HP 4625, 4615 User Manual

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DESKJET INK ADVANTAGE

4615/4625

User Guide

HP Deskjet Ink Advantage 4615 All-in-One series/HP Deskjet Ink Advantage 4625 e-All-in-One series

User Guide

Hewlett-Packard Company notices

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

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

Acknowledgements

Windows, Windows XP, and Windows Vista are U.S. registered trademarks of Microsoft Corporation.

ENERGY STAR and the ENERGY STAR mark are registered U.S. marks.

Safety information

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

Mobility

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

Support

For more details about the accessibility of this product and HP's commitment to product accessibility, visit HP's web site at accessibility.

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

www.hp.com/

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

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

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

3. Unplug this product from wall outlets before cleaning.

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

5. Install the product securely on a stable surface.

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

7. If the product does not operate normally, see

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

Solve a problem.

Accessibility

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

Visual

The printer software is accessible for those with visual impairments or low

1 Get started

Accessibility................................................................................................................................9

Eco............................................................................................................................................10

Manage Power...................................................................................................................10

Conserve Printing Supplies................................................................................................10

Understand the printer parts.....................................................................................................11

Front view...........................................................................................................................11

Printing supplies area.........................................................................................................12

Back view............................................................................................................................12

Use the printer control panel....................................................................................................13

Overview of buttons and lights...........................................................................................13

Change printer settings......................................................................................................14

Select a mode...............................................................................................................14

Change the mode settings ...........................................................................................14

Change the printer settings..........................................................................................14

HP Digital Solutions..................................................................................................................14

Scan to Computer...............................................................................................................15

HP Digital Fax (Fax to PC and Fax to Mac)........................................................................15

Select print media.....................................................................................................................15

Recommended papers for printing and copying.................................................................15

Recommended papers for photo printing...........................................................................17

Tips for selecting and using media.....................................................................................17

Load an original on the scanner glass......................................................................................18

Load an original in the automatic document feeder (ADF).......................................................19

Load media...............................................................................................................................20

Load standard-size media..................................................................................................20

Load envelopes..................................................................................................................22

Load cards and photo paper...............................................................................................23

Maintain the printer...................................................................................................................25

Clean the scanner glass and lid backing............................................................................25

Clean the exterior ..............................................................................................................26

Clean the ADF....................................................................................................................27

Update the printer.....................................................................................................................29

Turn off the printer....................................................................................................................29

2Print

Print documents........................................................................................................................30

Print documents (Windows)................................................................................................30

Print documents (Mac OS X)..............................................................................................31

Print brochures.........................................................................................................................31

Print brochures (Windows).................................................................................................32

Print brochures (Mac OS X)................................................................................................32

Print on envelopes....................................................................................................................32

Print on envelopes (Windows)............................................................................................33

Print on envelopes (Mac OS X)..........................................................................................33

Print photos..............................................................................................................................34

Print photos on photo paper (Windows).............................................................................34

Print photos on photo paper (Mac OS X)...........................................................................34

Print borderless documents or photos .....................................................................................35

Print borderless documents or photos (Windows)..............................................................35

Print borderless documents or photos (Mac OS X)............................................................36

3Scan

Scan an original........................................................................................................................37

Scan to a computer............................................................................................................37

Scan using Webscan (HP Deskjet Ink Advantage 4625 e-All-in-One series)...........................38

Scanning documents as editable text.......................................................................................39

To scan documents as editable text...................................................................................39

Guidelines for scanning documents as editable text..........................................................40

4Copy

Copy documents.......................................................................................................................42

Change copy settings...............................................................................................................42

5Fax

Send a fax................................................................................................................................44

Send a fax using the printer control panel..........................................................................44

Send a fax.....................................................................................................................45

Send a fax using monitor dialing..................................................................................45

Send a fax from memory..............................................................................................46

Schedule a fax to send later.........................................................................................46

Send a fax to multiple recipients...................................................................................48

Send a fax from the computer............................................................................................48

Send a fax manually from a phone.....................................................................................49

Receive a fax............................................................................................................................50

Receive a fax manually......................................................................................................50

Set up backup fax...............................................................................................................51

Reprint received faxes from memory..................................................................................52

Poll to receive a fax............................................................................................................52

Forward faxes to another number......................................................................................52

Set the paper size for received faxes.................................................................................53

Set automatic reduction for incoming faxes........................................................................53

Block unwanted fax numbers.............................................................................................54

Add numbers to the junk fax list...................................................................................54

Remove numbers from the junk fax list........................................................................55

Print a Junk List............................................................................................................55

Receive faxes to your computer using HP Digital Fax (Fax to PC and Fax to Mac)..........55

Fax to PC and Fax to Mac requirements......................................................................56

Activate Fax to PC and Fax to Mac..............................................................................56

Modify Fax to PC and Fax to Mac settings...................................................................56

Contents

Set up speed-dial entries..........................................................................................................57

Set up and change Quick Contact entries..........................................................................58

Set up and change Quick Contact group entries................................................................58

Delete Quick Contact entries..............................................................................................59

Print a list of speed-dial entries..........................................................................................59

Change fax settings..................................................................................................................59

Configure the fax header....................................................................................................60

Set the answer mode (Auto answer)..................................................................................60

Set the number of rings before answering..........................................................................60

Change the answer ring pattern for distinctive ring............................................................61

Set the dial type..................................................................................................................62

Set the redial options..........................................................................................................62

Set the fax speed................................................................................................................63

Set the fax sound volume...................................................................................................63

Set the Error Correction Mode............................................................................................63

Fax and digital phone services.................................................................................................64

Fax over Internet Protocol........................................................................................................64

Clear the fax log.......................................................................................................................65

View the Call History.................................................................................................................65

Use reports...............................................................................................................................65

Print fax confirmation reports..............................................................................................66

Print fax error reports..........................................................................................................67

Print and view the fax log...................................................................................................67

Print the details of the last fax transaction..........................................................................67

Print a Caller ID Report.......................................................................................................67

Print a T30 fax trace report.................................................................................................68

6HP ePrint

Set up HP ePrint.......................................................................................................................69

Set up HP ePrint using the HP printer software ................................................................69

Set up HP ePrint using the printer’s control panel..............................................................70

Set up HP ePrint using the embedded web server.............................................................70

Use HP ePrint...........................................................................................................................71

Print using HP ePrint..........................................................................................................71

Find the printer’s email address.........................................................................................71

Turn off HP ePrint...............................................................................................................72

Remove Web Services.............................................................................................................72

7 Work with ink cartridges

Information on ink cartridges and the printhead.......................................................................73

Check the estimated ink levels.................................................................................................74

Replace the ink cartridges........................................................................................................74

Store printing supplies..............................................................................................................76

Usage information collection....................................................................................................77

8 Solve a problem

HP support................................................................................................................................78

Obtain electronic support....................................................................................................79

HP support by phone..........................................................................................................79

Before you call..............................................................................................................80

Phone support period...................................................................................................80

Telephone support numbers.........................................................................................80

After the phone support period.....................................................................................82

General troubleshooting tips and resources.............................................................................82

Solve printer problems..............................................................................................................82

The printer shuts down unexpectedly.................................................................................83

The printer is making some unexpected noises.................................................................83

Alignment fails....................................................................................................................83

The printer is not responding (nothing prints).....................................................................83

The printer prints slowly......................................................................................................84

Blank or partial page printed...............................................................................................85

Something on the page is missing or incorrect...................................................................85

Placement of the text or graphics is wrong.........................................................................86

Print quality troubleshooting.....................................................................................................87

Solve paper-feed problems......................................................................................................89

Solve copy problems................................................................................................................91

No copy came out...............................................................................................................91

Copies are blank.................................................................................................................91

Size is reduced...................................................................................................................91

Copy quality is poor ...........................................................................................................92

The printer prints half a page, then ejects the paper..........................................................93

Paper mismatch..................................................................................................................93

Solve scan problems................................................................................................................93

Scanner did nothing............................................................................................................94

Scan takes too long............................................................................................................94

Part of the document did not scan or text is missing..........................................................94

Text cannot be edited.........................................................................................................95

Error messages appear......................................................................................................96

Scanned image quality is poor...........................................................................................96

Scan defects are apparent.................................................................................................97

Solve fax problems...................................................................................................................98

The fax test failed...............................................................................................................98

Solve problems using HP ePrint and HP websites.................................................................111

Solve problems using HP ePrint (HP Deskjet Ink Advantage 4625 e-All-in-One series)..111

Solve problems using HP websites..................................................................................112

Contents

Solve wireless problems (HP Deskjet Ink Advantage 4625 e-All-in-One series)....................112

Basic wireless troubleshooting.........................................................................................113

Advanced wireless troubleshooting..................................................................................113

Step 1: Make sure your computer is connected to your network................................114

Step 2: Make sure that the printer is connected to your network...............................114

Step 3: Check to see if the firewall software is blocking communication....................115

Step 4: Make sure the printer is online and ready......................................................116

Step 5: Make sure the wireless version of the printer is set as the default printer

driver (Windows only).................................................................................................116

Step 6: Make sure your computer is not connected to your network over a Virtual

Private Network (VPN)................................................................................................117

After resolving the problems ......................................................................................117

Configure your firewall software to work with the printer........................................................118

Solve printer management problems (HP Deskjet Ink Advantage 4625 e-All-in-One

series).....................................................................................................................................119

Embedded web server cannot be opened........................................................................119

Troubleshoot installation issues.............................................................................................120

Hardware installation suggestions....................................................................................120

HP software installation suggestions................................................................................121

Solve network problems (HP Deskjet Ink Advantage 4625 e-All-in-One series)..............121

Understand the Printer Status Report....................................................................................122

Understand the network configuration page (HP Deskjet Ink Advantage 4625 e-All-in-

One series).............................................................................................................................123

Uninstall and reinstall the HP software...................................................................................125

Printhead maintenance...........................................................................................................126

Clean the printhead..........................................................................................................126

Align the printhead............................................................................................................127

Print and evaluate a print quality report............................................................................128

To print a print quality report.......................................................................................128

To evaluate the Print Quality Diagnostic Page...........................................................129

Clear jams...............................................................................................................................134

Clear paper jams..............................................................................................................134

Avoid paper jams..............................................................................................................136

A Technical information

Warranty information..............................................................................................................138

Hewlett-Packard limited warranty statement....................................................................139

Ink cartridge warranty information....................................................................................140

Printer specifications..............................................................................................................141

Physical specifications......................................................................................................141

Product features and capacities.......................................................................................141

Processor and memory specifications..............................................................................142

System requirements........................................................................................................142

Network protocol specifications........................................................................................142

Embedded web server specifications...............................................................................142

Media specifications.........................................................................................................143

Understand specifications for supported media.........................................................143

Set minimum margins.................................................................................................145

Print specifications............................................................................................................146

Copy specifications...........................................................................................................146

Fax specifications.............................................................................................................146

Scan specifications...........................................................................................................147

HP ePrint specifications (HP Deskjet Ink Advantage 4625 e-All-in-One series)..............147

HP website specifications.................................................................................................147

Environmental specifications............................................................................................148

Electrical specifications....................................................................................................148

Acoustic emission specifications......................................................................................148

Regulatory information...........................................................................................................149

Regulatory Model Number................................................................................................149

FCC statement..................................................................................................................150

Notice to users in Korea...................................................................................................150

VCCI (Class B) compliance statement for users in Japan................................................150

Notice to users in Japan about the power cord................................................................151

Noise emission statement for Germany...........................................................................151

Gloss of housing of peripheral devices for Germany........................................................151

Notice to users of the U.S. telephone network: FCC requirements..................................152

Notice to users of the Canadian telephone network.........................................................153

Notice to users of the German telephone network...........................................................153

Notice to users in the European Economic Area..............................................................154

Australia wired fax statement...........................................................................................154

European Union Regulatory Notice..................................................................................154

Regulatory information for wireless products...................................................................155

Exposure to radio frequency radiation........................................................................156

Notice to users in Brazil..............................................................................................156

Notice to users in Canada..........................................................................................156

Notice to users in Taiwan...........................................................................................157

Contents

Environmental product stewardship program.........................................................................158

Paper use.........................................................................................................................158

Plastics.............................................................................................................................158

Material safety data sheets...............................................................................................158

Recycling program............................................................................................................158

HP inkjet supplies recycling program...............................................................................158

Disposal of waste equipment by users in private households in the European Union.....159

Power consumption..........................................................................................................160

Chemical Substances.......................................................................................................160

Battery information...........................................................................................................160

Battery disposal in Taiwan..........................................................................................160

Attention California users...........................................................................................160

Battery disposal in Netherlands..................................................................................161

EU battery directive..........................................................................................................162

RoHS notices (China only)...............................................................................................163

RoHS notices (Ukraine only)............................................................................................163

Third-party licenses................................................................................................................164

B HP supplies and accessories

Order printing supplies online.................................................................................................172

Supplies..................................................................................................................................172

Ink cartridges....................................................................................................................172

HP media..........................................................................................................................173

C Additional fax setup

Set up faxing (parallel phone systems)..................................................................................174

Select the correct fax setup for your home or office.........................................................175

Case A: Separate fax line (no voice calls received).........................................................177

Case B: Set up the printer with DSL.................................................................................178

Case C: Set up the printer with a PBX phone system or an ISDN line.............................179

Case D: Fax with a distinctive ring service on the same line............................................180

Case E: Shared voice/fax line..........................................................................................181

Case F: Shared voice/fax line with voice mail..................................................................182

Case G: Fax line shared with computer modem (no voice calls received).......................183

Set up the printer with a computer dial-up modem.....................................................184

Set up the printer with a computer DSL/ADSL modem..............................................185

Case H: Shared voice/fax line with computer modem......................................................186

Shared voice/fax with computer dial-up modem.........................................................186

Shared voice/fax with computer DSL/ADSL modem..................................................188

Case I: Shared voice/fax line with answering machine....................................................190

Case J: Shared voice/fax line with computer modem and answering machine................191

Shared voice/fax line with computer dial-up modem and answering machine...........191

Shared voice/fax line with computer DSL/ADSL modem and answering machine... .193

Case K: Shared voice/fax line with computer dial-up modem and voice mail..................195

Serial-type fax setup...............................................................................................................196

Test fax setup.........................................................................................................................197

D Network setup (HP Deskjet Ink Advantage 4625 e-All-in-One series)

Set up the printer for wireless communication........................................................................198

Before you begin..............................................................................................................198

Set up the printer on your wireless network.....................................................................199

Set up the printer using the HP printer software (Recommended)...................................199

Set up the printer using WiFi Protected Setup (WPS)......................................................199

To connect the printer using the Push Button Method...............................................199

To connect the printer using the PIN Method.............................................................200

Set up the printer using the embedded web server (EWS)..............................................200

Change the connection type.............................................................................................200

Test the wireless connection............................................................................................201

Guidelines for ensuring wireless network security............................................................201

Overview of security settings......................................................................................201

Add hardware addresses to a wireless router (MAC filtering)....................................201

Other wireless security guidelines..............................................................................202

Guidelines for reducing interference on a wireless network.............................................202

Change basic network settings...............................................................................................202

View and print network settings........................................................................................203

Turn the wireless radio on and off....................................................................................203

Change advanced network settings.......................................................................................203

View IP settings................................................................................................................203

Change IP settings...........................................................................................................203

Reset network settings.....................................................................................................204

E Printer management tools

Toolbox (Windows).................................................................................................................205

HP Utility (Mac OS X).............................................................................................................205

Embedded web server (HP Deskjet Ink Advantage 4625 e-All-in-One series)......................205

About cookies...................................................................................................................206

To open the embedded web server..................................................................................206

Index............................................................................................................................................216

1 Get started

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

Accessibility

•

Eco Understand the printer parts

•

Use the printer control panel HP Digital Solutions

•

Select print media

•

Load an original on the scanner glass Load an original in the automatic document feeder (ADF)

•

Load media

•

Maintain the printer

•

Update the printer Turn off the printer

•

NOTE: If you are using the printer with a computer running Windows XP Starter Edition, Windows Vista Starter Edition, or Windows 7 Starter Edition, some features might not be available. For more information, see

Accessibility

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

Visual

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

Mobility

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

Support

For more details about the accessibility of this printer and HP's commitment to product accessibility, visit HP's web site at

For accessibility information for Mac OS X, visit the Apple web site at accessibility.

System requirements.

www.hp.com/accessibility.

www.apple.com/

Get started 9

Chapter 1

Eco

Hewlett-Packard is committed to providing quality products in an environmentally sound manner. Design for recycling has been incorporated into this product. For more information, see

HP is committed to helping customers reduce their environmental footprint. HP has provided these features to help you focus on ways to assess and reduce the impact of your printing choices.

For more information about HP's environmental initiatives, visit globalcitizenship/environment/.

Manage Power

To conserve electricity, the printer comes with the following features:

Sleep mode

Power usage is reduced while in Sleep mode. After initial setup of printer, the printer will enter Sleep mode after 5 minutes of inactivity.

To change the time to Sleep mode

From the Home screen on the printer control panel, press the

2. Using the buttons on the right, scroll to and select Preferences, select Sleep, and then select the desired option.

Schedule On and Off

Use the printer's Schedule On and Off feature, and then select the days and time you want the printer to turn on and turn off automatically. For example, you can schedule the printer to turn on at 8 a.m. and turn off at 8 p.m. from Monday to Friday. In this way, you will save energy during the night and weekends.

To configure the printer's Schedule On and Off feature

From the Home screen on the printer control panel, press the

2. Using the buttons on the right, scroll to and select Schedule On/Off, and then set the time to turn on and off the printer.

Environmental product stewardship program.

www.hp.com/hpinfo/

(Setup) button.

Conserve Printing Supplies

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

• Change the print mode to a draft setting. Draft setting uses less ink.

• Do not clean the printhead unnecessarily. This wastes ink and shortens the life of the cartridges.

• Reduce paper usage by printing on both sides of the paper. You can first print just the odd pages, flip the pages over, and then print just the even pages.

10 Get started

Understand the printer parts

This section contains the following topics:

•

Front view Printing supplies area

•

Back view

Front view

1 Automatic document feeder (ADF)

2 Scanner glass

3 Output tray

4 Output tray extension

5 Input tray

6 Power button

7 Control panel display

8 Control panel

9 Document feeder tray

10 Width guides

Understand the printer parts 11

Chapter 1

Printing supplies area

1 Ink cartridge access door

2 Ink cartridges

3 Printhead

Back view

1 Fax port (2-EXT)

2 Fax port (1-LINE )

3 Universal serial bus (USB) port

4 Power input

12 Get started

Use the printer control panel

This section contains the following topics:

•

Overview of buttons and lights Change printer settings

•

Overview of buttons and lights

The following diagrams and related tables provide a quick reference to the printer control panel features.

abc

def

ghi

pqrs

mno

jkl

wxyz

tuv

Label Name and Description

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

2 Control panel display: Shows the menu options.

3 Keypad: Use the keypad to enter numbers and text.

4 Help button: From the Home screen, pressing this button opens the Help menu. When

viewing screens other than the Home screen, pressing the Help button provides help applicable to the current screen.

5 Setup button: From the Home screen, pressing this button opens the Setup menu for

generating reports and other maintenance settings. From the Copy, Fax, or Scan menus, pressing this button opens available settings.

6 HP ePrint button: Opens the HP ePrint menu. For more information, see

HP ePrint. This

button is only available on the HP Deskjet Ink Advantage 4625 e-All-in-One series.

7 Wireless button: Press this button to view or print the Wireless Summary or to access Setup

options and the Network Menu. This button is only available on the HP Deskjet Ink Advantage 4625 e-All-in-One series.

8 Cancel button: Stops a job, exits a menu, or exits settings.

9 Back button: Returns to the previous menu.

Use the printer control panel 13

Chapter 1

Change printer settings

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

TIP: If the printer is connected to a computer, you can also change the printer settings using HP software tools available on your computer. For more information about these tools, see

This section contains the following topics:

Select a mode

• Change the mode settings

•

Change the printer settings

Select a mode

The Home screen of the control panel display shows the available modes for the printer, such as Copy, Fax, and Scan.

To select a mode, press the button to the right of the mode that you want to use. Follow the prompts on the control panel display to complete the job. The control panel display returns to the Home screen when the job is finished.

Printer management tools.

To change modes, press the the Home screen, and then press the button to the right of the mode that you want to use.

Change the mode settings

After selecting a mode, press the settings, and then select the setting you want to change.

2. Follow the prompts on the display to change the settings.

NOTE: Press the (Back) button to return to the previous menu.

Change the printer settings

To change the printer settings or print reports, use the options available in the Setup menu:

From the Home screen, press the

2. Using the buttons on the right side of the display, scroll through and select the desired settings or options.

NOTE: Press the (Back) button to return to the previous menu.

HP Digital Solutions

The printer includes a collection of digital solutions that can help you simplify and streamline your work.

(Home) button on the printer control panel to return to

(Setup) button to scroll through the available

(Setup) button.

14 Get started

This section contains the following topics:

•

Scan to Computer HP Digital Fax (Fax to PC and Fax to Mac)

•

Scan to Computer

You can simply walk up to the printer, press a button on the control panel, and scan documents directly to a computer. You can then attach the scanned documents to your email and share them with your business partners.

For more information, see

Scan.

HP Digital Fax (Fax to PC and Fax to Mac)

Never lose important faxes misplaced within a stack of paper pages again!

Use Fax to PC and Fax to Mac to automatically receive faxes and save faxes directly to your computer. With Fax to PC and Fax to Mac, you can store digital copies of your faxes easily and eliminate the hassle of dealing with bulky paper files. In addition, you can turn off fax printing altogether, saving money on paper and ink, and reducing paper consumption and waste.

For more information, see

Receive faxes to your computer using HP Digital Fax (Fax to

PC and Fax to Mac).

Select print media

The printer is designed to work well with most types of office media. It is best to test a variety of print media types before buying large quantities. Use HP media for optimum print quality. Visit the HP web site at HP media.

www.hp.com for more information about

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

This section contains the following topics:

Recommended papers for printing and copying

•

Recommended papers for photo printing

For the best print quality, HP recommends using HP papers that are specifically designed for the type of project you are printing.

Depending on your country/region, some of these papers might not be available.

HP Premium Plus Photo Paper

HP Advanced Photo Paper

HP Everyday Photo Paper

HP Photo Value Packs HP Photo Value Packs conveniently package original HP ink

Print colorful, everyday snapshots at a low cost, using paper designed for casual photo printing. This affordable, photo paper dries quickly for easy handling. Get sharp, crisp images when you use this paper with any inkjet printer. Available in semi-gloss finish in 8.5 x 11 inch, A4, 4 x 6 inch, and 10 x 15 cm. It is acid-free for longer lasting documents.

cartridges and HP Advanced Photo Paper to save you time and take the guesswork out of printing affordable, lab-quality photos with your HP printer. Original HP inks and HP Advanced Photo Paper have been designed to work together so your photos are long lasting and vivid, print after print. Great for printing out an entire vacation’s worth of photos or multiple prints to share.

To order HP papers and other supplies, go to www.hp.com. Go to Shop for Products

& Services and select Ink, toner & paper.

NOTE: At this time, some portions of the HP web site are available in English

only.

Tips for selecting and using media

For the best results, observe the following guidelines.

• Always use media that conforms to the printer specifications. For more information, Media specifications.

see

• Load only one type of media at a time into a tray or ADF.

• When loading the trays and ADF, make sure the media is loaded correctly. For

more information, see feeder (ADF).

Load media or Load an original in the automatic document

Select print media 17

Chapter 1

• Do not overload the tray or ADF. For more information, see Load media or Load an original in the automatic document feeder (ADF).

• To prevent jams, poor print quality, and other printing problems, avoid loading the following media in the trays or ADF:

◦ Multipart forms ◦ Media that is damaged, curled, or wrinkled ◦ Media with cutouts or perforations ◦ Media that is heavily textured, embossed, or does not accept ink well ◦ Media that is too lightweight or stretches easily ◦ Media that contains staples or clips

NOTE: To scan, copy, or fax documents that contain pages that do not conform to these guidelines, use the scanner glass. For more information, see Load an original on the scanner glass.

Load an original on the scanner glass

You can copy, scan, or fax originals by loading them on the scanner glass.

NOTE: Many of the special features do not work correctly if the glass and lid backing are not clean. For more information, see

NOTE: Remove all originals from the document feeder tray before lifting the lid on the printer.

Maintain the printer.

To load an original on the scanner glass

Use these steps to load an original on the scanner glass.

1. Lift the scanner lid.

2. Load your original print-side down.

18 Get started

TIP: For more help on loading an original, refer to the engraved guides along the edge of the glass.

3. Close the lid.

Load an original in the automatic document feeder (ADF)

You can copy, scan, or fax a document by placing it in the ADF.

CAUTION: Do not load photos in the ADF; this might damage your photos. Use only media that is supported by the printer. For more information, see selecting and using media.

NOTE: Only single-sided documents can be scanned, copied, or faxed using the ADF. The ADF does not support double-sided documents.

NOTE: Some features, such as the Fit to Page copy feature, do not work when you load your originals in the ADF. You must load your originals on the glass.

To load an original in the ADF

Use these steps to load a document in the ADF.

1. Load your original print-side up into the ADF. a. If you are loading an original printed in portrait orientation, place the pages so

that the top edge of the document goes in first. If you are loading an original printed in landscape orientation, place the pages so that the left edge of the document goes in first.

Tips for

b. Slide the media into the ADF until you hear a tone or see a message on the

display indicating that the loaded pages were detected.

TIP: For more help on loading originals in the ADF, refer to the diagram engraved in the document feeder tray.

Load an original in the automatic document feeder (ADF) 19

Chapter 1

2. Slide the width guides inward until they stop at the left and right edges of the media.

Load media

This section provides instructions for loading media into the printer.

Load standard-size media

• Load envelopes

•

Load cards and photo paper

NOTE: Printing on custom-size media is not supported by this printer.

Load standard-size media

To load standard-size media

Use these instructions to load standard media.

1. Pull out the input tray as far as possible.

2. Slide the paper width guide out as far as possible.

20 Get started

3. Insert the media print-side down in the tray. Make sure the stack of media is inserted as far inside the printer as possible and

does not exceed the line marking in the tray.

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

4. Slide the media guides in the tray until they touch the edge of the stack of media.

5. Push in the input tray until it snaps into place.

6. Pull out the tray extender.

Load media 21

Chapter 1

Load envelopes

To load envelopes

Use these instructions to load an envelope.

1. Pull out the input tray as far as possible.

2. Slide out the paper width guides in the input tray as far as possible.

3. Insert the envelopes print-side down and load according to the graphic.

Make sure the stack of envelopes does not exceed the line marking in the tray.

4. Slide the media guides in the tray until they touch the edge of the stack of envelopes.

5. Push in the input tray until it snaps into place.

22 Get started

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

6. Pull out the tray extender.

Load cards and photo paper

To load cards and photo paper

Use these instructions to load photo paper.

1. Pull out the input tray as far as possible.

2. Slide out the paper width guide in the input tray as far as possible.

Load media 23

Chapter 1

3. Insert the media print-side down in the tray. Make sure the stack of media is inserted as far inside the printer as possible and

does not exceed the line marking in the tray. If the photo paper has a tab along one edge, make sure the tab is pointing towards the front of the printer.

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

4. Slide the media guides in the tray until they touch the edge of the stack of media.

5. Push in the input tray until it snaps into place.

6. Pull out the tray extender.

24 Get started

Maintain the printer

This section provides instructions for keeping the printer in top working condition. Perform these maintenance procedures as necessary.

Clean the scanner glass and lid backing

• Clean the exterior

•

Clean the ADF

Clean the scanner glass and lid backing

Dust or dirt on the scanner glass, scanner lid backing, or scanner frame can slow down performance, degrade the quality of scans, and affect the accuracy of special features such as fitting copies to a certain page size.

To clean the scanner glass and lid backing

1. Turn off the printer.

For more information, see

2. Lift the scanner lid.

Turn off the printer.

Maintain the printer 25

Chapter 1

3. Clean the glass and lid backing by using a soft, lint-free cloth that has been sprayed with a mild glass cleaner.

1Lid backing

2 Scanner glass

CAUTION: Use only glass cleaner to clean the scanner glass. Avoid cleaners that contain abrasives, acetone, benzene, and carbon tetrachloride, all of which can damage the scanner glass. Avoid isopropyl alcohol because it can leave streaks on the glass.

CAUTION: Do not spray the glass cleaner directly on the glass. If too much glass cleaner is applied, the cleaner could leak under the glass and damage the scanner.

4. Dry the glass and lid backing with a dry, soft, lint-free cloth.

5. Close the scanner lid, and turn on the printer.

Clean the exterior

WARNING! Before cleaning the printer, turn the printer off by pressing the

(Power) button, and unplug the power cord from the electrical socket.

Use a soft, damp, lint-free cloth to wipe dust, smudges, and stains off of the case. Keep fluids away from the interior of the printer, as well as from the printer control panel.

26 Get started

Clean the ADF

If the ADF picks up multiple pages or if it does not pick up plain paper, you can clean the ADF.

To clean the ADF

1. Turn off the printer.

For more information, see

2. Remove all originals from the ADF.

3. Lift the ADF cover.

Turn off the printer.

4. Lightly dampen a clean lint-free cloth with distilled water, then squeeze any excess liquid from the cloth.

5. Use the damp cloth to wipe any residue off the rollers or separator pad.

NOTE: If the residue does not come off using distilled water, try using

isopropyl (rubbing) alcohol.

Maintain the printer 27

Chapter 1

1 ADF cover

2Rollers

3 Separator pad

6. Close the cover of the ADF.

7. Lift the scanner lid.

28 Get started

8. Wipe the ADF bar and glass strip.

1 ADF bar

2 Glass strip

9. Close the scanner lid, and turn on the printer.

Update the printer

HP is always working to improve the performance of its printers and bring you the latest features. If the printer is connected to a network and Web Services has been enabled, you can check for and install printer updates.

To update the printer, complete the following steps:

On the printer control panel, press the button, and then press the button to the right of Printer Update.

2. Press the button to the right of Check for Update Now, and then follow the instructions on the display.

To enable the printer to automatically check for updates:

On the printer control panel, press the

(Setup) button.

2. Using the buttons on the right, select Printer Update, select Auto Update: Off, and then select On.

(ePrint) button, press the (Setup)

(ePrint) button, and then press the

Turn off the printer

Turn the printer off by pressing the (Power) button located on the printer. Wait until the power light turns off before unplugging the power cord or turning off a power strip.

CAUTION: If you incorrectly turn the printer off, the print carriage might not return to the correct position, causing problems with the ink cartridges, and print quality issues.

Turn off the printer 29

2Print

Most print settings are automatically handled by the software application. Change the settings manually only when you want to change print quality, print on specific types of paper, or use special features. For more information about selecting the best print media for your documents, see

Choose a print job to continue:

Select print media.

Print documents

Print brochures

Print on envelopes

Print photos

Print borderless documents or photos

NOTE: Printing on custom-size media is not supported by this printer.

Print documents

Follow the instructions for your operating system.

Print documents (Windows)

•

Print documents (Mac OS X)

TIP: This printer includes HP ePrint, a free service from HP that allows you to print documents on your HP ePrint-enabled printer anytime, from any location, without any additional software or printer drivers. For more information, see ePrint.

Print documents (Windows)

1. Load paper in the tray. For more information, see Load media.

2. On the File menu in your software application, click Print.

3. Make sure the printer you want to use is selected.

30 Print

4. To change settings, click the button that opens the Properties dialog box. Depending on your software application, this button might be called Properties,

Options, Printer Setup, Printer, or Preferences.

5. Change the paper orientation on the Layout tab, and paper source, media type,

paper size, and quality settings on the Paper/Quality tab. To print in black and white, click the Advanced button, and then change the Print in Grayscale option.

NOTE: If you want to print a black and white document using black ink only, click the Advanced button. From the Print in Grayscale drop-down menu select Black Ink Only, then click the OK button.

6. Click OK.

7. Click Print or OK to begin printing.

Print documents (Mac OS X)

1. Load paper in the tray. For more information, see Load media.

2. Select a paper size: a.From the File menu in your software application, click Page Setup.

NOTE: If you do not see a Page Setup menu item, go to step 3.

b. Make sure the printer you want to use is selected in the Format For pop-up

menu.

c. Select the paper size from the Paper Size pop-up menu, and then click OK.

3. From the File menu in your software application, click Print.

4. Make sure the printer you want to use is selected.

5. Select the paper size from the Paper Size pop-up menu (if available).

6. Change the print settings for the option provided in the pop-up menus, as

appropriate for your project.

NOTE: If you do not see any options, click the disclosure triangle next to the Printer pop-up menu or click Show Details.

7. Click Print to begin printing.

Print brochures

Follow the instructions for your operating system.

Print brochures (Windows)

•

Print brochures (Mac OS X)

Print brochures 31

Chapter 2

Print brochures (Windows)

NOTE: To set print settings for all print jobs, make the changes in the HP software

provided with the printer. For more information on the HP software, see management tools.

1. Load paper in the tray. For more information, see Load media.

2. On the File menu in your software application, click Print.

3. Make sure the printer you want to use is selected.

4. To change settings, click the button that opens the Properties dialog box. Depending on your software application, this button might be called Properties,

Options, Printer Setup, Printer, or Preferences.

5. Change the paper orientation on the Layout tab, and paper source, media type,

paper size, and quality settings on the Paper/Quality tab. To print in black and white, click the Advanced button, and then change the Print in Grayscale option.

6. Click OK.

7. Click Print or OK to begin printing.

Print brochures (Mac OS X)

1. Load paper in the tray. For more information, see Load media.

2. Select a paper size: a.From the File menu in your software application, click Page Setup.

NOTE: If you do not see a Page Setup menu item, go to step 3.

Printer

b. Make sure the printer you want to use is selected in the Format For pop-up

menu.

c. Select the paper size from the Paper Size pop-up menu, and then click OK.

3. From the File menu in your software application, click Print.

4. Make sure the printer you want to use is selected.

5. Select the paper size from the Paper Size pop-up menu (if available).

6. Click Paper Type/Quality from the pop-up menu, and then select the following

settings:

• Paper Type: The appropriate brochure paper type

• Quality: Normal or Best

NOTE: If you do not see these options, click the disclosure triangle next to the Printer pop-up menu or click Show Details.

7. Select any other print settings that you want, and then click Print to begin printing.

Print on envelopes

Avoid envelopes with the following characteristics:

• Very slick finish

• Self-stick adhesives, clasps, or windows

32 Print

• Thick, irregular, or curled edges

• Areas that are wrinkled, torn, or otherwise damaged

Make sure the folds of envelopes you load in the printer are sharply creased.

NOTE: For more information about printing on envelopes, see the documentation available with the software program you are using.

Follow the instructions for your operating system.

Print on envelopes (Windows)

•

Print on envelopes (Mac OS X)

Print on envelopes (Windows)

1. Load envelopes print-side down in the tray. For more information, see Load media.

2. On the File menu in your software application, click Print.

3. Make sure the printer you want to use is selected.

4. To change settings, click the button that opens the Properties dialog box. Depending on your software application, this button might be called Properties,

Options, Printer Setup, Printer, or Preferences.

5. On the Layout tab, change the orientation to Landscape.

6. Click Paper/Quality, and then select the appropriate envelope type from the Paper Size drop-down list.

TIP: You can change more options for the print job by using the features

available on the other tabs in the dialog box.

7. Click OK, and then click Print or OK to begin printing.

Print on envelopes (Mac OS X)

1. Load envelopes in the tray. For more information, see Load media.

2. Select a paper size: a.From the File menu in your software application, click Page Setup.

NOTE: If you do not see a Page Setup menu item, go to step 3.

b. Make sure the printer you want to use is selected in the Format For pop-up

menu.

c. Select the appropriate envelope size from the Paper Size pop-up menu, and

then click OK.

3. From the File menu in your software application, click Print.

4. Make sure the printer you want to use is selected.

5. Select the appropriate envelope size in the Paper Size pop-up menu (if available).

6. Select the Orientation option.

NOTE: If you do not see these options, click the disclosure triangle next to the Printer pop-up menu or click Show Details.

7. Select any other print settings that you want, and then click Print to begin printing.

Print on envelopes 33

Chapter 2

Print photos

Do not leave unused photo paper in the input tray. The paper might start to curl, which could impair the quality of your printout. Photo paper should be flat before printing.

Follow the instructions for your operating system.

Print photos on photo paper (Windows)

• Print photos on photo paper (Mac OS X)

•

Print photos on photo paper (Windows)

1. Load paper in the tray. For more information, see Load media.

2. On the File menu in your software application, click Print.

3. Make sure the printer you want to use is selected.

4. To change settings, click the option that opens the printer Properties dialog box. Depending on your software application, this option might be called Properties,

Options, Printer Setup, Printer, or Preferences.

5. On the Paper/Quality tab, select the appropriate photo paper type from the Media

drop-down menu.

6. Click Advanced, and then select Best or Maximum DPI from the Output Quality drop-down menu.

7. To print the photo in black and white, click the Grayscale drop-down menu, and then select the following option:

High-Quality Grayscale: uses all the available colors to print your photo in grayscale. This creates smooth and natural shades of gray.

8. Click OK, and then click Print or OK to begin printing.

Print photos on photo paper (Mac OS X)

1. Load paper in the tray. For more information, see Load media.

2. Select a paper size: a.From the File menu in your software application, click Page Setup.

NOTE: If you do not see a Page Setup menu item, go to step 3.

b. Make sure the printer you want to use is selected in the Format For pop-up

menu.

c. Select the paper size from the Paper Size pop-up menu, and then click OK.

3. From the File menu in your software application, click Print.

4. Make sure the printer you want to use is selected.

5. Select the appropriate paper size from the Paper Size pop-up menu (if available).

34 Print

6. Click Paper Type/Quality from the pop-up menu, and then select the following settings:

• Paper Type: The appropriate photo paper type

• Quality: Best or Maximum dpi

NOTE: If you do not see these options, click the disclosure triangle next to the Printer pop-up menu or click Show Details.

7. If necessary, change the photo and color options: a. Click the disclosure triangle beside Color Options and select the appropriate

Photo Fix options:

• Off: Applies no automatic adjustments to the image.

• On: Automatically focuses the image; moderately adjusts image sharpness.

b. To print the photo in black and white, click Grayscale from the Color pop-up

menu, and then select the following option: High Quality: Uses all the available colors to print your photo in grayscale.

This creates smooth and natural shades of gray.

8. Select any other print settings that you want, and then click Print to begin printing.

Print borderless documents or photos

Borderless printing lets you print to the edges of certain photo media types and a range of standard media sizes.

NOTE: Before printing a borderless document, open the file in a software application and assign the image size. Make sure the size corresponds to the media size on which you are printing the image.

NOTE: Not all applications support borderless printing.

Follow the instructions for your operating system.

Print borderless documents or photos (Windows)

• Print borderless documents or photos (Mac OS X)

•

Print borderless documents or photos (Windows)

1. Load paper in the tray. For more information, see Load media.

2. On the File menu in your software application, click Print.

3. Make sure the printer you want to use is selected.

4. To change settings, click the button that opens the Properties dialog box. Depending on your software application, this button might be called Properties, Options, Printer Setup, Printer, or Preferences.

5. Click the Paper/Quality tab, and then click the Advanced button.

6. In the Borderless Printing option, click Print Borderless, and then click the OK

button.

7. In the Media drop-down list, select the appropriate paper type.

8. Click OK, and then click Print or OK to begin printing.

Print borderless documents or photos 35

Chapter 2

Print borderless documents or photos (Mac OS X)

1. Load paper in the tray. For more information, see Load media.

2. Select a borderless paper size: a.From the File menu in your software application, click Page Setup.

NOTE: If you do not see a Page Setup menu item, go to step 3.

b. Make sure the printer you want to use is selected in the Format For pop-up

menu.

c. Select an available borderless paper size from the Paper Size pop-up menu,

and then click OK.

3. From the File menu in your software application, click Print.

4. Make sure the printer you want to use is selected.

5. Select the paper size from the Paper Size pop-up menu (if available).

6. Click Paper Type/Quality from the pop-up menu, and then select the following

settings:

• Paper Type: The appropriate paper type

• Quality: Best or Maximum dpi

NOTE: If you do not see these options, click the disclosure triangle next to the Printer pop-up menu or click Show Details.

7. Make sure the Print Borderless check box is selected.

8. If necessary, click the disclosure triangle beside Color Options and select the

appropriate Photo Fix options:

• Off: Applies no automatic adjustments to the image.

• On: Automatically focuses the image; moderately adjusts image sharpness.

9. Select any other print settings that you want, and then click Print to begin printing.

36 Print

3 Scan

You can use the printer’s control panel to scan documents, photos, and other originals and send them to a variety of destinations, such as a folder on a computer. You can also scan these originals from your computer using either the HP software provided with the printer or TWAIN-compliant or WIA-compliant programs.

When scanning documents, you can use the HP software to scan documents into a format that you can search, copy, paste, and edit.

NOTE: The HP scanning software does not support TWAIN and WIA scanning on computers running Mac OS X.

NOTE: Some scan functions are only available after you install the HP software.

If you have problems scanning documents, see Solve scan problems.

This section contains the following topics:

•

Scan an original Scan using Webscan (HP Deskjet Ink Advantage 4625 e-All-in-One series)

•

Scanning documents as editable text

Scan an original

This section contains the following topics:

NOTE: Your printer and computer must be connected and turned on.

NOTE: If you are scanning an original from the printer control panel or from your

computer using the HP printer software, the HP software provided with the printer must be installed on your computer prior to scanning. In addition, on Windows computers, the HP software must be running prior to scanning.

NOTE: If you are scanning a borderless original, load the original on the scanner glass, not the ADF.

• Scan to a computer

Scan to a computer

To scan an original to a computer from the printer control panel

1. Load your original print-side down in the right-front corner of the glass or in the

ADF. For more information, see original in the automatic document feeder (ADF).

2. Press the button to the right of Scan, and then select the computer to which you want to scan.

3. Make changes to scan options, if needed.

4. Press the button to the right of Start Scan.

Load an original on the scanner glass or Load an

Scan 37

Chapter 3

To scan an original from HP printer software

1. Load your original print-side down in the right-front corner of the glass or in the

ADF. For more information, see original in the automatic document feeder (ADF).

2. On the computer, open the HP scanning software:

• Windows: From the computer desktop, click Start, select Programs or All Programs, select the folder for your HP printer, and then select HP Scan.

• Mac OS X: Double-click the HP Scan 3 icon. This icon is located in the Hewlett-Packard folder that is in the Applications folder at the top level of the hard disk.

3. Select a scan shortcut. Make changes to the scan settings, if needed.

4. To start the scan, click Scan.

NOTE: Use the HP software to scan documents into editable text, a format that

allows you to search, copy, paste, and edit within the scanned document. Use this format to edit letters, newspaper clippings, and many other documents. For more information, see

Scanning documents as editable text.

Load an original on the scanner glass or Load an

Scan using Webscan (HP Deskjet Ink Advantage 4625 eAll-in-One series)

Webscan is a feature of the embedded web server that lets you scan photos and documents from your printer to your computer using a web browser. This feature is available even if you did not install the printer software on your computer.

38 Scan

NOTE: If you are unable to open Webscan in the EWS, your network administrator might have turned it off. For more information, contact your network administrator or the person who set up your network.

For more information, see Embedded web server (HP Deskjet Ink Advantage 4625 eAll-in-One series).

To scan using Webscan

1. Load your original print-side down in the right-front corner of the glass or in the

ADF. For more information, see original in the automatic document feeder (ADF).

2. Open the embedded web server. For more information, see (HP Deskjet Ink Advantage 4625 e-All-in-One series).

3. Click the Scan tab, click Webscan in the left pane, change any settings, and then click Start Scan.

TIP: To scan documents as editable text, you must install the HP software included with the printer. For more information, see editable text.

Load an original on the scanner glass or Load an

Embedded web server

Scanning documents as

Scanning documents as editable text

When scanning documents, you can use the HP software to scan documents into a format that you can search, copy, paste, and edit. This allows you to edit letters, newspaper clippings, and many other documents.

This section contains the following topics:

To scan documents as editable text

•

Guidelines for scanning documents as editable text

To scan documents as editable text

Use the following guidelines for scanning documents as editable text.

Follow the instructions for your operating system.

Windows

1. Load your original print-side down in the right-front corner of the glass or in the

ADF. For more information, see original in the automatic document feeder (ADF).

2. From the computer desktop, click Start, select Programs or All Programs, select the folder for your HP printer, and then select HP Scan.

3. Select the type of editable text you want to use in the scan:

I want to... Follow these steps

Extract just the text, without any of the formatting of the original

Extract the text, as well as some of the formatting of the original

Load an original on the scanner glass or Load an

Select the Save as Editable Text (OCR) shortcut from the list, and then select Text (.txt) from the File Type drop-down menu.

Select the Save as Editable Text (OCR) shortcut from the list, and then select Rich Text (.rtf) from the File Type drop-down menu.

Select the Save as PDF shortcut from the list, and then select Searchable PDF (.pdf) from the File Type drop-down menu.

4. To start the scan, click Scan, and then follow the onscreen instructions.

Mac OS X

1. Load your original print-side down in the right-front corner of the glass or in the

ADF. For more information, see

Load an original on the scanner glass or Load an

original in the automatic document feeder (ADF).

2. Double-click the HP Scan 3 icon. This icon is located in the Hewlett-Packard folder in the Applications folder at the top level of the hard disk.

3. From the HP Scan menu, click Preferences.

4. Select the Documents preset from the Presets pop-up menu.

5. To start the scan, click Scan.

Scanning documents as editable text 39

Chapter 3

6. After the scan is complete, click the Save button in the HP Scan toolbar

7. Select the type of editable text you want to use in the scan:

I want to... Follow these steps

Extract just the text, without any of the formatting of the original

Extract the text, as well as some of the formatting of the original

Select TXT from the Format pop-up menu.

Select RTF or PDF-Searchable from the

Format pop-up menu.

8. Click Save.

Guidelines for scanning documents as editable text

To ensure that the software can convert your documents successfully, do the following:

• Make sure the scanner glass or ADF window is clean. When the printer scans the document, smudges or dust on the scanner glass or

ADF window can be scanned, as well, and can prevent the software from converting the document to editable text. For more information about cleaning the scanner glass or ADF, see scanner glass and lid backing or Clean the ADF.

• Make sure the document is loaded correctly. When scanning documents as editable text from the ADF, the original must be

loaded into the ADF with the top forward and face up. When scanning from the scanner glass, the original must be loaded with the top facing the right edge of the scanner glass. Also, make sure the document is not skewed. For more information, see original on the scanner glass or Load an original in the automatic document feeder (ADF).

• Make sure the text on the document is clear. To successfully convert the document to editable text, the original must be clear

and of high quality. The following conditions can cause the software to not convert the document successfully:

◦ The text on the original is faint or wrinkled. ◦ The text is too small. ◦ The structure of the document is too complex. ◦ The text is tightly spaced. For example, if the text that the software converts

has missing or combined characters, "rn" might appear as "m."

◦ The text is on a colored background. Colored backgrounds can cause images

in the foreground to blend too much.

Clean the

Load an

40 Scan

• Choose the correct profile. Be sure to select a shortcut or preset that allows scanning as editable text. These

options use scan settings designed to maximize the quality of your OCR scan. In Windows, use the Editable Text (OCR) or Save as PDF shortcuts. In Mac OS X, use the Documents preset.

• Save your file in the correct format. If you want to extract just the text from the document, without any of the formatting of the original, select a plain text format (such as Text (.txt) or TXT). If you want to

extract the text, as well as some of the formatting of the original, select Rich Text Format (such as Rich Text (.rtf) or RTF) or searchable PDF format (Searchable PDF (.pdf) or PDF-Searchable).

Scanning documents as editable text 41

4Copy

You can produce high-quality color and grayscale copies on a variety of paper types and sizes.

NOTE: If you are copying a document when a fax arrives, the fax is stored in the printer's memory until the copying finishes. As a result, the number of fax pages that can be stored in memory might be reduced.

This section contains the following topics:

Copy documents

•

Change copy settings

Copy documents

You can make quality copies from the printer control panel.

To copy documents

1. Make sure you have paper loaded in the main tray. For more information, see

media.

2. Place your original face down on the scanner glass or face up in the ADF. For more information, see automatic document feeder (ADF).

NOTE: If you are copying a photo, place the photo on the scanner glass face down, as shown on the icon on the edge of the scanner glass.

Load

Load an original on the scanner glass or Load an original in the

3. From the Home screen on the printer control panel, press the button to the right of Copy.

4. Change any additional settings. For more information, see

5. To start the copy job, press the button to the right of Black Copy or Color Copy.

NOTE: If you have a color original, selecting Black Copy produces a black-

and-white copy of the color original, while selecting Color Copy produces a fullcolor copy of the color original.

Change copy settings

You can customize copy jobs using the various settings available from the printer's control panel, including the following:

• Number of copies

• Copy paper size

• Copy paper type

• Copy speed or quality

• Lighter/Darker settings

• Resizing originals to fit on different paper sizes

42 Copy

Change copy settings.

You can use these settings for single copy jobs, or you can save settings to be used as defaults for future jobs.

To change copy settings for a single job

1. From the Home screen on the printer control panel, press the button to the right of Copy.

Press the

(Setup) button, and then, using the buttons on the right, scroll to and

select the copy function settings you want to change.

Press the

(Back) button, and then press the button to the right of Black Copy

or Color Copy.

To save the current settings as defaults for future jobs

1. From the Home screen on the printer control panel, press the button to the right of Copy.

Press the

(Setup) button, and then, using the buttons on the right, scroll to and

select the copy function settings you want to change.

3. Using the buttons on the right, scroll to and select Set As New Defaults, and then press the button beside Yes.

Change copy settings 43

5Fax

You can use the printer to send and receive faxes, including color faxes. You can schedule faxes to be sent at a later time and set up speed-dials to send faxes quickly and easily to frequently used numbers. From the printer control panel, you can also set a number of fax options, such as resolution and the contrast between lightness and darkness on the faxes you send.

NOTE: Before you begin faxing, make sure you have set up the printer correctly for faxing. You might have already done this as part of the initial setup, by using either the control panel or the HP software provided with the printer. You can verify the fax is set up correctly by running the fax setup test from the control panel. For more information on the fax test, see

This section contains the following topics:

Send a fax

•

Receive a fax Set up speed-dial entries

•

Change fax settings Fax and digital phone services

•

Fax over Internet Protocol

•

Clear the fax log View the Call History

•

Use reports

Test fax setup.

Send a fax

You can send a fax in a variety of ways. Using the printer control panel, you can send a black-and-white or color fax. You can also send a fax manually from an attached phone. This allows you to speak with the recipient before sending the fax.

This section contains the following topics:

Send a fax using the printer control panel

•

Send a fax from the computer Send a fax manually from a phone

•

Send a fax using the printer control panel

This section contains the following topics:

•

Send a fax

•

Send a fax using monitor dialing

•

Send a fax from memory

•

Schedule a fax to send later Send a fax to multiple recipients

•

44 Fax

Send a fax

You can easily send a single- or multiple-page black-and-white or color fax by using the printer control panel.

NOTE: If you need printed confirmation that your faxes were successfully sent, enable fax confirmation before sending any faxes. For more information, see

fax confirmation reports.

TIP: You can also send a fax manually from a phone or by using monitor dialing. These features allow you to control the pace of your dialing. They are also useful when you want to use a calling card to charge the call and you have to respond to tone prompts while dialing.

To send a fax from the printer control panel

1. Load your original print-side down in the right-front corner of the glass or in the

ADF. For more information, see

Load an original on the scanner glass or Load an original

in the automatic document feeder (ADF).

2. From the Home screen, press the button to the right of Fax.

3. Enter the fax number by using the keypad.

TIP: To add a pause in the fax number you are entering, press * repeatedly, until a dash (-) appears on the display.

4. Press the button to the right of Start Fax, and then press the button to the right of Black or Color.

TIP: If the recipient reports issues with the quality of the fax you sent, you can

try changing the resolution or contrast of your fax.

Send a fax using monitor dialing

Monitor dialing allows you to hear dial tones, telephone prompts, or other sounds through the speakers on the printer. This enables you to respond to prompts while dialing, as well as control the pace of your dialing.

TIP: If you are using a calling card and do not enter your PIN fast enough, the printer might start sending fax tones too soon and cause your PIN not to be recognized by the calling card service. If this is the case, you can create a speed dial entry to store the PIN for your calling card. For more information, see

Set up

speed-dial entries.

NOTE: Make sure the volume is turned on to hear a dial tone.

Send a fax 45

Chapter 5

To send a fax using monitor dialing from the printer control panel

1. Load your originals.

For additional information, see

Load an original on the scanner glass or Load an

original in the automatic document feeder (ADF).

2. From the Home screen, using the buttons on the right, select Fax, select Start Fax, and then select Black or Color.

• If the printer detects an original loaded in the ADF, you hear a dial tone.

• If you load your original on the scanner glass, select Fax from Glass.

3. When you hear the dial tone, enter the number by using the keypad on the printer control panel.

4. Follow any prompts that might occur.

TIP: If you are using a calling card to send a fax and you have your calling

card PIN stored as a speed dial, when prompted to enter your PIN, press the button to the right of Quick Contacts to select the speed dial entry where you have your PIN stored.

Your fax is sent when the receiving fax machine answers.

Send a fax from memory

You can scan a black-and-white fax into memory and then send the fax from memory. This feature is useful if the fax number you are trying to reach is busy or temporarily unavailable. The printer scans the originals into memory and sends them once it is able to connect to the receiving fax machine. After the printer scans the pages into memory, you can immediately remove the originals from the document feeder tray or scanner glass.

46 Fax

NOTE: You can only send a black-and-white fax from memory.

To send a fax from memory

1. Load your originals.

For additional information, see

Load an original on the scanner glass or Load an

original in the automatic document feeder (ADF).

2. From the Home screen on the printer control panel, press the button to the right of Fax.

Press the

(Setup) button, and then, using the buttons on the right, scroll to and

select Scan and Fax.

4. Scroll to and select Send Fax.

5. Enter the fax number by using the keypad, or press the button to the right of Quick Contacts to select a number from the phone book or a previously dialed or

received number.

6. Press the button to the right of Start Fax Black. The printer scans the originals into memory and sends the fax when the receiving fax machine is available.

Schedule a fax to send later

You can schedule a black-and-white fax to be sent within the next 24 hours. This enables you to send a black-and-white fax late in the evening, when phone lines are

not as busy or phone rates are lower, for example. The printer automatically sends your fax at the specified time.

You can only schedule one fax to be sent at a time. You can continue to send faxes normally, however, while a fax is scheduled.

NOTE: You can only send scheduled faxes in black-and-white.

NOTE: You need to set date and time for the printer before you can use this

feature.

To schedule a fax from the printer control panel

1. Load your originals.

For additional information, see

Load an original on the scanner glass or Load an

original in the automatic document feeder (ADF).

2. From the Home screen, press the button to the right of Fax.

Press the

(Setup) button, and then, using the buttons on the right, scroll to and

select Send Fax Later.

4. Enter the send time by pressing the buttons to the right of the arrow keys, and then press then button to the right of OK.

5. Enter the fax number by using the keypad, or press the button to the right of Quick Contacts to select a number from the phone book or a previously dialed or

received number.

6. Press the button to the right of Start Fax Black. The printer scans all pages and the scheduled time appears on the display. The fax

is sent at the scheduled time.

To cancel a scheduled fax

1. Press the Send Fax Later message on the display.

– OR – From the Home screen on the printer control panel, press the button to the right of Fax. Press the

(Setup) button, and then, using the buttons on the right, scroll to

and select Send Fax Later.

2. Scroll to and select Cancel Scheduled Fax.

Send a fax 47

Chapter 5

Send a fax to multiple recipients

You can send a fax to multiple recipients at once by grouping individual speed dial entries into group speed dial entries. For more information, see

Set up speed-dial

entries.

To send a fax to multiple recipients using group speed dial

1. Load your originals.

For additional information, see

Load an original on the scanner glass or Load an

original in the automatic document feeder (ADF).

2. From the Home screen on the printer control panel, press the button to the right of Fax, press the button to the right of Quick Contacts, scroll to and select Phone Book, and then select the recipient group.

3. Press the button to the right of Start Fax, and then press the button to the right of Black.

The printer sends the document to each number in the group speed dial entry.

NOTE: You can only use group speed dial entries to send faxes in black and white, because of memory limitations. The printer scans the fax into memory then dials the first number. When a connection is made, it sends the fax and dials the next number. If a number is busy or not answering, the printer follows the settings for Busy Redial and No Answer Redial. If a connection cannot be made, the next number is dialed and an error report is generated.

Send a fax from the computer

You can send a document on your computer as a fax, without printing a copy and faxing it from the printer.

NOTE: Faxes sent from your computer by this method use the printer’s fax connection, not your Internet connection or computer modem. Therefore, make sure the printer is connected to a working telephone line and that the fax function is set up and functioning correctly.

To use this feature, you must install the printer software using the installation program provided on the HP software CD provided with the printer.

Windows

1. Open the document on your computer that you want to fax.

2. On the File menu in your software application, click Print.

3. From the Name list, select the printer that has “fax” in the name.

4. To change settings (such as selecting to send the document as a black fax or

a color fax), click the button that opens the Properties dialog box. Depending on your software application, this button might be called Properties, Options, Printer

Setup, Printer, or Preferences.

5. After you have changed any settings, click OK.

6. Click Print or OK.

7. Enter the fax number and other information for the recipient, change any further

settings for the fax, and then click Send Fax. The printer begins dialing the fax number and faxing the document.

48 Fax

Mac OS X

1. Open the document on your computer that you want to fax.

2. From the File menu in your software application, click Print.

3. Select the printer that has “(Fax)” in the name.

4. Select Fax Recipients from the pop-up menu below the Orientation setting.

NOTE: If you cannot find the pop-up menu, click the disclosure triangle next to the Printer selection or click Show Details.

5. Enter the fax number and other information in the boxes provided, and then click Add to Recipients.

6. Select the Fax Mode and any other fax options you want, and then click Send Fax Now to begin dialing the fax number and faxing the document.

Send a fax manually from a phone

Sending a fax manually allows you to make a phone call and talk with the recipient before you send the fax. This is useful if you want to inform the recipient that you are going to send them a fax before sending it.

Depending on how the recipient has their fax machine set up, the recipient might answer the phone, or the fax machine might take the call. If a person answers the phone, you can speak with the recipient before sending the fax. If a fax machine answers the call, you can send the fax directly to the fax machine when you hear the fax tones from the receiving fax machine.

To send a fax manually from an extension phone

1. Load your original print-side down in the right-front corner of the glass or in the

ADF. For more information, see

in the automatic document feeder (ADF).

2. From the Home screen on the printer control panel, press the button to the right of Fax.

3. Dial the number by using the keypad on the phone that is connected to the printer.

Load an original on the scanner glass or Load an original

NOTE: Do not use the keypad on the control panel of the printer when manually sending a fax. You must use the keypad on your phone to dial the recipient's number.

4. If the recipient answers the telephone, you can engage in a conversation before sending your fax.

NOTE: If a fax machine answers the call, you will hear fax tones from the receiving fax machine. Proceed to the next step to send the fax.

5. When you are ready to send the fax, press the button to the right of OK, and then press the button to the right of Black or Color. If you were speaking with the recipient before sending the fax, inform the recipient that they should press Start on their fax machine after they hear fax tones. The telephone line is silent while the fax is transmitting. At this point, you can hang up the telephone. If you want to continue speaking with the recipient, remain on the line until the fax transmission is complete.

Send a fax 49

Chapter 5

Receive a fax

You can receive faxes automatically or manually. If you turn off the Auto Answer option, you must receive faxes manually. If you turn on the Auto Answer option (the default setting), the printer automatically answers incoming calls and receives faxes after the number of rings that are specified by the Rings to Answer setting. (The default Rings to Answer setting is five rings.) For more information, see settings.

If you receive a Legal-size or larger fax and the printer is not currently set to use Legalsize paper, the printer reduces the fax so that it fits on the paper that is loaded. If you have disabled the Automatic Reduction feature, the printer prints the fax on two pages.

NOTE: If you are copying a document when a fax arrives, the fax is stored in the printer memory until the copying finishes. As a result, the number of fax pages that can be stored in memory might be reduced.

• Receive a fax manually

•

Set up backup fax

•

Reprint received faxes from memory Poll to receive a fax

•

Forward faxes to another number

•

Set the paper size for received faxes Set automatic reduction for incoming faxes

•

Block unwanted fax numbers

•

Receive faxes to your computer using HP Digital Fax (Fax to PC and Fax to Mac)

Change fax

Receive a fax manually

When you are on the phone, the person you are speaking with can send you a fax while you are still connected. This is referred to as manual faxing. Use the instructions in this section to receive a manual fax.

You can receive faxes manually from a phone that is:

• Directly connected to the printer (on the 2-EXT port)

• On the same phone line, but not directly connected to the printer

To receive a fax manually

1. Make sure the printer is turned on and you have paper loaded in the main tray.

2. Remove any originals from the document feeder tray.

3. Set the Rings to Answer setting to a high number to allow you to answer the

incoming call before the printer answers. Or, turn off the Auto Answer setting so that the printer does not automatically answer incoming calls.

50 Fax

4. If you are currently on the phone with the sender, instruct the sender to press Start on their fax machine.

5. When you hear fax tones from a sending fax machine, do the following: a. From the Home screen on the printer control panel, press the button to the right

of Fax, press the button to the right of OK, and then press the button to the right of Receive Fax Manually.

b. After the printer begins to receive the fax, you can hang up the phone or remain

on the line. The phone line is silent during fax transmission.

Set up backup fax

Depending on your preference and security requirements, you can set up the printer to store the faxes it receives.

NOTE: If backup fax is enabled and you turn the printer off, all faxes stored in memory are deleted, including any unprinted faxes that you might have received while the printer was in an error condition. You must contact the senders to ask them to resend any unprinted faxes. For a list of the faxes you have received, print the Fax Log. The Fax Log is not deleted when the printer is turned off.

To set backup fax from the printer control panel

From the Home screen, press the

2. Using the buttons on the right, scroll to and select Fax Setup, select Advanced Setup, and then select Backup Fax Reception.

3. Scroll to and select the required setting, and then press the button to the right of OK.

(Setup) button.

On The default setting. When Backup fax is On, the printer stores all

On Error Only Causes the printer to store faxes in memory only if an error condition

Off Faxes are never stored in memory. For example, you might want to

received faxes in memory. This enables you to reprint up to 30 of the most recently printed faxes if they are still saved in memory.

NOTE: When printer memory is low, it overwrites the oldest, printed faxes as it receives new faxes. If the memory becomes full of unprinted faxes, the printer stops answering incoming fax calls.

NOTE: If you receive a fax that is too large, such as a very detailed color photo, it might not be stored in memory due to memory limitations.

exists that prevents the printer from printing the faxes (for example, if the printer runs out of paper). The printer continues to store incoming faxes as long as there is memory available. (If the memory becomes full, the printer stops answering incoming fax calls.) When the error condition is resolved, the faxes stored in memory print automatically, and then they are deleted from memory.

turn off Backup fax for security purposes. If an error condition occurs that prevents the printer from printing (for example, the printer runs out of paper), the printer stops answering incoming fax calls.

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Chapter 5

Reprint received faxes from memory

When Backup Fax Reception mode is set to On, the received faxes are stored in memory, whether the printer has an error condition or not.

NOTE: After the memory becomes full, the oldest, printed faxes are overwritten as new faxes are received. If all the stored faxes are unprinted, the printer does not receive any fax calls until you print or delete the faxes from memory. You might also want to delete the faxes in memory for security or privacy purposes.

Depending on the sizes of the faxes in memory, you can reprint up to eight of the most recently printed faxes, if they are still in memory. For example, you might need to reprint your faxes if you lost the copy of your last printout.

To reprint faxes in memory from the printer control panel

1. Make sure you have paper loaded in the main tray. For more information, see

media.

From the Home screen, press the

3. Using the buttons on the right, scroll to and select Fax Setup, select Fax Tools, and then select Reprint Faxes in Memory.

The faxes are printed in the reverse order from which they were received with the most recently received fax printed first, and so on.

4. If you want to stop reprinting the faxes in memory, press the

Load

(Setup) button.

(Cancel) button.

Poll to receive a fax

Polling allows the printer to ask another fax machine to send a fax that it has in its queue. When you use the Poll to Receive feature, the printer calls the designated fax machine and requests the fax from it. The designated fax machine must be set for polling and have a fax ready to send.

NOTE: The printer does not support polling pass codes. Make sure the printer you are polling does not have a pass code set up (or has not changed the default pass code) or the printer cannot receive the fax.

To set up poll to receive a fax from the printer control panel

1. From the Home screen, press the button to the right of Fax.

Press the select Poll to Receive.

3. Enter the fax number of the other fax machine.

- Or Press the button to the right of Quick Contacts to select a number from the Phone

Book or Call History.

4. Press the button to the right of Start Fax Black.

(Setup) button, and then, using the buttons on the right, scroll to and

Forward faxes to another number

You can set up the printer to forward your faxes to another fax number. A received color fax is forwarded in black and white.

52 Fax

Send a test fax to make sure the fax machine is able to receive your forwarded faxes.

To forward faxes from the printer control panel

From the Home screen, press the

2. Using the buttons on the right, scroll to and select Fax Setup, select Advanced Setup, and then select Fax Forwarding.

3. Scroll to and select On-Print Forward to print and forward the fax, or select On Forward to forward the fax.

NOTE: If the printer is not able to forward the fax to the designated fax

machine (for example, if it is not turned on), the printer prints the fax. If you set up the printer to print error reports for received faxes, it also prints an error report.

4. At the prompt, enter the number of the fax machine intended to receive the forwarded faxes, and then press the button to the right of OK. Enter the required information for each of the following prompts: start date, start time, end date, and end time.

5. Fax forwarding is activated. Press the button to the right of OK to confirm. If the printer loses power when fax forwarding is set up, it saves the fax forwarding

setting and phone number. When the power is restored to the printer, the fax forwarding setting is still On.

NOTE: You can cancel fax forwarding by selecting Off from the Fax Forwarding menu.

(Setup) button.

Set the paper size for received faxes

You can select the paper size for received faxes. The paper size you select should match what is loaded in your main tray. Faxes can be printed on Letter, A4, or Legal paper only.

NOTE: If an incorrect paper size is loaded in the main tray when you receive a fax, the fax does not print and an error message appears on the display. Load Letter, A4, or Legal paper, and then press the button next to OK to print the fax.

To set the paper size for received faxes from the printer control panel

From the Home screen, press the

2. Using the buttons on the right, scroll to and select Fax Setup, select Basic Setup, and then select Fax Paper Size.

3. Scroll to and select the desired option, and then press the button to the right of OK.

Set automatic reduction for incoming faxes

The Automatic Reduction setting determines what the printer does if it receives a fax that is too large for the default paper size. This setting is turned on by default, so the image of the incoming fax is reduced to fit on one page, if possible. If this feature is turned off, information that does not fit on the first page is printed on a second page. Automatic Reduction is useful when you receive a Legal-size fax and Letter-size paper is loaded in the main tray.

(Setup) button.

Receive a fax 53

Chapter 5

To set automatic reduction from the printer control panel

From the Home screen, press the

2. Using the buttons on the right, scroll to and select Fax Setup, select Advanced Setup, and then select Automatic Reduction.

3. Scroll to and select On or Off, and then press the button to the right of OK.

Block unwanted fax numbers

If you subscribe to a caller ID service through your phone provider, you can block specific fax numbers so the printer does not print faxes received from those numbers. When an incoming fax call is received, the printer compares the number to the list of junk fax numbers to determine if the call should be blocked. If the number matches a number in the blocked fax numbers list, the fax is not printed. (The maximum number of fax numbers you can block varies by model.)

NOTE: This feature is not supported in all countries/regions.

NOTE: If no phone numbers are added in the Caller ID list, it is assumed that you

are not subscribed to a Caller ID service.

• Add numbers to the junk fax list

•

Remove numbers from the junk fax list

•

Print a Junk List

Add numbers to the junk fax list

You can block specific numbers by adding them to the junk fax list.

(Setup) button.

54 Fax

To add a number to the junk fax list

From the Home screen, press the

(Setup) button.

2. Using the buttons on the right, scroll to and select Fax Setup, select Basic Setup, and then select Junk Fax Setup.

3. A message appears stating that Caller ID is required to block junk faxes. Press the button to the right of OK to continue.

4. Scroll to and select Add to Junk List.

5. To select a fax number to block from the caller ID list, scroll to and select Select from Caller ID History.

- or To manually enter a fax number to block, scroll to and select Enter new number.

6. After entering a fax number to block, press the button to the right of OK.

NOTE: Make sure you enter the fax number as it appears on the control-panel

display, and not the fax number that appears on the fax header of the received fax, as these numbers can be different.

Remove numbers from the junk fax list

If you no longer want to block a fax number, you can remove a number from your junk fax list.

To remove numbers from the list of junk fax numbers

From the Home screen on the printer control panel, press the

(Setup) button.

2. Using the buttons on the right, scroll to and select Fax Setup, select Basic Setup, and then select Junk Fax Setup.

3. Scroll to and select Remove from Junk List.

4. Scroll to the number you want to remove, and then press the button to the right of OK.

Print a Junk List

Use the following procedure to print a list of blocked junk fax numbers.

To print a Junk List

From the Home screen on the printer control panel, press the

(Setup) button.

2. Using the buttons on the right, scroll to and select Fax Setup, select Basic Setup, and then select Junk Fax Setup.

3. Scroll to and select Print Reports, and then select Junk List.

Receive faxes to your computer using HP Digital Fax (Fax to PC and Fax to Mac)

If the printer is connected to your computer with a USB cable, you can use HP Digital Fax (Fax to PC and Fax to Mac) to automatically receive faxes and save faxes directly to your computer. With Fax to PC and Fax to Mac, you can store digital copies of your faxes easily and also eliminate the hassle of dealing with bulky paper files.

Received faxes are saved as TIFF (Tagged Image File Format). Once the fax is received, you get an onscreen notification with a link to the folder where the fax is saved.

The files are named in the following method: XXXX_YYYYYYYY_ZZZZZZ.tif, where X is the sender's information, Y is the date, and Z is the time that the fax was received.

NOTE: Fax to PC and Fax to Mac are available for receiving black-and-white faxes only. Color faxes are printed instead of being saved to the computer.

This section contains the following topics:

Fax to PC and Fax to Mac requirements

• Activate Fax to PC and Fax to Mac

•

Modify Fax to PC and Fax to Mac settings

Receive a fax 55

Chapter 5

Fax to PC and Fax to Mac requirements

• The administrator computer, the computer that activated the Fax to PC or Fax to Mac feature, must be on at all times. Only one computer can act as the Fax to PC or Fax to Mac administrator computer.

• The destination folder's computer or server must be on at all times. The destination computer must also be awake, faxes will not be saved if the computer is asleep or in hibernate mode.

• File sharing must be activated and you must have a Windows (SMB) shared folder with write access.

• Paper must be loaded in the input tray. For more information, see

Load media.

Activate Fax to PC and Fax to Mac

On a computer running Windows, you can use the Digital Fax Setup Wizard to activate Fax to PC. On a Macintosh computer, you can use HP Utility.

To set up Fax to PC (Windows)

1. From the computer desktop, click Start, select Programs or All Programs, select

the folder for your HP printer, and then select the option for your HP printer.

2. In the window that appears, select Print, Scan & Fax, and then select Digital Fax Setup Wizard under Fax.

3. Follow the on-screen instructions.

To set up Fax to Mac (Mac OS X)

1. Open HP Utility. For more information, see

HP Utility (Mac OS X).

2. Click the Applications icon on the HP Utility toolbar.

3. Double-click HP Setup Assistant, and then follow the on-screen instructions.

Modify Fax to PC and Fax to Mac settings

You can update the Fax to PC settings from your computer at any time from the Digital Fax Setup Wizard. You can update the Fax to Mac settings from HP Utility.

56 Fax

You can turn off Fax to PC or Fax to Mac and disable printing faxes from the printer's control panel.

To modify settings from the printer’s control panel

From the Home screen, press the

2. Using the buttons on the right, scroll to and select Fax Setup, select Basic Setup, and then select HP Digital Fax.

3. Scroll and select the setting that you want to change. You can change the following settings:

• View Settings: View the name of the computer that is set up to administer Fax

to PC or Fax to Mac.

• Disable Digital Fax: Turn off Fax to PC or Fax to Mac.

NOTE: Use the HP software on your computer to turn on Fax to PC or Fax to Mac.

• Fax Print: On/Off: Choose this option to print faxes as they are received. If you

turn off printing, color faxes will still print.

To modify settings from the HP software (Windows)

1. From the computer desktop, click Start, select Programs or All Programs, select

the folder for your HP printer, and then select the option for your HP printer.

2. In the window that appears, select Print, Scan & Fax, and then select Digital Fax Setup Wizard under Fax.

3. Follow the onscreen instructions.

(Setup) button.

To modify settings from HP Utility (Mac OS X)

1. Open HP Utility. For more information, see

2. Click the Applications icon on the HP Utility toolbar.

3. Double-click HP Setup Assistant, and then follow the on-screen instructions.

Turn off Fax to PC or Fax to Mac

From the Home screen on the printer control panel, press the

2. Using the buttons on the right, scroll to and select Fax Setup, select Basic Setup, and then select HP Digital Fax.

3. Scroll to and select Disable Digital Fax.

Set up speed-dial entries

You can set up frequently used fax numbers as speed-dial entries. This lets you dial those numbers quickly by using the printer’s control panel.

TIP: In addition to creating and managing speed-dial entries from the printer’s control panel, you can also use tools available on your computer, such as the HP software included with the printer and the printer’s embedded web server (EWS). For more information, see

HP Utility (Mac OS X).

(Setup) button.

Printer management tools.

Set up speed-dial entries 57

Chapter 5

This section contains the following topics:

•

Set up and change Quick Contact entries Set up and change Quick Contact group entries

•

Delete Quick Contact entries Print a list of speed-dial entries

•

Set up and change Quick Contact entries

You can store fax numbers as Quick Contact entries.

To set up Quick Contact entries

1. From the Home screen on the printer control panel, press the button to the right of Fax, and then press the button to the right of Quick Contacts.

2. Using the buttons on the right, select Phone Book, and then select Add Contact.

3. Type the fax number, and then press the button to the right of OK.

NOTE: Be sure to include any pauses or other required 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.

4. Type the name for the entry, and then press the button to the right of OK.

To change Quick Contact entries

1. From the Home screen on the printer control panel, press the button to the right of Fax, and then press the button to the right of Quick Contacts.

2. Using the buttons on the right, scroll to and select Phone Book Setup, select Add/ Edit Contact, and then select Individual Contacts.

3. Scroll to and select the entry you want to change, enter the new fax number (if necessary), and then press the button to the right of OK.

NOTE: Be sure to include any pauses or other required 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.

4. Type the new name for the entry (if necessary), and then press the button to the right of OK.

Set up and change Quick Contact group entries

You can store groups of fax numbers as Quick Contact group entries.

To set up Quick Contact group entries

NOTE: Before you can create a group speed-dial entry, you must have already

created at least one Quick Contact entry.

1. From the Home screen on the printer control panel, press the button to the right of Fax, and then press the button to the right of Quick Contacts.

2. Using the buttons on the right, scroll to and select Group Contacts, and then

select Add Group.

58 Fax

3. Scroll to and select the entries you want to include in the Quick Contact group, and then select Done.

4. Type the name for the group, and then press the button to the right of OK.

To change Quick Contact group entries

1. From the Home screen on the printer control panel, press the button to the right of Fax, and then press the button to the right of Quick Contacts.

2. Using the buttons on the right, scroll to and select Phone Book Setup, select Add/ Edit Contact, and then select Group Contacts.

3. Scroll to and select the group you want to change. To add or remove entries from

the group, scroll to and select the entries you want to include or those you want to remove, and then select Done.

4. Type the new name for the group (if necessary), and then press the button to the right of OK.

Delete Quick Contact entries

To delete Quick Contact entries or Quick Contact group entries, complete the following steps:

1. From the Home screen on the printer control panel, press the button to the right of Fax, and then press the button to the right of Quick Contacts.

2. Using the buttons on the right, scroll to and select Phone Book Setup, and then select Delete Contacts.

3. Scroll to and select the entries you want to delete, and then select Done.

4. Press the button to the right of Yes to confirm.

NOTE: Deleting a groupl entry does not delete the individual entries.

Print a list of speed-dial entries

To print a list of all of the speed-dial entries that have been set up, complete the following steps:

1. Load paper in the tray. For more information, see

From the Home screen, press the

3. Using the buttons on the right, scroll to and select Fax Setup, select Fax Reports, and then select Phone Book List.

Change fax settings

After completing the steps in the getting started guide that came with the printer, use the following steps to change the initial settings or to configure other options for faxing.

Configure the fax header

•

Set the answer mode (Auto answer)

•

Set the number of rings before answering Change the answer ring pattern for distinctive ring

•

Set the dial type

•

Set the redial options

Load media.

(Setup) button.

Change fax settings 59

Chapter 5

• Set the fax speed

•

Set the fax sound volume

•

Set the Error Correction Mode

Configure the fax header

The fax header prints your name and fax number on the top of every fax you send. HP recommends that you set up the fax header by using the HP software provided with the printer. You can also set up the fax header from the printer control panel, as described here.

NOTE: In some countries/regions, the fax header information is a legal requirement.

To set or change the fax header

From the Home screen, press the

2. Using the buttons on the right, scroll to and select Fax Setup, select Basic Setup, and then select Fax Header.

3. Enter your personal or company name, and then press the button to the right of OK.

4. Enter your fax number, and then press the button to the right of OK.

Set the answer mode (Auto answer)

The answer mode determines whether the printer answers incoming calls.

• Turn on the Auto Answer setting if you want the printer to answer faxes automatically. The printer answers all incoming calls and faxes.

• Turn off the Auto Answer setting if you want to receive faxes manually. You must be available to respond in person to the incoming fax call or else the printer does not receive faxes.

(Setup) button.

To set the answer mode

From the Home screen, press the

2. Using the buttons on the right, scroll to and select Fax Setup, and then select Auto Answer.

3. Scroll to and select On or Off.

Set the number of rings before answering

If you turn on the Auto Answer setting, you can specify how many rings occur before incoming calls are automatically answered.

The Rings to Answer setting is important if you have an answering machine on the same phone line as the printer. For example, set your answering machine to a low number of rings and the printer to answer in the maximum number of rings. The answering machine will answer the call and the printer will monitor the line. If the

60 Fax

(Setup) button.

printer detects fax tones, it receives the fax. If the call is a voice call, the answering machine records the incoming message.

To set the number of rings before answering

From the Home screen, press the

(Setup) button.

2. Using the buttons on the right, scroll to and select Fax Setup, select Basic Setup, and then select Rings to Answer.

3. Scroll to the desired number of rings, and then press the button to the right of OK.

Change the answer ring pattern for distinctive ring

Many phone companies offer a distinctive ring feature that allows you to have several phone numbers on one phone line. When you subscribe to this service, each number is assigned a different ring pattern.

HP recommends that you have your telephone company assign double or triple rings for your fax number. When the printer detects the specified ring pattern, it answers the call and receives the fax.

TIP: You can also use the Ring Pattern Detection feature in the printer’s control panel to set distinctive ring. With this feature, the printer recognizes and records the ring pattern of an incoming call and, based on this call, automatically determines the distinctive ring pattern assigned by your telephone company to fax calls.

If you do not have a distinctive ring service, use the default ring pattern, which is All

Rings.

NOTE: The printer cannot receive faxes when the main phone number is off the

hook.

To change the answer ring pattern for distinctive ring

1. Verify that the printer is set to answer fax calls automatically.

From the Home screen, press the

(Setup) button.

3. Using the buttons on the right, scroll to and select Fax Setup, and then select Advanced Setup.

4. Press the button to the right of Distinctive Ring.

A message appears stating that this setting should not be changed unless you have multiple numbers on the same telephone line.

Change fax settings 61

Chapter 5

5. Press the button to the right of OK, and then select Yes to continue.

6. Do one of the following:

• Scroll to and select the ring pattern assigned by your telephone company to fax

• Select Auto Detect, and then follow the instructions on the printer’s control

Set the dial type

Use this procedure to set tone-dialing or pulse-dialing mode. The factory-set default is Tone. Do not change the setting unless you know that your phone line cannot use tone dialing.

NOTE: The pulse-dialing option is not available in all countries/regions.

To set the dial type

From the Home screen, press the

2. Using the buttons on the right, scroll to and select Fax Setup, select Basic Setup, and then select Dial Type.

3. Scroll to and select Tone Dialing or Pulse Dialing.

calls.

- Or -

panel.

NOTE: If the Ring Pattern Detection feature cannot detect the ring pattern or if you cancel the feature before it finishes, the ring pattern is automatically set to the default, which is All Rings.

NOTE: If you are using either a PBX phone system that has different ring patterns for internal and external calls, you must call the fax number from an external number.

(Setup) button.

Set the redial options

If the printer was unable to send a fax because the receiving fax machine did not answer or was busy, the printer attempts to redial based on the settings for the busyredial and no-answer-redial options. Use the following procedure to turn the options on or off.

To set the redial options

From the Home screen, press the

2. Using the buttons on the right, scroll to and select Fax Setup, select Advanced Setup, and then select Busy Redial or No Answer Redial.

• Busy redial: If this option is turned on, the printer redials automatically if it

receives a busy signal. The factory-set default for this option is On.

• No answer redial: If this option is turned on, the printer redials automatically if

the receiving fax machine does not answer. The factory-set default for this option is Off.

3. Scroll to and select the appropriate options, and then press the button to the right of OK.

62 Fax

(Setup) button.

Set the fax speed

You can set the fax speed used to communicate between your printer and other fax machines when sending and receiving faxes.

If you use one of the following, setting the fax speed to a slower speed might be required:

• An Internet phone service

• A PBX system

• Fax over Internet Protocol (FoIP)

• An integrated services digital network (ISDN) service

If you experience problems sending and receiving faxes, try using a lower fax speed. The following table provides the available fax speed settings.

Fax speed setting Fax speed

Fast v.34 (33600 baud)

Medium v.17 (14400 baud)

Slow v.29 (9600 baud)

To set the fax speed

From the Home screen, press the

2. Using the buttons on the right, scroll to and select Fax Setup, select Advanced Setup, and then select Fax Speed.

3. Scroll to and select the desired option, and then press the button to the right of OK.

(Setup) button.

Set the fax sound volume

Use this procedure to increase or decrease the volume of the fax sounds. For example, you might want to increase the sound to hear a dial tone when you send a fax using monitor dialing.

To set the fax sound volume

From the Home screen, press the

2. Using the buttons on the right, scroll to and select Fax Setup, select Basic Setup, and then select Fax Sound Volume.

3. Scroll to and select Soft, Loud, or Off, and the press the button to the right of OK.

Set the Error Correction Mode

Error Correction Mode (ECM) prevents loss of data due to poor phone lines by

detecting errors that occur during transmission and automatically requesting retransmission of the erroneous portion. Phone charges are unaffected, or might even be reduced, on good phone lines. On poor phone lines, ECM increases sending time and phone charges, but sends the data much more reliably. The default setting is On. Turn ECM off only if it increases phone charges substantially, and if you can accept poorer quality in exchange for reduced charges.

(Setup) button.

Change fax settings 63

Chapter 5

Before turning the ECM setting off, consider the following. If you turn ECM off:

• The quality and transmission speed of faxes you send and receive are affected.

•The Fax Speed is automatically set to Medium.

• You can no longer send or receive faxes in color.

To change the ECM setting from the control panel

From the Home screen, press the

2. Using the buttons on the right, scroll to and select Fax Setup, select Advanced Setup, and then select Error Correction Mode.

3. Scroll to and select On or Off, and then press the button to the right of OK.

Fax and digital phone services

Many telephone companies provide their customers with digital phone services, such as the following:

• DSL: A Digital subscriber line (DSL) service through your telephone company. (DSL might be called ADSL in your country/region.)

• PBX: A private branch exchange (PBX) phone system.

• ISDN: An integrated services digital network (ISDN) system.

• FoIP: A low-cost phone service that allows you to send and receive faxes with your printer by using the Internet. This method is called Fax over Internet Protocol (FoIP). For more information, see

HP printers are designed specifically for use with traditional analog phone services. If you are in a digital phone environment (such as DSL/ADSL, PBX, or ISDN), you might need to use digital-to-analog filters or converters when setting up the printer for faxing.

Fax over Internet Protocol.

(Setup) button.

NOTE: HP does not guarantee that the printer will be compatible with all digital service lines or providers, in all digital environments, or with all digital-to-analog converters. It is always recommended that you discuss with the telephone company directly for the correct setup options based on their line services provided.

Fax over Internet Protocol

You might be able to subscribe to a low cost phone service that allows you to send and receive faxes with your printer by using the Internet. This method is called Fax over Internet Protocol (FoIP).

You probably use a FoIP service (provided by your telephone company) when you:

• Dial a special access code along with the fax number, or

• Have an IP converter box that connects to the Internet and provides analog phone ports for the fax connection.

NOTE: You can only send and receive faxes by connecting a phone cord to the port labeled "1-LINE" on the printer. This means that your connection to the Internet must be done either through a converter box (which supplies regular analog phone jacks for fax connections) or your telephone company.

64 Fax

TIP: Support for traditional fax transmission over any Internet protocol telephone systems are often limited. If you experience problems faxing, try using a slower fax speed or disabling the fax error-correction mode (ECM). However, if you turn off ECM, you cannot send and receive color faxes. (For more information about changing the fax speed, see ECM, see

If you have questions about Internet faxing, contact your Internet faxing services support department or your local service provider for further assistance.

Set the Error Correction Mode.

Clear the fax log

Use the following steps to clear the fax log.

NOTE: Clearing the fax log also deletes all faxes stored in memory.

To clear the fax log

From the Home screen, press the

2. Using the buttons on the right, scroll to and select Fax Setup, select Fax Tools, and then select Clear Fax Log.

View the Call History

Use the following procedure to view a list of all the calls placed from the printer.

NOTE: The call history cannot be printed. You can only view it from the printer’s control panel display.

Set the fax speed. For more information about using

(Setup) button.

To view the Call History

1. From the Home screen on the printer control panel, press the button to the right of Fax.

2. Press the button to the right of Quick Contacts, and then, scroll to and select Call History.

Use reports

You can set up the printer to print error reports and confirmation reports automatically for each fax you send and receive. You can also manually print system reports as required; these reports provide useful system information about the printer.

By default, the printer is set to print a report only if there is a problem sending or receiving a fax. A confirmation message that indicates whether a fax was successfully sent appears briefly on the control panel display after each transaction.

NOTE: If the reports are not legible, check the estimated ink levels from the control panel or the HP software. For more information, see tools.

Printer management

Use reports 65

Chapter 5

NOTE: Ink level alerts and indicators provide estimates for planning purposes only. When you receive a low-ink alert, consider having a replacement cartridge available to avoid possible printing delays. You do not need to replace the ink cartridges until print quality becomes unacceptable.

NOTE: Ensure that the printheads and ink cartridges are in good conditions and installed properly. For more information, see

This section contains the following topics:

Print fax confirmation reports

•

Print fax error reports Print and view the fax log

•

Print the details of the last fax transaction Print a Caller ID Report

•

Print a T30 fax trace report

Print fax confirmation reports

If you require printed confirmation that your faxes were successfully sent, select either On (Fax Send) or On (Send and Receive) to enable fax confirmation before sending any faxes.

The default fax confirmation setting is On (Fax Send).

NOTE: You can include an image of the first page of the fax on the Fax Sent Confirmation report if you select On (Fax Send) or On (Send and Receive), and if you use the Scan and Fax option.

Work with ink cartridges.

66 Fax

To enable fax confirmation

From the Home screen, press the

(Setup) button.

2. Using the buttons on the right, scroll to and select Fax Setup, select Fax Reports, and then select Fax Confirmation.

3. Scroll to and select one of the following options.

Off Does not print a fax confirmation report when you send or receive

On (Fax Send) Prints a fax confirmation report for every fax you send. This is the

On (Fax Receive) Prints a fax confirmation report for every fax you receive.

On (Send and Receive)

faxes successfully.

default setting.

Prints a fax confirmation report for every fax you send or receive.

To include an image of the fax on the report

From the Home screen, press the

(Setup) button.

2. Using the buttons on the right, scroll to and select Fax Setup, select Fax Reports, and then select Fax Confirmation.

3. Scroll to and select On (Fax Send) or On (Send and Receive), and then select Fax Confirmation with image.

Print fax error reports

You can configure the printer so that it automatically prints a report when there is an error during transmission or reception.

To set the printer to print fax error reports automatically

From the Home screen, press the

2. Using the buttons on the right, scroll to and select Fax Setup, select Fax Reports, and then select Fax Error Report.

3. Scroll to and select one of the following.

(Setup) button.

On (Send and Receive)

Off Does not print any fax error reports.

On (Fax Send) Prints whenever a transmission error occurs. This is the default

On (Fax Receive) Prints whenever a receiving error occurs.

Prints whenever a fax error occurs.

setting.

Print and view the fax log

You can print a log of faxes that have been received and sent by the printer.

To print the fax log from the printer control panel

From the Home screen, press the

2. Using the buttons on the right, scroll to and select Fax Setup, select Fax Reports, and then select Fax Log.

Print the details of the last fax transaction

The Last Fax Transaction report prints the details of the last fax transaction to occur. Details include the fax number, number of pages, and the fax status.

To print the Last Fax Transaction report

From the Home screen, press the

2. Using the buttons on the right, scroll to and select Fax Setup, select Fax Reports, and then select Last Transaction.

(Setup) button.

Print a Caller ID Report

Use the following procedure to print a list of Caller ID fax numbers.

To print a Caller ID History Report

From the Home screen, press the

2. Using the buttons on the right, scroll to and select Fax Setup, select Fax Reports, and then select Caller ID Report.

(Setup) button.

Use reports 67

Chapter 5

Print a T30 fax trace report

Use the following procedure to print a T30 fax trace report.

To print a T30 fax trace report

From the Home screen, press the

2. Using the buttons on the right, scroll to and select Fax Setup, select Fax Reports, and then select T30 Fax Trace Report.

(Setup) button.

68 Fax

6HP ePrint

HP ePrint is a free service from HP that allows you to print to your HP ePrint-enabled printer anywhere you can send an email. Just send your documents and photos to the email address assigned to your printer when you enable Web Services. No additional drivers or software are needed.

Once you have signed up for an account on ePrintCenter ( can sign in to view your HP ePrint job status, manage your HP ePrint printer queue, control who can use your printer’s HP ePrint email address to print, and get help for HP ePrint.

NOTE: HP ePrint is only supported by HP Deskjet Ink Advantage 4625 e-All-inOne series.

NOTE: To use HP ePrint, the printer must be connected to an active network providing Internet access. You cannot use these web features if the printer is connected using a USB cable.

This section contains the following topics:

Set up HP ePrint

•

Use HP ePrint

•

Remove Web Services

Set up HP ePrint

To set up HP ePrint, use one of the following methods:

Set up HP ePrint using the HP printer software

•

Set up HP ePrint using the printer’s control panel

•

Set up HP ePrint using the embedded web server

www.eprintcenter.com), you

NOTE: Before you set up HP ePrint, make sure you are connected to the Internet using a wireless connection.

Set up HP ePrint using the HP printer software

In addition to enabling key printer features, you can use the HP printer software that came with your printer to set up HP ePrint. If you didn’t set up HP ePrint when you installed the HP software on your computer, you can still use the software to set up HP ePrint.

To set up HP ePrint, complete the following steps for your operating system:

Windows

1. From the computer desktop, click Start, select Programs or All Programs, click HP, click the folder for your printer, and then select the icon with your printer’s

name.

2. In the window that appears, select Print, Scan & Fax, and then select ePrint Setup under Print. The printer’s embedded web server opens.

HP ePrint 69

Chapter 6

3. On the Web Services tab, click Setup in the Web Services Settings section, and then click Continue.

4. Click Accept Terms of Use and Enable Web Services, and then click Next.

5. Click Yes to allow the printer to automatically check for and install product updates.

6. If your network uses proxy settings when connecting to the Internet, enter these

settings.

7. Follow the instructions on the information sheet to finish the setup.

Mac OS X

▲ To set up and manage Web Services in Mac OS X, you can use the printer’s

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

Set up HP ePrint using the printer’s control panel

The printer’s control panel provides an easy way to set up and manage HP ePrint.

To set up HP ePrint, complete the following steps:

1. Make sure the printer is connected to the Internet.

On the printer control panel, press the

3. Press the button to the right of OK to accept the terms of use.

4. Press the button to the right of OK to accept future updates.

An information sheet is printed.

5. Follow the instructions on the printed information sheet to finish the setup.

(HP ePrint) button.

Set up HP ePrint using

NOTE: If your network uses proxy setting when connecting to the Internet, enter these settings, when prompted.

Set up HP ePrint using the embedded web server

You can use the printer’s embedded web server (EWS) to set up and manage HP ePrint.

To set up HP ePrint, complete the following steps:

1. Open the EWS. For more information, see Advantage 4625 e-All-in-One series).

2. On the Web Services tab, click Setup in the Web Services Settings section, and then click Continue.

3. Click Accept Terms of Use and Enable Web Services, and then click Next.

4. Click Yes to allow the printer to automatically check for and install product updates.

5. If your network uses proxy settings when connecting to the Internet, enter these

settings.

6. Follow the instructions on the information sheet to finish the setup.

70 HP ePrint

Embedded web server (HP Deskjet Ink

Use HP ePrint

To use HP ePrint, make sure to have the following:

• An Internet- and email-capable computer or mobile device

• An HP ePrint-capable printer on which Web Services has been enabled

TIP: For more information about managing and configuring HP ePrint settings and to learn about the latest features, visit ePrintCenter (

Print using HP ePrint

To print documents using HP ePrint, complete the following steps:

1. On your computer or mobile device, open your email application.

NOTE: For information about using the email application on your computer or

mobile device, see the documentation provided with the application.

2. Create a new email message, and then attach the file that you want to print. For a list of files that can be printed using HP ePrint, as well as guidelines to follow when using HP ePrint, see All-in-One series).

3. Enter the printer’s email address in the “To” line of the email message, and then select the option to send the email message.

NOTE: The ePrint server does not accept email print jobs if there are multiple email addresses included in the "To" or "Cc" fields. Only enter the email address of your HP printer in the "To" field. Do not enter any additional email addresses in the other fields.

www.eprintcenter.com).

HP ePrint specifications (HP Deskjet Ink Advantage 4625 e-

Find the printer’s email address

To obtain the printer’s email address, complete the following steps:

On the printer control panel, press the

(Setup) button.

2. To view the email address, use the buttons on the right to scroll to and select Display Email Address.

-OrTo customize your printer’s email address, use the buttons on the right to scroll to

and select Print Info Page. The printer prints an information page that contains the printer code and instructions on how to customize the email address.

(HP ePrint) button, and then press the

Use HP ePrint 71

Chapter 6

Turn off HP ePrint

To turn off HP ePrint, complete the following steps:

On the printer control panel, press the

(Setup) button.

2. Using the buttons on the right, scroll to and select ePrint: On.

3. Scroll to and select Off, and then press the button to the right of OK.

NOTE: To remove all Web Services, see Remove Web Services.

Remove Web Services

To remove Web Services, complete the following steps:

On the printer control panel, press the

(Setup) button.

2. Using the buttons on the right, scroll to and select Remove Web Services, and then press the button to the right of OK.

(HP ePrint) button, and then press the

72 HP ePrint

7 Work with ink cartridges

To ensure the best print quality from the printer, you need to perform some simple maintenance procedures.

To resolve print quality issues, see

This section contains the following topics:

Information on ink cartridges and the printhead

•

Check the estimated ink levels

•

Replace the ink cartridges Store printing supplies

•

Usage information collection

Information on ink cartridges and the printhead

The following tips help maintain HP ink cartridges and ensure consistent print quality.

• The instructions in this user guide are for replacing ink cartridges, and are not intended for first time installation.

• If you need to replace an ink cartridge, wait until you have the new ink cartridge available to install before removing the old cartridge.

CAUTION: Do not leave the ink cartridge outside of the printer for an extended period of time. This can result in damage to both the printer and the ink cartridge.

Print quality troubleshooting.

• Keep all ink cartridges in the original sealed packages until they are needed.

• Store ink cartridges in the same orientation packages hang on store shelves or, if out of box, with label facing down.

• Be sure to turn off the printer properly. For more information, see printer.

• Store ink cartridges at room temperature (15-35° C or 59-95° F).

• You do not need to replace the cartridges until print quality becomes unacceptable, but a significant decrease in print quality may be the result of one or more depleted cartridges. It could also be caused by a clogged printhead. Possible solutions include checking the estimated ink levels remaining in the cartridges, and cleaning the printhead. Cleaning the printhead uses some ink.

• Do not clean the printhead unnecessarily. This wastes ink and shortens the life of the cartridges.

Work with ink cartridges 73

Turn off the

Chapter 7

• Handle ink cartridges carefully. Dropping, jarring, or rough handling during installation can cause temporary printing problems.

• If you are transporting the printer, do the following to prevent ink leaking from the printer or other damage from occurring to the printer:

◦ Make sure you turn off the printer by pressing Power. The printhead assembly

should be parked on the right side of the printer, in the service station. For more information, see

◦ Make sure you leave the ink cartridges and printhead installed. ◦ The printer must be transported sitting flat; it should not be placed on its side,

back, front, or top.

Check the estimated ink levels

•

Printhead maintenance

Turn off the printer.

Check the estimated ink levels

You can check the estimated ink levels from the printer control panel, printer software or the embedded Web server. For information about using printer software or the embedded Web server, see Status page to view this information (see

To check the estimated ink levels from the printer control panel

From the Home screen, press the

2. Using the buttons on the right, select Ink Information, and then select Estimated Ink Levels.

Printer management tools. You can also print the Printer

Understand the Printer Status Report).

(Setup) button.

NOTE: Ink level alerts and indicators provide estimates for planning purposes only. When you receive a low-ink alert, consider having a replacement cartridge available to avoid possible printing delays. You do not have to replace the cartridges until the print quality is unacceptable.

NOTE: If you have installed a refilled or remanufactured cartridge, or a cartridge that has been used in another printer, the ink level indicator might be inaccurate or unavailable.

NOTE: Ink from the cartridges is used in the printing process in a number of different ways, including in the initialization process, which prepares the printer and cartridges for printing, and in printhead servicing, which keeps print nozzles clear and ink flowing smoothly. In addition, some residual ink is left in the cartridge after it is used. For more information, see

Replace the ink cartridges

NOTE: For information on recycling used ink supplies, see HP inkjet supplies

recycling program.

If you do not already have replacement ink cartridges for the printer, see HP supplies and accessories.

74 Work with ink cartridges

www.hp.com/go/inkusage.

NOTE: At this time, some portions of the HP Web site are available in English only.

NOTE: Not all cartridges are available in all countries/regions.

CAUTION: Wait until you have a new ink cartridge available before removing the

old ink cartridge. Do not leave the ink cartridge outside of the printer for an extended period of time. This can result in damage to both the printer and the ink cartridge.

Use these steps to replace the ink cartridges.

To replace the ink cartridges

1. Make sure the printer is turned on.

2. Open the ink cartridge access door.

WARNING! Wait until the print carriage stops moving before proceeding.

3. Press the tab on the front of the ink cartridge to release it, and then remove it from

the slot.

4. Remove the new ink cartridge from its packaging by pulling the orange pull-tab straight back to remove the plastic wrap from the ink cartridge.

NOTE: Make sure you remove the orange pull-tab completely and the label is slightly torn before you remove the orange cap in the next step, or ink can leak.

Replace the ink cartridges 75

Chapter 7

5. Twist the orange cap to snap it off.

6. Using the colored shaped icons for help, slide the ink cartridge into the empty slot

until it clicks into place and is seated firmly in the slot. Make sure that you insert the ink cartridge into the slot that has the same shaped

icon and color as the one you are installing.

7. Repeat steps 3 through 6 for each ink cartridge you are replacing.

8. Close the ink cartridge access door.

Store printing supplies

Ink cartridges can be left in the printer for extended periods of time. However, to assure optimal ink cartridge health, be sure to turn off the printer properly. For more information, see

76 Work with ink cartridges

Turn off the printer.

Usage information collection

The HP cartridges used with this printer contain a memory chip that assists in the operation of the printer.

In addition, this memory chip collects a limited set of information about the usage of the printer, which might include the following: the date when the cartridge was first installed, the date when the cartridge was last used, the number of pages printed using the cartridge, the page coverage, the printing modes used, any printing errors that might have occurred, and the printer model. This information helps HP design future printers to meet our customers' printing needs.

The data collected from the cartridge memory chip does not contain information that can be used to identify a customer or user of the cartridge or their printer.

HP collects a sampling of the memory chips from cartridges returned to HP's free return and recycling program (HP Planet Partners: chips from this sampling are read and studied in order to improve future HP printers. HP partners who assist in recycling this cartridge might have access to this data, as well.

Any third party possessing the cartridge might have access to the anonymous information on the memory chip. If you prefer to not allow access to this information, you can render the chip inoperable. However, after you render the memory chip inoperable, the cartridge cannot be used in an HP printer.

If you are concerned about providing this anonymous information, you can make this information inaccessible by turning off the memory chip's ability to collect the printer's usage information:

www.hp.com/recycle). The memory

To turn off usage information collection

From the Home screen, press the

2. Using the buttons on the right, scroll to and select Preferences, and then select Cartridge Chip Info.

3. Press the button to the right of OK to turn off usage information collection.

NOTE: If you turn off the memory chip's ability to collect the printer's usage

information, you can still continue to use the cartridge in the HP printer.

(Setup) button.

Usage information collection 77

8 Solve a problem

The information in this section suggests solutions to common problems. If your printer is not operating correctly and these suggestions did not solve your problem, try using the HP support services to obtain assistance.

This section contains the following topics:

HP support

•

General troubleshooting tips and resources

•

Solve printer problems

•

Print quality troubleshooting Solve paper-feed problems

•

Solve copy problems

•

Solve scan problems Solve fax problems

•

Solve problems using HP ePrint and HP websites

•

Solve wireless problems (HP Deskjet Ink Advantage 4625 e-All-in-One series) Configure your firewall software to work with the printer

•

Solve printer management problems (HP Deskjet Ink Advantage 4625 e-All-in-One series)

•

Troubleshoot installation issues Understand the Printer Status Report

•

Understand the network configuration page (HP Deskjet Ink Advantage 4625 e-Allin-One series)

Uninstall and reinstall the HP software

•

Printhead maintenance

•

Clear jams

HP support

If you have a problem, follow these steps

1. Check the documentation that came with the printer.

2. Visit the HP online support web site at

provides information and utilities that can help you correct many common printer problems. HP online support is available to all HP customers. It is the fastest source for up-to-date printer information and expert assistance and includes the following features:

• Fast access to qualified online support specialists

• HP software and driver updates for the HP printer

• Valuable troubleshooting information for common problems

• Proactive printer updates, support alerts, and HP newsgrams that are available when you register the printer

78 Solve a problem

www.hp.com/go/customercare. This website

For more information, see Obtain electronic support.

3. Call HP support. Support options and availability vary by printer, country/region, and language. For more information, see

Obtain electronic support

To find support and warranty information, go to the HP web site at www.hp.com/go/ customercare. This website provides information and utilities that can help you correct many common printer problems. If prompted, select your country/region, and then click Contact HP for information about calling for technical support.

This web site also offers technical support, drivers, supplies, ordering information and other options such as:

• Access online support pages.

• Send HP an email message for answers to your questions.

• Connect with an HP technician by using online chat.

• Check for HP software updates.

You can also obtain support from the HP software for Windows or Mac OS X, which provide easy, step-by-step solutions to common printing problems. For more information, see

Support options and availability vary by printer, country/region, and language.

Printer management tools.

HP support by phone

The phone support numbers and associated costs listed here are those in effect at time of publication and are applicable only for calls made on a land line. Different rates may apply for mobile phones.

For the most current HP list of telephone support numbers and call costs information,

www.hp.com/go/customercare.

see

During the warranty period, you may obtain assistance from the HP Customer Care Center.

HP support by phone.

NOTE: HP does not provide telephone support for Linux printing. All support is provided online at the following web site: a question button to begin the support process.

The HPLIP web site does not provide support for Windows or Mac OS X. If you are using these operating systems, see

This section contains the following topics:

Before you call

•

Phone support period

•

Telephone support numbers After the phone support period

•

https://launchpad.net/hplip. Click the Ask

www.hp.com/go/customercare.

HP support 79

Chapter 8

Before you call

Call HP support while you are in front of the computer and the printer. Be prepared to provide the following information:

• Model number

• Serial number (located on the back or bottom of the printer)

• Messages that appear when the situation occurs

• Answers to these questions:

◦ Has this situation happened before? ◦ Can you re-create it? ◦ Did you add any new hardware or software to your computer at about the time

that this situation began?

◦ Did anything else occur prior to this situation (such as a thunderstorm or

moving the printer)?

Phone support period

One year of phone support is available in North America, Asia Pacific, and Latin America (including Mexico).

Telephone support numbers

In many locations, HP provides toll free telephone support during the warranty period. However, some of the support numbers might not be toll free.

80 Solve a problem

For the most current list of telephone support numbers, see www.hp.com/go/ customercare. This website provides information and utilities that can help you correct many common printer problems.

HP support 81

Chapter 8

After the phone support period

After the phone support period, help is available from HP at an additional cost. Help may also be available at the HP online support web site: customercare. This website provides information and utilities that can help you correct many common printer problems. Contact your HP dealer or call the support phone number for your country/region to learn more about support options.

www.hp.com/go/

General troubleshooting tips and resources

NOTE: Many of the following steps require HP software. If you did not install the

HP software, you can install it using the HP software CD included with the printer, or you can download the HP software from the HP support web site, go/customercare. This website provides information and utilities that can help you correct many common printer problems.

Check the following when you begin troubleshooting a printing problem.

• For a paper jam, see

• For paper-feed problems, such as the paper skew and paper pick, see paper-feed problems.

• The

(Power) button is on and is not blinking. When the printer is turned on for the first time, it takes approximately 9 minutes to initialize it after the ink cartridges are installed.

• The power cord and other cables are working, and are firmly connected to the printer. Make sure the printer is connected firmly to a functioning alternating current (AC) power outlet, and is turned on. For voltage requirements, see specifications.

• Media is loaded correctly in the input tray and is not jammed in the printer.

• All packing tapes and materials are removed.

• The printer is set as the current or default printer. For Windows, set it as the default in the Printers folder. For Mac OS X, set it as the default in the Print & Fax or Print & Scan section of the System Preferences. See your computer's documentation for more information.

• Pause Printing is not selected if you are using a computer running Windows.

• You are not running too many programs when you are performing a task. Close programs that you are not using or restart the computer before attempting the task again.

Clear jams.

www.hp.com/

Solve

Electrical

Solve printer problems

This section contains the following topics:

•

The printer shuts down unexpectedly The printer is making some unexpected noises

•

Alignment fails The printer is not responding (nothing prints)

•

The printer prints slowly

•

Blank or partial page printed

82 Solve a problem

• Something on the page is missing or incorrect Placement of the text or graphics is wrong

•

The printer shuts down unexpectedly

Check the power and power connections

Make sure the printer's power cord is connected firmly to a functioning power outlet. For voltage requirements, see

Electrical specifications.

The printer is making some unexpected noises

You might hear some unexpected noises made by the printer. These are the servicing sounds when the printer performs automatic servicing functions to maintain the health of the printheads.

NOTE: To prevent any potential damage to your printer:

Do not turn off the printer while the printer is performing any servicing. If you are turning off the printer, wait for the printer to come to a complete stop before turning

it off using the

Make sure all ink cartridges are installed. If any of the ink cartridges are missing, the printer will perform extra servicing to protect the printheads.

(Power) button. For more information, see Turn off the printer.

Alignment fails

If the alignment process fails, make sure you have loaded unused, plain white paper into the input tray. The alignment fails when you have colored paper loaded in the input tray.

If the alignment process fails repeatedly, you may need to clean the printhead. To clean the printhead, see

If cleaning the printhead does not solve the problem, contact HP support. Go to www.hp.com/go/customercare. This website provides information and utilities that can help you correct many common printer problems. If prompted, select your country/ region, and then click Contact HP for information on calling for technical support.

Clean the printhead.

The printer is not responding (nothing prints)

There are print jobs stuck in the print queue

Open the print queue, cancel all documents, and then reboot the computer. Try to print after the computer reboots. Refer to the Help system for the operating system for more information.

Check the printer setup

For more information, see

Check the HP software installation

If the printer is turned off when printing, an alert message should appear on your computer screen; otherwise, the HP software provided with the printer might not be

General troubleshooting tips and resources.

Solve printer problems 83

Chapter 8

installed correctly. To resolve this, uninstall the HP software completely, and then reinstall the HP software. For more information, see software.

Check the cable connections

• Make sure both ends of the USB cable are secure.

• If the printer is connected to a network, check the following:

◦ Check the Link light on the back of the printer. ◦ Make sure you are not using a phone cord to connect the printer.

Check any personal firewall software installed on the computer

The personal software firewall is a security program that protects a computer from intrusion. However, the firewall might block communication between the computer and the printer. If there is a problem communicating with the printer, try temporarily disabling the firewall. If the problem persists, the firewall is not the source of the communication problem. Re-enable the firewall.

The printer prints slowly

Try the following solutions if the printer is printing very slowly.

•

Solution 1: Use a lower print quality setting

•

Solution 2: Check the ink levels

•

Solution 3: Contact HP support

Uninstall and reinstall the HP

Solution 1: Use a lower print quality setting

Solution: Check the print quality setting. Best and Maximum dpi provide the

best quality but are slower than Normal or Draft. Draft provides the fastest print speed.

Cause: The print quality was set to a high setting.

If this did not solve the issue, try the next solution.

Solution 2: Check the ink levels

Solution: Check the estimated ink levels in the ink cartridges.

NOTE: Ink level alerts and indicators provide estimates for planning purposes

only. When you receive a low on ink message, consider having a replacement cartridge available to avoid possible printing delays. You do not need to replace the ink cartridges until print quality becomes unacceptable.

CAUTION: Wait until you have a new ink cartridge available before removing the old ink cartridge. Do not leave the ink cartridge outside of the printer for an extended period of time. This can result in damage to both the printer and the ink cartridge.

For more information, see:

Check the estimated ink levels

84 Solve a problem

Cause: The ink cartridges might have insufficient ink. Printing with depleted cartridges slows the printer.

If this did not solve the issue, try the next solution.

Solution 3: Contact HP support

Solution: Contact HP support for service.

www.hp.com/go/customercare. This website provides information and

Go to: utilities that can help you correct many common printer problems.

If prompted, choose your country/region, and then click Contact HP for information on calling for technical support.

Cause: There was a problem with the printer.

Blank or partial page printed

Clean the printhead

Complete the printhead cleaning procedure. The printhead may need to be cleaned if the printer was turned off incorrectly.

NOTE: Incorrectly turning off the printer can cause print quality problems like blank or partial pages. Printhead cleaning can solve these problems, but turning off the printer correctly can prevent them in the first place. Always turn the printer off

by pressing the light goes out before unplugging the power cord or turning off a power strip.

(Power) button on the printer. Wait until the (Power) button

Check the media settings

• Make sure you select the correct print quality settings in the printer driver for the media loaded in the trays.

• Make sure the page settings in the printer driver match the page size of media loaded in the tray.

More than one page is being picked

For more information on paper-feed problems, see

There is a blank page in the file

Check the file to make sure there is no blank page.

Something on the page is missing or incorrect

Check the Print Quality Diagnostic page

Print a Print Quality Diagnostic page to help you decide whether to run any maintenance tools to improve the print quality of your printouts. For more information,

Print and evaluate a print quality report.

see

Solve paper-feed problems.

Solve printer problems 85

Chapter 8

Check the margin settings

Make sure the margin settings for the document do not exceed the printable area of the printer. For more information, see

Set minimum margins.

Check the color print settings Make sure Print in Grayscale is not selected in the printer driver.

Check the printer location and length of USB cable

High electromagnetic fields (such as those generated by USB cables) can sometimes cause slight distortions to printouts. Move the printer away from the source of the electromagnetic fields. Also, it is recommended that you use a USB cable that is less than 3 meters (9.8 feet) long to minimize the effects of these electromagnetic fields.

Check the paper size

Make sure the selected paper size matches the actual loaded paper size.

Placement of the text or graphics is wrong

Check how the media is loaded

Make sure the media width and length guides fit snugly against the edges of the stack of media, and make sure the tray is not overloaded. For more information, see media.

Load

Check the media size

• Content on a page might be cut off if the document size is larger than the media that you are using.

• Make sure the media size selected in the printer driver match the size of media loaded in the tray.

Check the margin settings

If the text or graphics are cut off at the edges of the page, make sure the margin settings for the document do not exceed the printable area of your printer. For more information, see

Set minimum margins.

Check the page-orientation setting

Make sure the media size and page orientation selected in the application match the settings in the printer driver. For more information, see

Print.

Check the printer location and length of USB cable

If the above solutions do not work, the problem may be caused by the inability of the application to interpret print settings correctly. See the release notes for known software conflicts, refer to the application's documentation, or contact the software manufacturer for specific help.

86 Solve a problem

TIP: If you are using a computer running Windows, you can visit the HP online support website at information and utilities that can help you correct many common printer problems.

www.hp.com/go/customercare. This website provides

Print quality troubleshooting

Try the solutions in this section to resolve print quality problems in your printout.

•

Solution 1: Make sure you are using genuine HP ink cartridges

•

Solution 2: Check the ink levels

•

Solution 3: Check the paper loaded in the input tray

•

Solution 4: Check the paper type Solution 5: Check the print settings

•

Solution 6: Print and evaluate a print quality report

•

Solution 7: Contact HP support

Solution 1: Make sure you are using genuine HP ink cartridges

Solution: Check to see if your ink cartridges are genuine HP ink cartridges.

HP recommends that you use genuine HP ink cartridges. Genuine HP ink cartridges are designed and tested with HP printers to help you easily produce great results, time after time.

NOTE: HP cannot guarantee the quality or reliability of non-HP supplies. Printer service or repairs required as a result of using a non-HP supply are not covered under warranty.

If you believe you purchased genuine HP ink cartridges, go to:

www.hp.com/go/anticounterfeit

Cause: Non-HP ink cartridges were being used.

If this did not solve the issue, try the next solution.

Solution 2: Check the ink levels

Solution: Check the estimated ink levels in the ink cartridges.

NOTE: Ink level alerts and indicators provide estimates for planning purposes

only. When you receive a low-ink alert, consider having a replacement cartridge available to avoid possible printing delays. You do not need to replace the ink cartridges until print quality becomes unacceptable.

For more information, see:

Check the estimated ink levels

Print quality troubleshooting 87

Chapter 8

Cause: The ink cartridges might have insufficient ink.

If this did not solve the issue, try the next solution.

Solution 3: Check the paper loaded in the input tray

Solution: Make sure the paper is loaded correctly and that it is not wrinkled or

too thick.

• Load paper with the print side facing down. For example, if you are loading

glossy photo paper, load the paper with the glossy side down.

• Make sure the paper lays flat in the input tray and is not wrinkled. If the paper is

too close to the printhead during printing, the ink might be smeared. This can happen if the paper is raised, wrinkled, or very thick, such as a mailing envelope.

For more information, see:

Load media

Cause: The paper was loaded incorrectly, or it was wrinkled or too thick.

If this did not solve the issue, try the next solution.

Solution 4: Check the paper type

Solution: HP recommends that you use HP papers or any other paper type with

ColorLok technology that is appropriate for the printer. All papers with the ColorLok logo are independently tested to meet high standards of reliability and print quality, and produce documents with crisp, vivid color, bolder blacks and dry faster than ordinary plain papers.

Always make sure the paper you are printing on is flat. For best results when printing images, use HP Advanced Photo Paper.

Store specialty media in its original packaging inside a resealable plastic bag on a flat surface in a cool, dry place. When you are ready to print, remove only the paper you plan to use immediately. When you have finished printing, return any unused photo paper to the plastic bag. This prevents the photo paper from curling.

For more information, see:

Select print media

Cause: The wrong kind of paper was loaded in the input tray.

If this did not solve the issue, try the next solution.

88 Solve a problem

Solution 5: Check the print settings

Solution: Check the print settings.

• Check the print settings to see if the color settings are incorrect. For example, check to see if the document is set to print in grayscale. Or, check to see if advanced color settings such as saturation, brightness, or color tone,

are set to modify the appearance of colors.

• Check the print quality setting and make sure it matches the type of paper loaded in the printer. You might need to choose a lower print quality setting if colors are running into each other. Or, choose a higher setting if you are printing a high-quality photo, and then make sure photo paper such as HP Advanced Photo Paper is loaded in the input tray.

NOTE: On some computer screens, colors might appear differently than they do when printed on paper. In this case, there is nothing wrong with the printer, print settings, or ink cartridges. No further troubleshooting is required.

For more information, see:

Select print media

Cause: The print settings were set incorrectly.

If this did not solve the issue, try the next solution.

Solution 6: Print and evaluate a print quality report

Solution: A Print Quality Diagnostic page can help you determine if the printing

system is working correctly. For more information, see quality report.

Cause: Print quality problems can have many causes: software settings, a poor image file, or the printing system itself.

Print and evaluate a print

Solution 7: Contact HP support

Solution: Contact HP support for service.

www.hp.com/go/customercare. This website provides information and

Go to: utilities that can help you correct many common printer problems.

If prompted, choose your country/region, and then click Contact HP for information on calling for technical support.

Cause: There was a problem with the printer.

Solve paper-feed problems

TIP: You can visit the HP online support website at www.hp.com/go/customercare

for information and utilities that can help you correct many common printer problems.

Solve paper-feed problems 89

Chapter 8

Media is not supported for the printer or tray

Use only media that is supported for the printer and the tray being used. For more information, see

Media specifications.

Media is not picked up from a tray

• Make sure media is loaded in the tray. For more information, see

Load media. Fan

the media before loading.

• Make sure the paper guides are set to the correct markings in the tray for the media size you are loading. Also make sure the guides are snug, but not tight, against the stack.

• Make sure media in the tray is not curled. Uncurl paper by bending it in the opposite direction of the curl.

Media is not coming out correctly

• Make sure the output tray extender is fully extended; otherwise, printed pages may fall off the printer.

• Remove excess media from the output tray. There is a limit to the number of sheets the tray can hold.

Pages are skewing

• Make sure the media loaded in the trays is aligned to the paper guides. If needed, pull out the trays from the printer and reload the media correctly, making sure that the paper guides are aligned correctly.

• Load media into the printer only when it is not printing.

Multiple pages are being picked up

• Fan the media before loading.

• Make sure the paper guides are set to the correct markings in the tray for the media size you are loading. Also make sure the guides are snug, but not tight, against the stack.

• Make sure the tray is not overloaded with paper.

• Use HP media for optimum performance and efficiency.

90 Solve a problem

Solve copy problems

If the following topics do not help, see HP support for information about HP support.

•

No copy came out Copies are blank

•

Size is reduced Copy quality is poor

•

The printer prints half a page, then ejects the paper

•

Paper mismatch

No copy came out

• Check the power Make sure that the power cord is securely connected, and the printer turned on.

• Check the status of the printer ◦ The printer might be busy with another job. Check the control panel display for

information about the status of jobs. Wait for any job that is processing to finish.

◦ The printer might be jammed. Check for jams. See

• Check the trays Make sure that media is loaded. For more information, see

Copies are blank

• Check the media Make sure the media type or size loaded in the printer matches the document you

are trying to print. For example, if you are printing letter-size but have A4 paper loaded, the printer might just eject a blank page. For supported HP media type and size, see

• Check the settings The contrast setting might be set too light. From the Home screen on the printer

control panel, press the button to the right of Copy. Press the scroll to and select Lighter/Darker, and then use the arrows to create darker copies.

• Check the trays If you are copying from the ADF, make sure that the originals have been loaded correctly. For more information, see

feeder (ADF).

Media specifications.

Clear jams.

Load media.

(Setup) button,

Load an original in the automatic document

Size is reduced

• The reduce/enlarge or other copy feature might have been set from the printer control panel to reduce the scanned image. Check the settings for the copy job to make sure that they are for normal size.

• If you are using a computer running Windows, the HP software settings might be set to reduce the scanned image. Change the settings, if needed.

Solve copy problems 91

Chapter 8

Copy quality is poor

Take steps to improve the copy quality

• Use quality originals. The accuracy of the copy depends on the quality and size of the original. Use the Copy menu to adjust the brightness of the copy. If the original is too light, the copy might not be able to compensate, even if you adjust the contrast.

• Load the media correctly. If the media is loaded incorrectly, it might skew, causing unclear images. For more information, see

• Use or make a carrier sheet to protect your originals.

Check the printer

• The scanner lid might not be closed correctly.

• The scanner glass or lid backing might need cleaning. For more information, see Clean the scanner glass and lid backing.

• The ADF might need cleaning. For more information, see

Check the settings

The quality setting of Fast (which produces draft-quality copies) might be responsible for the missing or faded documents. Change to the Normal or Best setting.

Print a Print Quality Diagnostic Page and follow the instruction on the page to resolve poor quality copy problems. For more information, see report.

• Vertical white or faded stripes The media might not meet Hewlett-Packard media specifications (for example, the

media is too moist or too rough). For more information, see

• Too light or dark Try adjusting the contrast and copy-quality settings.

• Unwanted lines The scanner glass, lid backing, or frame might need cleaning. For more

information, see

• Black dots or streaks Ink, glue, correction fluid, or an unwanted substance might be on the scanner glass

or lid backing. Try cleaning the printer. For more information, see printer.

• Copy is slanted or skewed If you are using the ADF, check the following:

◦ Make sure that the ADF input tray is not too full. ◦ Make sure that the ADF width adjusters are snug against the sides of the

media.

For more information, see (ADF).

• Unclear text

◦ Try adjusting the contrast and copy-quality settings. ◦ The default enhancement setting might not be suitable for the job. Check the

setting and change it to enhance text or photographs, if needed. For more information, see

Media specifications.

Clean the ADF.

Print and evaluate a print quality

Media specifications.

Maintain the printer.

Maintain the

Load an original in the automatic document feeder

Change copy settings.

92 Solve a problem

• Incompletely filled text or graphics Try adjusting the contrast and copy-quality settings.

• Large, black typefaces look splotchy (not smooth) The default enhancement setting might not be suitable for the job. Check the

setting and change it to enhance text or photographs, if needed. For more information, see

• Horizontal grainy or white bands in light-gray to medium-gray areas The default enhancement setting might not be suitable for the job. Check the

setting and change it to enhance text or photographs, if needed. For more information, see

Change copy settings.

The printer prints half a page, then ejects the paper

Check the ink cartridges

Make sure the correct ink cartridges are installed and the ink cartridges are not low on ink. For more information, see Status Report.

HP cannot guarantee the quality of non-HP ink cartridges.

Printer management tools and Understand the Printer

Paper mismatch

Check the settings

Verify that the loaded media size and type matches the control panel settings.

Solve scan problems

TIP: You can visit the HP online support website at www.hp.com/go/customercare

for information and utilities that can help you correct many common printer problems.

• Scanner did nothing

•

Scan takes too long

•

Part of the document did not scan or text is missing Text cannot be edited

•

Error messages appear

•

Scanned image quality is poor Scan defects are apparent

•

Solve scan problems 93

Chapter 8

Scanner did nothing

• Check the original Make sure that the original is loaded correctly. For more information, see

original on the scanner glass or Load an original in the automatic document feeder (ADF).

• Check the printer The printer might be coming out of Sleep mode after a period of inactivity, which

delays processing a short while. Wait until the printer displays the Home screen.

• Check the HP software Make sure that the HP software provided with the printer is installed correctly. If the printer is connected to a network and you are unable to scan from its control panel to a Windows computer, check that scanning is enabled in the HP software. From the computer desktop, click Start, select Programs or All Programs, and then select the folder for the HP printer, followed by the printer. Select Print, Scan

& Fax, and then select Manage Scan to Computer under Scan.

NOTE: Scanning runs as a background process on the computer. If you do not

intend to scan frequently, you can choose to disable it.

Scan takes too long

Check the settings

◦ If you set the resolution too high, the scan job takes longer and results in larger

files. To obtain good results, do not use a resolution that is higher than needed. You can lower the resolution to scan more quickly.

◦ If you acquire an image through TWAIN, you can change the settings so that the

original scans in black and white. See the onscreen Help for the TWAIN program for information.

Load an

Part of the document did not scan or text is missing

• Check the original

◦ Make sure that you loaded the original correctly. For more information, see

Load an original on the scanner glass or Load an original in the automatic document feeder (ADF).

◦ If you scanned the document from the ADF, try scanning the document directly

from the scanner glass. For more information, see scanner glass.

◦ Colored backgrounds can cause images in the foreground to blend into the

background. Try adjusting the settings before you scan the original, or try enhancing the image after you scan the original.

• Check the settings ◦ Make sure that the scan size specified in the HP scanning software is large

enough for the original that you are scanning.

◦ If you are using the HP printer software, the default settings in the HP printer

software might be set to automatically perform a specific task other than the one that you are attempting. See the onscreen Help for the HP printer software for instructions about changing the properties.

94 Solve a problem

Load an original on the

Text cannot be edited

• Make sure that the OCR has been installed: ◦ Make sure that the OCR has been installed:

Windows: On the computer desktop, click Start, select Programs or All Programs, click HP, select your printer name, and then click Printer Setup & Software. Click Add More Software, click Customize Software Selections,

and make sure the OCR option is selected. Mac OS X: If you have installed the HP software using the Minimum installation

option, the OCR software might not have been installed. To install this software, place the HP software CD into the computer, double-click the HP Installer icon on the software CD, and when prompted, select the HP Recommended Software option.

◦ When you scan the original, make sure that you select a document type in the

software that creates editable text. If text is classified as a graphic, it is not converted to text.

◦ If you are using a separate OCR (optical character recognition) program, the

OCR program might be linked to a word-processing program that does not perform OCR tasks. For more information, see the documentation provided with the OCR program.

◦ Make sure you have selected an OCR language that corresponds to the

language used for the document you are scanning. For more information, see the documentation provided with the OCR program.

• Check the originals ◦ When scanning documents as editable text from the ADF, the original must be

◦ The software might not recognize text that is tightly spaced. For example, if the

text that the software converts has missing or combined characters, "rn" might appear as "m."

◦ The accuracy of the software depends on the image quality, text size, and

structure of the original and the quality of the scan itself. Make sure that your original has good image quality.

◦ Colored backgrounds can cause images in the foreground to blend too much.

Load an original on the scanner glass or Load an original in

Solve scan problems 95

Chapter 8

Error messages appear

• Unable to activate TWAIN source or An error occurred while acquiring the

image

◦ If you are acquiring an image from another device, such as another scanner,

make sure that the other device is TWAIN-compliant. Devices that are not TWAIN-compliant do not work with the HP software provided with the printer.

◦ If you are using a USB connection, make sure that you have connected the

USB Device Cable to the correct port on the back of your computer.

◦ Verify that the correct TWAIN source is selected. In the HP software, check the

TWAIN source by selecting Select Scanner on the File menu.

NOTE: The HP scanning software does not support TWAIN and WIA scanning on computers running Mac OS X.

• Reload document and then restart job Press the button to the right of OK on the printer control panel, and then reload the

remaining documents in the ADF. For more information see automatic document feeder (ADF).

Scanned image quality is poor

The original is a second-generation photo or picture

Reprinted photographs, such as those in newspapers or magazines, are printed by using tiny dots of ink that make an interpretation of the original photograph, which degrades the quality. Often, the ink dots form unwanted patterns that can be detected when the image is scanned or printed or when the image appears on a screen. If the following suggestions do not solve the problem, you might need to use a better-quality version of the original.

◦ To eliminate the patterns, try reducing the size of the image after scanning. ◦ Print the scanned image to see if the quality is better. ◦ Make sure that the resolution and color settings are correct for the type of scan job. ◦ For best results, use the scanner glass for scanning rather than the ADF.

Text or images on the back of a two-sided original appear in the scan

Two-sided originals can "bleed" text or images from the back side to the scan if the originals are printed on media that is too thin or too transparent.

The scanned image is skewed

The original might have been loaded incorrectly. Be sure to use the media guides when you load the originals into the ADF. For more information, see automatic document feeder (ADF).

For best results, use the scanner glass for scanning rather than the ADF.

The image quality is better when printed

The image that appears on the screen is not always an accurate representation of the quality of the scan.

◦ Try adjusting your computer monitor settings to use more colors (or levels of gray).

On Windows computers, you typically make this adjustment by opening Display on the Windows control panel.

◦ Try adjusting the resolution and color settings.

Load an original in the

96 Solve a problem

HP 4625, 4615 User Manual

Specifications and Main Features

Frequently Asked Questions

User Manual

Contents

1 Get started

Accessibility

Manage Power

Conserve Printing Supplies

Understand the printer parts

Front view

Printing supplies area

Back view

Use the printer control panel

Overview of buttons and lights

Change printer settings

Select a mode

Change the printer settings

Change the mode settings

HP Digital Solutions

Scan to Computer

HP Digital Fax (Fax to PC and Fax to Mac)

Select print media

Recommended papers for printing and copying

Recommended papers for photo printing

Tips for selecting and using media

Load an original on the scanner glass

Load an original in the automatic document feeder (ADF)

Load media

Load standard-size media

Load envelopes

Load cards and photo paper

Maintain the printer

Clean the scanner glass and lid backing

Clean the exterior

Clean the ADF

Update the printer

Turn off the printer

Print documents

Print documents (Windows)

30 Print

Print documents (Mac OS X)

Print brochures

Print brochures (Windows)

Print brochures (Mac OS X)

Print on envelopes

Print on envelopes (Windows)

Print on envelopes (Mac OS X)

Print photos

Print photos on photo paper (Windows)

Print photos on photo paper (Mac OS X)

Print borderless documents or photos

Print borderless documents or photos (Windows)

Print borderless documents or photos (Mac OS X)

3 Scan

Scan an original

Scan to a computer

Scanning documents as editable text

To scan documents as editable text

Guidelines for scanning documents as editable text

Copy documents

Change copy settings

42 Copy

Send a fax

Send a fax using the printer control panel

Send a fax

Send a fax using monitor dialing

Send a fax from memory

Schedule a fax to send later

Send a fax to multiple recipients

Send a fax from the computer

Send a fax manually from a phone

Receive a fax

Receive a fax manually

Set up backup fax

Reprint received faxes from memory

Poll to receive a fax

Forward faxes to another number

Set the paper size for received faxes

Set automatic reduction for incoming faxes