How to Print Report on HP Deskjet 6940 and 6540 by 303 Electronics

 Special features

Select your printer model:
Hp Deskjet 6540 User Manual 1

HP Deskjet 6540-50 series HP Deskjet 6520 series

HP Deskjet 6540-50 series

Congratulations! You have purchased an HP Deskjet printer that is equipped with several exciting features:

  1. Print Quality Selector : Select the print quality from the front of the printer.
  1. Ink-backup mode : Ink-backup mode lets you continue printing with one print cartridge when the other print cartridge has run out of ink.
  1. Print Cancel button : Cancel print jobs at the touch of a button.
  1. Print multiple pages on a single sheet of paper : Use the printer software to print up to 16 pages on a single sheet of paper.
  1. Borderless printing : Use the entire page surface when printing photos and cards by using the borderless printing feature.
  1. Digital photo printing : Use the enhanced digital photo printing capabilities.
  1. Six-ink upgradeable printing : Enhance photo printing with a photo print cartridge.
  1. Auto-off : Enable the auto-off feature to place the printer into a low-power, energy-efficient mode after it has been idle for 30 minutes.
  1. Front USB port : Use the USB port on the front of the printer to connect the printer with a laptop quickly.
  1. Optional Automatic Two-Sided Printing Accessory : Purchase a Automatic Two-Sided Printing Accessory to print two-sided documents automatically.
  1. Optional 250-Sheet Plain Paper Tray Accessory : Purchase an optional 250-Sheet Plain Paper Tray Accessory and expand the printer’s paper-handling capability.

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HP Deskjet 6500 series printers

HP Deskjet 6520 series

Congratulations! You have purchased an HP Deskjet printer that is equipped with several exciting features:

  1. Ink-backup mode : Ink-backup mode lets you continue printing with one print cartridge when the other print cartridge has run out of ink.
  1. Print Cancel button : Cancel print jobs at the touch of a button.
  1. Print multiple pages on a single sheet of paper : Use the printer software to print up to 16 pages on a single sheet of paper.
  1. Borderless printing : Use the entire page surface when printing photos and cards using the borderless printing feature.
  1. Digital photo printing : Enhanced digital photo printing capabilities.
  1. Six-ink upgradeable printing : Enhance photo printing with a photo print cartridge.
  1. Auto-off : Enable the auto-off feature to place the printer into a low-power, energy-efficient mode after it has been idle for 30 minutes.
  1. Optional Automatic Two-Sided Printing Accessory : Purchase a Automatic Two-Sided Printing Accessory to print two-sided documents automatically.
  1. Optional 250-Sheet Plain Paper Tray Accessory : Purchase an optional 250-Sheet Plain Paper Tray Accessory and expand the printer’s paper-handling capability.

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HP Deskjet 6500 series printers

  1. Getting started (HP Deskjet 6540-50 series)

Hp Deskjet 6540 User Manual 3

For an overview of the printer features, see the printer features page.

Click the appropriate topic below for a description of a printer feature:

  1. Buttons and lights
  1. Print Cartridge Status lights
  1. Print Quality Selector button
  1. Paper trays
  1. Envelope slot
  1. Print cartridges
  1. Ink-backup mode
  1. Automatic Paper Type Sensor
  1. Front USB port

For a description of the optional accessories, see the optional accessories page.

Check Also:  HP Officejet J4680

Printer features (HP Deskjet 6540-50 series)

The HP printer has several features to make printing easier and more efficient.

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HP Deskjet 6500 series printers
Hp Deskjet 6540 User Manual 5

  1. Buttons and lights
  1. Print Cartridge Status lights
  1. Print Quality Selector button
  1. Paper trays
  1. Envelope slot
  1. Front USB port

Hp Deskjet 6540 User Manual 7

  1. Print cartridges
  1. Automatic Paper-Type Sensor (not illustrated)
  1. Ink-backup mode (not illustrated)

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HP Deskjet 6500 series printers
Hp Deskjet 6540 User Manual 9

  1. Rear USB port

Optional accessories
Hp Deskjet 6540 User Manual 11

Automatic Two-Sided 250-Sheet Plain Paper Tray Auto Two-Sided Print

Printing Accessory (optional) Accessory (optional) Accessory with Small Paper

Tray (optional)

Note: The availability of accessories varies by country/region.

Buttons and lights (HP Deskjet 6540-50 series)

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.

The printer buttons are located in the upper portion of the control panel.

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HP Deskjet 6500 series printers
Hp Deskjet 6540 User Manual 13

  1. Power button and light
  2. Print Cancel button
  3. Resume button and light

The control panel also contains Print Cartridge Status lights and a Print Quality Selector button.

Power button and light

The Power button turns the printer on and off. It might 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 can cause printer failure.
Hp Deskjet 6540 User Manual 15

Print Cancel button

Pressing the Print Cancel button cancels the current print job.

Resume button and light

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.

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HP Deskjet 6500 series printers

Print Cartridge Status lights (HP Deskjet 6540-50 series)

The Print Cartridge Status lights indicate the status of the print cartridges.
Z

Status of the Print Cartridge Status lightsStatus of the print cartridges
On and solidLow on ink
FlashingService required

The Print Cartridge Status lights are located in the center of the printer control panel.
Hp Deskjet 6540 User Manual 17

1. Print Cartridge Status lights
Hp Deskjet 6540 User Manual 19

1 . The left status light represents the tri-color print cartridge.

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HP Deskjet 6500 series printers

2 . The right status light represents the print cartridge that is installed in the compartment 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.

Print Quality Selector button (HP Deskjet 6540-50 series)

Use the Print Quality Selector button to set print quality and print speed from the front of the printer.

The Print Quality Selector button is located on the lower portion of the printer control panel.
Hp Deskjet 6540 User Manual 21

1. Print Quality Selector button

Enabling the Print Quality Selector button

Before using the Print Quality Selector button, you must enable it from the printer software.

Follow these steps to enable the Print Quality Selector button:

  1. Open the Printer Properties dialog box.
  1. Click the Printing Shortcuts tab or the Paper/Quality tab.
  1. Click Use printer default in the Print quality drop-down list.

Note: Depending on the type of document that you are printing, the Use Printer Default option might not be available on the Printing Shortcuts tab.

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HP Deskjet 6500 series printers

4. Click OK.

Using the Print Quality Selector button

Use the Print Quality Selector button to specify the print quality for documents that you plan to print. You cannot change the print quality for a document after the document begins printing.

Follow these steps to use the Print Quality Selector button:

  1. Verify that the Print Quality Selector button is enabled from the printer software.
  1. Press the Print Quality Selector button to select one of the following print qualities:
Check Also:  HP LaserJet Cp1525nw

Fast normal
Hp Deskjet 6540 User Manual 23Hp Deskjet 6540 User Manual 25

Normal
Hp Deskjet 6540 User Manual 27

Best

Note: FastDraft and Maximum dpi can only be selected in the printer software. If a document is printed in either FastDraft or Maximum dpi mode, the currently selected print-quality icon flashes until the document is complete.

Lights

Hp Deskjet 6540 User Manual 29 Status of the icons

One icon is lit.

One icon is lit and another flashes.

Meaning

The illuminated icon is the selected print quality.

The illuminated icon is the selected print quality for the current print job.

The flashing icon is the selected print quality for the next print job.

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Status of the icons Meaning

Either FastDraft or Maximum dpi has been

One icon flashes.                   selected as the print quality from the printer software.

Paper trays (HP Deskjet 6540-50 series)

The printer has two paper trays:

  1. In tray
  1. Out tray

In tray

The In tray holds paper or other media to be printed.
Hp Deskjet 6540 User Manual 31

1. In tray

Slide the paper guides firmly against the edges of the media on which you are printing.

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HP Deskjet 6500 series printers
Hp Deskjet 6540 User Manual 33

  1. Paper-width guide
  2. Paper-length guide

Out tray

Printed pages are deposited in the Out tray.
Hp Deskjet 6540 User Manual 35

  1. Out tray
  2. Envelope slot

Use the envelope slot to print single envelopes.

Raise the Out tray to load paper.
Hp Deskjet 6540 User Manual 37

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HP Deskjet 6500 series printers

To prevent paper from falling out of the Out tray, pull out the Out-tray extension, and then unfold the Out-tray extension stop.
Hp Deskjet 6540 User Manual 39

  1. Out-tray extension
  2. Out-tray extension stop

Do not unfold the Out-tray extension stop when printing on legal paper.

After the print job is complete, fold the Out-tray extension stop, and then push the Out-tray extension into the Out tray.
Hp Deskjet 6540 User Manual 41

Envelope slot (HP Deskjet 6540-50 series)

Use the envelope slot to print single envelopes.
Hp Deskjet 6540 User Manual 43

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HP Deskjet 6500 series printers

1. Envelope slot

Follow these step to use the envelope slot:

  1. Insert the envelope with the side to be printed on facing down and the flap to the left.

Hp Deskjet 6540 User Manual 45

  1. Push the envelope into the printer as far as it will go without bending.
  1. Print the envelope.

Print cartridges

Four print cartridges are available for use with the printer.
Hp Deskjet 6540 User Manual 47

  1. Black
  2. Tri-color
  3. Photo
  4. Gray photo

Note: The availability of print cartridges varies by country/region.

Using print cartridges

Everyday printing

Use the black and tri-color print cartridges for everyday print jobs.

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HP Deskjet 6500 series printers

Quality color photos

For more vibrant colors when printing color photographs or other special documents, remove the black print cartridge and use a photo print cartridge in combination with the tri-color print cartridge.

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.

Replacing print cartridges

When buying print cartridges, look for the print cartridge selection number.

You can find the selection number in three places:

  1. Selection number label: Look at the label on the print cartridge you are replacing.

Hp Deskjet 6540 User Manual 49

  1. Selection number label
  1. Printer documentation: For a list of print cartridge selection numbers, see the reference guide that came with the printer.
  1. 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 Ordering Information button.

If a print cartridge runs out of ink, the printer can operate in the ink-backup mode.

For information about installing a print cartridge, see the print cartridge installation page.

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Ink-backup mode

In the ink-backup mode, the printer operates by using only one print cartridge. The ink back-up mode is initiated when a print cartridge is removed from the print cartridge cradle.

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HP Deskjet 6500 series printers

To remove a print cartridge, see the print cartridge installation page.

Ink-backup mode output

Installed print cartridgeResult
Black print cartridge.Colors are printed as grayscale.
Tri-color print cartridge.Colors print but black is grayed and is not a true black.
Photo print cartridge.Colors are printed as grayscale.

Hp Deskjet 6540 User Manual 51 Gray photo print cartridge. Hp Deskjet 6540 User Manual 53 Colors are printed as grayscale.

Note: It is recommended that you do not use the photo print cartridge or the gray photo print cartridge for ink-backup mode.

Exiting ink-backup mode

Install two print cartridges in the printer to exit the ink-backup mode.

To install a print cartridge, see the print cartridge installation page.

Automatic Paper-Type Sensor

The Automatic Paper-Type Sensor automatically selects the appropriate print settings for the media that is being printed on, particularly HP media.

When the Automatic Paper-Type Sensor is engaged, the printer scans the first page of a document with a red optical sensor light to determine the best paper-type setting. After the printer determines the paper-type setting, the page is printed.

Do not place the printer in direct sunlight. Direct sunlight can interfere with the Automatic Paper-Type Sensor.

To use the Automatic Paper-Type Sensor, see the paper-type selection page.

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.

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HP Deskjet 6500 series printers

  1. Getting started (HP Deskjet 6520 series)

Hp Deskjet 6540 User Manual 55

For an overview of the printer features, see the printer features page.

Click the appropriate topic below for a description of a printer feature:

  1. Buttons and lights
  1. Paper trays
  1. Print cartridges
  1. Ink-backup mode
  1. Automatic Paper-Type Sensor

For a description of the optional accessories, see the optional accessories page.

Printer features (HP Deskjet 6520 series)

The HP printer has several features to make printing easier and more efficient.
Hp Deskjet 6540 User Manual 57

  1. Buttons and lights
  1. Paper trays

17

HP Deskjet 6500 series printers
Hp Deskjet 6540 User Manual 59

  1. Print cartridges
  1. Automatic Paper-Type Sensor (not illustrated)
  1. Ink-backup mode (not illustrated)

Hp Deskjet 6540 User Manual 61

  1. USB port

Optional accessories

18

HP Deskjet 6500 series printers
Hp Deskjet 6540 User Manual 11

Automatic Two-Sided 250-Sheet Plain Paper Tray Auto Two-Sided Print

Printing Accessory (optional) Accessory (optional) Accessory with Small Paper

Tray (optional)

Note: Availability of accessories varies by country/region.

Buttons and lights (HP Deskjet 6520 series)

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.
Hp Deskjet 6540 User Manual 65

  1. Cancel button
  2. Resume button and light
  3. Print Cartridge Status light
  4. Power button and light

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HP Deskjet 6500 series printers

Print Cancel button

Pressing the Print Cancel button cancels the current print job.

Print Cartridge Status light

The Print Cartridge Status light turns on or flashes when a print cartridge needs service.

Resume button and light

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.

Power button and light

The Power button turns the printer on and off. It might 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 can cause printer failure.
Hp Deskjet 6540 User Manual 15

Paper trays (HP Deskjet 6520 series)

For information about the paper trays, select one of the topics below:

  1. Unfolding the paper trays
  1. In tray
  1. Out tray
  1. Folding the paper trays

Unfolding the paper trays

Raise the printer cover to unfold the paper trays.

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To read more please download the PDFs below

Download Hp Deskjet 6540 Manual

hp deskjet 6540 driver
hp 6540 printer troubleshooting
hp 6540 laptop

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