Hewlett Packard 1MR78B User Manual

User Guide

HP OﬀiceJet Pro 9020

HP company notices

THE INFORMATION CONTAINED HEREIN IS SUBJECT TO CHANGE WITHOUT NOTICE.

ALL RIGHTS RESERVED. REPRODUCTION, ADAPTATION, OR TRANSLATION OF THIS MATERIAL IS PROHIBITED WITHOUT PRIOR WRITTEN PERMISSION OF HP, EXCEPT AS ALLOWED UNDER THE 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.

Microsoft and Windows are either registered trademarks or trademarks of Microsoft Corporation in the United States and/or other countries.

Mac, OS X, macOS, and AirPrint are trademarks of Apple Inc., registered in the U.S. and other countries.

ENERGY STAR and the ENERGY STAR mark are registered trademarks owned by the U.S. Environmental Protection Agency.

Android and Chromebook are trademarks of Google LLC.

Amazon and Kindle are trademarks of Amazon.com, Inc. or its ailiates.

iOS is a trademark or registered trademark of Cisco in the U.S. and other countries and is used under license.

Safety information

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

- Read and understand all instructions in the documentation that comes with the printer.

- Observe all warnings and instructions marked on the product.

- Unplug this product from wall outlets before cleaning.

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

- Install the product securely on a stable surface.

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

- If the product does not operate normally, see Solve a problem.

- There are no user-serviceable parts inside. Refer servicing to qualied service personnel.

Table of contents

1 Get started .................................................................................................................................................... 1

Accessibility ............................................................................................................................................................ 2

HP EcoSolutions (HP and the Environment) .......................................................................................................... 3

Understand the printer parts ................................................................................................................................. 6

Use the printer control panel ................................................................................................................................. 9

HP Digital Solutions ............................................................................................................................................. 13

Paper basics ......................................................................................................................................................... 20

Load paper ........................................................................................................................................................... 23

Work with trays .................................................................................................................................................... 37

Load an original on the scanner glass ................................................................................................................. 39

Load an original in the document feeder ............................................................................................................ 41

Update the printer ............................................................................................................................................... 42

Open the HP printer software (Windows) ............................................................................................................ 43

Use the HP Smart app to print, scan, and troubleshoot from an iOS, Android, or Windows 10 device ............. 44

Turn the printer o .............................................................................................................................................. 45

2 Print ........................................................................................................................................................... 46

Print using a computer ........................................................................................................................................ 47

Print using the HP Smart app .............................................................................................................................. 53

Print with mobile devices .................................................................................................................................... 54

Tips for successful printing ................................................................................................................................. 55

3 Copy and scan .............................................................................................................................................. 58

Copy ..................................................................................................................................................................... 59

Scan ...................................................................................................................................................................... 60

Tips for copy and scan success ............................................................................................................................ 71

4 Fax ............................................................................................................................................................. 72

Send a fax ............................................................................................................................................................ 73

Receive a fax ........................................................................................................................................................ 78

Set up phone book contacts ................................................................................................................................ 83

ENWW iii

Change fax settings ............................................................................................................................................. 86

Fax and digital phone services ............................................................................................................................ 90

Fax on Voice over Internet Protocol .................................................................................................................... 91

Use reports .......................................................................................................................................................... 92

Additional fax setup ............................................................................................................................................ 96

5 Web Services ............................................................................................................................................. 120

What are Web Services? ..................................................................................................................................... 121

Set up Web Services .......................................................................................................................................... 122

Use Web Services ............................................................................................................................................... 124

Remove Web Services ........................................................................................................................................ 126

6 Work with cartridges .................................................................................................................................. 127

Information on cartridges and the printhead ................................................................................................... 128

Some color ink is used even when printing with black cartridge only ............................................................. 129

Check the estimated ink levels .......................................................................................................................... 130

Replace the cartridges ....................................................................................................................................... 131

Order cartridges ................................................................................................................................................. 134

Store printing supplies ...................................................................................................................................... 135

Anonymous usage information storage ........................................................................................................... 136

Cartridge warranty information ........................................................................................................................ 137

7 Network setup ........................................................................................................................................... 138

Set up the printer for wireless communication ................................................................................................ 139

Change network settings .................................................................................................................................. 143

Use Wi-Fi Direct ................................................................................................................................................. 145

8 Printer management tools .......................................................................................................................... 148

Toolbox (Windows) ............................................................................................................................................ 149

Embedded web server ....................................................................................................................................... 150

9 Solve a problem ......................................................................................................................................... 153

Get help with HP online troubleshooting .......................................................................................................... 154

Get help from the printer control panel ............................................................................................................ 155

Get help from the HP Smart app ....................................................................................................................... 156

Get help in this guide ......................................................................................................................................... 157

Understand printer reports ............................................................................................................................... 184

Solve problems using Web Services .................................................................................................................. 186

Maintain the printer ........................................................................................................................................... 187

Restore original factory defaults and settings ................................................................................................. 191

iv ENWW

HP support ......................................................................................................................................................... 193

10 Technical information .............................................................................................................................. 194

Specications ..................................................................................................................................................... 195

Regulatory notices ............................................................................................................................................. 198

Environmental product stewardship program .................................................................................................. 206

Index ........................................................................................................................................................... 214

ENWW v

vi ENWW

1 Get started

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

●

Accessibility

●

HP EcoSolutions (HP and the Environment)

●

Understand the printer parts

●

Use the printer control panel

●

HP Digital Solutions

●

Paper basics

●

Load paper

●

Work with trays

●

Load an original on the scanner glass

●

Load an original in the document feeder

●

Update the printer

●

Open the HP printer software (Windows)

●

Use the HP Smart app to print, scan, and troubleshoot from an iOS, Android, or Windows 10 device

●

Turn the printer o

ENWW 1

Accessibility

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

● Visual

The HP software is accessible for users with visual impairments or low vision by using your operating system's accessibility options and features. The software 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 HP software have simple text or icon labels that convey the appropriate action.

● Mobility

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

For more information about accessibility solutions for HP products, visit the HP Accessibility and Aging website (www.hp.com/accessibility).

2 Chapter 1 Get started ENWW

HP EcoSolutions (HP and the Environment)

HP is committed to helping you optimize your environmental footprint and empowering you to print responsibly—at home or in the oice.

For more detailed information about environmental guidelines that HP follows during the manufacturing process, see Environmental product stewardship program. For more information about HP's environmental initiatives, visit www.hp.com/ecosolutions.

●

Manage power

●

Quiet Mode

●

Optimize Printing Supplies

Manage power

Use Sleep Mode, Auto-O and Schedule On/O to conserve electricity.

Sleep mode

Power usage is reduced while in Sleep mode. After initial setup of printer, the printer will enter Sleep mode after ve minutes of inactivity.

Use the following instructions to change the period of inactivity before the printer sleeps.

1. From the printer control panel, touch or swipe down the tab at the top of the screen to open the

Dashboard, touch .

2. Touch Sleep Mode, and then touch the desired option.

Auto-O

This feature turns the printer o after 8 hours of inactivity to help reduce energy use. Auto-O turns the printer o completely, so you must use the Power button to turn on the printer again.

If your printer supports this energy saving feature, Auto-O is automatically enabled or disabled depending on printer capabilities and connection options. Even when Auto-O is disabled, the printer enters Sleep mode after 5 minutes of inactivity to help reduce energy use.

● Auto-O is enabled when the printer is turned on, if the printer does not have network, fax or Wi-Fi

Direct capability, or is not using these capabilities.

● Auto-O is disabled when a printer’s wireless or Wi-Fi Direct capability is turned on or when a printer

with fax, USB, or Ethernet network capability establishes a fax, USB, or Ethernet network connection.

Schedule On and O

Use this feature to automatically turn the printer on or o on selected days. For example, you can schedule the printer to turn on at 8 a.m. and turn o at 8 p.m. from Monday to Friday. In this way, you save energy during the night and weekends.

Use the following instructions to schedule the day and time for On and O.

1. From the printer control panel, touch or swipe down the tab at the top of the screen to open the

Dashboard, touch .

2. Touch Schedule On/O.

ENWW HP EcoSolutions (HP and the Environment) 3

3. Touch the toggle button next to Schecule On or Schecule O to turn it on.

4. Touch the time option, and then follow the onscreen messages to set the day and time to turn the

CAUTION: Always turn the printer o properly, using either Schedule O or (the Power button) located

on the front left side of the printer.

If you improperly turn the printer o, the print carriage might not return to the correct position, causing problems with the cartridges and print quality issues.

Never turn o the printer when cartridges are missing. HP recommends that you replace any missing cartridges as soon as possible to avoid print quality issues, possible extra ink usage from the remaining cartridges, or damage to the ink system.

Quiet Mode

Quiet Mode slows down printing to reduce overall noise without aecting print quality. It only works when printing on plain paper. Additionally, Quiet Mode is disabled if you are printing using the best or presentation print quality. To reduce printing noise, turn on Quiet Mode. To print at normal speed, turn Quiet Mode o. Quiet Mode is o by default.

NOTE: Quiet Mode does not work if you print photos or envelopes.

You can create a schedule by selecting the time when the printer prints in Quiet Mode. For example, you can schedule the printer to be in Quiet Mode from 10 p.m. to 8 a.m. everyday.

printer o and on.

To turn on Quiet Mode from the printer control panel

1. From the printer control panel, touch or swipe down the tab at the top of the screen to open the

Dashboard, and then touch ( Setup ).

2. Touch Quiet Mode .

3. Touch the toggle button next to Quiet Mode to turn it on.

To create a schedule for Quiet Mode from the printer control panel

1. From the printer control panel, touch or swipe down the tab at the top of the screen to open the

Dashboard, and then touch ( Setup ).

2. Touch Quiet Mode .

3. Turn on Quiet Mode .

4. Touch the toggle button next to Schedule to turn it on, and then change the start time and end time of

the schedule.

To turn on Quiet Mode while the printer is printing

1. From the printer control panel, touch or swipe down the tab at the top of the screen to open the

Dashboard, and then select the current print job in progress.

2. On the printing screen, touch (Quiet Mode) to turn it on.

4 Chapter 1 Get started ENWW

NOTE: Quiet Mode is turned on only after the current page is printed and is only used for the current print

job.

To turn Quiet Mode on or o from the printer software (Windows)

1. Open the HP printer software. For more information, see Open the HP printer software (Windows).

2. Click Quiet Mode .

3. Select On or O .

4. Click Save Setting.

To turn Quiet Mode on or o from the Embedded Web Server (EWS)

1. Open the EWS. For more information, see Open the embedded web server.

2. Click the Settings tab.

3. In the Preferences section, select Quiet Mode , and then select On or O .

4. Click Apply.

Optimize Printing Supplies

To optimize printing supplies such as ink and paper, try the following:

● Recycle used original HP ink cartridges through HP Planet Partners. For more information, visit

www.hp.com/recycle.

● Optimize paper usage by printing on both sides of the paper.

● Change the print quality in the printer driver to a draft setting. The draft setting uses less ink.

● Do not clean the printhead unnecessarily. Doing so wastes ink and shortens the life of the cartridges.

ENWW HP EcoSolutions (HP and the Environment) 5

Understand the printer parts

This section contains the following topics:

●

Top and front view

●

Printing supplies area

●

Back view

Top and front view

1 Document feeder

2 Document feeder paper-width guides

3 Document feeder tray

4 Document feeder output extension

5 Scanner lid

6 Scanner glass

7 Output tray

8 Output tray extension

9 Input tray / Tray 1

10 Input tray / Tray 2

11 Front USB port

12 Power button

6 Chapter 1 Get started ENWW

13 Front door

14 Control panel display

Printing supplies area

1 Cartridge access door

2 Front door

3 Printhead

4 Cartridges

NOTE: Cartridges should be kept in the printer to prevent possible print quality issues or printhead damage.

Avoid removing supplies for extended periods of time. Do not turn the printer o when a cartridge is missing.

ENWW Understand the printer parts 7

Back view

3 Rear USB port

Fax port

4 Ethernet network port

5 Rear access door

6 Power input

8 Chapter 1 Get started ENWW

Use the printer control panel

This section contains the following topics:

●

Lift the control panel

●

Overview of buttons and lights

●

Function buttons

●

Dashboard icons

●

Change printer settings

Lift the control panel

You can move the control panel for easier use.

● Push the upper part of the control panel to lift it.

NOTE: Return the control panel to its original position by pushing down the bottom until it is back in

place.

Overview of buttons and lights

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

ENWW Use the printer control panel 9

Label Name and Description

1 Wireless light: Indicates the status of the printer's wireless connection.

● Solid blue light indicates that wireless connection has been established and you can print.

● Slow blinking light with clear pause indicates that wireless is on, but not congured. To connect your printer, see Set up the

printer for wireless communication.

● Slow blinking light indicates that wireless is on, but the printer is not connected to a network. Make sure your printer is

within the range of wireless signal.

● Fast blinking light indicates wireless error. Refer to the message on the printer display.

● If the wireless light is o, wireless is turned o.

2 Back button: Returns to the previous menu.

3 Home button: Returns to the home screen from any other screen.

4 Help button: Opens the Help menu when on the Home screen, or shows contextual help content if it is available for the current

operation when on other screens.

Function buttons

Function button Purpose

Smart Tasks Access to a saved list of the tasks frequently used. You can create the list using the HP Smart app and saving the

list in the printer.

For more information about using the HP Smart app, go to:

● iOS/Android: www.hp.com/go/hpsmart-help

● Windows: www.hp.com/go/hpsmartwin-help

Copy Copy document, ID card, or photo.

Scan Scan document or photo to email, USB ash drive, network folder, SharePoint, or computer.

Photo Print photo from USB ash drive.

10 Chapter 1 Get started ENWW

Function button Purpose

Fax Set up fax, send fax, or reprint received fax.

Apps Access to the apps for your printer.

Dashboard icons

The Dashboard on the printer control panel lets you access the icons on the display, check the status of the printer, or monitor and manage current and scheduled printer tasks.

To open the Dashboard, touch or swipe down the tab at the top of a screen on the control panel.

Icon Purpose

Setup: Displays the setup screen for changing preferences, network setup, Wi-Fi Direct, Web Services setup, fax

setup, and other maintenance settings and generating reports.

Wireless: Displays wireless status and menu options. For more information, see Set up the printer for wireless

communication.

NOTE: (Ethernet) and (Wireless) will not be displayed at the same time. Showing the Ethernet icon or

the wireless icon depends on the way your printer is connected to the network. If the network connection of the printer has not been set up, then the printer control panel display shows (Wireless) by default.

Ethernet: Shows that an Ethernet network connection exists and also provides easy access to the the network status screen.

HP ePrint: Displays the Web Services Summary menu, where you can check ePrint status details, change ePrint settings, or view the printer email address. For more information, see HP ePrint .

Wi-Fi Direct: Displays the status, name, and password for Wi-Fi Direct, and the number of devices connected. You can also change settings and print a guide.

Ink: Displays the estimated ink levels.

NOTE: Ink level alerts and indicators provide estimates for planning purposes only. When you receive a low-ink

alert, consider having a replacement cartridge available to avoid possible printing delays. You do not have to replace the cartridges until prompted to do so.

Paper Setup: Displays the paper size and type settings for input tray. You can change paper settings here.

Fax Status: Displays status information for the Auto Answer function, fax logs, and the fax sound volume.

HP EcoSolutions: Displays a screen where you can congure some of the printer's environmental features.

ENWW Use the printer control panel 11

Change printer settings

Use the control panel to change the printer functions and settings, print reports, or get help for the printer.

TIP: If the printer is connected to a computer, you can also change the printer settings using the printer

management tools in the software.

For more information about these tools, see Printer management tools.

To change settings for a function

The Home screen of the control panel display shows the available functions for the printer. Some features of the functions allows you to change settings.

1. Select a desired option of a function such as Copy Document or Scan to Memory Device.

2. After selecting a function, touch ( Settings ), scroll through the available settings, and then touch

the setting you want to change.

3. Follow the prompts on the control panel display to change the settings.

TIP: Touch (Home) to return to the Home screen.

To change the printer settings

To change the printer settings or print reports, use the options available on the Setup menu.

1. From the printer control panel, touch or swipe down the tab at the top of the screen to open the

Dashboard, and then touch ( Setup ).

2. Touch and scroll through the screens.

3. Touch the screen items to select screens or options.

Touch (Home) to return to the Home screen.

TIP:

12 Chapter 1 Get started ENWW

HP Digital Solutions

The printer includes a collection of digital solutions that can help you simplify and streamline your work. These digital solutions include the following:

● HP Digital Filing (including Scan to Network Folder and Scan to Email)

● HP Digital Fax (including Fax to Network Folder and Fax to Email)

This section contains the following topics:

●

What are HP Digital Solutions?

●

Requirements

●

Set up HP Digital Solutions

●

Use the HP Digital Solutions

What are HP Digital Solutions?

HP Digital Solutions are a set of tools provided with this printer that can help improve your oice productivity.

This section contains the following topics:

●

HP Digital Filing

●

HP Digital Fax

HP Digital Filing

HP Digital Filing provides robust, general-oice scanning—as well as basic, versatile, documentmanagement capabilities—for multiple users over a network. With HP Digital Filing, you can simply walk up to the printer, select the options on the printer control panel, and either scan documents directly to computer folders on your network or quickly share them with business partners as email attachments—and all without using additional scanning software.

Scanned documents can be sent to a shared network folder for personal or group access or to one or more email addresses for quick sharing. In addition, you can congure specic scan settings for each scan destination, allowing you to make sure that the best settings are being used for each specic task.

HP Digital Fax

With HP Digital Fax, you can save incoming, black-and-white faxes to a computer folder on your network for easy sharing and storage, or you can forward faxes through email—allowing you to receive important faxes from anywhere while working away from the oice.

In addition, you can turn o fax printing altogether — saving money on paper and ink, as well as helping to reduce paper consumption and waste.

Requirements

Before you set up the HP Digital Solutions, make sure you have the following:

ENWW HP Digital Solutions 13

For all HP Digital Solutions

● A network connection

Connect the printer using either a wireless connection or an Ethernet cable.

NOTE: If the printer is connected using a USB cable, you scan documents to a computer or attach scans

to an email message using the HP software. For more information, see Scan. You can receive faxes to your computer using HP Digital Fax. For more information, see Receive faxes using HP Digital Fax.

● The HP software

HP recommends that you set up HP Digital Solutions using the HP software.

TIP: If you would like to set up HP Digital Solutions without installing the HP software, you can use the

printer’s embedded web server.

For Scan to Network Folder, Fax to Network Folder

● An active network connection. You must be connected to the network.

● An existing Windows (SMB) shared folder

For information about nding the computer name, see the documentation for your operating system.

● The network address for the folder

On computer running Windows, network addresses are usually written in this format: \\mypc \sharedfolder

● The name of the computer where the folder is located

For information about nding the computer name, see the documentation for your operating system.

● Appropriate privileges on the shared folder

You must have write access to the folder.

● A username and password for the shared folder (if necessary)

For example, the Windows or Mac username and password used to log onto the network.

NOTE: HP Digital Filing does not support Active Directory.

For Scan to Email, Fax to Email

● A valid email address

● Outgoing SMTP server information

● An active Internet connection

If you are setting up Scan to Email or Fax to Email on a computer running Windows, the setup wizard can automatically detect the email settings for the following email applications:

● Microsoft Outlook 2007–2016 (Windows 7, Windows 8/8.1, and Windows 10)

However, if your email application is not listed above, you can still set up and use Scan to Email and Fax to Email if your email application meets the requirements listed in this section.

14 Chapter 1 Get started ENWW

Set up HP Digital Solutions

You can set up HP Digital Solutions using software wizards that you can open from the HP printer software (Windows).

TIP: You can also use the printer's embedded web server (EWS) to set up the HP Digital Solutions. For more

information about using the EWS, see Embedded web server.

NOTE: If you are using the printer in an IPv6-only network environment, you must set up the digital

solutions using the EWS.

This section contains the following topics:

●

Set up HP Digital Filing

●

Set up HP Digital Fax

Set up HP Digital Filing

To set up HP Digital Filing, follow the appropriate instructions.

NOTE: You can also use these steps to change settings in the future.

This section contains the following topics:

●

Set up Scan to Network Folder

●

Set up Scan to Email

Set up Scan to Network Folder

You can congure up to 10 destination folders for each printer.

NOTE: To use Scan to Network Folder, you must have created and congured the folder you are using on a

computer connected to the network. You cannot create a folder from the printer's control panel. Also, make sure the folder preferences are set to provide read and write access. For more information about creating folders on the network and setting folder preferences, see the documentation for your operating system.

After you nish setting up Scan to Network Folder, the HP software automatically saves the congurations to the printer.

To set up Scan to Network Folder from the printer software (Windows)

1. Open the HP printer software. For more information, see Open the HP printer software (Windows).

2. Click Scan under Print, Scan & Fax , and then click Scan to Network Folder Wizard.

NOTE: If the Scan to Network Folder Wizard option is not available, use embedded web server (EWS)

to set up Scan to Network Folder.

3. Follow the onscreen instructions.

NOTE: After you have created destination folders, you can use the printer’s embedded web server (EWS) to

customize the scan settings for these folders. On the last screen of the Scan to Network Folder Wizard, make sure the Launch embedded web server when nished check box is selected. When you click Finish, the EWS is displayed in your computer’s default web browser. For more information about EWS, see Embedded web

server.

ENWW HP Digital Solutions 15

To set up Scan to Network Folder from embedded web server (EWS)

1. Open the embedded web server (EWS). For more information, see Open the embedded web server.

2. On the Home tab, click Scan to Network Folder.

3. Click , and then follow the onscreen instructions.

NOTE: You can customize the scan settings for each destination folder.

4. After you have entered the required information about the network folder, click Save and Test to make

sure the link to the network folder is working correctly. The entry is added to the Network Folder

Proles table.

Set up Scan to Email

You can use the printer to scan documents and send them to one or more email addresses as attachments— without additional scanning software. You do not need to scan les from your computer and attach them to email messages.

Set the Outgoing Email Proles

Congure the email address that will appear in the FROM portion of the email message sent by the printer. You can add up to 10 Outgoing Email Proles. You can use the HP software installed on your computer to create these proles.

Add email addresses to the Address Book

Manage the list of people to whom you can send email messages from the printer. You can add up to 15 email addresses with their corresponding contact names. You can also create email groups. To add email addresses, you can use the printer’s embedded web server (EWS) or the printer’s control panel.

Congure other email options

You can congure default SUBJECT and body text that is included in all email messages sent from the printer. To congure these options, you can use the printer’s EWS or the printer’s control panel.

Step 1: Set up the outgoing email proles

To set up the outgoing email prole used by the printer, complete the following steps for your operating system.

To set up the outgoing email prole from the printer software (Windows)

1. Open the HP printer software. For more information, see Open the HP printer software (Windows).

2. Click Print, Scan & Fax , and then click Scan .

3. Click Scan to E-mail Wizard.

NOTE: If the Scan to E-mail Wizard option is not available, use embedded web server (EWS) to set up

the outgoing email proles.

4. Click New, and then follow the onscreen instructions.

16 Chapter 1 Get started ENWW

NOTE: After you have set the Outgoing Email Prole, you can use the printer’s embedded web server (EWS)

to add more Outgoing Email Proles, add email addresses to the Address Book, and congure other email options. To open the EWS automatically, select the Launch embedded web server when nished checkbox on the last screen of the Scan to Email Wizard. When you click Finish, the EWS is displayed in your computer’s default web browser. For more information about EWS, see Embedded web server.

To set up the outgoing email prole from embedded web server (EWS)

1. Open the embedded web server (EWS). For more information, see Embedded web server.

2. On the Home tab, click Scan to Email.

3. Click , and then follow the onscreen instructions.

4. After you have entered the required information about the outgoing email settings, click Save and Test

to make sure the outgoing email is working correctly. The entry is added to the Outgoing Email Proles table.

Step 2: Add email addresses to the Address Book

1. Open the embedded web server (EWS). For more information, see Embedded web server.

2. On the Scan tab, click Address Book, and then click Contacts.

3. Click to add a single email address.

-Or-

Click to create an email distribution list.

NOTE: Before you can create an email distribution list, you must have already added at least one email

address to the Address Book.

4. Follow the onscreen instructions. The entry is added to the Contacts Stored on the Printer table.

NOTE: Contact names appear on the printer’s control panel display and in your email application.

Step 3: Congure other email options

To congure other email options (such as conguring default SUBJECT and body text that is included in all email messages sent from the printer, as well as scan settings used when sending email from the printer), complete the following steps:

1. Open the embedded web server (EWS). For more information, see Embedded web server.

2. On the Scan tab, click Scan to Email, and then click Email Options.

3. Change any settings, and then click Apply.

Set up HP Digital Fax

With HP Digital Fax, the printer automatically receives faxes and saves them directly to a network folder (Fax to Network Folder) or forwards them as email attachments (Fax to Email).

NOTE: You can congure HP Digital Fax to use either Fax to Network Folder or to use Fax to Email. You

cannot use both at the same time.

ENWW HP Digital Solutions 17

Received faxes are saved as TIFF (Tagged Image File Format) or PDF les.

NOTE: HP Digital Fax supports receiving black-and-white faxes only. Color faxes are printed instead of being

saved.

To set up HP Digital Fax from the printer software (Windows)

1. Open the HP printer software. For more information, see Open the HP printer software (Windows).

2. Click Print, Scan & Fax , and then click Fax.

3. Click Digital Fax Setup Wizard .

4. Follow the onscreen instructions.

NOTE: After you have set up HP Digital Fax, you can use the printer’s embedded web server (EWS) to edit HP

Digital Fax settings. To open the EWS automatically, select the Launch embedded web server when nished checkbox on the last screen of the Digital Fax Setup Wizard. When you click Finish, the EWS is displayed in your computer’s default web browser. For more information about the EWS, see Embedded web server.

To set up HP Digital Fax from Embedded web server (EWS)

1. Open the embedded web server (EWS). For more information, see Embedded web server.

2. On the Home tab, click HP Digital Fax.

3. Click Set up from either Digital Fax to Network Folder Status or Digital Fax to Email Status, and then

follow the onscreen instructions.

4. After you have entered the required information, click Save and Test to make sure the conguration is

working correctly.

Use the HP Digital Solutions

To use the HP Digital Solutions available with the printer, follow the appropriate instructions.

Use HP Scan to Network Folder

1. Load your original print-side down on the scanner glass or print-side up in the document feeder. For

more information, see Load an original on the scanner glass or Load an original in the document feeder.

2. Touch Scan , and then touch Network Folder.

3. On the control panel display, select the name that corresponds to the folder you want to use.

4. If prompted, enter the PIN.

5. Change any scan settings, and then touch Start Scan.

NOTE: The connection might take some time, depending on network traic and connection speed.

Use Scan to Email

To scan a document or photo to email from the control panel

1. Load your original print-side down on the scanner glass or print-side up in the document feeder.

2. From Home screen, touch Scan, and then touch Email.

18 Chapter 1 Get started ENWW

3. Conrm the email account that you want to use, and touch Continue.

If you want to change email account, touch , select the email account you want to use, and then touch

Continue.

4. Enter recipient's email address in the To eld.

Or touch , select the email account you want to send to, and then touch Continue.

5. Enter email subject in the Subject eld.

6. Touch if you want to preview scanned photo or document.

Touch to change settings.

7. Touch Send.

8. Touch Finish when the scan completes. Or touch Add Page to add another page.

NOTE: The connection might take some time, depending on network traic and connection speed.

Use HP Digital Fax

After you set up HP Digital Fax, any black-and-white faxes that you receive print, by default, and then are saved to the designated destination—either the network folder or email address that you have specied.

● If you are using Fax to Network Folder, this process happens in the background. HP Digital Fax does not

notify you when faxes are saved to the network folder.

● If you are using Fax to Email and if your email application is set to notify you when new email messages

arrive in your inbox, you can see when new faxes arrive.

ENWW HP Digital Solutions 19

Paper basics

The printer is designed to work well with most types of oice paper. It is best to test a variety of print paper types before buying large quantities. Use HP paper for optimum print quality. Visit the HP website at

www.hp.com for more information about HP paper.

This section contains the following topics:

●

Recommended papers for printing

●

Order HP paper supplies

●

Tips for selecting and using paper

HP recommends plain papers with the ColorLok logo for printing everyday documents. All papers with the ColorLok logo are independently tested to meet high standards of reliability and print quality, and produce documents with crisp, vivid color, bolder blacks, and that dry faster than ordinary plain papers. Look for papers with the ColorLok logo in a variety of weights and sizes from major paper manufacturers.

Order HP paper supplies

The printer is designed to work well with most types of oice paper. Use HP paper for optimum print quality.

To order HP papers and other supplies, go to www.hp.com . At this time, some portions of the HP website are available in English only.

HP recommends plain papers with the ColorLok logo for printing and copying of everyday documents. All papers with the ColorLok logo are independently tested to meet high standards of reliability and print quality, and produce documents with crisp, vivid color, bolder blacks and shorter dry-time than ordinary plain papers. Look for papers with the ColorLok logo in a variety of weights and sizes from major paper manufacturers.

ENWW Paper basics 21

Tips for selecting and using paper

For the best results, observe the following guidelines.

● Load only one type and one size of paper at a time into a tray or document feeder.

● Make sure the paper is loaded correctly when loading from the input tray or document feeder.

● Do not overload the tray or document feeder.

● To prevent jams, poor print quality, and other printing problems, avoid loading the following paper in the

tray or document feeder:

– Multipart forms

– Media that is damaged, curled, or wrinkled

– Media with cutouts or perforations

– Media that is heavily textured, embossed, or does not accept ink well

– Media that is too lightweight or stretches easily

Media that contains staples or clips

–

22 Chapter 1 Get started ENWW

Load paper

To learn how to set up and use trays, see Work with trays.

To load plain paper in Tray 1

NOTE: Tray 1 supports only plain paper in A4, Letter, or Legal size.

1. Pull out Tray 1 completely from the printer.

2. Press the button on the paper-length guide and slide the guide at the same time towards the edge of the

tray as far as possible.

ENWW Load paper 23

3. Insert the paper in portrait orientation and with the side to be printed facing down.

Make sure the stack of paper is aligned with the appropriate paper size lines on the front of the tray. Also, make sure the stack of paper does not exceed the stack height marking on the left edge of the tray.

NOTE: Do not load paper while the printer is printing.

4. Adjust the paper-width guides and the paper-length guide until they touch the edge of the stack of

paper.

● To slide the paper-width guides, press the button on the left paper-width guide and slide the guide

at the same time.

● To slide the paper-length guide, press the button on the paper-length guide and slide the guide at

the same time.

24 Chapter 1 Get started ENWW

+ 194 hidden pages