HP OFFICEJET PRO 8500, 8500 User Manual

OFFICEJET PRO 8500

User Guide

A909

HP Officejet Pro 8500 (A909)

All-in-One Series

User Guide

Copyright information

© 2008 Copyright Hewlett-Packard Development Company, L.P.

Hewlett-Packard Company notices

The information contained in this document is subject to change without notice.

All rights reserved. Reproduction, adaptation, or translation of this material is prohibited without prior written permission of HewlettPackard, except as allowed under copyright laws.

The only warranties for HP products and services are set forth in the express warranty statements accompanying such products and services. Nothing herein should be construed as constituting an additional warranty. HP shall not be liable for technical or editorial errors or omissions contained herein.

Acknowledgements

Windows and Windows XP are U.S. registered trademarks of Microsoft Corporation. Windows Vista is either a registered trademark or trademark of Microsoft Corporation in the United States and/or other countries.

Secure Digital memory card is supported by the product. SD Logo is a trademark of its proprietor.

Safety information

Always follow basic safety precautions when using this product to reduce risk of injury from fire or electric shock.

1.Read and understand all instructions in the documentation that comes with the device.

2.Use only a grounded electrical outlet when connecting this product to a power source. If you do not know whether the outlet is grounded, check with a qualified electrician.

3.Observe all warnings and instructions marked on the product.

4.Unplug this product from wall outlets before cleaning.

5.Do not install or use this product near water, or when you are wet.

6.Install the product securely on a stable surface.

7.Install the product in a protected location where no one can step on or trip over the line cord, and the line cord cannot be damaged.

8.If the product does not operate normally, see Maintain and troubleshoot.

9.There are no user-serviceable parts inside. Refer servicing to qualified service personnel.

10.Use only the external power adapter/battery provided with the device.

Contents

1	Get started
	Find other resources for the product .......................................................................................	11
	Finding the device model number ...........................................................................................	13
	Accessibility ............................................................................................................................	13
	Understand the device parts ...................................................................................................	13
	Front view .........................................................................................................................	14
	Printing supplies area .......................................................................................................	15
	Back view .........................................................................................................................	15
	Control panel ....................................................................................................................	16
	Control-panel buttons and lights (Color display) .........................................................	16
	Control-panel buttons and lights (Two-line display) ....................................................	17
	Color display ...............................................................................................................	19
	Two-line display ..........................................................................................................	20
	Connection information .....................................................................................................	21
	Turn off the device ..................................................................................................................	21
	Eco-Tips .................................................................................................................................	21
2	Install the accessories
	Install the duplexer .................................................................................................................	23
	Install Tray 2 ...........................................................................................................................	23
	Turn on accessories in the print driver ....................................................................................	24
	To turn on accessories on Windows computers ...............................................................	24
	To turn on accessories on Macintosh computers ..............................................................	24
3	Use the device
	Use device control-panel menus ............................................................................................	25
	Device control-panel message types ......................................................................................	26
	Status messages ..............................................................................................................	26
	Warning messages ...........................................................................................................	26
	Error messages ................................................................................................................	26
	Critical error messages .....................................................................................................	26
	Change device settings ..........................................................................................................	26
	Text and symbols ...................................................................................................................	27
	Type numbers and text on the control-panel keypad ........................................................	27
	To enter text ................................................................................................................	28
	To enter a space, pause, or symbol ............................................................................	28
	To erase a letter, number, or symbol ..........................................................................	28
	Type text using the visual keyboard (some models only) .................................................	28
	Available symbols for dialing fax numbers (some models only) ........................................	29
	Use the HP software ...............................................................................................................	29
	Use the HP photo and imaging software ..........................................................................	29
	Use the HP productivity software ......................................................................................	30
	Load the originals ...................................................................................................................	31
	Load an original in the automatic document feeder (ADF) ................................................	31
	Load an original on the scanner glass ..............................................................................	32

1

	Select print media ...................................................................................................................	32
	Recommended papers for printing and copying ...............................................................	33
	Tips for selecting and using print media ...........................................................................	34
	Understand specifications for supported media ................................................................	35
	Understand supported sizes .......................................................................................	35
	Understand supported media types and weights ........................................................	38
	Set minimum margins .......................................................................................................	39
	Load media .............................................................................................................................	40
	Configure trays .......................................................................................................................	43
	Print on special and custom-sized media ...............................................................................	44
	Print borderless ......................................................................................................................	45
4	Print
	Change print settings ..............................................................................................................	47
	Change settings from an application for current jobs (Windows) ......................................	47
	Change default settings for all future jobs (Windows) .......................................................	48
	Change settings (Mac OS X) ............................................................................................	48
	Print on both sides (duplexing) ...............................................................................................	48
	Guidelines for printing on both sides of a page .................................................................	48
	Perform duplexing .............................................................................................................	49
	Print a Web page ....................................................................................................................	49
	Cancel a print job ....................................................................................................................	50
5	Scan
	Scan an original ......................................................................................................................	51
	Scan an original to a computer (direct connection) ...........................................................	52
	Scan an original to a computer (network connection) .......................................................	52
	Scan an original to a memory device ................................................................................	52
	Use Webscan via embedded Web server ...............................................................................	53
	Scan from a TWAIN-compliant or a WIA-compliant program ..................................................	53
	Scan from a TWAIN-compliant program ...........................................................................	53
	Scan from a WIA-compliant program ................................................................................	53
	Edit a scanned original ...........................................................................................................	54
	Edit a scanned photo or graphic .......................................................................................	54
	Edit a scanned document using optical character recognition (OCR) software ................	54
	Change scan settings .............................................................................................................	54
	Cancel a scan job ...................................................................................................................	55
6 HP Digital Solutions (some models only)
	What are HP Digital Solutions? ..............................................................................................	57
	HP Direct Digital Filing ......................................................................................................	57
	HP Digital Fax ...................................................................................................................	57
	Requirements .........................................................................................................................	58
	Setting up the HP Digital Solutions .........................................................................................	59
	HP Direct Digital Filing ............................................................................................................	59
	Set Up Scan to Network Folder ........................................................................................	60
	Use HP Scan to Network Folder .......................................................................................	61
	Set Up Scan to E-mail ......................................................................................................	61
	Use Scan to E-mail ...........................................................................................................	63
	Set Up HP Digital Fax .............................................................................................................	64
	Using HP Digital Fax ...............................................................................................................	65

2

Contents
7 Work with memory devices
Insert a memory card ..............................................................................................................	67
Connect a digital camera ........................................................................................................	68
Connect a storage device .......................................................................................................	70
Print DPOF photos .................................................................................................................	71
View photos ............................................................................................................................	71
View photos (color display models only) ...........................................................................	72
View photos using your computer .....................................................................................	72
Print photos from the control panel .........................................................................................	72
Print selected photos ........................................................................................................	72
Print an index sheet from the device control panel ...........................................................	73
Print passport photos (color display models only) .............................................................	73
Save photos to your computer ................................................................................................	74
8 Fax
Send a fax ..............................................................................................................................	75
Send a basic fax ...............................................................................................................	76
Send a fax manually from a phone ...................................................................................	76
Send a fax using monitor dialing .......................................................................................	77
Send a fax using the broadcast fax option (color display models only) .............................	78
Send a fax from memory ..................................................................................................	78
Schedule a fax to send later .............................................................................................	79
Send a fax to multiple recipients .......................................................................................	79
Send a fax to multiple recipients from the device control panel ..................................	80
Send a color original fax ...................................................................................................	80
Change the fax resolution and Lighter / Darker settings .................................................	80
Change the fax resolution ...........................................................................................	81
Change the Lighter / Darker setting ..........................................................................	82
Set new default settings ..............................................................................................	82
Send a fax in Error Correction Mode ................................................................................	82
Receive a fax ..........................................................................................................................	83
Receive a fax manually .....................................................................................................	83
Set up backup fax reception .............................................................................................	84
Reprint received faxes from memory ................................................................................	85
Poll to receive a fax ..........................................................................................................	86
Forward faxes to another number .....................................................................................	86
Set the paper size for received faxes ................................................................................	87
Set automatic reduction for incoming faxes ......................................................................	87
Block junk fax numbers .....................................................................................................	87
Set the junk fax mode .................................................................................................	88
Add numbers to the junk fax list ..................................................................................	88
Remove numbers from the junk fax list .......................................................................	89
View a list of blocked fax numbers ..............................................................................	89
Receive faxes to your computer (Fax to PC and Fax to Mac) ...........................................	89
Fax to Pc and Fax to Mac requirements .....................................................................	90
Activate Fax to PC and Fax to Mac ............................................................................	90
Modify Fax to PC or Fax to Mac settings ....................................................................	91
Turn off Fax to PC or Fax to Mac ................................................................................	92

3

	Change fax settings ................................................................................................................	92
	Configure the fax header ..................................................................................................	92
	Set the answer mode (Auto answer) .................................................................................	93
	Set the number of rings before answering ........................................................................	93
	Change the answer ring pattern for distinctive ring ...........................................................	94
	Set the fax error correction mode .....................................................................................	95
	Set the dial type ................................................................................................................	95
	Set the redial options ........................................................................................................	95
	Set the fax speed ..............................................................................................................	96
	Set the fax sound volume .................................................................................................	97
	Set up speed-dial entries ........................................................................................................	97
	Set up fax numbers as speed-dial entries or groups .........................................................	97
	Set up speed-dial entries ............................................................................................	97
	Set up a speed-dial group ...........................................................................................	98
	Print and view a list of speed-dial entries ..........................................................................	99
	View a list of speed-dial entries ..................................................................................	99
	To print a list of speed-dial entries ..............................................................................	99
	Fax over Internet Protocol (FoIP) .........................................................................................	100
	Test fax setup .......................................................................................................................	100
	Use reports ...........................................................................................................................	101
	Print fax confirmation reports ..........................................................................................	102
	Print fax error reports ......................................................................................................	103
	Print and view the fax log ................................................................................................	103
	Clear the fax log ..............................................................................................................	104
	Print the details of the last fax transaction ......................................................................	104
	Print a Caller ID History Report .......................................................................................	104
	Cancel a fax ..........................................................................................................................	105
9	Copy
	Make copies from the device control panel ...........................................................................	107
	Change the copy settings .....................................................................................................	108
	Set the number of copies ......................................................................................................	108
	Set the copy paper size ........................................................................................................	108
	Set the copy paper type ........................................................................................................	109
	Change copy speed or quality ..............................................................................................	109
	Resize an original to fit onto letter or A4 paper .....................................................................	110
	Copy a legal-size document onto letter paper ......................................................................	111
	Crop an original (color display models only) .........................................................................	112
	Adjust the lightness and darkness of your copy ....................................................................	112
	Enhance light areas of your copy .........................................................................................	112
	Collate a copy job .................................................................................................................	113
	Apply Margin Shift to a Copy Job .........................................................................................	113
	Two-sided copy jobs .............................................................................................................	114
	Cancel a copy job .................................................................................................................	114
10	Configure and manage
	Manage the device ...............................................................................................................	115
	Monitor the device ..........................................................................................................	116
	Administer the device .....................................................................................................	117

4

Contents
Use device management tools .............................................................................................	118
Use the Toolbox (Windows) ............................................................................................	119
Open the Toolbox .....................................................................................................	119
Toolbox tabs .............................................................................................................	119
Network Toolbox .......................................................................................................	120
Use the HP Solution Center (Windows) ..........................................................................	121
Use the Embedded Web server ......................................................................................	121
To open the embedded Web server .........................................................................	122
Embedded Web server pages ..................................................................................	122
Use the HP Device Manager (Mac OS X) .......................................................................	123
Use the HP Printer Utility (Mac OS X) ............................................................................	123
Open the HP Printer Utility ........................................................................................	124
HP Printer Utility panels ............................................................................................	124
Understand the self-test report .............................................................................................	124
Understand the network configuration page .........................................................................	125
Configure network options ....................................................................................................	127
Change basic network settings .......................................................................................	127
Modify wireless settings ............................................................................................	127
View and print network settings ................................................................................	127
Turn the wireless radio on and off .............................................................................	128
Change advanced network settings ................................................................................	128
Set link speed ...........................................................................................................	128
To view IP settings ....................................................................................................	129
To change IP settings ...............................................................................................	129
Set up faxing for the device ..................................................................................................	129
Set up faxing (parallel phone systems) ...........................................................................	130
Choose the correct fax setup for your home or office ...............................................	131
Case A: Separate fax line (no voice calls received) ..................................................	133
Case B: Set up the device with DSL .........................................................................	134
Case C: Set up the device with a PBX phone system or an ISDN line .....................	135
Case D: Fax with a distinctive ring service on the same line ....................................	136
Case E: Shared voice/fax line ...................................................................................	137
Case F: Shared voice/fax line with voice mail ...........................................................	138
Case G: Fax line shared with computer modem (no voice calls received) ................	139
Case H: Shared voice/fax line with computer modem ..............................................	142
Case I: Shared voice/fax line with answering machine .............................................	146
Case J: Shared voice/fax line with computer modem and answering machine .........	148
Case K: Shared voice/fax line with computer dial-up modem and voice mail ...........	152
Serial-type fax setup .......................................................................................................	153
Configure the device (Windows) ...........................................................................................	154
Direct connection ............................................................................................................	154
Install the software before connecting the device (recommended) ...........................	155
Connect the device before installing the software .....................................................	155
Share the device on a locally shared network ...........................................................	156
Network connection ........................................................................................................	156
Install the device on a network ..................................................................................	158
Install the device software on client computers .........................................................	158
Install the printer driver using Add Printer .................................................................	159
Install the device in a pure IPv6 network environment ..............................................	159

5

Configure the device (Mac OS X) .........................................................................................	160
Install the software for network or direct connection .......................................................	160
Share the device on a locally shared network .................................................................	161
Set up the device for wireless communication (some models only) ......................................	162
Understand 802.11 wireless network settings .................................................................	162
To set up wireless communication using the installer (Windows) ...................................	163
To set up wireless communication using the installer (Mac OS X) .................................	164
To set up wireless communication using the device control panel with wireless
setup wizard ...................................................................................................................	164
Connect the device using an ad hoc wireless network connection .................................	165
To turn off wireless communication ................................................................................	165
Configure your firewall to work with HP devices .............................................................	165
Change the connection method ......................................................................................	166
Guidelines for ensuring wireless network security ..........................................................	167
To add hardware addresses to a WAP .....................................................................	167
Other guidelines ........................................................................................................	167
Set up the device for Bluetooth communication ....................................................................	168
To set up the device for Bluetooth communication via the embedded Web server .........	169
Connect the device with Bluetooth ..................................................................................	169
Connecting the device with Bluetooth on Windows ..................................................	169
Connect the device with Bluetooth on Mac OS X .....................................................	170
Set Bluetooth security for the device ..............................................................................	171
Use a passkey to authenticate Bluetooth devices .....................................................	171
To set the device to be visible or not visible to Bluetooth devices ............................	172
Reset Bluetooth settings via the embedded Web server ..........................................	172
Uninstall and reinstall the software .......................................................................................	172
11 Maintain and troubleshoot
Replace the ink cartridges ....................................................................................................	175
Maintain the printheads ........................................................................................................	176
To check printhead health ..............................................................................................	177
To print the print quality diagnostic page ........................................................................	177
To align the printheads ...................................................................................................	179
To calibrate the linefeed .................................................................................................	179
To clean the printheads ..................................................................................................	180
To clean the printhead contacts manually ......................................................................	180
To replace the printheads ...............................................................................................	182
Store printing supplies ..........................................................................................................	184
Store ink cartridges .........................................................................................................	184
Store printheads .............................................................................................................	184
Clean the device ...................................................................................................................	184
Clean the scanner glass .................................................................................................	185
Clean the exterior ...........................................................................................................	185
Clean the automatic document feeder ............................................................................	186
General troubleshooting tips and resources .........................................................................	188

6

Contents
Solve printing problems ........................................................................................................	189
The device shuts down unexpectedly .............................................................................	190
Error message appears on control-panel display ............................................................	190
The device is not responding (nothing prints) .................................................................	190
Device takes a long time to print .....................................................................................	191
Placement of the text or graphics is wrong .....................................................................	191
The device prints half a page, then ejects the paper ......................................................	192
Poor print quality and unexpected printouts ..........................................................................	192
General print quality troubleshooting ..............................................................................	193
Meaningless characters print ..........................................................................................	193
Ink is smearing ................................................................................................................	194
Ink is not filling the text or graphics completely ...............................................................	194
Output is faded or dull colored ........................................................................................	194
Colors are printing as black and white ............................................................................	195
Wrong colors are printing ................................................................................................	195
Printout shows bleeding colors .......................................................................................	195
The printout has a horizontal band of distortion near the bottom of a borderless print ...	195
Colors do not line up properly .........................................................................................	196
Text or graphics are streaked .........................................................................................	196
Something on the page is missing or incorrect ...............................................................	196
Solve paper-feed problems ...................................................................................................	196
Solve copy problems ............................................................................................................	198
No copy came out ...........................................................................................................	198
Copies are blank .............................................................................................................	198
Documents are missing or faded ....................................................................................	199
Size is reduced ...............................................................................................................	199
Copy quality is poor ........................................................................................................	199
Copy defects are apparent .............................................................................................	199
The device prints half a page, then ejects the paper ......................................................	200
Error messages appear ..................................................................................................	200
Solve scan problems ............................................................................................................	200
Scanner did nothing ........................................................................................................	201
Scan takes too long ........................................................................................................	201
Part of the document did not scan or text is missing .......................................................	202
Text cannot be edited .....................................................................................................	202
Error messages appear ..................................................................................................	203
Scanned image quality is poor ........................................................................................	203
Scan defects are apparent ..............................................................................................	204
Solve fax problems ...............................................................................................................	205
The fax test failed ...........................................................................................................	205
Solve HP Digital Solutions problems ....................................................................................	219
Solving HP Direct Digital Filing problems .......................................................................	219
Common problems ...................................................................................................	219
Unable to scan to network folder ..............................................................................	220
Unable to scan to e-mail ...........................................................................................	220
Solving HP Digital Fax problems ....................................................................................	222
Solve network problems .......................................................................................................	223

7

Solve wireless problems .......................................................................................................	224
Basic wireless troubleshooting ........................................................................................	224
Advanced wireless troubleshooting ................................................................................	225
Make sure your computer is connected to your network ...........................................	226
Make sure that the HP device is connected to your network ....................................	227
Check to see if the firewall software is blocking communication ...............................	228
Make sure the HP device is online and ready ...........................................................	228
Your wireless router is using a hidden SSID .............................................................	229
Make sure the wireless version of the HP device is set as the default printer
driver (Windows only) ...............................................................................................	229
Make sure the HP Network Devices Support service is running (Windows only) ......	229
Add hardware addresses to a wireless access point (WAP) .....................................	230
Solve photo (memory card) problems ...................................................................................	230
The device cannot read the memory card ......................................................................	230
The device cannot read photos on the memory card ......................................................	231
The device prints half a page, then ejects the paper ......................................................	231
Solve device management problems ....................................................................................	231
Embedded Web server cannot be opened .....................................................................	232
Troubleshoot installation issues ............................................................................................	232
Hardware installation suggestions ..................................................................................	233
Software installation suggestions ....................................................................................	234
Clear jams ............................................................................................................................	234
Clear paper jams ............................................................................................................	235
Avoid paper jams ............................................................................................................	237
Errors (Windows) ..................................................................................................................	237
Printhead(s) Missing .......................................................................................................	238
Incompatible Printhead ...................................................................................................	238
Printhead problem ..........................................................................................................	238
Fax Memory Full .............................................................................................................	238
Device Disconnected ......................................................................................................	238
Replace Cartridge(s) Soon .............................................................................................	239
Cartridge Problem ...........................................................................................................	239
Cartridge Problem ...........................................................................................................	239
Paper Mismatch ..............................................................................................................	239
The cartridge cradle cannot move. .................................................................................	239
Paper Jam ......................................................................................................................	240
Paper Jam ......................................................................................................................	240
The printer is out of paper. ..............................................................................................	240
Incompatible Cartridge(s) ...............................................................................................	240
Printer Offline ..................................................................................................................	240
Printer Paused ................................................................................................................	241
Document failed to print ..................................................................................................	241
General printer error........................................................................................................	241
A HP supplies and accessories
Order printing supplies online ...............................................................................................	243
Accessories ..........................................................................................................................	243
Supplies ................................................................................................................................	244
Ink cartridges and printheads .........................................................................................	244
HP media ........................................................................................................................	245

8

Contents
B	Support and warranty
	Obtain electronic support ......................................................................................................	247
	Warranty ...............................................................................................................................	248
	Ink cartridge warranty information .........................................................................................	249
	Obtain HP telephone support ...............................................................................................	250
	Before you call ................................................................................................................	250
	Support process ..............................................................................................................	250
	HP support by phone ......................................................................................................	251
	Phone support period ...............................................................................................	251
	Telephone support numbers .....................................................................................	252
	Placing a call .............................................................................................................	253
	After the phone support period .................................................................................	253
	Additional warranty options .............................................................................................	253
	HP Quick Exchange Service (Japan) ..............................................................................	254
	HP Korea customer support ...........................................................................................	254
	Prepare the device for shipment ...........................................................................................	255
	Remove the ink cartridges and printheads before shipment ...........................................	255
	Remove the device control-panel faceplate ....................................................................	257
	Remove the duplexer ......................................................................................................	259
	Remove the output tray ..................................................................................................	259
	Pack the device ....................................................................................................................	259
C	Device specifications
	Physical specifications ..........................................................................................................	261
	Product features and capacities ...........................................................................................	261
	Processor and memory specifications ..................................................................................	262
	System requirements ............................................................................................................	262
	Network protocol specifications ............................................................................................	263
	Embedded Web server specifications ...................................................................................	264
	Print specifications ................................................................................................................	264
	Copy specifications ...............................................................................................................	264
	Fax specifications .................................................................................................................	264
	Scan specifications ...............................................................................................................	265
	Environmental specifications ................................................................................................	265
	Electrical specifications .........................................................................................................	265
	Acoustic emission specifications (print in Draft mode, noise levels per ISO 7779) ...............	266
	Supported devices ................................................................................................................	266
	Memory card specifications ..................................................................................................	266
D	Regulatory information
	FCC statement .....................................................................................................................	270
	VCCI (Class B) compliance statement for users in Japan ....................................................	270
	Notice to users in Japan about the power cord .....................................................................	271
	Notice to users in Korea .......................................................................................................	271
	Toxic and hazardous substance table ..................................................................................	271
	Notice to users of the U.S. telephone network: FCC requirements .......................................	272
	Notice to users of the Canadian telephone network .............................................................	273
	Notice to users in the European Economic Area ..................................................................	274
	Australia wired fax statement ................................................................................................	274

9

Regulatory information for wireless products ........................................................................	274
Exposure to radio frequency radiation ............................................................................	275
Notice to users in Brazil ..................................................................................................	275
Notice to users in Canada ..............................................................................................	275
Notice to users in Taiwan ...............................................................................................	276
European Union regulatory notice ..................................................................................	277
Regulatory model number ....................................................................................................	277
Declaration of conformity ......................................................................................................	278
Environmental product stewardship program .......................................................................	280
Paper use .......................................................................................................................	280
Plastics ...........................................................................................................................	280
Material safety data sheets .............................................................................................	280
Recycling program ..........................................................................................................	280
HP inkjet supplies recycling program ..............................................................................	280
Disposal of waste equipment by users in private households in the European Union ....	281
Power consumption ........................................................................................................	282
Chemical Substances .....................................................................................................	282
Third-party licenses ..............................................................................................................	283
Index...........................................................................................................................................	291

10

1 Get started

This guide provides details about how to use the device and to resolve problems.

•Find other resources for the product

•Finding the device model number

•Accessibility

•Understand the device parts

•Turn off the device

•Eco-Tips

NOTE: If you are using the device with a computer running Windows 2000, Windows XP x64, Windows XP Starter Edition, or Windows Vista Starter Edition, some features might not be available. For more information, see Operating system compatibility.

Find other resources for the product

You can obtain product information and further troubleshooting resources that are not included in this guide from the following resources:

Resource	Description	Location
Setup poster	Provides illustrated setup	A printed version of this
	information.	document is provided with
		the device and is also
		available on the HP Web site
		www.hp.com/support.
Fax Getting Started Guide	Provides instructions for	A printed version of this
	setting up the device's fax	document is provided with
	function.	the device.
Wireless Getting Started	Provides instructions for	A printed version of this
Guide (some models only)	setting up the device's	document is provided with
	wireless function.	the device.
HP Digital Solutions Getting	Provides instructions for	A printed version of this
Started Guide (some models	setting up the HP Digital	document is provided with
only)	Solutions.	the device.
Readme file and release notes	Provide late-breaking	Included on the Starter CD.
	information and
	troubleshooting tips.
Toolbox (Microsoft®	Provides information about	The Toolbox is typically
Windows®)	ink cartridge health and	installed with the device
	access to maintenance	software as an available
	services.	installation option.
	For more information, see
	Use the Toolbox (Windows).
HP Solution Center (Windows)	Allows you to change device	Typically installed with the
	settings, order supplies, start,	device software.

Get started

11

Chapter 1

(continued)

Resource Description Location

	and access the onscreen
	Help. Depending on the
	devices you have installed,
	the HP Solution Center
	provides additional features,
	such as access to the HP
	photo and imaging software
	and the Fax Setup Wizard.
	For more information, see
	Use the HP Solution Center
	(Windows).
HP Printer Utility (Mac OS X)	Contains tools to configure
	print settings, calibrate the
	device, clean the printheads,
	print the configuration page,
	and find support information
	from the Web site.
	For more information, see
	Use the HP Printer Utility
	(Mac OS X).
Device control panel	Provides status, error, and
	warning information about
	operations.
Logs and reports	Provides information about
	events that have occurred.
Self-test report	•	Device information:
		◦	Product name
		◦	Model number
		◦	Serial number
		◦	Firmware version
			number
	• Number of pages printed
		from the trays and
		accessories
	•	Ink levels
		NOTE: Ink level
		warnings and indicators
		provide estimates for
		planning purposes only.
		When you receive a low-
		ink warning message,
		consider having a
		replacement cartridge
		available to avoid
		possible printing delays.
		You do not need to
		replace cartridges until
		prompted to do so.
HP Web sites	Provide the latest printer
	software, and product and
	support information.

The HP Printer Utility is typically installed with the device software.

For more information, see Control-panel buttons and lights (Color display).

For more information, see Monitor the device.

For more information, see Understand the self-test report.

www.hp.com/support www.hp.com

12 Get started

(continued)

Resource	Description
HP telephone support	Lists information to contact
	HP.
Embedded Web Server	Provides status information
	for the product and the
	printing supplies and allows
	you to change device settings.

Location

For more information, see Obtain HP telephone support.

For more information, see Use the Embedded Web server.

Finding the device model number

In addition to the model name that appears on the front of the device, this device has a specific model number. You can use this number to help determine which supplies or accessories are available for your product, as well as when obtaining support.

The model number is printed on a label located inside the device, near the ink cartridges area.

Accessibility

The device provides a number of features that make it accessible for people with disabilities.

Visual

The device software is accessible for users with visual impairments or low vision through the use of your operating system's accessibility options and features. It also supports most assistive technology such as screen readers, Braille readers, and voice- to-text applications. For users who are color blind, colored buttons and tabs used in the software and on the device control panel have simple text or icon labels that convey the appropriate action.

Mobility

For users with mobility impairments, the device software functions can be executed through keyboard commands. The software also supports Windows accessibility options such as StickyKeys, ToggleKeys, FilterKeys, and MouseKeys. The device doors, buttons, paper trays, and paper guides can be operated by users with limited strength and reach.

Support

For more details about the accessibility of this product and HP's commitment to product accessibility, visit HP's Web site at www.hp.com/accessibility.

For accessibility information for the Mac OS X, visit the Apple Web site at www.apple.com/accessibility.

Understand the device parts

This section contains the following topics:

•Front view

•Printing supplies area

Understand the device parts

13

Chapter 1

•Back view

•Control panel

•Connection information

Front view

1 Automatic document feeder (ADF)

2 Scanner glass

3 Control panel (differs based on the HP all-in-one model that you have)

4 Display (differs based on the model that you have)

5 Output tray

6 Output tray extension

7 Width guides

8 Tray 1

9 Tray 2 (available with some models)

10 Front universal serial bus (USB) port (PictBridge-enabled)

11 Memory card slots

12 Document feeder tray

13 Width guides

14 Get started

Printing supplies area

1 Ink cartridge door

2 Ink cartridges

3 Print-carriage access door

4 Printheads

5 Printhead latch

Back view

1 Power input

2 Ethernet network port

3 Rear universal serial bus (USB) port

4 Fax ports (1-LINE and 2-EXT)

5 Automatic two-sided printing accessory (duplexer)

Understand the device parts

15

Chapter 1

Control panel

The layout and functions available on the control panel depend on which model that you have.

The following sections describe control-panel buttons, lights, and displays. Your model might not have all of the features described.

Control-panel buttons and lights (Color display)

The following diagram and related table provide a quick reference to the device controlpanel features.

Label

Name and Description

1 Digital Filing

2The button name and functionality depends on the country/region in which the device is sold. Resolution: Adjusts the resolution for the fax you are sending.

Junk Fax Blocker: Presents the Junk Fax Blocker Set Up menu for managing unwanted fax calls. You are required to subscribe to a caller ID service to use this feature.

3Auto Answer button and light: When this button is lit, the device automatically answers incoming phone calls. When off, the device does not answer any incoming fax calls.

4 Display: View menus and messages.

5 Keypad: Enters values.

6 START COPY Black: Starts a black-and-white copy job.

7 START COPY Color: Starts a color copy job.

8Power: Turns the device on or off. The Power button is lit when the device is on. The light blinks while performing a job.

When the device is turned off, a minimal amount of power is still supplied. To completely disconnect the power supply, turn the device off, and then unplug the power cord.

9 Cancel: Stops a job, exits a menu, or exits settings.

16 Get started

(continued)

Label Name and Description

10Attention light: When blinking, the attention light indicates an error has occurred that requires your attention.

11 Speed Dial: Selects a speed-dial number.

12 START FAX Color: Starts a color fax job.

13 START FAX Black: Starts a black-and-white fax job.

14Redial/Pause: Redials the most recently dialed number, or inserts a 3-second pause in a fax number.

15 E-mail: Allows you to scan and e-mail a document. Requires an internet connection.

Control-panel buttons and lights (Two-line display)

The following diagram and related table provide a quick reference to the device control panel features.

Label

Name and Description

1 Keypad: Enters fax numbers, values, or text.

2 Display: View menus and messages.

3Presents menus and messages: The button name and functionality depends on the country/ region in which the device is sold.

Resolution: Adjusts the resolution for the fax you are sending.

Junk Fax Blocker: Presents the Junk Fax Blocker Set Up menu for managing unwanted fax calls. You are required to subscribe to a caller ID service to use this feature.

4 FAX: Presents the Fax menu for selecting options.

5 Quality: Selects Best, Normal, or Fast quality for copying.

6 Reduce/Enlarge: Changes the size of a copy for printing.

7 COPY: Presents the Copy menu for selecting options.

Understand the device parts

17

Chapter 1 (continued)

Label

Name and Description

8 SCAN: Presents the Scan menu for selecting a scan destination.

9To Memory Device: Scans and saves a document to a folder and shares documents with other people on your network.

10 PHOTO: Presents the Photo menu for selecting options.

11 Start Photo: Selects the photo function.

12START SCAN: Starts a scan job and sends it to the destination you selected using the Scan button.

13Power: Turns the device on or off. The Power button is lit when the device is on. The light blinks while performing a job.

When the device is turned off, a minimal amount of power is still supplied. To completely disconnect the power supply, turn the device off, and then unplug the power cord.

14 START COPY Color: Starts a color copy job.

15 START COPY Black: Starts a black-and-white copy job.

16Auto Answer: When this button is lit, the device automatically answers incoming phone calls. When off, the device does not answer any incoming fax calls.

17 START FAX Color: Starts a color fax.

18 START FAX Black: Starts a black-and-white fax.

19Redial/Pause: Redials the most recently dialed number, or inserts a 3-second pause in a fax number.

20 Cancel: Stops a job, exits a menu, or exits settings.

21 Right arrow: Increases values on the display.

22 OK: Selects a menu or a setting on the display.

23 Left arrow: Decreases values on the display.

24 Back: Moves you one level up in the menu.

25Setup: Presents the Setup Menu for generating reports and other maintenance settings, and accessing the Help menu. The topic that you select from the Help menu opens a help window on your computer screen.

26 One-touch speed-dial buttons: Accesses the first five speed-dial numbers.

18 Get started

Color display

NOTE: This type of display is only available on some models.

The following icons appear at the bottom of the color display to provide important information. Some of the icons appear only if your device has network capability. For more information about networking, see Configure network options.

Icon

Purpose

Shows the amount of ink in the ink cartridge. The color of the icon corresponds to the color of the ink cartridge, and the fill level of the icon corresponds to the fill level of the ink cartridge.

NOTE: Ink level warnings and indicators provide estimates for planning purposes only. When you receive a low-ink warning message, consider having a replacement cartridge available to avoid possible printing delays. You do not need to replace cartridges until prompted to do so.

Shows that an unknown ink cartridge is inserted. This icon might appear if an ink cartridge contains non-HP ink.

Shows that a wired network connection exists.

Shows that a wireless network connection exists. The signal strength is indicated by the number of curved lines. This is for infrastructure mode. (This feature is supported on some models.) For more information, see Set up the device for wireless communication (some models only).

Shows that an ad hoc, or computer-to-computer, wireless network connection exists. (This feature is supported on some models.) For more information, see Set up the device for wireless communication (some models only).

Shows that a Bluetooth adapter is installed, and a connection exists. A separate Bluetooth adapter is required. For more information, see HP supplies and accessories.

Understand the device parts

19

Chapter 1 (continued)

Icon

Purpose

For more information on setting up Bluetooth, see Guidelines for ensuring wireless network security.

COPY: Presents the Copy menu for selecting options.

FAX: Presents the Fax menu for selecting options.

SCAN: Presents the Scan menu for selecting a scan destination.

PHOTO: Presents the Photo menu for selecting options.

Setup: Presents the Setup Menu for generating reports, changing fax and other maintenance settings, and accessing the Help menu. The topic that you select from the Help menu opens a help window on your computer screen.

Two-line display

NOTE: This type of display is available on some models.

The two-line display shows status and error messages, menu options, and advisory messages. If you insert a memory card or connect a camera, the display goes into photo state and shows the top of the Photo menu.

20 Get started

Connection information

Description	Recommended	Supported software
	number of connected	features
	computers for best
	performance

USB connection	One computer
	connected with a USB
	cable to the rear USB
	2.0 high-speed port on
	the device.
Ethernet (wired)	Up to five computers
connection	connected to the device
	using a hub or router.
Printer sharing	Up to five computers.
	The host computer must
	be turned on at all
	times, or the other
	computers cannot print
	to the device.
802.11 wireless (some	Up to five computers
models only)	connected to the device
	using a hub or router.
	NOTE: Recommended
	number of connected
	computers for best
	performance should
	specify the number of
	computers in ad-hoc
	mode and number of
	computers in
	infrastructure mode for
	best performances in
	those modes.

All features are supported.

All features are supported, including Webscan.

All features resident on the host computer are supported. Only print is supported from the other computers.

All features are supported, including Webscan.

Setup instructions

Follow the setup poster guide for detailed instructions.

Follow the instructions in the setup poster, and then see Configure network options in this guide for further instructions.

Follow the instructions in Share the device on a locally shared network.

Follow the instructions in Set up the device for wireless communication (some models only).

Turn off the device

Turn off the HP product by pressing the Power button located on the product. Wait until the Power light turns off before unplugging the power cord or turning off at the source. If you improperly turn off the HP product, the print carriage might not return to the correct position, causing problems with the printhead and print quality issues.

Eco-Tips

HP is committed to helping customers reduce their environmental footprint. HP has provided the Eco-Tips below to help you focus on ways to assess and reduce the impact of your printing choices. In addition to specific features in this product, please

Eco-Tips 21

Chapter 1

visit the HP Eco Solutions Web site for more information on HP's environmental initiatives. www.hp.com/hpinfo/globalcitizenship/environment/

•Duplex printing: Use Paper-saving Printing to print two-sided documents with multiple pages on same sheet to reduce paper usage. For more information, see Print on both sides (duplexing).

•Smart Web printing: The HP Smart Web Printing interface includes a Clip Book and Edit Clips window where you can store, organize, or print clips you have gathered from the Web. For more information, see Print a Web page.

•Energy Savings Information: To determine the ENERGY STAR® qualification status for this product, see Power consumption.

•Recycled Materials: For more information regarding recycling of HP products, please visit:

www.hp.com/hpinfo/globalcitizenship/environment/recycle/

22 Get started

2 Install the accessories

This section contains the following topics:

•Install the duplexer

•Install Tray 2

•Turn on accessories in the print driver

Install the duplexer

You can print on both sides of a sheet of paper automatically. For information on using the duplexer, see Print on both sides (duplexing).

To install the duplexer

▲Slide the duplexer into the device until the unit locks into place. Do not press the buttons on either side of the duplexer when installing the unit; use them only for removing the unit from the device.

Install Tray 2

NOTE: This feature is available with some models of the device.

Tray 2 can hold up to 250 sheets of plain paper. For ordering information, see HP supplies and accessories.

To install Tray 2

1.Unpack the tray, remove the packing tapes and materials, and move the tray to the prepared location. The surface must be sturdy and level.

2.Turn off the device, and disconnect the power cord.

3.Set the device on top of the tray.

CAUTION: Be careful to keep your fingers and hands clear of the bottom of the device.

4.Connect the power cord and turn on the device.

5.Enable Tray 2 in the print driver. For more information, see Turn on accessories in the print driver.

Install the accessories

23

Chapter 2

Turn on accessories in the print driver

•To turn on accessories on Windows computers

•To turn on accessories on Macintosh computers

To turn on accessories on Windows computers

After you install the device software on Windows computers, Tray 2 must be turned on in the print driver in order for it to work with the device. (The duplexer does not need to be turned on.)

1.Click Start, point to Settings, and then click Printers or Printers and Faxes. - Or -

Click Start, click Control Panel, and then double-click Printers.

2.Right-click the printer icon, and then click Properties, Document Defaults, or

Printing Preferences.

3.Select one of these tabs: Configure, Device Settings, or Device Options. (The name of the tab depends on the print driver and the operating system.) On the selected tab, click the accessory that you want to turn on, click Installed from the drop-down menu, and then click OK.

To turn on accessories on Macintosh computers

The Mac OS automatically turns on all accessories in the printer driver when you install the device software. If you add a new accessory later, follow these steps:

Mac OS X (v.10.4)

1.Click the Printer Setup Utility icon in the Dock.

NOTE: If the Printer Set Utility is not in the Dock, you can find it on your hard drive at Applications/utilities/printer setup utility.

2.On the Printer List window, click once on the device you want to set up to select it.

3.From the Printers menu, select Show info.

4.Click the Names and Location drop-down menu and select Installable Options.

5.Check the accessory that you want to turn on.

6.Click Apply Changes.

Mac OS X (v.10.5)

1.Open the System Preferences and then select Print & Fax.

2.Click Options & Supplies.

3.Click the Driver tab.

4.Select the options you want to install, and then click OK.

24 Install the accessories

3 Use the device

This section contains the following topics:

•Use device control-panel menus

•Device control-panel message types

•Change device settings

•Text and symbols

•Use the HP software

•Load the originals

•Select print media

•Load media

•Configure trays

•Print on special and custom-sized media

•Print borderless

Use device control-panel menus

The following sections provide a quick reference to top-level menus that appear on the control-panel display. To display a menu, press the menu button for the function you want to use.

NOTE: The type of display on the control panel–color display or two-line display– depends on the model you have.

•Scan menu: Presents a list of destinations. Some destinations require the HP Solution Center to be loaded.

•Copy menu: Menu options include:

◦Selecting copy quantities

◦Reducing/enlarging

◦Selecting media type and size

•Fax menu: Allows you to enter a fax or speed-dial number, or display the Fax menu. Menu options include:

◦Modifying resolution

◦Lightening/darkening

◦Sending delayed faxes

◦Setting up new defaults

•Photo menu: Menu options include:

◦Selecting print options

◦Using special features

◦Editing

◦Transferring to a computer

◦Selecting a proof sheet

Use the device

25

Chapter 3

Device control-panel message types

This section contains the following topics:

•Status messages

•Warning messages

•Error messages

•Critical error messages

Status messages

Status messages reflect the current state of the device. They inform you of normal operation and require no action to clear them. They change as the state of the device changes. Whenever the device is ready, not busy, and has no pending warning messages, the date and time appear if the device is turned on.

Warning messages

Warning messages inform you of events that require your attention, but they do not prevent the device from operating. An example of a warning message is a low ink warning. These messages appear until you resolve the condition.

Error messages

Error messages communicate that some action must be performed, such as adding media or clearing a media jam. These messages are usually accompanied by a blinking red Attention light. Take the appropriate action to continue printing.

If the error message shows an error code, press the Power button to turn off the device, and then turn it on again. In most situations, this action solves the problem. If the message persists, your device might need service. For more information, see Support and warranty.

Critical error messages

Critical error messages inform you of a device failure. Some of these messages can be cleared by pressing the Power button to turn off the device, and then turning it on again. If a critical error persists, service is required. For more information, see Support and warranty.

Change device settings

You can change the device settings from these places:

•From the device control panel

•From the HP Solution Center (Windows) or HP Device Manager (Mac OS X).

•Embedded Web Server

NOTE: When you are configuring settings in HP Solution Center or in the HP Device Manager, you cannot see the settings that have been configured from the device control panel (such as the scan settings).

26 Use the device