HP 8100C User Manual

HP Digital Sender 8100C

User Guide

Publication number C7707-90005

First Edition, April 1, 2000

Trademark Credit s

CompuServe is a U.S. trademark of CompuServe, Inc. Microsoft is a U.S. registered trademark of Microsoft Corporation. Windows, MS Windows, and Windows NT are U.S. registered trademarks of Microsoft Corporation. Pentium is a U.S. registered trademark of Intel Corporation.

LDAP code (libldap client library and liblber encoding/decoding library) used courtesy of the University of Michigan at Ann Arbor. Copyright 1992-1996 Regents of the University of Michigan. All rights reserved.

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

Warranty

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

Hewlett-Packard makes no warranty of any kind with respect to this information. HEWLETT-PACKARD SPECIFICALLY DISCLAIMS THE IMPLIED WARRANTY OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE.

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

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

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

Safety Information

WARNING! Electrical Shock Hazard

To avoid electrical shock, use only supplied power cords and connect only to properly grounded (3-hole) wall outlets.

Contents

1 Getting started

Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5

Identifying digital sender parts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6

Identifying control panel features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8

Managing your user profile. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10

Adding a registered user profile. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11

Changing options for your profile . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .13

Finding help . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14

2 Sending documents

Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .15

Guidelines for documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .16

Guidelines for using the ADF . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .16

Guidelines for using the glass . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .17

Sending double-sided documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .17

Step 1 Load a document. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .18

Step 2 Choose a destination . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20

E-mailing documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20

Faxing documents. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24

Printing to HP JetSend-enabled printers. . . . . . . . . . . . . . . . . . . . . . . . . . 26

Changing settings (optional). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28

3 Managing address books

Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .31

Using address books . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32

Viewing address books. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33

Managing your Personal E-Mail addresses book. . . . . . . . . . . . . . . . . . . . . . . 34

Adding addresses . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34

Modifying or deleting e-mail addresses . . . . . . . . . . . . . . . . . . . . . . . . . 36

Managing your Personal E-Mail lists. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37

Creating new lists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37

Adding addresses to existing lists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39

Changing or deleting addresses in lists . . . . . . . . . . . . . . . . . . . . . . . . . . 40

Deleting e-mail lists. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42

Managing the Fax numbers book . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43

Adding fax numbers. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43

Modifying or deleting fax numbers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45

Managing the Fax lists book . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46

Creating new fax lists. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46

Adding fax numbers to existing lists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47

Modifying or deleting fax numbers in lists. . . . . . . . . . . . . . . . . . . . . . . . 48

Deleting fax lists. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50

4 Troubleshooting

Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .51

Clearing paper jams . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52

Troubleshooting the digital sender . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56

General digital sender troubleshooting . . . . . . . . . . . . . . . . . . . . . . . . . . 56

Control panel messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59

Appendix A Warranty and support information

Hewlett-Packard limited warranty statement . . . . . . . . . . . . . . . . . . . . . . . . . . 65

Hewlett-Packard Year 2000 warranty. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67

HP customer support options worldwide. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68

HP support . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70

Index

Introduction

Getting started

Introduction

Thank you for purchasing the HP Digital Sender 8100C. This color, network digital sender helps you quickly and conveniently distribute paper documents in electronic format. The digital sender works with other devices and programs so you can:

●

E-mail

●

Fax

service, fax a document to one or more destinations.

●

Send to an HP JetSend-enabled printer

HP JetSend-enabled printers on your LAN/WAN network. (For more information about HP JetSend technology and a list of HP JetSend-enabled printers, visit

— Send a document directly to e-mail destinations.

— If your company subscribes to a supported Internet fax

— Send documents to

www.jetsend.com

The digital sender also incorporates address books in which you can store e-mail addresses, fax numbers, and distribution lists.

This user guide is intended to be used after the digital sender has been set up and configured using the setup poster and the administrator guide. If the digital sender is not already set up, contact the administrator.

Power switch

(on back)

Document

input tray

Control

panel

Document

output tray

Document

lever

Identifying digital sender parts

Before using the digital sender, use the diagram below to familiarize yourself with the parts of the digital sender.

Front and top view

Front view with ADF unit raised

ADF unit

(raises to

reveal glass)

Glass

Identifying digital sender parts

Identifying control panel features

Use this diagram to familiarize yourself with control panel features.

1 2 3

5 6

Control Panel Display — Displays information and messages.

Go key — Sends a document. In the manuals, this key is shown

9 10

as this symbol: . Cancel key — Stops sending process or returns to the main

display screen. In the manuals, this key is shown as this symbol:

Single-sided/double-sided key — Selects single-sided or double-

sided original. When referring to this key in this manual, it will be shown like this:

INGLE

OUBLE-SIDED

-/D

Tab key — Moves between fields on the control panel display.

Shift key — When used with a letter key, produces the capital

case of that letter. Alt key — When used with another key, enters the letter or

symbol (in purple) displayed on the upper right corner of the other key. (For example, pressing A

Alphabetic keys — Enter letters and symbols for names,

+B enters a “?”.)

passwords, and destinations. Enter key — Accepts information on the control panel display or

moves between fields. It is shown in this manual like this: E

NTER

Identifying digital sender parts

Backspace key — Deletes the last typed character or removes

destinations from the selection list. This key is located just above

NTER

the E shown like this: B

Numeric keys — Enter numbers or special characters for your

key . When referring to this key in this manual, it will be

ACKSPACE

language (except English). Special characters sticker — Contains instructions for accessing

the special characters available for your language (except English).

Scroll Arrow keys — Scroll up and down or through items in a

field. In the manuals, these keys are shown as these symbols: and .

Help key — Activates the Help window, which offers information

on the selected screen or field. In the manuals, this key is shown as this symbol: .

Function keys — Each one performs the function displayed

above the key. In this manual, these keys are shown in this way:

EY NAME

(FX), where FX is the number of the key.

Managing your user profile

There are two different types of users for the digital sender:

●

Registered users.

Registered user must establish a user profile,

and they have full access to all features.

●

Guest users.

Guest users do not have to establish a user profile,

but they also do not have full access to all features.

Registered users

As a registered user, you have the following privileges:

●

You can use the digital sender even if the administrator disables guest usage.

●

You can store e-mail addresses and distribution lists in your personal address books on the digital sender.

●

You can use e-mail addresses from your Personal or the Public E-Mail addresses book and distribution lists from your Personal or the Public E-Mail lists book.

●

You can store fax numbers and fax distribution lists in the public Fax books.

●

You can use fax numbers and fax distribution lists in the public Fax numbers book and the public Fax lists book.

Guest users

If the administrator has disabled guest usage, you cannot use the digital sender.

If guest usage is enabled, you can:

●

Use the digital sender.

●

Use the Public E-Mail addresses book and lists book.

●

Use the public Fax numbers book and lists book.

not

You do

have personal e-mail address and distribution list books. To create personal e-mail address books, you must be a registered user. Register at the digital sender when prompted, or contact the administrator if the prompt does not appear.

Managing your user profile

Users:

Adding a registered user profile

The administrator decides whether or not you can add a registered user profile, or if only he or she can. If you try to add yourself and are asked for the administrator password, contact the administrator.

If the administrator allows you to set up your own profile, you can do so from the you send an e-mail or try to add to an e-mail or fax book. (You need a registered user profile to have personal books.) For more information about e-mail and fax books, see chapter 3

books” on page 31

To add a registered user profile from the Users menu

menu, or from the login dialog box the first time

Users

Managing address

“

Press A

Press U

In the

Users

dialog box opens. In the

4 5

E-Mail

In the

Password

NTER

In the

Confirm

NTER

To enable the

Press O

To receive an e-mail confirmation for each document you

send, press YES (F1) at the Receive confirmations prompt.

LT+SETUP

SERS

(F4).

(F1). This dialog box opens:

field, type your name and press E

field, type your e-mail address and press E

field, type a password (optional) and press

field, type the password you just typed and press

Receipt

PTIONS

(F2).

Auto BCC

options, do the following:

NTER

. A new

NTER

Note

T o receive confirmations, your e-mail server and the links between your e-mail and the recipient’s e-mail must support Delivery Service Notification (DSN).

To receive a copy of every e-mail message you send, press

(F1) at the Auto CC prompt.

ACK

Press OK (F1), and then press B

(F4).

To add a registered user profile when you send an e-mail or access address books

Note

and press E

Name

(F1).

MAIL

(F1) or L

Personal E-Mail addresses

Press E

If you selected L

to select

lists

In the

At the Would you like to register as a user? prompt, press

ISTS

(F4).

ISTS

in the previous step, use the and keys

Personal E-Mail

NTER

field, type your name and press E

From

NTER

If the prompt does not appear, see the administrator to register.

NTER

In the

NTER

In the

NTER

To enable the

Press O

To receive an e-mail confirmation for each document you

send, press Y

field, type your e-mail address and press E

E-Mail Password

field, type a password (optional) and press

Confirm

field, type the password you just typed and press

Receipt

PTIONS

Auto BCC

(F2).

(F1) at the Receive confirmations prompt.

options, do the following:

T o receive confirmations, your e-mail server and the links between your e-mail and the recipient’s e-mail must support Delivery Service Notification (DSN).

To receive a copy of every e-mail message you send, press

(F1) at the Auto CC prompt.

Press OK (F1) twice.

Finish sending a document to e-mail or finish adding entries to

the books. See the appropriate procedure in chapter 2

on page 15)

(starting

Managing your user profile

Changing options for your profile

If you want to change your password, user name, or other registered user information, you can do so if the administrator allows it. If not, you receive a message to contact the administrator.

To change options for your profile

Do one of the following:

●

Access the Click

●

As you are e-mailing a document, accessing Lists, or logging in, type your user name and password, and then press M

to see instructions.

here

menu and change your profile as you added it.

Users

ODIFY

(F3).

SUBJECT FIELD: Enter the subject of

your e-mail message here. Press Enter to

FROM

SUBJ

Help

Finding help

This user guide provides instructions to help you use the digital sender, and it will also help you troubleshoot if you experience a problem. Additionally, the digital sender itself houses Help to assist you.

The Help for the digital sender contains context-sensitive Help. When you press , help appears for the active field on the control panel display. For example, if you were sending an e-mail message and pressed with the cursor in the

Subject

field, a message like this

would appear:

Press again or press C If Help is not available for a field or key, then you receive a message

to see the administrator for the digital sender.

LOSE

to exit the Help.

Introduction

Sending documents

Introduction

The HP Digital Sender 8100C lets you send a variety of single- and double-sided documents to e-mail addresses and distribution lists. You can also send to any fax number if your company subscribes to an Internet fax service.

Sending a document is a simple, two-step process:

1. Load the document.

2. Choose a destination.

Guidelines for documents

The HP Digital Sender 8100C is both a sheetfed and a flatbed digital sender. You can insert up to 25 pages (single- or double-sided) into the automatic document feeder (ADF) and quickly send them. On the glass, you can place documents that you cannot put in the ADF, such as photographs, pages from books, newspaper clippings, and fragile or lightweight documents.

Guidelines for using the ADF

Using the ADF is a fast, convenient way to send documents. The ADF accepts documents that meet the following specifications:

●

Documents on standard Letter-, A4-, and Legal-size paper.

●

Documents consisting of up to 25 pages (for all functions except printing to a black-and-white HP JetSend-enable printer, for which the limit is 20 pages).

●

Documents can range in size from 148.5 by 210 mm (5.9 by 8.3 inches) to 215.9 by 355.6 mm (8.5 by 14 inches).

●

Documents can range in weight from 60 to 105 g/m2 (16 to 28 lb).

●

Documents should be square or rectangular and in good condition (not fragile or worn).

●

Documents should be free of tears, perforations, or punch holes.

●

Documents should be free of glue, correction fluid, or wet ink.

Additionally, you should avoid multipart forms with carbon pages.

Before placing a document in the ADF, prepare the document by doing the following:

●

Remove curls or wrinkles.

●

Remove staples, paper clips, paper sticky notes, and any other materials from documents.

See

To load a document in the ADF” on page 18

“

to load a document into the ADF. If your document does not meet the guidelines or you cannot prepare it as stated above, send the document by placing it on the glass.

Guidelines for documents

Guidelines for using the glass

The glass is the best way to send unusual documents. Examples of unusual documents include:

●

Documents on media lighter than 60 g/m2 (16 lb) or heavier than 105 g/m

●

Irregular sizes or shapes, such as newspaper clippings, receipts,

(28 lb).

or business cards.

●

Transparencies.

●

Gum-backed paper.

●

Multipart forms with carbon pages.

●

Old or worn photographs or documents.

●

Documents containing tears, perforations, punch holes, wrinkles, or curls.

Place these types of documents on the glass one at a time and send them. See

To load a document on the glass” on page 19

“

for

instructions.

Note

The maximum length the glass can accept is 297 mm (1 1.7 inches). If your document is longer but you need to use the glass, send the document in multiple sections.

Sending double-sided documents

You can send double-sided documents using the glass, or ADF as long as the document meets the requirements specified in

Guidelines for using the ADF” on page 16

“

sending double-sided documents in the actual procedures for loading and sending documents.

. You will find steps for

Step 1 Load a document

You can load a stack of pages in the ADF or load one page at a time on the glass. See

ADF" glass

CAUTION

Before using the ADF, remove from the document anything such as self-adhesive notes, paper clips, or staples, that could get caught in the digital sender and damage it.

To load a document in the

To load a document on the

.”

To load a document in the ADF

Raise the ADF unit and ensure

nothing is on the glass. Then, close

ADF unit. Move the paper load lever to the

number 1 position. Slide the document (up to 25 pages)

face up, top of page first, into the ADF until the document stops.

Move the paper load lever to the

number 3 position. Press the S

key until the light under the correct icon is lit.

INGLE

OUBLE-SIDED

-/D

Step 1 Load a document

To load a document on the glass

Raise the ADF unit to reveal the

glass. Place the page face down on the

glass, top edge toward the back. Align the document in the upper-

right corner of the glass. Lower the ADF unit.

Step 2 Choose a destination

You can send a document to:

●

e-mail addresses or distribution lists

●

fax numbers or distribution lists (if your company subscribes to a supported Internet fax service)

●

HP JetSend-enabled printers

E-mailing documents

When you e-mail from the digital sender, it creates a message and attaches your document as a file. You can send to e-mail addresses by typing an address or choosing an address or distribution list stored in an address book. Public address books are available to all users, while personal address books are only available to registered users. (For more information about address books, see chapter 3

Managing address books” on page 31

“

If the administrator has configured the digital sender to work with an LDAP server, you can also choose addresses stored on the LDAP server.

To send to e-mail destinations

Welcome -- please sign in.

Password:

Name:

BAC

To:

Subject:

From:

BAC

Step 2 Choose a destination

Note

At any time before pressing to send the document, you can press

ACK

or B

(F4) to return to the main screen without saving any

settings.

AIL

Press E-M

(F1). If guest usage is disabled, then only registered users can use the digital sender. This login screen opens:

Otherwise, the main e-mail dialog box opens:

Do one of the following:

●

If the login dialog box opens, type your user name (or use the

and keys to scroll to it) and press E

password (if set) and press E

●

If the main e-mail dialog box opens, type your e-mail address.

Type a message in the

Subject

NTER

. Then, type your

NTER

field (optional) and press E

NTER

Do one of the following to choose an e-mail destination:

●

Type an e-mail address.

●

Begin typing the name of an address or distribution list stored in an e-mail book. As you type, the digital sender completes the name.

●

Use the and keys to scroll destinations in an e-mail book.

●

Begin typing the name of an e-mail address on an LDAP server and press S

EARCH

(F2) [or press S

HIFT+SEARCH

access advanced search options]. Use the and keys s to select an address and press OK (F1).

(F2) to

Note

If too many matching entries are found, you receive a message. Press C list and press E

ANCEL

(F4) to scroll the partial

NTER

to select a destination. Or,

further narrow the search and try again.

Repeat step 4 until you have added all the destinations you want.

To view the list, press T

to enter the list field and use the and keys to scroll the destinations. To remove a destination, select it and press B

ACKSPACE

To CC or BCC someone:

Press TO/CC (F3).

Use the and keys to select CC (or

In the CC (or

) field, type an e-mail address or choose an

BCC

) and press E

BCC

NTER

e-mail destination from an e-mail book.

Press E

NTER

. The destination, preceded by “CC:” (or

“BCC:”), appears in the list field.

The Paper Size and Quality settings appear in the upper right

corner of the display. See

page 28

to change the Paper Size setting. (The Quality setting,

Changing settings (optional)” on

“

which is always B/W Document for faxing, cannot be changed.)

Press to begin sending the document.

●

If you sent a single-sided document, the process is finished.

●

If you sent a double-sided document using the ADF, wait for the first side to finish. Then, reload the document with the second side facing up, last page on top, and press again.

●

If you used the glass, remove the page when it is finished. Then, place the next page face down on the glass and press

. After the last page, press S

Step 2 Choose a destination

END

(F4).

Note

Your company’s e-mail server, not the digital sender, validates the e-mail addresses, so the digital sender does

not

notify you if you sent

to an invalid address.

Reading file attachments

File attachments can be sent in .pdf or .tif format, depending on what the administrator allows (see

page 28

Recipients can open .pdf files using Adobe Acrobat Reader, which many people already have. If your recipients do not have Reader, they can download a free copy of it for Windows or Macintosh from Adobe’s website at

www.adobe.com

Windows users can read .pdf files by double-clicking them. Macintosh users can read .pdf files by opening Reader, choosing

menu, and then selecting the file.

File

If you sent a single-page .tif file, the recipient can open it in any program that accepts that file format. If you send a multiple page .tif file, also known as .mtif, the user must open it using the Imaging program.

Changing settings (optional)” on

“

. After installing Reader,

on the

Open

+ 54 hidden pages