Hp Analog Fax Accessory 300 Send Fax Driver Guide

HP LaserJet MFP

Analog Fax Accessory 300

Send Fax Driver Guide Guide du pilote Envoi de télécopies Guía del controlador envío de fax Guia do driver de envio de fax

12234

HP LaserJet MFP Analog Fax Accessory 300

English

Send Fax Driver Guide

Reproduction, adaptation or translation without prior written permission is prohibited, except as allowed under the copyright laws.

The information contained herein is subject to change without notice.

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

Part number: Q3701-90933 Edition 1, 2/2006

Trademark Credits

Windows® is a U.S. registered trademark of the Microsoft Corporation.

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1 Setting up

System requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2

Operating system . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2

Displays. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2

Printer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2

Hardware. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2

Network . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2

Installing the MFP Send Fax driver. . . . . . . . . . . . . . . . . . . . . . . . . . . . 3

Determining if the MFP Send Fax driver

is supported by the MFP . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3

Upgrading the MFP firmware and downloading the driver . . . . . . 3

Verifying that the MFP e-mail feature is configured (optional). . . . 5

Configuring the billing code feature (optional). . . . . . . . . . . . . . . . 6

Installing the driver . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6

Uninstalling the HP MFP Send Fax driver . . . . . . . . . . . . . . . . . . . . . 16

2 Faxing

Sending a fax to a single recipient . . . . . . . . . . . . . . . . . . . . . . . . . . . 18

Sending a fax to multiple recipients . . . . . . . . . . . . . . . . . . . . . . . . . . 20

Sending a fax by using the phone book . . . . . . . . . . . . . . . . . . . . . . . 23

Canceling a fax job. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26

Inserting special characters in the fax number. . . . . . . . . . . . . . . . . . 27

Editing the phone book. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28

Adding names to the phone book . . . . . . . . . . . . . . . . . . . . . . . . 28

Removing names from the phone book. . . . . . . . . . . . . . . . . . . . 29

Editing names in the phone book . . . . . . . . . . . . . . . . . . . . . . . . 30

3 Configuration

Setting the sender information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34

Setting the fax quality. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35

Setting the notification settings. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36

Setting the cover page information. . . . . . . . . . . . . . . . . . . . . . . . . . . 38

Setting the preview preference. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39

Setting the fax driver printer preferences . . . . . . . . . . . . . . . . . . . . . . 39

Setting the billing code configuration . . . . . . . . . . . . . . . . . . . . . . . . . 41

4 Troubleshooting

Functional errors. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44

The test page does not print . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44

The e-mail notification is disabled. . . . . . . . . . . . . . . . . . . . . . . . 44

An e-mail confirmation is not received. . . . . . . . . . . . . . . . . . . . . 45

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PC FAX SEND does not appear on the MFP control panel . . . . 45

The bitmap does not appear or print on the cover page . . . . . . . 46

The preview does not appear . . . . . . . . . . . . . . . . . . . . . . . . . . . 46

A billing code is required after disabling the feature . . . . . . . . . . 46

The billing code text box does not appear. . . . . . . . . . . . . . . . . . 47

The default fields do not refresh . . . . . . . . . . . . . . . . . . . . . . . . . 49

Changed settings do not take effect . . . . . . . . . . . . . . . . . . . . . . 49

Changed settings do not take effect in

a Point and Print installation. . . . . . . . . . . . . . . . . . . . . . . . . 50

Warning messages. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51

PC fax feature may be disabled at the MFP warning . . . . . . . . . 51

Cover page functionality will not be available warning . . . . . . . . 52

Error messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53

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Setting up

You can use the HP LaserJet MFP Send Fax driver to send faxes from your computer to on e or more HP multifunction peripherals (MFP). After it is installed, the driver can be accessed by printing to the MFP Send Fa x printer driver.

This guide describes the fax functions that are included with the MFP Send Fax driver and prov ides instructions about the following tasks:

● Install the fax driver

● Send faxes

● Configure fax settings

● Troubleshoot problems

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System requirements

Operating system

The MFP Send Fax driver is supported on the following operating systems:

● Windows 2000

● Windows XP

● Windows XP Professional x64

● Windows Server 2003

● Windows Server 2003 x64

Displays

The MFP Send Fax module supports display types that have a super video graphics adapter (SVGA) resolution of 800 x 600 pixels or greater.

Printer

The following products support the MFP Send Fax driver:

● HP LaserJet 4345mfp

● HP Color LaserJet 4730mfp

● HP LaserJet 9040mfp

● HP LaserJet 9050mfp

● HP Color LaserJet 9500mfp

Hardware

The HP LaserJet MFP Analog Fax Accessory 300 must be installed in the MFP before installing the MFP Send Fax driver. See the HP LaserJet MPF Analog Fax Accessory 300 Fax Guide for more information about installing this hardware.

Network

The MFP Send Fax printer driver must be used on a network printer. It is not intended to be used on a local printer.

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Installing the MFP Send Fax driver

This section provides instructions about the following tasks:

● Determining if the MFP Send Fax driver is supported by the MFP

● Upgrading the MFP firmware and downloading the driver

● Verifying that the MFP e-mail feature is configured (optional)

● Configuring the billing code feature (optional)

● Installing the driver

Determining if the MFP Send Fax driver is supported by the MFP

The most current versions of the MFP firmware contain support for the MFP Send Fax driver. To deter mine if your MFP firmware supports the MFP Send Fax driver, use the following steps:

1 On the MFP control panel, press Menu. 2 Scroll to and touch FAX. 3 Scroll to and touch FAX SEND. 4 Scroll to and touch PC FAX SEND.

Note If PC FAX SEND does not appear in y our MFP menu, upgrade the MFP

firmware.

5 Touch ENABLED. 6 Touch EXIT.

Upgrading the MFP firmware and downloading the driver

To upgrade the MFP firmware and download the MFP Send Fax driver, use the following steps:

1 View the configuration information on the MFP control panel to

determine the current firmware version.

a On the MFP control panel, press Menu. b Touch INFORMATION. c Touch PRINT CONFIGURATION. The configuration page

prints.

d The firmware datecode is listed in the section called Device

Information.

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Note The firmware datecode is in the following format: YYYYMMDD

XX.XXX.X. The first string of numbers is the date, where YYYY represents the year , MM represen ts the month, and DD represents t he date. For example, a firmware datecode that begins with 20040225 represents February 25, 2004. The second string of numbers represents the revision number of the firmware.

2 Go to Software & driver downloads for your MFP.

a Go to

www.hp.com .

b Type the MFP model number in the Search text box and

press Enter.

c In the Select a product pane in the Searc h results windo w,

select the specific MFP model number where the firmware will be installed.

d In the Product Quick Links pane, click Software & driver

downloads.

3 Download the most current firmware.

a In the Select operating system pane, clic k Cross operat ing

system (BIOS, Firmware, Diagnostics, etc.).

b If the date that is listed in the Firmware table is more recent

than the datecode that is printed on the MFP configuration page, click Download next to the appropriate file.

Note Different firmware files are a va ilable f or the v arious operating syste ms.

c In the File Download dialog box that opens, click Save. d In the File Name text box in the Save As windo w that opens ,

type the location on your computer where you want to save the firmware update file.

e Click Save. f After the file has been downloaded, close th e File Do wnlo ad

dialog box, if necessary.

4 Download the MFP Send Fax driver.

a Click Back to return to the Select operating system pane.

Note If you do not return to the Select operating system pane when you

click Back, see step 2 for instructions about navigating to the Select operating system pane.

b In the Select operating system pane, click the appropriate

operating system.

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Note The MFP Send Fax driver is supported on Windows 2000,

Windows XP, Windows XP Professional x64, Windows Server 2003, and Windows Server 2003 x64.

c In the Driver table that appears, click Download next to the

HP MFP Send Fax driver.

d In the File Download dialog box that opens, click Save. e In the File Name text box on the Save As window t hat opens,

type the location on your computer where you want to save the MFP Send Fax driver file.

f Click Save. g After the file has been downloaded, close the File Do wnlo ad

dialog box if necessary.

5 Install the downloaded firmware file. See the appropriate MFP

user guide for instructions about installing the remote firmware update (RFU):

• HP LaserJet 4345mfp Series User Guide

• HP Color LaserJet 4730mfp User Guide

• HP LaserJet 9040mfp/9050mfp User Guide

• HP Color LaserJet 9500mfp User Guide

Verifying that the MFP e-mail feature is configured (optional)

The e-mail function on the MFP must be configured in order to receive an e-mail notification when a fax has been sent by using the MFP Send Fax driver.

Note The e-mail notification fe ature is optional.

See the appropriate MFP user guide f or instructions about configuring the e-mail function:

● HP LaserJet 4345mfp Series User Guide

● HP Color LaserJet 4730mfp User Guide

● HP LaserJet 9040mfp/9050mfp User Guide

● HP Color LaserJet 9500mfp User Guide

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Configuring the billing code feature (optional)

HP MFP Send Fax supports the use of billing codes when sending faxes.

Note The billing code feature is optional.

To enable the billing code feature through the MFP control panel, use the following steps:

1 On the MFP control panel, press Menu. 2 Scroll to and touch FAX. 3 Scroll to and touch FAX SEND. 4 Scroll to and touch BILLING CODE. 5 Touch CUSTOM to open the billing code screen. 6 Use the up and down arrows to select the minimum number of

digits in the billing code.

7 Touch OK to enable the billing code feature.

Note Touch OFF to disable the billing code feature.

Installing the driver

To install the MFP Send Fax driver by using the Add a Printer wizard in Windows, use the following steps:

1 In Windows Explorer, double-click on the downloaded

MFP Send Fax driver executable file to extract the driver files.

2 Click Start, click Settings, and then click Printers and Faxes. 3 In the Printer Tasks pane in the Printers and Faxes window,

click Add a printer.

4 In the Add Printer Wizard welcome dialog box, click Next.

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5 Under Local or Network Printer, select Local printer attached

to this computer. Click Next.

Note Select Local printer attached to this computer to install the

MFP Send Fax driver on a network printer. The printer name is HP MFP Send Fax when the driver is installed on a local printer.

If you select A network printer, or a printer attached to another computer, then the IP address of the computer is required. Some features, such as fa x pre view, are not availab le if the drive r is installed by using the network printer installation (Point and Print).

The MFP Send Fax driver cannot be installed on a a printer that is connected to the computer by a serial or parallel po rt. It must be on a network.

6 If your computer is a lready co nnected to the MF P, under Select a

Printer Port, select Use the following port.

Note If your computer is not connected to the MFP, go to step 8.

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7 In the Use the following port drop-down menu, select the name

or IP address of the MFP. Click Next and then go to step 13.

8 If your computer is not connected to the MF P, select Create a

new port under Select a Printer Port.

9 In the Type of port drop-down menu, select Standard TCP/IP

Port. Click Next.

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10 In the Add Standard TCP/IP Printer Port Wizard dialog box,

click Next.

11 Under Add Port, type the MFP printer name or IP address in the

Printer Name or IP Address text box and then click Next.

Note The default port name is the name that you t yped in the Printer Name

or IP Address te xt box. You can change this name by typing a new

name in the Port Name text box.

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12 Click Finish. 13 Under Install Printer Software, click Have Disk.

14 In the Install From Disk dialog box, click Browse.

15 Browse to and select the MFP Send Fax driv er .INF file extracted

in step 1.

Note Two versions of the .INF file are available: a 32-bit version for

Windows 2000, Windows XP, and Windows Server 2003 and a 64-bit version for Windows XP Professional x64 and Windows Server 2003 x64.

A The s pecified location does not contain inf ormation about y our

printer message appears if yo u select the wrong version of the file. 16 Click OK.

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17 Under Install Printer Software, click Next.

18 In the Printer name text box under Name Your Printer, type a

name for the printer. The default printer name is HP MFP Send Fax.

19 Click Next.

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20 Under Printer Sharing, click Next.

Note You can share the printer by selecting Share name on the Printer

Sharing window . The MFP Send Fax driver is then av ailable for a P oint

and Print connection. Some features, such as fax preview, are not availab le if the driver is accessed by using a Point and Print connection.

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21 Under Print Test Page, select Yes to print a test page and then

click Next.

Note Selecting Yes to print a test page sends a fax. No page is printed.

a On the Completing the Add Printer Wizard dialog box,

click Finish to complete the wizard and continue sending a test fax.

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b In the HP MFP Send Fax dialog box, click the Fax Job tab.

Note The Setup information is not required to send a test p age.

To set the default sender inf ormation and fax set tings f or all f ax es, see “Configuration” on page 33.

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c In the Fax Number text box under Fax To, type the fax

number where the test page will be sent.

d Click Send.

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e The preview window opens if you selected Show Preview

Before Sending Fax on the Setup tab. On the toolbar, click Send Fax.

f A message appears asking if the test page printed. Verify that

the test page printed on the receiving fax machine and then click OK.

Note The test page is delivered to the f ax nu mber that y ou typed in t he Fax

Number text bo x on the Fax Job tab.

Uninstalling the HP MFP Send Fax driver

To uninstall the MFP Send Fax driver, use th e following steps:

1 Click Start, click Settings, and then click Printers and Faxes. 2 In the Printers and Faxes window, right-click the MFP printer

where MFP Send Fa x is insta lle d an d th en cl ick Delete. 3 Click Start, click Settings, and then click Printers and Faxes. 4 Right-click in the Printers and Faxes window and then click

Server Properties. 5 In the Print Server Properties dialog box, click Drivers. 6 Select the MFP Send Fax driver and then click Remove. 7 Click OK.

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Faxing

This chapter provides information about sending faxes and using the MFP Send Fax phone book:

● Sending a fax to a single recipient

● Sending a fax to multiple recipients

● Sending a fax by using t he phone book

● Canceling a fax job

● Inserting special characters in the fax number

● Editing the phone book

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Sending a fax to a single recipient

To send a fax to a single recipient, use the f ollowing steps: 1 Open the document to be faxed in the software program in which

it was created.

2 Click File and then click Print. 3 Select the HP MFP Send Fax driver from the list of printers. 4 Click OK or Print.

Note Click the button that sends a document to the printer. This might not

be labeled the same way in all programs. 5 Under Fax To in the HP MFP Send Fax dialog box, type the

recipient name, f ax number, and company name. The f ax number

is the only required information.

Note See “Inserting special characters in the fax number” on pag e 27 for a

list of special characters that you can use in the Fax Number text field.

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6 Click Add to Phone Book to add the recipient information to the

MFP Send Fax phone book. This step is optional.

Note Click Clear Fields to remove all of the values in the Recipient Name,

Fax Number, and Company Name text boxes.

7 The default cover page information appears under Include With

Fax in the HP MFP Send Fax dialog box. This inf ormation can be

changed for any individual fax job.

Note To set the default cov er page settings f o r all f axes , see “Con figuration”

on page 33.

8 If the billing code feature is enabled, type the billing code under

Billing Information in the HP MFP Send Fax dialog box. The

billing code can be changed for any individual fax job.

9 To send the fax with the default sender, fax quality, notification

information, and preview preferences, click Send.

Note Click the Setup tab in the HP MFP Send Fax dialog box to view the

sender, fax quality, notificati on, and p re view settings. This information can be changed for any individual fax job. Click Send to send the fax.

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10 If you selected Show Preview Before Sending F ax on the

Setup tab, a preview of the fax job appears. Review the fax for

accuracy.

Note The preview function is not available when you use Point and Print.

Point and Print is a Windows feature that you can use to connect, print, or fax to a remote printer without using installation disks. Files and configuration information are automatically downloaded from the print server to the client.

11 Click View or use the zoom drop-down menu to change the size

of the document preview.

12 Click the arrow buttons to navigate through the document. 13 Click Send Fax to send the f ax or clic k Cancel F a x to edit the fax

settings.

Sending a fax to multiple recipients

To send a fax to a multiple recipients, use the following steps: 1 Open the document to be faxed in the software program in which

it was created.

2 Click File and then click Print. 3 Select the HP MFP Send Fax driver from the list of printers.

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4 Click OK or Print.

Note Click the button that sends a document to the printer. This might not

be labeled the same way in all programs. 5 Under Fax To in the HP MFP Send Fax dialog box, type the

recipient name, fax number, and company name .

Note The fax number is the only required information. See “Inserting special

characters in the fax number” on page 27 for a list of special characters that you can use in the Fax Number text field .

6 Click Add to Phone Book to add the recipient information to the

MFP Send Fax phone book. This step is optional.

Note Click Clear Fields to remove all of the values in the Recipient Name,

Fax Number, and Company Name text boxes. 7 Click To -> to add the recipient information to the F ax Recipients

field. 8 Repeat steps 5 through 7 for each f ax recipie nt. The f ax is sent to

all of the names that appear in the Fax Recipients field.

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Note Cover Page (Single recipient only) is disabled when the second

recipient is added to the Fax Recipients field. A cover pag e cannot be used when you send faxes to multiple recipients.

9 If the billing code feature is enabled, type the billing code under