If the photo paper has a tear-off tab, the tab must point up rather than
leading into the printer.
3.
4.
Release the paper lever.
Slide the paper-width guide against the edge of the photo paper.
Print
1. Open the Printer Properties dialog box.
2. On the Printing Shortcuts tab, click Photo printing-borderless or Photo printingwith white borders as the type of document, and then select the following options:
– Print quality: Normal, Best, or Max dpi
– Paper size: The appropriate photo paper size
– Paper source: Rear tray
– Paper type: The appropriate photo paper type
– Orientation: Portrait or Landscape
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3.
Set the following options as appropriate:
– HP digital photography options
– Advanced color settings
– Color management
– Grayscale quality
4. Click OK to print the photographs.
Use the What's This? help to learn about the features that you see in the Printer
Properties dialog box.
Print envelopes
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.
Insert the envelopes with the address side facing outward and the flap to the left.
3.
4.
138
Release the paper lever.
Slide the paper-width guide against the edge of the envelopes.
HP Deskjet 6940 series
Print
1. Open the Printer Properties dialog box.
2. Click the Paper/Quality tab, and then specify the following print settings:
– Size is: The appropriate envelope size
– Type is: The appropriate paper type
– Source is: Rear tray
3. Select any other print settings that you want, and then click OK.
Use the What's This? help to learn about the features that you see in the Printer
Properties dialog box.
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. Turn off the printer.
2. Press the buttons on the left and right sides of the accessory, and then remove it
from the printer.
Warning Remove the Auto Two-Sided Print Accessory with Small Paper
Tray before opening it when clearing a paper jam.
3.
4.
User's guide
Remove any paper that is inside the printer.
Lift the back lever on the accessory, and then unhook the Small Paper Tray.
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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. Print
a single-sided document, and then print the two-sided document. The option for using
the duplexer will appear in the printer software.
If the option for the duplexer still does not appear, then verify that the following conditions
exist:
●
●
●
The duplexer is attached to the printer.
The duplexer is enabled in the printer software.
The media type and size selected on the Paper/Quality tab are supported by the
duplexer.
For a list of supported media types and sizes, see the specifications for the duplexer:
– Automatic Two-Sided Printing Accessory
– Auto Two-Sided Print Accessory with Small Paper Tray
Paper size changes when the two-sided printing option is selected
The paper size is not supported by the duplexer.
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Binding margin is in the wrong place
1. Open the Printer Properties dialog box.
2. Click the Finishing tab.
3. Verify that the following conditions exist:
– Flip pages up is not selected for binding along the side (book binding).
– Flip pages up is selected for binding along the top (tablet binding).
For more information, see two-sided printing.
Only one side of the page prints when the two-sided printing option is enabled
Verify that the following conditions exist:
●
●
●
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/Quality tab are supported
by the duplexer.
If the media type or size is not supported by the duplexer, you can print the document
by using the manual two-sided printing instructions.
Note Do not try to print a two-sided document on single-sided paper, such
as single-sided photo paper.
Colors look faded
If the colors look faded, try printing the two-sided document by using the manual twosided printing instructions.
Auto Two-Sided Print Accessory with Small Paper Tray specifications
Dimensions when attached to printer
219.3 mm (8.63 in) tall x 320.5 mm (12.62 in) wide x 142.1 mm (5.6 in) deep
Duplexing specifications
For duplexing specifications, including skew, media weight, and media sizes for paper
fed into the printer through the printer In tray, see the Automatic Two-Sided Printing
Accessory specifications.
Small paper tray specifications
Media thickness: 7-12 mils
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Media sizes:
●
●
●
●
●
Size range:
– Width: 81.3 to 106 mm (3.2 to 4.17 in)
– Length: 116.8 to 304.8 mm (4.6 to 12 in)
Cards:
– 10x15 cm, 10x15 cm with tab
– 4x6 in, 4x6 in with tab
– A6, 105x148 mm
– Index card, 4x6 in.
– L, 89x127 mm
Photo paper:
– 10x15 cm, 10x15 cm with tab
– 4x6 in, 4x6 in. with tab
– 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:
●
●
●
●
142
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. 4: Up to 20
HP Deskjet 6940 series
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.
Note The availability of accessories varies by country/region.
Automatic Two-Sided Printing Accessory
Q5712A Automatic Two-Sided Printing Accessory
Auto Two-Sided Print Accessory with Small Paper Tray
Q3032A Auto Two-Sided Print Accessory with Small Paper Tray
250-Sheet Plain Paper Tray Accessory
Q3447A 250-Sheet Plain Paper Tray Accessory
HP bt450 Bluetooth Wireless Printer Adapter
Q6398A HP bt450, Bluetooth Wireless Printer Adapter
HP bt400 Bluetooth Wireless Printer Adapter
Q6399A HP bt400, Bluetooth Wireless Printer Adapter
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143
14
Specifications
●
Printer specifications
Printer specifications
See the reference guide that came with the printer for complete printer specifications,
including this information:
●
●
●
●
144
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. In addition, the Print Cancel button allows the
user to save paper by quickly canceling a print job as needed. This equipment is suitable
for using recycled papers (in accordance with EN 12281:2002).
Recycled paper: All paper documentation for this printer is printed on recycled paper.
Ozone: Ozone-depleting chemicals such as CFCs have been eliminated from HewlettPackard's manufacturing processes.
Recycling
Design for recycling has been incorporated into this printer. The number of materials has
been kept to a minimum while ensuring proper functionality and reliability. Dissimilar
materials have been designed to separate easily. Fasteners and other connections are
easy to locate, access, and remove using common tools. High priority parts have been
designed to access quickly for efficient disassembly and repair.
Printer packaging: The packaging materials for this printer have been selected to
provide maximum protection for the least cost possible, while attempting to minimize
environmental impact and facilitate recycling. The rugged design of the HP Deskjet
printer assists in minimizing both packaging materials and damage rates.
Plastic parts: All major plastics and plastic parts are marked according to international
standards. All plastic parts used in the printer housing and chassis are technically
recyclable and all use a single polymer.
Product longevity: To ensure the longevity of the HP Deskjet printer, HP provides the
following:
●
●
●
Extended warranty: Details can be found in the reference guide that came with the
printer.
Replacement parts and consumables are available for a limited period after
production has stopped.
Product take-back: To return this product to HP at the end of its useful life, go to
www.hp.com/recycle. To return empty print cartridges to HP, see print cartridge
recovery.
Note The extended warranty and product take-back options are not
available in all countries/regions.
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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. For more information regarding return and recycling of HP
products generally, please visit www.hp.com/hpinfo/globalcitizenship/environment/
recycle/index.html.
Energy consumption
This printer was designed with energy conservation in mind. Not only does this save
natural resources, but it also saves money without affecting the high performance of the
printer. The printer meets the Federal Energy Management Program (FEMP)
requirements, the US government energy savings initiative aimed at reducing power
when the printer is turned OFF.
This product qualifies for the ENERGY STAR® Program. ENERGY STAR is a voluntary
program established to encourage the development of energy-efficient office products.
ENERGY STAR is a U.S. registered service mark of the U.S. Environmental Protection
Agency. As an ENERGY STAR partner, Hewlett-Packard Company has determined that
this product meets ENERGY STAR guidelines for energy efficiency.
Energy consumption in standby mode: See the reference guide for energy
consumption specifications.
Energy consumption in off-mode: When the printer is off, an amount of energy is still
being consumed. 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 cartridge recovery
Customers interested in recycling their genuine HP print cartridges can participate in
HP's Planet Partner's Program for inkjet cartridges. HP offers this program in more
countries/regions than any other inkjet cartridge manufacturer in the world. This program
is provided as a free service to HP customers as an environmentally sound solution for
these products at end-of-life.
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HP Deskjet 6940 series
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. The end products
of the recycling process are used in the manufacture of new products, and HP must
ensure the composition of the material is consistent. To do that, we recycle only HP
original cartridges. This program does not extend to refilled cartridges.
Returned cartridges are separated for purification into raw materials for use in other
industries to manufacture new products. Examples of products made from recycled HP
print cartridge materials include automobile parts, trays used in microchip fabrication
processes, copper wire, steel plates, and the precious materials used in electronics.
Depending on the model, HP is able to recycle up to 65% of the print cartridge by weight.
The remaining parts that cannot be recycled (ink, foam, and composite parts) are
disposed of in an environmentally responsible manner.
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