HP 1240 User Guide

hp fax

1240 series

user guide

hp fax 1240 series

The information herein is subject to change without notice.

Reproduction, adaptation or translation without prior written permission is prohibited, except as allowed under the copyright laws.

Publication number: Q5621-90108 First edition: January 2004

notice

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

The Hewlett-Packard Company shall not be liable for incidental or consequential damages in connection with, or arising out of the furnishing, performance, or use of this document and the program material which it describes.

Note: Regulatory information can be found in the Technical Information chapter of this guide.

It is not lawful in many places to make copies of the following items. When in doubt, check with a legal representative first.

• Governmental paper or

documents:

- Passport s

- Immigration papers

- Selective service papers

- Identification badges, cards, or

insignias

• Governmental stamps:

- Postage stamps

- Food stamps

• Checks or drafts drawn on

Governmental agencies

• Paper currency, traveler’s checks,

or money orders

• Certificates of deposit

• Copyrighted works

safety information

Warning! To prevent

fire or shock hazard, do not expose this product to rain or any type of moisture.

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

Warning! Potential

shock hazard

Read and understand all

instructions in the setup poster.

2 Use only a grounded electrical

outlet when connecting the device 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 where the line cord will not be damaged.

8 If the product does not operate

normally, see the online Troubleshooting help.

9 No operator-serviceable parts

inside. Refer servicing to qualified service personnel.

10 Use in a well-ventilated area.

contents

1 get started . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1

get help . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1

hp fax overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1

the hp fax at a glance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2

front panel overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3

menu overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5

2 load paper and load originals. . . . . . . . . . . . . . . . . . . . . . . . . . . 7

open and close the hp fax. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7

open and close the paper tray . . . . . . . . . . . . . . . . . . . . . . . . . . . 8

open and close the document feeder tray and document catcher . . . . 8

papers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9

recommended papers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10

papers to avoid . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10

load paper . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11

load papers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11

load other types of paper in the paper tray . . . . . . . . . . . . . . . . . 12

set the paper type . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12

paper type settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12

set the paper type . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13

set the paper size . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13

paper size setting for copying. . . . . . . . . . . . . . . . . . . . . . . . . . . 13

paper size setting for receiving a fax . . . . . . . . . . . . . . . . . . . . . . 14

avoid jams . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14

load originals . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15

3 use the fax features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17

send a fax . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18

enable fax confirmation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18

send a basic fax . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19

send a color original or photo fax . . . . . . . . . . . . . . . . . . . . . . . 19

send a fax using speed dials . . . . . . . . . . . . . . . . . . . . . . . . . . . 20

send a fax using redial . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20

schedule a fax . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20

cancel a scheduled fax . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21

send a fax from memory . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21

send a fax using monitor dialing . . . . . . . . . . . . . . . . . . . . . . . . 22

send a fax manually from a telephone . . . . . . . . . . . . . . . . . . . . 23

set the answer mode . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24

receive a fax . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27

set the number of rings before answering . . . . . . . . . . . . . . . . . . . 27

receive a fax manually using the handset . . . . . . . . . . . . . . . . . . 28

receive a fax manually from a phone . . . . . . . . . . . . . . . . . . . . . 28

contents

receive a fax manually from the front panel . . . . . . . . . . . . . . . . . .29

poll to receive a fax . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .29

use the handset . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .30

answer incoming calls using the handset . . . . . . . . . . . . . . . . . . . .30

make phone calls using the handset . . . . . . . . . . . . . . . . . . . . . . .30

receive faxes using the handset. . . . . . . . . . . . . . . . . . . . . . . . . . .31

send faxes using the handset . . . . . . . . . . . . . . . . . . . . . . . . . . . .31

adjust the handset volume . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .31

set the fax header . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .31

enter text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .32

enter a phone number . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .32

print reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .33

generate reports automatically . . . . . . . . . . . . . . . . . . . . . . . . . . .33

generate reports manually . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .35

set up speed dialing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .36

create individual speed-dial entries . . . . . . . . . . . . . . . . . . . . . . . .36

add group speed-dial entries . . . . . . . . . . . . . . . . . . . . . . . . . . . .37

update speed-dial entries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .37

delete speed-dial entries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .38

change fax resolution and lighter/darker settings. . . . . . . . . . . . . . . . .38

change the fax resolution . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .38

change lighter/darker setting . . . . . . . . . . . . . . . . . . . . . . . . . . .39

set new defaults . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .40

set fax options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .41

set the date and time . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .41

set the paper size for received faxes . . . . . . . . . . . . . . . . . . . . . . .42

set tone or pulse dialing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .42

adjust the ring volume . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .42

adjust the phone line monitor volume . . . . . . . . . . . . . . . . . . . . . .43

forward faxes to another number . . . . . . . . . . . . . . . . . . . . . . . . .43

edit or cancel fax forwarding . . . . . . . . . . . . . . . . . . . . . . . . . . .43

change the answer ring pattern (distinctive ringing) . . . . . . . . . . . .44

redial a busy or unanswered number automatically . . . . . . . . . . . .44

set automatic reduction for incoming faxes . . . . . . . . . . . . . . . . . .45

use error correction mode . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .46

set the fax speed . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .46

use caller ID . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .47

block junk fax numbers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .47

set backup fax reception . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .48

set the country and language . . . . . . . . . . . . . . . . . . . . . . . . . . . .49

reprint the faxes in memory . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .49

stop faxing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .49

4 use the copy features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .51

overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .51

use the copy features from the front panel . . . . . . . . . . . . . . . . . . .51

increase copy speed or quality. . . . . . . . . . . . . . . . . . . . . . . . . . .52

change default copy settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52

hp fax 1240 series

copy a two-page black-and-white document . . . . . . . . . . . . . . . . . . . 53

make multiple copies of the same original . . . . . . . . . . . . . . . . . . . . 54

copy a washed-out original . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54

reduce or enlarge . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55

copy a legal-size document onto letter paper . . . . . . . . . . . . . . . . . . 55

copy a full page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56

copy a document that has been faxed several times . . . . . . . . . . . . . . 57

enhance light areas of your copy . . . . . . . . . . . . . . . . . . . . . . . . . . 58

enhance the colors of your original . . . . . . . . . . . . . . . . . . . . . . . . . 59

stop copying . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59

5 order supplies. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61

order media . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61

order print cartridges . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61

order other supplies . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61

6 maintain your hp fax . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63

clean the glass . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63

clean the white strip . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64

clean the exterior . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65

work with print cartridges . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65

print cartridge information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65

print a self-test report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66

handle the print cartridges . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67

replace the print cartridges . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67

align the print cartridges . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70

clean the print cartridges . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70

clean the print cartridge contacts . . . . . . . . . . . . . . . . . . . . . . . . 71

replace the telephone cord . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72

restore factory defaults . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72

set the scroll speed . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73

set the prompt delay time . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73

set the language and country/region . . . . . . . . . . . . . . . . . . . . . . . . .74

self-maintenance sounds . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .74

contents

7 fax setup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75

faxing from a DSL line . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 76

faxing with a PBX phone system or an ISDN line . . . . . . . . . . . . . . . . 77

how to tell if the following instructions apply to you . . . . . . . . . . . . . . 77

how to choose the right fax setup for your office. . . . . . . . . . . . . . . . . 78

select your fax setup case from this table. . . . . . . . . . . . . . . . . . . . . . 80

case A: separate fax line (no voice calls received) . . . . . . . . . . . . . . . 81

how your hp fax will answer fax calls . . . . . . . . . . . . . . . . . . . . . 81

case B: faxing with a distinctive ring service on the same line . . . . . . . 82

how your hp fax will answer fax calls . . . . . . . . . . . . . . . . . . . . . 82

case C: shared voice/fax line . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 83

how your hp fax will answer fax calls . . . . . . . . . . . . . . . . . . . . . 83

case D: fax line shared with PC modem (no voice calls received) . . . . . 84

how your hp fax will answer fax calls . . . . . . . . . . . . . . . . . . . . . 85

user guide

iii

contents

case E: shared voice/fax line with PC modem. . . . . . . . . . . . . . . . . . .85

how your hp fax will answer fax calls . . . . . . . . . . . . . . . . . . . . . .86

case F: shared voice/fax line with answering machine. . . . . . . . . . . . .86

how your hp fax will answer fax calls . . . . . . . . . . . . . . . . . . . . . .87

case G: shared voice/fax line with PC modem and answering machine .88

how your hp fax will answer fax calls . . . . . . . . . . . . . . . . . . . . . .89

case H: shared voice/fax line with voice mail . . . . . . . . . . . . . . . . . . .90

how to answer fax calls manually . . . . . . . . . . . . . . . . . . . . . . . . .90

case I: shared voice/fax line with PC modem and voice mail . . . . . . . .91

how to answer fax calls manually . . . . . . . . . . . . . . . . . . . . . . . . .92

8 troubleshooting information . . . . . . . . . . . . . . . . . . . . . . . . . . . .93

status lights. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .93

installation troubleshooting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .94

paper jams. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .97

print cartridge problems. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .98

copy problems . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .99

fax problems. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .104

front panel messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .109

print cartridge messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .109

alignment messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .110

fax messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .111

copy messages. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .112

general status messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .113

automatic document feeder messages . . . . . . . . . . . . . . . . . . . . .114

severe error messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .114

fax log error codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .115

9 technical information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .117

paper specifications. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .117

paper-tray capacities. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .117

automatic document feeder paper capacity . . . . . . . . . . . . . . . . .117

paper sizes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .118

print margin specifications . . . . . . . . . . . . . . . . . . . . . . . . . . . . .118

fax specifications. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .118

physical specifications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .118

power specifications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .119

environmental specifications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .119

environmental product stewardship program . . . . . . . . . . . . . . . . . . .119

recycling program. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .120

regulatory notices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .121

declaration of conformity . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .124

10 hp fax 1240 series support . . . . . . . . . . . . . . . . . . . . . . . . . . .125

get support and other information from the Internet . . . . . . . . . . . . . .125

hp customer support . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .125

call in the U.S. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .126

call in Canada. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 126

prepare your hp fax for shipment . . . . . . . . . . . . . . . . . . . . . . . . . .127

hp fax 1240 series

11 warranty information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 129

duration of limited warranty . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 129

warranty service . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 129

warranty upgrades . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 129

returning your hp fax for service . . . . . . . . . . . . . . . . . . . . . . . . . . 130

hewlett-packard limited global warranty statement . . . . . . . . . . . . . . 130

index . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 133

contents

user guide

contents

hp fax 1240 series

get started

get help

This User Guide contains information on using your HP Fax and provides additional troubleshooting assistance for the installation process. The User Guide also contains information on how to order supplies and accessories, technical specifications, support, and warranty information.

The table below lists additional sources of information for your HP Fax.

help description

Setup information The Setup Poster provides instructions for setting up and configuring your

HP Fax. The Setup Poster is in the box with your HP Fax.

General product information

Internet help and technical support

The HP Fax 1240 Series User Guide contains information on using your HP Fax. The User Guide also contains information on how to order supplies and accessories, technical specifications, support, and warranty information.

If you have Internet access, you can get help from the HP website at:

www.hp.com/support

The website also provides answers to frequently-asked questions.

get started

hp fax overview

Your HP Fax is ready to use whenever you are. Tasks such as sending a fax or making a copy of a document or photo can be accomplished quickly and easily from the front panel of your HP Fax.

This section contains the following topics:

• the hp fax at a glance on page 2

•front panel overview on page 3

•menu overview on page 5

chapter 1

the hp fax at a glance

get started

feature purpose

1 Automatic document feeder tray 2 Automatic document feeder 3 Document guides 4 Front panel 5 Print-carriage access door 6 Paper tray 7 Paper tray extender 8 Paper guides

678

9 Document catcher 10 Document catcher extender 11 Handset

hp fax 1240 series

feature purpose

12 Power connector

13 1-LINE port

14 2-EXT port

15 Handset port

16 Rear cleanout door

17 Rear cleanout door access tab

get started

front panel overview

1 2 3 4

5 6

feature purpose

1 Answer Mode: Switch between four answer settings, Fax mode

(Fax), Telephone (Tel) mode, Fax and Telephone (FaxTel) mode, and Answering Machine (AnswerMachine) mode. See set the

answer mode on page 24 for an explanation of these settings.

2 Fax Resolution: Choose the resolution in which a fax will be sent.

8 9 10

11 12 13

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feature purpose

3 Redial/Pause: Redial the most recently dialed fax number. Also,

use to insert a pause while entering a telephone number.

get started

4 Speed Dial: Select a number from programmed speed dial entries.

Use the Speed Dial button, the arrows, or the keypad numbers on

the front panel to navigate to a speed dial fax number. 5 Status Light: Indicates whether the HP Fax is on, off, or busy. 6 Attention Light: Indicates an error condition. 7 Front Panel Display: View menus, prompts, status messages, and

error messages. 8 Flash: Cancel a number being dialed and bring up a dial tone.

Also, use to answer call waiting. 9 Search: Search for a speed dial code by name. 10 Setup: Access the menu system for reports, speed dial setup, fax

settings, tools, and preferences. 11 Fax: Select the fax function. After entering the phone number, press

the Fax button repeatedly to scroll through the Fax menu settings. 12 Scan & Fax: Scans the entire fax into memory before sending. After

entering the phone number, press the Fax button repeatedly to

scroll through the Scan & Fax menu settings 13 Copy: Select the copy function. Press the Copy button repeatedly to

scroll through the Copy menu settings. 14 Start Black, Start Color: Start a black or color fax or copy job. 15 Cancel: Stop a job, exit a menu, exit settings, or exit the speed dial

menu. 16 OK: Select the current menu setting on the front panel display. Also,

use to respond to prompts on the front panel display. 17 Right Arrow: increase values, or go forward when viewing settings

on the front panel display. 18 Left Arrow: Decrease values, or go back when viewing settings on

the front panel display. 19 On: Turn the HP Fax on or off.

Warning! When the HP Fax is off, a minimal amount of power

is still supplied to the device. Unplug the power cord to

completely disconnect the power supply to the HP Fax. 20 Keypad: Enter fax numbers, values, or text. 21 One-Touch Speed Dial: Dial a fax number quickly by pressing a

one-touch speed dial button. The 5 one-touch speed dial buttons each hold 2 numbers and correspond to the first 10 fax numbers entered during speed dial setup.

hp fax 1240 series

get started

menu overview

The following provides a quick reference to top-level menus that appear on the HP Fax front panel display.

Phone Number * Resolution Lighter/Darker How to Fax Set New Defaults

1: Print Report 2: Speed Dial Setup 3: Basic Fax Setup 4: Advanced Fax Setup 5: Tools 6: Preferences

*You must enter the Phone Number before you can access the other

Setup

menu items.

Fax

Scan & Fax

Phone Number* Lighter/Darker

Copy

Number of Copies Copy Quality Lighter/Darker Reduce/Enlarge Paper Type Copy Paper Size Enhancements Color Intensity Set New Defaults

get started

user guide

get started

chapter 1

hp fax 1240 series

load paper and load originals

The HP Fax 1240 Series allows you to load different types and sizes of paper in your HP Fax, including letter, and photo papers. You can also change settings for paper types and paper sizes to get the highest quality copies from your HP Fax.

This section contains the following topics:

• open and close the hp fax on page 7

• papers on page 9

• load paper on page 11

• set the paper type on page 12

• set the paper size on page 13

•avoid jams on page 14

• load originals on page 15

open and close the hp fax

The HP Fax’s trays are designed to close in order to save space in your office. These procedures show you how to open and close the paper tray, document catcher, and the document feeder tray.

Tip: You can automatically receive and print faxes with the

document feeder tray and document catcher in the closed position, as shown below.

load originals & paper

This section contains the following topics:

• open and close the paper tray on page 8

• open and close the document feeder tray and document catcher on page 8

load originals & paper

chapter 2

open and close the paper tray

The paper tray must be open with paper loaded for the HP Fax to print, copy, and receive faxes.

1 Open the paper tray door.

2 Unfold the paper tray.

3 Only unfold the paper tray extender if you are using Draft or Fast mode

and paper is overshooting the paper tray. The paper tray extender may cause jams in other cases.

open and close the document feeder tray and document catcher

The document feeder tray and document catcher must be open to copy, send faxes and scan. However, you can print and receive faxes with them closed.

hp fax 1240 series

load paper and load originals

1 Lift the document feeder tray to open it.

2 Lower the document catcher and unfold the document catcher extender to

open it.

load originals & paper

papers

Note: The document catcher must be closed before the document feeder

tray can be closed.

You can use several types and sizes of paper in your HP Fax. Review the following recommendations to get the best quality. Whenever you change paper types or sizes, remember to change those settings.

This section contains the following topics:

• recommended papers on page 10

• papers to avoid on page 10

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chapter 2

recommended papers

These are the types and sizes of papers recommended for copying

paper types

If you want the best print quality, we recommend HP Papers. Using paper that is too thin, paper that has a slick texture, or paper that stretches easily can cause paper jams. Using paper that has a heavy texture or does not accept ink can cause printed images to smear, bleed, or not be filled in completely. For more information about HP Papers, go to our website at:

www.hp.com/support

• HP Premium Paper is the ultimate coated paper for high-resolution usage.

A smooth, matte finish makes it ideal for your special documents.

• HP Bright White Paper delivers high-contrast colors and sharp text. It is

opaque enough for two-sided color usage, with no show-through, which makes it ideal for newsletters, reports, and flyers.

• HP Premium Photo Paper, Glossy and Matte, and HP Premium Plus Photo

Paper, Glossy and Matte are high-quality, glossy-finish or matte-finish, photo-based papers. They look and feel like photographs and can be mounted under glass or in an album. Photo papers dry rapidly and resist fingerprints and smudges.

• HP Premium Inkjet Transparency Film makes your color presentations vivid

and even more impressive. This film is easy to use and handle and dries quickly without smudging.

• HP Matte Greeting Cards, HP Glossy Greeting Card Paper, HP Textured

Greeting Cards, Ivory, Half-Fold and HP Textured Greeting Cards, White, Half-Fold allow you to make your own greeting cards.

• HP Brochure & Flyer Paper, Glossy or HP Brochure & Flyer Paper, Matte is

matte-coated or glossy-coated on both sides for two-sided use. It is the perfect choice for near-photographic reproductions and business graphics for report covers, special presentations, brochures, mailers, and calendars.

papers to avoid

paper sizes

You may copy only onto full size pages (letter, legal and A4) of plain and photo paper and transparency film.

We do not recommend the following papers:

• Paper with cutouts or perforations.

• Photo paper other than HP Premium Plus Photo Paper.

• Envelopes.

• Transparency film other than HP Premium or Premium Plus.

• Multiple-part forms or label stock.

hp fax 1240 series

load paper

load papers

load paper and load originals

These procedures describe how to load different sizes and types of papers into the paper tray for copying.

This section contains the following topics:

• load papers on page 11

• load other types of paper in the paper tray on page 12

The following procedure describes how to load letter, legal, and A4 size paper into the paper tray. There are specific considerations for loading certain types of paper. After you review this procedure, see load other types of paper in the

paper tray on page 12.

For best results, adjust the paper settings each time you change paper types or paper sizes. For more information, see set the paper type on page 13.

Tip: Help prevent rips, wrinkles, and curled or bent edges by

storing all media flat in a resealable bag. Extreme changes in temperature and humidity might result in curled media that does not work well in the HP Fax if the media is not stored properly.

1 Open the paper tray door and unfold the paper tray. See open and close

the paper tray on page 8. 2 If it is open, fold up the document catcher. 3 Slide the paper guide to its outermost position. 4 Tap the stack of paper on a flat surface to align the edges of the paper,

and then check to make sure all of the paper in the stack is the same size

and type.

5 Insert the short edge of the paper into the paper tray (print side down) until

it stops. To avoid bending the paper, make sure you do not push the

paper in too far, or push too hard. If you are using letterhead, insert the

top of the page first.

load originals & paper

user guide

load originals & paper

chapter 2

6 Slide the paper guide in until it stops at the edge of the paper. Make sure

that the stack of paper lies flat in the paper tray and fits under the tab of the paper guide.

load other types of paper in the paper tray

The following table provides guidelines for loading certain types of paper and transparency film. For best results, adjust the paper type each time you change paper types and paper sizes. For more information, see set the paper type on page 13.

paper tips

HP Papers

• HP Premium Paper: Locate the gray arrow on the

nonprinting side of the paper, and then insert the paper with the arrow side facing up.

• HP Premium Inkjet Transparency Film: Insert the film

so that the white transparency strip (with arrows and the HP logo) is on top and goes into the paper tray first.

• HP Greeting Card Paper, HP Glossy Greeting Card

Paper, or HP Textured Greeting Cards: slide a small stack of greeting cards with the print side down, completely forward into the paper tray until it can go no further.

set the paper type

Whenever you change paper types, be sure to set the paper type for your HP Fax.

paper type settings

Select the Paper Type setting that matches the paper or transparency film you are using. Use the paper types listed for best copy quality.

paper front panel setting

Copier paper or letterhead Plain Other plain paper Plain

hp fax 1240 series

paper front panel setting

HP Premium Paper Plain HP Bright White Paper Plain Other Inkjet papers Plain HP Premium Photo Paper Photo HP Premium Plus Photo Paper Photo Other photo paper HP Premium Inkjet Transparency Film Transparency Other transparency paper Transparency

1 Not all photo papers are compatible.

set the paper type

The following procedure describes how to set the paper type for the Copy option on your HP Fax. Select the Paper Type setting that matches the paper or transparency film you are using.

1 Press the Copy button until Paper Type appears. 2 Press ! until the appropriate paper type appears. 3 Press OK to choose the displayed paper type.

Note: This setting returns to its default setting two minutes after the job has

been completed. For information on changing the default setting, see

change default copy settings on page 52.

load paper and load originals

Photo

load originals & paper

set the paper size

The following procedure describes how to set the paper size on your HP Fax. This section contains the following topics:

• paper size setting for copying on page 13

• paper size setting for receiving a fax on page 14

paper size setting for copying

Copies can be made onto letter, A4, or legal paper only.

Note: This setting returns to its default setting two minutes after the job has

been completed. For information on changing the default copy setting, see

change default copy settings on page 52. 1 Press the Copy button until Copy Paper Size appears. 2 Press ! until the appropriate paper size appears. 3 Press OK to choose the displayed paper size.

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chapter 2

avoid jams

load originals & paper

paper size setting for receiving a fax

You can select the paper size for received faxes. The paper size selected should match what is loaded in your paper tray. Faxes can be printed on letter, A4, or legal paper only.

Note: If an incorrect paper size is loaded in the paper tray when a fax is

received, the fax will not print. Load letter, A4, or legal paper, and then press OK to print the fax.

1 Press Setup. 2 Press 3, then press 4.

This selects Basic Fax Setup and then Fax Paper Size.

3 Press ! to highlight an option, and then press OK.

To help avoid paper jams, follow these guidelines:

• Prevent curled or wrinkled paper by storing all unused media flat in a

resealable bag.

• Remove printed papers from the output tray frequently.

• Ensure that media loaded in the automatic document feeder and the paper

tray lay flat and the edges are not bent or torn.

• Do not combine different paper types and paper sizes in either the

automatic document feeder or in the paper tray. Always load the same paper type and paper size in the automatic document feeder or in the paper tray.

• Adjust paper guides in the automatic document feeder and the paper tray

to fit snugly against all media. Make sure the paper guides do not bend the media.

• Do not force media too far forward in the paper tray.

• Use paper types that are recommended for your HP Fax.

hp fax 1240 series

load originals

You can copy or fax an original by placing it in the document feeder tray. The following procedure describes how to load originals into the HP Fax automatic document feeder.

1 Load your original in the center of the document feeder tray face down

2 Slide the document guides inward until they stop at the edges of the

3 Press Copy, Fax, or Scan & Fax on the front panel.

4 Press Start Black or Start Color on the front panel to start the job.

load paper and load originals

Note: The document feeder tray holds a maximum of 20 sheets of paper.

and top first.

Tip: Always load small originals in a portrait orientation, with the

shorter edge going into the HP Fax first.

original.

Note: If you want to change a Copy, Fax, or Scan & Fax setting, press the

Copy, Fax, or Scan & Fax button repeatedly until the appropriate setting or

destination appears on the front panel display (You will need to enter the

Phone Number to go to the other menu items for Fax and Scan & Fax.).

Once the setting you want to change appears, press ! to move to a

specific value (such as a specific paper size) and then press OK to select

the setting or destination.

load originals & paper

user guide

load originals & paper

chapter 2

hp fax 1240 series

use the fax features

Using your HP Fax, you can send and receive faxes, including color faxes. You can set up speed dials to send faxes quickly and easily to frequently used numbers. From the front panel, you can set a number of fax options, such as resolution.

This section contains the following topics:

• send a fax on page 18

• set the answer mode on page 24

• receive a fax on page 27

• use the handset on page 30

• set the fax header on page 31

• enter text on page 32

• enter a phone number on page 32

• print reports on page 33

• set up speed dialing on page 36

• change fax resolution and lighter/darker settings on page 38

• set fax options on page 41

• reprint the faxes in memory on page 49

•stop faxing on page 49

fax

chapter 3

send a fax

fax

Using the front panel, you can send a black-and-white or color fax from your HP Fax.

This section contains the following topics:

• enable fax confirmation on page 18

• send a basic fax on page 19

• send a color original or photo fax on page 19

• send a fax using speed dials on page 20

• send a fax using redial on page 20

•schedule a fax on page 20

• cancel a scheduled fax on page 21

• send a fax from memory on page 21

• send a fax using monitor dialing on page 22

• send a fax manually from a telephone on page 23

enable fax confirmation

If you need printed confirmation that your faxes are successfully sent, follow these instructions before sending any faxes.

The default fax confirmation setting is Every Error. This means that your HP Fax prints a report only if there is a problem with sending or receiving a fax. A confirmation message indicating whether an item was successfully sent appears briefly on the front panel display after each transaction. To have a confirmation printed for every fax, follow these instructions. For more information, see

generate reports automatically on page 33. 1 Press Setup. 2 Press 1, then press 1.

This selects Print Report and then selects Automatic Reports Setup.

Print Report

1: Automatic Reports Setup

2: Last Transaction 3: Fax Log 4: Speed Dial List 5: Self-Test Report 6: Caller ID Report * 7: Junk Fax Report *

* Not available in all countries/ regions. If Caller ID service is not supported in your country/ region, this menu item will not appear in the Print Report menu.

Automatic Reports Setup

Every Error Send Error Receive Error Every Fax Send Only Off

hp fax 1240 series

3 Press ! until Every Fax appears in the second line of the display, and then

press OK.

The HP Fax will print a confirmation report every time you send a fax

informing you whether the fax was sent successfully or not.

For more information on printing reports, see print reports on page 33.

send a basic fax

This section describes how to send a basic black-and-white fax from the front panel.

If you are interested in sending a color or photo fax, see send a color original

or photo fax on page 19. 1 Load your original face down and top first in the document feeder tray.

For more information, see load originals on page 15.

2 Press Fax.

Phone Number appears in the top line of the display.

3 Enter the fax number by using the keypad.

Tip: To enter a pause in the fax number, press Redial/Pause. 4 Press Start Black.

Tip: You must press Start to send a fax. Pressing OK is for menu

choices.

use the fax features

send a color original or photo fax

You can fax a color original or photo from your HP Fax. If your HP Fax determines that the recipient’s fax machine only supports black-and-white faxes, the HP Fax sends the fax in black and white.

We recommend that you use only color originals for color faxing.

1 Load your original face down and top first in the document feeder tray.

For more information, see load originals on page 15.

2 Press Fax.

Phone Number appears in the top line of the display.

3 Enter the fax number by using the keypad.

Tip: To enter a pause in the fax number, press Redial/Pause. 4 If you are faxing a photo, change the resolution to Photo.

For information on changing the resolution, see change the fax resolution

on page 38.

5 Press Start Color.

Note: If the recipient’s fax machine only supports black-and-white faxes,

the HP Fax automatically sends the fax in black and white. A message

appears once the fax has been sent indicating that the fax was sent in black

and white. Press OK to clear the message.

fax

user guide

fax

chapter 3

send a fax using speed dials

You can quickly send a fax from the front panel by pressing Speed Dial or a one-touch speed dial button on the front panel.

Speed Dials will not appear until you have set them up. For more information, see set up speed dialing on page 36.

1 Load your original face down and top first in the document feeder tray.

For more information, see load originals on page 15.

2 Press Fax.

Phone Number appears in the top line of the display.

3 Do one of the following:

– Press Speed Dial or Search until the appropriate speed-dial entry

appears in the top line of the display. You can also scroll through the speed-dial entries by pressing " or !.

– Press Speed Dial and then enter the speed-dial entry code from the

front panel.

– Press a one-touch speed dial button. Press it once to access the first

speed-dial entry and twice to access the second speed-dial entry assigned to that button.

Tip: You can print out a list of the speed-dial entries for your

reference. For information, see generate reports manually on page 35.

4 Press Start Black or Start Color.

Note: If you send a fax to a group speed dial, you can only send the fax

in black and white. The fax is scanned into memory and the first number in the group speed dial list is dialed. When a connection is made, the fax is sent and the next number is dialed, and so on. If a number is busy or not answering, the HP Fax follows the settings for Busy Redial and No Answer Redial. If a connection cannot be made, the next number in the group speed dial list is dialed and an error report is generated for your information.

send a fax using redial

You can send a fax to the last fax number dialed by using the Redial/Pause button.

1 Load your original face down and top first in the document feeder tray.

2 Press Redial/Pause.

3 Press Start Black or Start Color.

schedule a fax

You can schedule a black-and-white fax to be sent later the same day (for example, when telephone lines are not as busy or phone rates are lower). When scheduling a fax, the originals must be loaded in the automatic document feeder so they can be scanned into memory.

For more information, see load originals on page 15.

The last number dialed appears in the display.

hp fax 1240 series

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