HP Color LaserJet Managed MFP E78223-E78228 series User guide

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HP Color LaserJet Managed MFP E78223, E78228
User Guide
HP Color LaserJet Managed MFP E78223,
E78228 User Guide
Copyright and License
© Copyright 2020 HP Development Company,
L.P.
Reproduction, adaptation, or translation without
prior written permission is prohibited, except as
allowed under the copyright laws.
The information contained herein is subject to
change without notice.
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.
Edition 1, 5/2020
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Table of contents
1 Printer overview ...................................................................................................................................................................................... 13
Warning icons ......................................................................................................................................................................... 13
Potential shock hazard .......................................................................................................................................................... 14
Printer views ........................................................................................................................................................................... 16
Printer front view ............................................................................................................................................... 16
Printer back view ............................................................................................................................................... 19
Interface ports .................................................................................................................................................... 20
Control-panel view ............................................................................................................................................ 21
How to use the touchscreen control panel ............................................................................... 23
Printer specications ............................................................................................................................................................. 24
Technical specications .................................................................................................................................... 24
Supported operating systems ......................................................................................................................... 27
Printer dimensions ............................................................................................................................................ 29
Power consumption .......................................................................................................................................... 30
Electrical specications ..................................................................................................................................... 30
Acoustic emissions ............................................................................................................................................ 30
Operating-environment range ........................................................................................................................ 31
Printer hardware setup and software installation ............................................................................................................ 31
2 Paper trays .............................................................................................................................................................................................. 33
Introduction ............................................................................................................................................................................. 33
Load paper to Tray 1 (multipurpose tray) .......................................................................................................................... 34
Load paper to Tray 1 (multipurpose tray) ..................................................................................................... 34
Tray 1 (multipurpose tray) paper orientation ............................................................................................... 35
Use alternative letterhead mode .................................................................................................................... 40
Enable Alternative Letterhead Mode by using the printer control-panel menus ............... 40
Load paper to Tray 2, Tray 3 and the optional 2 x 520-sheet trays .............................................................................. 41
Load paper to Tray 2, Tray 3, and the optional 2 x 520-sheet trays ........................................................ 41
Tray 2, Tray 3 and the optional 2 x 520-sheet trays paper orientation ................................................... 42
Use alternative letterhead mode .................................................................................................................... 46
Enable Alternative Letterhead Mode by using the printer control-panel menus ............... 46
Load and print envelopes ..................................................................................................................................................... 47
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Print envelopes .................................................................................................................................................. 47
Envelope orientation ......................................................................................................................................... 47
Load and print labels ............................................................................................................................................................. 49
Manually feed labels ......................................................................................................................................... 49
Label orientation ............................................................................................................................................... 49
3 Supplies, accessories, and parts .......................................................................................................................................................... 51
Order supplies, accessories, and parts ............................................................................................................................... 52
Ordering .............................................................................................................................................................. 52
Replace the toner cartridge .................................................................................................................................................. 53
Toner cartridge information ............................................................................................................................. 53
Remove and replace the toner cartridge ....................................................................................................... 53
Replace the toner collection unit (TCU) ............................................................................................................................... 56
Remove and replace the TCU ........................................................................................................................... 56
Replace the staple cartridge (Optional Inner nisher) ...................................................................................................... 59
Introduction ........................................................................................................................................................ 59
Remove and replace the inner nisher accessory staple cartridge ........................................................... 59
4 Print .......................................................................................................................................................................................................... 63
Print tasks (Windows) ............................................................................................................................................................ 64
How to print (Windows) .................................................................................................................................... 64
Automatically print on both sides (Windows) ............................................................................................... 64
Manually print on both sides (Windows) ........................................................................................................ 65
Print multiple pages per sheet (Windows) .................................................................................................... 65
Select the paper type (Windows) .................................................................................................................... 66
Additional print tasks ........................................................................................................................................ 66
Print tasks (macOS) ............................................................................................................................................................... 68
How to print (macOS) ........................................................................................................................................ 68
Automatically print on both sides (macOS) ................................................................................................... 68
Manually print on both sides (macOS) ........................................................................................................... 68
Print multiple pages per sheet (macOS) ........................................................................................................ 69
Select the paper type (macOS) ........................................................................................................................ 69
Additional print tasks ........................................................................................................................................ 70
Store print jobs on the printer to print later or print privately ........................................................................................ 71
Introduction ........................................................................................................................................................ 71
Create a stored job (Windows) ......................................................................................................................... 71
Create a stored job (macOS) ............................................................................................................................ 72
Print to Job Storage ........................................................................................................................................... 73
Delete a stored job ............................................................................................................................................ 74
Delete a job that is stored on the printer .................................................................................. 74
Change the job storage limit ....................................................................................................... 74
iv ENWW
Information sent to printer for Job Accounting purposes ........................................................................... 74
Print from a USB ash drive ................................................................................................................................................. 75
Enable the USB port for printing ..................................................................................................................... 76
Method one: Enable the USB port from the printer control panel ........................................ 76
Method two: Enable the USB port from the HP Embedded Web Server (network-
connected printers only) .............................................................................................................. 76
Print USB documents ........................................................................................................................................ 76
Print using high-speed USB 2.0 port (wired) ..................................................................................................................... 78
Enable the high-speed USB port for printing ................................................................................................ 79
Method one: Enable the high-speed USB 2.0 port from the printer control panel
menus ............................................................................................................................................. 79
Method two: Enable the high-speed USB 2.0 port from the HP Embedded Web
Server (network-connected printers only) ................................................................................ 79
5 Copy .......................................................................................................................................................................................................... 81
Make a copy ............................................................................................................................................................................. 81
Copy on both sides (duplex) ................................................................................................................................................. 83
Additional copy tasks ............................................................................................................................................................. 84
6 Scan .......................................................................................................................................................................................................... 87
Set up Scan to Email .............................................................................................................................................................. 88
Introduction ........................................................................................................................................................ 88
Before you begin ................................................................................................................................................ 88
Step one: Access the HP Embedded Web Server (EWS) .............................................................................. 88
Step two: Congure the Network Identication settings ............................................................................ 89
Step three: Congure the Send to Email feature .......................................................................................... 91
Method one: Basic conguration using the Email Setup Wizard ........................................... 91
Method two: Advanced conguration using the Email Setup ................................................ 94
Step four: Congure the Quick Sets (optional) .............................................................................................. 99
Step ve: Set up Send to Email to use Oice 365 Outlook (optional) ..................................................... 101
Introduction ................................................................................................................................. 101
Congure the outgoing email server (SMTP) to send an email from an Oice 365
Outlook account .......................................................................................................................... 101
Set up Scan to Network Folder .......................................................................................................................................... 103
Introduction ...................................................................................................................................................... 103
Before you begin ............................................................................................................................................. 103
Step one: Access the HP Embedded Web Server (EWS) ........................................................................... 103
Step two: Set up Scan to Network Folder .................................................................................................... 105
Method one: Use the Scan to Network Folder Wizard .......................................................... 105
Method two: Use Scan to Network Folder Setup ................................................................... 107
Step one: Begin the conguration ....................................................................... 107
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Step two: Congure the Scan to Network Folder settings .............................. 108
Step three: Complete the conguration ............................................................. 116
Set up Scan to USB Drive .................................................................................................................................................... 117
Introduction ...................................................................................................................................................... 117
Step one: Access the HP Embedded Web Server (EWS) ........................................................................... 117
Step two: Enable Scan to USB Drive ............................................................................................................. 117
Step three: Congure the Quick Sets (optional) ......................................................................................... 118
Default scan settings for Scan to USB Drive setup .................................................................................... 119
Default le settings for Save to USB setup ................................................................................................. 119
Scan to Job Storage ............................................................................................................................................................. 121
Introduction ...................................................................................................................................................... 121
Scan to job storage on the printer ................................................................................................................ 121
Print from job storage on the printer ........................................................................................................... 123
Scan to USB drive ................................................................................................................................................................. 124
Introduction ...................................................................................................................................................... 124
Scan to USB drive ............................................................................................................................................ 124
Use HP JetAdvantage business solutions ........................................................................................................................ 126
Additional scan tasks .......................................................................................................................................................... 126
7 Fax .......................................................................................................................................................................................................... 127
Set up fax .............................................................................................................................................................................. 128
Introduction ...................................................................................................................................................... 128
Set up fax by using the printer control panel ............................................................................................. 128
Change fax congurations ................................................................................................................................................. 129
Fax dialing settings ......................................................................................................................................... 129
General fax send settings .............................................................................................................................. 130
Fax receive settings ........................................................................................................................................ 130
Send a fax ............................................................................................................................................................................. 131
Create a fax printing schedule ........................................................................................................................................... 134
Block incoming faxes ........................................................................................................................................................... 135
Create a list of blocked fax numbers ............................................................................................................ 135
Delete numbers from the list of blocked fax numbers ............................................................................. 135
Additional fax tasks ............................................................................................................................................................. 135
8 Manage the printer .............................................................................................................................................................................. 137
Advanced conguration with the HP Embedded Web Server (EWS) ........................................................................... 138
Introduction ...................................................................................................................................................... 138
How to access the HP Embedded Web Server (EWS) ................................................................................ 138
HP Embedded Web Server features ............................................................................................................. 140
Information tab ........................................................................................................................... 140
General tab .................................................................................................................................. 141
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Copy/Print tab ............................................................................................................................. 142
Scan/Digital Send tab ................................................................................................................ 142
Fax tab .......................................................................................................................................... 143
Supplies tab ................................................................................................................................. 144
Troubleshooting tab ................................................................................................................... 144
Security tab ................................................................................................................................. 145
HP Web Services tab .................................................................................................................. 145
Networking tab ........................................................................................................................... 146
Other Links list ............................................................................................................................ 147
Congure IP network settings ........................................................................................................................................... 148
Printer sharing disclaimer .............................................................................................................................. 148
View or change network settings ................................................................................................................. 148
Rename the printer on a network ................................................................................................................ 148
Manually congure IPv4 TCP/IP parameters from the control panel ..................................................... 149
Manually congure IPv6 TCP/IP parameters from the control panel ..................................................... 149
Link speed and duplex settings .................................................................................................................... 149
Printer security features ..................................................................................................................................................... 151
Introduction ...................................................................................................................................................... 151
Security statements ....................................................................................................................................... 151
Assign an administrator password ............................................................................................................... 152
Use the HP Embedded Web Server (EWS) to set the password ......................................... 152
Provide user access credentials at the printer control panel .............................................. 152
IP Security ......................................................................................................................................................... 153
Encryption support: HP High Performance Secure Hard Disks ................................................................ 153
Lock the formatter .......................................................................................................................................... 153
Energy-conservation settings ........................................................................................................................................... 154
Set the sleep timer and congure the printer to use 1 watt or less of power ...................................... 154
Set the sleep schedule ................................................................................................................................... 154
HP Web Jetadmin ................................................................................................................................................................. 155
Software and rmware updates ........................................................................................................................................ 155
9 Solve problems ..................................................................................................................................................................................... 157
Customer support ................................................................................................................................................................ 157
Control panel help system ................................................................................................................................................. 158
Reset factory settings ......................................................................................................................................................... 159
Introduction ...................................................................................................................................................... 159
Method one: Reset factory settings from the printer control panel ....................................................... 159
Method two: Reset factory settings from the HP Embedded Web Server (network-connected
printers only) .................................................................................................................................................... 159
A “Cartridge is low” or “Cartridge is very low” message displays on the printer control panel or EWS ................. 159
Printer does not pick up paper or misfeeds .................................................................................................................... 161
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Introduction ...................................................................................................................................................... 161
The printer does not pick up paper .............................................................................................................. 161
The printer picks up multiple sheets of paper ............................................................................................ 164
The document feeder jams, skews, or picks up multiple sheets of paper ............................................ 168
Clear paper jams .................................................................................................................................................................. 169
Introduction ...................................................................................................................................................... 169
Paper jam locations ........................................................................................................................................ 169
Auto-navigation for clearing paper jams ..................................................................................................... 170
Experiencing frequent or recurring paper jams? ....................................................................................... 170
Clear paper jams in the document feeder (31.13.yz) ............................................................................... 170
Clear paper jams in Tray 1 (multipurpose tray) (13.A1) ............................................................................ 171
Clear paper jams in Tray 2, Tray 3 and the optional 2 x 520-sheet trays (13.A2, 13.A3, 13.A4) ...... 172
Clear paper jams in the output bin (13.E1) ................................................................................................. 173
Clear paper jams in the right door and fuser area (13.B9, 13.B2, 13.FF) .............................................. 174
Resolve print-quality problems ......................................................................................................................................... 176
Introduction ...................................................................................................................................................... 176
Resolving print quality problems .................................................................................................................. 177
Update the printer rmware ..................................................................................................... 177
Print from a dierent software program ................................................................................ 177
Check the paper-type setting for the print job ...................................................................... 178
Check the paper type setting on the control panel .......................................... 178
Check the paper type setting (Windows) ........................................................... 178
Check the paper type setting (macOS) ............................................................... 178
Check toner-cartridge status .................................................................................................... 180
Step one: Print the Supplies Status Page .......................................................... 180
Step two: Check supplies status .......................................................................... 180
Print a cleaning page .................................................................................................................. 180
Visually inspect the toner cartridge or cartridges ................................................................. 181
Check paper and the printing environment ............................................................................ 182
Step one: Use paper that meets HP specications .......................................... 182
Step two: Check the environment ....................................................................... 182
Step three: Set the individual tray alignment .................................................... 182
Try a dierent print driver ......................................................................................................... 183
Calibrate the printer to align the colors .................................................................................. 183
Troubleshoot image defects ..................................................................................................... 184
Improve copy image quality ............................................................................................................................................... 193
Check the scanner glass for dirt and smudges .......................................................................................... 193
Calibrate the scanner ...................................................................................................................................... 194
Check the paper settings ............................................................................................................................... 195
Check the paper selection options ........................................................................................... 195
Check the image-adjustment settings ........................................................................................................ 195
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Optimize copy quality for text or pictures ................................................................................................... 195
Edge-to-edge copying .................................................................................................................................... 196
Improve scan image quality ............................................................................................................................................... 197
Check the scanner glass for dirt and smudges .......................................................................................... 197
Check the resolution settings ....................................................................................................................... 198
Check the color settings ................................................................................................................................. 199
Check the image-adjustment settings ........................................................................................................ 199
Optimize scan quality for text or pictures ................................................................................................... 200
Check the output-quality settings ................................................................................................................ 200
Improve fax image quality .................................................................................................................................................. 201
Check the scanner glass for dirt and smudges .......................................................................................... 201
Check the send-fax resolution settings ....................................................................................................... 202
Check the image-adjustment settings ........................................................................................................ 202
Optimize fax quality for text or pictures ...................................................................................................... 203
Check the error-correction setting ............................................................................................................... 203
Check the t-to-page setting ........................................................................................................................ 203
Send to a dierent fax machine .................................................................................................................... 204
Check the sender's fax machine ................................................................................................................... 204
Solve fax problems .............................................................................................................................................................. 205
Checklist for solving fax problems ............................................................................................................... 206
What type of phone line are you using? ................................................................................. 206
Are you using a surge-protection device? .............................................................................. 206
Are you using a phone company voice-messaging service or an answering machine? . 206
Does your phone line have a call-waiting feature? ............................................................... 206
Check fax accessory status ....................................................................................................... 207
General fax problems ..................................................................................................................................... 208
The fax failed to send ................................................................................................................ 208
No fax address book button displays ...................................................................................... 208
Not able to locate the Fax settings in HP Web Jetadmin ...................................................... 208
The header is appended to the top of the page when the overlay option is enabled ..... 208
A mix of names and numbers is in the recipients box .......................................................... 208
A one-page fax prints as two pages ........................................................................................ 208
A document stops in the document feeder in the middle of faxing ................................... 208
The volume for sounds coming from the fax accessory is too high or too low ............... 209
USB ash drive is not responding ..................................................................................................................................... 210
Method one: Enable the USB port from the printer control panel .......................................................... 210
Method two: Enable the USB port from the HP Embedded Web Server (network-connected
printers only) .................................................................................................................................................... 210
Appendix A Service and support ........................................................................................................................................................... 211
HP limited warranty statement ......................................................................................................................................... 212
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UK, Ireland, and Malta ..................................................................................................................................... 213
Austria, Belgium, Germany, and Luxemburg .............................................................................................. 213
Belgium, France, and Luxemburg ................................................................................................................. 214
Italy .................................................................................................................................................................... 215
Spain .................................................................................................................................................................. 215
Denmark ........................................................................................................................................................... 216
Norway .............................................................................................................................................................. 216
Sweden ............................................................................................................................................................. 216
Portugal ............................................................................................................................................................ 216
Greece and Cyprus .......................................................................................................................................... 217
Hungary ............................................................................................................................................................ 217
Czech Republic ................................................................................................................................................. 218
Slovakia ............................................................................................................................................................. 218
Poland ............................................................................................................................................................... 218
Bulgaria ............................................................................................................................................................. 219
Romania ............................................................................................................................................................ 219
Belgium and the Netherlands ....................................................................................................................... 219
Finland .............................................................................................................................................................. 220
Slovenia ............................................................................................................................................................ 220
Croatia ............................................................................................................................................................... 220
Latvia ................................................................................................................................................................. 220
Lithuania ........................................................................................................................................................... 221
Estonia .............................................................................................................................................................. 221
HP's Premium Protection Warranty: LaserJet toner cartridge limited warranty statement .................................... 221
Long life consumable and maintenance kit limited warranty statement ................................................................... 222
HP policy on non-HP supplies ........................................................................................................................................... 222
HP anticounterfeit Web site ............................................................................................................................................... 222
Data stored on the toner cartridge ................................................................................................................................... 223
End User License Agreement ............................................................................................................................................. 223
Customer self-repair warranty service ............................................................................................................................. 227
Customer support ................................................................................................................................................................ 228
Appendix B Environmental product stewardship program .............................................................................................................. 229
Protecting the environment ............................................................................................................................................... 229
Ozone production ................................................................................................................................................................ 229
Power consumption ............................................................................................................................................................ 229
Toner consumption ............................................................................................................................................................. 229
Paper use .............................................................................................................................................................................. 230
Plastics .................................................................................................................................................................................. 230
HP LaserJet print supplies .................................................................................................................................................. 230
Paper ...................................................................................................................................................................................... 230
x ENWW
Material restrictions ............................................................................................................................................................. 230
Battery information ............................................................................................................................................................. 230
Disposal of waste equipment by users (EU and India) ................................................................................................... 231
Electronic hardware recycling ............................................................................................................................................ 231
Brazil hardware recycling information ............................................................................................................................. 232
Chemical substances ........................................................................................................................................................... 232
Product Power Data per European Union Commission Regulation 1275/2008 ....................................................... 232
SEPA Ecolabel User Information (China) .......................................................................................................................... 232
The regulation of the implementation on China energy label for printer, fax, and copier ....................................... 232
Restriction on Hazardous Substances statement (India) .............................................................................................. 233
WEEE (Turkey) ...................................................................................................................................................................... 233
Substances Table (China) .................................................................................................................................................... 234
Material Safety Data Sheet (MSDS) ................................................................................................................................... 234
EPEAT ..................................................................................................................................................................................... 235
Substances Table (Taiwan) ................................................................................................................................................. 235
For more information .......................................................................................................................................................... 235
Appendix C Regulatory information ..................................................................................................................................................... 237
Regulatory statements ....................................................................................................................................................... 238
Regulatory model identication numbers .................................................................................................. 238
European Union Regulatory Notice .............................................................................................................. 238
FCC regulations ................................................................................................................................................ 238
Canada - Industry Canada ICES-003 Compliance Statement .................................................................. 239
VCCI statement (Japan) .................................................................................................................................. 239
EMC statement (Korea) .................................................................................................................................. 239
EMC statement (China) ................................................................................................................................... 239
Power cord instructions ................................................................................................................................. 239
Power cord statement (Japan) ...................................................................................................................... 239
Laser safety ..................................................................................................................................................... 240
Laser statement for Finland .......................................................................................................................... 240
Nordic Statements (Denmark, Finland, Norway, Sweden) ........................................................................ 241
GS statement (Germany) ............................................................................................................................... 241
Eurasian Conformity (Armenia, Belarus, Kazakhstan, Kyrgyzstan, Russia) ........................................... 242
EMI statement (Taiwan) .................................................................................................................................. 242
Product stability .............................................................................................................................................. 243
Index ........................................................................................................................................................................................................... 245
ENWW xi
xii ENWW
1 Printer overview
Review the location of features on the printer, the physical and technical specications of the printer, and where
to locate setup information.
The following information is correct at the time of publication. For current information, see www.hp.com/
support/colorljE78223MFP.
For more information:
HP's all-inclusive help for the printer includes the following information:
Install and congure
Learn and use
Solve problems
Download software and rmware updates
Join support forums
Find warranty and regulatory information
Warning icons
Use caution if you see a warning icon on your HP printer, as indicated in the icon denitions.
Caution: Electric shock
ENWW 13
Caution: Hot surface
Caution: Keep body parts away from moving parts
Caution: Sharp edge in close proximity
Warning
Potential shock hazard
Review this important safety information.
Read and understand these safety statements to avoid an electrical shock hazard.
Always follow basic safety precautions when using this product to reduce risk of injury from re or electric
shock.
Read and understand all instructions in the user guide.
Observe all warnings and instructions marked on the product.
Use only a grounded electrical outlet when connecting the product to a power source. If you do not know
whether the outlet is grounded, check with a qualied electrician.
14 Chapter 1 Printer overview ENWW
Do not touch the contacts on any of the sockets on the product. Replace damaged cords immediately.
Unplug this product from wall outlets before cleaning.
Do not install or use this product near water or when you are wet.
Install the product securely on a stable surface.
Install the product in a protected location where no one can step on or trip over the power cord.
ENWW Potential shock hazard 15
Printer views
Locate key features on the printer and the control panel.
Printer front view
Locate features on the front of the printer.
Figure 1-1 Printer front view (E78228dn, E78223dn)
14
4
5
6
7
8
9
11
12
3
2
13
1
10
Item Description
1 Automatic document feeder cover, for access for clearing jams
2 Automatic document feeder input tray
3 Automatic document feeder output tray
4 Control panel with color touchscreen display (tilts up for easier viewing)
5 Output bin
6 Right door, for access for clearing jams
7 On/o button
8 Tray 1 (multipurpose tray)
9 Front door, for access to the toner cartridges
10 Power connection
11 Tray 2
12 Tray 3
16 Chapter 1 Printer overview ENWW
Item Description
13 Hardware integration pocket (HIP), for connecting accessory and third-party devices
14 Easy-access USB port
Insert a USB ash drive for printing or scanning without a computer or to update the printer rmware.
NOTE: An administrator must enable this port before use.
Figure 1-2 Printer front view (E78223dv)
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4
5
6
7
8
9
11
12
3
2
13
1
10
Item Description
1 Automatic document feeder cover, for access for clearing jams
2 Automatic document feeder input tray
3 Automatic document feeder output tray
4 Control panel with color touchscreen display (tilts up for easier viewing)
5 Output bin
6 Right door, for access for clearing jams
7 On/o button
8 Tray 1 (multipurpose tray)
9 Front door, for access to the toner cartridges
10 Power connection
11 Tray 2
ENWW Printer views 17
Item Description
12 Tray 3
13 Hardware integration pocket (HIP), for connecting accessory and third-party devices
14 Easy-access USB port
Insert a USB ash drive for printing or scanning without a computer or to update the printer rmware.
NOTE: An administrator must enable this port before use.
Figure 1-3 Printer front view (E78223a)
11 2
1
4
5
6
7
9
10
3
8
12
Item Description
1 Scanner cover, for protect for scanning glass
2 Control panel with color touchscreen display (tilts up for easier viewing)
3 Output bin
4 Right door, for access for clearing jams
5 On/o button
6 Tray 1 (multipurpose tray)
7 Front door, for access to the toner cartridges
8 Power connection
9 Tray 2
10 Tray 3
18 Chapter 1 Printer overview ENWW
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