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HP Color LaserJet Managed MFP E78223, E78228
User Guide
HP Color LaserJet Managed MFP E78223,
E78228 User Guide
Copyright and License
Trademark Credits
© Copyright 2020 HP Development Company,
L.P.
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.
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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.
Edition 1, 5/2020
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Table of contents
1 Printer overview ...................................................................................................................................................................................... 13
Warning icons ......................................................................................................................................................................... 13
Potential shock hazard .......................................................................................................................................................... 14
Printer views ........................................................................................................................................................................... 16
Printer front view ............................................................................................................................................... 16
Printer back view ............................................................................................................................................... 19
Interface ports .................................................................................................................................................... 20
Control-panel view ............................................................................................................................................ 21
How to use the touchscreen control panel ............................................................................... 23
Printer specications ............................................................................................................................................................. 24
Technical specications .................................................................................................................................... 24
Supported operating systems ......................................................................................................................... 27
Printer dimensions ............................................................................................................................................ 29
Power consumption .......................................................................................................................................... 30
Electrical specications ..................................................................................................................................... 30
Acoustic emissions ............................................................................................................................................ 30
Operating-environment range ........................................................................................................................ 31
Printer hardware setup and software installation ............................................................................................................ 31
2 Paper trays .............................................................................................................................................................................................. 33
Introduction ............................................................................................................................................................................. 33
Load paper to Tray 1 (multipurpose tray) .......................................................................................................................... 34
Load paper to Tray 1 (multipurpose tray) ..................................................................................................... 34
Tray 1 (multipurpose tray) paper orientation ............................................................................................... 35
Use alternative letterhead mode .................................................................................................................... 40
Enable Alternative Letterhead Mode by using the printer control-panel menus ............... 40
Load paper to Tray 2, Tray 3 and the optional 2 x 520-sheet trays .............................................................................. 41
Load paper to Tray 2, Tray 3, and the optional 2 x 520-sheet trays ........................................................ 41
Tray 2, Tray 3 and the optional 2 x 520-sheet trays paper orientation ................................................... 42
Use alternative letterhead mode .................................................................................................................... 46
Enable Alternative Letterhead Mode by using the printer control-panel menus ............... 46
Load and print envelopes ..................................................................................................................................................... 47
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Print envelopes .................................................................................................................................................. 47
Envelope orientation ......................................................................................................................................... 47
Load and print labels ............................................................................................................................................................. 49
Manually feed labels ......................................................................................................................................... 49
Label orientation ............................................................................................................................................... 49
3 Supplies, accessories, and parts .......................................................................................................................................................... 51
Order supplies, accessories, and parts ............................................................................................................................... 52
Ordering .............................................................................................................................................................. 52
Replace the toner cartridge .................................................................................................................................................. 53
Toner cartridge information ............................................................................................................................. 53
Remove and replace the toner cartridge ....................................................................................................... 53
Replace the toner collection unit (TCU) ............................................................................................................................... 56
Remove and replace the TCU ........................................................................................................................... 56
Replace the staple cartridge (Optional Inner nisher) ...................................................................................................... 59
Introduction ........................................................................................................................................................ 59
Remove and replace the inner nisher accessory staple cartridge ........................................................... 59
4 Print .......................................................................................................................................................................................................... 63
Print tasks (Windows) ............................................................................................................................................................ 64
How to print (Windows) .................................................................................................................................... 64
Automatically print on both sides (Windows) ............................................................................................... 64
Manually print on both sides (Windows) ........................................................................................................ 65
Print multiple pages per sheet (Windows) .................................................................................................... 65
Select the paper type (Windows) .................................................................................................................... 66
Additional print tasks ........................................................................................................................................ 66
Print tasks (macOS) ............................................................................................................................................................... 68
How to print (macOS) ........................................................................................................................................ 68
Automatically print on both sides (macOS) ................................................................................................... 68
Manually print on both sides (macOS) ........................................................................................................... 68
Print multiple pages per sheet (macOS) ........................................................................................................ 69
Select the paper type (macOS) ........................................................................................................................ 69
Additional print tasks ........................................................................................................................................ 70
Store print jobs on the printer to print later or print privately ........................................................................................ 71
Introduction ........................................................................................................................................................ 71
Create a stored job (Windows) ......................................................................................................................... 71
Create a stored job (macOS) ............................................................................................................................ 72
Print to Job Storage ........................................................................................................................................... 73
Delete a stored job ............................................................................................................................................ 74
Delete a job that is stored on the printer .................................................................................. 74
Change the job storage limit ....................................................................................................... 74
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Information sent to printer for Job Accounting purposes ........................................................................... 74
Print from a USB ash drive ................................................................................................................................................. 75
Enable the USB port for printing ..................................................................................................................... 76
Method one: Enable the USB port from the printer control panel ........................................ 76
Method two: Enable the USB port from the HP Embedded Web Server (network-
connected printers only) .............................................................................................................. 76
Print USB documents ........................................................................................................................................ 76
Print using high-speed USB 2.0 port (wired) ..................................................................................................................... 78
Enable the high-speed USB port for printing ................................................................................................ 79
Method one: Enable the high-speed USB 2.0 port from the printer control panel
menus ............................................................................................................................................. 79
Method two: Enable the high-speed USB 2.0 port from the HP Embedded Web
Server (network-connected printers only) ................................................................................ 79
5 Copy .......................................................................................................................................................................................................... 81
Make a copy ............................................................................................................................................................................. 81
Copy on both sides (duplex) ................................................................................................................................................. 83
Additional copy tasks ............................................................................................................................................................. 84
6 Scan .......................................................................................................................................................................................................... 87
Set up Scan to Email .............................................................................................................................................................. 88
Introduction ........................................................................................................................................................ 88
Before you begin ................................................................................................................................................ 88
Step one: Access the HP Embedded Web Server (EWS) .............................................................................. 88
Step two: Congure the Network Identication settings ............................................................................ 89
Step three: Congure the Send to Email feature .......................................................................................... 91
Method one: Basic conguration using the Email Setup Wizard ........................................... 91
Method two: Advanced conguration using the Email Setup ................................................ 94
Step four: Congure the Quick Sets (optional) .............................................................................................. 99
Step ve: Set up Send to Email to use Oice 365 Outlook (optional) ..................................................... 101
Introduction ................................................................................................................................. 101
Congure the outgoing email server (SMTP) to send an email from an Oice 365
Outlook account .......................................................................................................................... 101
Set up Scan to Network Folder .......................................................................................................................................... 103
Introduction ...................................................................................................................................................... 103
Before you begin ............................................................................................................................................. 103
Step one: Access the HP Embedded Web Server (EWS) ........................................................................... 103
Step two: Set up Scan to Network Folder .................................................................................................... 105
Method one: Use the Scan to Network Folder Wizard .......................................................... 105
Method two: Use Scan to Network Folder Setup ................................................................... 107
Step one: Begin the conguration ....................................................................... 107
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Step two: Congure the Scan to Network Folder settings .............................. 108
Step three: Complete the conguration ............................................................. 116
Set up Scan to USB Drive .................................................................................................................................................... 117
Introduction ...................................................................................................................................................... 117
Step one: Access the HP Embedded Web Server (EWS) ........................................................................... 117
Step two: Enable Scan to USB Drive ............................................................................................................. 117
Step three: Congure the Quick Sets (optional) ......................................................................................... 118
Default scan settings for Scan to USB Drive setup .................................................................................... 119
Default le settings for Save to USB setup ................................................................................................. 119
Scan to Job Storage ............................................................................................................................................................. 121
Introduction ...................................................................................................................................................... 121
Scan to job storage on the printer ................................................................................................................ 121
Print from job storage on the printer ........................................................................................................... 123
Scan to USB drive ................................................................................................................................................................. 124
Introduction ...................................................................................................................................................... 124
Scan to USB drive ............................................................................................................................................ 124
Use HP JetAdvantage business solutions ........................................................................................................................ 126
Additional scan tasks .......................................................................................................................................................... 126
7 Fax .......................................................................................................................................................................................................... 127
Set up fax .............................................................................................................................................................................. 128
Introduction ...................................................................................................................................................... 128
Set up fax by using the printer control panel ............................................................................................. 128
Change fax congurations ................................................................................................................................................. 129
Fax dialing settings ......................................................................................................................................... 129
General fax send settings .............................................................................................................................. 130
Fax receive settings ........................................................................................................................................ 130
Send a fax ............................................................................................................................................................................. 131
Create a fax printing schedule ........................................................................................................................................... 134
Block incoming faxes ........................................................................................................................................................... 135
Create a list of blocked fax numbers ............................................................................................................ 135
Delete numbers from the list of blocked fax numbers ............................................................................. 135
Additional fax tasks ............................................................................................................................................................. 135
8 Manage the printer .............................................................................................................................................................................. 137
Advanced conguration with the HP Embedded Web Server (EWS) ........................................................................... 138
Introduction ...................................................................................................................................................... 138
How to access the HP Embedded Web Server (EWS) ................................................................................ 138
HP Embedded Web Server features ............................................................................................................. 140
Information tab ........................................................................................................................... 140
General tab .................................................................................................................................. 141
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Copy/Print tab ............................................................................................................................. 142
Scan/Digital Send tab ................................................................................................................ 142
Fax tab .......................................................................................................................................... 143
Supplies tab ................................................................................................................................. 144
Troubleshooting tab ................................................................................................................... 144
Security tab ................................................................................................................................. 145
HP Web Services tab .................................................................................................................. 145
Networking tab ........................................................................................................................... 146
Other Links list ............................................................................................................................ 147
Congure IP network settings ........................................................................................................................................... 148
Printer sharing disclaimer .............................................................................................................................. 148
View or change network settings ................................................................................................................. 148
Rename the printer on a network ................................................................................................................ 148
Manually congure IPv4 TCP/IP parameters from the control panel ..................................................... 149
Manually congure IPv6 TCP/IP parameters from the control panel ..................................................... 149
Link speed and duplex settings .................................................................................................................... 149
Printer security features ..................................................................................................................................................... 151
Introduction ...................................................................................................................................................... 151
Security statements ....................................................................................................................................... 151
Assign an administrator password ............................................................................................................... 152
Use the HP Embedded Web Server (EWS) to set the password ......................................... 152
Provide user access credentials at the printer control panel .............................................. 152
IP Security ......................................................................................................................................................... 153
Encryption support: HP High Performance Secure Hard Disks ................................................................ 153
Lock the formatter .......................................................................................................................................... 153
Energy-conservation settings ........................................................................................................................................... 154
Set the sleep timer and congure the printer to use 1 watt or less of power ...................................... 154
Set the sleep schedule ................................................................................................................................... 154
HP Web Jetadmin ................................................................................................................................................................. 155
Software and rmware updates ........................................................................................................................................ 155
9 Solve problems ..................................................................................................................................................................................... 157
Customer support ................................................................................................................................................................ 157
Control panel help system ................................................................................................................................................. 158
Reset factory settings ......................................................................................................................................................... 159
Introduction ...................................................................................................................................................... 159
Method one: Reset factory settings from the printer control panel ....................................................... 159
Method two: Reset factory settings from the HP Embedded Web Server (network-connected
printers only) .................................................................................................................................................... 159
A “Cartridge is low” or “Cartridge is very low” message displays on the printer control panel or EWS ................. 159
Printer does not pick up paper or misfeeds .................................................................................................................... 161
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Introduction ...................................................................................................................................................... 161
The printer does not pick up paper .............................................................................................................. 161
The printer picks up multiple sheets of paper ............................................................................................ 164
The document feeder jams, skews, or picks up multiple sheets of paper ............................................ 168
Clear paper jams .................................................................................................................................................................. 169
Introduction ...................................................................................................................................................... 169
Paper jam locations ........................................................................................................................................ 169
Auto-navigation for clearing paper jams ..................................................................................................... 170
Experiencing frequent or recurring paper jams? ....................................................................................... 170
Clear paper jams in the document feeder (31.13.yz) ............................................................................... 170
Clear paper jams in Tray 1 (multipurpose tray) (13.A1) ............................................................................ 171
Clear paper jams in Tray 2, Tray 3 and the optional 2 x 520-sheet trays (13.A2, 13.A3, 13.A4) ...... 172
Clear paper jams in the output bin (13.E1) ................................................................................................. 173
Clear paper jams in the right door and fuser area (13.B9, 13.B2, 13.FF) .............................................. 174
Resolve print-quality problems ......................................................................................................................................... 176
Introduction ...................................................................................................................................................... 176
Resolving print quality problems .................................................................................................................. 177
Update the printer rmware ..................................................................................................... 177
Print from a dierent software program ................................................................................ 177
Check the paper-type setting for the print job ...................................................................... 178
Check the paper type setting on the control panel .......................................... 178
Check the paper type setting (Windows) ........................................................... 178
Check the paper type setting (macOS) ............................................................... 178
Check toner-cartridge status .................................................................................................... 180
Step one: Print the Supplies Status Page .......................................................... 180
Step two: Check supplies status .......................................................................... 180
Print a cleaning page .................................................................................................................. 180
Visually inspect the toner cartridge or cartridges ................................................................. 181
Check paper and the printing environment ............................................................................ 182
Step one: Use paper that meets HP specications .......................................... 182
Step two: Check the environment ....................................................................... 182
Step three: Set the individual tray alignment .................................................... 182
Try a dierent print driver ......................................................................................................... 183
Calibrate the printer to align the colors .................................................................................. 183
Troubleshoot image defects ..................................................................................................... 184
Improve copy image quality ............................................................................................................................................... 193
Check the scanner glass for dirt and smudges .......................................................................................... 193
Calibrate the scanner ...................................................................................................................................... 194
Check the paper settings ............................................................................................................................... 195
Check the paper selection options ........................................................................................... 195
Check the image-adjustment settings ........................................................................................................ 195
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Optimize copy quality for text or pictures ................................................................................................... 195
Edge-to-edge copying .................................................................................................................................... 196
Improve scan image quality ............................................................................................................................................... 197
Check the scanner glass for dirt and smudges .......................................................................................... 197
Check the resolution settings ....................................................................................................................... 198
Check the color settings ................................................................................................................................. 199
Check the image-adjustment settings ........................................................................................................ 199
Optimize scan quality for text or pictures ................................................................................................... 200
Check the output-quality settings ................................................................................................................ 200
Improve fax image quality .................................................................................................................................................. 201
Check the scanner glass for dirt and smudges .......................................................................................... 201
Check the send-fax resolution settings ....................................................................................................... 202
Check the image-adjustment settings ........................................................................................................ 202
Optimize fax quality for text or pictures ...................................................................................................... 203
Check the error-correction setting ............................................................................................................... 203
Check the t-to-page setting ........................................................................................................................ 203
Send to a dierent fax machine .................................................................................................................... 204
Check the sender's fax machine ................................................................................................................... 204
Solve fax problems .............................................................................................................................................................. 205
Checklist for solving fax problems ............................................................................................................... 206
What type of phone line are you using? ................................................................................. 206
Are you using a surge-protection device? .............................................................................. 206
Are you using a phone company voice-messaging service or an answering machine? . 206
Does your phone line have a call-waiting feature? ............................................................... 206
Check fax accessory status ....................................................................................................... 207
General fax problems ..................................................................................................................................... 208
The fax failed to send ................................................................................................................ 208
No fax address book button displays ...................................................................................... 208
Not able to locate the Fax settings in HP Web Jetadmin ...................................................... 208
The header is appended to the top of the page when the overlay option is enabled ..... 208
A mix of names and numbers is in the recipients box .......................................................... 208
A one-page fax prints as two pages ........................................................................................ 208
A document stops in the document feeder in the middle of faxing ................................... 208
The volume for sounds coming from the fax accessory is too high or too low ............... 209
USB ash drive is not responding ..................................................................................................................................... 210
Method one: Enable the USB port from the printer control panel .......................................................... 210
Method two: Enable the USB port from the HP Embedded Web Server (network-connected
printers only) .................................................................................................................................................... 210
Appendix A Service and support ........................................................................................................................................................... 211
HP limited warranty statement ......................................................................................................................................... 212
ENWW ix
UK, Ireland, and Malta ..................................................................................................................................... 213
Austria, Belgium, Germany, and Luxemburg .............................................................................................. 213
Belgium, France, and Luxemburg ................................................................................................................. 214
Italy .................................................................................................................................................................... 215
Spain .................................................................................................................................................................. 215
Denmark ........................................................................................................................................................... 216
Norway .............................................................................................................................................................. 216
Sweden ............................................................................................................................................................. 216
Portugal ............................................................................................................................................................ 216
Greece and Cyprus .......................................................................................................................................... 217
Hungary ............................................................................................................................................................ 217
Czech Republic ................................................................................................................................................. 218
Slovakia ............................................................................................................................................................. 218
Poland ............................................................................................................................................................... 218
Bulgaria ............................................................................................................................................................. 219
Romania ............................................................................................................................................................ 219
Belgium and the Netherlands ....................................................................................................................... 219
Finland .............................................................................................................................................................. 220
Slovenia ............................................................................................................................................................ 220
Croatia ............................................................................................................................................................... 220
Latvia ................................................................................................................................................................. 220
Lithuania ........................................................................................................................................................... 221
Estonia .............................................................................................................................................................. 221
HP's Premium Protection Warranty: LaserJet toner cartridge limited warranty statement .................................... 221
Long life consumable and maintenance kit limited warranty statement ................................................................... 222
HP policy on non-HP supplies ........................................................................................................................................... 222
HP anticounterfeit Web site ............................................................................................................................................... 222
Data stored on the toner cartridge ................................................................................................................................... 223
End User License Agreement ............................................................................................................................................. 223
Customer self-repair warranty service ............................................................................................................................. 227
Customer support ................................................................................................................................................................ 228
Appendix B Environmental product stewardship program .............................................................................................................. 229
Protecting the environment ............................................................................................................................................... 229
Ozone production ................................................................................................................................................................ 229
Power consumption ............................................................................................................................................................ 229
Toner consumption ............................................................................................................................................................. 229
Paper use .............................................................................................................................................................................. 230
Plastics .................................................................................................................................................................................. 230
HP LaserJet print supplies .................................................................................................................................................. 230
Paper ...................................................................................................................................................................................... 230
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Material restrictions ............................................................................................................................................................. 230
Battery information ............................................................................................................................................................. 230
Disposal of waste equipment by users (EU and India) ................................................................................................... 231
Electronic hardware recycling ............................................................................................................................................ 231
Brazil hardware recycling information ............................................................................................................................. 232
Chemical substances ........................................................................................................................................................... 232
Product Power Data per European Union Commission Regulation 1275/2008 ....................................................... 232
SEPA Ecolabel User Information (China) .......................................................................................................................... 232
The regulation of the implementation on China energy label for printer, fax, and copier ....................................... 232
Restriction on Hazardous Substances statement (India) .............................................................................................. 233
WEEE (Turkey) ...................................................................................................................................................................... 233
Substances Table (China) .................................................................................................................................................... 234
Material Safety Data Sheet (MSDS) ................................................................................................................................... 234
EPEAT ..................................................................................................................................................................................... 235
Substances Table (Taiwan) ................................................................................................................................................. 235
For more information .......................................................................................................................................................... 235
Appendix C Regulatory information ..................................................................................................................................................... 237
Regulatory statements ....................................................................................................................................................... 238
Regulatory model identication numbers .................................................................................................. 238
European Union Regulatory Notice .............................................................................................................. 238
FCC regulations ................................................................................................................................................ 238
Canada - Industry Canada ICES-003 Compliance Statement .................................................................. 239
VCCI statement (Japan) .................................................................................................................................. 239
EMC statement (Korea) .................................................................................................................................. 239
EMC statement (China) ................................................................................................................................... 239
Power cord instructions ................................................................................................................................. 239
Power cord statement (Japan) ...................................................................................................................... 239
Laser safety ..................................................................................................................................................... 240
Laser statement for Finland .......................................................................................................................... 240
Nordic Statements (Denmark, Finland, Norway, Sweden) ........................................................................ 241
GS statement (Germany) ............................................................................................................................... 241
Eurasian Conformity (Armenia, Belarus, Kazakhstan, Kyrgyzstan, Russia) ........................................... 242
EMI statement (Taiwan) .................................................................................................................................. 242
Product stability .............................................................................................................................................. 243
Index ........................................................................................................................................................................................................... 245
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xii ENWW
1 Printer overview
Review the location of features on the printer, the physical and technical specications of the printer, and where
to locate setup information.
The following information is correct at the time of publication. For current information, see www.hp.com/
support/colorljE78223MFP.
For more information:
HP's all-inclusive help for the printer includes the following information:
● Install and congure
● Learn and use
● Solve problems
● Download software and rmware updates
● Join support forums
● Find warranty and regulatory information
Warning icons
Use caution if you see a warning icon on your HP printer, as indicated in the icon denitions.
● Caution: Electric shock
ENWW 13
● Caution: Hot surface
●
Caution: Keep body parts away from moving parts
● Caution: Sharp edge in close proximity
● Warning
Potential shock hazard
Review this important safety information.
● Read and understand these safety statements to avoid an electrical shock hazard.
● Always follow basic safety precautions when using this product to reduce risk of injury from re or electric
shock.
● Read and understand all instructions in the user guide.
● Observe all warnings and instructions marked on the product.
● Use only a grounded electrical outlet when connecting the product to a power source. If you do not know
whether the outlet is grounded, check with a qualied electrician.
14 Chapter 1 Printer overview ENWW
● Do not touch the contacts on any of the sockets on the product. Replace damaged cords immediately.
● Unplug this product from wall outlets before cleaning.
● Do not install or use this product near water or when you are wet.
Install the product securely on a stable surface.
●
● Install the product in a protected location where no one can step on or trip over the power cord.
ENWW Potential shock hazard 15
Printer views
14
4
5
6
7
8
9
11
12
3
2
13
1
10
Locate key features on the printer and the control panel.
Printer front view
Locate features on the front of the printer.
Figure 1-1 Printer front view (E78228dn, E78223dn)
Item Description
1 Automatic document feeder cover, for access for clearing jams
2 Automatic document feeder input tray
3 Automatic document feeder output tray
4 Control panel with color touchscreen display (tilts up for easier viewing)
5 Output bin
6 Right door, for access for clearing jams
7 On/o button
8 Tray 1 (multipurpose tray)
9 Front door, for access to the toner cartridges
10 Power connection
11 Tray 2
12 Tray 3
16 Chapter 1 Printer overview ENWW
Item Description
14
4
5
6
7
8
9
11
12
3
2
13
1
10
13 Hardware integration pocket (HIP), for connecting accessory and third-party devices
14 Easy-access USB port
Insert a USB ash drive for printing or scanning without a computer or to update the printer rmware.
NOTE: An administrator must enable this port before use.
Figure 1-2 Printer front view (E78223dv)
Item Description
1 Automatic document feeder cover, for access for clearing jams
2 Automatic document feeder input tray
3 Automatic document feeder output tray
4 Control panel with color touchscreen display (tilts up for easier viewing)
5 Output bin
6 Right door, for access for clearing jams
7 On/o button
8 Tray 1 (multipurpose tray)
9 Front door, for access to the toner cartridges
10 Power connection
11 Tray 2
ENWW Printer views 17
Item Description
11 2
1
4
5
6
7
9
10
3
8
12
12 Tray 3
13 Hardware integration pocket (HIP), for connecting accessory and third-party devices
14 Easy-access USB port
Insert a USB ash drive for printing or scanning without a computer or to update the printer rmware.
NOTE: An administrator must enable this port before use.
Figure 1-3 Printer front view (E78223a)
Item Description
1 Scanner cover, for protect for scanning glass
2 Control panel with color touchscreen display (tilts up for easier viewing)
3 Output bin
4 Right door, for access for clearing jams
5 On/o button
6 Tray 1 (multipurpose tray)
7 Front door, for access to the toner cartridges
8 Power connection
9 Tray 2
10 Tray 3
18 Chapter 1 Printer overview ENWW
Item Description
1
2
3
11 Easy-access USB port
12 Hardware integration pocket (HIP), for connecting accessory and third-party devices
Printer back view
Locate features on the back of the printer.
Figure 1-4 Printer back view
Insert a USB ash drive for printing or scanning without a computer or to update the printer rmware.
NOTE: An administrator must enable this port before use.
Item Description
1 Formatter cover
CAUTION: Elctric shock icon
Only allowed person can open the formatter cover.
If you touch the fax(TNV) kit inside the formatter cover, there is risk of electric shock.
2 Interface ports
3 Serial number and product number label
ENWW Printer views 19
Interface ports
2
1
3
4
Locate the interface ports on the printer formatter.
Figure 1-5 Interface ports view
Item Description
1 USB host ports for connecting external USB devices (these ports might be covered)
2 Slot for a cable-type security lock
3 Local area network (LAN) Ethernet (RJ-45) network port
NOTE: For easy-access USB printing, use the USB port near the control panel.
4 Hi-Speed USB 2.0 printing port
20 Chapter 1 Printer overview ENWW
Control-panel view
?i
12:42 PM
1
7
6
23
45
8
The control panel provides access to the printer features and indicates the current status of the printer.
NOTE: Tilt the control panel for easier viewing.
The Home screen provides access to the printer features and indicates the current status of the printer.
Return to the Home screen at any time by touching the Home button. Touch the Home button on the left
side of the printer control panel, or touch the Home button in the upper-left corner of most screens.
NOTE: The features that appear on the Home screen can vary, depending on the printer conguration.
Figure 1-6 Control-panel view (E78228dn, E78223dn)
ENWW Printer views 21
Figure 1-7 Control-panel view (E78223dv, E78223a)
2 3 4
5
6
7
1
8
Item Control Description
1
2 Reset button The Reset button returns the printer to default settings and is always present if users
3 Sign In or Sign Out button Touch the Sign In button to access secured features.
4
Home button
Information button
Touch the Home button to return to the Home screen.
are not logged in. The Reset button is not present when the Sign Out button is present.
Touch the Reset button to resume and release jobs from the previous pause state and
interrupt mode, reset the quick copy count in the copy count eld, exit special modes,
reset the display language and the keyboard layout.
Touch the Sign Out button to sign out of the printer. The printer restores all options to
the default settings.
NOTE: This button displays only if the administrator has congured the printer to
require permission for access to features.
Touch the information button to access a screen that provides access to several types
of printer information. Touch the buttons at the bottom of the screen for the following
information:
● Display Language: Change the language setting for the current user session.
● Sleep Mode: Place the printer into sleep mode.
● Wi-Fi Direct: View information for how to connect directly to the printer using a
phone, tablet, or other device with Wi-Fi.
● Wireless: View or change wireless connection settings (only when an optional
wireless accessory is installed).
● Ethernet: View or change Ethernet connection settings.
● HP Web Services: View information to connect and print to the printer using
HP Web Services (ePrint).
5
Help button
Touch the Help button to open the embedded help system.
The status line provides information about the overall printer status.
22 Chapter 1 Printer overview ENWW
Item Control Description
6 Applications area Touch any of the icons to open the application. Swipe the screen sideways to access
7 Copy button Touch the Copy button to start a copy job.
8 Home-screen page indicator Indicates the number of pages on the Home screen or in an application. The current
How to use the touchscreen control panel
Perform the following actions to use the printer touchscreen control panel.
Action Description Example
more applications.
NOTE: The available applications vary by printer. The administrator can congure
which applications appear and the order in which they appear.
page is highlighted. Swipe the screen sideways to scroll between pages.
Touch Touch an item on the screen to select that item
or open that menu. Also, when scrolling through
menus, briey touch the screen to stop the
scrolling.
Swipe Touch the screen and then move your nger
horizontally to scroll the screen sideways.
Scroll Touch the screen and then move your nger
vertically to scroll the screen up and down. When
scrolling through menus, briey touch the screen
to stop the scrolling.
Touch the Settings icon to open the Settings app.
Swipe until the Settings app displays.
Scroll through the Settings app.
ENWW Printer views 23
Printer specications
Review hardware, software, and printer environment specications in this section.
IMPORTANT: The following specications are correct at the time of publication, but they are subject to change.
For current information, see www.hp.com/support/colorljE78223MFP.
Technical specications
Review the printer technical specications.
Product numbers for each model
● E78223a - #8GS12A
● E78223dv - #8GS13A
● E78223dn - #8GS14A
● E78228dn - #8GS15A
Table 1-1 Paper handling specications
Paper handling features E78223a E78223v E78223dn E78228dn
Tray 1 (100-sheet
capacity)
Tray 2 (520-sheet
capacity)
Tray 3 (520-sheet
capacity)
2 x 520-sheet paper
feeder
Printer stand Optional Optional Optional Optional
Inner nisher accessory Optional Optional Optional Optional
● 2/3 hole punch
accessory
● 2/4 hole punch
accessory
● Swedish hole punch
accessory
HP Job separator Optional Optional Optional Optional
HP Second exit Optional Optional Optional Optional
Automatic duplex
printing
Optional Optional Optional Optional
Optional Optional Optional Optional
Optional Optional Optional Optional
Optional Optional Optional Optional
24 Chapter 1 Printer overview ENWW
Table 1-2 Connectivity specications
Connectivity features E78223a E78223dv E78223dn E78228dn
10/100/1000 Ethernet
LAN connection with IPv4
and IPv6
Hi-Speed USB 2.0
HP Jetdirect LAN
Accessory (J8031A)
Print server for wireless
network connectivity
Walk-up USB port
Hardware Integration
Pocket for connecting
accessory and thirdparty devices
HP Internal USB Ports Optional Optional Optional Optional
HP Jetdirect 3100w
BLE/NFC/Wireless
Accessory
HP Jetdirect 2900nw
Print Server accessory
for wireless connectivity
Wi-Fi Bluetooth Low
Energy (BLE) Direct
Optional Optional Optional Optional
Optional Optional Optional Optional
Optional Optional Optional Optional
Optional Optional Optional Optional
Not available Not available Not available Not available
Table 1-3 Control-panel display specications
Control-panel display
features E78223a E78223dv E78223dn E78228dn
Color touchscreen
control panel
Table 1-4 Print specications
Print features E78223a E78223dv E78223dn E78228dn
Prints 23 pages per
minute (ppm) on A4-size
paper and on letter-size
paper
Prints 28 pages per
minute (ppm) on A4-size
paper and on letter-size
paper
USB printing
Not available Not available Not available
Not included
ENWW Printer specications 25
Table 1-4 Print specications (continued)
Print features E78223a E78223dv E78223dn E78228dn
Mobile/cloud printing Not available Not available Not available Not available
Store jobs in the printer
memory to print later or
print privately
Not available Not available Not available Not available
Table 1-5 Copy and scan specications
Copy and scan features E78223a E78223dv E78223dn E78228dn
Scans 35 pages per
minute (ppm) on A4 and
letter-size paper
100-page document
feeder with dual-head
scanning for single-pass
duplex copying and
scanning
HP EveryPage
Technologies including
ultrasonic multi-feed
detection
Embedded optical
character recognition
(OCR) provides the ability
to convert printed pages
into text that can be
edited or searched using
a computer
Not available
Not available
Not available Not available Not available Not available
Not available Not available
SMART Label feature
provides paper-edge
detection for automatic
page cropping
Automatic page
orientation for pages
that have at least 100
characters of text
Automatic tone
adjustment sets
contrast, brightness, and
background removal for
each page
Not available Not available
Not available Not available
Not available Not available
26 Chapter 1 Printer overview ENWW
Table 1-6 Digital Send specications
Digital Send features E78223a E78223dv E78223dn E78228dn
Send documents to Email, USB, and shared
folders on a network
Send documents to
SharePoint®
Not available Not available
Table 1-7 Other specications
Other features E78223a E78223dv E78223dn E78228dn
2 GB base memory
NOTE: The base
memory is expandable to
3.75 GB by adding a
DIMM memory module.
16 GB embedded MultiMedia Controller (eMMC)
500 GB HP Secure HighPerformance Hard Disk
HP Trusted Platform
Module for encrypting all
data that passes through
the printer
Fax Optional Optional Optional Optional
Optional Optional Optional Optional
Supported operating systems
Use the following information to ensure printer compatibility with your computer operating system.
Linux: For information and print drivers for Linux, go to www.hp.com/go/linuxprinting.
UNIX: For information and print drivers for UNIX®, go to www.hp.com/go/unixmodelscripts.
The following information applies to the printer-specic Windows HP PCL 6 print drivers, HP print drivers for
macOS, and to the software installer.
Windows: Download HP Easy Start from 123.hp.com/LaserJet to install the HP print driver. Or, go to the printersupport website for this printer, www.hp.com/support/colorljE78223MFP, to download the print driver or the
software installer to install the HP print driver
macOS: Mac computers are supported with this printer. Download HP Easy Start either from 123.hp.com/
LaserJet or from the Printer Support page, and then use HP Easy Start to install the HP print driver.
1. Go to 123.hp.com/LaserJet.
2. Follow the steps provided to download the printer software.
ENWW Printer specications 27
Table 1-8 Supported operating systems and print drivers
Operating system Print driver installed (for Windows, or the installer on the web for macOS)
Windows 7, 32-bit and 64-bit The "HP PCL 6" printer-specic print driver is installed for this operating system as
Windows 8.1, 32-bit and 64-bit The "HP PCL-6" V4 printer-specic print driver is installed for this operating
Windows 10, 32-bit and 64-bit The "HP PCL-6" V4 printer-specic print driver is installed for this operating
Windows Server 2008 R2, SP 1, 64-bit The PCL 6 printer-specic print driver is available for download from the printer-
Windows Server 2012, 64-bit The PCL 6 printer-specic print driver is available for download from the printer-
Windows Server 2012 R2, 64-bit The PCL 6 printer-specic print driver is available for download from the printer-
Windows Server 2016, 64-bit The PCL 6 printer-specic print driver is available for download from the printer-
macOS 10.14 Mojave, macOS 10.13 High Sierra Download HP Easy Start from 123.hp.com/LaserJet, and then use it to install the
part of the software installation.
system as part of the software installation.
system as part of the software installation.
support website. Download the driver, and then use the Microsoft Add Printer tool
to install it.
support website. Download the driver, and then use the Microsoft Add Printer tool
to install it.
support website. Download the driver, and then use the Microsoft Add Printer tool
to install it.
support website. Download the driver, and then use the Microsoft Add Printer tool
to install it.
print driver.
NOTE: Supported operating systems can change. For a current list of supported operating systems, go to
www.hp.com/support/colorljE78223MFP for HP's all-inclusive help for the printer.
NOTE: For details on client and server operating systems and for HP UPD driver support for this printer, go to
www.hp.com/go/upd. Under Additional information, click the links.
Table 1-9 Minimum system requirements
Windows macOS
● Internet connection
● Dedicated USB 1.1 or 2.0 connection or a network connection
● 2 GB of available hard-disk space
● 1 GB RAM (32-bit) or 2 GB RAM (64-bit)
● Internet connection
● Dedicated USB 1.1 or 2.0 connection or a network connection
● 1.5 GB of available hard-disk space
28 Chapter 1 Printer overview ENWW
NOTE: The Windows software installer installs the HP Smart Device Agent Base service. The le size is
1
2
3
2
3
1
approximately 100 kb. Its only function is to check for printers connected via USB hourly. No data is collected. If a
USB printer is found, it then tries to locate a JetAdvantage Management Connector (JAMc) instance on the
network. If a JAMc is found, the HP Smart Device Agent Base is securely upgraded to a full Smart Device Agent
from JAMc, which will then allow printed pages to be accounted for in a Managed Print Services (MPS) account.
The driver-only web packs downloaded from hp.com for the printer and installed through the Add Printer wizard
do not install this service.
To uninstall the service, open the Windows Control Panel, select Programs or Programs and Features, and then
select Add/Remove Programs or Uninstall a Program to remove the service. The le name is
HPSmartDeviceAgentBase.
Printer dimensions
Make sure your printer environment is large enough to accommodate the printer.
Table 1-10 Dimensions of the E78223a, E78223dv, E78223dn and E78228dn models
Measurement Printer fully closed Printer fully opened
1. Height a model:
dv and dn models:
2. Depth a and dv models:
dn model:
a model:
dv and dn models:
a model:
dv and dn models:
ENWW Printer specications 29
Table 1-10 Dimensions of the E78223a, E78223dv, E78223dn and E78228dn models (continued)
Measurement Printer fully closed Printer fully opened
3. Width a model:
Weight a model:
Power consumption
Review the power consumption for each printer status or function.
Table 1-11 Power consumption (average, in watts)
Printing Ready Copying Scanning Sleep O
1300 Wh 60 Wh 1300 Wh 100 Wh 1.07 W 0.1 W
Electrical specications
Review the electrical specications, including power requirements and rated current.
NOTE: Power requirements are based on the country/region where the printer is sold. The values in the
following tables are subject to change.
dv and dn models:
dv model:
dn models:
a model:
dv and dn models:
CAUTION: Do not convert operating voltages. This can damage the printer and void the printer warranty.
Table 1-12 Recommended volts and amps
Specication 110-volt models 220-volt models
Power requirements (Volts)
Rated current (Amps) 10 Amps 5 Amps
1
Power reported is highest value measured for all printer models using standard voltages.
Acoustic emissions
Review the acoustic emissions, including sound power level and sound pressure level.
1-13 Sound power level
Table
Acoustics: Sound power level (pages per minute (ppm)) Declared per ISO 9296
Printing (60 ppm)
Printing (50 ppm)
1
100 to 127 volts (± 10%)
50/60 Hz (± 2 Hz)
L
wAD = < 7.5 Bels (A)
L
wAD = < 7.3 Bels (A)
220 to 240 volts (± 10%)
50/60 Hz (± 2 Hz)
30 Chapter 1 Printer overview ENWW
Table 1-13 Sound power level (continued)
Acoustics: Sound power level (pages per minute (ppm)) Declared per ISO 9296
Printing (40 ppm)
Copying
Table 1-14 Sound pressure level
Acoustics: Sound pressure level (pages per minute (ppm)) Declared per ISO 9296
Printing (60 ppm)
Printing (50 ppm)
Printing (40 ppm)
Ready
Operating-environment range
In order to operate properly, the printer must be in an environment that meets certain specications.
Table
1-15 Operating-environment specications
L
wAD = < 7.0 Bels (A)
L
wAD = < 7.7 Bels (A)
L
pAm = 75 dB(A)
L
pAm = 73 dB(A)
L
pAm = 70 dB(A)
L
pAm = 30 dB(A)
Environment Recommended Allowed
Temperature
Relative humidity 30% to 70% relative humidity (RH) 10% to 80% RH
Printer hardware setup and software installation
For basic setup instructions, see the Hardware Installation Guide that came with the printer. For additional
instructions, go to HP support on the web.
Go to www.hp.com/support/colorljE78223MFP for HP's all-inclusive help for the printer, which includes the
following information:
● Install and congure
● Learn and use
● Solve problems
● Download software and rmware updates
● Join support forums
● Find warranty and regulatory information
● Find instructions about how to use the Microsoft Add Printer tool
ENWW Printer hardware setup and software installation 31
32 Chapter 1 Printer overview ENWW
2 Paper trays
Discover how to load and use the paper trays, including how to load special items such as envelopes and labels.
The following information is correct at the time of publication. For current information, see www.hp.com/
support/colorljE78223MFP.
For more information:
HP's all-inclusive help for the printer includes the following information:
● Install and congure
● Learn and use
● Solve problems
● Download software and rmware updates
● Join support forums
● Find warranty and regulatory information
Introduction
Use caution when loading the paper trays.
CAUTION: Do not extend more than one paper tray at a time.
Do not use paper tray as a step.
Keep hands out of paper trays when closing.
All trays must be closed when moving the printer.
ENWW 33
Load paper to Tray 1 (multipurpose tray)
The following information describes how to load paper into Tray 1.
Load paper to Tray 1 (multipurpose tray)
This tray holds up to 100 sheets of paper or 10 envelopes.
NOTE: Select the correct paper type in the print driver before printing.
CAUTION: To avoid jams, never add or remove paper from Tray 1 during printing.
1. Open Tray 1.
2. Pull out the tray extension to support the paper.
3. Use the adjustment latch to spread the paper
guides outward.
34 Chapter 2 Paper trays ENWW
4. Load paper in the tray.
Make sure that the paper ts under the ll line on
the paper guides.
NOTE: The maximum stack height is , or
approximately 100 sheets of paper.
5. Using the adjustment latch, adjust the side guides
so that they lightly touch the paper stack, but do
not bend it.
Tray 1 (multipurpose tray) paper orientation
Position paper correctly in Tray 1 (multipurpose tray) to ensure the best print quality.
ENWW Load paper to Tray 1 (multipurpose tray) 35
Table 2-1 Letterhead or preprinted paper - Portrait
Duplex mode How to load paper
1-sided printing Face-down
Bottom edge leading into the printer
Left side of pre-printed image leading into the printer
Automatic 2-sided printing or with Alternative Letterhead Mode
enabled
Face-up
Top edge leading into the printer
Right side of pre-printed image leading into the printer
36 Chapter 2 Paper trays ENWW
Table 2-2 Letterhead or preprinted paper - Landscape
Duplex mode How to load paper
1-sided printing Face-down
Left side of pre-printed image leading into the printer
Bottom edge leading into the printer
Automatic 2-sided printing or with Alternative Letterhead Mode
enabled
Face-up
Right side of the pre-printed image leading into the printer
Top edge leading into the printer
ENWW Load paper to Tray 1 (multipurpose tray) 37
Table 2-3 Prepunched paper - Portrait
Duplex mode How to load paper
1-sided printing Face-down
Holes toward the back of the printer
Automatic 2-sided printing or with Alternative Letterhead Mode
enabled
Face-up
Holes toward the back of the printer
38 Chapter 2 Paper trays ENWW
Table 2-4 Prepunched paper - Landscape
Duplex mode How to load paper
1-sided printing Face-down
Holes away from the printer
Automatic 2-sided printing or with Alternative Letterhead Mode
enabled
Face-up
Holes towards the printer
ENWW Load paper to Tray 1 (multipurpose tray) 39
Use alternative letterhead mode
Use the Alternative Letterhead Mode feature to load letterhead or preprinted paper into the tray the same way
for all jobs, whether printing to one side of the sheet of paper or to both sides. When using this mode, load paper
as for automatic duplex printing.
Enable Alternative Letterhead Mode by using the printer control-panel menus
Use the Settings menu to enable Alternative Letterhead Mode.
1. From the Home screen on the printer control panel, open the Settings menu.
2. Open the following menus:
a. Copy/Print or Print
b. Manage Trays
c. Alternative Letterhead Mode
3. Select On.
40 Chapter 2 Paper trays ENWW
Load paper to Tray 2, Tray 3 and the optional 2 x 520-sheet trays
The following information describes how to load paper into Trays 2, 3 and the optional 2 x 520-sheet trays.
CAUTION: Do not extend more than one paper tray at a time.
Load paper to Tray 2, Tray 3, and the optional 2 x 520-sheet trays
These trays hold up to 520 sheets of paper.
NOTE: The procedure to load paper to Tray 2, Tray 3, and the optional 2 x 520-sheet trays is the same. Only
Tray 2 is shown here.
1. Open the tray.
NOTE: Do not open this tray while it is in use.
2. Before loading paper, adjust the paper-width
guides by holding down the blue lock/unlock toggle
switch on the rear paper-width guide, pinching the
blue adjustment latch on the front paper-width
guide, and then sliding the guides to the fully open
position.
3. Adjust the paper-length guide by pushing in at the
bottom of the blue adjustment latch while sliding
the guide to the size of the paper being used.
ENWW Load paper to Tray 2, Tray 3 and the optional 2 x 520-sheet trays 41
4. Load paper into the tray.
5. Adjust the paper-length and paper-width guides to
the size of the paper being used. Check the paper
to verify the guides lightly touch the stack, but do
not bend it.
NOTE: Do not adjust the paper guides tightly
against the paper stack. Adjust them to the
indentations or markings in the tray.
NOTE: To prevent jams, adjust the paper guides
to the correct size and do not overll the tray. Be
sure that the top of the stack is below the tray full
indicator.
6. Close the tray.
7. The tray conguration message displays on the
printer control panel.
8. Select OK to accept the detected type and size, or
select Modify to choose a dierent paper size or
type.
For custom-size paper, specify the X and Y
dimensions for the paper when the prompt
displays on the printer control panel.
Tray 2, Tray 3 and the optional 2 x 520-sheet trays paper orientation
Position paper correctly in Tray 2, Tray 3 and the optional 2 x 520-sheet trays to ensure the best print quality.
42 Chapter 2 Paper trays ENWW
Table 2-5 Letterhead or preprinted paper - Portrait
Duplex mode How to load paper
1-sided printing Face-up
Top edge at the back of the tray
Top edge at the left side of the tray
Automatic 2-sided printing or with Alternative Letterhead Mode
enabled
Face-down
Top edge at the back of the tray
NOTE: This is the preferred orientation when printing on A4 or
Letter.
Top edge at the right side of the tray
ENWW Load paper to Tray 2, Tray 3 and the optional 2 x 520-sheet trays 43
Table 2-6 Letterhead or preprinted paper - Landscape
Duplex mode How to load paper
1-sided printing Face-up
Top edge at the left side of the tray
Top edge at the back of the tray
Automatic 2-sided printing or with Alternative Letterhead Mode
enabled
Face-down
Top edge at the right side of the tray
Top edge at the back of the tray
44 Chapter 2 Paper trays ENWW
Table 2-7 Prepunched paper - Portrait
Duplex mode How to load paper
1-sided printing Face-up
Holes at the left side of the tray, with the top of the form at the rear
of the printer
Holes at the back of the tray
Automatic 2-sided printing or with Alternative Letterhead Mode
enabled
Face-down
Holes at the right side of the tray
Holes at the back of the tray
ENWW Load paper to Tray 2, Tray 3 and the optional 2 x 520-sheet trays 45
Use alternative letterhead mode
Use the Alternative Letterhead Mode feature to load letterhead or preprinted paper into the tray the same way
for all jobs, whether printing to one side of the sheet of paper or to both sides. When using this mode, load paper
as for automatic duplex printing.
Enable Alternative Letterhead Mode by using the printer control-panel menus
Use the Settings menu to enable Alternative Letterhead Mode.
1. From the Home screen on the printer control panel, open the Settings menu.
2. Open the following menus:
a. Copy/Print or Print
b. Manage Trays
c. Alternative Letterhead Mode
3. Select On.
46 Chapter 2 Paper trays ENWW
Load and print envelopes
To print on envelopes, use only Tray 1 (multipurpose tray). Tray 2, Tray 3 and the optional 2 x 520-sheet trays do
not support envelopes. Tray 1 (multipurpose tray) holds up to 10 envelopes.
Print envelopes
To print envelopes using the manual feed option, follow these steps to select the correct settings in the print
driver, and then load the envelopes into the tray after sending the print job to the printer.
1. From the software program, select the Print option.
2. Select the printer from the list of printers, and then click the Properties or Preferences button to open the
print driver.
NOTE: The name of the button varies for dierent software programs.
NOTE: To access these features from a Windows 8 or 8.1 Start screen, select Devices, select Print, and
then select the printer.
3. Click the Paper/Quality tab.
4. In the Paper size drop-down list, select the correct size for the envelopes.
5. In the Paper type drop-down list, select Envelope.
6. In the Paper source drop-down list, select Manual feed.
7. Click the OK button to close the Document Properties dialog box.
8. In the Print dialog box, click the OK button to print the job.
Envelope orientation
Envelopes need to be loaded in a specic manner in order to print correctly.
ENWW Load and print envelopes 47
Tray Envelope size How to load envelopes
Tray 1 Envelope #9, Envelope #10, Envelope
Monarch, Envelope DL, Envelope B5,
Envelope C5 (wallet), Envelope C6
Envelope B5, Envelope C5 (pocket) Face-down
Face-down
Top edge toward the front of the printer
Bottom edge leading into the printer; top
ap open
48 Chapter 2 Paper trays ENWW
Load and print labels
To print on sheets of labels, use only Tray 1 (multipurpose tray). Tray 2, Tray 3 and the optional 2 x 520-sheet
trays do not support labels.
Manually feed labels
Use the manual feed mode for Tray 1 (multipurpose tray) to print sheets of labels.
1. From the software program, select the Print option.
2. Select the printer from the list of printers, and then click the Properties or Preferences button to open the
print driver.
NOTE: The name of the button varies for dierent software programs.
NOTE: To access these features from a Windows 8 or 8.1 Start screen, select Devices, select Print, and
then select the printer.
3. Click the Paper/Quality tab.
4. In the Paper size drop-down list, select the correct size for the sheets of labels.
5. In the Paper type drop-down list, select Labels.
6. In the Paper source drop-down list, select Manual feed.
7. Click the OK button to close the Document Properties dialog box.
8. In the Print dialog box, click the Print button to print the job.
Label orientation
Labels need to be loaded in a specic manner in order to print correctly.
ENWW Load and print labels 49
Tray How to load labels
Tray 1 Face-down
Bottom edge leading into the printer
Tray 2 or 3 Face-up
Top edge at the left side of the tray
50 Chapter 2 Paper trays ENWW
3 Supplies, accessories, and parts
Order supplies or accessories, replace the toner cartridges, or remove and replace another part.
The following information is correct at the time of publication. For current information, see www.hp.com/
support/colorljE78223MFP.
For more information:
HP's all-inclusive help for the printer includes the following information:
● Install and congure
● Learn and use
● Solve problems
● Download software and rmware updates
● Join support forums
● Find warranty and regulatory information
ENWW 51
Order supplies, accessories, and parts
Find out how to order replacement supplies, accessories, and parts for the printer.
Ordering
Contact the managed service representative. Make sure to have the product model number, which appears on
the product label on the back of the printer.
52 Chapter 3 Supplies, accessories, and parts ENWW
Replace the toner cartridge
Replace the toner cartridge if you receive a message on the printer, or if you have print quality problems.
Toner cartridge information
This printer indicates when the toner cartridge level is low and very low. The actual toner cartridge life remaining
can vary. Consider having a replacement cartridge available to install when print quality is no longer acceptable.
To purchase cartridges, contact the managed service representative. Make sure to have the product model
number, which appears on the product label on the back of the printer. To check cartridge compatibility for the
printer, go to HP SureSupply at
country/region is correct.
Do not remove the toner cartridge from its package until it is time to replace it.
CAUTION: To prevent damage to the toner cartridge, do not expose it to light for more than a few minutes.
Cover the green imaging drum if the toner cartridge must be removed from the printer for an extended period of
time.
CAUTION: If toner gets on clothing, wipe it o by using a dry cloth and wash the clothes in cold water. Hot water
sets toner into fabric.
NOTE: Information about recycling used toner cartridges is in the toner-cartridge box.
www.hp.com/go/SureSupply. Scroll to the bottom of the page and verify that the
Remove and replace the toner cartridge
Follow these steps to replace the toner cartridge.
1. Open the front door.
ENWW Replace the toner cartridge 53
2. Release the toner cartridge latch and pull the
2
1
1
2
cartridge straight out of the printer.
3. Remove the new toner cartridge from its package.
Save all packaging for recycling the used toner
cartridge.
4. Hold both ends of the toner cartridge and rock it to
evenly distribute the toner that is inside. And then,
remove the seal.
54 Chapter 3 Supplies, accessories, and parts ENWW
5. Align the toner cartridge with its slot, insert the
2
1
toner cartridge into the printer, and secure the
latch.
6. Close the front door.
7. Pack the used toner cartridge into the box that the
new toner cartridge came in. See the enclosed
recycling guide for information about recycling.
In the U.S. and Canada, a pre-paid shipping label is
included in the box. In other countries/regions, go
to www.hp.com/recycle to print a pre-paid
shipping label.
Adhere the pre-paid shipping label to the box, and
return the used cartridge to HP for recycling.
ENWW Replace the toner cartridge 55
Replace the toner collection unit (TCU)
1
2
1
Replace the toner collection unit if you receive a message on the printer, or if you have print quality problems.
Remove and replace the TCU
Follow these steps to replace the TCU.
1. Open the front door.
2. Pull on each tab on the sides of the TCU to release
it, and then pull it straight out of the printer.
NOTE: Maintain the position of the TCU as you pull it
out from the printer. This will ensure that you do not
spill any waste toner in the printer. Once the TCU is fully
removed, do not place it on its side with holes facing
down. Place the unit into the clear plastic bag the new
TCU was packaged in. Seal plastic bag.
56 Chapter 3 Supplies, accessories, and parts ENWW
3. Remove the new TCU from its package. Save all
1
2
packaging for recycling the used TCU.
4. Install the new TCU by pushing in on both sides
until the tabs snap into place.
ENWW Replace the toner collection unit (TCU) 57
5. Close the front door.
1
2
3
6. Pack the used TCU into the box that the new TCU
came in. See the enclosed recycling guide for
information about recycling.
In the U.S. and Canada, a pre-paid shipping label is
included in the box. In other countries/regions, go
to www.hp.com/recycle to print a pre-paid
shipping label.
Adhere the pre-paid shipping label to the box, and
return the used TCU to HP for recycling.
58 Chapter 3 Supplies, accessories, and parts ENWW
Replace the staple cartridge (Optional Inner nisher)
Install a new staple cartridge when your current cartridge is empty.
Introduction
The following information provides instructions to replace the staple cartridges.
Remove and replace the inner nisher accessory staple cartridge
Follow these steps to replace the staple cartridge in the inner nisher accessory.
1. Open the inner nisher front door.
2. Grasp the colored tab on the staple cartridge
carriage, and then pull the staple cartridge carriage
straight out.
ENWW Replace the staple cartridge (Optional Inner nisher) 59
3. Lift two tabs on the staple cartridge, and then lift
up to remove the empty staple cartridge from the
staple cartridge carriage assembly.
NOTE: Do not discard the staple cartridge carriage. It
must be reused with the new staple cartridge.
4. Insert the new staple cartridge into the staple
cartridge carriage.
60 Chapter 3 Supplies, accessories, and parts ENWW
5. Reinstall the staple cartridge carriage into the
stapler by pressing the colored handle inward until
it snaps into place.
6. Close the inner nisher front door.
ENWW Replace the staple cartridge (Optional Inner nisher) 61
62 Chapter 3 Supplies, accessories, and parts ENWW
4 Print
Print using the software, or print from a mobile device or USB ash drive.
The following information is correct at the time of publication. For current information, see www.hp.com/
support/colorljE78223MFP.
For more information:
HP's all-inclusive help for the printer includes the following information:
● Install and congure
● Learn and use
● Solve problems
● Download software and rmware updates
● Join support forums
● Find warranty and regulatory information
ENWW 63
Print tasks (Windows)
Learn about common printing tasks for Windows users.
How to print (Windows)
Use the Print option from a software application to select the printer and basic options for your print job.
The following procedure describes the basic printing process for Windows.
1. From the software program, select the Print option.
2. Select the printer from the list of printers. To change settings, click the Properties or Preferences button to
open the print driver.
NOTE: The name of the button varies for dierent software programs.
In Windows 10, 8.1, and 8, these applications will have a dierent layout with dierent features from what
is described below for desktop applications. To access the print feature from a Start screen app, complete
the following steps:
● Windows 10: Select Print, and then select the printer.
● Windows 8.1 or 8: Select Devices, select Print, and then select the printer.
NOTE: For more information, click the Help (?) button in the print driver.
3. Click the tabs in the print driver to congure the available options. For example, set the paper orientation
on the Finishing tab, and set the paper source, paper type, paper size, and quality settings on the Paper/
Quality tab.
4. Click the OK button to return to the Print dialog box. Select the number of copies to print from this screen.
5. Click the Print button to print the job.
Automatically print on both sides (Windows)
If your printer has an automatic duplexer installed, you can automatically print on both sides of the paper. Use a
paper size and type supported by the duplexer.
1. From the software program, select the Print option.
2. Select the printer from the list of printers, and then click the Properties or Preferences button to open the
print driver.
NOTE: The name of the button varies for dierent software programs.
In Windows 10, 8.1, and 8, these applications will have a dierent layout with dierent features from what
is described below for desktop applications. To access the print feature from a Start screen app, complete
the following steps:
● Windows 10: Select Print, and then select the printer.
● Windows 8.1 or 8: Select Devices, select Print, and then select the printer.
3. Click the Finishing tab.
64 Chapter 4 Print ENWW
4. Select Print on both sides. Click OK to close the Document Properties dialog.
5. In the Print dialog, click Print to print the job.
Manually print on both sides (Windows)
Use this procedure for printers that do not have an automatic duplexer installed or to print on paper that the
duplexer does not support.
1. From the software program, select the Print option.
2. Select the printer from the list of printers, and then click the Properties or Preferences button to open the
print driver.
NOTE: The name of the button varies for dierent software programs.
In Windows 10, 8.1, and 8, these applications will have a dierent layout with dierent features from what
is described below for desktop applications. To access the print feature from a Start screen app, complete
the following steps:
● Windows 10: Select Print, and then select the printer.
● Windows 8.1 or 8: Select Devices, select Print, and then select the printer.
3. Click the Finishing tab.
4. Select Print on both sides (manually), and then click OK to close the Document Properties dialog.
5. In the Print dialog, click Print to print the rst side of the job.
6. Retrieve the printed stack from the output bin, and place it in Tray 1.
7. If prompted, select the appropriate control panel button to continue.
Print multiple pages per sheet (Windows)
When you print from a software application using the Print option, you can select an option to print multiple
pages on a single sheet of paper. For example, you might want to do this if you are printing a very large
document and want to save paper.
1. From the software program, select the Print option.
2. Select the printer from the list of printers, and then click the Properties or Preferences button to open the
print driver.
NOTE: The name of the button varies for dierent software programs.
In Windows 10, 8.1, and 8, these applications will have a dierent layout with dierent features from what
is described below for desktop applications. To access the print feature from a Start screen app, complete
the following steps:
● Windows 10: Select Print, and then select the printer.
● Windows 8.1 or 8: Select Devices, select Print, and then select the printer.
3. Click the Finishing tab.
4. Select the number of pages per sheet from the Pages per sheet drop-down.
ENWW Print tasks (Windows) 65
5. Select the correct Print page borders, Page order, and Orientation options. Click OK to close the Document
Properties dialog.
6. In the Print dialog, click Print to print the job.
Select the paper type (Windows)
When you print from a software application using the Print option, you can set the paper type you are using for
your print job. For example, if your default paper type is Letter, but you are using a dierent paper type for a print
job, select that specic paper type.
1. From the software program, select the Print option.
2. Select the printer from the list of printers, and then click the Properties or Preferences button to open the
print driver.
NOTE: The name of the button varies for dierent software programs.
In Windows 10, 8.1, and 8, these applications will have a dierent layout with dierent features from what
is described below for desktop applications. To access the print feature from a Start screen app, complete
the following steps:
● Windows 10: Select Print, and then select the printer.
● Windows 8.1 or 8: Select Devices, select Print, and then select the printer.
3. Click the Paper/Quality tab.
4. Select the paper type from the Paper type drop-down list.
5. Click OK to close the Document Properties dialog. In the Print dialog, click Print to print the job.
If the tray needs to be congured, a tray conguration message displays on the printer control panel.
6. Load the tray with the specied type and size of paper, and then close the tray.
7. Touch the OK button to accept the detected type and size, or touch the Modify button to choose a dierent
paper size or type.
8. Select the correct type and size, and then touch the OK button.
Additional print tasks
Locate information on the Web for performing common printing tasks.
Go to www.hp.com/support/colorljE78223MFP.
Instructions are available for print tasks, such as the following:
● Create and use printing shortcuts or presets
● Select the paper size, or use a custom paper size
● Select the page orientation
● Create a booklet
● Scale a document to t a specic paper size
66 Chapter 4 Print ENWW
● Print the rst or last pages of the document on dierent paper
● Print watermarks on a document
ENWW Print tasks (Windows) 67
Print tasks (macOS)
Print using the HP printing software for macOS, including how to print on both sides or print multiple pages per
sheet.
How to print (macOS)
Use the Print option from a software application to select the printer and basic options for your print job.
The following procedure describes the basic printing process for macOS.
1. Click the File menu, and then click the Print option.
2. Select the printer.
3. Click Show Details or Copies & Pages, and then select other menus to adjust the print settings.
NOTE: The name of the item varies for dierent software programs.
4. Click the Print button.
Automatically print on both sides (macOS)
If your printer has an automatic duplexer installed, you can automatically print on both sides of the paper. Use a
paper size and type supported by the duplexer.
NOTE: This information applies to printers that include an automatic duplexer.
NOTE: This feature is available if you install the HP print driver. It might not be available if you are using
AirPrint®.
1. Click the File menu, and then click the Print option.
2. Select the printer.
3. Click Show Details or Copies & Pages, and then click the Layout menu.
macOS 10.14 Mojave and later: Click Show Details, click Two-Sided, and then click the Layout menu.
NOTE: The name of the item varies for dierent software programs.
4. Select a binding option from the Two-Sided drop-down list.
5. Click the Print button.
Manually print on both sides (macOS)
Use this procedure for printers that do not have an automatic duplexer installed or to print on paper that the
duplexer does not support.
NOTE: This feature is available if you install the HP print driver. It might not be available if you are using AirPrint.
1. Click the File menu, and then click the Print option.
2. Select the printer.
3. Click Show Details or Copies & Pages, and then click the Manual Duplex menu.
68 Chapter 4 Print ENWW
NOTE: The name of the item varies for dierent software programs.
4. Click the Manual Duplex box, and select a binding option.
5. Click the Print button.
6. Go to the printer and remove any blank paper that is in Tray 1.
7. Retrieve the printed stack from the output bin and place it with the printed-side facing down in the input
tray.
8. If prompted, touch the appropriate control panel button to continue.
Print multiple pages per sheet (macOS)
When you print from a software application using the Print option, you can select an option to print multiple
pages on a single sheet of paper. For example, you might want to do this if you are printing a very large
document and want to save paper.
1. Click the File menu, and then click the Print option.
2. Select the printer.
3. Click Show Details or Copies & Pages, and then click the Layout menu.
NOTE: The name of the item varies for dierent software programs.
4. From the Pages per Sheet drop-down list, select the number of pages that you want to print on each sheet.
5. In the Layout Direction area, select the order and placement of the pages on the sheet.
6. From the Borders menu, select the type of border to print around each page on the sheet.
7. Click the Print button.
Select the paper type (macOS)
When you print from a software application using the Print option, you can set the paper type you are using for
your print job. For example, if your default paper type is Letter, but you are using a dierent paper type for a print
job, select that specic paper type.
1. Click the File menu, and then click the Print option.
2. Select the printer.
3. Click Show Details or Copies & Pages, and then click the Media & Quality menu or the Paper/Quality menu.
NOTE: The name of the item varies for dierent software programs.
4. Select from the Media & Quality or Paper/Quality options.
NOTE: This list contains the master set of options available. Some options are not available on all printers.
ENWW Print tasks (macOS) 69
● Media Type: Select the option for the type of paper for the print job.
● Print Quality or Quality: Select the resolution level for the print job.
● Edge-To-Edge Printing: Select this option to print close to the paper edges.
5. Click the Print button.
Additional print tasks
Locate information on the Web for performing common printing tasks.
Go to www.hp.com/support/colorljE78223MFP.
Instructions are available for print tasks, such as the following:
● Create and use printing shortcuts or presets
● Select the paper size, or use a custom paper size
● Select the page orientation
● Create a booklet
● Scale a document to t a specic paper size
● Print the rst or last pages of the document on dierent paper
● Print watermarks on a document
70 Chapter 4 Print ENWW
Store print jobs on the printer to print later or print privately
Store print jobs in the printer memory for printing at a later time.
Introduction
The following information provides procedures for creating and printing documents that are stored on the USB
ash drive. These jobs can be printed at a later time or printed privately.
Create a stored job (Windows)
Store jobs on the USB ash drive for private or delayed printing.
1. From the software program, select the Print option.
2. Select the printer from the list of printers, and then select Properties or Preferences.
NOTE: The name of the button varies for dierent software programs.
In Windows 10, 8.1, and 8, these applications will have a dierent layout with dierent features from what
is described below for desktop applications. To access the print feature from a Start screen app, complete
the following steps:
● Windows 10: Select Print, and then select the printer.
● Windows 8.1 or 8: Select Devices, select Print, and then select the printer.
3. Click the Job Storage tab.
4. Select a Job Storage Mode option:
● Proof and Hold: Print and proof one copy of a job, and then print more copies.
● Personal Job: The job does not print until you request it at the printer control panel. For this job-
storage mode, you can select one of the Make Job Private/Secure options. If you assign a personal
identication number (PIN) to the job, you must provide the required PIN at the control panel. If you
encrypt the job, you must provide the required password at the control panel. The print job is deleted
from memory after it prints and is lost if the printer loses power.
● Quick Copy: Print the requested number of copies of a job and store a copy of the job in the printer
memory so you can print it again later.
● Stored Job: Store a job on the printer and allow other users to print the job at any time. For this job-
storage mode, you can select one of the Make Job Private/Secure options. If you assign a personal
identication number (PIN) to the job, the person who prints the job must provide the required PIN at
the control panel. If you encrypt the job, the person who prints the job must provide the required
password at the control panel.
5. To use a custom user name or job name, click the Custom button, and then enter the user name or the job
name.
Select which option to use if another stored job already has that name:
ENWW Store print jobs on the printer to print later or print privately 71
● Use Job Name + (1-99): Append a unique number to the end of the job name.
● Replace Existing File: Overwrite the existing stored job with the new one.
6. Click the OK button to close the Document Properties dialog box. In the Print dialog box, click the Print
button to print the job.
Create a stored job (macOS)
Store jobs on the USB ash drive for private or delayed printing.
1. Click the File menu, and then click the Print option.
2. In the Printer menu, select the printer.
3. Click Show Details or Copies & Pages, and then click the Job Storage menu.
NOTE: If the Job Storage menu is not showing, follow the instructions in the "Disable or enable job storage
feature" section to activate the menu.
4. In the Mode drop-down list, select the type of stored job.
● Proof and Hold: Print and proof one copy of a job, and then print more copies. The rst copy prints
immediately. Printing of the subsequent copies must be initiated from the device's front control panel.
For example, if 10 copies are sent, one copy prints immediately, and the other nine copies will print
when the job is retrieved. The job is deleted after all copies are printed.
● Personal Job: The job does not print until someone requests it at the printer control panel. If the job
has a personal identication number (PIN), provide the required PIN at the control panel. The print job
is deleted from memory after it prints.
● Quick Copy: Print the requested number of copies of a job and store a copy of the job in the printer
memory to print it again later. The job is deleted manually or by the job retention schedule.
● Stored Job: Store a job on the printer and allow other users to print the job at any time. If the job has a
personal identication number (PIN), the person who prints the job must provide the required PIN at
the control panel. The job is deleted manually or by the job retention schedule.
5. To use a custom user name or job name, click the Custom button, and then enter the user name or the job
name.
NOTE: macOS 10.14 Mojave and later: The print driver no longer includes the Custom button. Use the
options below the Mode drop-down list to set up the saved job.
Select which option to use if another stored job already has that name.
● Use Job Name + (1-99): Append a unique number to the end of the job name.
● Replace Existing File: Overwrite the existing stored job with the new one.
6. If you selected the Stored Job or Personal Job option in the Mode drop-down list, you can protect the job
with a PIN. Type a 4-digit number in the Use PIN to Print eld. When other people attempt to print this job,
the printer prompts them to enter this PIN.
7. Click the Print button to process the job.
72 Chapter 4 Print ENWW
Print to Job Storage
Use the following procedure to print a job that is stored in the printer memory.
NOTE: Printed jobs can be stored in Job Storage and if needed additional storage can be added with a Hard
drive added to the formatter.
1. From the Home screen on the printer control panel, navigate to the Print application, and then select the
Print icon.
2. Select Print from Job Storage.
3. Select Choose, and then select the name of the folder where the job is stored.
4. Select the name of the job. If the job is private or encrypted, enter the PIN or password.
5. To adjust the number of copies, select the number of copies eld in the bottom-left corner of the screen.
Use the keypad to enter the number of copies to print.
6. Select Start or Print to print the job.
ENWW Store print jobs on the printer to print later or print privately 73
Delete a stored job
You can delete documents that have been saved to the printer when they are no longer needed. You can also
adjust the maximum number of jobs for the printer to store.
Delete a job that is stored on the printer
Use the control panel to delete a job that is stored in the printer memory.
1. From the Home screen on the printer control panel, navigate to the Print application, and then select the
Print icon.
2. Select Print from Job Storage.
3. Select Choose, and then select the name of the folder where the job is stored.
4. Select the name of the job. If the job is private or encrypted, enter the PIN or password.
Select the Trash button to delete the job.
5.
Change the job storage limit
When a new job is stored in the printer memory, the printer overwrites any previous jobs with the same user and
job name. If a job is not already stored under the same user and job name, and the printer needs additional
space, the printer might delete other stored jobs starting with the oldest.
To change the number of jobs that the printer can store, complete the following procedure:
1. From the Home screen on the printer control panel, navigate to the Settings application, and then select
the Settings icon.
2. Open the following menus:
● Copy/Print or Print
● Manage Stored Jobs
● Temporary Job Storage Limit
3. Use the keypad to enter the number of jobs that the printer stores.
4. Select OK or Done to save the setting.
Information sent to printer for Job Accounting purposes
Printing jobs sent from drivers on the client (e.g., PC) may send personally identiable information to HP’s
Printing and Imaging devices. This information may include, but is not limited to, user name and client name
from which the job originated that may be used for job accounting purposes, as determined by the Administrator
of the printing device. This same information may also be stored with the job on the mass storage device (e.g.,
disk drive) of the printing device when using the job storage feature.
74 Chapter 4 Print ENWW
Print from a USB ash drive
This printer features easy-access USB printing to print les without a computer.
The printer accepts standard USB ash drives in the USB port near the control panel. It supports the following
types of les:
● .pdf
● .prn
●
.pcl
● .ps
● .cht
ENWW Print from a USB ash drive 75
Enable the USB port for printing
The USB port is disabled by default. Before using this feature, enable the USB port.
Use one of the following methods to enable the port:
Method one: Enable the USB port from the printer control panel
Use the printer control panel to enable the USB port for printing.
1. From the Home screen on the printer control panel, navigate to the Settings application, and then select
Settings icon.
the
2. Open the following menus:
a. Copy/Print or Print
b. Enable Device USB
3. Select Enable Print from USB Drive.
Method two: Enable the USB port from the HP Embedded Web Server (network-connected printers only)
Use the HP Embedded Web Server to enable the USB port for printing.
1. From the Home screen on the printer control panel, touch the Information icon , and then touch the
Ethernet icon to display the IP address or host name.
2. Open a web browser, and in the address line, type the IP address exactly as it displays on the printer control
panel. Press the Enter key on the computer keyboard. The EWS opens.
NOTE: If the web browser displays a message indicating that accessing the website might not be safe,
select the option to continue to the website. Accessing this website will not harm the computer.
3. Select the Copy/Print tab for MFP models or the Print tab for SFP models.
4. In the left menu, select Print from USB Drive Settings.
5. Select Enable Print from USB Drive.
6. Click Apply.
Print USB documents
Print documents from a USB ash drive.
1. Insert the USB ash drive into the easy-access USB port.
NOTE: The port might be covered. For some printers, the cover ips open. For other printers, pull the
cover straight out to remove it.
2. From the Home screen on the printer control panel, navigate to the Print application, and then select the
Print icon.
76 Chapter 4 Print ENWW
3. Select Print from USB Drive.
4. Select Choose, select the name of the document to print, and then select Select.
NOTE: The document might be in a folder. Open folders as necessary.
5. To adjust the number of copies, touch the box to the left of the Print button, and then select the number of
copies from the keypad that opens. To close the keypad, select the Close button .
6. Select Print to print the document.
ENWW Print from a USB ash drive 77
Print using high-speed USB 2.0 port (wired)
This printer features a high-speed USB 2.0 port for wired USB printing. Use the following information to enable
the port. The port is disabled by default.
78 Chapter 4 Print ENWW
Enable the high-speed USB port for printing
This printer features a high-speed USB 2.0 port for wired USB printing. The port is located in the interface ports
area and is disabled by default. Use one of the following methods to enable the port. Once the port is enabled,
install the product software in order to print using this port.
Method one: Enable the high-speed USB 2.0 port from the printer control panel menus
Use the control panel to enable the port.
1. From the Home screen on the printer control panel, navigate to the Settings application, and then select
Settings icon.
the
2. Open the following menus:
a. General
b. Enable Device USB
3. Select the Enabled option.
Method two: Enable the high-speed USB 2.0 port from the HP Embedded Web Server (networkconnected printers only)
Use the HP EWS to enable the port.
1. Find the printer IP address. On the printer control panel, select the Information button , and then select
the Network icon to display the IP address or host name.
2. Open a web browser, and in the address line, type the IP address exactly as it displays on the printer control
panel. Press the Enter key on the computer keyboard. The EWS opens.
NOTE: If the web browser displays a message indicating that accessing the website might not be safe,
select the option to continue to the website. Accessing this website will not harm the computer.
3. Select the Security tab.
4. On the left side of the screen, select General Security.
5. Scroll down to the Hardware Ports and select the following check boxes:
a. Enable Device USB
b. Enable Host USB plug and play
6. Click Apply.
ENWW Print using high-speed USB 2.0 port (wired) 79
80 Chapter 4 Print ENWW
5 Copy
Make copies with the printer, learn how to copy a two-sided document, and locate additional copy tasks on the
web.
The following information is correct at the time of publication. For current information, see www.hp.com/
support/colorljE78223MFP.
For more information:
HP's all-inclusive help for the printer includes the following information:
● Install and congure
● Learn and use
● Solve problems
● Download software and rmware updates
● Join support forums
● Find warranty and regulatory information
Make a copy
Copy a document or picture from the scanner glass or automatic document feeder.
1. Place the document face-down on the scanner glass, or place it face-up in the document feeder and adjust
the paper guides to t the size of the document.
2. From the Home screen on the printer control panel, navigate to the Copy application, and then select the
Copy icon.
3. To select the number of copies, touch the box next to Copy, use the keypad to enter the number of copies,
and then touch the close keypad button .
4. Select Optimize Text/Picture to optimize for the type of image being copied: text, graphics, or photos.
Select one of the predened options.
5. Set options marked with a yellow triangle before using the preview feature.
NOTE: After the preview scan, these options are removed from the main Options list and are summarized
in the Pre-scan Options list. To change any of these options, discard the preview and start over.
Using the preview feature is optional.
ENWW 81
6. Touch the right pane of the screen to preview the document. In the preview screen, use the buttons on the
right of the screen to adjust the preview options and to rearrange, rotate, insert, or remove pages.
Table 5-1 Buttons on the right side of the preview pane
Button Description
Use these buttons to toggle between single-page view and thumbnail view. More options are available in
thumbnail view than in single-page view.
Use these buttons to zoom in or out on the selected page.
NOTE: Select only one page at a time to use these buttons.
Use this button to rotate the page 180 degrees.
NOTE: This button is available only in the thumbnail view.
Use this button to delete the selected pages.
NOTE: This button is available only in the thumbnail view.
Use these buttons to rearrange the pages within the document. Select one or more pages and move
them to the left or right.
NOTE: These buttons are available only in the thumbnail view.
Use this button to add a page to the document. The printer prompts to scan additional pages.
Use this button to clear the changes made in the preview and start over.
Touch this button to collapse the preview screen and return to the Copy screen.
7. When the document is ready, touch Copy to begin copying.
82 Chapter 5 Copy ENWW
Copy on both sides (duplex)
Copy or print on both sides of the paper.
1. Place the document face-down on the scanner glass, or place it face-up in the document feeder and adjust
the paper guides to t the size of the document.
2. From the Home screen on the printer control panel, navigate to the Copy application, and then select the
Copy icon.
3. In the Options pane, select Original Side, and then select the option that describes the original document:
● Use Automatically detect to detect whether the original is printed on one or both sides of the page.
● Use 1-sided for originals that are printed on one side of the page.
● Use 2-sided (book-style) for originals that ip on the right/left edge of the page, like books. If the
image is portrait, the output ips on the long edge of the page. If the image is landscape, the output
ips on the short edge of the page.
● Use 2-sided (ip-style) for originals that ip on the top/bottom edge of the page, like calendars. If the
image is portrait, the output ips on the short edge of the page. If the image is landscape, the output
ips on the long edge of the page.
4. Select Output Sides, and then select one of these options:
● Match original: The output will match the format of the original. For example, if the original is 1-sided,
the output will be 1-sided. However, if the administrator has restricted 1-sided printing and the
original is 1-sided, the output will be 2-sided book-style.
● 1-sided: The output will be 1-sided. However, if the administrator has restricted 1-sided printing, the
output will be 2-sided book-style.
● 2-sided (book-style): The output will ip on the right/left edge of the page, like a book. If the image is
portrait, the output ips on the long edge of the page. If the image is landscape, the output ips on
the short edge of the page.
● 2-sided (ip-style): The output will ip on the top/bottom edge of the page, like a calendar. If the
image is portrait, the output ips on the short edge of the page. If the image is landscape, the output
ips on the long edge of the page.
5. Set options marked with a yellow triangle before using the preview feature.
NOTE: After the preview scan, these options are removed from the main Options list and are summarized
in the Pre-scan Options list. To change any of these options, discard the preview and start over.
Using the preview feature is optional.
6. Touch the right pane of the screen to preview the document. In the preview screen, use the buttons on the
right of the screen to adjust the preview options and to rearrange, rotate, insert, or remove pages.
ENWW Copy on both sides (duplex) 83
Table 5-2 Buttons on the right side of the preview pane
Button Description
Use these buttons to toggle between single-page view and thumbnail view. More options are available in
thumbnail view than in single-page view.
Use these buttons to zoom in or out on the selected page.
NOTE: Select only one page at a time to use these buttons.
Use this button to rotate the page 180 degrees.
NOTE: This button is available only in the thumbnail view.
Use this button to delete the selected pages.
NOTE: This button is available only in the thumbnail view.
Use these buttons to rearrange the pages within the document. Select one or more pages and move
them to the left or right.
NOTE: These buttons are available only in the thumbnail view.
Use this button to add a page to the document. The printer prompts to scan additional pages.
Use this button to clear the changes made in the preview and start over.
Touch this button to collapse the preview screen and return to the Copy screen.
7. When the document is ready, touch Start to begin copying.
Additional copy tasks
Locate information on the Web for performing common copy tasks.
84 Chapter 5 Copy ENWW
Go to www.hp.com/support/colorljE78223MFP.
Instructions are available for copy tasks, such as the following:
● Copy or scan pages from books or other bound documents
● Copy mixed-size documents
● Copy or scan both sides of an identication card
● Copy or scan a document into a booklet format
ENWW Additional copy tasks 85
86 Chapter 5 Copy ENWW
6 Scan
Scan using the software, or scan directly to email, a USB ash drive, a network folder, or another destination.
The following information is correct at the time of publication. For current information, see www.hp.com/
support/colorljE78223MFP.
For more information:
HP's all-inclusive help for the printer includes the following information:
● Install and congure
● Learn and use
● Solve problems
● Download software and rmware updates
● Join support forums
● Find warranty and regulatory information
ENWW 87
Set up Scan to Email
The printer has a feature that enables it to scan a document and send it to one or more email addresses.
Introduction
To use this scan feature, the printer must be connected to a network; however, the feature is not available until it
has been congured. There are two methods for conguring Scan to Email, the Scan to Email Setup Wizard for
basic and Email Setup for advanced.
Use the following information to set up the Scan to Email feature.
Before you begin
To set up the Scan to Email feature, the printer must have an active network connection.
Administrators need the following information before beginning the conguration process.
● Administrative access to the printer
● DNS suix (e.g., companyname.com)
● SMTP server (e.g., smtp.mycompany.com)
NOTE: If you do not know the SMTP server name, SMTP port number, or authentication information,
contact the email/Internet service provider or system administrator for the information. SMTP server
names and port names are typically found by doing an Internet search. For example, use terms like "Gmail
smtp server name" or "Yahoo smtp server name" to search.
● SMTP server authentication requirements for outgoing email messages, including the user name and
password used for authentication, if applicable.
NOTE: Consult your email service provider's documentation for information on digital sending limits for your
email account. Some providers may temporarily lock your account if you exceed your sending limit.
Step one: Access the HP Embedded Web Server (EWS)
Open the EWS to start the setup process.
1. From the Home screen on the printer control panel, touch the Information icon , and then touch the
Ethernet icon
2. Open a web browser, and in the address line, type the IP address or host name exactly as it displays on the
printer control panel. Press the Enter key on the computer keyboard. The EWS opens.
to display the IP address or host name.
NOTE: If the web browser displays a message indicating that accessing the website might not be safe,
select the option to continue to the website. Accessing this website will not harm the computer.
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Step two: Congure the Network Identication settings
Congure advanced setting for network identication.
NOTE: Conguring email setup on the Networking tab is an advanced process and might require the assistance
of a system administrator.
1. Using the EWS top navigation tabs, click Networking.
NOTE: For conguring the network settings for use with Oice 365, Step ve: Set up Send to Email to use
Oice 365 Outlook (optional) on page 101
2. In the left navigation pane, click TCP/IP Settings. A username/password might be required to access the
Network Identication tab of the EWS.
3. On the TCP/IP Settings dialog, click the Network Identication tab.
ENWW Set up Scan to Email 89
4. If DNS is required on the network, in the TCP/IP Domain Suix area, verify that the DNS suix for the email
client being used is listed. DNS suixes have this format: companyname.com, gmail.com, etc.
NOTE: If the Domain Name suix is not set up, use the IP address.
5. Click Apply.
6. Click OK.
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Step three: Congure the Send to Email feature
The two options for conguring Send to Email are the Email Setup Wizard for basic conguration and Email
Setup for advanced conguration. Use the following options to congure the Send to Email feature:
Method one: Basic conguration using the Email Setup Wizard
Perform basic conguration using the Email Setup Wizard.
This option opens the Email Setup Wizard in the HP Embedded Web Server (EWS) for basic conguration.
1. Using the EWS top navigation tabs, click Scan/Digital Send.
2. In the left navigation pane, click Email and Scan to Network Folder Quick Setup Wizards.
3. In the Email and Scan to Network Folder Quick Setup Wizards dialog, click the Email Setup link.
NOTE: If a message displays indicating that the Scan to Email feature is disabled, click Continue to
proceed with the conguration and enable the Scan to Email feature upon completion.
4. On the Congure Email Servers (SMTP) dialog, select one of the following options and complete the steps:
● Option one: Use a server already in use by Email.
Select Use a server already in use by Email, and then click Next.
● Option two: Search the network for the outgoing email server.
This option nds outgoing SMTP servers inside your rewall only.
1. Select Search network for outgoing email server, and then click Next.
2. Select the appropriate server from the Congure Email Server (SMTP) list, and then click Next.
3. Select the option that describes the server’s authentication requirements:
ENWW Set up Scan to Email 91
○ Server does not require authentication: Select Server does not require authentication, and
then click Next.
-OR-
○ Server requires authentication: From the drop-down list, select an authentication option:
● Select Use credentials of user to connect after Sign In at the control panel, and then
click Next.
-OR-
● Select Always use these credentials, enter the User name and Password, and then
click Next.
● Option three: Add the SMTP server.
1. Select Add SMTP server.
2. Enter the Server Name and Port Number, and then click Next.
NOTE: In most cases, the default port number does not need to be changed.
NOTE: If you are using a hosted SMTP service such as Gmail, verify the SMTP address, port
number, and SSL settings from the service provider’s website or other sources. Typically, for
Gmail, the SMTP address is smtp.gmail.com, port number 465, and the SSL should be enabled.
Please refer to online sources to conrm these server settings are current and valid at the time
of conguration.
3. Select the appropriate server authentication option:
○ Server does not require authentication: Select Server does not require authentication, and
then click Next.
-OR-
○ Server requires authentication: Select an option from the Server requires authentication
drop-down list:
● Select Use credentials of user to connect after Sign In at the control panel, and then
click Next.
-OR-
● Select Always use these credentials, enter the User name and Password, and then
click Next.
5. On the Congure Email Settings dialog, enter the following information about the sender’s email address,
and then click Next.
NOTE: When setting up the From, Subject, and Message elds, if the User editable check box is
unchecked, users will not be able to edit those elds at the printer control panel when sending an email.
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Table 6-1 Send email settings
Option Description
From
(Required)
Subject
(Optional)
Message
(Optional)
Select one of the following options from the From drop-down list:
● User’s address (sign-in required)
● Default From: Enter a default email address and display name in the Default From Email
Address and Default Display Name elds
NOTE: Create an email account for the printer, and use this address for the default
email address.
NOTE: Congure the email feature so that users must sign in before using it. This
prevents users from sending an email from an address that is not their own.
Provide a default subject line for the email messages.
Create a custom message.
To use this message for all emails sent from the printer, clear the User editable check box for
Message.
6. In the Congure File Scan Settings area, set the default scanning preferences, and then click Next.
Table
6-2 Scan settings
Option Description
File Type Select the default le type for the scanned document:
● PDF
● JPEG
● TIFF
● MTIFF
● XPS
● PDF/A
HP LaserJet Enterprise Flow MFP printers or MFP printers that are connected to a digital send
software (DSS) server also support the following OCR le types:
● Text (OCR)
● Unicode Text (OCR)
● RTF (OCR)
● Searchable PDF (OCR)
● Searchable PDF/A (OCR)
● HTML (OCR)
● CSV (OCR)
ENWW Set up Scan to Email 93
Table 6-2 Scan settings (continued)
Option Description
Color/Black Select the default color setting for the scanned document:
● Color
● Black
● Black/Gray
● Automatically detect
Quality and File Size Select the default output quality for the scanned document:
● Low (small le)
● Medium
● High (large le)
Resolution Select the default scan resolution for the scanned document:
● 75 dpi
● 150 dpi
● 200 dpi
● 300 dpi
● 400 dpi
● 600 dpi
7. Review the Summary area, and then click Finish to complete the setup.
Method two: Advanced conguration using the Email Setup
Use the following steps for advanced conguration using the E-mail Setup dialog in the EWS.
1. Using the EWS top navigation tabs, click Scan/Digital Send, expand the Email Setup menu in the left
navigation pane, and then click Default Job Options.
The Default Job Options page displays the Basic Settings for Scan to Email setup. To access additional
settings, click the Advanced Settings button at the bottom of the page. To switch back to basic settings,
click the Basic Settings button.
NOTE: This procedure covers the steps for Basic Settings rst and then the steps for Advanced Settings.
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Figure 6-1 Location of Advanced Settings button
2. On the Default Job Options page, select the Enable Scan to Email check box. If this check box is not
selected, the feature is unavailable at the printer control panel.
3. In the Outgoing Email Servers (SMTP) area, complete the steps for one of the following options:
● Select one of the displayed servers.
● Click Add to start the SMTP wizard.
1. In the SMTP wizard, select one of the following options:
ENWW Set up Scan to Email 95
○ Option one:I know my SMTP server address or host name: Enter the address of an SMTP
server, and then click Next
○ Option two: If you do not know the address of the SMTP server, select Search network for
outgoing email server, and then click Next. Select the server, and then click Next.
NOTE: If an SMTP server was already created for another printer function, the Use a server
already in use by another function option displays. Select this option, and then congure it to be
used for the email function.
2. On the Set the basic information necessary to connect to the server dialog, set the options to
use, and then click
○ Some servers have problems sending or receiving emails that are larger than 5 megabytes
(MB). These problems can be prevented by entering a number in Split emails if larger than
(MB).
○ In most cases, the default port number does not need to be changed. However, when
using the Enable SMTP SSL Protocol option, port 587 must be used.
○ If you are using Google™ Gmail for email service, select the Enable SMTP SSL Protocol
check box. Typically, for gmail, the SMTP address is smtp.gmail.com, port number 465, and
the SSL should be enabled. Refer to online sources to conrm these server settings are
current and valid at the time of conguration.
3. On the Server Authentication Requirements dialog, select the option that describes the server’s
authentication requirements:
Next.
○ Server does not require authentication, and then click Next.
○ Server requires authentication
○ From the drop-down box, select Use credentials of user to connect after Sign In at
the control panel, and then click Next.
○ From the drop-down box, select Always use these credentials, enter the Username
and Password, and then click Next.
NOTE: If using a signed-in user's credentials, set email to require sign in by the user on the
printer control panel. Deny device guest access to email by clearing the check box for email in
the Device Guest column in the Sign in and Permission Policies area on the Access Control dialog
of the Security tab. The icon in the check box changes from a check mark to a lock.
4. On the Server Usage dialog, choose the printer functions that will send email through this SMTP
server, and then click the Next button.
If the server requires authentication, a user name and password for sending automatic alerts
and reports from the printer will be required.
5. On the Summary and Test dialog, enter a valid email address in the Send test email to: eld, and
then click Test.
6. Verify that all of the settings are correct, and then click Finish to complete the outgoing email
server set up.
4. In the Address and Message Field Control area, enter a From: setting and any of the other optional settings.
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Table 6-3 Address and Message Field Control (Basic Settings)
Feature Description
User editable To use the Default From address and Default Display Name for all emails sent from this printer
Default From: and Default
Display Name:
Subject: Provide a default subject line for the email messages.
Message: Create a custom message. To use this message for all emails sent from the printer, clear or do not
(unless a user is signed in), clear the User editable check box.
When setting up the address elds, if the User editable check box is cleared, users will not be able
to edit those elds at the printer control panel when sending an email. For send-to-me
functionality, clear the User editable check boxes for all of the address elds, including the From:,
To:, CC:, and BCC: elds, and then set that user's send email From: their own email address and To:
their own email address.
Provide an email address and name to use for the From: address for the email message.
NOTE: Create an email account for the printer, and use this address for the default email
address.
NOTE: Congure the email feature so that users must sign in before using it. This prevents users
from sending an email from an address that is not their own.
select the User editable check box for Message:.
Table 6-4 Address and Message Field Control (Advanced Settings - optional)
Feature Description
Address Field Restrictions Specify whether users must select an email address from an address book or whether users are
allowed to enter in an email address manually.
CAUTION: If Users must select from address book is selected, and any of the address elds are
also set as User editable, changes to those editable elds also change the corresponding values in
the address book.
To prevent users from changing contacts in the Address Book at the printer control panel, go to
the Access Control page on the Security tab, and deny Device Guest access to address book
modications.
Allow invalid email address
formats
To: Provide a To (recipient) email address for emails.
CC: Provide a CC email address for emails.
BCC: Provide a BCC email address for emails.
Select to allow an invalid email address format.
5. In the File Settings area, set the default le settings preferences.
Table
6-5 File Settings (Basic Settings)
Feature Description
File Name Default le name for the le to be saved.
Select the User editable check box to make this setting editable at the printer control panel.
File Type Select the le format for the saved le.
Select the User editable check box to make this setting editable at the printer control panel.
ENWW Set up Scan to Email 97
Table 6-5 File Settings (Basic Settings) (continued)
Feature Description
Resolution Set the resolution for the le. Higher resolution images have more dots per inch (dpi), so they
Quality and File Size Select the quality for the le. Higher-quality images require a larger le size than lower-quality
Color/Black Specify whether copies are to be printed in color, black and gray, or black only.
show more detail. Lower resolution images have fewer dots per inch and show less detail, but the
le size is smaller.
images, and they take more time to send.
Table 6-6 File settings (Advanced Settings - optional)
Feature Description
File Name Prex Set the default le name prex used for les saved to a network folder.
File Name Suix Set the default le name suix used for les saved to a network folder.
Duplicate lename suix default [lename]_YYYYMMDDT
File Name Preview Enter a le name, and then click the Update Preview button.
File Numbering Format Select a le name format for when the job is divided into multiple les.
Add numbering when job has
just one le (ex. _1–1)
High Compression (smaller
le)
Select this setting to add numbering to a le name when the job is only one le instead of multiple
les.
Select this setting to compress the scanned le, which reduces the le size. However, the scanning
process for a High compression le might take longer than for a Normal compression le.
PDF encryption If the le type is PDF, then this option encrypts the output PDF le. A password must be specied
as part of the encryption. The same password must be used to open the le. The user will be
prompted to enter a password prior to scanning their job if one has not been set prior to pressing
start.
Suppress blank pages If the Suppress blank pages option is enabled, blank pages will be ignored.
Create Multiple Files Select this setting to scan pages into separate les based on a predetermined maximum number
of pages per le.
6. Click the Advanced Settings button to display the following settings:
● Signing and Encryption
● Notication (job notication)
● Scan Settings
7. In the Signing and Encryption area, set the signing and encryption preferences.
6-7 Signing and Encryption settings
Table
Feature Description
Signing Select whether to sign the email with a security certicate.
Select the User editable check box to make this setting editable at the printer control panel.
Hashing Algorithm Select the algorithm to use for signing the certicate.
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