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

Welcome

To find an answer to a question, select one of the following topics:
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  1. Special features
  1. Get started
  1. Connect to the printer
  1. Print photos
  1. Print photos from a digital camera
  1. Print other documents
  1. Printing tips
  1. Printer software
  1. Maintenance
  1. Troubleshooting
  1. Optional accessories
  1. Supplies
  1. Specifications
  1. Environmental information

HP Deskjet 6940 series

Special features

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

  1. Built-in networking capabilities: Connect to a wired network without using an external print server.
  2. Ink-backup mode: Use ink-backup mode to continue printing with one print cartridge when the other print cartridge has run out of ink.
  3. Print Cancel button: Cancel print jobs at the touch of a button.
  1. Borderless printing: Use the entire page surface when printing photos and brochures with the borderless printing feature.
  1. 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.
  1. 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.

  1. Printing from a digital camera: Print photos directly from a PictBridge-compatible camera using the front USB port.
  2. Automatic paper-type sensor: Use the auto paper-type sensor to optimize print quality for various papers.
  3. 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.
  4. Photo/envelope feeder: Use the photo/envelope feeder to conveniently print single envelopes, photos, or postcards.
  5. 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.
  1. Optional Automatic Two-Sided Printing Accessory: Purchase an Automatic Two-Sided Printing Accessory to print two-sided documents automatically.
  2. 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.
  3. Optional 250-Sheet Plain Paper Tray Accessory: Purchase a 250-Sheet Plain Paper Tray Accessory to expand the printer’s paper-handling capability.

User’s guide 5

Get started

  1. Printer features
  1. Buttons and lights
  1. Paper trays
  1. Photo/envelope feeder
  1. Print cartridges
  1. Ink-backup mode
  1. Automatic paper-type sensor
  1. 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
  1. Paper trays
  1. Photo/envelope feeder
  1. Front USB port
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HP Deskjet 6940 series

  1. Print cartridges
  1. Automatic paper-type sensor (not illustrated)
  1. Ink-backup mode (not illustrated)
  1. Rear USB port
  1. Wired Ethernet port

Optional accessories
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User’s guide 7

Chapter 3

Optional accessories (continued)

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

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

(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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1Power button and light
2Print Cancel button
3Resume button and light
4Network light
5Report Page button
6Print Cartridge Status lights

For a description of the following buttons and lights, click the appropriate option:

  1. Report Page button
  1. 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.
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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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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.
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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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1 Print Cartridge Status lights

User’s guide 9

Chapter 3
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  1. 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.

  1. 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.
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  1. Connection light
  1. 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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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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1 In tray

Slide the paper guides firmly against the edges of the media on which you are printing.
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  1. Paper-width guide
  1. Paper-length guide

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Out tray

Printed pages are deposited in the Out tray.

User’s guide 11

Chapter 3
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  1. Out tray
  1. Photo/envelope feeder

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

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After the print job is complete, fold the Out-tray extension stop, and then push the Out-tray extension into the Out tray.
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Photo/envelope feeder

Use the photo/envelope feeder to print a variety of media sizes including the following documents:

  1. Envelopes
  1. Photos
  1. Postcards

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1 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.

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

Photos

Follow these steps to use the photo/envelope feeder to print a single photo:

  1. Insert the photo paper into the photo/envelope feeder with the side to be printed on facing down.
  2. Gently push the photo paper into the photo/envelope feeder as far as it will comfortably go.

User’s guide 13

Chapter 3
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  1. Slide the photo/envelope feeder forward as far as it will go.

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  1. Print the photo.

Postcards

Follow these steps to use the photo/envelope feeder to print a single postcard:

  1. Insert the postcard into the photo/envelope feeder with the side to be printed on facing down.
  2. Gently push the postcard into the photo/envelope feeder as far as it will comfortably go.

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  1. Slide the photo/envelope feeder forward as far as it will go.

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  1. Print the postcard.

Print cartridges

Four print cartridges can be used with the printer.
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  1. Black print cartridge
  1. Tri-color print cartridge
  1. Photo print cartridge
  1. Gray photo print cartridge

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

The print cartridges can be used in the following ways:

  1. Everyday printing: Use the black and tri-color print cartridges for everyday print jobs.
  2. 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.
  3. 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.
Check Also:  HP Photosmart 7760

Replace print cartridges

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

User’s guide 15

Chapter 3

You can find the selection number in three places:

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

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  1. Selection number label
  1. Printer documentation: For a list of print cartridge selection numbers, see the reference guide that came with the printer.
  2. 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 ink-backup 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.

Note HP does not recommend using the photo print cartridge or the gray photo print cartridge for ink-backup mode.
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16 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.
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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.
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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 17

4 Connect to the printer

  1. Wired Ethernet networking
  1. Connecting a digital camera
  1. USB
  1. 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.
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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.
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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. Unplug the USB connection from the back of the printer.
  1. 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.
  2. Insert the printer software CD in the computer CD-ROM drive. The Setup Wizard begins.
  3. On the Connection Type screen, select Wired Network, and then click Next.
  1. Follow the onscreen instructions to complete the network installation.
  1. When the installation is complete, open Printers and Faxes in Control Panel and delete the printers for the USB installation.
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Wired Ethernet networking

For setup information, click one of the following options:

  1. Ethernet basics
  1. What you need for a wired network
  1. Install the printer on an Ethernet network

For a description of the printer’s Ethernet feature, click one of the following options:

  1. Ethernet lights
  1. Report Page button
  1. Network light
  1. Reports page
  1. Embedded Web server (EWS)

Other information:

  1. Resetting the printer to the factory default settings
  1. Troubleshooting
  1. 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:

  1. 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.
  2. 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.
  3. 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.

User’s guide 19

Chapter 4
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1 RJ-45 plug

Network communication

TCP/IP

Devices on a network communicate with one another using a “language” called a protocol. The printer is designed to operate on networks that use a popular protocol called TCP/IP.

IP address

Each device on a network identifies itself with a unique IP address. Most networks use a software tool, such as DHCP or AutoIP, to automatically assign IP addresses.

Internet connections

Networks might not be connected to the Internet.

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:

  1. A functional Ethernet network that includes an Ethernet router, switch, or a wireless access point with Ethernet ports
  2. 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

20 HP Deskjet 6940 series

To read more please download the PDFs below

Download HP Desktop 6940 Manual

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