HP 3200m, 3200 User Manual

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without prior written permission is prohibited. A user of the Hewlett-Packard printer associated with this user guide is granted a license to: a) print hard

copies of this user guide for PERSONAL, INTERNAL, or COMPANY use subject to the restriction not to sell, resell, or otherwise distribute the hard copies; and b) place an electronic copy of this user guide on a network server provided access to the electronic copy is limited to PERSONAL, INTERNAL users of the Hewlett-Packard printer associated with this user guide.

Third Edition, April 2001

Warranty

The information contained in this document is subject to change without notice. Hewlett-Packard makes no warranty of any kind with respect to this information. HEWLETT-PACKARD

SPECIFICALLY DISCLAIMS THE IMPLIED WARRANTY OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE

Hewlett-Packard shall not be liable for any direct, indirect, incidental, consequential, or other damage alleged in connection with the furnishing or use of this information.

NOTICE TO U.S. GOVERNMENT USERS: RESTRICTED RIGHTS COMMERCIAL COMPUTER SOFTWARE: Use, duplication, or disclosure by the Government is subject to restrictions as set forth in subparagraph (c)(1)(ii) of the Rights in Technical Data Clause at DFARS 52.227-7013.

Material scanned by this product may be protected by governmental laws and other regulations, such as copyright laws. The customer is solely responsible for complying with all such laws and regulations.

Trademark Credits

Microsoft, Windows, and MS-DOS are U.S. registered trademarks of Microsoft Corporation. ENERGY

STAR is a U.S. registered service mark of the U.S. EPA. CompuServe is a trademark of CompuServe, Inc.

All other products mentioned herein may be trademarks of their respective companies.

This product is approved for use only in:

Australia, Canada, Hong Kong, Ireland, Malaysia, New Zealand, Singapore, the United States, and the United Kingdom.

Local country laws may prohibit the use of this product outside of the countries specified. It is strictly forbidden by law in most countries to connect nonapproved telecommunications equipment (fax machines) to public telephone networks.

Safety Information

WARNING!

Potential Shock Hazard

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 user guide. 2 Use only a grounded electrical outlet when connecting the HP LaserJet 3200 product to a power

source. If you don’t know whether the outlet is grounded, check with a qualified electrician.

3 Do not touch the contacts on the end of the telephone cord or any of the sockets on the HP LaserJet

3200 product. Replace damaged cords immediately.

4 Never install telephone wiring during a lightning storm. 5 Observe all warnings and instructions marked on the product. 6 Unplug this product from wall outlets and telephone jacks before cleaning. 7 Do not install or use this product near water or when you are wet. 8 Install the product securely on a stable surface. 9 Install the product in a protected location where no one can step on or trip over the line cord and the

line cord will not be damaged.

10 If the product does not operate normally, see see chapter (starting on page 147). 11 Refer all servicing questions to qualified personnel.

Information regarding FCC Class B, Parts 15 and 68 requirements can be found in “Specifications” on page 227.

1 About This Guide

Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .11

Using this guide with your product functionality . . . . . . . . . . . . . .12

2 Getting to Know the Product

Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .13

What you can do with the product . . . . . . . . . . . . . . . . . . . . . . . .14

When the product is directly connected to a computer. . . . . .14

When the product is connected to a network . . . . . . . . . . . . .16

Identifying product components . . . . . . . . . . . . . . . . . . . . . . . . . .18

Control panel lights and keys . . . . . . . . . . . . . . . . . . . . . . . . .18

Identifying hardware parts . . . . . . . . . . . . . . . . . . . . . . . . . . .21

Selecting print media. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .23

Selecting media to print . . . . . . . . . . . . . . . . . . . . . . . . . . . .23

Selecting items for faxing, copying, or scanning . . . . . . . . . .25

Loading print media. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .26

Loading print media to be faxed, copied, or scanned . . . . . .26

Loading media to be printed . . . . . . . . . . . . . . . . . . . . . . . . .28

Selecting the output path . . . . . . . . . . . . . . . . . . . . . . . . . . . .31

Features available only through the software . . . . . . . . . . . . . . . .32

Using the HP LaserJet Director . . . . . . . . . . . . . . . . . . . . . . .32

Using the HP LaserJet Document Manager (Windows) or the HP

LaserJet Workplace (Mac OS) . . . . . . . . . . . . . . . . . . . . .35

3 Managing General Default Settings, Logs, and Reports

Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .37

Changing general default settings . . . . . . . . . . . . . . . . . . . . . . . .38

Changing the default paper size for the paper input tray . . .38

Changing sound volume. . . . . . . . . . . . . . . . . . . . . . . . . . . . .39

Changing the language on the display panel . . . . . . . . . . . . .41

Restoring factory defaults. . . . . . . . . . . . . . . . . . . . . . . . . . . .41

Managing logs and reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .42

Printing the fax activity log . . . . . . . . . . . . . . . . . . . . . . . . . . .43

Setting the fax activity log to print automatically. . . . . . . . . . .44

Printing a fax call report . . . . . . . . . . . . . . . . . . . . . . . . . . . . .45

Setting when the fax call report prints. . . . . . . . . . . . . . . . . . .45

Including the first page of each fax on the fax call report . . . .46

Printing a one-touch, speed-dial, and group-dial report . . . . .47

EN Contents 5

Printing the control panel menu structure. . . . . . . . . . . . . . . .47

Printing a configuration report. . . . . . . . . . . . . . . . . . . . . . . . .48

Printing the block fax list . . . . . . . . . . . . . . . . . . . . . . . . . . . . .48

Printing a PCL font list . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .49

Printing a PostScript font list . . . . . . . . . . . . . . . . . . . . . . . . .49

Printing all fax reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .50

Printing a T.30 protocol trace report . . . . . . . . . . . . . . . . . . .50

Setting when the T.30 protocol trace report prints . . . . . . . . .51

4 Faxing

Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .53

Sending faxes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .54

Sending faxes to one recipient . . . . . . . . . . . . . . . . . . . . . . . .55

Quickly programming speed-dial codes or one-touch keys . .55

Sending faxes to multiple recipients . . . . . . . . . . . . . . . . . . . .57

Sending a fax at a future time . . . . . . . . . . . . . . . . . . . . . . . .59

Redialing manually . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .60

Using the Contrast button to adjust th e contrast for the current fax

or copy job . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .61

Adjusting the resolution for the current job . . . . . . . . . . . . . .62

Canceling the current fax job . . . . . . . . . . . . . . . . . . . . . . . . .64

Canceling a fax job using Fax Job Status . . . . . . . . . . . . . . .64

Receiving faxes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .65

Receiving faxes when you hear fax tones . . . . . . . . . . . . . . .65

Reprinting faxes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .66

Blocking or unblocking fax numbers. . . . . . . . . . . . . . . . . . . .67

Advanced send fax features and settings . . . . . . . . . . . . . . . . . . .69

About speed-dial codes, one-touch keys,

and group-dial codes . . . . . . . . . . . . . . . . . . . . . . . . . . . .70

Programming speed-dial codes and one-touch keys . . . . . . .71

Programming a one-touch key for alternate long distance . .73

Programming group-dial codes . . . . . . . . . . . . . . . . . . . . . . .74

Deleting all speed-dial codes, one-touch keys,

and group-dials codes . . . . . . . . . . . . . . . . . . . . . . . . . . .76

Using Manual Dial . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .77

Sending a fax by dialing from a telephone . . . . . . . . . . . . . . .77

Inserting a pause or wait into a fax number . . . . . . . . . . . . . .78

Using dialing characters . . . . . . . . . . . . . . . . . . . . . . . . . . . . .78

Changing the information in the fax header . . . . . . . . . . . . . .79

Changing the default contrast and resolution

for outgoing faxes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .81

Selecting tone- or pulse-dialing mode. . . . . . . . . . . . . . . . . . .82

Changing how the product redials . . . . . . . . . . . . . . . . . . . . .83

Inserting a dial prefix. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .84

Changing the detect dial tone setting . . . . . . . . . . . . . . . . . . .85

6 Contents

Advanced receive fax features and settings . . . . . . . . . . . . . . . . .86

Using fax forwarding. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .87

Requesting a fax from another fax machine (polling) . . . . . . .88

Clearing faxes from memory . . . . . . . . . . . . . . . . . . . . . . . . .89

Changing how the product answers incoming faxes. . . . . . . .90

Changing answer ring patterns . . . . . . . . . . . . . . . . . . . . .91

Enabling an extension phone . . . . . . . . . . . . . . . . . . . . . . . . .93

Changing the silence-detect mode . . . . . . . . . . . . . . . . . . . . .94

Changing autoreduction for incoming faxes . . . . . . . . . . . . . .95

Enabling stamp received faxes . . . . . . . . . . . . . . . . . . . . . . .96

Setting error correction . . . . . . . . . . . . . . . . . . . . . . . . . . . . .97

Faxing using the software . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .98

Sending faxes from the software . . . . . . . . . . . . . . . . . . . . . .98

Receiving faxes to your computer. . . . . . . . . . . . . . . . . . . . . .99

Customizing your own fax cover sheet. . . . . . . . . . . . . . . . .100

5 Printing

Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .103

Printer drivers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .104

Choosing a printer driver. . . . . . . . . . . . . . . . . . . . . . . . . . . .104

Gaining access to the printer driver . . . . . . . . . . . . . . . . . . .105

Printer tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .106

Printing on letterhead and envelopes . . . . . . . . . . . . . . . . . .107

Printing on special media . . . . . . . . . . . . . . . . . . . . . . . . . . .109

Stopping a print job. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .111

Saving toner when printing drafts . . . . . . . . . . . . . . . . . . . . .111

Printing on both sides of paper . . . . . . . . . . . . . . . . . . . . . .112

Printing multiple pages on one sheet of paper . . . . . . . . . . .114

Creating and using watermarks . . . . . . . . . . . . . . . . . . . . . .114

Printer settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .115

Changing the resolution . . . . . . . . . . . . . . . . . . . . . . . . . . . .115

Saving printer settings for different print jobs . . . . . . . . . . . .116

Printing Tips . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .117

Tips for printing custom sizes . . . . . . . . . . . . . . . . . . . . . . . .117

Tips for printing envelopes . . . . . . . . . . . . . . . . . . . . . . . . . .117

Tips for printing labels . . . . . . . . . . . . . . . . . . . . . . . . . . . . .118

6 Copying

Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .119

Copying tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .120

Making black and white copies . . . . . . . . . . . . . . . . . . . . . .121

Making color copies . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .122

Using the Contrast button to adjust the contrast for the current fax

or copy job . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .122

Adjusting copy quality for the current job . . . . . . . . . . . . . . .123

Reducing or enlarging copies for the current job . . . . . . . . .123

EN Contents 7

Default Copy Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .125

Changing the default copy quality. . . . . . . . . . . . . . . . . . . . .126

Changing the default copy contrast . . . . . . . . . . . . . . . . . . .126

Changing the default copy size. . . . . . . . . . . . . . . . . . . . . . .127

Changing the default copy collation . . . . . . . . . . . . . . . . . . .128

Changing the default number of copies . . . . . . . . . . . . . . . .129

7 Scanning

Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .131

Scanning basics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .132

Scanning from the product software . . . . . . . . . . . . . . . . . . . . . .133

Starting a scan . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .133

Working with scanned items . . . . . . . . . . . . . . . . . . . . . . .136

About OCR software . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .138

Scanning from the product control panel. . . . . . . . . . . . . . . . . . .139

Using the Scan key to scan . . . . . . . . . . . . . . . . . . . . . . . . .139

Adding or deleting scan destinations . . . . . . . . . . . . . . . . . .140

Scanning with TWAIN-enabled software. . . . . . . . . . . . . . . . . . .142

Sending scanned items as e-mail attachments. . . . . . . . . . . . . .143

Sending e-mail from the product. . . . . . . . . . . . . . . . . . . . . .143

Sending e-mail in an alternative mode . . . . . . . . . . . . . . . . .145

8 Problem Solving and Product Maintenance

Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .147

General troubleshooting checklist . . . . . . . . . . . . . . . . . . . . . . .148

Resolving fax problems. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .149

Fax setup checklist . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .149

General fax problems . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .152

Sending fax problems. . . . . . . . . . . . . . . . . . . . . . . . . . . . . .153

Receiving fax problems. . . . . . . . . . . . . . . . . . . . . . . . . . . . .155

Resolving printing problems . . . . . . . . . . . . . . . . . . . . . . . . . . . .159

General printing problems. . . . . . . . . . . . . . . . . . . . . . . . . . .159

Printing problems when using MS-DOS . . . . . . . . . . . . . . . .163

Resolving copying problems . . . . . . . . . . . . . . . . . . . . . . . . . . . .164

Resolving scanning problems . . . . . . . . . . . . . . . . . . . . . . . . . . .166

Resolving paper feed problems. . . . . . . . . . . . . . . . . . . . . . . . . .170

Clearing jams from the printer path areas. . . . . . . . . . . . . . .170

Clearing jams from the scanner path areas . . . . . . . . . . . . .177

Resolving image quality problems. . . . . . . . . . . . . . . . . . . . . . . .181

Resolving control panel error messages. . . . . . . . . . . . . . . . . . .195

Common Macintosh problems. . . . . . . . . . . . . . . . . . . . . . . . . . .202

Problems in the Chooser . . . . . . . . . . . . . . . . . . . . . . . . . . .203

Printing errors . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .204

USB problems. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .204

Selecting an alternate PPD. . . . . . . . . . . . . . . . . . . . . . . . . .206

Renaming the printer driver . . . . . . . . . . . . . . . . . . . . . . . . .207

8 Contents EN

Resolving PostScript Errors . . . . . . . . . . . . . . . . . . . . . . . . .207

Restoring the factory defaults . . . . . . . . . . . . . . . . . . . . . . . . . . .209

Uninstalling the software . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .210

Product Maintenance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .211

Cleaning the print paper path . . . . . . . . . . . . . . . . . . . . . . . .211

Cleaning the scanner path . . . . . . . . . . . . . . . . . . . . . . . . . .213

Recalibrating the scanner. . . . . . . . . . . . . . . . . . . . . . . . . . .216

Managing HP LaserJet toner cartridges . . . . . . . . . . . . . . . .216

Using Memory (DIMMs) . . . . . . . . . . . . . . . . . . . . . . . . . . . .220

Installing a new document scanner separation pad . . . . . . .225

Appendix A Specifications

Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .227

Product specifications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .228

Overall specifications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .228

Faxing specifications. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .229

Printing specifications. . . . . . . . . . . . . . . . . . . . . . . . . . . . . .229

Copying specifications . . . . . . . . . . . . . . . . . . . . . . . . . . . . .230

Scanning specifications . . . . . . . . . . . . . . . . . . . . . . . . . . . .230

Paper specifications. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .231

Supported paper sizes . . . . . . . . . . . . . . . . . . . . . . . . . . . . .231

Paper weight equivalence table (approximate) . . . . . . . . . .232

Transportation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .233

Laser safety statement . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .233

FCC regulations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .234

FCC part 68 requirements. . . . . . . . . . . . . . . . . . . . . . . . . . . . . .235

Telephone consumer protection act (U.S.) . . . . . . . . . . . . . . . . .236

IC CS-03 requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .237

Regulatory information for European Union countries . . . . . . . .238

New Zealand Telecom Regulatory Notices. . . . . . . . . . . . . . . . .238

Declaration of conformity. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .239

Canadian DOC regulations . . . . . . . . . . . . . . . . . . . . . . . . . . . . .240

Environmental product stewardship program . . . . . . . . . . . . . . .240

Material safety data sheet . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .243

Battery Specifications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .243

Appendix B Service and Support Information

Warranty information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .245

Hewlett-Packard limited warranty statement. . . . . . . . . . . . .245

Obtaining hardware service . . . . . . . . . . . . . . . . . . . . . . . . .247

Returning the unit . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .247

Service information form . . . . . . . . . . . . . . . . . . . . . . . . . .248

Software license agreement . . . . . . . . . . . . . . . . . . . . . . . . . . . .249

HP Customer Care . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .251

EN Contents 9

HP sales and service offices . . . . . . . . . . . . . . . . . . . . . . . . . . .253

Worldwide Hewlett-Packard Country/R eg ion

Sales and Service Offices . . . . . . . . . . . . . . . . . . . . . . .253

Ordering parts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .257

Ordering software . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .259

Glossary Index

10 Contents

About This Guide

Introduction

This user guide provides details for initiating tasks from the product control panel, changing infrequently used settings, resolving problems, and contacting HP support. This guide also provides an overview of how the software works.

Other resources for product information

You can obtain product information that is not included in this guide from the following resources:

l Getting Started Guide – You already referred to this guide when

you set up the product. It includes specific information about setting up the product and installing the software.

l Software Help – The software Help includes overview

information about and procedures performed using the software.

l World Wide Web – The following is a website created for the HP

LaserJet 3200 product:

http://www.hp.com/support/lj3200/

EN Introduction 11

Using this guide with your product functionality

Because product functionality varies according to installation, all procedures in this guide will have one or more of the following icons above them to denote the location from which you can perform that procedure. This user guide focuses on control panel procedures, some of which you can also do from the software. More than one icon can appear above a procedure .

This icon Appears

For procedures you can do from the control panel.

For procedures you can do from the HP LaserJet Director or software when the product is directly connected to your computer using a universal serial bus (USB) or parallel cable. For more information regarding these procedures, see the software Help.

For procedures you can do from your computer if the product is connected to the network using a supported HP JetDirect print server.

For procedures you can do from your Windowscompatible computer if the product is directly connected to someone else’s computer using a parallel cable and the other person has Windows sharing available. The only procedures you can do are printing-related.

12 Chapter 1 - About This Guide EN

Getting to Know the Product

Introduction

The HP LaserJet 3200 product, a powerful business tool, gives you the capabilities of a full range of office equipment. With this product, you can:

l Fax – Use the product as a standalone fax machine to send and

receive laser-quality faxes, as well as to perform advanced tasks such as forwarding faxes to another location. See “Faxing” on page 53 for more information.

l Print – Easily print documents at 1200 dots per inch (dpi) with a

print speed of nine pages per minute. See “Printing” on page 103 for more information.

l Copy – Make superior laser-quality copies. You can make up to

99 copies of a 30-page original. You can also adjust the contrast, enlarge or reduce the copies, collate, and m or e. See “Copy i ng ” on page 119 for more information.

l Scan – Scan important color or black-and-white documents to

create electronic files of them. Scan documents and save them on a website. Use the scanner to make a fax cover sh eet, or scan documents for use with other software. You can also scan a document and attach it to an e-mail message (if you have a compatible e-mail program). See “Scanning” on page 131 for more information.

l Use Software – Use the software to store and organize

documents so you can quickly find that invoice, receipt, or business card from weeks ago. See the software Help for more information about using the software.

This multifunction product helps increase your productivity by allowing you to do more than one task at a time. For example, send an electronic fax while the product makes copies, or scan a document while printing. See “What you can do with the product” on page 14.

EN Introduction 13

What you can do with the product

The tables in this section show which functions will work when another function is already in use:

l When the product is directly connected to a computer, or l When the product is connected to a network.

When the product is directly connected to a computer

This table shows what functions will work when another function is already in use if the product is directly connected to your comp uter.

If the product is:

Printing a file

Printing a paper fax

Receiving a paper fax

Sending a paper fax

Copying

Can I?

Send a print job

Yes. Prints when first print job ends.

Yes. Prints when fax printing ends.

Yes. No.

Yes. Prints when copying ends.

Receive a paper fax

Yes. Prints when first job ends.

No. Phone line is in use.

Phone line is in use.

Yes. Prints when copying ends.

Send a paper fax

Yes. Yes. Yes. Yes. No.

Yes. Sends when first fax job ends.

Yes, if the document feeder tray is not in use.

Receive a PC fax

No. Phone line is in use.

Yes. Yes. Yes, if the

Send a PC fax

Yes. Sends when first fax job ends.

Scan to the PC

Yes. Yes, if a

Yes, if the document feeder tray is not in use.

document feeder tray is not in use.

Copy

Wait until print job ends.

print job is not activated.

Yes, if the document feeder tray is not in use.

No. Wait until print job ends.

14 Chapter 2 - Getting to Know the Product EN

If the product is:

Receiving a PC fax

Sending a PC fax

Scanning

Send a print job

Receive a paper

Send a paper fax

fax

No. No.

Phone line is in use.

Yes. No.

Phone line is in use.

No. Sends when first fax job ends.

Yes. Sends when first fax job ends.

Yes. Yes. No.

Document feeder tray is in use.

Can I?

Receive a PC fax

No. Phone line is in use.

Send a PC fax

No. Sends when first fax job ends.

Yes. Sends when first fax job

Scan to the PC

No. No.

Yes. Yes.

ends.

Yes. Yes. No.

Document feeder tray is in use.

Copy

No. Document feeder tray is in use.

EN What you can do with the product 15

When the product is connected to a network

This table shows what functions will work when you or another network user are using some other func tion , an d the pr od u ct is connected to the network using a supported HP JetDirect print server.

If the product is:

Printing a file

Printing a paper fax

Receiving a paper fax

Sending a paper fax

Copying

Receiving a PC fax

Sending a PC fax

Can I? Send a

print job

Yes. Prints when first print job ends.

Yes. Prints when fax printing ends.

Yes. No. Phone

Yes. Prints when copying ends.

No. Network users cannot receive PC faxes.

Yes. No. Phone

Receive a paper fax

Yes. Prints when file print job ends.

Yes. Prints when first job ends.

No. Phone line is in use.

line is in use.

Yes. Prints when copying ends.

No. Network users cannot receive PC faxes.

line is in use.

Send a paper fax

Yes. No. Not

Yes. Sends when first fax job ends.

Yes, if the document feeder tray is not in use.

No. Network users cannot receive PC faxes.

Yes. Sends when first fax job ends.

Receive a PC fax

available to network users.

No. Not available to network users.

Send a PC fax

Yes. Yes. No.

Yes. Sends when first fax job ends.

Yes. Yes, if the

No. Network users cannot receive PC faxes.

Yes. Sends when first fax job ends.

Scan to the PC

Yes.

Yes, if the document feeder tray is not in use.

document feeder tray is not in use.

No. Network users cannot receive PC faxes.

Yes. Yes.

Copy

Wait until print job ends.

Yes, if print job is not activated.

Yes, if the document feeder tray is not in use.

No. Wait until print job ends.

No. Network users cannot receive PC faxes.

16 Chapter 2 - Getting to Know the Product EN

If the product is:

Scanning

Can I? Send a

print job

Receive a paper fax

Send a paper fax

Yes. Yes. No.

Document feeder tray is in use.

Receive a PC fax

No. Not available to network users.

Send a PC fax

Scan to the PC

Yes. No.

Document feeder tray is in use.

Copy

No. Document feeder tray is in use.

EN What you can do with the product 17

Identifying product components

The topics in this section familiarize you with the control panel and how to use it. They also provide graphics of the prod uc t to he lp identify the different external hardware parts.

l Control panel lights and keys l Using the control panel menu structure l Identifying hardware parts

Control panel lights and keys

The lights on the control panel provide the status of the product, and the keys are used to fax paper-based documents, make copie s, scan documents, and adjust settings for the product. See “Using the control panel menu structure” on page 19 for more information about menu settings.

1 Error light – When solid, indicates an error

condition.

3 Control Panel Display – Displays messages

or Menu settings.

5 Back Space key – Use to go up one level in

the Menu settings or to backspace when typing text.

2Ready Light – When solid, indicates the

4 Enter/Menu key – Use to gain access to the

6 Back Arrow key (<) – Use to scroll back

product is ready and has no error conditions. When blinking, indicates the product is processing a job.

Menu, save a selection, or go down one level in the Menu settings.

through items at the same Menu level or to move back through text.

18 Chapter 2 - Getting to Know the Product EN

7 Forward Arrow key (>) – Use to scroll forward

through items at the same Menu level or to insert a space when typing text.

9 Scan key – Starts the scan function. 10 Copy key – Starts the copy function. 11 One-touch keypad – Use the keys on the one-

touch keypad to store frequently dialed fax numbers.

13 Volume key – Use to adjust the line monitor

volume for incoming and outgoing fax sounds.

15 Redial/Pause key – Press to redial the last

fax number or to insert a pause into a fax number.

17 Reduce/Enlarge key – Use to adjust the size

of the current copy job.

19 Contrast key – Use to adjust the contrast, or

difference between light and dark areas, for the current fax or copy job.

8 Stop/Clear key – Stops or clears any action in

progress, or exits the Menu settings.

12 Fax/Send key – Starts the fax function, or use

to enter into manual dialing mode.

14 Speed-Dial key – Press this key plus a

one-, two-, or three-digit code on the numeric keys to fax to previously stored fax numbers.

16 Numeric keys – Use to type codes and enter

fax numbers. Also use to add letters when typing a name in the fax header or for speeddials.

18 Resolution key – Use to adjust the resolution,

or sharpness, for the current fax or copy job.

Using the control panel menu structure

What follows is a hierarchical diagram of the control panel menu structure. You might want to refer to this menu structure while making changes to settings and features.

To print a copy of this menu structure, see “Printing the control panel menu structure” on page 47. To see which settings are currently selected, print a configuration report. See “Printing a configuration report” on page 48 fo r inst ru ctio ns .

The following is a general procedure for using the control panel menu.

To use the control panel keys: 1 Press E

NTER/MENU to begin.

2 Use the < or > key to select one of the choices from the main

Menu, and then press E

NTER/MENU.

3 Use the < or > key to select one of the choices from the Submenu

and press E

NTER/MENU.

4 If applicable, use the < or > key to select one of the choices from

the second Submenu and press E

EN Identifying product components 19

NTER/MENU.

Control panel main menu and first submenu

The following lists the choices in the control panel main menu and the corresponding first submenu.

Main Menu Submenu

FAX JOB STATUS FAX FUNCTIONS SEND FAX LATER

STOP RECEIVE TO PC REPRINT LAST FAXES POLLING RECEIVE CLEAR STORED FAXES

TIME/DATE, HEADER TIME/DATE

FAX HEADER

COPY SETUP DEFAULT QUALITY

DEFAULT CONTRAST DEFAULT COLLATION DEFAULT # OF COPIES DEF. REDUCE/ENLARGE

REPORTS FAX ACTIVITY LOG

FAX CALL REPORT SPEED DIAL REPORT MENU STRUCTURE CONFIGURATION REPORT BLOCK FAX LIST PCL FONT LIST POSTSCRIPT FONTS ALL FAX REPORTS

FAX SETUP SPEED DIALS

FAX SEND SETUP FAX RECEIVE SETUP ALL FAXES

COMMON SETTINGS LANGUAGE

DEFAULT PAPER SIZE PRINT DENSITY VOLUME SETTINGS

SERVICE SCAN CALIBRATION

PRINT T .30 TRACE CLEANING MODE RESTORE DEFAULTS

20 Chapter 2 - Getting to Know the Product EN

Identifying hardware parts

The two graphics that follow show the external hardware parts of the product.

1 Front paper path door 2 Document output slot 3 Document release door/control panel 4 Printer door 5 Printer door release latches

EN Identifying product components 21

6 Document feeder tray 7 Paper output bi n 8 Single-sheet input slot 9 Paper input tray 10 Paper input guides 11 Special media lever

22 Chapter 2 - Getting to Know the Product EN

Selecting print media

In this section you will find information on:

l Selecting media to print l Selecting items for faxing, copying, or scanning

Selecting media to print

If available in your area, HP recommends that you use HP LaserJet or HP Multipurpose paper (because it has been designed specifically for use with your product), use or paper that meets HP’s specifications. You can use paper with up to 100% recycled fiber content if it meets HP’s specifications. To order HP paper or the Print Media Guide for HP LaserJet printers, see “Ordering parts” on page 257.

Highly textured stock, such as linen, might not print evenly. Very glossy papers might jam or repel toner. Multipart forms can wrinkle or get jammed in the product. And paper in poor condition, such as paper with tears, wrinkles, or bent edges, can jam.

Avoid envelopes that have a very slick finish, ones that have self-stick adhesives, or those with clasps or windows. Also avoid envelopes with thick, irregular, or curled edges, or areas that are wrinkled, torn, or otherwise damaged.

Use a sturdy envelope of approximately 16 to 27 pounds (7.25 to

12.25 kg) weight. Use tightly constructed envelopes, and make sure the folds are sharply creased.

EN Selecting print media 23

Print media sizes

The paper input tray can hold up to 125 sh eets of 20 lb ( 75 g/m2) print media. The single-sheet input slot is designed to hold one sheet. Both can be adjusted to hold media measuring from 3 by 5 inches (76.2 by 127 mm) to 8.5 by 14 inches (216 by 356 mm). This includes, but is not limited to, the following paper and envelope sizes:

Paper type English Metric

Letter 8.5 by 11 in 216 by 279 mm Legal 8.5 by 14 in 216 by 356 mm Executive 7.25 by 10.5 in 184 by 267 mm A4 8.25 by 11.75 in 210 by 297 mm COM10 Envelopes 4.125 by 9.5 in 105 by 241 mm DL Envelopes 4.33 by 8.67 in 110 by 220 mm C5 Envelopes 6.4 by 9 in 162 by 229 mm B5 Envelopes 6.9 by 9.85 in 176 by 250 mm Monarch Envelopes 3.875 by 7.5 in 98.5 by 190.5 mm Other custom-size

media

For information about how to print on special media, see “Printing on special media” on page 109.

custom custom

24 Chapter 2 - Getting to Know the Product EN

Selecting items for faxing, copying, or scanning

The product can scan items of various sizes, from 2 by 3.5 inches (51 by 89 mm) (the size of a business card) to 8.5 by 14 inches (215 by 356 mm), and can fax and copy items ranging from 2 by 3.5 inches (51 by 89 mm) to 8.5 by 35 inches (215 by 889 mm).

The product accepts bond paper, onionskin paper, newspaper pages, magazine pages, recycled paper, transparencies, and photographs and other items in carrier sheets. Coarse papers scan more easily than smooth items. Slick papers can go through the product, although they may be more difficult to feed through. For best results, feed slick sheets one at a time and have the special media lever set correctly.

Perform the following actions to minimize the possibility of jams:

l Remove self-adhesive notes. l Remove staples and paper clips. l Straighten any curls or wrinkles in documents before putting them

into the document feeder tray.

l Do not insert any document with glue, correction fluid, or wet ink

on it.

l Do not insert gum-backed paper or labels. l Place documents with tears, perforations, or punch holes in a

carrier sheet, which you can buy or make. (See “To load special items” on page 27.)

l Avoid multiple-copy forms.

EN Selecting print media 25

Loading print media

In this section you will find information on:

l Loading print media to be faxed, copied, or scanned l Loading media to be printed l Selecting the output path

Loading print media to be faxed, copied, or scanned

Whether you want to fax, copy, or scan, the procedure for loading the document is the same. If your document is on a standard-weight paper (from 12 to 28 lb, or 46 to 105 g/m media” on page 26. If your document is a transparency, is in a carrier sheet, or is not on standard-weight paper, see “To load special items” on page 27.

To load normal print media

1 Adjust the guides in the document feeder tray to fit the size of the

item you are loading.

), see “To load normal print

2 Place up to 30 pages top first, face down, into the document

feeder tray.

26 Chapter 2 - Getting to Know the Product EN

To load special items

When loading items to be faxed, copied, or scanned, you need to protect small, fragile, lightweight (less than 12 lb. or 46 g/m

), or irregularly sized items such as receipts, newspaper clippings, photographs, and old or worn documents.

1 Do one of the following:

• Place the item in a carrier sheet. You can buy a carrier sheet, or you can make one by taping a transparency and piece of paper together along one of the short sides. Insert the item to be faxed, copied, or scanned into the carrier, and insert the carrier into the document feeder tray, taped edge first.

• Using clear tape, tape the leading and trailing edges of the item to a sheet of letter- or A4-size paper. If the item is not square or rectangular, tape all edges of the item to the paper.

• If you have use of a standard size copier, copy the item first and then send the copy through the scanner.

2 Adjust the guides in the document feeder tray to fit the size of the

item you are loading.

3 Locate the special media lever (see “Identifying hardware parts”

on page 21) on the top edge of the control panel and move it to the right.

CAUTION Do not move the lever after the product has begun sending the page.

EN Loading print media 27

4 Load only one sheet at a time, top first, face down, into the

document feeder tray.

Note If you are loading a business card, load it long edge first.

5 Move the special media lever back to the left after special items

have been fed. A stack of regular pages sent with the lever to the right can go through in multiples, and can cause jams.

Loading media to be printed

You can load media to be printed in paper input tray or in the singlesheet input slot. See the instructions in this section for more information.

Loading the paper input tray

You can load up to 125 sheets of 20 lb (75 g /m2) media into the paper input tray, or you can feed one sheet at a time into the single-sheet input slot.

Note Insert all media vertically (portrait orientation) into the paper input tray

or single-sheet input slot. If you want to print horizontally (landscape orientation), make that selection through your software. The product cannot print on paper smaller than 3 by 5 inches (76.2 by 127 mm).

The product prints, copies, and prints received faxes using media from the paper input tray (or the single-sheet input slot).

To load the paper input tray

1 Adjust the guides on the paper input tray to fit the size of media

you are loading.

28 Chapter 2 - Getting to Know the Product EN

2 Insert up to 125 sheets of paper into the paper input tray. Be

careful not to overfill the tray.

Note When adding paper to an existing stack in the paper input tray, always

remove the existing paper and realign it with the new paper before

loading to reduce multiple feeds or jams.

Note If you have loaded special media, make sure to choose the lower paper

output path. See “To select the output path” on page 31.

3 Readjust the guides to center the stack.

Using the single-sheet input slot

Using the single-sheet input slot, you can print one sheet of media at a time without using the paper input tray. The product takes media loaded in the single-sheet input slot before it takes media from the paper input tray.

Note The single-sheet input slot is helpful when the first page of your job is

different from the rest. For example, you might want the first page of your print job on letterhead, or you might want to print an envelope fir st.

To print using the single-sheet input slot

1 Adjust the guides on the single-sheet input slot to the

approximate size of the sheet you are using.

EN Loading print media 29

2 Insert one sheet of media into the single-sheet input slot. If

loading special media or letterhead, insert media top first, facing forward.

3 Readjust the guides to center the sheet.

Note If you have loaded special media, make sure to choose the lower paper

output path. See “To select the output path” on page 31.

30 Chapter 2 - Getting to Know the Product EN

Selecting the output path

Selecting the output path determines whether printed media come out of the paper output bin or out of the front paper output slot. Choose the front paper output slot if you are printing on special media, such as 28 lb (100 g/m transparencies, or labels. This prevents wrinkling and paper curl.

To select the output path

l To use the paper output bin, make sure that the front paper path

door is closed.

- Or -

l To eliminate curl, use the straight-through paper path by openin g

the front paper path door. All printed media coming out of the front paper output slot will be in reverse order.

) or heavier weight paper, envelopes,

Note To avoid jams, keep the area in front of the front paper path slot clear

so that media can easily exit the slot, and make sure the front paper path door is completely open.

EN Loading print media 31

Features available only through the software

The tools and options described in the sections listed below are available only through the software that came with the HP LaserJet 3200 product.

l Using the HP LaserJet Director l Using the HP LaserJet Document Manager (Windows) or the HP

LaserJet Workplace (Mac OS)

Note For more detailed informatio n ab o ut ho w to use th e too ls or opt ion s,

see the software Help.

Using the HP LaserJet Director

If your computer is directly connected to the product, the computer is on, and you have installed the software, the HP LaserJet Director appears when you load a document into the document feeder tray.

Note The HP LaserJet Director is not supported for Microsoft Windows 95.

The HP LaserJet Director is a shortcut toolbar that allows you to process documents quickly using HP LaserJet 3200 tools, such as the scanner, copier, and fax machine. If you would like the HP LaserJet Director to not appear when a document is loaded into the document feeder tray, see “To turn off the HP LaserJet Director” on page 34.

If the product is connected to your computer using a supported HP JetDirect print server, the HP LaserJet Director will not appear when a document is loaded into the document feeder tray. To open the HP LaserJet Director in Microsoft Windows, click the HP LaserJet Director icon on the taskbar as shown below.

32 Chapter 2 - Getting to Know the Product EN

Windows

Mac OS

To open the HP LaserJet Director in the Mac OS, double-click the alias for the HP LaserJet Director that appears on the desktop as shown below.

The following examples of the HP LaserJet Director for Windows and the Mac OS shows only the default buttons.

EN Features available only through th e sof twa re 33

The following table explains the buttons that appear on the HP LaserJet Director.

Button Description

Scan Scans the document in the docume nt feeder tray. Email Attaches a copy of the document in the document

feeder tray to a new e-mail message, and displays the new message so you can address it and send it.

Fax Opens the HP LaserJet Send Fax dialog box. From

that dialog box you can add recipients, add a cover sheet, and then send the item.

OCR (Optical Character Recognition)

Copy Opens the HP LaserJet Copier dialog box. From that

Archive Scans the document in the document feeder tray and

Toolbox (Windows) Tools (Mac OS)

Customize Displays the Customize dialog box where you can

Scans the document in the document feeder tray and converts it to text that you can edit in a word processing program.

dialog box you can adjust the number of copies, reduce or enlarge the copy, adjust the contrast and copy quality, and change the output paper size.

stores it in a default destination. Displays tools and Support help.

change settings for HP LaserJet Director.

To turn off the HP LaserJet Director

Use the following if you do not want the HP LaserJet Director to appear when a document is loaded into the document feeder tray.

Windows

1 On the HP LaserJet Director toolbar, click the Customize

button.

2 Click the Monitor Device tab. 3 Clear the Use the Director to Monitor Actions on the Device

check box, and then click OK to confirm that you want to turn off the HP LaserJet Director.

4 Click Apply, and then click OK.

Note To restart the HP LaserJet Director after turning it off, click Start, point

to Programs, p oint to HP LaserJet 3200, and then click HP LaserJet Director.

34 Chapter 2 - Getting to Know the Product EN

Mac OS

1 On the HP LaserJet Director toolbar, click the Customize button. 2 Click the General tab. 3 Click "Show the Document Assistant when paper is inserted into

the scanner automatic document feeder" to de select this option, and then click OK.

4 Click Apply, and then click OK.

Note You can still open the HP LaserJet Director double-clicking the alias

on the desktop.

Using the HP LaserJet Document Manager (Windows) or the HP LaserJet Workplace (Mac OS)

The HP LaserJet Document Manager for Windows-compatible computers or the HP LaserJet Workplace for Macintosh-compatible computers is a complete set of tools you can use to manage all your document input and output needs. With HP LaserJet Document Manager and HP LaserJet Workplace, you can:

l organize your document desktop. l fax, print, scan, or copy documents using the product. l make annotations to .HPD files (.HPD files are scanned

documents that are saved using the HP LaserJet Document Manager or HP LaserJet Workplace).

l add simple graphics, such as rectangles, arrows, and freehand

polygons, to documents.

See the software Help for more information about how to use the HP LaserJet Document Manager and HP LaserJet Workplace.

Note The HP LaserJet Document Manager is not supported for Microsoft

Windows 95.

EN Features available only through th e sof twa re 35

36 Chapter 2 - Getting to Know the Product EN

Managing General Default Settings, Logs, and Reports

Introduction

This chapter contains the procedures for printing reports and altering general default settings for the product. For information about settings that pertain to faxing, printing, copying, or scanning, see the corresponding section. The instructions included in this section are those for the control panel.

Adjusting settings from the software is sometimes the easiest method. To gain access to default settings in the software on a Windows-compatible computer, click Start, point to Programs, point to HP LaserJet 3200, point to Tools, and then click HP LaserJet Device Configure. To gain access to default settings on a Macintosh-compatible computer, double-click the HP LaserJet Director alias on the desktop, click Tools, and then click Device Configuration.

CAUTION When changing settings in a network environment, you are changing

settings for all users.

Hint You can find out what product settings are curr ently selected by printing

a configuration report (see “Printing a configuration report” on page 48.)

For further instructions about adjus tin g pr od uc t set tin gs fr om the software, see the software Help.

EN Introduction 37

Changing general default settings

This section contains instructions for:

l Changing the default paper size for the paper input tray l Changing sound volume l Changing the language on the display panel l Restoring factory defaults

Changing the default paper size for the paper input tray

The paper size should be set to the size of paper you normally load in the paper input tray. The product uses this setting for copying, printing reports, and determining autoreduction for incoming faxes.

Note The printing function does not use this setting. If you are loading

special-size media for only your current print job, do not change this setting. After you have finished printing, reload the original paper.

To change the default paper size

1 Press ENTER/MENU. 2 Use the < or > key to select

NTER/MENU.

3 Use the < or > key to select

press E

4 Use the < or > key until the size of paper you have loaded

appears. You can choose

5 Press E

38 Chapter 3 - Managing General Default Settings, Logs, and Reports EN

NTER/MENU.

NTER/MENU to save your selection.

COMMON SETTINGS, and then press

DEFAULT PAPER SIZE, and then

LETTER, LEGAL, or A4.

Changing sound volume

You can control the volume of the following:

l The fax sounds associated with incoming and outgoing faxes. l The ring for incoming faxes. l The alarm sound the product emits when it requires attention,

such as when the printer door is open.

l The beeps emitted when you press control panel keys.

To change the fax sounds (line monitor) volume

Note The default set at the factory is Soft.

1 Press V 2 Use the < or > key to select

then press E

OLUME.

OFF, SOFT, MEDIUM, or LOUD, and

NTER/MENU to save your selection.

To change ring volume

The ring volume is heard when the device is initially sending or receiving a call. The ring duration length is based on the local telecom ring pattern length.

Note The default set at the factory for ring volume is Soft.

1 Press E 2 Use the < or > key to select

3 Use the < or > key to select

4 Press the > key once to select

5 Use the < or > key to select

then press E

NTER/MENU.

COMMON SETTINGS, and then press

NTER/MENU.

VOLUME SETTINGS, and then press

NTER/MENU.

RING VOLUME, and then press

NTER/MENU.

OFF, SOFT, MEDIUM, or LOUD, and

NTER/MENU to save your selection.

EN Changing general default settings 39

To change the alarm volume

The alarm is heard when the device is presenting an alert or critical error message. The alarm duration length is either one or three seconds, based on the type of error.

Note The default set at the factory for the alarm volume is Soft.

1 Press E 2 Use the < or > key to select

3 Use the < or > key to select

4 Press E 5 Use the < or > key to select

then press E

NTER/MENU.

COMMON SETTINGS, and then press

NTER/MENU.

VOLUME SETTINGS, and then press

NTER/MENU.

NTER/MENU to select ALARM VOLUME.

OFF, SOFT, MEDIUM, or LOUD, and

NTER/MENU to save your selection.

To change control panel key press volume

The key press volume will be heard when a control panel key is pressed.

Note The default set at the factory for the control panel key press is Soft.

1 Press E 2 Use the < or > key to select

3 Use the < or > key to select

NTER/MENU.

COMMON SETTINGS, and then press

NTER/MENU.

VOLUME SETTINGS, and then press

NTER/MENU.

4 Use the < or > key to select

NTER/MENU.

5 Use the < or > key to select

then press E

NTER/MENU to save your selection.

KEY PRESS VOLUME, and then press

OFF, SOFT, MEDIUM, or LOUD, and

40 Chapter 3 - Managing General Default Settings, Logs, and Reports EN

Changing the language on the display panel

Use this procedure to have the control panel display messages and reports in a language other than the default for your country.

To change the language on the display panel

1 Press ENTER/MENU. 2 Use the < and > keys to select

press E

3 Use the < and > keys to select

4 Use the < and > keys to select the language you want. 5 Press E

NTER/MENU.

ENU.

NTER/MENU to save your selection.

Common Settings, and then

Language, and the press ENTER/

Restoring factory defaults

This procedure returns all settings to the factory defaults and clears the fax header name and phone number. (See “Changing the information in the fax header” on page 79 for information on how to add your information to the fax header.) This procedure does not clear fax numbers and names associated with one-touch keys and speed-dial codes or delete any pages stored in memory.

To restore factory defaults

1 Press ENTER/MENU. 2 Use the < or > key to select

ENU.

3 Use the < or > key to select

ENU, and then press ENTER/MENU again to confirm your

selection.

EN Changing general default settings 41

SERVICE, and then press ENTER/

RESTORE DEFAULTS, press ENTER/

Managing logs and reports

This section contains the following procedures for pr inting reports and for establishing a schedule for printing certain reports:

l Printing the fax activity log l Setting the fax activity log to print automatically l Printing a fax call report l Setting when the fax call report prints l Including the first page of each fax on the fax call report l Printing a one-touch, speed-dial, and group-dial report l Printing the control panel menu structure l Printing a configuration report l Printing the block fax list l Printing a PCL font list l Printing a PostScript font list l Printing all fax reports l Printing a T.30 protocol trace report l Setting when the T.30 protocol trace report prints

42 Chapter 3 - Managing General Default Settings, Logs, and Reports EN

Printing the fax activity log

On demand, you can print a log of the last 40 faxes. This log includes entries for:

l All faxes received to the product l All faxes sent from the control panel l All faxes sent from the HP LaserJet Document Manager (for

Windows-compatible computers directly connected to the product)

l All faxes sent from the HP Workplace (for Macintosh-compatible

computers directly connected to the prod u ct)

Note The HP LaserJet Document Manager is not supported for Microsoft

Windows 95.

To print the fax activity log

1 Press ENTER/MENU. 2 Use the < or > key to select

ENU.

3 Use the < or > key to select

NTER/MENU.

4 Press E

NTER/MENU to select PRINT FAX LOG NOW. The product

REPORTS, and then press ENTER/

FAX ACTIVITY LOG, and then press

exits the Menu settings and prints the log.

EN Managing logs and reports 43

Setting the fax activity log to print automatically

The fax activity log provides a chronological history of the last 40 faxes that were received, sent, or deleted, as well as any errors that occurred. You can decide whether or not you want the fax log to print automatically after every 40 entries. The factory default is On.

To set when the fax log prints

1 Press ENTER/MENU. 2 Use the < or > key to select

ENU.

3 Use the < or > key to select 4 Press > once to select

NTER/MENU.

5 Use the < or > key to select

ENU to confirm your selection.

AUTO. LOG PRINTING, and then press

REPORTS, and then press ENTER/

FAX ACTIVITY LOG.

ON or OFF, and then press ENTER/

44 Chapter 3 - Managing General Default Settings, Logs, and Reports EN

Printing a fax call report

A fax call report is a brief report indicating the status of the last sent or received fax. You can set the fax call report to print automatically. See “Setting when the fax call report prints” on page 45 for more information.

To print a fax call report

1 Press ENTER/MENU. 2 Use the < or > key to select

ENU.

3 Use the < or > key to select

NTER/MENU.

4 Press E

NTER/MENU to select PRINT FAX CALL NOW. The product

REPORTS, and then press ENTER/

FAX CALL REPORT, and then press

exits the Menu settings and prints the report.

Setting when the fax call report prints

A fax call report contains information about the last sent or received fax. You can choose to have the report print for one of the following:

l Every Fax Error (the default) l Send Fax Error l Receive Fax Error l Every Fax l Send Fax Only l Never

If you choose Never, you will have no indication that a fax failed to transmit unless you print a fax activity log.

EN Managing logs and reports 45

To set when fax call reports print

1 Press ENTER/MENU. 2 Use the < or > key to select

ENU.

3 Use the < or > key to select

NTER/MENU.

4 Press the > key once to select

NTER/MENU.

5 Use the < or > key to select the option for when you want the fax

call reports to print.

6 Press E

NTER/MENU to save the selection.

REPORTS, and then press ENTER/

FAX CALL REPORT, and then press

PRINT REPORT, and then press

Including the first page of each fax on the fax call report

If this option is turned on, the fax call report will display a thumbnail (50% reduction) of the first page of the last fax that was sent or received. The default setting for the thumbnail is On.

To include the first page of each fax on the fax call report

1 Press ENTER/MENU. 2 Use the < or > key to select

ENU.

3 Use the < or > key to select

NTER/MENU.

4 Use the < or > key to select

press E

5 Use the < or > key to select

46 Chapter 3 - Managing General Default Settings, Logs, and Reports EN

NTER/MENU.

ENU to confirm your selection.

REPORTS, and then press ENTER/

FAX CALL REPORT, and then press

INCLUDE FIRST PAGE, and then

ON or OFF, and then press ENTER/

Printing a one-touch, speed-dial, and groupdial report

This report lists the fax numbers that are assigned to the one-touch keys and speed-dial and group-dial code s.

To print a one-touch, speed-dial and group-dial report

1 Press ENTER/MENU. 2 Use the < or > key to select

ENU.

3 Use the < or > key to select

press E prints the report.

NTER/MENU. The product exits the Menu settings and

REPORTS, and then press ENTER/

SPEED DIAL REPORT, and then

Printing the control panel menu structure

Use this procedure if you’d like to print a copy of the control panel menu structure. This menu structure might be a useful reference as you alter settings in the menu.

To print the control panel menu structure

1 Press ENTER/MENU. 2 Use the < or > key to select

ENU.

3 Use the < or > key to select

NTER/MENU. The product exits the Menu settings and prints the

report.

REPORTS, and then press ENTER/

MENU STRUCTURE, and then press

EN Managing logs and reports 47

Printing a configuration report

Print this report to show the current product settings.

To print a configuration report

1 Press ENTER/MENU. 2 Use the < or > key to select

ENU.

3 Use the < or > key to select

press E prints the report.

NTER/MENU. The product exits the Menu settings and

REPORTS, and then press ENTER/

CONFIGURATION REPORT, and then

Printing the block fax list

Use this procedure to print a list of the blocked fax numbers. See “Blocking or unblocking fax numbers” on page 67.

To print the block fax list

1 Press ENTER/MENU. 2 Use the < or > key to select

ENU.

3 Use the < or > key to select

NTER/MENU. The product exits the Menu settings and prints the

list.

REPORTS, and then press ENTER/

BLOCK FAX LIST, and then press

48 Chapter 3 - Managing General Default Settings, Logs, and Reports EN

Printing a PCL font list

Use this procedure to print a list of the PCL fonts.

To print a PCL font list

1 Press ENTER/MENU. 2 Use the < or > key to select

ENU.

3 Use the < or > key to select

NTER/MENU. The product exits the Menu settings and prints the

list.

REPORTS, and then press ENTER/

PCL FONT LIST, and then press

Printing a PostScript font list

Use this procedure to print a list of the PostScript fonts available in the product memory.

To print a PostScript font list

1 Press ENTER/MENU. 2 Use the < or > key to select

ENU.

3 Use the < or > key to select

NTER/MENU. The product exits the Menu settings and prints the

list.

REPORTS, and then press ENTER/

POSTSCRIPT FONTS, and then press

EN Managing logs and reports 49

Printing all fax reports

Use this procedure to print the following reports at one time:

l Fax activity log l One-touch, speed-dial, and group-dial report l Configuration report l Block fax list

To print all fax reports

1 Press ENTER/MENU. 2 Use the < or > key to select

ENU.

3 Use the < or > key to select

NTER/MENU. The product exits the Menu settings and prints the

reports.

REPORTS, and then press ENTER/

ALL FAX REPORTS, and then press

Printing a T.30 protocol trace report

This report is used by service technicians to troubleshoot fax transmission issues.

To print a T.30 protocol trace report

1 Press ENTER/MENU. 2 Use the < or > key to select 3 Use the < or > key to select

NTER/MENU.

4 Use the < or > key to select

product exits the Menu settings and prints the reports.

SERVICE and press ENTER/MENU. PRINT T.30 TRACE and press

NOW and press ENTER/MENU. The

50 Chapter 3 - Managing General Default Settings, Logs, and Reports EN

Setting when the T.30 protocol trace report prints

You can set the T.30 protocol trace report to print:

l Never (the default) l If an error occurs l At the end of every send and received fax

To set when the T.30 protocol trace reports prints

1 Press ENTER/MENU. 2 Use the < or > key to select 3 Use the < or > key to select

NTER/MENU.

4 Use the < or > key to select the option for when you want the T.30

protocol trace report to print.

5 Press E

NTER/MENU to save the selection.

SERVICE and press ENTER/MENU. PRINT T.30 TRACE and press

EN Managing logs and reports 51

52 Chapter 3 - Managing General Default Settings, Logs, and Reports EN

Faxing

Introduction

All users can fax to and from the product. The product operates just like a regular fax machine; you do not have to install the software or have the computer on for it to work. From the control panel, you can send and receive paper faxes and adjust all settings needed for faxing.

Normally, received faxes are printed at the product. However, you can choose to have incoming faxes routed to your computer if it is directly connected to the product, or to anot he r fa x ma ch ine .

This section provides an overview of faxing capabilities from the control panel, as well as information about fax default settings.

Hint You can find out what product settings are curr ently selected by printing

a configuration report (see “Printing a configuration report” on page 48).

EN Introduction 53

Sending faxes

This section contains the following topics:

l Sending faxes to one recipient l Quickly programming speed-dial codes or one-touch keys l Sending faxes to multiple recipients l Sending a fax at a future time l Redialing manually l Using the Contrast button to adjust the contrast for the current fax

or copy job

l Adjusting the resolution for the current job l Resolution options l Canceling the current fax job l Canceling a fax job using Fax Job Status

54 Chapter 4 - Faxing EN

Sending faxes to one recipient

This procedure details how to send a fax to one recipient.

Hint If you want to improve the quality of a paper document before faxing

it, scan the document first and straighten or clean the image. Then, send it as a fax from the software. See the software Help for more information.

To send a fax

1 Dial the fax number using one of the following methods:

• Use the numeric keys.

• If the fax number you are calling has been assigned to a onetouch key, press that key.

• If the fax number you are calling has a speed-dial code, press

PEED DIAL, enter the speed-dial code using the numeric keys,

and press E

NTER/MENU.

Note When dialing using the numeric keys, include any pauses or other

needed numbers, such as an area code, an access code for numbers outside a PBX system (usually a 9 or 0), or a long-distance prefix. See “Using dialing characters” on page 78 for more information.

2 Load the document into the document feeder tray. 3 Adjust any options, such as contrast or resolution. 4 Press F

After the last page of the fax has exited the product, you can start sending another fax, copying, or scanning.

Hints To fax to numbers you use regularly, you can assign a one-touch key

or speed-dial code. See “About speed-dial codes, one-touch keys, and group-dial codes” on page 70 for instructions.

If you have electronic phone books available, you can use them for selecting recipients. Electronic phone books are generated with thirdparty applications. See the software Help for more information.

AX/SEND.

Quickly programming speed-dial codes or

EN Sending faxes 55

one-touch keys

Use the following method to program speed-dial codes and one-touch keys easily from the product control panel.

To quickly program speed-dial codes or one-touch keys

Note This procedure cannot be used to program a group-dial code. See

“Programming group-dial codes” on page 74. 1 Do one of the following:

Press

SPEED DIAL and enter an unprogrammed speed-dial code

and press E

-Or-

Press an unprogrammed one-touch key. The control panel display will notify you that the speed-dial code

or one-touch key has not been programmed.

NTER/MENU.

2 Press the E

NTER/MENU to program the speed-dial codes or one-

touch key.

3 Enter the fax number, and then press E

NTER/MENU. Include any

pauses, a hook flash, or other needed numbers, such as an a rea code, an access code for numbers outside a PBX system (usually a 9 or 0), or a long distance prefix. See “Using dialing characters” on page 78 for more information.

Note When entering a fax number you can use a comma for a pause, use

the letter R if you want the product to wait for a di al to ne, and use the letter W for a hook flash.

4 Enter a name for the fax number. To do so, repeatedly press the

numeric key for the letter you need until the letter appears. (See “Using dialing characters” on page 78 for a list of characters.) For example, if the first letter you need is a "C," press 2 repeatedly until a C appears. Press > to go to the next space.

5 Press E

NTER/MENU to save the information.

56 Chapter 4 - Faxing EN

Sending faxes to multiple recipients

You can send a paper fax to several fax numbers at on ce. If you wa nt to send a fax to a group of fax numbers you have assigned to a group-dial code, see “To send a fax using a group-dial code.” If you want to send to up to 20 numbers that do no t have a group -dial cod e, see “To send a fax to an ad-hoc group.”

In the rare instance that your document does not fit into memory, you will need to send the document to each fax number one at a time, or use the HP LaserJet Director.

Note The HP LaserJet Director is not supported for Microsoft Windows 95.

Hint If you want to improve the quality of a paper document before faxing

it, scan the document first and straighten or clean the image. Then, send it as a fax from the software. See the software Help for more information.

To send a fax using a group-dial code

1 Load the document into the document feeder tray. 2 Adjust any options, such as contrast or resolution. 3 Press the one-touch key for the group.

- Or -

Press S press E

4 Press F

PEED DIAL and the group-dial code for the group, and then NTER/MENU.

AX/SEND.

The product scans the document into memory and sends the fax to each fax number specified. If a number in the group is busy or does not answer and the redial settings are not set correctly, the product might not redial that number. If multiple redial attempts fail, the product will update the Fax Activity log with the error and then proceed to the next number in the group.

EN Sending faxes 57

To send a fax to an ad-hoc group

1 Dial the first fax number using one of the following methods:

• Use the numeric keys.

• If the fax number you are calling has a one-touch key, press that key.

• If the fax number you are calling has a speed-dial code, press

PEED DIAL, enter the speed-dial code using the numeric keys,

and then press E

• If you are calling multiple recipients assigned to a group-dial code, press the one-touch key for the group or press S

IAL and the group-dial code for the group, and then press

NTER/MENU.

Note When dialing using the numeric keys, include any pauses or other

needed numbers, such as an area code, an access code for numbers outside a PBX system (usually a 9), or a long distance prefix. See “Using dialing characters” on page 78 for more information.

NTER/MENU.

PEED

2 Press E

NTER/MENU.

3 Repeat steps 1 an d 2 to cont inu e enter i ng numb er s.

- Or -

Go to the next step.

4 Load the document into the document feeder tray. 5 Adjust any options, such as contrast or resolution. 6 Press F

AX/SEND.

The product sends the fax to each fax number. If a number in the group is busy or does not answer and the redial set ting s ar e no t set correctly, the product might not redial that number. If multiple redial attempts fail, the product will update the Fax Activity log with the error and then proceed to the next number in the group.

Note The fax activity log feature is not supported for Microsoft Windows 95

but you can print the fax activity log using the control panel. See “Printing the fax activity log” on page 43.

58 Chapter 4 - Faxing EN

Sending a fax at a future time

You can schedule a fax to be sent automatically at a future time to one or more people. When you complete this procedure, the product scans the document into memory and retu rn s t o the Rea d y stat e so you can do other tasks.

Note This feature is not supported for Microsoft Windows 95.

If the product cannot transmit the fax at the scheduled time, it is indicated on the fax call report (if that option is turned on) o r logged in the fax activity log. This can happen in the case of a no answer or if a busy results in the failure of redial attempts. (See “Setting when the fax call report prints” on page 45 or “Printing the fax activity log” on page 43 for more information.)

Hint If you have set a fax to send at a future time but need to add something

to it, you can send the additional information as another job. All faxes scheduled to go to the same fax number on the same date and time are delivered as individual faxes. If a power failure occurs, any pending faxes will need to be rescheduled.

To send a fax at a future time

1 Load the document into the document feeder tray. 2 Press E 3 Use the < or > key to display

4 Press E

5 Use the numeric keys to enter the start time. If you are set to a

12-hour clock, use the > key to move the cursor past the fourth character to set A.M. or P.M. Select P.M., and then press E

- Or -

If you are set to a 24-hour clock, press E

EN Sending faxes 59

NTER/MENU.

FAX FUNCTIONS and then press

NTER/MENU.

NTER/MENU to select SEND FAX LATER and press ENTER/

ENU.

1 for A.M. or select 2 for

NTER/MENU.

6 Use the numeric keys to type the date, and then press ENTER/

ENU.

- Or -

Accept the default date by pressing E

NTER/MENU.

7 Type the fax number, enter the speed-dial code, or press the

one-touch key. (This feature does not support ad hoc groups.) Press E

NTER/MENU or FAX/SEND.

The product scans the document into memory and sends it at the designated time.

Redialing manually

If you want to send another document to the last fax number dialed, use the following procedure to manually redial. If you are trying to resend the same document you sent the first time, you will probably want to wait until the automatic redials have stopped or you have stopped them yourself. Otherwise, the recipient might get the fax twice: once from the manual redial attempt and once from one of the automatic redial attempts.

Note To stop the current redial attempt for a fax, see “Canceling the current

fax job” on page 64. To cancel all pending, automatic redial attempts for a fax, see “Canceling a fax job using Fax Job Status.” To change when the product redials, see “Changing how the product redials” on page 83.

To redial manually

1 Load the document into the document feeder tray. 2 Press R 3 Press F

attempts to send the fax.

60 Chapter 4 - Faxing EN

EDIAL/PAUSE.

AX/SEND. The product redials the last number and

Using the Contrast button to adjust the contrast for the current fax or copy job

The contrast setting affects the lightness or darkness of an outgoing fax as it is being sent or the resulting copy. Using the following procedure changes the contrast for the current job only. After the fax has been sent or the copy is made, the contrast setting returns to the default.

Note To change the default contrast for outgoing faxes, see “Changing the

default contrast and resolution for outgoing faxes” on page 81.

To adjust the contrast

1 Press CONTRAST to display the current contrast setting. 2 Use the < or > key to move the slider to the left to make the fax or

copy lighter than the original, or move the slider to the right to make the fax or copy darker than the original.

3 Press E

NTER/MENU to save the selection.

EN Sending faxes 61

Adjusting the resolution for the current job

Resolution affects the quality, in dots per inch, of documents to be faxed. It also affects the transmission speed. For a discussion of which resolution to choose, see “Resolution options” below.

Use this procedure to change the resolution for the current job only. After the fax has been sent, the resolution setting returns to the default.

Note To change the default resolution setting, see “Changing the default

contrast and resolution for outgoing faxes” on page 81.

To adjust the resolution

1 Press RESOLUTION to display the current resolution setting. 2 Use the < or > key to scroll through the choices. 3 Press E

NTER/MENU to save the selection.

Resolution options

Use this table to determine which resolution setting to choose for your fax. Note that each increase in quality lengthens transmission time.

Choose this resolution: For this result:

Standard

(203 by 98 dpi)

Fine (203 by 196 dpi)

Superfine (300 by 300 dpi)

Standard quality for text.

l Use this setting when speed is more important than quality.

This is the fastest of the resolution settings.

l All fax machines can receive at this quality. l Words have better quality than graphics or photos at this

setting.

Higher quality for words.

l Use this setting for good all-around quality. l Most fax machines can receive at this setting. Fax machines

that do not, will receive at Standard.

l Words have better quality than graphics or photos at this

setting.

Best quality for words.

l Words have better quality than graphics or photos at this

setting.

l Only a few fax machines receive at this mode. Fax machines

that do not will receive at the highest supported resolution.

62 Chapter 4 - Faxing EN

Choose this resolution: For this result:

Photo

(halftone images scan up to 300 by 300 dpi)

Draft Available only by pressing

Best quality for graphics and photos.

l Use this setting when the quality of graphics and photos in

the document is more important than th e qu a l ity of words.

l Only a few fax machines receive at this mode. Fax machines

that do not will receive at the highest supported resolution.

l The document will be scanned as a halfton e ima g e (w hi ch

simulates shades of gray) at up to 300 by 300 dpi.

l This setting requires the longest transmission time.

This setting provides the same quality as the Standard setting.

RESOLUTION on the control panel.

EN Sending faxes 63

Canceling the current fax job

Use this procedure to stop a single fax currently dialing or being transmitted or received.

To cancel the current fax job

Press STOP/CLEAR on the control panel. Any pages that have not already been transmitted are canceled.

Canceling a fax job using Fax Job Status

Use this procedure to cancel a fax that:

l Is waiting to redial after a busy signal or no answer. l Is going to a group of numbers. l Is scheduled to be sent at a future time.

To cancel a fax job using Job Status

1 Press ENTER/MENU. 2 Press E 3 Use the < or > key to scroll through the pending jobs until you

reach the job you want to clear.

4 Press E 5 Press E

canceled.

64 Chapter 4 - Faxing EN

NTER/MENU to select FAX JOB STATUS.

NTER/MENU to select the job you want to cancel. NTER/MENU to confirm that you want the job to be

Receiving faxes

You can receive faxes to the product or to your computer. In gen er al, incoming faxes to the product are automatically answered, however if you change what devices are connected to the same phone line to which the product is connected, you will need to change how the product answers incoming faxes. See the “Changing how the product answers incoming faxes” on page 90 topic in the “Advanced receive fax features and settings” section.

Follow the procedures in this section to manage faxes routed to the product.

l Receiving faxes when you hear fax tones l Reprinting faxes l Blocking or unblocking fax numbers

Receiving faxes when you hear fax tones

If you have a phone line that receives both fax and phone calls and you hear fax tones when you answer the phone, you can start the receiving process in one of two ways:

l If you are close to the product, press FAX/SEND on the control

panel.

l When you answer any phone connected to th e line (an extensio n

phone) and hear fax tones, the product should begin answering the call automatically. If not, press 1-2-3, in sequence on the telephone keypad, listen for fax transmission sounds, and then hang up.

Note For the second method to work, the Extension phone setting must be

set to Yes. See “Enabling an extension phone” on page 93 to check or change the setting.

EN Receiving faxes 65

Reprinting faxes

If a fax did not print because the toner ran out or if the fax prin te d on the wrong type of media, you can try to reprint it. The actual number of faxes stored for possible reprinting is determined by how much memory is available. The most recent fax prints first; the oldest fax prints last.

These faxes are continuously stored, and reprinting them does not clear them from memory. To clear these faxes from memory, see “Clearing faxes from memory” on page 89.

Note You do not need to use this procedure if faxes did not print because of

a jam or because the media ran out. During those situations, faxes are received to memory. As soon as you clear the jam or refill the media, faxes automatically resume printing.

To reprint faxes

1 Print a fax activity log to check which faxes may have been lost.

See “Printing the fax activity log” on page 43 for instructions.

2 Press E 3 Press > once to display

4 Use the < or > key to display

press E recently printed faxes.

Note To stop the printing at any time, press STOP/CLEAR.

66 Chapter 4 - Faxing EN

NTER/MENU.

FAX FUNCTIONS and then press ENTER/

ENU.

REPRINT LAST FAXES and then

NTER/MENU. The product begins reprinting the most

Blocking or unblocking fax numbers

If there are people or businesses from whom you do no t wan t to receive faxes, you can block their fax numbers using the control panel. You can block up to 30 fax numbers. When you block a fax number and someone from that number sends you a fax, the display panel indicates that the number is blocked, and the fax does not print and is not saved in memory. Faxes from blocked fax numbers appear in the fax activity log with a “discarded” designat ion .

Note The fax activity log feature is not supported for Microsoft Windows 95

but you can print the fax activity log using the control panel. See “Printing the fax activity log” on page 43.

Note To print a list of numbers you have blocked, see “Printing the block fax

list” on page 48.

To block or unblock fax numbers using the control panel

You can unblock blocked fax numbers individually or all at one time.

1 Press E 2 Use the < or > key to select

3 Use the < or > key to select

4 Use the < or > key to select

NTER/MENU.

FAX SETTINGS and then press

NTER/MENU.

FAX RECEIVE SETUP and then press

NTER/MENU.

BLOCK FAXES and then press ENTER/

ENU.

5 Do one of the following:

• To block a fax number: use the < or > key to select

and then press ENTER/MENU. Enter the fax number

ENTRY

ADD

exactly as it appears in the header (including spaces), and then press E number, and then press E

EN Receiving faxes 67

NTER/MENU. Enter a name for the blocked

NTER/MENU.

• To unblock a single fax number: use the < or > key to select

DELETE ENTRY and then press ENTER/MENU. Use the < or >

key to select the fax number you want, and then press E

ENU to confirm the deletions.

• To unblock all blocked fax numbers: use the < or > key to

CLEAR ALL and then press ENTER/MENU. Press ENTER/

select

ENU again to confirm the deletions.

NTER/

68 Chapter 4 - Faxing EN

Advanced send fax features and settings

The section describes advanced procedures and settings you can use when sending faxes. The topics include:

l About speed-dial codes, one-touch keys, and group-dial codes l Programming speed-dial codes and one-touch keys l Programming a one-touch key for alternate long distance l Programming group-dial codes l Deleting all speed-dial codes, one-touch keys, and group-dials

codes

l Using Manual Dial l Sending a fax by dialing from a telephone l Inserting a pause or wait into a fax number l Using dialing characters l Changing the information in the fax header l Changing the default contrast and resolution for outgoing faxes l Selecting tone- or pulse-dialing mode l Changing how the product redials l Inserting a dial prefix l Changing the detect dial tone setting l Clearing faxes from memory l Setting error correction

EN Advanced send fax features and settings 69

About speed-dial codes, one-touch keys, and group-dial codes

To simplify the dialing process for a fax number you dial frequently from the control panel, store it in a one-touch key, speed-dial code, or group-dial code. In the phone book, ther e ar e a to ta l of 250 cod es available for the HP LaserJet 3200 product and 275 codes for the HP LaserJet 3200se and 3200m product that can be used for speed-dial codes and group-dial codes. For exampl e, if you ar e usin g the HP LaserJet 3200se product and program 200 of the codes as speeddials, the remaining 75 can be used for group-dials.

See the following procedures for more information about how to use speed-dial codes, one-touch keys, and group-dial code s:

l To program speed-dial codes and one-touch keys l To delete speed-dial codes and one-touch keys l To program a one-touch key for alternate long distance l To program group-dial codes l To delete group-dial codes l To delete an individual in a group-dial code l To delete all speed-dial codes, one-touch keys, and group-dials

codes

70 Chapter 4 - Faxing EN

Programming speed-dial codes and onetouch keys

Speed-dial codes 1 through 10 are also associated with the corresponding one-touch key on the co ntr o l pan el. The one - to uch keys can be used for speed-dial or group-dial codes. You can program all of the codes with speed-dials. A maximum of 50 characters can be entered for a single fax number.

Hint Speed-dial codes and one-touch keys are more easily programmed

from the software.

To program speed-dial codes and one-touch keys

1 Press ENTER/MENU. 2 Use the < or > key to select

ENU.

3 Press E 4 Press E 5 Press E

NTER/MENU to select SPEED DIALS. NTER/MENU to select INDIVIDUAL SETUP. NTER/MENU to select ADD INDIVIDUAL.

FAX SETUP and then press ENTER/

6 Using the numeric keys, enter the number of the speed-dial code

you want to associate with this fax number, and then press

NTER/MENU. Choosing 1 through 10 also associates the fax

number with the corresponding one-touch key.

Note When entering a fax number you can use a comma for a pause, the

letter R if you want the product to wait for a dial tone, and use the letter W for a hook flash.

7 Using the numeric keys, enter the fax number. Include any

pauses or other needed numbers, such as an area code, an access code for numbers outside a PBX system (usually a 9 or

0), or a long distance prefix.

8 Press E

NTER/MENU.

EN Advanced send fax features and settings 71

9 Using the numeric keys, enter a name for the fax number. To do

so, repeatedly press the numeric key for the letter you need until the letter appears. (See “Using dialing characters” on page 78 for a list of characters.) For example, if the first letter you need is a “C,” press 2 repeatedly until a

C appears. Press > to go to the

next space.

Note To insert punctuation, press * repeatedly until the character you want

appears and then press > to go to the next space. To delete a letter, press > until you reach the space to the right of the letter, and then press BACK SPACE.

10 Press E

NTER/MENU to save the information.

11 If you have mor e speed-dial codes or one- touch keys to program,

repeat steps 1 through 10.

To delete speed-dial codes and one-touch keys

1 Press ENTER/MENU. 2 Use the < or > key to select

ENU.

3 Press E 4 Press E

NTER/MENU to select SPEED DIALS. NTER/MENU to select INDIVIDUAL SETUP.

5 Use the < or > key to select

NTER/MENU.

6 Using the numeric keys, enter the number of the speed-dial code

you want to delete, and then press E

7 Press E

NTER/MENU to confirm the deletion.

FAX SETUP and then press ENTER/

DELETE INDIVIDUAL and then press

NTER/MENU.

72 Chapter 4 - Faxing EN

Programming a one-touch key for alternate long distance

If you use an alternate long distance service, you can program a onetouch key to dial the service’s access number before a fax number. When you need to use this one-touch key, press it, enter the fax number, and then press F fax number are then dialed together.

If the access number is used almost every time you dial a fax, it might be easier to program the access number as a dialing prefix (see “Inserting a dial prefix” on page 84). Use the procedure on this page if the access number has more than 10 numbers or if you only need to use the access number occasionally.

Hint This procedure is more easily accomplished from the software.

To program a one-touch key for alternate long distance

AX/SEND. Both the access number and the

1 Follow steps 1 through 6 of “Programming speed-dial codes and

one-touch keys” on page 71. When entering the fax number, you might also have to do one or more of the following:

• If you have to wait for an access tone at some point in the number, enter one or more three-second pauses by pressing

EDIAL/PAUSE.

• Enter a personal identification number (PIN), if applicable.

2 When you are finished entering the access number, press

EDIAL/PAUSE. A pause at the end of the string tells the product

not to dial this number until you dial the fax number.

3 Continue with steps 7 through 10 of “Programming speed-dial

codes and one-touch keys” on page 71.

EN Advanced send fax features and settings 73

Programming group-dial codes

If you send information to the same group of people on a regular basis, you can program a group-dial code. You can program any of the remaining speed-dial codes with group-dial codes. Group-d ial codes using numbers 1-10 are also associated with the corresponding one-touch key on the control panel. Any individual can be added to a group.

Each group member must have a programmed speed-dial code or one-touch key assigned to them before bein g added to th e group- dial code. To print a list of which one-touch keys and speed-dial codes are programmed, see “Printing a one-touch, speed-dial, and groupdial report” on page 47.

This section contains the following procedures:

l To program group-dial codes l To delete group-dial codes l To delete an individual in a group-dial code

Hint Group-dial codes are more easily programmed from the software. See

the software Help for more information.

To program group-dial codes

1 Assign a speed-dial code to each fax number you want in this

group. See “To delete speed-dial codes and one-touch keys” on page 72.

2 Press E 3 Use the < or > key to select

4 Press E 5 Use the < or > key to select

6 Use the < or > key to select

74 Chapter 4 - Faxing EN

NTER/MENU.

FAX SETUP and then press ENTER/

ENU.

NTER/MENU to select SPEED DIALS.

GROUP SETUP and then press ENTER/

ENU.

ADD GROUP and then press ENTER/

ENU.

7 Using the numeric keys, enter the number you want to associate

with this group and press E

NTER/MENU. Choosing 1 through 10

also associates this group with the corresponding one-touch key.

8 Using the numeric keys, enter a name for the group. To do so,

repeatedly press the numeric key for the letter you need until the letter appears. (See “Using dialing characters” on page 78 for a list of characters.) For example, if the first letter you need is a “C,” press 2 repeatedly until a space. After the name of the group has been typed, press E

ENU.

C appears. Press > to go to the next

NTER/

Note To delete a letter, press > until you reach the space to the right of the

letter and then press BACK SPACE. 9 Press the one-touch key or choose the speed-dial code for the

member you want, and then press E

ENU again to confirm the addition.

NTER/MENU. Press ENTER/

10 Repeat step 9 for each member you want to add. 11 When finished, press S 12 If you have more group-dial codes to enter, press E

TOP/CLEAR.

NTER/MENU

and repeat steps 1 through 12.

For instructions about using a group-dial code to send a fax, see “Sending faxes to multiple recipients” on page 57.

To delete group-dial codes

1 Press ENTER/MENU. 2 Use the < or > key to select

ENU.

3 Press E

NTER/MENU to select SPEED DIALS.

4 Use the < or > key to select

ENU.

5 Use the < or > key to select

NTER/MENU.

6 Using the numeric keys, enter the number of the group-dial you

want to delete and then press E

7 Press E

NTER/MENU to confirm the deletion.

FAX SETUP and then press ENTER/

GROUP SETUP and then press ENTER/

DELETE GROUP and then press

NTER/MENU.

To delete an individual in a group-dial code

1 Press ENTER/MENU.

EN Advanced send fax features and settings 75

2 Use the < or > key to select FAX SETUP and then pre ss ENTER/

ENU.

3 Press E 4 Use the < or > key to select

5 Use the < or > key to select

NTER/MENU to select SPEED DIALS.

GROUP SETUP and then press ENTER/

ENU.

DELETE # IN GROUP and then press

NTER/MENU.

6 Use the < or > key to select the individual you would like to delete

from the group.

7 Press E

NTER/MENU to confirm the deletion.

8 Repeat steps 6 and 7 to delete other individuals from the group.

-Or-

Press S

TOP/CLEAR if you are finished.

Deleting all speed-dial codes, one-touch keys, and group-dials codes

You can delete all speed-dial codes, one-touch keys, and gro up-dials codes that are programmed in the product .

CAUTION Once speed-dial codes, one-touch keys, and group-dial codes are

deleted, they cannot be recovered.

To delete all speed-dial codes, one-touch keys, and group-dials codes

1 Press ENTER/MENU. 2 Use the < or > key to select

ENU.

3 Press E

NTER/MENU to select SPEED DIALS.

4 Use the < or > key to select

press E

5 Press E

NTER/MENU.

NTER/MENU to confirm the deletion.

76 Chapter 4 - Faxing EN

FAX SETUP and then press ENTER/

DELETE ALL ENTRIES and then

Using Manual Dial

Normally, the product dials after you press FAX/SEND. At times, however, you might want the product to dial each number as you press it. For example, if you are charging your fax call to a calling card, you’ll need to dial the fax number, wait for the acceptance tone of your telephone company, and then dial the calling card number. When dialing internationally, you might need to dial part of the number and then listen for dial tones before continuing to dial.

To use Manual Dial

1 Place the document in the document feeder tray. 2 Press F 3 Begin dialing. The fax number dials as you press each digit. This

allows you to wait for pauses, dial tones, international access tones, or calling card acceptance tones before continuing to dial.

AX/SEND.

Sending a fax by dialing from a telephone

At times, you might want to dial a fax number from a telephone connected to the same line as the product. For example, if you are sending a fax to a person whose product is in Manual mode, yo u can call first to let that person know the fax is coming.

To send a fax by dialing from a telephone

1 Place the document in the document feeder tray. 2 Pick up the handset of a phone connected to same line as the

product and dial the fax number using the phone’s or the product’s numeric keys.

3 When the recipient answers, instruct the recipient to start the fax

machine.

4 When you hear the fax tones, press F

transmitting the fax, and then hang up the phone.

EN Advanced send fax features and settings 77

AX/SEND to begin

Inserting a pause or wait into a fax number

You can insert pauses into a fax number you are dialing or programming to a one-touch key, speed-dial code, or group-dial code. Pauses are often needed when dialing internationally or connecting to an outside line.

To insert a pause or wait

Press REDIAL/PAUSE to enter a three-second pause in your dialing sequence. A comma appears on the control panel display, indicating that the pause will occur at that point in the dialing sequence.

Using dialing characters

When using the control panel to type your name in the header or typ e a name for a one-touch key, speed-dial co de, or group-d ial code, yo u press a numeric key repeatedly until the letter you need appears. Then, you press > to select that letter and move to the next space.

This table shows you which letters and numbers appear on each numeric key when the default language is set to English:

Key number Contains these characters

11 2A B C 2 3D E F 3 4G H I 4 5J K L 5 6M N O 6 7P Q R S 7 8T U V 8 9 W X Y Z 9 00

* ( ) + - . / , " *

#space #

78 Chapter 4 - Faxing EN

Changing the information in the fax header

You already entered fax header information when you first set up the product. You only need this procedure to change the date, time, your fax number, and company name for the fax header.

Changing the date and time

The date and time information is included in the header that prints at the top of faxes you send. The time and date also appear on the control panel display when the product is idle.

To change the date and time:

1 Press E 2 Use the < or > key to select

3 Press E

NTER/MENU.

TIME/DATE, HEADER and then press

NTER/MENU.

NTER/MENU to select TIME/DATE.

4 Use the < or > key to select a 12-hour or 24-hour clock, and then

press E

NTER/MENU.

5 Using the numeric keys, enter the current time.

Note If you type a number incorrectly, press BACK SPACE until you reach the

digit. Then type the number. 6 If you chose the 24-h ou r cloc k, pr es s E

NTER/MENU.

- Or -

If you chose the 12-hour clock, use the the > key to move the cursor past the fourth character. Select pm, and then press E

NTER/MENU.

1 for am or select 2 for

7 Enter the current date using the numeric keys. Make sure to enter

the month and day using both digits (for example, “05” for May), and then press E

NTER/MENU.

EN Advanced send fax features and settings 79

Changing the fax number and company name

You already entered this information when installing the software or when you first set up the product. You only need this procedure if you want to change the information from the control panel.

The header contains information about your name or your company’s name and your fax number. When a fax you sent arrives at its destination, this header is printed at the top of the pa ge . Filling in

this information is a legal requirement.

Hint The fax header is more easily changed from the software. See the

software Help for more information. To change the fax number and company name

1 Press E 2 Use the < or > key to select

3 Use the < or > key to select

4 Enter your fax number, and then press E

NTER/MENU.

TIME/DATE, HEADER and then press

NTER/MENU.

FAX HEADER and then press ENTER/

ENU.

NTER/MENU. To separate

numbers, press > to insert spaces. To add a plus sign, press *.

5 Use the numeric keys to add the name of your company. To do

C appears. Use the > key to go to

the next space.

Note To insert punctuation, press * repeatedly until the character you want

appears, and then press > to go to the next space. To delete a letter, press < or > unti l you reach the space to the right of the letter, and then press BACK SPACE.

6 When you have finished, press E

NTER/MENU.

80 Chapter 4 - Faxing EN

Changing the default contrast and resolution for outgoing faxes

The contrast affects the lightness and darkness of an outgoing fax as it is being sent. Resolution affects the sharpness of outgoing faxes. It also affects the transmission speed of faxes. See “Resolution options” on page 62 for more information.

To change the default contrast

The default contrast is the contrast normally applied to items being faxed. The slider is set to the middle as the default contrast setting.

Note If you only want to change the contrast for the current job, see “Using

the Contrast button to adjust the contrast for the current fax or copy job” on page 61.

Hint You might want to test the contrast settings on some documents before

you set the default.

1 Press E 2 Use the < or > key to select

3 Use the < or > key to select

4 Use the < or > key to select 5 Use the < key to move the slider to the left to make the fax lighter

than the original, or use the > key to move the slider to the right to make the fax darker than the original.

6 Press E

EN Advanced send fax features and settings 81

NTER/MENU.

FAX SETUP and then press ENTER/

ENU.

FAX SEND SETUP and then press

NTER/MENU.

DEFAULT CONTRAST.

NTER/MENU to save your selection.

To change the default resolution

The choices for this setting are Fine (the factory default), Standard, Superfine, and Photo. See “Resolution options” on page 62 for more information.

Note If you only want to change the resolution for the fax job you are currently

sending, see “Adjusting the resolution for the current job” on page 62.

1 Press E 2 Use the < or > key to select

3 Use the < or > key to select

4 Press E 5 Use the < or > key to select

NTER/MENU.

FAX SETUP and then press ENTER/

ENU.

FAX SEND SETUP and then press

NTER/MENU.

NTER/MENU to select DEFAULT RESOLUTION.

FINE (the default), STANDARD,

SUPERFINE, or PHOTO.

6 Press E

NTER/MENU to save your selection.

Selecting tone- or pulse-dialing mode

Use this procedure to set the product to tone- or pulse-dialing mode. You can use this procedure to set the product to tone- or pulse-dialing mode. The default is set to Tone. Leave this as Tone unless you know your telephone is incapable of tone dialing.

To select tone- or pulse-dialing

1 Press ENTER/MENU. 2 Use the < or > key to select

ENU.

3 Press > once to select 4 Use the < or > key to select

NTER/MENU.

5 Use the < or > key to select

NTER/MENU to save your selection.

82 Chapter 4 - Faxing EN

FAX SETUP and then press ENTER/

SEND SETUP and then press ENTER/MENU.

DIALING MODE and then press

TONE or PULSE and then press

Changing how the product redials

If the product was unable to send a fax because the receiving fax machine did not answer or was busy, the product will attempt to redial based on the Redial On Busy and Redial On No Answer options. Use the procedures in this section to turn these options on or off.

Note The product will, by default, redial if the receiving fax machine is busy

but will not, by default, redial if the receiving fax machine does not answer.

To turn the Redial On Busy option on or off

The product is set to redial busy numbers five times automatically.

1 Press E 2 Use the < or > key to select

3 Use the < or > key to select

4 Use the < or > key to select

5 Use the < or > key to select

NTER/MENU.

FAX SETUP and then press ENTER/

ENU.

FAX SEND SETUP and then press

NTER/MENU.

REDIAL ON BUSY and then press

NTER/MENU.

ON or OFF and then press ENTER/

ENU.

To turn the Redial On No Answer on or off

The product is set to redial on no answer one time automatically in the United States and Canada, and two times automatically for all other countries.

1 Press E 2 Use the < or > key to select

3 Use the < or > key to select

NTER/MENU.

FAX SETUP and then press ENTER/

ENU.

FAX SEND SETUP and then press

NTER/MENU.

4 Use the < or > key to select

press E

EN Advanced send fax features and settings 83

NTER/MENU.

REDIAL ON NO ANSWER and then

5 Use the < or > key to select ON or OFF and then press ENTER/

ENU.

Inserting a dial prefix

A dial prefix is a number or numbers automatically added to the beginning of every fax number you enter at the control panel or from the software. By default, this setting is Off. You may want to turn this setting on and enter a prefix if, for example, you have to dial a number such as “9” to get a phone line outside your company’s phone system.

While this setting is on, you can still dial a fax number without the dial prefix by using Manual Dial. See “Using Manual Dial” on page 77.

To set the dial prefix

1 Press ENTER/MENU. 2 Use the < or > key to select

ENU.

3 Press > once to select

ENU.

FAX SEND SETUP and then press ENTER/

4 Use the < or > key to select

ENU.

5 Use the < or > key to select

ENU.

6 If you chose

then press E

ON, use the numeric keys to enter the prefix, and

NTER/MENU. You can use numbers, pauses, and

dialing symbols.

FAX SETUP and then press ENTER/

DIAL PREFIX and then press ENTER/

ON or OFF and then press ENTER/

84 Chapter 4 - Faxing EN

Changing the detect dial tone setting

Normally the product waits for a dial tone before attempting to a dial a fax number. If you are using the product on the same line as your phone, turn on the detect dial tone setting. This will prevent the product from sending a fax while someone is on the phone. In Australia, this setting by default is set to Off.

To change detect dial tone

1 Press ENTER/MENU. 2 Use the < or > key to select

ENU.

3 Press > once to select

ENU.

4 Use the < or > key to select

NTER/MENU.

5 Use the < or > key to select

ENU.

FAX SEND SETUP and then press ENTER/

FAX SETUP and then press ENTER/

DETECT DIAL TONE and then press

ON or OFF and then press ENTER/

EN Advanced send fax features and settings 85

Advanced receive fax features and settings

The section describes more advanced procedures and setting s you can use for receiving faxes. The topics include:

l Using fax forwarding l Requesting a fax from another fax machine (polling) l Receiving faxes to your computer l Clearing faxes from memory l Changing how the product answers incoming faxes l Changing answer ring patterns l Enabling an extension phone l Changing the silence-detect mode l Changing autoreduction for incoming faxes l Enabling stamp received faxes l Setting error correction

86 Chapter 4 - Faxing EN

Using fax forwarding

You can set your product to forward incoming faxes to another fax number. When the fax arrives at your product, it is stored in memory. Then, your product dials the fax number you have specified and sends the fax.

If it cannot forward a fax after repeated attempts because of an error, such as the number being busy and redials failing, your product will print the fax. If it runs out of memory while receiving a fax, it will terminate the incoming fax and only forward the pages and partial pages already stored in memory.

When using this feature, the product must be the one receiving faxes (not the computer) and the answer mode must be se t to Automatic (see “Changing how the product answers incoming faxes” on page 90).

To use fax forwarding

1 Press ENTER/MENU. 2 Use the < or > key to select

ENU.

3 Use the < or > key to select

NTER/MENU.

4 Use the < or > key to select

ENU.

5 Press > to select 6 If you choose to turn fax forwarding on, use the numeric keys to

enter the fax number where you would like the fa x to go, and then press E

EN Advanced receive fax features and settings 87

NTER/MENU to save your selection.

ON or OFF and then press ENTER/MENU.

FAX SETUP and then press ENTER/

FAX RECEIVE SETUP and then press

FORWARD FAX and then press ENTER/

Requesting a fax from another fax machine (polling)

If someone else has set up a fax to be polled, you can request that the fax be sent to your product. (This is also known as polling another machine.)

To request a fax from another fax machine

1 Press ENTER/MENU. 2 Use the < or > key to select

NTER/MENU.

3 Use the < or > key to select

NTER/MENU.

4 Use the numeric keys to enter the number of the fax machine

from which you want to request the fax, and then press E

ENU.

Your product dials the other fax machine and requests the fax.

FAX FUNCTIONS and then press

POLLING RECEIVE and then press

NTER/

88 Chapter 4 - Faxing EN

Clearing faxes from memory

Only use this procedure if you are concerned someone else has access to your product and will try to reprint faxes in the reprint memory.

CAUTION In addition to clearing the reprint memory, this procedure clears fax

currently being sent, unsent faxes pending redial, faxes scheduled to be sent at a future time, and faxes not printed or forwarded.

To clear faxes from memory

1 Press ENTER/MENU. 2 Press > once to display

ENU.

3 Use the < or > key to select

press E

4 Press E

NTER/MENU.

NTER/MENU to confirm the deletion.

FAX FUNCTIONS and then press ENTER/

CLEAR STORED FAXES and then

EN Advanced receive fax features and settings 89

Changing how the product answers incoming faxes

You set the answer mode when you set up the product. You will only need to change these settings if you change what devices are connected to this phone line.

To set the answer mode to automatic or manual

1 Press ENTER/MENU. 2 Use the < or > key to select

ENU.

3 Use the < or > key to select

NTER/MENU.

4 Press E 5 Use the < or > key to select

press E

NTER/MENU to select ANSWER MODE.

NTER/MENU to save your selection.

FAX SETUP and then press ENTER/

FAX RECEIVE SETUP and then press

AUTOMATIC or MANUAL and then

90 Chapter 4 - Faxing EN

Changing answer ring patterns

If you subscribe to ring pattern service with your telep hon e compa ny, enable the product to detect ring patterns. If you do not have ring pattern service, and you change this setting, the product will not be able to receive faxes.

What is ring pattern service?

Ring pattern service, such as distinctive ring, is available from some local telephone companies. It allows you to have two or three phone numbers on one line. This costs less than paying for two or three separate lines. Each of the phone numbers has a different ring pattern. Ring patterns allow you to answer voice calls and allow the product to answer fax calls.

How do I get the service?

Call your local telephone company to check the availability and to subscribe. The service might not be available in all areas. Also, your telephone company might use a different name for this service.

If ring pattern service is available and you choo se to sub scr ib e to it, keep in mind the following:

l Determine which ring pattern is used for phone calls and which is

used for fax calls.

l Make sure the telephone company assigns th e cor re ct ring

pattern to the fax number. In New Zealan d, it should be a doublering pattern with long pauses. The product ignores other ring patterns.

l Important! If you have an answering machine or computer

voicemail on this line for the other phone number, make sure the product’s rings to answer is set to a lower number than the rings to answer on the answering machine or voicemail. In the case of ring pattern detection, the product must answer calls first in order to be able to receive fax calls.

EN Advanced receive fax features and settings 91

How will I know if it’s working?

After product installation is complete, ask someone you know to send you a fax. Make sure you provide the correct fax number.

To change answer ring patterns

Note Do not change the All Rings default setting if you do not have ring

pattern service from your telephone company. If you do not have ring pattern service, and you change this setting, the product might not be able to receive faxes.

1 Press E 2 Use the < or > key to select

3 Use the < or > key to select

4 Use the < or > key to select

press E

NTER/MENU.

FAX SETUP and then press ENTER/

ENU.

FAX RECEIVE SETUP and then press

NTER/MENU.

ANSWER RING PATTERN and then

NTER/MENU.

5 Use the < or > key to select the ring pattern you want the product

to use when answering incoming fax calls, and then press E

ENU to save your selection.

NTER/

Note If you have an answering machine or computer voicemail connected

to this line for the other phone number (on the single ring pattern), make sure the product’s rings to answer is set to a lower number than the rings to answer on the answering machine or voicemail. If it is not, the product will be unable to receive fax calls.

92 Chapter 4 - Faxing EN

Enabling an extension phone

With this setting turned on, you can alert the product to pick up the incoming fax call by pressing 1-2-3 sequentially on the telephone keypad. The default is Yes. Turn this setting off only you have a service from your telephone company that also uses the 1-2-3 sequence, and the service will not work because of the conflict.

1 Press E

NTER/MENU.

2 Use the < or > key to select

ENU.

3 Use the < or > key to select

NTER/MENU.

4 Use the < or > key to select

NTER/MENU.

5 Use the < or > key to select

ENU to save your selection.

FAX SETUP and then press ENTER/

FAX RECEIVE SETUP and then press

EXTENSION PHONE and then press

ON or OFF and then press ENTER/

EN Advanced receive fax features and settings 93

Changing the silence-detect mode

This setting controls whether or not you can receive faxes from oldermodel fax machines that do not emit a fax signal during fax transmissions. At the time of this publication, these silent-model fax machines represented very few of the fax machines in use.

The default setting is No. It should be changed only if you regularly receive faxes from someone with an older-model fax machine.

To change the silence detect mode

1 Press ENTER/MENU. 2 Use the < or > key to select

ENU.

3 Use the < or > key to select

NTER/MENU.

4 Use the < or > key to select

NTER/MENU.

5 Use the < or > key to select

ENU to save your selection.

FAX SETUP and then press ENTER/

FAX RECEIVE SETUP and then press

SILENCE DETECTION and then press

ON or OFF and then press ENTER/

94 Chapter 4 - Faxing EN

Changing autoreduction for incoming faxes

If the Fit To Page option is on, the product automatically reduces long faxes to fit on the paper. If the feature is turned off, long faxes print at full size on multiple pages.

If you have the page stamp option on, you may want to choo se On. This reduces the size of incoming faxes just slightly to prevent the page stamp from forcing a received fax page onto two pages. The default for this setting is On.

Note Make sure the paper size setting matches the size of paper loaded in

the paper input tray. See “Changing the default pa per size for the paper input tray” on page 38 for instructions.

To change autoreduction for incoming faxes

1 Press ENTER/MENU. 2 Use the < or > key to select

ENU.

3 Use the < or > key to select

NTER/MENU.

4 Use the < or > key to select

ENU.

5 Use the < or > key to select

ENU to save your selection.

FAX SETUP and then press ENTER/

FAX RECEIVE SETUP and then press

FIT TO PAGE and then press ENTER/

ON or OFF and then press ENTER/

EN Advanced receive fax features and settings 95

Enabling stamp received faxes

The product is set up to print the sender’s identification at the top of each received fax. You can also choose to have your header information included to confirm the date and time the fax was received.

If you want the product to include your header infor m at ion to ea ch received fax, follow the procedure below. The default setting is Off.

Note This option only applies to received faxes that are printed by the

product.

To enable stamp received faxes

1 Press ENTER/MENU. 2 Use the < or > key to select

ENU.

3 Use the < or > key to select

NTER/MENU.

4 Use the < or > key to select

press E

5 Use the < or > key to select

NTER/MENU.

ENU to save your selection.

FAX SETUP and then press ENTER/

FAX RECEIVE SETUP and then press

STAMP RECEIVED FAXES, and then

ON or OFF and then press ENTER/

96 Chapter 4 - Faxing EN

Setting error correction

Normally, the product monitors the signals on the telephone line while it is sending or receiving a fax. If the product detects an error signal during the transmission and the Error Correction setting is on, the product can request that a portion of the fax be resent.

The factory default for this setting is On. Only change it to Off if you are having trouble sending or receiving a fax and want to accept the errors in the transmission. Turning the setting off might be useful when you are trying to send or receive a fax overseas or using a satellite telephone connection.

To set error correction

1 Press ENTER/MENU. 2 Use the < or > key to select

ENU.

3 Use the < or > key to select

ENU.

4 Use the < or > key to select

NTER/MENU.

5 Use the < or > key to select

ENU to save your selection.

FAX SETUP and then press ENTER/

ALL FAXES and then press ENTER/

ERROR CORRECTION and then press

ON or OFF and then press ENTER/

EN Advanced receive fax features and settings 97

Faxing using the software

This section contains some instructions about sending and receiving faxes using the software that came with the produc t, as well as creating your own cover page. All other software-related topics are covered in the software Help.

See the following topics in this guide to learn more about how to fax using the software:

l Sending faxes from the software l Receiving faxes to your computer l Customizing your own fax cover sheet

Note The HP LaserJet Director and HP LaserJet Document Manager are

not supported for Microsoft Windows 95, therefore you cannot fax using the software.

Sending faxes from the software

You can fax electronic documents from your computer if:

l the HP LaserJet product is connected directly to your computer or

connected to your computer over the network using an HP JetDirect print server,

l the software is installed on your computer, and l you are using Microsoft Windows 98, 2000, or NT 4.0, or Mac OS

8.6 or 9.0.

To send a fax from the software

The following are typical steps required to send a fax: 1 Select a document to fax. Documents can be:

• opened in the HP LaserJet Workplace on Macintoshcompatible computers

• opened in the HP LaserJet Document Manager on Windowscompatible computers

• placed in the document feeder tray on the product.

98 Chapter 4 - Faxing EN

HP 3200m, 3200 User Manual

Specifications and Main Features

Frequently Asked Questions

User Manual

Contents

About This Guide

Introduction

Using this guide with your product functionality

Getting to Know the Product

Introduction

What you can do with the product

When the product is directly connected to a computer

When the product is connected to a network

Identifying product components

Control panel lights and keys

Identifying hardware parts

Selecting print media

Selecting media to print

Selecting items for faxing, copying, or scanning

Loading print media

Loading print media to be faxed, copied, or scanned

Loading media to be printed

Selecting the output path

Features available only through the software

Using the HP LaserJet Director

Using the HP LaserJet Document Manager (Windows) or the HP LaserJet Workplace (Mac OS)

Managing General Default Settings, Logs, and Reports

Introduction

Changing general default settings

Changing the default paper size for the paper input tray

Changing sound volume

Changing the language on the display panel

Restoring factory defaults

Managing logs and reports

Printing the fax activity log

Setting the fax activity log to print automatically

Printing a fax call report

Setting when the fax call report prints

Including the first page of each fax on the fax call report

Printing the control panel menu structure

Printing a configuration report

Printing the block fax list

Printing a PCL font list

Printing a PostScript font list

Printing all fax reports

Printing a T.30 protocol trace report

Setting when the T.30 protocol trace report prints

Faxing

Introduction

Sending faxes

Sending faxes to one recipient

Sending faxes to multiple recipients

Sending a fax at a future time

Redialing manually

Adjusting the resolution for the current job

Canceling the current fax job

Canceling a fax job using Fax Job Status

Receiving faxes

Receiving faxes when you hear fax tones

Reprinting faxes

Blocking or unblocking fax numbers

Advanced send fax features and settings

About speed-dial codes, one-touch keys, and group-dial codes

Programming group-dial codes

Deleting all speed-dial codes, one-touch keys, and group-dials codes

Using Manual Dial

Sending a fax by dialing from a telephone

Inserting a pause or wait into a fax number

Using dialing characters

Changing the information in the fax header

Changing the default contrast and resolution for outgoing faxes

Selecting tone- or pulse-dialing mode

Changing how the product redials

Inserting a dial prefix

Changing the detect dial tone setting

Advanced receive fax features and settings

Using fax forwarding

Requesting a fax from another fax machine (polling)

Clearing faxes from memory

Changing how the product answers incoming faxes