HP 640 User Guide
HP 640 Fax series
User Guide
Part number: CB782-90008
Third edition: 09/2007
© Copyright 2007 Hewlett-Packard Development
Company, L.P.
The information contained herein is subject to change
without notice. No part of the document may be
photocopied, reproduced, or translated to another
language without the prior written consent of HewlettPackard Company.
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 and additional warranty. HP
shall not be liable for technical or editorial errors or
omissions contained herein.
The Hewlett-Packard Company shall not be liable for
incidental or consequential damages in connection with,
or arising out of the furnishing, performance, or use of
this document and program material which it describes.
Note: Regulatory information can be found in the
Specification section of this guide.
It is not lawful in many places to make copies of the
following items. When in doubt, check with a legal
representative first.
•Governmental paper or documents
-Passports
- Immigration papers
- Selective service papers
- Identification badges, cards or insignias
•Governmental stamps:
-Postage stamps
- Food stamps
•Checks or drafts drawn on Governmental agencies
•Paper currency, traveler’s checks, or money orders
•Certificates of deposit
•Copyrighted works
Safety information
WARNING! To prevent fire or shock hazard, do not
expose this product to rain or any type of moisture.
Always follow basic safety precautions when using this
product to reduce risk of injury from fire or electric
shock.
WARNING! Potential shock hazard
•Read and understand all instructions in the setup
poster.
•Telephone lines can develop hazardous voltages. To
avoid electrical shock, do not touch the contacts on the
end of the cord, or any of the sockets on the HP Fax.
Replace damaged cords immediately.
•Never install telephone wiring during a lightning
storm.
•Observe all warnings and instructions marked on the
product.
•Unplug this product from wall outlets and telephone
jacks before cleaning.
•Do not install or use this product near water or when
you are wet.
•Install the product securely on a stable surface.
•Install the product in a protected location where no
one can step on or trip over the line cord, and where
the line cord will not be damaged.
•If the product does not operate normally, see the
Troubleshooting section of this user guide.
•No operator-serviceable parts inside. Refer servicing
to qualified service personnel.
•Use in a well ventilated area.
Contents
1 Quick start . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
Load paper . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
Load documents to fax or copy . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
Send a fax . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
Receive a fax. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
Make a copy. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
Make a telephone call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
2 HP Fax basics. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
The HP 640 Fax. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
Parts of the HP Fax . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
Control Panel of HP Fax . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
The menus. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
Overview of menu options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
BASIC FAX menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
ADVANCED FAX menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
TOOLS menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
Loudspeaker . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
Navigate the menus . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
Ready mode . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
Menu buttons . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
Enter dates, times, text, and telephone numbers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
Most text fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
Fax header telephone number . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
Speed dialing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
Store a number in the phone book . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
Print the phone book . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
Dial from the phone book. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
One-touch dialing. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
Phone book dialing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
Paper types and sizes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
Document types and sizes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
Set document resolution and contrast for a single copy . . . . . . . . . . . . . . . . . . . . . . . . . 21
Adjust volume . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
Ringer volume. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
Speaker volume . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
Automatic fax redial . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
Receiving via an extension telephone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
3 Additional features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
Set rings to answer. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
Use Caller ID. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
Turn Caller ID on. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
See who called with Caller ID. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
Print a list of Caller ID numbers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
Contents i
Block junk fax numbers. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
Add a junk fax number . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
Delete a number . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
Favorites. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
Save a document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
Delete a document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
Send a document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
Print a document. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
Image TCR . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
Distinctive ring (DRPD) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27
Step 1—Teach the HP Fax the ring pattern. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27
Step 2—Set up distinctive ring (DRPD) answer mode . . . . . . . . . . . . . . . . . . . . . . . . 27
Answer/receive mode . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28
4 Advanced faxing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31
Broadcasting. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31
Delayed fax . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32
Polling . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33
Setting send polling . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33
Polling another fax to receive . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34
To cancel the scheduled job . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34
Forward faxes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35
5 Feature reference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37
Set the date and time . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37
Turn on and off sounds. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37
WakeUp sounds. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37
Alarm sounds . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38
Key sounds . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38
Silent mode . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38
Set the fax header information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38
Print reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39
Automatic reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39
Reports you can print . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39
Reprinting faxes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40
Clearing memory. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41
Loudspeaker . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41
Redial a number in memory . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42
6 Care and maintenance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43
Print cartridge information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43
View ink level . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43
Print the self test. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44
Replace the print cartridge . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44
Clear jammed documents and paper . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46
Document jams during transmission. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46
To clear document jam: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46
Paper jams during printing. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46
If the paper is jammed in the printing area . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46
If the paper is jammed in the paper feed area. . . . . . . . . . . . . . . . . . . . . . . . . . 47
ii Contents
Maintain the print cartridge . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47
Clean the print cartridge nozzles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47
Wipe the print nozzles and contacts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47
Clean the nozzles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47
Clean the cartridge carrier contacts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48
Clean the document scanner area . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49
Adjust the scanner . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51
LCD error messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51
Troubleshooting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54
Fax problems . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54
Print quality problems. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56
Paper feeding problems . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56
7 Specifications and regulatory information . . . . . . . . . . . . . . . . 57
Paper types and sizes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57
Document types and sizes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57
Acceptable documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57
Print cartridge . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58
Product specifications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58
A sample of ITU #1 test chart (reduced to 60.5%) . . . . . . . . . . . . . . . . . . . . . . . . . . . 60
Environmental product stewardship program . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61
Regulatory notices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62
Use Hewlett-Packard support services . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64
Hewlett-Packard LIMITED WARRANTY STATEMENT . . . . . . . . . . . . . . . . . . . . . . . . . . 65
Contents
Contents iii
iv Contents
1 Quick start
This chapter gives you a quick introduction to the basic functions of your new fax
machine. Please refer to the later chapters for detailed instructions.
Load paper
You can load up to 50 sheets of plain paper in the input tray. Before loading the paper,
make sure the paper size is set correctly in the
see
Paper Size
The HP Fax is designed to work with a variety of plain papers (cotton bond 75–90 g/m
(20–24 lb.)) in A4, Letter, and Legal sizes.
TIP: Some papers have a side that’s been conditioned for printing. The “print side” is
indicated on the paper’s packaging. Always load with the print side facing you.
on page 11.
QUICK START
1 The “arrow buttons” located at the left
and right of OK button on the control
panel are designated by
1
instructions.
BASIC FAX
menu. For more information,
in the
QUICK STARTQUICK STARTQUICK STARTQUICK STARTQUICK STARTQUICK STARTQUICK START
2
1 Slide the Paper Guide to Ltr
or A4 paper width. Be sure
not to bind the paper stack.
1
2
2 Pull the Paper Tray Cover
toward you to open it.
NOTE: Yo u m u s t open t h e Pa p er
Tray Cover to properly insert the
paper.
Quick start 1
Load documents to fax or copy
3
Load documents to fax or copy
You can load up to 10 pages in the document feeder. Load the documents face down
(printed side toward the machine).
3 Fan, neatly stack, then insert
up to 50 sheets of paper with
the print side facing you.
4 Push the Paper Tray Cover
back into place.
4
Send a fax
1. Place the document to be sent (up to 10 pages) in the document feeder.
2. Dial the number by using one of these methods:
• Entering the number and pressing Start/Enter.
• Lifting the handset, entering the number, and pressing Start/Enter.
•Using the Loudspeaker button to listen as you dial, then pressing Start/Enter.
• Pressing and holding a One Touch button. For more information, see One-touch
•Pressing the Speed Dial button, when Search & Dial appears in the display,
NOTE: One touch and speed dial locations must have been previously programmed.
For more information, see Store a number in the phone book on page 17.
Adjust guides to document width.
dialing on page 18.
press OK and search for the number. When the correct number appears,
press Start/Enter. For more information, see Phone book dialing on page 18.
2 Quick start
Receive a fax
How faxes are received depends on how the Answer Mode/Receive Mode is set.
For more information, see Set rings to answer on page 23.
FAX or TAM answer mode
The fax machine will answer the telephone, automatically detect fax tones, and receive
afax.
TIP: However, if you accidentally answer the telephone and hear fax tones, press the
Start/Enter button to receive the fax.
AUTO answer mode
In AUTO mode the telephone rings for a certain number of rings (see Set rings to answer
on page 23), then switches to FAX receiving.
TEL answer mode
If the answer Mode is set to TEL, you must manually receive faxes.
1. Answer the telephone.
Receive a fax
QUICK STARTQUICK STARTQUICK STARTQUICK STARTQUICK STARTQUICK STARTQUICK START
2. If you hear fax tones, press the Start/Enter button.
3. Once you hear fax tones from both machines (this may take several seconds),
you should hang up the telephone.
Make a copy
You can make multiple copies of a 10 page document.
Single copy—default settings
1. Turn the page face down and insert it into the document feeder.
2. Press Copy twice.
Multiple copies or copies with options/settings
1. Turn the page face down and insert it into the document feeder.
2. Press Copy.
Number of Copies
3. If you want more than one copy, use the phone pad to enter the number of copies.
4. Press Copy to start copying or press OK to go to the next option.
Zoom Rate
then
then
97%
01 [01-50]
will display.
will display.
5. Press
6. Press Copy to start copying or press OK to go to the next option.
to select the reduction or enlargement percentage you want (50 –150).
Print Order
then
Normal
will display.
Quick start 3
Make a telephone call
7. Press to select
Printing the copies in reverse order will cause the first page to be on top when the copy
is complete.
8. Pressing either Copy or OK will start copying.
Make a telephone call
Use one of the following methods:
• Pick up the handset and dial the number.
• Press and hold a One Touch number. This turns on the speaker. When you are
connected, pick up the handset. For more information, see One-touch dialing on
page 18.
• Press the Speed Dial button, when Search & Dial appears in the display, press OK and
search for the number. When the correct number appears, press Start/Enter. This turns
on the speaker. When you are connected, pick up the handset. For more information,
see Phone book dialing on page 18.
NOTE: One touch and speed dial locations must have already been entered before you
can use them. For more information, see Store a number in the phone book on page 17.
Reverse
if you want the last page printed first.
4 Quick start
2 HP Fax basics
This chapter lists the basic features of your new HP Fax and introduces you to the
machine.
The HP Fax features
The HP Fax offers the following features:
• 50 page fax memory
• 50 page paper tray
• 10 page document feeder
• Favorites capability: Scan the entire document into memory before sending
(see page 25).
• 50 speed dialing locations (including10 One-Touch speed dials) (see page 17).
• Distinctive Ring (DRPD) capability: Multiple numbers on the same phone line that
are differentiated by ring pattern (see page 27).
• Broadcasting: Send the same document to multiple destinations (see page 31).
• Fax forwarding: Forward documents to another fax machine (see page 35).
• Delayed fax: Send the document at a later time (see page 32).
HP FAX BASICSHP FAX BASICSHP FAX BASICSHP FAX BASICSHP FAX BASICSHP FAX BASICSHP FAX BASICS
• Send/Receive Polling: Retrieve a waiting fax or hold a fax to be picked up
(see page 33).
• Caller ID (see page 24).
• Last 10 number redial (see page 42).
• Junk fax blocking (with Caller ID) (see page 24).
• Reports to help you manage your work (see page 39).
HP Fax basics 5
The HP 640 Fax
The HP 640 Fax
Parts of the HP Fax
Figure 2-1 Front view
1 Document support
8
7
6
Figure 2-2 Rear view
2 Paper tray
3 Paper tray cover
1
2
3
4
5
4 Document guide
5 Document feeder
6 Handset
7 Paper guide
8 Paper support
1 Power cord socket
1
6 HP Fax basics
Figure 2-3 Bottom view
The HP 640 Fax
1 Connect handset to the
HANDSET
2 Connect telephone line
port.
to the LINE port.
1
2
3
3 Connect answering
machine or extension
phone to the EXT. port.
HP FAX BASICSHP FAX BASICSHP FAX BASICSHP FAX BASICSHP FAX BASICSHP FAX BASICSHP FAX BASICS
HP Fax basics 7
The HP 640 Fax
Control Panel of HP Fax
Figure 2-4 Control panel of HP Fax
13
11
14
1
2
3
4
5
6
10
12
7
9
8
17
15
16
Label Name and Description
1 Rcv.Mode/Contrast:
• When no document is loaded, pressing this button changes the Receive Mode.
See Answer/receive mode on page 28.
• When a document is loaded, pressing this button changes the contrast for faxing and
copying.
2 Resolution: Improves the clarity of a document that you are faxing or copying.
3 Access Cartridge: Moves the print cartridge to the center so it can easily be replaced.
4 Favorites: Enables you to store documents that are frequently faxed and send them to
selected fax numbers without the originals. Press Favorites repeatedly to save, delete,
send or print the documents.
5 Number keypad: Dials telephone and fax numbers and enters letters and symbols in text
fields. The phone key pad is also used for one-touch dialing.
6 Symbols: [The 0 key]. Used to enter special characters when entering a name in a text
field.
7 Speed Dial: Stores and dials 50 telephone/fax numbers.
8 Redial/Pause:
• Automatically redials the last number or allows you to select one of the last 10 numbers
to redial.
• Adds a pause while entering a speed dial number
9 Mute: Mutes the telephone during a telephone call.
10 Loudspeaker: Allows you to listen to the telephone while dialing without lifting the handset.
Allows you to listen only. There is no speakerphone capability.
8 HP Fax basics
Label Name and Description
11 Menu: Displays the options available for your HP Fax.
12 Scroll/Volume:
• When you are entering numbers or text, moves the cursor to the digit or character to
be edited.
• When Menu has been pressed, displays the next and previous menu options.
Referred to as the arrow keys in text and are designated by:
• When no other button has been pressed, adjusts the ringer volume.
• If the handset is off hook, adjusts the handset volume.
• When Loudspeaker has been pressed, adjusts the speaker volume.
13 OK: Accepts the selection shown in the display.
14 Back: Allows you to return to the previous menu level.
15 Copy:
• Press twice to copy a document with the default copy settings.
• Press once then set options. Press OK between options. Press Copy to copy the
document.
The HP 640 Fax
.
HP FAX BASICSHP FAX BASICSHP FAX BASICSHP FAX BASICSHP FAX BASICSHP FAX BASICSHP FAX BASICS
16 Start/Enter: Starts a fax job.
17 Cancel:
• In a Menu, stops an operation and returns to Ready mode.
• When entering text or numbers:
- Press once to backspace delete numbers or letters when editing.
- Hold down to delete entire field.
- Press again after holding down to return to Ready mode.
HP Fax basics 9
The menus
The menus
TOOLS
Clean Cartridge
Align Cartridge
View Ink Level
Adjust Scanner
Self Test
MEMORY CLEAR
SET UP SOUND
ADVANCED FAX
BASIC FAXSET DATE & TIME
Fax Header
Dial/Schedule
Journal
Key Sound
Alarm Sound
WakeUp Sound
Set Broadcasting
Set Delayed Fax
Set Polling Send
Silent Mode
Language
Sending Confirm
Paper Size
Factory Default
Cancel Schedule
Auto Reduction
Discard Size
REPORTS
Help List
Sent Journal
Received Journal
Phonebook
Sending Confirm
Schedule Inform
System Data
Caller ID
Junk Fax
Print Fax
Set Fax Forward
Rings to Answer
Man Fax Rcv Code
ECM Mode
Send From Memory
Caller ID
Set Junk Fax No.
Auto Journal
Distinctive Ring
Resolution
Contrast
Image TCR
Dial Mode
SET FAX HEADER
10 HP Fax basics
Date Format
Date & Time
Fax Number
Fax Name
Overview of menu options
Your fax machine has settings that you can change. To find out how the options are
currently set, print the System Data report (see
Overview of menu options
Print reports on page 39).
To change these settings, see
Navigate the menus on page 14.
The tables below shows the options for a menu in the left column and their setting
choices in the right column.
BASIC FAX menu
Option Settings
Silent Mode You can turn off the machine sounds either manually or on a daily schedule
(for example, to turn off the sounds after work hours and overnight).
The settings are:
Silent mode on page 38.
Language There are three languages you can use for display and reports: English,
Spanish, and French.
Sending Confirm A confirmation report shows whether the transmission was successful or not,
how many pages were sent, etc.
ON
: prints a confirmation report automatically each time you send a fax.
OFF
: never prints a confirmation report (You can print one manually
(see Print reports on page 39)).
ERROR
: prints only when an error occurs.
Note that this report can include the Image TCR (see Image TCR on page 26).
Off, On-Always
, and
On-Daily
. For more information, see
HP FAX BASICSHP FAX BASICSHP FAX BASICSHP FAX BASICSHP FAX BASICSHP FAX BASICSHP FAX BASICS
Paper Size
Auto Reduction When receiving a document as long as or longer than the paper loaded, the
Discard Size If you turn the Automatic Reduction option off, you can set the fax machine
Rings To Answer You can select the number of rings before answering an incoming call. If you
A4, Letter
and copy.
machine can automatically reduce the data to fit your paper. If the fax
machine cannot fit the data into one page with the feature enabled, the data
is divided and printed in actual size on two or more sheets. The settings are
and
to discard any excess image at the bottom of the page when receiving a
document as long as or longer than the paper loaded in your machine. If the
incoming fax is out of the margin you have set, it will be printed on two sheets
of paper.
The Discard Size can be 00 to 30 mm.
are using your machine as both a telephone and a fax machine (AUTO or
TAM mode), we suggest you set the ring count to at least 4 to give you time
to answer.
The number of rings can be 2 to 7.
Note that TAM mode can only be used with a separate answering machine.
Off
.
and
Legal
are the paper sizes you can use to receive faxes
On
HP Fax basics 11
Overview of menu options
Option Settings
Man Fax Rcv Code The Manual Fax Receive Code allows you to start receiving a fax from an
extension phone. If you pick up the extension phone and hear a fax tone,
enter the code and the fax will start receiving. You cannot change the * *,
just the number between them. The code can be 0 to 9.
ECM Mode Error correction mode compensates for poor line quality and ensures accurate,
error-free transmission with any other ECM-equipped facsimile machine. If the
line quality is poor, transmission time may be increased when ECM is
enabled.
On
and
Off
The settings are
.
Caller ID You can see the number of the person calling you. Before using this feature,
Caller ID service must be installed on your telephone line by the telephone
company.
The settings are On,
On w/ Junk Fax
, and
Off
. For more information, see Use
Caller ID on page 24.
Set Junk Fax No. If you have Caller ID set to
On w/ Junk Fax
, you can block faxes from
particular numbers. You must have received a fax from that number to block it.
Even though you have added junk fax numbers, if you turned off the Caller ID
Add
option above, the Junk Fax protection will be removed. The settings are
and
Delete
.
Auto Journal The Auto Journal shows the specific information concerning transmission or
reception activities, the time and date of most recent 40 transmissions or
receptions.
The settings are
On
and
Off
.
Distinctive Ring Distinctive ring (DRPD—distinctive ring pattern detection) is a service provided
by some telephone companies that assigns two phone numbers to one phone
line, each of which makes your phone ring differently. If you subscribe to this
service, you can program your machine to learn one phone number and
distinctive ring for incoming faxes. For more information, see Distinctive ring
(DRPD) on page 27.
Resolution Sets the default resolution when copying and faxing.
The settings are:
Standard, F
ine, and
Superfine
. For more information,
see Set document resolution and contrast for a single copy on page 21.
Contrast Sets the default contrast when copying and faxing.
The settings are:
Normal, Lighten, Photo
, and
Darken
. For more
information, see Set document resolution and contrast for a single copy on
page 21.
Image TCR Image TCR prints a sending confirm page with a miniature image of the first
On
and
Off
page of the fax. The settings are
. For more information, see
Image TCR on page 26.
Dial Mode Set the dialing mode to the type of the exchange to which you are connected:
Tone
or
Pulse
.
12 HP Fax basics
ADVANCED FAX menu
Option Settings
Loudspeaker
Set Broadcasting
Set Delayed Fax
Set Polling Send
Cancel Schedule
Set Fax Forward
Allows you to send a fax to several fax numbers at once.
Allows you to set up a fax to be sent at any time in the next 24 hours.
Allows you to set up a fax to be polled by another machine.
Cancels all scheduled faxes.
Allows you to forward incoming faxes to another fax number.
TOOLS menu
Option Settings
Clean Cartridge Cleans the print cartridge to improve print quality.
Align Cartridge Aligns the print cartridge to improve print quality.
View Ink Level Allows you to see the estimated level of ink remaining in the cartridge.
Adjust Scanner Use only if you have dropped the fax machine.
Self Test Prints a self test to allow you to troubleshoot problems.
HP FAX BASICSHP FAX BASICSHP FAX BASICSHP FAX BASICSHP FAX BASICSHP FAX BASICSHP FAX BASICS
Loudspeaker
You do not need to pick up the handset to make a phone call. When dialing, just press
the Loudspeaker button and enter the numbers. When your party answers, pick up the
handset to talk to them. This feature is especially useful for checking voicemail messages.
NOTE: Your HP Fax does not have speakerphone capabilities. The loudspeaker enables
you to hear calls but you must speak using the handset.
TIP: If you want to share the conversation with somebody beside you, pick up the
handset and press Loudspeaker. The line is still connected and everybody can listen to
the conversation.
While you are using Loudspeaker, do not place the handset beside the speaker, as this
may result in noise interference.
HP Fax basics 13
Navigate the menus
4
3
2
1
Navigate the menus
Ready mode
Whenever the HP Fax is ready for faxing and copying (called Ready mode), it will display the
date, time, and answer mode. For example,
Menu buttons
Use the Menu buttons to navigate the menu items.
OCT-05 14:23 FAX.
1 Press the Menu button to access the menu system.
2 Use the buttons to scroll through the options
on a particular level.
3 Press OK to select a particular menu option.
4 Press Cancel to return to Ready mode.
Example To change the default Resolution setting to Fine, you would take the following
steps.
1. Press the Menu button repeatedly until
2. Press OK.
Silent Mode
3. Use the to scroll until
4. Press OK.
Standard
5. Use the to scroll until
6. Press OK.
7. Press Cancel to return to Ready mode.
will display.
Resolution
will display.
Fine
BASIC FAX
displays.
displays.
displays.
14 HP Fax basics
Enter dates, times, text, and telephone numbers
Enter dates, times, text, and telephone numbers
Use these buttons when menu items ask you to enter dates, time or text.
• If the date format seems unfamiliar, check that you selected the correct one for your
country when setting up your HP Fax (see
• Some items on the display will show up with the blinking cursor under the item to
change. Simply press the key for the new character or number or use the
move to the one you want to change.
• To enter a pause in a telephone number, press Redial/Pause. A
display. Press the button multiple times for a longer pause.
• When entering text, press the phone pad button repeatedly to scroll through the
characters. Use the following table for reference.
Most text fields
The letters and numbers scroll as shown next to each button for text fields such as the
phone book. Press the 2 to display an
pressing 3 to select
Table 2-1 Keys to enter text and numbers
A
D
. If you want a B, press 2 twice in rapid succession.
Set the date and time on page 37).
and press for the cursor to advance before
to
P
will appear in the
HP FAX BASICSHP FAX BASICSHP FAX BASICSHP FAX BASICSHP FAX BASICSHP FAX BASICSHP FAX BASICS
Key Produces
1 “space” 1
2 A B C 2
3 D E F 3
4 G H I 4
5 J K L 5
6 M N O 6
7 P Q R S 7
8 T U V 8
9 W X Y Z 9
0 + - , . ‘ / * # & 0
* nothing if text field, use the 0 key
to enter *
# nothing if text field, use the 0 key
to enter #
HP Fax basics 15
Enter dates, times, text, and telephone numbers
For example, to enter ‘Jacque & Baja,Inc.’ follow these steps.
Press Result
r, o, , ooo, tt, uu, pp
n
mmmmmmmmm
n
oo, , o, r, o
mmm
qqq, ss, ooo
mmmm
Fax header telephone number
For most telephone numbers you can only enter the numbers (for example,
1234567890). For the fax header that prints on all your faxes (see
information
To punctuate the telephone number in the fax header, use these keys.
on page 38), you can enter some punctuation in the number.
‘JACQUE’
Enters a space.
‘&’
Enters a space.
‘BAJA’
‘,’
‘INC’
‘.’
will display.
will display.
will display.
will display.
will display
will display.
Set the fax header
Table 2-2 Keys to punctuate the fax header telephone number
Key Produces
# “space”
* +
16 HP Fax basics
For example, to enter ‘+123 456 7890’ follow these steps.
Press Result
‘+‘
*
will display.
Speed dialing
n, o, p
#
q, r, s
#
‘
t, u, v, m
Speed dialing
Your HP Fax has a built-in phone book that allows you to enter up to 50 names and
numbers for faxing or telephone use. Once entered, you can dial the number by any of
these methods.
• One-Touch (first 10 numbers)
• Searching the phone book through the Speed Dial button
All numbers must be stored in the phone book before use.
Store a number in the phone book
Once in the phone book these numbers can be dialed using one touch buttons, or by
searching the phone book through the Speed Dial button.
‘123’
will display.
Enters a space.
‘456’
will display.
Enters a space.
‘7890’
will display.
HP FAX BASICSHP FAX BASICSHP FAX BASICSHP FAX BASICSHP FAX BASICSHP FAX BASICSHP FAX BASICS
1. Press Speed Dial button repeatedly until
The display shows
2. Enter a two-digit number and press OK.
Numbers from 00 to 09 will be used for One-Touch dialing.
3. Enter the telephone/fax number you want to store (up to 40 digits) and press OK.
• If you want a pause between numbers (for example, when entering an access
code where you need to wait for a second dial tone), press Redial/Pause. A
appears in the display. For a longer pause, simply press Redial/Pause again.
• If you make a mistake while entering a number, use
under the digit, then enter the correct digit.
• Cancel will backspace delete in the field.
• Holding down Cancel will clear the whole field.
Speed [00-49]>##
New & Edit
.
appears and press OK.
to move the cursor
HP Fax basics 17
P
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