HP 9500MFP User Manual

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user reference

hp color LaserJet 9500mfp

HP Color LaserJet 9500mfp

user reference guide

except as allowed under the copyright laws. Edition 2, 10/2004 The information contained herein is subject to ch ange 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.

Trademark Credits

Acrobat®, Adobe®, Adobe Photoshop®, and PostScript® are trademarks of Adobe Systems Incorporated.

Corel® is a trademark or registered trademark of Corel Corporation and Corel Corporation Limited.

HP-UX® Release 10.20 and later and HP-UX Release 11.00 and later (in both 32- and 64-bit configurations) on all HP 9000 computers are Open Group UNIX 95 branded products.

Linux is a U.S. registered trademark of Linus Torvalds. Microsoft®, Windows®, and Windows NT® are U.S. registered trademarks of Microsoft

Corporation. PANTONE®* is Pantone, Inc.’s check-standard trademark for color. UNIX® is a registered trademark of The Open Group. E

NERGY STAR® is a U.S. registered service mark of the United States Environmental

Protection Agency.

ii ENWW

Contents

1 MFP basics

MFP components . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2

Control panel. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4

Features and benefits . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6

Copying. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6

E-mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6

Fax . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6

Printing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6

Media . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6

Print cartridges and image drums. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8

Connectivity . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8

Setting the MFP defaults . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9

Setting the MFP device defaults . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9

Setting the MFP driver defaults. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10

Printer drivers and software. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12

Printer drivers and software for Windows . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12

Printer drivers and software for Macintosh computers . . . . . . . . . . . . . . . . . . . . . . 13

Additional printer drivers. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16

Help system. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .17

“What is this?” Help. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17

“Show me how” Help. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17

“Error” Help . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17

Additional information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18

Loading input trays . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19

Loading tray 2 and tray 3. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22

Changing and setting the media size and type for a tray . . . . . . . . . . . . . . . . . . . . 29

Loading the staple cartridge (multifunction finisher) . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31

Loading the staple cartridge (3,000-sheet stapler/stacker) . . . . . . . . . . . . . . . . . . . . . . . 33

2 Copying

Copy-screen layout . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36

Copying instructions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37

Copying by using the default settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37

Copying by using user-defined settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39

Copying from the scanner glass . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41

Copying by using the ADF . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41

Using Job Mode . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41

Copying books . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42

Creating a job to be copied later. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42

Copy settings. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .43

Color copies or black and white copies. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43

Reduce or enlarge . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43

Adjust the lightness/darkness. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43

Enhance the document. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43

Copying multiple sized originals . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44

Setting copy defaults . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44

iii

3 E-mail

Sending documents. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47

Steps for sending . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47

Scan settings. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .48

Authentication . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .49

Using the auto-complete function . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49

Using the address book. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50

Creating a recipient list . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50

4 Faxing

Connecting the fax to a phone line . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52

Verifying the fax operation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53

Establishing the required fax settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53

Using the Fax Settings menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53

Setting or verifying the date and time . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54

Setting or verifying the location. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54

Setting or verifying the fax header . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55

Fax feature screen. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56

Status message bar. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56

Sending faxes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57

Sending a fax by typing the number manually . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57

Sending a fax by using speed dial . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58

Sending a fax by using phone book numbers. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58

Canceling a fax . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60

Canceling the current fax transmission. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60

Canceling all pending faxes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60

Changing the notification setting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61

Speed dial . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61

Changing the sharpness setting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62

Changing the background setting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62

Changing the light/dark setting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63

Receiving faxes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63

Remote fax configuration. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64

Web browser. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64

HP Web Jetadmin. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64

HP MFP Digital Sending Software Configuration Utility . . . . . . . . . . . . . . . . . . . . . 65

Establishing optional fax settings. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65

Setting the modem volume . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66

Setting the ringer volume . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66

Setting error correction mode . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66

Setting JBIG compression mode . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67

Setting outgoing fax resolution . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67

Setting the overlay header . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67

Setting dialing mode . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68

Setting dialing and detection options. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68

Setting a dialing prefix. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68

Setting the redial-on-busy feature. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69

Setting redial-on-no-answer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69

Setting redial interval . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69

Setting dial-tone detection . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70

Setting billing codes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70

Setting rings-to-answer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70

Stamp received faxes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71

Setting the fit-to-page option . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71

iv ENWW

Setting the paper tray . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71

Setting the destination bin . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72

Blocking incoming faxes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72

Secure settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74

Changing your PIN . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74

Setting fax forwarding . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74

Scheduling fax printing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75

Initiate polling receive . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 76

Printing the fax call report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 76

Scheduling fax-call report printing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 78

Printing the fax activity log. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 78

Printing the billing code report. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 79

Clearing the fax activity log and billing code report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 79

Printing the blocked fax list report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80

Printing the speed dial list report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80

Is your fax set up correctly?. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81

What type of phone line are you using? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81

Are you using a phone-line splitter? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81

Are you using a surge-protection device?. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81

Are you using a phone company voice-messaging service

or an answering machine? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82

Checking fax status . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82

Fax feature is not operating . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 83

General fax problems. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 84

Receiving fax problems . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 86

Sending fax problems . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 88

Error codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .89

Service settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 90

Customer support . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 90

World Wide Web. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 90

E-mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 90

Fax product specifications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 91

Replacement parts and accessories . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 91

Regulatory information and warranties . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 91

5 Printing

Using the printer driver . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 94

Opening the printer driver . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 94

Changing the settings for a print job using a computer. . . . . . . . . . . . . . . . . . . . . . 94

Changing default settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 94

Printing on both sides of paper (duplexing). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 96

Printing on special print media . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 97

Choosing and printing on envelopes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 97

Printing on envelopes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 98

Printing on letterhead, prepunched paper, or preprinted paper (single-sided) . . . . 99

Printing on labels . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 99

Printing on transparencies . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 99

Printing on heavy paper and card stock . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 100

Creating the effect of a full-bleed image . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 101

Printing watermarks. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 101

Printing a cover or a different first page. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 102

Adding a blank page (job separator page) or back cover to the end

of a print job (computer only). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 104

Adding a blank page to the beginning of all print jobs (job separator page). . . . . 104

Printing multiple page images on one side of a sheet of paper. . . . . . . . . . . . . . . . . . . 106

Customizing tray 1 operation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 107

Printing from tray 1 when the loaded paper is requested . . . . . . . . . . . . . . . . . . . 107

Manually feeding paper from tray 1. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 107

Using the job-storage features. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 108

Private jobs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 108

Stored jobs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 109

QuickCopy jobs. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 110

Proof and hold jobs. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 112

Printing a booklet. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 114

Selecting an output bin for print jobs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 116

3,000-sheet stacker and 3,000-sheet stapler/stacker. . . . . . . . . . . . . . . . . . . . . . 116

Multifunction finisher . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 117

8-bin mailbox. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 117

Selecting an output location at the control panel . . . . . . . . . . . . . . . . . . . . . . . . . 118

Selecting the stapler for a print job . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 119

Selecting the stapler . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 119

Basic network printing setup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 120

6 Control-panel menus

Retrieve job menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 126

Information menu. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 127

Paper handling menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 128

Configure device menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 130

Originals submenu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 130

Copying submenu. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 131

Enhancement submenu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 132

Sending submenu. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 132

Printing submenu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 134

PCL submenu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 136

Print quality submenu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 138

System setup submenu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 140

I/O submenu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 145

Resets submenu. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 149

Diagnostics menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 150

7 Using color and fonts

HP ImageREt 4800. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 153

Managing color . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 154

Matching colors. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 156

Color samples. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 157

Printing color samples. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 158

Four-color printing (CMYK) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 158

Using fonts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .159

Installing fonts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 159

Understanding the MFP font defaults . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 159

Selecting fonts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 160

Selecting PCL fonts at the MFP control panel . . . . . . . . . . . . . . . . . . . . . . . . . . . 160

Printing a list of available MFP fonts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 160

Using PostScript fonts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 160

Using fonts on a network. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 161

Adding support for fonts to a printer hard disk or Flash Memory card . . . . . . . . . 161

Using special effects with typefaces (Windows only) . . . . . . . . . . . . . . . . . . . . . . 162

vi ENWW

8 Selecting and using media

Selecting high-quality media. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 163

Using non-HP-brand media . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 163

Ordering supported media . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 164

Setting media size and type . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 164

Supported types of media. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 172

Selecting media for your document. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 175

Printing by type and size of media . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 188

Advanced settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 189

Print modes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 189

Storing media . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 195

Media-related copy-quality and print-quality issues . . . . . . . . . . . . . . . . . . . . . . . 196

9 Managing and maintaining

Using the MFP memory. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 200

Using HP Toolbox . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 204

Supported operating systems . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 204

Supported browsers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 204

To view HP Toolbox. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 204

HP Toolbox sections . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 205

Other links. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 205

Status tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 205

Alerts tab. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 205

Device Settings button . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 206

HP Toolbox links . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 206

Using the embedded Web server . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 207

Managing supplies. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 210

Checking supplies levels. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 210

Ordering supplies . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 212

Storing supplies . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 212

Replacing and recycling the supplies . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 213

Using the image drums. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 217

Image transfer kit . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 221

Image cleaning kit. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 227

Image fuser kit . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 231

Cleaning procedures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 234

Cleaning the ADF . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 234

Cleaning the post charger. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 238

Cleaning the fuser input . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 240

Installing firmware updates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 242

Downloading the new firmware to the MFP . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 242

Remote firmware update through a local Windows port . . . . . . . . . . . . . . . . . . . 243

Remote firmware update through a Windows network . . . . . . . . . . . . . . . . . . . . . 244

Remote firmware update for UNIX systems . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 244

Remote firmware update by using FTP on a direct network connection . . . . . . . 245

Remote firmware update by using FTP through a browser. . . . . . . . . . . . . . . . . . 246

Remote firmware update using the HP LaserJet utility (Mac OS 8.6 and 9.x only)247

Remote firmware update using the LPR command . . . . . . . . . . . . . . . . . . . . . . . 248

Using HP Web Jetadmin to download the firmware to the MFP . . . . . . . . . . . . . . 248

MFP messages during firmware update . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 249

Troubleshooting a firmware update . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 250

Managing and configuring printer drivers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 251

Using the HP Web Jetadmin software plug-in. . . . . . . . . . . . . . . . . . . . . . . . . . . . 252

Using the customization utility. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 252

vii

Relocating the MFP. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 253

Before you move the MFP. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 253

After the MFP is in the new location . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 254

10 Problem solving

Clearing jams. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 257

Jam clearing locations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 257

Clearing jams from the input-tray areas . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 259

Clearing jams from the duplexer. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 269

Clearing jams from the output areas. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 271

Solving repeated jams . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 290

Understanding MFP messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 291

Using the MFP help system . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 291

If a message persists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 291

Interpreting control-panel messages. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 292

Solving output-quality problems . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 317

Output-quality troubleshooting procedures. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 318

Print Quality Troubleshooting Pages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 318

Solving persistent output-quality problems . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 319

Solving MFP problems. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 331

MFP hardware issues . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 331

MFP control-panel issues . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 332

Media-handling issues . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 333

MFP-output issues . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 335

PostScript issues. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 338

Software issues. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 338

Communication issues . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 339

Duplexer issues. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 341

Selecting an alternate PPD (Macintosh only) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 342

Communicating with an HP Jetdirect print server . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 343

Checking the MFP configuration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 344

Menu map. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 345

Configuration page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 346

Jetdirect page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 348

Supplies status pages. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 349

Usage page. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 351

PCL or PS font list. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 352

Print demo page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 353

Print RGB samples . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 354

Print CMYK samples. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 354

File directory page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 356

Event log page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 357

Printing a paper-path test . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 358

Setting registration. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 358

A Specifications

Physical specifications. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 359

Power requirements and circuit capacity. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 360

Power consumption . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 360

Acoustical specifications¹ . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 361

Operating and storage environment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 361

viii ENWW

B Support information

Information from the MFP . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 363

Customer support and MFP repair assistance . . . . . . . . . . . . . . . . . . . . . . . . . . . 364

Warranties and license . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 364

Extended warranty . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 364

Color print cartridge/image drum warranty . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 364

HP software license terms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 366

C Regulatory

Environmental product stewardship program . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 369

Protecting the environment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 369

FCC statement . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 371

Regulatory statements. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 372

Declaration of Conformity . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 372

EU Statement for Telecom Operation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 373

Canadian DOC Regulations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 373

VCCI Statement (Japan). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 373

Korean EMI Statement . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 374

Laser Statement for Finland . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 374

Taiwan Class A Statement . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 375

Taiwan Battery Statement. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 375

Product Information Sheet . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 375

D Setting up the MFP

Preparing a location for the MFP . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 378

Unpacking and setting up the MFP. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 379

Removing and loading the consumables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 384

Installing the finishing device . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 387

Unpacking and installing the 2,000-sheet side input tray (tray 4) . . . . . . . . . . . . . 388

Setting the MFP language . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 390

Loading media in tray 2 and tray 3 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 391

Loading media in the 2,000-sheet side input tray (tray 4) . . . . . . . . . . . . . . . . . . . 392

Using the control panel . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 392

Configurating e-mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 393

Installing the printing software . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 394

Index

x ENWW

MFP basics

Now that the MFP (multifunction peripheral) is set up, take a few moments to set your defaults and get to know the MFP. This chapter contains info rmation about the following topics:

● MFP components

● Features and benefits

● Setting the MFP defaults

● Printer drivers and software

● Help system

● Loading input tra ys

● Loading the staple cartridge (multifunction finisher)

● Loading the staple cartridge (3,000-sheet stapler/stacker)

ENWW 1 MFP basics 1

MFP components

The following figures show the components of the HP Color LaserJet 9500mfp.

1 2

6 7

Figure 1: MFP components (front view)

1 the ADF (automatic document

feeder) output bin

2 the control panel (including the

touch-screen graphical display)

3 the finishing device

(3,000-sheet stapler/stacker, 3,000-sheet stacker, multifunction finisher, or 8-bin mailbox)

4 the front doors 5 the power switch 6 tray 2 7 tray 3 8 the ADF feeder

8 9

10 11 12

9 the ADF 10 the ozone fan and filter 11 the right door 12 tray 1 13 the 2,000-sheet side input

tray (tray 4)

2 MFP components ENWW

Figure 2: MFP components (rear view)

3 4 5

6 7 8

9 10 11

1 the air filter 2 the power-cord connector 3 the hard disk (EIO) 4 the disk-drive security lock

5 the RJ11 connector (to the

external fax line)

6 the HP JetLink connector 7 the copy connect card

(enhanced input/output [EIO])

8 the parallel port

9 the FIH (foreign interface

harness) connector

10 the ethernet network card

(EIO)

11 the USB port

ENWW 1 MFP basics 3

Control panel

The control panel includes a touch-screen graphical display, three job-control buttons, a numeric keypad, and three light-emitting diode (LED) indicator lights.

For more information about the control-panel menus, see “Control-panel menus” on

page 123.

Display contrast adjustment

Ready light (green) Data light (green)

Attention light (orange)

Features and buttons Function

Touch-screen graphical display

Numeric keypad

CLEAR button (C)

SLEEP button

MENU button S

TATUS button TOP button

S RESET button

TART button

ISPLAY CONTRAST

ADJUSTMENT

OUCH-SCREEN

GRAPHICAL

SLEEP Use this to put the MFP in Sleep Mode.

ENU Use this to open the MFP Information, Configuration, and other

TATUS This button shows the current jobs and their progress, and also shows

ESET Use this button to reset the job settings to user-defined default values.

R S

TOP Use this button to cancel the active job.

TART Use this button to begin a copy job, start digital sending or faxing, or

C This is the Clear button which resets the number of copies to one. N

UMERIC KEYPAD Use the keypad to type numeric values for the number of copies that

DISPLAY

Use this to adjust the amount of contrast on the control-panel display.

This touch-screen display provides the user with text and graphical information about the configuration and status of the MFP. The touch screen allows you to control all of the MFP functions and features.

menus.

the status of the trays and supplies.

continue a job that has been interrupted.

are required and to specify other numeric values.

4 MFP components ENWW

Interpreting control-panel lights

Use the following table to interpret the control-panel lights.

Light State Indication

Ready (green) Off The MFP is off, offline, or has experienced an error.

On The MFP is ready to print. Blinking The MFP is going offline.

Data (green) Off The MFP ha s no data to print.

On The MFP has data to print, but is not ready or is offline. Blinking The MFP is processing or is printing the data.

Attention (orange)

Off The MFP is fu nctioning without error. On The MFP has experienced a critical error. Note the error

message, and then turn the MFP off and on again.

Blinking Action is required. See the control-panel display.

Control-panel home screen

The home screen, or main menu, displays the three basic functions of the MFP. Touch the corresponding icon to copy, send e-mail, or fax. If additional optional functionality is installed (such as send to network), those icons also appear on the home screen.

1 touch this to use the copy screen 2 touch this to use the e-mail screen 3 touch this to use the fax screen

ENWW 1 MFP basics 5

Features and benefits

The HP Color LaserJet 9500mfp (C8549A) is designed to be shared by a workgroup, and can be used to copy, digitally send, print, and fax b lac k- and-white or color do cuments . The MFP can function as a standalone device and does not requir e co nn ec tio n to a co mp u te r. With the exception of netwo rk printing, you can select all functions at the control panel.

Copying

● color or black and white

● modes for text, photo, glossy photo, and mixed originals

● a Job Interrupt feature (at copy boundaries)

● multiple pages per sheet (N-up layout)

● operator-attendance anima tions (for example, paper-jam recovery)

● an auto-configure feature that matches output to MFP settings

● the ability to copy books

● a sleep feature that saves energy

● one-pass duplex scanning

● heavy-media original modes

E-mail

● e-mail compatibility

● an address book

Fax

● HP LaserJet MFP Analog Fax Accessory 300 (standard in some countries/regions)

● speed dial

● a phone book (when the HP MFP Digital Sending Configuration Utility is configured)

● remote fax configuration

Printing

● color printing at speeds up to 24 pages per minute (ppm)

● a 533-MHz processor

● automatic duplex printing (printing on both sides of the paper)

Media

● supported media sizes:

•Letter

•Letter-R

• Legal

•Executive

• Statement

6 Features and benefits ENWW

•8.5x13

•11x17

•12x18

•A3

•A4

•A4-R

•A5

•RA3

•B5

•Executive

•Postcard

•8K

•16K

• Envelope #10

• Envelope monarch (tray 1 only)

• Envelope C5 (tray 1 only)

• Envelope DL (tray 1 only)

• Envelope B5 (tray 1 only)

•Custom

● Supported media weight of 64 grams per square meter (g/m²) t o 220 g/m² (17 - to 60-lb

bond)

● Input

• Tray 1 (100-sheet multipurpose tray): Use this multipurpose tray for paper, transparencies, labels, and envelopes. Tray 1 holds up to 100 sheets of 75 g/m

(20-lb bond) paper, 20 transparencies, or 10 envelopes. This tray also handles heavy media and is designed to accommod ate the narro west and widest media that the MFP suppor ts.

• Trays 2 and 3 (500-sheet input trays): These trays automatically sense several standard paper sizes up to ledger/A3 and accommodate printing on custom-size paper and transparencies.

• 2,000-sheet side input tray (tray 4): This tray automatically senses standard media sizes. Use this tray for letter/A4 media only.

• Duplex printing (duplexer): The duplexer provides printing on both sides of paper for all of the supported paper types.

• ADF: This tray can hold up to 50 sheets of A3/ledger media or up to 100 sheets of A4/letter media.

● Output

• ADF output bin: Holds up to 100 sheets of media.

• One of the following finishing devices is required with the HP Color LaserJet 9500mfp:

• 3,000-sheet stacker: This finishing device stacks up to 3,000 sheets of paper in the order in which

they were printed. Bin 1 (face-up bin) holds up to 125 sheets of paper, and bin 2 (face-down bin) holds up to 3,000 sheets of paper.

ENWW 1 MFP basics 7

• 3,000-sheet stapler/stacker: In addition to stacking, this finishing device provides multiposition

stapling for up to 50 sheets of 75 g/m2 (20-lb) paper per staple, or an equivalent job height of 5.5 mm (0.22 inch) thickness. Bin 1 (face-up bin) holds up to 125 sheets of paper, and bin 2 (face-down bin) holds up to 3,000 sheets of paper.

• Multifunction finisher: This finishing device produces professional-looking booklets and brochures

through finishing options such as multiposition stapling, stacking, and job separation. Provides 1,000 sheets of stacking capacity (stacker bin), stapling for as many as 50 sheets of paper per document, plus folding and saddle stitching of booklets that contain up to 10 sheets of paper. The booklet bin holds up to 50 booklets.

• 8-bin mailbox: This finishing device provides a high-capacity output that increases the MFP’ s output

capacity to 2,000 sheets of standard media. Each of the eight bins holds up to 250 sheets of media. The 8-bin mailbox can also provide a full set of stacking options in four different operational modes: mailbox, stacker, job separator, and sorter/collator (copy separator).

Print cartridges and image drums

● separate print cartridges and image drums decrease the cost per page

● supplies status indicators appear on the control panel

● a supplies status page (which can be printed by using the control panel) shows the

toner gauge, page count, and information about paper sizes that have been used

● the no-shake cartridge design simplifies installation and replacement

● the MFP authenticates HP print cartridges and image drums

Each of the four print cartridges contains toner in one of four colors: cyan, magenta, yellow , and b lack. Each print cartridge works with a matching image drum that contains the corresponding color.

Connectivity

● three enhanced input/output (EIO) slots support the following cards:

• HP Jetdirect EIO cards (Fast Ethernet 10/100TX, LocalTalk, wireless, and others)

• Copy connect card

• Hard disk (20-gigabyte [GB])

● IEEE 1284 type-C parallel connection

● foreign interface harness connection (FIH)

● Copy connect board

● HP Jet-Link (for paper-handling devices)

● fax

● universal serial bus (USB)

Note Additional EIO cards, including USB and IEEE 1394 EIO, are available from Hewlett-

Pac kard (www.hp.com EIO cards, see the documentation that is supplied with these cards.

) or other vendors. F or information about installing and connecting

8 Features and benefits ENWW

Setting the MFP defaults

Certain printing features and hardware (such as the duplex-printing accessory or a finishing device) must be configured through the printing-system software.

Setting the MFP device defaults

You can create default MFP device settings for several printing, copying, faxing, e-mail, and network features.

To set device defaults at the control panel

1 Press the MENU button. 2 Scroll to and touch C 3 Scroll to and touch the configuration item that you want. These items include the

following:

● copying

● enhancement

● sending

● printing

● system setup

ONFIGURE DEVICE.

To set device defaults by using eToolbox (Windows only)

1 Click on Start. 2 Click on Programs. 3 Click on HP color LaserJet 9500mfp. 4 Click on HP LaserJet Toolbox. 5 Click on the configuration item that you want.

Note You can only configure status alerts. Press the Alerts tab to perform this function.

To set device defaults by using HP Web Jetadmin

1 Download HP Web Jetadmin at www.hp.com/go/webjetadmin. 2 Install HP Web Jetadmin and follow the directions to configure your MFP using

HP Web Jetadmin.

3 See the HP Jetdirect Administrators Guide for more information.

ENWW 1 MFP basics 9

Setting the MFP driver defaults

You can configure the MFP to use driver default settings.

T o set driver defaults in Micr osoft® Windows 98, Windo ws Millennium Edition (Me), Windows NT® 4.0, and Windows 2000

1 Click the Start button, point to Settings, and then click Printers. 2 Right-click the HP color LaserJet 9500mfp icon, and then click Properties. 3 On the Device setting or Configure tab, select your MFP Model and make sure that

the configuration items for your MFP are correct.

4 Click More to view and change other configuration options. 5 Click OK to return to the Configure tab. 6 Click OK to save your configuration, and to close the printer driver.

To set driver defaults in Windows 98 and Windows Me

1 Click the Start button, point to Settings, and then click Printers. 2 Right-click the HP color LaserJet 9500mfp icon, and then click Properties. 3 Change any of the settings on the Finishing, Effects, Paper, Destination, Basics,

and Color tabs (the PostScript (PS) driver also includes a PS tab). These settings are now the defaults for the MFP.

4 Click OK to save your settings, and to close the printer driver.

To set driver defaults in Windows NT 4.0

1 Click the Start button, point to Settings, and then click Printers and Faxes. 2 Right-click the HP color LaserJet 9500mfp icon, and then click Document Defaults. 3 Change any of the settings on the Finishing, Effects, Paper, Output, Basics, Job

Storage, Color, Configure, and NT Forms tabs (the PS driver also includes PS and Status tabs). These settings are now the defaults for the MFP.

4 Click OK to save your settings and configurat ion, and to close the printer driver.

To set driver defaults in Windows 2000 and Windows XP

1 Click the Start button, point to Settings, and then click Printers (Windows 2000) or

Printers and Faxes (Windows XP).

2 Right-click the HP color LaserJet 9500mfp icon, and then click Printing

Preferences.

3 Change any of the settings on the Advanced, Paper/Quality, Effects, Finishing,

Output, Job Storage, and Color tabs. These settings are now the defaults for the

MFP.

4 Click OK to save your settings, and to close the printer driver.

10 Setting the MFP defaults ENWW

To set driver defaults in Macintosh (OS 9.2 to 9.2.x)

1 On the File menu, click Print. 2 Change the settings you want on the various pop-up menus. 3 Click or select Save Settings in the lower left corner.

To set driver defaults in Macintosh (OS 10.1 and later)

1 On the File menu, click Print. 2 Change the settings you want on the various pop-up menus. 3 Select the Presets pull-down tab, and then select Save As.

ENWW 1 MFP basics 11

Printer drivers and software

The printer drivers that are provided on the CD-ROM must be installed in order to take full advantage of the printer features. The other software programs on the CD-ROM are recommended but are not requ ired for operation. See the Readme file on the CD-ROM for more information.

The CD-ROM includes software that is designed for end users and for network administrators that are using the following operating systems:

● Windows NT 4.0, Windows 95, Windows 98, and Windows Me

● Windows 2000 and Windows XP

● Mac OS 7.5 or later

● Mac OS 8.6 to 9.x

● Mac OS X (10.1 or later)

The most recent printing system software and other software utilities are availab le from the Internet. See www.hp.com/go/webjetadmin

Printer drivers and software for Windows

This section contains information about the HP printer driver s and software that are available for MFPs that are running Windows operating systems.

for more information.

Available printer drivers

● PCL 5c

● PCL 6

● PS

Select the correct printer driver for your needs

● Use the PCL 6 printer driver to take full advantage of the printer features. Use of the

PCL 6 printer driver is recommended unless backw ard compatibility with previous PCL printer drivers or older printers is necessary.

● Use the PS printer driver for compatibility with HP postscript 3 emulation needs or for

PS font dual inline memory module (DIMM) support.

● Use the PCL 5c printer driver if you want printed results to look comparable to those

from legacy printers.

Note The printer automatically switches betw een P ostScript (PS) and Printer Control Language

(PCL) printer languages.

Printer-driver help

Each printer driver has context-sensitive help screens that can be activated from the Help button, the F1 key, or the question mark symbol in the upper-right corner in the printer driver (depending on the Windows operating system that is runn in g) . These help screens give detailed information about the specific printer driver and the task you are performing. Printer-driver help is separate from the software-program help.

12 Printer drivers and software ENWW

Printer drivers and software for Macintosh computers

This section contains information about the HP printer driver s and software that are available for MFPs that are running Macintosh op eratin g sys te ms.

Printer Driver Client software

● PS ● PS PPDs and printer dialog

extensions (PDEs)

● HP LaserJet Utility* (8.6 to 9.2)

● Fonts*

● Help files (English only)

*These software products are not supported in Traditional Chinese, Simplified Chinese, Korean, Japanese,

Czech, Russian, and Turkish languages.

Printing system software components

Printer drivers provide access to the printer features and let the computer communicate with the printer (by using a printer language). Use the LaserWriter 8.6 or later printer drivers, which are PS printer drivers. The LaserWriter 8.6 printer driver comes with the Mac OS or can be obtained directly from Apple. Only PS PPDs are included.

The PS PPDs for Mac OS 9 and earlier, in combination with the LaserWriter 8.6 printer driver, provide access to the printer features and let the computer communicate with the printer. Use the Apple LaserWriter 8.6 printer driver that comes with the computer. An installation program for the PPDs and other software is provided on the CD.

Use PDEs and PPDs for Mac OS X.

To install printer drivers from Mac OS 8.6 to 9.2

1 Connect the network cable between the HP Jetdirect print server and a network port. 2 Insert the CD-ROM into the CD-ROM drive. The CD-ROM menu runs automatically. If

the CD-ROM menu does not run automatically, double-click the CD-ROM icon on the desktop, and then double-click the Installer icon. This icon is located in the Installer/ <language> folder of the Starter CD-ROM (where <language> is your language preference). (For example, the Installer/English folder contains the Installer icon for the English printer software.)

3 Follow the instructions on the computer screen. 4 Open the Chooser located in the Apple menu (upper left corner). 5 Click LaserWriter 8. 6 Click the appropriate zone if required. 7 Click on the printer name and then select Create or Setup.

Note The icon on the desktop will appear to be generic. All the print panels will appear in the print.

ENWW 1 MFP basics 13

To install printer drivers from Mac OS 10.1 and later

1 Connect the network cable between the HP Jetdirect print server and a network port. 2 Insert the CD-ROM into the CD-ROM drive. The CD-ROM menu runs automatically. If

3 Double-click the HP LaserJe t In st al le rs folder. 4 Follow the instructions on the computer screen. 5 Double-click the Installer icon for the desired language. 6 On your computer hard drive, double-click Applications, Utilities, and then Print

Center.

7 Click Add Printer. 8 Select the appropriate network selection. 9 Select the printer name. 10 Click Add Printer. 11 Close the Print Center (10.1 and 10.2) or the Printer Setup Utility (10.3) by clicking the

close button in the upper-left corner.

Installing Macintosh printing system software for direct connections (USB)

Note Macintosh computers do not support parallel port connections.

This section explains how to install the printing system software for Mac OS 8.6, Mac OS

9.x, and Mac OS 10.1 and later. The Apple LaserWriter driver must be installed to use the PPD files with Mac OS 8.6 to

9.x. Use the Apple LaserWriter 8 driver that came with your Macintosh computer.

To install the printing system software

1 Connect a USB cable between the USB port on the printer and the USB port on the

computer. Use a standard 2-meter USB cable.

2 Close all software programs that are open or running. 3 Insert the printer CD-ROM into the CD-ROM drive and run the installer.

The CD-ROM menu runs automatically. If the CD-ROM menu does not run

automatically, double-click the CD-ROM icon on the desktop, and then double-click

the Installer icon. This icon is located in the Installer/<language> folder of the Star ter

CDROM (where <language> is your language preference).

4 Follow the instructions on the computer screen. 5 Restart the comp ut er.

14 Printer drivers and software ENWW

6 For Mac OS 8.6 to 9.x

• From HD/Applications/Utilities, open the Apple Desktop Printer Utility.

• Double-click Printer (USB), and then click OK.

• Next to USB Printer Selection, click Change.

• Select the printer, and then click OK.

• Next to Postscript® Printer Description (PPD) File, click Auto Setup and then select Create.

• Save the printer setup.

• Click on the Desktop Printer Icon that was just created.

• On the Printing menu, click Set Default Printer.

For Mac OS X

Note If OS X and 9x (Classic) are installed on the same computer, the installer will show both

the Classic and the OS X installation options.

• From HD/Applications/Utilities/Print Center or Printer Setup Utility, start the Print Center.

• If the printer appears in the Printer list, delete the printer.

• Click Add.

• From the drop-down menu on the top, select USB.

• From the printer Model List, select HP.

• Under Model Name, select HP color Laserjet 9500mfp, and th en click Add.

7 Print a Test Page or a page from any software program to make sure that the software

is correctly installed.

If installation fails, reinstall the software. If this fails, see the installa tion notes or readme files on the printer CD-ROM or the flyer that came in the printer box, or go to

www.hp.com/go/clj9500mfp

The icon on the desktop will appear to be generic. All the print panels will appear in the print dialog in an application.

for help or more information.

Printer-driver Help

Use the following steps to open the printer-driver Help.

1 Open the Help menu. 2 Select Help Center. 3 Click HP LaserJet Printer Help.

These help screens give detailed in formation about using the printer. Printer-driver help is separate from the software-program help.

ENWW 1 MFP basics 15

HP LaserJet Utility (OS 8.6 to 9.x only)

The HP LaserJet Utility provides access to features that are not available in the printer driver. The illustrated screens simplify the selection of printer features. Use the HP LaserJet Utility to perform the following tasks:

● Customize the printer control-panel messages.

● Name the printer, assign it to a zone on the network, download files and fonts, and

change most of the printer settings.

● Set a password for the printer.

● From the computer, lock out functions on the printer control panel to prevent

unauthorized access. (See the printer-driver help.)

● Configure and set the printer for Internet Protocol (IP) or AppleTalk printing.

● Initialize disk or flash memory (not available in the PS printer driver).

● Manage fonts in RAM, disk, or flash memory.

● Administer job-retention features.

Note The HP LaserJet Utility is not supported for the Korean, Ja panese, Simplified Chinese, and

Traditional Chinese languages.

See the HP LaserJet Utility Help on your computer for more information.

Fonts

Eighty screen fonts are installed that correspond with the PS fonts that re side in the printer. An additional 136 fonts are available on the Adobe® font dual inline memory module (DIMM) accessory.

Additional printer drivers

You can obtain the following additional printer drivers by downloading them from the Internet or by requesting them from an HP- authorized service or support provider. (See

www.hp.com/go/clj9500mfp

● OS/2 PCL 5c and PCL 6 prin te r driver

● OS/2 PS2 printer driver

● Linux*

● UNIX®*

* Network printer installation for UNIX and other network operating systems is available from the

Internet or through a local HP-authorized distributor.

Note If the CD-ROM does not include the printer driver you want, or if the printer driver is not

listed here, read the Readme files to see if the appropriate printer driver is availab le. If not, contact the manufact urer of the operati ng system or distributor an d request a driver f or the printer.

for more information.)

16 Printer drivers and software ENWW

Help system

At any time, you can gain access to the Help system on the touch screen of the graphical display by pressing , located in the upper-left or upper-right corner of each screen.

“What is this?” Help

The MFP provides information about any topic on the touch screen of the graphical display. On the top level screen, touch , and then touch What is this?. After touching What is this?, a pop-up dialog box asks you to “Touch any item for help.” After to uching an item, a pop-up dialog box opens and displays information about the item you touched. After reading the information, touch a clear space on the screen to remove the What is

this? pop-up dialog box.

“Show me how” Help

Using Show me how Help, the MFP shows you how to use the MFP features.

1 Touch . 2 Touch S

by using the scroll bar to view and touch the required topic.

Show me how also appears on a What is this ? pop-up dialog bo x if the item y ou ch ose is a function that includes instructions.

HOW ME HOW . You can choose a topic from the Show Me How Index screen

Print this topic

You can print any of the Show me how instructions b y touching the Print This Topic button at the top of the Show Me How screen.

1 Touch . 1 Touch S 2 Scroll through the available topics and then select the topic that you want to print.

HOW ME HOW .

“Error” Help

There are some error messages that provide additional help information. Some of these include graphics to assist in solving problems.

ENWW 1 MFP basics 17

Additional information

Environmental features

See “Protecting the environment” on page 369.

Firmware updates

Firmware is the instructions or data that are programmed directly into the circuitry of the MFP. Firmware controls the operation of the MFP. Firmware updates include new features or fixes for existing errors or bugs. The MFP can use newer versions of its firmware as they become available. To obtain the latest firmware, go to

www.hp.com/go/clj9500mfp

firmware updates easily to one or to many MFPs, use the HP Web Jetadmin software (go to www.hp.com/go/webjetadmin

HP EIO hard disk

The EIO hard-disk can be used to store selected print jobs, support RIP Once technology (the ability to print, at maximum speed, multiple copies of complex pages), and permanently store downloaded fo nts and forms in the MFP. Unlike standard memory, many items on the EIO hard disk remain in the MFP even when the MFP is turned off. Fonts downloaded to the EIO hard disk are available to all users of the MFP.

For security, the EIO hard disk can be write-protected through software and locked by using the security lock slot.

and follow the instructions on the screen. To download

Security lock slot

The security lock slot helps deter theft of the MFP hard disk and the data it contains by locking the slot with a security cable accessory that is sold by vendors. For more information about compatible disk drive and formatter locks that are available through other vendors, see the HP Global Solutions Catalog at www.hpgsc.com Print Solutions Data Sheet at www.hp.com

Windows users

Hewlett-Packard occasionally introduces new software tools for use with your MFP and accessories. These tools are available from the Internet. For more information, go to

www.hp.com/go/clj9500mfp

Macintosh users

Use the HP LaserJet Utility to download fonts and files. For more information, see

“HP LaserJet Utility (OS 8.6 to 9.x only)” on page 16 or the HP LaserJet Utility Help that is

included with the HP LaserJet Utility.

for the addresses of the HP Web sites.

or the HP Secure

18 Help system ENWW

Loading input trays

This section contains information about loading standard- and custom-size media into tray 1, tray 2, tray 3, and the 2,000-sheet side input tray (tray 4). See Selecting and using

media in chapter 8 for more information about media.

CAUTION To avoid a jam, never add or remove paper f rom tray 1 or open tray 2, tray 3, or the 2,000-

sheet side input tray (tray 4) while printing or copying from that tray. To avoid damaging the MFP, print labels and enve lope s o nly from t ray 1. Send labels and

envelopes t o the face-up bin. Print on only one side of labels and envelopes.

For paper specifications, see “Recommended media” on page 172.

To load media in tray 1

Tray 1 is a multipurpose tray that holds a stack of media up to 5 mm (0.2 inch) in height, which equals approximately 100 sheets of 75 g/m² (20-lb paper), 10 envelopes, or 20 transparencies. (See “Supported media sizes for input and output” on page 180.) If media is loaded in tra y 1, the MFP default is to print media from tray 1 first.

Tray 1 provides a convenient way to print envelopes, transparencies, custom-size paper, or other types of media without having to unload the other trays. It can also be used as a convenient addit ional input tray.

Use this procedure to load media in tray 1.

1 Open tray 1. 2 Pull the first tra y extension out until it stops. If you are printing

on large media, also extend the second tray extension out until it stops.

3 Load (orient) media according to size and finishing options.

For single-sided printing on preprinted pap er, load the side to be printed on face up. For double-sided printing (duplexing) on preprinted paper, load the first side to be printed on face down. For more information about how to orient the media size that you are using, see “Orienting media” on page 168.

Note

To avoid jams, print sheets of labels one sheet at a time.

4 Adjust the paper guides so they lightly touch the paper stack,

but do not bend the paper. Make sure the paper fits under the tabs on the paper guides and not above the load level indicators.

5 Look at the control-panel display within a few seconds of

loading the paper. (Remove and reload the media if the time has already elapsed.)

6 If the control panel does not display the message TRAY 1

<TYPE> <SIZE>, then the tray is ready to use.

ENWW 1 MFP basics 19

7 If the control panel displays TRAY 1 <TYPE> <SIZE>, touch O

to change the size and type configuratio n. The size menu is displayed.

8 Touch A 9 Touch A

NY SIZE. The control panel displays SETTING SAVED. NY TYPE. The control panel displays SETTING SAVED.

10 If the control panel displays TRAY 1 ANY SIZE ANY TYPE, then

the tray is ready for occasional one-time use for a variety of paper.

11 Touch E

XIT to accept the size and type settings.

20 Loading input trays ENWW

To load tray 1 when the same paper is used for multiple jobs

Use the following procedure if tray 1 is loaded continually with the same type of paper, and the paper is not usually removed from tray 1 between print jobs. The following procedures can also increase the MFP performance when printing from tray 1.

CAUTION

To avoid a jam, never add or remove paper from a tray while printing from that tray.

1 Touch M 2 Touch P 3 Touch T

ENU.

APER HANDLING.

RAY 1 SIZE.

4 Touch the correct paper size. The control panel displays

SETTING SAVED.

Note

If you select CUSTOM as the paper size, also select the unit of measure (the X and Y dimensions).

5 Touch T

RAY 1 TYPE.

6 Touch the correct paper type. The control panel displa ys

SETTING SAVED.

7 Touch E

XIT to exit the menus.

8 Open tray 1. 9 Pull the first tra y extension out until it stops. If you are printing

on large media, also extend the second tray extension out until it stops.

10 Load (orient) media according to size and finishing options.

For single-sided printing on preprinted pap er, load the side to be printed on face up. For double-sided printing (duplexing) on preprinted paper, load the first side to be printed on face down.

CAUTION

To avoid jams, print sheets of labels one sheet at a time.

11 Adjust the paper guides so they lightly touch the paper stack,

but do not bend the paper. Make sure the paper fits under the tabs on the guides and not above the load level indicators.

12 Look at the control-panel display within a few seconds of

loading the paper. The tray configuration is displayed. (Remove and reload the media if the time has already elapsed.)

13 Touch E

XIT to exit the menus. The tray is ready to use.

ENWW 1 MFP basics 21

Loading tray 2 and tray 3

Tray 2 and tray 3 hold up to 500 sheets of standard media.

To load detectable standard-size media in tray 2 and tray 3

Use this procedure to load detectable standard-size media in the tray. The following are the detectable sizes, which are marked

inside the tra y:

● A4

● Letter

● A3

● Legal

● Executive

● 11 x 17

● B4

● B5

● A4-R

● Letter-R

CAUTION

To avoid a jam, never add or remove media from a tray while printing from that tray.

1 Pull the tray open until it stops. 2 Adjust the left (Y) media guide by pressing the tab on the

guide and set the guide to the correct media size.

3 Adjust the front (X) media guide by pressing the tab on the

guide and set the guide to the correct media size.

4 Load (orient) the media according to size.

CAUTION

Do not load more media than the maximum that is indicated by the media-fill triangles at the back of the tray.

5 Set the custom/standard switch to Standard. 6 Slide the tray into the MFP. 7 Look at the control panel within a few seconds of closing the

tray. (Open and close the tray if the time has already elapsed.) The control panel displays the tray size and type configuration. Do one of the f ollowing.

● If the size and type settings are correct, touch EXIT to accept

the settings.

22 Loading input trays ENWW

● If the size and type settings are not correct, t ouch OK. The

TRAY N SIZE=*<SIZE> menu is displayed.

8 To change the size setting, touch the correct paper size. The

message SETTING SAVED is displa y ed for a moment, and then the tray type menu is displayed.

Note

Depending on the size that you selected, the MFP might prompt you to move the Custom/Standard switch in the tray to another position. The MFP might also prompt you to move the paper guides. Follow the instructions on the control panel, close the tray, and then repeat this procedure starting with step 7.

9 To change the type setting, touch the correct paper type. The

message SETTING SAVED is displa y ed f or a moment, an d then the size and type settings are displayed.

Note

If you are using media that is lighter or heavier than 75 g/m² to 105 g/m² (20 to 28 lb), or if you are using coated media or transparencies, set the media type for the tray.

10 If the size and type settings are correct, touch E

XIT to accept

the settings. The tray is ready to use.

Note

See “Selecting media for your document” on page 175 for more information about selecting types of media.

ENWW 1 MFP basics 23

To load undetectable standard-size media in tray 2 and tray 3

Use this procedure to load undetectable standard-size media in the tray. The following are the undetectable sizes, which are marked inside the tray:

● 8K

● 16K

● A5

● Statement

● Executive

● 8.5 x 13 (216 x 330 mm)

CAUTION

To avoid a jam, never add or remove media from a tray while printing from that tray.

1 Pull the tray open until it stops. 2 Press the tab on the front (X) paper guide and slide the guide

all the way out.

3 Press the tab on the left (Y) paper guide and slide the guide

all the way out.

4 Load (orient) the media according to size.

Note

For more information about how to orient the media size that you are using, see “Orienting media” on page 168.

5 Adjust the left (Y) media guide by pressing the tab on the

guide and slide the guide until it gently touches the paper.

6 Adjust the front (X) media guide by pressing tab on the guide

and slide the guide until it gently touches the paper.

7 Set the Custom/Standard switch to Custom. 8 Slide the tray into the MFP.

9 Look at the control panel within a few seconds of closing the

tray. (Open and close the tray if the time has already elapsed.) The control panel displays the tray size and type configuration. Do one of the f ollowing:

● If the size and type settings are correct, touch EXIT to accept

the settings.

● If the size and type settings are not correct, t ouch OK. The

TRAY N SIZE=*<SIZE> menu is displayed.

10 To change the size setting, touch the correct paper size. The

message SETTING SAVED is displa y ed for a moment, and then the tray type menu is displayed.

24 Loading input trays ENWW

Note

11 To change the type setting, touch the correct paper type. The

message SETTING SAVED is displa y ed f or a moment, an d then the size and type settings are displayed.

Note

If you are using media that is lighter or heavier than 75 g/m² to 105 g/m² (20 to 28 lb), or if you are using coated media or transparencies, set the media type for the tray.

12 If the size and type settings are correct, touch E

XIT to accept

the settings. The tray is ready to use.

Note

See “Selecting media for your document” on page 175 for more information about selecting types of media.

ENWW 1 MFP basics 25

To load custom media in tray 2 and tray 3

Use this procedure to load custom-size media in the tray.

CAUTION

To avoid a jam, never add or remove media from a tray while printing from that tray.

1 Pull the tray open until it stops. 2 Press the tab on the front (X) paper guide and slide the guide

all the way out.

3 Press the tab on the left (Y) paper guide and slide the guide

all the way out.

4 Load (orient) the media according to size.

Note

For more information about how to orient the media size that you are using, see “Orienting media” on page 168.

5 Set the Custom/Standard switch to Custom. 6 Adjust the left (Y) media guide by pressing the tab on the

guide and slide the guide until it gently touches the paper.

7 Adjust the front (X) media guide by pressing tab on the guide

and slide the guide until it gently touches the paper.

8 Note the orientation of the paper , as well as the v alue of the X

dimension and the Y dimension. The X and Y dimensions are marked in the tray. You will need this information for a later step.

9 Slide the tray into the MFP. 10 Look at the control panel within a few seconds of closing the

tray. (Open and close the tray if the time has already elapsed.) The control panel displays the tray size and type configuration. Do one of the f ollowing:

● If the size and type settings are correct, touch EXIT to accept

the settings. The tray is ready to use. (You do not need to

26 Loading input trays ENWW

complete the rest of this procedure unless you want to configure the exact cu stom dimension. See t he f ollo wing note for more information.)

● To change the size setting, touch OK. The TRAY N

SIZE=*<SIZE> menu is displayed.

Note

If the size displayed on the control panel is CUSTOM, then the tray size is set to ANY CUSTOM. The tray will match any custom-size print job, even if the print-job dimensions are different from the dimensions of the paper that is loaded in the tray. If you prefer, you can specify the exact dimensions of the custom-size paper that is loaded in the tray. When you specify e xact dimension s , the dimensions are displayed as the size, rather than CUSTOM.

11 Touch C

USTOM. The Unit of Measure menu is displayed.

Note

The MFP might prompt you to move the Custom/Standard switch in the tray to another position. The MFP might also prompt you to move the paper guides. Follo w the instructions on the control panel, close the tray, and then repeat this procedure starting with step 10.

12 Touch the unit of measure (M

ILLIMETERS or INCHES). (If you

are using the measurement on the tray guide, select

ILLIMETERS.)

13 Use the numeric keypad to select the X (front to back)

dimension.

14 Touch O

15 Use the numeric keypad to select t he Y (left to right)

dimension.

16 Touch O

K. The control panel displays SETTING SAVED for a

moment. The tray size in dimensions is then displayed.

17 To change the type setting, touch the correct paper type. The

message SETTING SAVED is displa y ed f or a moment, an d then the size and type settings are displayed.

Note

If you are using media that is lighter or heavier than 75 g/m² to 105 g/m² (20 to 28 lb), or if you are using coated media or transparencies, set the media type for the tray.

18 Touch E

XIT to accept the settings. The tray is ready to use.

Note

See “Selecting media for your document” on page 175 for more information about selecting types of media.

ENWW 1 MFP basics 27

To load the 2,000-sheet side input tray (tray 4)

The 2,000-sheet side input tray (tray 4) holds up to 2,000 sheets of media. For media specifications, see “Recommended media”

on page 172.

The 2,000-sheet side input tray (tray 4) only supports A4- or letter-size media. If you are using media that is lighter or heavier than 75 g/m media, set the media type for the tray. To set the media type for the tray or to use other sizes of media, see “Setting media size

and type” on page 164.

CAUTION

To avoid a jam, never add or remove media from the tray while printing from that tray.

to 105 g/m2 (20 to 28 lb), or if you are using coated

Use this procedure to load media in the 2,000-sheet side input tray (tray 4).

1 Open the top door, and then open the bottom door. 2 Load the media so that the side to be printed on faces up and

the long edge is toward the MFP (short edge is toward the MFP if you are making booklets). Do not load more media than the maximum that is indicated by the media-fill triangles at the back of the 2,000-sheet side input tray (tray 4).

Note

The number of sheets that can be loaded might vary depending on the type of media. Use the media-fill triangles to determine how much media to load.

Make sure that the corners of the media are not folded. The 2,000-sheet side input tray (tray 4) supports letter, A4, A4-R,

and letter-R media.

3 Close the bottom door, and then close the top door. 4 The control-panel display promp ts you to select the size and

type of the media that you want to use.

5 Scroll to the size that you want and select it. 6 Scroll to the type you want and select it.

Note

See “Selecting media for your document” on page 175 for more information about selecting types of media.

28 Loading input trays ENWW

Changing and setting the media size and type for a tray

You can configure the MFP input trays by type and size. You can load different media in the input trays and then request media by type or size.

Note If you have used previous HP LaserJet printers or MFPs, you might be accustomed to

configuring tray 1 to first mode or cassette mode. To duplicate the settings for first mode, configure tray 1 for Size = ANYSIZE and Type = ANY. To duplicate the settings for cassette mode, set either the size or type for tray 1 to a setting other than ANY.

The following instructions are used to configur e the trays at the MFP control panel. You can also configure the trays from your computer by using the embedded Web server. For more information, see “Using the embedded Web server” on page 207.

To set or change media size for tray 1

1 Press the MENU button. 2 Touch P 3 Touch T 4 Touch the paper size that is loaded. 5 Touch E

APER HANDLING.

RAY 1 SIZE.

XIT to exit the menus.

To set a standard size for tray 2, tray 3, and the 2,000-sheet side input tray (tray 4)

The MFP automatically detects the size that is loaded, so you do not need to set the size manually.

To set or change a custom size for tray 2 and tray 3

1 Make sure that the switch inside the tray t hat you want to configure is in the Custom

position.

2 A message on the control panel prompts you to specify the paper size. 3 Touch the appropriate unit of measure (M

ILLIMETERS because the marks on the tray guides are in millimeters.)

4 Use the numeric keypad to specify the tray X (front-to-back) dimension. 5 Use the numeric keypad to specify the tray Y (left-to-right) dimension. 6 Touch E

XIT to exit the menus.

ILLIMETERS or INCHES). (The default is

Note See “Setting media size and type” on page 164 for more information.

ENWW 1 MFP basics 29

To set or change a media type for any tray

1 Determine the correct media-type selection for your media. See “Supported types of

media” on page 172 for more information.

2 Press the M 3 Touch P 4 Touch T 5 Touch the appropriate type setting for the media that you are using.

Note The default media type is plain.

6 Touch E

Note For a description of media types, see “Selecting and using media” on page 163.

ENU button.

APER HANDLING.

RAY X TYPE.

XIT to exit the menu.

To select the media type in Windows 95, Windows 98, Windows Me, and Windows NT 4.0

1 Open the printer driver (see “Changing th e settings f or a print job using a computer ” on

page 94).

2 On the Paper tab, in the Type is drop-down list, select the type that matches the

control-panel setting.

3 Click OK.

To select the media type in Windows 2000 and Windows XP

1 Open the printer driver (see “Changing th e settings f or a print job using a computer ” on

page 94).

2 On the Paper/Quality tab, in the Type is drop-down list, select the type that matches

the control-panel setting.

3 Click OK.

30 Loading input trays ENWW

Loading the staple cartridge (multifunction finisher)

Use this procedure to load staples in the multifunction finisher. The message STAPLER LOW ON STAPLES appears on the control panel if the staple cartridge

has 20 to 50 staples remaining. The message STAPLER OUT OF STAPLES appears on the control panel if the stapler cartridge contains no more staples.

To load the staple cartridge

1 Open the stapler-unit door. 2 Slide the stapler unit toward you. 3 Turn the large, green knob until you see the blue dot (this

indicates that the stapler is fully open).

4 Turn the small, green knob at the top of the stapler unit

clockwise until the staple cartridge moves to the left of the stapler unit.

CAUTION

The blue dot must appear in the window of the stapler unit before you remove the staple cartridge. If you try to remove the staple cartridge before the blue dot appears in the window, you could damage the finishing device .

ENWW 1 MFP basics 31

5 On the empty staple cartridge, squeez e the tabs together an d

pull the empty cartridge out.

6 Insert the new staple cartridge so that it locks into place. 7 Slide the stapler unit into the finishing device. 8 Close the stapler-unit door.

32 Loading the stapl e cartridge (multifunction finisher) ENWW

Loading the staple cartridge (3,000-sheet stapler/stacker)

Use this procedure to load staples in the 3,000-sheet stapler/stacker. The message STAPLER LOW ON STAPLES appears on the control panel if the staple cartridge

has 20 to 50 staples remaining. The message STAPLER OUT OF STAPLES appears on the control panel if the stapler cartridge contains no more staples.

To load the staple cartridge

1 Move the 3,000-sheet stapler/stacker away from the MFP. 2 Open the stapler unit door. 3 On the empty staple cartridge, pull up on the green tab, and

then pull the empty cartridge out.

4 Insert the new staple cartridge, and push down on the green

tab so that the cartridge locks into place.

5 Close the stapler unit door and attach the 3,000-sheet

stapler/stacker to the MFP.

ENWW 1 MFP basics 33

34 Loading the stapl e cartridge (3,000-sheet stapler/stacker) ENWW

Copying

This MFP functions as a standalone, walk-up color or black-and-white copier—you do not have to have software installed or have your computer turned on to make copies. You can easily adjust copy settings at the control panel. Originals can be copied using either the ADF or the scanner glass. The MFP can process copying, printing, and digital-sending jobs simultaneously.

This chapter provides information about how to make b lack-and-white or color copies and how to change copy settings. It is helpful to review the section about control-panel operation before using the MFP copying functions. See “Control panel” on page 4 in chapter 1. This chapter contains information about the following topics:

● Copy-screen layout

● Copying instructions

● Setting copy defaults

ENWW 2 Copying 35

Copy-screen layout

The following figure and table provide information about features and buttons on the copy screen.

Features and buttons Function

(Help)

Provides access to “What is this?” Help or “Show me How.”

EADY Indicates that the MFP is ready to copy. (Additional status messages

might appear on this line.)

ESCRIBE ORIGINAL Allows you to select size, type, orientation, image content, and

additional features of the original copy.

OLOR COPIES Allows you to select color copies.

C B

LACK COPIES Allows you to select black and white copies.

EDUCE/ENLARGE Reduces or enlarges the size of the copy.

IGHT/DARK Increases or decreases the brightness of the copy.

COPY SETTINGS Displays settings that descri be the output features of the document,

such as paper size, simplex/duplex, and stapling.

TART Starts copying the document. ACK Moves back one screen on the control-panel display.

B C

ANCEL Each lower-level screen (any screen below the main screen) on the

touch screen includes a C

ANCEL option. Touching CANCEL negates any

changes that you made, and takes you back to the previous screen.

OK Each lower-level screen on the touch screen includes an OK option.

Touching O

K accepts any changes that you made, and takes you to the

next screen.

36 Copy-screen layout ENWW

Copying instructions

For standard-size media, the size of the original is automatically detected when the document is placed on the scanner glass or in the ADF, and the appropriate size of media is used for the copy. You can override the auto-detect feature by specifying the required input (DESCRIBE ORIGINAL) and output (COPY SETTINGS) at the control panel.

Note Use the scanner glass to cop y small, lightweight (less than 46 g/m2, or 12 lb), or irregularly

sized originals, such as receipts, newspaper clippings, photographs, or old, delicate, valuable, or worn documents. The scanner glass is also used t o copy books, ma gazines, and manuals.

Use the MFP to make as many as 99 9 copies of a document. The ADF can be loaded with up to 50 sheets of ledger/A3 media or 100 sheets of letter/A4 media (depending on the thickness of the pages).

Note The 8.5 x 13 and 12 x 18 media sizes are not supported for copying.

This section provides instructions for the following copying tasks:

● Copying by using the default settings

● Copying by using user- defined settings

● Copying from the scanner glass

● Copying by using the ADF

● Copying books

● Creating a job to be copied later

Copying by using the default settings

The following are the default settings for copying:

● One copy

● Letter- or A4-size original and letter-size copy

Note The MFP automatically detects the original size and ma kes a sa me-size copy. The f act ory

default paper-size setting is Letter or A4 only if no media size is detected.

● Black and white (color copies can be selected)

● Page Orientation: Portrait

● Number of Sides: One

● Page Content: Mixed (mixed text and graphics)

● Job Mode: Off

● Heavy Paper: Off

To make color copies by using the default settings

1 Place the document face-down on the scanner glass or in the ADF. 2 Touch C 3 Select color copies.

OPY.

ENWW 2 Copying 37

4 Touch S

TART.

To make black and white copies by using the default settings

1 Place the document face-down on the scanner glass or in the ADF. 2 Touch C

OPY.

3 Select black copies. 4 Touch S

TART.

38 Copying instructions ENWW

Copying by using user-defined settings

Use the following steps to change the settings for your copies.

To make copies by using settings other than the default settings

1 Place the original face-down on the scanner glass or in the ADF. 2 Touch the copy icon on the control panel. The copy screen appears on the graphical

display.

3 Touch C

OLOR or BLACK & WHITE copies.

4 Make any necessary adjustments to the contrast and the re ducti on or en lar gemen t by

using the L

IGHT/DARK bar and the REDUCE/ENLARGE option in the image-modification

section of the graphical display.

5 Touch D

DVANCED options. After you make your select ions, touch OK.

ESCRIBE ORIGINAL to view your options. You can select BASIC options or

Note If you select Mixed on the Page Content tab, y ou can use the Advanced tab to select the

emphasis for text or photo, or for text or glossy photo.

Basic tab What to select

IZE Select Book or the media size of your original.

S PAGE ORIENTATION Select Portrait or Landscape.

UMBER OF SIDES Select 1-sided or 2-sided.

AGE CONTENT Select Text, Photo, Glossy Photo, or Mixed.

Advanced tab What to select

EAVY PAPER Select Heavy Paper if your original is heavy paper

and you are using the ADF.

OB MODE If you are combining multiple flatbed scans into a

single job, select Job Mode.

Note The original settings menu has a button that allo ws you to describe the content of the original

to be copied.

Description of use

Text Optimize for the best text quality. Photo Optimize for printed or half-tone original graphics. Glossy photo Optimize for glossy photographs and for continuous tone photographic

originals. Mixed Optimize for mixed text and graphics. Advanced (button) An adjustment to optimize more toward text or graphics in mixed mode.

ENWW 2 Copying 39

6 Touch C

more options.

Basic tab What to select

IZE Select Auto (media size is matched to original size),

UMBER OF SIDES Select 1-sided or 2-sided.

N BACK SIDE ORIENTATION Select Normal or Flip (applies when 2-sided copying

AGES PER SHEET Select 1, 2, 4, or Booklet.

ORDERS Select Border or No Border when you are printing

TAPLE Stapling options depend on your finishing device and

OPY SETTINGS to view your options. You can touch the Advanced tab to see

or the copy size that you want. Be sure that you have loaded the correct media size in the tray.

is selected).

If 4 pages per sheet is selected, “Z” or “N” ordering is tailored to the page orientation, and the option to put a border around each smaller page appears.

“Z” ordering “N” ordering

multiple pages per sheet.

the media size that you selected. For the 3,000-sheet stapler/stacker , the selections are None, Corner, 1, 2, 3, or 6. For the multifunction finisher, the selections are None, 1, 2, or Booklet.

Advanced tab W hat to select

COLLATION Select Collated or Uncollated.

UTPUT BIN Select the output destination for your finishing device.

OB STORAGE Select On to indicate that the copy job should be

stored on the MFP rather than printed. Select Off to copy the job normally. See “C reating a job to be

copied later” on page 42 for more information.

NHANCE Increases or reduces sharpness, and removes

background.

CALE TO FIT Select On to slightly reduce the image so that it fits in

the printable area.

7 When you are finished, touch O

K to return to the main copy screen.

Note The page icon in the COPY section of the graphical display shows a representative image

of the copy.

8 Using the numeric keypad, specify the number of copies, and then press S

TART.

40 Copying instructions ENWW

Copying from the scanner glass

Use the scanner glass to cop y small, ligh tw eig ht (le s s tha n 46g/m² or 12 lb), or irregularly sized originals, such as receipts, newspaper clippings, photographs, or old or worn documents. The scanner glass is also used to copy books, magazines, and manuals.

1 Place the document face-down on the scanner glass. 2 Make any image modifications, and choose any copy settings, if necessary. See

“Copying by using user-defined settings” on page 39 for the available settings.

3 If you are making only one copy, press S

the numeric keypad to select the number of copies (up to 999), and then press S

TART. If you are making multiple copies, use

TART

to begin copying.

Copying by using the ADF

Using the ADF, you can make as many as 999 copies of a document that has as many as 100 pages (depending on the thickness of the pages).

1 Load the document face- down into th e ADF. The MFP can automatically detect sev eral

standard paper sizes.

2 Make any image modifications, and select any copy settings if necessary. See

“Copying by using user-defined settings” on page 39 for the available settings.

If you are making only one copy, press S numeric keypad to specify t he required number of copies, and then press S

TART. If you are making multiple copies, use the

TART.

Using Job Mode

Use the Job Mode feature to build a single print job from multiple scans. You can use either the ADF or the scanner glass. The settings for the first scan are used for subsequent scans.

1 Touch C

OPY.

2 Touch D 3 Touch A 4 In the JOB MODE check box, touch O

ESCRIBE ORIGINAL. DVANCED.

5 Select any output settings, if necessary. 6 After each page is scanned, the control panel prompts you for more pages. 7 Do one of the following:

• If the job contains more pages, load th e ne xt pa ge, and then press the

• If the job contains no more pages, touch F

INISHED to print.

START button.

Note In Job Mode, if you scan the fir st page of a document by using the ADF, then you must scan

all of the pages in that document b y using the ADF. If you scan the first page of a document by using the flatbed scanner , then y ou must scan all of the pages in that document by using the flatbed scanner.

ENWW 2 Copying 41

Copying books

You can use the scanner glass to copy books.

1 Place the book face-down on the scanner glass. 2 Align the book. The book is correctly aligned if the book b inding is in line with the bo ok

icon at the top of the scanner glass.

3 Touch C 4 Touch D

OPY. ESCRIBE ORIGINAL.

5 Select Book as the size. 6 Touch O

Note You can skip a page by touching the Skip Page button above the page icon. Touch the

button once to skip the left page and twice to skip the right page. Press the button three times to cancel page skipping. If y ou don’t skip a page using the Skip P age button, left side and right side pages will be copied.

7 Touch C

OPY SETTINGS.

8 Select any output settings that you want. Select the paper size that is the closest

match to the actual size of the book that you are copying.

9 Touch O

10 Using the numeric keypad, specify the n umber of copies you want. 11 Press S

TART.

Creating a job to be copied later

Turning on the stored job setting indicates that you want the copy job to be stored on the MFP hard disk, and that you will print the job later.

1 Select your basic copy settings (see “Copying by using user-defined settings” on

page 39).

2 Touch the Advanced tab. 3 For the Job Stora ge option, select On.

A pop-up dialog box appears, asking for the User Name, Job Name, and Personal Identification Number (PIN), if required. The keyboard appears when you select User Name and Job Name. The PIN is a four-digit number that can be typed by using the numeric keypad.

4 Type the User Name. 5 Type the Job Name. 6 Type the PIN if you want to control access to the stored copy job. 7 Touch O 8 Press S

TART.

See “To print a stored job” on page 110 for information about printing a stored job.

42 Copying instructions ENWW

Copy settings

The MFP features the following image-modification functions on the main touch screen.

Note Press the RESET button to return all of the settings to their default values.

Color copies or black and white copies

At the home screen, touch COPY and then touch the circle below COLOR copies or BLACK &

HITE copies to select the appropriate type of copies . If COLOR is selected, COLOR COPIES:

appears in the upper-right corner of the control-panel display. If B selected, B

LACK COPIES: appears in the upper-right corner of the control-panel display.

Reduce or enlarge

The MFP has an autoscaling feature. If the original paper size differs from the copy paper size, the MFP can autodet ect a size mi smatch betw een the original page size and the cop y page size. The scanned image of the original page is reduced or e nlarged automatically to match the copy paper size. You can override autoscaling by using the reduce and enlarge feature.

The MFP can reduce copies to as little as 25% of t he original size and e nlarge copies to as much as 400% of the original (200% when using the ADF).

LACK & WHITE is

To reduce or enlarge your copies, touch the arrows on the R you reach the size that you want. The scale percentage box in the center of the R

NLARGE button indicates the percentage of reduction or enlargement. You can also touch

100% to display the keypad to type the number that you want. Touch O

changes.

EDUCE/ENLARGE button until

EDUCE/

K to save the

Adjust the lightness/darkness

You can adjust the lightness and the darkness of the copied output by touching the arrows on the L

IGHT/DARK bar in the default copy screen.

Enhance the document

Touch the Copy Settings tab and then touch the Advanced tab to gain access to the embedded enhancement screen that allo ws you to adjust the level of background re moval from the copied image, and increase or decrease the sharpness of the copied image.

Background Removal

If you are copying a document that is printed on colored paper or the original is thin and makes the backside image sho w thro ugh, y ou can enhance y our copy quality by removing the background. Adjust the amount of background removal by touching the arrows on the

ACKGROUND REMOVAL CONTROL. The slider moves to t he lighter or darker area of the

ACKGROUND REMOVAL CONTROL bar for increased or decreased background removal.

ENWW 2 Copying 43

Sharpness

The SHARPNESS CONTROl specifies the sharpness setting that the scanner uses when the MFP scans your original. Sharpness enhances the edges of the original so that f aint or fine text and graphics are reproduced more sharply. Adjust the amount of sharpness by touching the arrows on the S

HARPNESS CONTROL bar.

Copying multiple sized originals

If the original document contains mixed-size originals, for example, a letter-size document with several legal-size charts, see “Using Job Mode” on page 41 for more information.

Setting copy defaults

The defaults for several copy settings can be controlled by the administrator. To set or change the following copy defaults, perform the following steps:

1 Touch M 2 Touch C 3 Touch C

ENU. ONFIGURE DEVICE. OPYING.

4 Select the copy setting that you want to change.

Copy setting Description

COLOR MODE Sets the MFP to default to color or black and white copies. NUMBER OF SIDES The copy can have one side (simplex) or two sides (duplex) printed on

each page.

COLLATE If collate is OFF, each page is copied separately. If collate is ON, the

document is collated.

COPIES Indicates the number of copi es that will be produced. STAPLE SUBMENU Appears if a stapling finishing device is attached. SHARPNESS Indicates the sharpness of the image when it is copied. BACKGROUND REMOVAL Indicates how much background is removed when an image is copied.

Note See “Copying submenu” on page 131 for more information.

44 Copying multiple sized originals ENWW

E-mail

To configure the embeded Send to e-mail feature, you must either know the Internet Protocol (IP) address or hostname of the Simple Mail Transfer Protocol (SMTP) server on your network, or use the Find Servers menu option to attempt to locate the server. The MFP uses SMTP to send e-mail messages with attachmen ts containing the image that is scanned at the MFP.

Optionally, you can configure the MFP to use the Lightweight Directory Access Protocol (LDAP) to connect to a directory server so that you can easily address an e-mail that will be sent from the MFP. Directory servers contain recipient names (for example, “John Smith”), and associated e-mail addresses (jsmith@hp.com).

When the MFP is configured to use LDAP, users simply type the first few characters of a recipient’s name. The MFP searches the directory server for names that match and uses the closest matching name. In most environments, the Embedded Web Server must be used to correctly configure LDAP.

Note If you do not know the IP address or hostname of the SMTP or LDAP servers on your

network, ask your network or e-mail administrator for this information.

1 Touch M 2 Touch C 3 Touch S 4 Touch E- 5 You can touch F

and SMTP servers. If this is successful, go to step 8. Otherwise, go to step 6.

6 Touch SMTP G

server. If a LDAP server is available, touch L address or hostname of the LDAP server.

7 Touch O 8 Touch T

ENU. ONFIGURE DEVICE. ENDING.

MAIL.

IND SEND GATEWAYS to let the MFP search the local netw ork for LDAP

ATEWAY and then enter the IP address or hostname of the SMTP

DAP GATEWAY and then enter the IP

EST SEND GATEWAYS to test the configuration.

ENWW 3 E-mail 45

The MFP offers color-scanning and digital-sending capabilities. Using the control panel, you can scan black-and-white or color documents and send them to an e-mail address as an e-mail attachment. To use digital sending, the MFP must be connected to a local area network (LAN). The MFP connects directly to your LAN by using the Jetdirect ethernet card. This chapter addresses both scanning and sending, because they are fully integrated functions.

Digital sending offers the following benefits:

● Sends documents to multiple e-mail addresses, saving time and delivery costs.

● Delivers files in black-and-white or in color. Files can be sent in different file formats

that the recipient can manipulate.

● Provides verification that e-mail was delivered correctly.

With digital sending, documents are scanned into the MFP memory and sent to an e-mail address or multiple addresses as an e-mail attachment. Digit al do cu m en ts ca n be sent in several graphics formats, such as PDF, JPEG, and TIFF (see “Using the auto-complete

function” on page 49), enabling recipients to manipulate the document file in various

programs to meet their specific needs. Documents arrive in near-original quality, and then can be printed, stored, or forwarded.

The HP Digital Sending Software offers the additional bene fits of sending to a f ax machine, authenticating the user for security purposes, and scanning to a folder. This chapter contains information about the following topics:

● Sending documents

● Using the address book

46 ENWW

Sending documents

The MFP scans at a 600 pixels-per-inch (ppi) resolution. The MFP scans both black-andwhite and color originals. You can place originals either on the scanner glass or in the ADF. The scanner glass accommodates all sizes of media, including irregular-size documents, books, stapled documents, previously folded documents, and photographs.

You can use the default settings or change the scanning preference and file formats. The following are the default settings:

● Color

● .PDF file (requires the recipient to ha v e an Adobe® Acrobat® viewer to vie w the e- mail

attachment)

Steps for sending

1 Place the document on the glass or in the ADF. 2 Select the type of destination:

•E-mail

•Fax

• Folder (additional software is required)

• Secondary e-mail (additional software is required)

• Workflow (additional software is required)

3 If prompted, type your user name and password. For more information, see

“Authentication” on page 49.

4 Type the information that is needed for sending to the specific file destination. E-mail:

Complete the From:, To:, CC:, BCC:, and Subject: fields. Your user name or other default might appear in the From: field. If so, you might not be able to change it.

• Fax:

Complete the Fax Numbers: field. If prompted, type your user name and password.

For more information, see “Authentication” on page 49.

• Folder (additional software is required): Select a folder destination from the list or type a

folder path, if you are an authenticated user.

• Secondary e-mail (additional software is required): Complete the From:, To:, CC:, BCC:,

and Subject: fields. Your user name or other default might appear in the From: field. If so, you might not be able to change it.

• Workflow (additional software is required): Select a Workflow destination. Type the

requested information for the document.

5 Optional. Use SETTINGS to change the default settings for the scanned document that

you are creating (for example, change the type of file fo rmat that you want). F or more information, see “Scan settings” on page 48.

6 Optional. Use D

ESCRIBE ORIGINAL to change the default settings (for example,

document size) for the document that you are sending. If you are sending a doublesided document, you must describe the original as a two-sided document.

7 Press S

TART to begin sending.

8 When you are finished, remove the document from the MFP.

ENWW 3 E-mail 47

Scan settings

Use SETTINGS on the control panel to change the settings for the scanned document that you are creating (for example, the file type that you want).

Note Scan settings do not apply to the f ax send options.

Setting Options Description

Scan

Black & White

preference

Color

File type .PDF

.TIFF

.MTIFF

.JPEG

Use this option when the original is black and white, or when you want to send a more complex original as black and white in order to reduce file size and transmission time.

Use this option when the original contains shades of gray, a mix of text and illustrations, or a mix of color and black-and-white areas. This choice increases file size and transmission time.

This is the default setting, offering the best overall text and graphics quality. Recipients must have Adobe® Acrobat® Reader installed on their computers to read this type of file. When used for E-mail, this option produces one e-mail attachment that contains all of the scanned pages.

This is a standard file type that can be brought into software programs and modified by the recipient. When used for E-mail, this option produces one e-mail attachment for each scanned page.

This is a multipage .TIFF file that saves multiple scanned pages as a single file. The files can be brought into software programs and modified by the recipient. When used for E-mail, this option produces one e-mail attachment that contains all of the scanned pages.

This file type is best for viewing through an Internet browser. The files can be brought into software programs and modified by the recipient. When used for E-mail, this option produces one e-mail attachment for each scanned page.

Resolution The following options are available:

● 75 DPI

● 150 DPI

● 200 DPI

● 300 DPI

File size The following options are available:

● Small

● Standard

● Large

48 Scan settings ENWW

Authentication

Authentication is a security feature. When the administrator has turned on authentication, you must type your network credentials to use the MFP digital sending features.

For Windows networking systems, you must supply the following information for authentication:

● Username

● Password

● Domain

For Novell networking systems and Novell Bindery, you must supply the following information for authentication:

● Username

● Password

● Server

Certain digital sending features (e-mail, fax) or destinations within a feature (network folders, workflows) might require user authentication. After you have been authenticated, you will not be asked to re-authenticate for the remainder of the session. If you select Logoff from the control panel, press the R will have to re-authenticate.

ESET button, or allow the MFP to time out, you

Using the auto-complete function

When you open the To, CC, or From screens in the Send to E-mail feature, the autocomplete function is invoked. As you type the required address or name at the keyboard screen, the MFP automatically searches the addr ess book list and brings the first matching address into the text line of the keyboard screen. Then you can select that name by touching E you type a character that does not match any entry in th e lis t, th e auto-complete text is removed from t he display to show that you are typing an address that is not in the addre ss book.

NTER, or continue typing the name until auto-complete finds the correct entry. If

ENWW 3 E-mail 49

Using the address book

The private address book and the local address book store frequently-used e-mail addresses. These books can be shared between MFPs that use the same server to access the HP MFP Digital Sending software.

Note Addresses can be added or deleted to the private and local address books, but you must

be authenticated in order to add ad dresses to y our priv ate address book. If authent ication is not complete, the addresses are added to the local address book.

The address book is activated b y selecting the address book icon in the displa y dialog bo x. When the A to add or delete items in the address books. When the E

OOK - ADD and ADDRESS BOOK - DELETE appear on the control-panel display.

The B You can send to a list of recipients by using the MFP address book feature. See your

system administrator for information about configuring address lists.

Creating a recipient list

Complete these steps on the touch screen of the graphical display:

LL or LOCAL button are selected, an EDIT button appears. Use the EDIT button

DIT button is selected, ADDRESS

ACK button returns you to the previous screen.

1 Touch E- 2 Touch T

MAIL.

O: to gain access to the keyboard screen.

3 Type the first letter of the name.

Note The MFP starts at the beginning of the address list unless you t ype in the firs t letter of the

name.

4 Touch to gain access to the address book. 5 Navigate in the address book using the scroll bar. 6 Highlight the name to select a recipient, and then touch the A

You can also select a distribution list by touching the A recipient from a local list by touching the L and then touch the A

DD button to add the name to your list of recipients.

OCAL button. Highlight the appropriate names,

LL or LOCAL button, or add a

DD button.

You can remove a recipient from your list by scrolling to highlight the recipient, and then touching the R

EMOVE button.

7 The names in the recipient list are placed into the text line of the keyboard screen. If

you want to, you can add a recipient that is not in the address book by typing the email address on the keyboard.

8 Touch O 9 Finish typing CC: and S

check the list of recipients by touching the down arrow in the T

K on the keyboard screen.

UBJECT: on the Send To E-mail screen, if necessary. You can

O: text line.

10 Press S

TART.

50 Using the address book ENWW

Faxing

Note In some countries/regions, the HP LaserJet MFP Analog Fax Accessory 300 is standard

on the HP Color LaserJet 9500mfp. The HP LaserJet MFP Analog Fax Accessory 300 requires telecommunication certification by country/region. Check with your sales representative or at www.hp.com/clj9500mfp/fax/countries-regions countries/regions that offer fax as a standard capability.

When configuring the required fax settings for location, some countries/regions are supported but do not have an entry in the Location setting list. These additional countries/ regions can be supported by selecting another alternate country/region from the Location settings list.The following table lists additional supported countries/regions and the acceptable alternate country/region to select to support that country/region.

for a list of the certified

Country/region support

To select this country/ region

Estonia Norway, Sweden, or Russian Federation Iceland Denmark, Norway, or Sweden Latvia Norway, Sweden, or Russian Federation Liechtenstein Austria or Switzerland Lithuania Norway, Sweden, or Russian Federation Morocco Spain Slovenia Hungary or Poland

Select this country/region from the location setting list

ENWW 4 Faxing 51

The MFP can function as a standalone analog f ax machine . The inf ormation in this chapter helps you complete the following tasks:

● Perform initial setup configuration

● Send faxes

● Configure fax settings

● Perform advanced f ax features

● Use fax logs and reports

● Troubleshoot problems

This chapter also provides product specificatio ns.

Note Although the MFP also supports LAN faxing through the HP MFP Digital Sending Software

Configuration Utility , that utility is av ailable as an option and is not discussed in this chapter . For information about LAN faxing, see the HP MFP Digital Sending Software User Guide or the HP MFP Digital Sending Software Support Guide.

Connecting the fax to a phone line

When connecting the fax to a phon e line, make sure that the phone line for the fax is a dedicated line that is not used by any other devices. This line should be an analog line, because the fax will not function correctly when it is connected to some digital PBX systems. If you are unsure about what type of line you have, contact your telecom provider.

Note Use the phone cord that comes with the fax to make sure that the fax functions correctly.

Follow these instructions to connect the fax to a phone jack.

1 Locate the phone cord that is included with the fax kit. Plug one end of the cord into

the fax phone jack. The fax phone jack is located on the back of the MFP on the formatter plate, next to the other connectors. Make sure that the cord is plugged into the fax phone jack com pletely and securely.

2 Plug the other end of the phone cord completely into the pho ne jack on the wall to

finish the installation.

Note The fax function for the HP Color LaserJet 9500mfp will not function until the required items

are entered into the appropriate menus on the control pa nel. See “Establishing the required

fax settings” on page 53.

52 Connecting the fax to a phone line ENWW

Verifying the fax operation

Verify that the MFP fax is functioning by checking the MFP control-panel display. The fax option should appear on the screen. However, until the required settings are established, the option is gray and the text “Not Configu red” appears across it. To use the analog fax, see Establishing the required fax settings.

Establishing the required fax settings

After the fax is installed, you must establish these settings before you can use the fax:

● Date and time

● Location (country/region)

● Fax header (phone number and company name)

This information is used in the fax header that is printed on all outgoing faxes.

Note In the U.S . and many other countries/regions, set ting the date, time, location, phon e number

and company name is a legal requirement.

Because the fax reads some of these settings from th e MFP, a value might already be set. Verify the value that appears to make sure that the information is correct.

Using the Fax Settings menu

Use the Fax Settings menu to establish the required fax settings. Press the MENU button on the MFP control panel to open the Fax Settings menu.

Note If you hav e the HP MFP Digital Sending Software installed and the LAN f ax is enabled, the

fax settings do not appear on the menu because the settings are only used to configure the analog fax. Only one type of fax can be enabled at a time, and only th e controls for that fax appear on the control-panel display. If y ou w ant to use analog fax when the LAN fax is enabled, use the HP MFP Digital Sending Software Configuration Utility to disable the LAN fax. See “To set the analog MFP fax settings from the HP MFP Digital Sending Software

Configuration Utility” on page 65.

ENWW 4 Faxing 53

The following figure shows the control-panel with the fax option visible.

Touch-screen graphical display

Fax option

MENU button

START button

Figure 3: Fax option

Setting or verifying the date and time

The date and time setting f or the f ax is th e same v alue as the MFP date and time sett ing. If you are turning on the MFP for the first time, you will be prompted for this information.

To verify or change the date and time settings

1 Press the MENU button. 2 Scroll to and touch F 3 Scroll to and touch F 4 Scroll to and touch D

AX. AX SETUP REQUIRED.

ATE/TIME.

5 Select the date and time formats, and then type the date and time.

Setting or verifying the location

The location setting identifies the country/region where the MFP is located. This setting selects the date/time f ormat and the minimum an d maximu m rings-to-ans w er r ange f or the country/region. Because this setting is a legal requirement in some countries/regions, it must be set before the f ax can oper ate . If you are turning on the MFP for the first time , you will be prompted for this information.

To verify or change the location

1 Press the MENU button. 2 Scroll to and touch F 3 Scroll to and touch F

AX.

AX SETUP REQUIRED.

4 Scroll to and touch F 5 Scroll to and touch L

AX HEADER. OCATION.

6 Scroll through the list until your country/region appea rs, and then touch the country/

region to select it.

54 Establishing the required fax settings ENWW

Setting or verifying the fax header

The fax header setting is used to set a phone number and company name that appear in the fax header. This information is required and must be set.

To verify or change the phone number and the company name

1 Press the MENU button. 2 Scroll to and touch F 3 Scroll to and touch F 4 Scroll to and touch F 5 Scroll to and touch P 6 Type a phone number and then touch O 7 Touch C

OMPANY NAME.

8 Type the company name, and then touch O

AX. AX SETUP REQUIRED. AX HEADER.

HONE NUMBER.

If the fax option appears on the control- panel display and the message “Not Configured” does not appear, you have completed the setup and can use the fax feature.

ENWW 4 Faxing 55

Fax feature screen

Use the Fax feature screen to send faxes. Press the Fax option that appears on the MFP control-panel display to open this screen.

Note The Phone Book option appears only if y ou set the feature in the HP MFP Digital Sending

Software Configuration Utility.

Status message bar

While the MFP is sending and receiving faxes, status information such as Ready, Receiving call, and Page sent appears in the status bar at the top of some touch-screens.

56 Fax feature screen ENWW

Sending faxes

Use one of three basic methods to specify numbers to send a fax:

● Type the number manually

● Specify the number by using speed dial

● Specify the number by using the phon e book (available only if the HP MFP Digital

Sending Software Configuration Utility is installed and the phone book has been populated)

Note For online inf ormation about sending a f ax, touch ? on the screen to open the Help menu,

and then touch SEND A FAX under the list of help topics.

When using the numeric ke ypad to type a phone number, include any pauses or other numbers such as area codes, access codes for n umbers outside a PBX system (usually a 9 or 0), or a long-distance prefix. A two-second pause can be included by typing a comma (,). If the fax prefix setting is set to automatically include the dialing prefix, you do not need to type it. See “Setting billing codes” on page 70 for more information.

Note Faxes that fail because the number was busy or the receiving fax did not answer, f or

example, are deleted from memory.

Sending a fax by typing the number manually

Use the following procedure to send a fax by typing the number.

1 Place the document in the ADF or on the scanner glass. 2 On the control-panel display, touch the Fax option. You might be prompted to type a

user name and password.

3 Touch S

original. The following settings are available:

• page size (such as letter or A4)

• 1-sided or 2-sided printing

• page content (text, mixed text and graphics, or graphics and photos)

• orientation (portrait or landscape)

If the settings do not match, complete the following steps:

a. Touch D b. Make any changes that are required to describe your original.

Note You can also change how you are notified about the status of a fax (that is, if the fax was

sent or if an error occurred that prev ented it from being sent ), by touching the F ax Settings option to view the notification settings, and then making any appropriate changes. This setting changes the notification only for the current fax.

ETTINGS. Verify that the DESCRIBE ORIGINAL settings are appropriate for your

ESCRIBE ORIGINAL to open the Original Setting screen.

c. When all of the settings are complete, touch O

K to return to the Fax screen.

4 Type a phone number by using the keyboard that appears on the control-panel

display.

ENWW 4 Faxing 57

Note If a two-second pause is needed, type a comma (, ) after a prefix n umber ( such as a “9 ” or

“0”) to allow the internal phone system time to reach an outside line before the remainder of the number is dialed.

5 To specify additional phone numbers, touch N

EXT NUMBER.

Note T o remov e a number from the list, scroll to and highlight the number and then touch REMOVE.

6 Touch S

TART button on the control panel.)

TART to send the fax. (You can touch START on the touch-screen or press the

Note When a fax is sent, it is first copied into memory. After the entire document is stored, the

fax is sent and is then deleted from memory.

Sending a fax by using speed dial

Use the following procedure to send a fax by using speed dial.

Note Before sending a f ax b y using speed dial, you must create a speed dial . To create a single

speed dial or a speed-dial group, see “To create a speed dial” on page 61.

1 Follow steps 1 through 3 in the procedure “Sending a fax by typing the number

manually” on page 57.

2 Scroll to and touch S 3 Touch the check box in front of the speed dial name that you want to send the fax to. 4 Touch O

K. The speed dial name should be listed on the Fax Recipient screen.

PEED DIAL.

5 Touch S

TART button on the control panel.)

TART to send the fax. (You can touch START on the touch-screen or press the

Sending a fax by using phone book numbers

The fax phone book feature is only available when the MFP is configured to use the HP MFP Digital Sending Configuration Utility.

If the MFP has not been configured for use with this software, the Phone Book button will not appear. To configure the MFP for use with the HP MFP Digital Sending Configuration software, see the HP MFP Digital Sending Software User Guide or the HP MFP Digital Sending Software Support Guide.

Also, when Authentication is turned on in the HP MFP Digital Sending Configuration Utility, personal fax numbers from your Microsoft Exchange contact list appear in the phone book.

Note You cannot add to or delete fax n umbers from the phone book on this de vice. F ax numbers

can only be added or deleted using the Address Book Manager (ABM) on t he Digital Send Server or by changing your contact list.

58 Sending faxes ENWW

If you have the HP MFP Digital Sending Configuration Utility installed on your MFP you can use the following procedure to send a fax by using the phone book.

1 Follow steps 1 through 3 in the procedure “Sending a fax by typing the number

manually” on page 57.

2 Scroll to and touch P 3 Scroll to and highlight a name or a number in the list, and then touch A

HONE BOOK.

DD to include

the name or number in the windo w. You can add as many names and numbers as y ou want to.

4 Touch D

book entry. The P the phone book. The A

ETAILS to view the fax number or list of fax numbers for the selected phone-

ERSONAL option shows only the entries from the user's contact list in

LL option provides a merged list of the pub lic f ax entries and the

personal entries from the contact list.

5 Touch O

K to return to the Fax screen. The list of fax names appears in the Recipients

window.

6 Touch S

TART button on the control panel.)

TART to send the fax. (You can touch START on the touch-screen or press the

ENWW 4 Faxing 59

Canceling a fax

Canceling the current fax transmission

The Cancel Current Transmission menu appears only if an outgoing fax call is in progress.

Note The cancel operation can require up to 30 seconds to complete.

1 Press the M 2 Touch F 3 Scroll to and touch C

Note While a fax or fax es are being deleted, a “Canceling fax” message appears in the status bar.

ENU button.

AX.

ANCEL CURRENT TRANSMISSION.

Canceling all pending faxes

This feature deletes all of the outgoing faxes that are stored in memory. However, if a fax is in the process of being transmitted, that fax is not deleted.

Note If any outgoing faxes are waiting in me mory, they are also deleted.

1 Press the M 2 Touch F 3 Scroll to and touch C

ENU button.

AX.

ANCEL ALL PENDING TRANSMISSIONS.

60 Canceling a fax ENWW

Changing the notification setting

Use the notification setting to specify when and how you are notified of the status of an outgoing fax. This setting applie s to the current fax only. To change the setting permanently, change the default setting. See “Scheduling fax-call report printing” on

page 78.

1 On the control panel main screen, touch the F 2 Touch S 3 Touch F

ETTINGS.

AX SETTINGS.

AX option.

4 Perform one of the following actions on the Notify tab:

• Touch N

• Touch T

5 Touch P

ONE to turn off notification, and then touch OK.

HIS JOB or ON ERROR to turn on notification and continue to the next step.

RINT to receive a printed notification, or touch E-MAIL to make the control-

panel keyboard available.

Note The e-mail notification works if you ha v e configured e-mail. If “Not Conf igured” appears on

the e-mail option, e-mail is not conf igu red. To configure e-mail, use the MFP e-mail menu settings.

6 If you selected e-mail, use the control-panel keyboard to type an e-mail address, and

then touch O

Speed dial

Use speed dial to assign a speed dial name to a single number or a group of numbers. You can send a fax to that number or numbers by selecting the speed dial name.

To create a speed dial

1 Touch the FAX option. 2 Touch S 3 Touch the Edit tab. 4 Touch N 5 Type a number by using the control-panel keyboard. If y ou want to specify more than

one number, touch N to define all of the numbers for the speed dial.

6 Touch N 7 Type a name for the speed dial using the control-panel keyboard. 8 Touch O

Note After you have created a speed dial group, you cannot add or delete individual numbers

from it.

ENWW 4 Faxing 61

PEED DIAL.

EW SPEED DIAL.

EXT NUMBER and then specify another number. Repeat this step

AME.

To delete a speed dial

1 Touch the FAX option. 2 Touch S

PEED DIAL.

3 Touch the Edit tab. 4 Touch D

ELETE SPEED DIAL.

5 Touch the check box in front of the speed dial that you want t o delete. You might need

to scroll up or down to find the speed dia l nam e. You can delete more than one speeddial groups by placing a check mark in front of other names.

6 Touch D 7 Touch Y 8 Touch O

ELETE.

ES.

Changing the sharpness setting

Use the Sharpness setting to specify the resolution that the scanner uses when the MFP scans your original. Sharpness enhances the edges of the original so that f a int or f ine text and graphics are reproduced more sharply.

Note Increasing sharpnes s increases resolution, which also increases the transmission time.

To change the sharpness setting

1 Touch the FAX option. 2 Touch S 3 Touch the F

ETTINGS.

AX SETTINGS option.

4 On the Enhance tab, touch the left arro w to decr ease the sharpness or touch the right

arrow to increase the sharpness of the image.

5 Touch O

Changing the background setting

If you are f axing a document that is printed on colored paper, you can enhance your fax copy quality by rem oving the background t hat might cause your fax copy to streak or blur.

To change the background setting

1 Touch the FAX option. 2 Touch S 3 Touch F 4 On the Enhance tab, touch the left arrow to increase the appearance of background

or touch the right arrow to decrease the background.

ETTINGS.

AX SETTINGS.

5 Touch O

62 Changing the sharpness setting ENWW

Changing the light/dark setting

The light/dark setting adjusts how light or dark the transmitted image will appear on the recipient’s fa x machine.

To change the light/dark setting

1 Touch the FAX option. 2 Touch S 3 Touch the Light arrow to lighten the image or touch the Dark arrow to darken the

image.

4 Touch O

Receiving faxes

When the fax receives incoming faxes, it stores them in memory before printing. After the entire fax is stored, it is printed and then deleted from memory. However, if fax printing is set (turned on), then all of the incoming faxes are stored in memory and none are printed. When the fax printing has been set and is then turned off, all of the stored faxes are printed. See “Scheduling fax printing” on page 75.

You can change the fax receive default settings to modify the way a fax is received:

● Select the number of rings-to-answer

● Print date, time, and page number on faxes (stamp)

● Select input paper tray and destination bin

● Forward faxes to another number

● Block faxes from certain numbers

● Fax pr int ing

ETTINGS.

For information about changing these menu settings, see “Remot e fax configuration” on

page 64 and “Secure settings” on page 74.

Note You cannot cancel incoming faxes.

ENWW 4 Faxing 63

Remote fax configuration

In addition to using the MFP control panel for fax configuration, network administrat ors can configure the fax remotely by using various software tools. Because the MFP contains an embedded Web server (EWS), admini str a t ors can config ure t he fax by using either a Web browser or HP Web Jetadmin. If it installed in the MFP, administrators can also use the HP MFP Digital Sending Software Configuration Utility to configure the fax on a networkconnected computer. These tools provide access to most of the fax configuration settings that are available on the MFP fax menu. Network administrators configure the se ttings, and then users can change the settings at the MF P control panel.

Note HP MFP Digital Sending Software Configuration Utility can be used to turn the analog fax

feature on or off from the MFP control panel. If the analog fax is disabl ed by using the utility , and then the MFP is detached from the utility, you will not see Send to Fax in the EWS or HP Web Jetadmin Digital Sending menu. See “To set the analog MFP fax settings from the

HP MFP Digital Sending Software Configur ation Utility” on page 65 to turn on the analog

fax for the MFP.

Web browser

Use the MFP EWS to gain access to and set the analog fax settings.

To use a Web browser to gain access to the EWS fax setting screens

1 Type the IP address of the MFP in the browser URL address bar and press Enter to

open the EWS Configure MFP screen.

2 Click the Digital Sending tab. 3 Click the Send to Fax tab. 4 On the Fax Settings screen, make any appropriate changes to the settings and then

touch O

5 Click the Edit tab to open the Advanced MFP Modem Settings screen and establish

additional fax settings.

HP Web Jetadmin

For detailed information about HP Web Jetadmin, see the HP Web Jetadmin Reference Manual.

Note Before HP Web Jetadmin can open the MFP Digital Sending configuration pages, the

hpjdigsending.fpm plug-in must be installed. I f you do not have this plug-in, you can download it at www.hp.com about installing plug-ins.

To set the analog MFP fax settings through HP Web Jetadmin

. See the HP Web Jetadmin Reference Manual for information

1 Start HP Web Jetadmin. 2 In the At a Glance text box, type the IP address of the MFP in the Quick Device Find

text box, and then select GO to show the device stat us in the right pane. Select Digital Sending from the status drop-down menu.

64 Remote f ax configuration ENWW

3 On the Digital Send Settings menu, select Send to Fax. 4 On the Fax Settings screen, make any appropriate changes to the settings and then

click OK.

5 Click the Edit tab to open the Advanced MFP Modem Settings screen for additional

fax settings.

Administrators can configure a single MFP or perform multiple device configurations. Use the Multiple device mode to configure se v er al MFPs at one time. F or inf ormation about this feature, see the HP Web Je ta dm in Refere nce Manual.

HP MFP Digital Sending Software Configuration Utility

Use the following procedure to set analog fax settings for the MFP.

Note This utility also contains all of the necessar y settings for the LAN fax functionality.

To set the analog MFP fax settings from the HP MFP Digital Sending Software Configuration Utility

1 Start the utility to open the main screen. 2 Select the MFP and then touch C 3 Select the Send to Fax tab. 4 To enable the fax capabilities on the MFP, select the Enable Sent to Fax check box.

To access Analog Fax settings, select directly from the mfp’s internal modem from the Send Faxes... drop-down list. On the Fax Settings screen make any changes to the settings and then touch O

5 Click the Edit tab to open the Advanced MFP Modem Settings screen and establish

additional fax settings.

You can configure a single MFP or perform multiple device configurations. For more information about the HP MFP Digital Sending Software Configuration Utility, see the

HP MFP Digital Sending Software User Guide or the HP MFP Digital Sending Software Support Guide.

ONFIGURE MFP.

Establishing optional fax settings

Use the following procedures when you want to establish fax settings in addition to those that are required for fax functionality.

Note Depending on the capabilities of and settings that you have established for your f ax method,

some of these options might not be available or configurable.

ENWW 4 Faxing 65

Setting the modem volume

Use the following procedure to set the modem volume.

To set the modem volume

1 Press the MENU button. 2 Touch F 3 Scroll to and touch F 4 Scroll to and touch M 5 Scroll to and touch O

AX.

AX SETUP OPTIONAL.

ODEM VOLUME.

FF, MEDIUM (default), or LOUD.

Setting the ringer volume

Use the following procedure to set the ringer volume f or the local fax.

To set the ringer volume

1 Press the MENU button. 2 Touch F 3 Scroll to and touch F 4 Scroll to and touch R 5 Scroll to and touch O

AX.

AX SETUP OPTIONAL.

INGER VOLUME. FF, MEDIUM (default), or LOUD.

Setting error correction mode

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

You should turn off error correction only if you are ha ving tro uble send ing or receiving a f ax and you are willing to accept the errors in the transmission. Turning off the setting might be useful when you are trying to send a fax overseas or receive one from overseas, or if you are using a satellite telephone connection.

To turn error correction mode on or off

1 Press the MENU button. 2 Touch F 3 Scroll to and touch F 4 Scroll to and touch E 5 Touch O

66 Establishing optional fax settings ENWW

AX.

AX SETUP OPTIONAL.

RROR CORRECTION MODE.

N (default) to turn on error correction mode, or touch OFF to turn it off.

Setting JBIG compression mode

Because using JBIG compression can reduce phone charges by reducing the fax transmission time, JBIG compression mode is the preferred setting. However, this mode might cause compatibility problems with some older fax machines, in which case you might need to disable it.

Note JBIG compression only works when the receiving f ax contains JBIG compression.

To turn JBIG compression on or off

1 Press the MENU button. 2 Touch F 3 Scroll to and touch F 4 Scroll to and touch J 5 Touch O

AX.

AX SETUP OPTIONAL.

BIG COMPRESSION.

N to turn on JBIG compression , or tou ch OFF (default) to turn it off.

Setting outgoing fax resolution

Use this setting to establish the resolution for outgoing fax tr ansmission s. The sending fax determines the maximum resolution that the receiving fax supports, and then uses a resolution that is defined by a combination of this setting and the information about the receiving fax.

Note If the fax is wider than 8.5 inches, the fax will automatically select fine or standard resolution

in order to reduce the transmission time.

To set the outgoing fax resolution

1 Press the MENU button. 2 Touch F 3 Scroll to and touch F 4 Scroll to and touch D

AX.

AX SEND.

EFAULT RESOLUTION.

5 Touch S

(300 x 300 dpi) to select the resolution.

Note The higher the resolution, the longer t he transmission time that is required.

TANDARD (200 x 100 dpi), FINE (200 x 200 dpi; default), or SUPERFINE

Setting the overlay header

The overla y header, which consists of the date, time, company name, phone number, and page number, is printed at the top of the page on outgoing faxes. This setting determines whether the header is appended to the top of the page or is printed as an overlay. If the header is appended to the top of a pa ge, it moves data downward on the page, which can result in data at the bottom of a page being pushed to an additional page. If the header is printed as an overla y, it does not push any page data, but the header might print over data at the top of the page.

ENWW 4 Faxing 67

Note When fax fo rwardi ng is turned on, the ov erla y header is alw a ys appended to the top of the

page, even if the overlay feature is turned on.

To select how the header is printed

1 Press the MENU button. 2 Touch F 3 Scroll to and touch F 4 Scroll to and touch O 5 Touch Y

AX.

AX SEND.

VERLAY HEADER.

ES to print the header as an overlay, or touch NO (default) to append the

header to the top of the page.

Setting dialing mode

The dialing mode setting sets the type of dialing that is used when sending a fax. Specify either tone (touch-tone phones) or pulse (rotary-dial phones).

To set dialing mode

1 Press the MENU button. 2 Touch F 3 Scroll to and touch F 4 Scroll to and touch D 5 Touch T

pulse dialing.

AX.

AX SEND.

IALING MODE.

ONE (default) to set the fax for tone dialing, or touch PULSE to set the fax for

Setting dialing and detection options

Use the following procedures to set a dialing prefix, redial options, or tone detection.

Setting a dialing prefix

Use the dialing prefix setting to specify a prefix n umber (such as a “9 ” to gain access to an outside line) that is automatically added to all phone numbers when they are dialed.

To set a dialing prefix

Note You might need a pause between the prefix and t he phone number . To insert a two second

pause, type a comma (,).

1 Press the M 2 Touch F 3 Scroll to and touch F 4 Scroll to and touch D

ENU button.

AX.

AX SEND.

IAL PREFIX.

68 Setting dialing and detection options ENWW

5 Touch O

FF (default) to turn off dialing prefix, or touch CUSTOM to see the keyboard on

the control-panel display and type a prefix.

6 Type the prefix number(s), and then touch O

Setting the redial-on-busy feature

The redial-on-busy setting specifies the n umber of times (0 thro ugh 9) that the f ax redials a number when it is busy. The interval between retries is established in the redial interval setting.

To set redial-on-busy

1 Press the MENU button. 2 Touch F 3 Scroll to and touch F 4 Scroll to and touch R 5 Scroll to and touch the number of redial attempts (the default is 3), an d then touch O

AX.

AX SEND.

EDIAL ON BUSY.

Setting redial-on-no-answer

The redial-on-no-ans wer sett ing selects the number of times th e f ax r edials if the receiving fax does not answer. The number of retries is either 0 or 1 (in the U.S.) or 0 to 2, depending on the country/region. The interval between retries is established in the redial interval setting.

To set redial-on-no-answer

1 Press the MENU button. 2 Touch F 3 Scroll to and touch F 4 Scroll to and touch R 5 Scroll to and touch the number (default=0), and then touch O

AX.

AX SEND.

EDIAL ON NO ANSWER.

Setting redial interval

Use the redial interval setting to specify the number of minutes between retries if the receiving fax is busy or does not answer.

To set redial interval

1 Press the MENU button. 2 Touch F 3 Scroll to and touch F 4 Scroll to and touch R 5 Scroll to and touch the number (1 through 5 minutes; default=5), and then touch O

AX.

AX SEND.

EDIAL INTERVAL.

ENWW 4 Faxing 69

Setting dial-tone detection

Use the detect dial-tone setting to specify whether the fax checks for a dial tone before sending a fax.

To turn dial-tone detection on or off

1 Press the MENU button. 2 Touch F

AX.

3 Scroll to and touch F 4 Scroll to and touch D 5 Touch O

N (default) to enable dial tone detection, or touch OFF to disable dial tone

detection.

Setting billing codes

When the billing code setting is turned on, you are prompted to type a number when sending a fax. This number appears on the billing code report. To view the billing code report, either print the report (see “Printing the billing code report” on page 79) or use a software program to view it.

To set billing codes

1 Press the MENU button. 2 Touch F 3 Scroll to and touch F 4 Scroll to and touch B 5 Touch C

number of digits that you want in the billing code, and then touch O billing codes setting, touch O

AX.

USTOM to open the billing code screen. Scroll to and touch the minimum

AX SEND.

ETECT DIAL TONE.

AX SEND.

ILLING CODE.

K. To turn of f the

FF (default).

Setting rings-to-answer

Use the rings-to-answe r setting to specify the number of times the phone rings before the call is answered by the fax.

To set the number of rings-to-answer

1 Press the MENU button. 2 Touch F 3 Scroll to and touch F 4 Scroll to and touch R 5 Scroll to and touch the number of rings, and then touch OK.

Note The default setting range for rings-to-answer is specific to the country/region where the

MFP is located.

70 Setting billing codes ENWW

AX.

AX RECEIVE.

INGS TO ANSWER.

Stamp received faxes

The stamp received faxes setting enables or disables stamping incoming faxes. The stamp prints the date, time, phone number, and page number on each incoming page.

To turn the stamp feature on or off

1 Press the MENU button. 2 Touch F 3 Scroll to and touch F 4 Scroll to and touch S 5 Touch N

AX.

AX RECEIVE.

TAMP RECEIVED F AXES.

O (default) to turn off the stamp feature, or touch YES to turn it on.

Setting the fit-to-page option

When selecting a page size to print a fax, the MFP determines the closest page size that matches the intended size and se lects it from t he siz es tha t are available in the MFP. If the fit-to-page setting is turned on and the received image is larger than that page size, the MFP attempts to scale the image to fit the page. If this setting is turned off and an incoming image is larger than the page, the image is split across pages.

To turn the fit-to-page feature on or off

1 Press the MENU button. 2 Touch F 3 Scroll to and touch F 4 Touch F 5 Touch O

AX.

AX RECEIVE.

IT TO PAGE.

N to turn on fit-to-page, or touch OFF (default) to turn it off.

Setting the paper tray

The paper tray setting selects the MFP tray fr om which to pull paper for printing faxes.

To select the paper tray

1 Press the MENU button. 2 Touch F 3 Scroll to and touch F 4 Scroll to and touch F 5 Scroll to and touch the number for the tray (default=0), and then touch O

ENWW 4 Faxing 71

AX.

AX RECEIVE.

AX PAPER TRAY.

Setting the destination bin

The destination bin setting specifies the MFP output bin to r eceive the printed fax.

To set the destination bin

1 Press the MENU button. 2 Touch F

AX.

3 Scroll to and touch F 4 Scroll to and touch F 5 Scroll to and touch the number of the bin (default=0), and then touch O

Blocking incoming faxes

Use the blocked-fax list setting to block faxes from senders that you specify. Create a list of phone numbers. When a fax is received from any of those numbers, it is stored in memory and immediately deleted without being printed.

To create a blocked-fax list

1 Press the MENU button. 2 Touch F 3 Scroll to and touch F 4 Scroll to and touch B 5 Scroll to and touch A 6 Type a number and touch O

AX.

AX RECEIVE. AX DESTINATION BIN.

AX RECEIVE.

LOCKED FAX LIST. DD BLOCKED NUMBER.

7 To add additional numbers, repeat steps 5 and 6.

To remove numbers from the blocked-fax list

1 Press the MENU button. 2 Touch F 3 Scroll to and touch F 4 Scroll to and touch B 5 Scroll to and touch R 6 Scroll through the numbers to highlight one that you want to remove, and then touch

the phone number to remove it. Repeat this step for any numbers that you want to remove.

7 Touch O

72 Setting the destination bin ENWW

AX.

AX RECEIVE.

LOCKED FAX LIST. EMOVE BLOCKED NUMBER.

To clear all numbers from the blocked-fax list

1 Press the MENU button. 2 Touch F

AX.

3 Scroll to and touch F 4 Scroll to and touch B 5 Scroll to and touch C 6 Touch Y

ES to clear all numbers from the list, or touch NO to exit and retain the

numbers.

AX RECEIVE.

LOCKED FAX LIST. LEAR ALL BLOCKED NUMBERS.

ENWW 4 Faxing 73

Secure settings

The fax f orwarding and fax printing are secure features that require a personal identification number (PIN). You are required to create a PIN the first time you use either setting. After you create that PIN, you can use it to gain access to both features. That is, if you have created a PIN for fax forwarding, you use the same PIN to ga in access to fax printing, and vice versa. An individual can create only one PIN for access to both of these secure settings.

Changing your PIN

Use this procedure to change your existing PIN.

To change your PIN

1 Press the MENU button. 2 Touch F 3 Scroll to and touch F 4 Scroll to and touch F 5 Scroll to and touch C

AX.

AX RECEIVE. ORWARD FAX or FAX PRINTING.

HANGE PIN.

6 Use the keypad on the control panel to type your existing PIN, and then touch O 7 Use the keypad on th e control panel to type a new PIN (at least four digits), and then

touch O

8 Verify the PIN by typing it again, and then touch O

Setting fax forwarding

Use the forwar d fax setting to forward all of the faxes that the MFP receives to another phone number. When fax forward is enabled, th e receiving MFP prints the fax (if fax printing is enabled, the fax is printed when the lock is disabled) and also forwards the fax to the specified number.

Note Fax forwarding is attempted only once. No retry option exists.

To set fax forwarding

1 Press the MENU button. 2 Touch F 3 Scroll to and touch F 4 Scroll to and touch F

AX.

AX RECEIVE. ORWARD FAX.

5 Use the keypad on the control panel to type y ou r PIN (which must cont ain at least f o ur

digits), and then touch O

K. If you have an existing PIN, the FORWARD TO NUMBER

screen appears. If you have not previously created a PIN, you are prompted to verify the new PIN. Retype the PIN, and then touch O

6 Scroll to and touch F

AX FORWARDING.

74 Secure settings ENWW

7 Scroll to and touch F

ORWARD TO NUMBER.

8 Type the phone number that you w ant the fax to be forwarded to , and the n touch O

turn on fax forwarding.

Scheduling fax printing

Use fax printing to specify when faxes print. When the fax receives incoming faxes, it stores them in memory before printing. After the

entire fax is stored, it is printed and then deleted from memory. However, if fax printing is set (turned on), then all of the incoming faxes are stored in memory and none are printed. When fax printing has been set and is then turned off, all stored of the faxes are printed.

You can also use the Retrieve Job menu to gain access to fax jobs that are stored in memory while fax printing is enabled. See “Retrieve job menu” on page 126 for more information.

Fax printing can be turned on and off ma nually or scheduled to g o on and off automatically during specified days of the week. The fax printing schedule can be set to lock out an entire day (24 hours) or a time period during the day. Only one lockout period can be set, but it can be applied to any number of days. Use the fax printing setting to set the lock out period (see “To create a fax printing schedule” on page 76).

To turn fax printing on or off

K to

Note Prior to enabling a fax- printing schedule, y ou must set up a schedule. See “To create a fax

printing schedule” on page 76.

1 Press the M 2 Touch F 3 Scroll to and touch F 4 Scroll to and touch F 5 Type your PIN (which must be at least four digits) and then touch O

ENU button.

AX.

AX RECEIVE. AX PRINTING.

K. If you do not

have a PIN, you will be prompted to create one.

6 Touch F

AX PRINTING MODE.

7 Select a fax printing mode:

• Touch S

TORE ALL RECEIVED FAXES to disable printing of f ax es an d store all rece iv ed

faxes to memory.

• Touch P

RINT ALL RECEIVED FAXES to allow all stored fax es to print and to print all

faxes as received.

• Touch C

REATE FAX PRINTING SCHEDULE to use the fax printing schedule to

automatically turn on and turn off the printing of faxes.

8 Touch O

Note Fax printing and fax forwarding use the same PIN. If you have created a PIN for fax

forwarding, also use that PIN here.

ENWW 4 Faxing 75

To create a fax printing schedule

1 Press the MENU button. 2 Touch F 3 Scroll to and touch F 4 Scroll to and touch F 5 Type your PIN and then touch O

AX.

AX RECEIVE. AX PRINTING.

K. If you do not have a PIN, y ou will be prompted to

create one.

6 Touch C 7 Touch P

the lockout period when faxes store to memory), select a time, and then touch O

8 Touch P

REATE FAX PRINTING SCHEDULE to display the schedule settings. RINT END TIME to set the schedule start time when faxes will not print (begin

RINT START TIME to set the schedule start time when faxes begin printing (end

the lockout period when f ax es are not sto red to memory), select a time, and then touch

9 Scroll to and touch S

CHEDULE DAYS.

10 Scroll to and touch a day of the week to see the loc kout settings , and then complete on

of the following actions:

• Touch S

• Touch P

TORE ALL FAXES to lock out the day. RINT FAXES AS SCHEDULED to use the PRINT START TIME or PRINT END TIME

schedule for that selected day. Repeat this step for each day that you want to lock out.

11 Touch O

Initiate polling receive

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

To initiate polling receive

1 Press the MENU button. 2 Touch F 3 Scroll to and touch F 4 Scroll to and touch I 5 Use the keyboard to type a polling receive number, and then touch O

AX.

Printing the fax call report

The Fax Call Report is a brief report that indicates the status of the last f ax that was sent o r received. You can choose to have a thumbnail representation of the fax included in the report.

AX FUNCTIONS.

NITIATE POLLING RECEIVE.

1 Press the M 2 Touch F

ENU button.

AX.

76 Initiate polling receive ENWW

3 Scroll to and touch R

EPORTS.

4 Scroll to and touch F

AX CALL REPORT.

5 If you want a thumbnail of the first page of the fax, touch T

then complete one of the following actions:

• Touch Y

• Touch N

6 Touch P

ES to include a thumbnail of the first page.

O if you do not want a thumbnail on the report.

RINT FAX CALL REPORT to print a report for the most recent fax transmission.

HUMBNAIL ON REPORT and

ENWW 4 Faxing 77

Scheduling fax-call report printing

Use the When To Print Report setting to specify the conditions for printing the fax-call report.

1 Press the M 2 Touch F 3 Scroll to and touch R 4 Scroll to and touch F 5 To include the thumbnail of each fax first page , touch T

ENU button.

AX.

EPORTS.

AX CALL REPORT.

HUMBNAIL ON REPORT and then

complete one of the following actions:

• Touch Y

• Touch N

6 Scroll to and touch W

ES to include a thumbnail of the first page report.

O if you do not want a thumbnail on the report.

HEN TO PRINT REPORT to specify when to print this report, and

then touch any of the following options:

•E

VERY FAX ERROR

•SEND FAX ERROR

•RECEIVE FAX ERROR

•EVERY FAX

•SEND FAX ONLY

•NEVER

Note If you select NEVER, you will have no indication (other than the touch-screen status-bar

message) that a fa x was not transmitted unless you print a fax activity log.

Printing the fax activity log

The fax activity log provides a chronological history of faxes that were received, sent, or deleted, and of any errors that occurred. This log includes the following information:

● Date and time of all faxes that were received or sent, or which failed to be tr ansmitted

● Identification (phone number, if available)

● Duration (off-hook time)

● Number of pages

● Result (successfully sent, pending, or failed to send [which includes error type and

code])

The database stores the most recent 500 faxes. Older faxes are deleted from the log. If you want to use the log for record-keeping purposes, you should print the log periodically (no less often than ev ery 500 faxes) and then clear it. See “Clearing the fax activity log and

billing code report” on page 79.

78 Scheduling fax-call report printing ENWW

To print the fax activity log

1 Press the MENU button. 2 Touch F 3 Scroll to and touch R 4 Scroll to and touch P

AX.

EPORTS. RINT FAX ACTIVITY LOG.

Printing the billing code report

The billing code report is a list of the most recent 500 faxes that were successfully sent, listed by billing code. The report includes the following information:

● Billing code number

● Date and time of all faxes that were successfully sent

● Identification number

● Duration (off hook time)

● Number of pages sent

● Result (success)

The database stores the most recent 500 faxes. Older faxes are deleted from the data base. If you w ant to use the report f or record ke eping purposes, y ou should print the report periodically (no less often than every 500 faxes) and then clear it. See Clearing the fax

activity log and billing code report for more information.

To print the billing code report

1 Press the MENU button. 2 Touch F 3 Scroll to and touch R 4 Scroll to and touch P

AX.

EPORTS. RINT BILLING CODES REPORT.

Clearing the fax activity log and billing code report

The fax activity log and the billing code report use the same database. Because this setting clears the database, it also clears both the activity log and the billing report data.

To clear the fax database

1 Press the MENU button. 2 Touch F 3 Scroll to and touch F 4 Scroll to and touch C 5 Touch Y

AX.

AX FUNCTIONS.

LEAR ACTIVITY LOG.

ES to clear all entries or touch NO to retain the entries and exit .

ENWW 4 Faxing 79

Printing the blocked fax list report

You can print a list of faxes that were blocked from the MFP.

To print the blocked fax list report

1 Press the MENU button. 2 Touch F 3 Scroll to and touch R 4 Scroll to and touch P

AX.

EPORTS. RINT BLOCKED FAX LIST.

Printing the speed dial list report

A speed dial list report lists the fax numbers that are assigned to speed dial names.

To print the speed dial list report

1 Press the MENU button. 2 Touch F 3 Scroll to and touch R 4 Scroll to and touch P

AX.

EPORTS. RINT SPEED DIAL LIST.

80 Printing the blocked fax list report ENWW

Is your fax set up correctly?

Use the following checklist to help identify the cause of any fax-related problems that you encounter.

● Are you using the phone cord that came with the MFP?

The fax functionality has been tested with the supplied phone cord to meet RJ11 specifications. Do not substitute another phone cord. The analog fax requires an analog phone cord. It also requires an analog phon e connection.

● Is the fax/phone line connector seated in the socket on the fax?

Make sure that the phone jack is well seated in the socket. The connector should be inserted all the way into the socket, until it is secure.

● Is the phone jack on the wall working?

Verify that a dial tone exists by attaching a phone to the phone jack on the wall. Can you hear a dial tone, and can you make a phone call?

What type of phone line are you using?

● Dedicated line: A standard fax/phone number assigned to receive or send faxes.

● PBX system: A business-environment phone system. Standard home phones and the

fax use an analog phone signal. Some PBX systems are digital and might not be compatible with the fax. You need to have access to a standard analog phone line to be able to send and receive faxes.

● Roll-over lines: A phone system feature where a new call “rolls over” to the next

available line when the first incoming line is busy. Try attaching the fax to the first incoming phone line. The fax will answer th e phone after it rings the number of times that is set in the rings-to-answer setting (see “Setting rings-to-answer” on page 70).

Note Roll-over lines can cause problems with the ability to receive fax es. HP recommends that

you do not use roll-over lines.

Are you using a phone-line splitter?

Parallel or “T” phone-line splitters should not be used with the fax because they can degrade the quality of the phone signal.

Are you using a surge-protection device?

A surge-protection device ca n be used betw een t he w all jack and the fax to protect the fax against electrical power that passes through th e phone lines. These devices can cause some fax communicatio n problems by degrading the quality of the phone signal. If y ou are having problems sending or receiving faxes and are using one of these devices, connect the fax directly to the phone jack on the wall to determine whether the problem is with the surge-protection device.

ENWW 4 Faxing 81

Are you using a phone company voice-messaging service or an answering machine?

If the rings-to-answer setting for the messaging service is lower than the rings-to-answer setting for the fax, the messaging service answers the call and the fax is not able to receive faxes. If the rings-to-answer setting for the fax is lower than that of the messaging service, the fax answers all calls and no calls are routed to the messaging service.

Checking fax status

If the analog fax does not appear to be functioning, print a Fax Accessory Page to check the status. Use the following steps to print this page:

1 Press the M 2 Scroll to and touch I 3 Scroll to and touch P

ENU button.

NFORMATION PAGE.

RINT CONFIGURATION.

4 On the Fax Accessory Page, under the Hardware Information heading, check the

Modem Status.

The following table identifies the status conditions and possible solutions.

OPERATIONAL / ENABLED1 - The analog fax is installed and ready. OPERATIONAL / DISABLED1 - The fax is installed and operational.

However, HP Digital Sending utility has either disabled the MFP fax feature or has enabled LAN fax. When LAN fax is enabled, the analog fax feature is disabled. Only one fax feature (either LAN fax or analog fax) can be enabled at a time.

NON-OPERATIONAL / ENABLED/DISABLED

DAMAGED / ENABLED/DISABLED

A firmware failure has been identified.

The firmware should be uploaded. See

“Customer support” on page 90.

The fax has failed. Reseat the fax card

and check for bent pins. If the status is still DAMAGED, replace the analog fax card.

1 - ENABLED indicates that the analog fax is enabled (turned on). DISABLED indicates that LAN fax is turned on and the analog fax is turned off.

82 Checking fax status ENWW

Fax feature is not operating

Use this table to identify and solve fax malfunctions.

Problem Cause Solution

The fax is installed but the option does not appear on the MFP control-panel display.

The fax menus are not appearing on the MFP control-panel display.

HP Digital Sending Software utility has disabled the analog fax feature.

The fax is not operating correctly.

Use the HP Digital Sending Software utility to enable the analog fax feature.

● Check the fax status. See

“Checking fax status” on page 82. If the status is NON-

OPERATIONAL, you might need to install new firmware.

● If the status is DAMAGED and

you just installed the card, try reseating the card and check for bent pins.

● If the status is DAMAGED and

the card is installed correctly, you might need to replace the card.

The formatter board is faulty. Contact your HP service

representative for service. See

“Customer support” on page 90.

The LAN fax is enabled. This is normal operation. When the

HP Digital Sending Software enables LAN fax, the analog fax is disabled and the fax menu, which is used only for the analog fax, does not appear.

ENWW 4 Faxing 83

General fax problems

Use this table to solve fax problems.

Problem Cause Recommended action

The fax was not transmitted.

An OUT OF MEMORY message appears on the status message bar.

The print quality of a photo is poor or prints as a gray box.

Even after the C button on the MFP keyboard was pressed to cancel a fax transmission, the fax was still sent.

No Phone Book feature appears.

The fax settings do not seem to be available in HP Web Jetadmin.

ANCEL

The JBIG mode is enabled and the receiving fax does not have JBIG capability.

The MFP storage disk is full. Delete some files from the disk.

The Page Content mode setting is incorrect.

The CANCEL button on the keyboard does not cancel fax transmissions.

The Phone Book feature has not been enabled.

The fax settings in HP Web Jetadmin are located on the Digital Send Settings menu

Turn JBIG off. See “Setting JBIG

compression mode” on page 67.

Try setting the Page Content mode to Graphics or Text and Graphics. See “Sending a fax by

typing the number manually” on page 57.

Cancel faxes by using the Fax menu. See “Canceling a fa x” o n

page 60.

Use the HP MFP Digital Sending Software Configuration utility to enable the phone book feature.

Click the Digital Send Settings menu and then click Send to Fax. See “HP Web Jetadmin” on

page 64.

The header is being appended to the top of the page when the overlay is enabled.

A mix of names and numbers appears in the recipients box.

The fax call report prints at an unwanted time, even when fax printing is on.

One page fax prints as two pages.

If the fax has been forwarded, the fax will append the overlay header to the top of a page when overlay is set.

It is normal for both names and numbers to appear, depending on where they are from. The phone book lists names and all other databases list numbers.

The fax printing does not control printing of the fax call report. The fax call report settings need to be changed.

The fax header is being appended to the top of the fax, pushing text to a second page.

No action is necessary.

Specify when to print a fax call report. See “Scheduling fax-call

report printing” on page 78.

If you want ev ery one-page fax to print on one page, set the overlay header to overlay mode. See

“Setting the overlay header” on page 67.

84 General fax problems ENWW

Problem Cause Recommended action

The document stops feeding in the middle of faxing.

The volume for sounds coming from the fax is too loud or too quiet.

A jam might be present in the ADF.

The volume setting needs to be adjusted.

See “Jam in the automatic

document feeder (ADF) cover” on page 258.

See “Setting the modem volume”

on page 66 and “Setting the ringer volume” on page 66 for more

information about changing the sound-volume settings.

ENWW 4 Faxing 85

Receiving fax problems

Use this table to solve problems that might occur when receiving faxes.

Problem Cause Solution

Incoming fax calls are not being answered by the fax (no fax detected).

The rings-to-answer setting might not be set correctly.

The phone cord might not be connected correctly, or the phone cord is not working.

The phone line might not be working.

A voice-messaging service might be interfering with the fax’s ability to answer calls.

Check the rings-to-answer setting. See “Setting rings-to-answer” on

page 70.

See “Connecting the f ax to a phone

line” on page 52 to check the

installation. Make sure that you are using the phone cord that came with the fax.

Disconnect the fax from the phone jack on the wall an d co nn ect a phone. Try to make a phone call to verify that the phone line is working.

Take one of the following actions:

● Discontinue the messaging

service

● Get a phone line that you can

dedicate to fax calls

● Decrease the rings-to-answer

for the fax to a number less than the rings-to-answer for the voice mail (see “Setting rings-

to-answer” on page 70)

Faxes are transmitting or being received very slowly.

You might be sending or receiving a very complex fax, such as one that contains many graphics.

The receiving fax machine might have a slow modem speed.

The resolution of the sent or received fax is very high. A higher resolution typically results in better quality, but also requires a longer transmission time.

Complex faxes take longer to send or receive.

The fax only sends the fax at the fastest modem speed the receiving fax machine can use.

If you are receiving a f a x, call an d ask the sender to decrease the resolution and resend the fax.

If you are sending a fax, decrease the resolution (see “Setting

outgoing fax resolution” on page 67) and change the Page

Content mode setting (see

“Sending a fax by typ i ng th e number manually” on page 57).

86 Receiving fax problems ENWW

Problem Cause Solution

Faxes are transmitting or being received very slowly (continued).

Faxes are not printing to the MFP.

If the phone-line connection is poor, the fax and the receiving fax machine slow down the transmission to adjust for errors.

The input tray that is specified for fax feeding contains no media.

The fax printing is set. If fax printing is turned on, faxes

The MFP is out of toner. The MFP stops printing as soon as

1 Cancel and resend the fax. 2 Have the phone company

check the phone line.

Load media. Any faxes that were received while the input tray was empty are stored and will be printed after the tray is refilled.

will not print until the lock is disabled. If you want to print your faxes, see “To turn fax printing on

or off” on page 75.

it runs out of toner. Any faxes that are received are stored in memory and are printed when the toner is replaced.

ENWW 4 Faxing 87

Sending fax problems

Use this table to solve problems that might occur when sending faxes.

Problem Cause Solution

Faxes stop during sending.

The MFP is receiving faxes but is not sending them.

The fax machine that you are sending to might be malfunctioning.

Your phone line might not be working.

If the fax is on a PBX system, the PBX system might be generating a dial tone that the fax cannot detect.

The phone connection might be poor.

The fax machine that you are sending to might be malfunctioning.

Your phone line might not be working.

Tr y sending to another fax machine.

Disconnect the fax from the phone jack on the wall an d co nn ect a phone. Try to make a phone call to verify that the phone line is working.

Disable the detect dial-tone setting (see “Setting dial-tone detection”

on page 70).

Tr y again later.

Tr y sending to another fax machine.

Disconnect the fax from the phone jack on the wall an d co nn ect a phone. Try to make a phone call to verify that the phone line is working.

Outgoing fax calls dial repeatedly.

Sent faxes are not arriving at the receiving fax machine.

The fax automatically redials a fax number if t he Re dia l On Busy option is set to ON, or if the Redial On No Answer is set to ON.

The receiving fax machine might be off or might have an error condition, such as bein g out of paper.

A fax might be in memory because it is waiting to redial a busy number, or other jobs ahead of it are waiting to be sent.

This is normal operation. If you do not want the fax to retry sending faxes, set Redial on Busy to 0 (see

“T o set redial-on-busy” on page 69)

and set Redial On No Answer to 0 (see “To set redial-on-no-answer”

on page 69).

Call the recipient to make sure the fax machine is on and ready to receive faxes.

If a fax job is in memory for either of these reasons, an entry for the job appears in the fax log. Print the fax activity log (see “Printing the

fax activity log” on page 78), and

check the Result column for jobs that have a Pending designation.

88 Sending fax problems ENWW

HP 9500MFP User Manual

Specifications and Main Features

Frequently Asked Questions

User Manual

MFP basics

MFP components

Control panel

Features and benefits

Copying

E-mail

Printing

Media

Print cartridges and image drums

Connectivity

Setting the MFP defaults

Setting the MFP device defaults

Setting the MFP driver defaults

Printer drivers and software

Printer drivers and software for Windows

Printer drivers and software for Macintosh computers

Additional printer drivers

Help system

“What is this?” Help

“Show me how” Help

“Error” Help

Additional information

Loading input trays

Changing and setting the media size and type for a tray

Loading the staple cartridge (multifunction finisher)

Loading the staple cartridge (3,000-sheet stapler/stacker)

Copying

Copy-screen layout

Copying instructions

Copying by using the default settings

Copying by using user-defined settings

Copying from the scanner glass

Copying by using the ADF

Using Job Mode

Copying books

Creating a job to be copied later

Copy settings

Color copies or black and white copies

Reduce or enlarge

Adjust the lightness/darkness

Enhance the document

Copying multiple sized originals

Setting copy defaults

E-mail

Sending documents

Steps for sending

Scan settings

Authentication

Using the auto-complete function

Using the address book

Creating a recipient list

Faxing

Connecting the fax to a phone line

Verifying the fax operation

Establishing the required fax settings

Using the Fax Settings menu

Setting or verifying the date and time

Setting or verifying the location

Setting or verifying the fax header

Fax feature screen

Status message bar

Sending faxes

Sending a fax by typing the number manually

Sending a fax by using speed dial

Sending a fax by using phone book numbers

Canceling a fax

Canceling the current fax transmission

Canceling all pending faxes

Changing the notification setting

Speed dial

Changing the sharpness setting

Changing the background setting

Changing the light/dark setting

Receiving faxes

Remote fax configuration

Web browser