Hp mfp digital sending v. 4.0 Manual

hp mfp digital sending

software v. 4.0

use

hp mfp digital sending
software v. 4.0

use

Copyright information

© 2004 Copyright
Hewlett-Packard Development Company, L.P.

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Edition 2, 3/2004

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Contents

Introduction to digital sending

About this guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1

About digital sending . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2

Control panel methods. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3

Steps for sending

Using the Digital Sending Software . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .4

More information

Types of documents created . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5

Authentication . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .6

Describe original settings. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7

Scan settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .8

Solving digital sending problems

MFP online Help system . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9

Possible problems . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10

ENWW Contents iii

iv ENWW

Introduction to digital sending

About this guide

This guide is your reference for using the HP MFP Digital Sending Software v. 4.0 (DSS v. 4.0),
which expands digital sending capabilities for an HP Multifunction Peripheral (MFP).

See the user guide that came with your MFP for instructions about the following tasks:

● Using the control panel, scanner glass, and automatic document feeder (ADF)

● Loading print media

● Resolving mechanical problems (such as jams) and other problems that are not related to

digital sending

ENWW About this guide 1

About digital sending

Digital sending is a single process that you can use to scan a hard-copy document at an MFP
and send it directly to several types of destinations.

● E-mail

Send the document as an attachment to one or more Internet e-mail addresses. Recipients
can print, store, and forward the documents that they receive in this way. They can also open
the documents in various programs and edit them to meet their specific needs.

● Fax

Send the document to one or more fax machines. Recipients receive these documents just
like any other fax.

● Folder

Send the document to one or more shared network folders. Users can select from a list of
pre-defined folders or, if authenticated, can specify a destination from the control panel.

● Secondary e-mail

The DSS administrator sets the name of the control panel key on the MFP. This feature is
identical to the e-mail function, and uses the same fields and address books.

● Workflow

Workflows give MFP users the ability to send additional information along with the scanned
document to a specified network location.

The MFP can scan both black-and-white and color originals. Y ou can place originals either on the
glass or in the ADF. The glass accommodates various sizes and types of media, depending on
the capabilities of the particular MFP that you are using.

2 Introduction to digital sending ENWW

Control panel methods

Different MFP models have different methods for working at the control panel—either a keypad
or a touch screen.

Similarities in both methods

● START, STOP, and RESET buttons for controlling operation

● Ready, Data, and Attention lights for showing status

● Numeric keypad for typing numbers

Keypad method

Unique characteristics:

● A keypad f or typing inf ormation, similar to

a standard computer k e y bo ard

● arrow buttons for navigating through

elements on the display

● button for selec t in g elem en ts and

opening menus

Example:

● HP LaserJet 4100mfp

Touch-screen method

Unique characteristics:

● A touch-screen display that you can

touch to select the options that you want
and to navigate throu gh ele me nts on the
display

● A touch-screen ke yboard that appe ars as

needed for typing alpha bet ic characters

Example:

● HP LaserJet 9000mfp series

Example:

● HP LaserJet 9500mfp series

ENWW Control panel methods 3

Steps for sending

Using the Digital Sending Software

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

E-mail
Fax
Folder
Secondary e-mail
Workflow

Note The secondary e-mail name on the conrol panel can be changed by the Administrator.

3 If prompted, type your user name and password.

For more information, see:

Authentication” on page 6.

 “

4 Type the information that is needed for sending to the specific file destination.

E-mail

Fax
Folder

Secondary
e-mail

Workflow

5 Optional. Use Settings to change the default settings for the scanned document that you are

creating (for example, change the type of file format that you want).
For more information, see:

 “

Scan settings” on page 8.

Complete the Fro m:, To:, CC:, BCC:, Subject:, and Message: fields. Your user
name or e-mail add ress might ap pear in the From: field. If so , y ou will no t be ab le
to change it.

Complete the Fax Numbe rs: field.
Select a folder destination from the list, or type a folder path if you are an

authenticated user.
Complete the From:, To:, CC:, BCC:, Subject:, and Message: fields. Your user

name or e-mail addre ss might ap pear in the From: field. If so, y ou cannot change
it.

Select a workflow destination.
Type the requested information for the document.

6 Optional. Use Describe Original to change the default settings (for example, document

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

For more information, see:

 “

Describe orig ina l sett ing s” on page 7.

7 Press S
8 When you are finished, remove the document from the glass or ADF.

4 Steps for sending ENWW

TART to begin sending.

More information

Types of documents created

The type of d ocume nt th at y ou crea te depe nds on the se nd opti on (se e the fo llo wing t ab le). E ach
send option has default settings that your administrator sets. For example, the default file format
for e-mail documents might be .PDF. For the e-mail options, you can use Settings to change the
settings.

Send option Type of document

E-mail The scanned document becomes an attachment to an e-mail message. You

select the file type for the attachment.
The .PDF and .MTIFF file types create a single attachment for all the scanned

pages. The .TIFF and .JPEG file types produce one e-mail attachment for each
scanned page.

Fax The scanned document becomes the fax.

Fax cover sheets are handled in either of the following ways. Check with the
administrator to learn which method is in effect.

● An automatic cover sheet for faxes is generated. The type of fax service that

is used on the network determines the information that is included on the
cover sheet. The information usually identifies the sender, date, and time.

● An automatic cov er sheet for faxes is not generated . To include a cover s hee t

in your fax, cre ate on e for the document that you are scannin g and place it at
the front of your document.

The .PDF and .MTIFF file types create a single attachment for all the scanned
pages. The .TIFF and .JPEG file types produce one e-mail attachment for each

scanned page.
Folder The document is placed in a network folder.
Secondary e-

mail

Workflow The user does not select the file format; it is determined by the workflow setup

The scanned document becomes an attachment to an

e-mail message. You choose the file type for the attachment.

The .PDF and .MTIFF file types create a single attachment for all the scanned

pages. The .TIFF and .JPEG file types produce one e-mail attachment for each

scanned page.

administrator.

ENWW Types of documents created 5

Authentication

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

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

● Username

● Password

● Domain

For Novell directory systems, you must supply the following information for authentication.

● Username

● Password

● As required

Certain digital sending features (e-mail, fax) or destinations within a feature (network folders,
workflows) might require user authentication. After a user has been authenticated, the user will
not be asked to re-authenticate for the remainder of the session.

•Tree

•Server

• Internet

If the user selects Logoff from the control panel or a Continue or logoff prompt, or clicks the

Reset key, the user will have to re-authenticate.

6 More information ENWW

Describe original settings

Use Describe Original on the control panel to change the settings for the document that you are
sending. Select the options that most closely match the document (for example, document size).

Setting Options Description

Size Letter

Legal

Ledger

Exec

A3
Page

Orientation

Sides 1-Sided Use this option when the original contains material on one side

Page
Content

Portrait Use this option when the original is a document in portrait

Landscape Use this option when the original is a document in landscape

2-Sided Use this option when the original contains material on both sides.

Text Use this option when the original contains black-and-white text.

Photo Use this option when the original is a photograph or illustration.

Mixed Use th is opti on whe n the origin al cont ains s hades of gr a y, a mix of

A4

The options that are available for size depend on the particular

A5

MFP that you are using.
B4
B5

orientation.

orientation.

only.

text and illustrations, or a mix of color and black-and-white areas.

ENWW Describe original settings 7

Scan settings

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

Scan settings do not apply to the fax send options.

Setting Options Description

Color Black & White Use this option wh en the original is black and white, or when you want

to send a more complex original as black and white in order to reduce
file size and transmission time.

Color Use this option when the original contains shades of gray, a mix of text

and illustrations, or a mix of color and black-and-white areas. This
choice incr eases file size and transmission time.

File Type .PDF This is the default setting, offering the best overall text and graphics

quality. Recipients must have Adobe
their computers to read this type of file.
When used for E-mail, this option produces one e-ma il attachment that
contains all of the scanned pag es.

.TIFF This is a standard file type that can be brought into software programs

and modified by the recipient. When used for E-mail, this option
produces one e-mail attachment for each scanned page.

.MTIFF This is a multipage .TIFF file that saves multiple scanned pages as a

single file. Th e files can be brought i nto softw are pro gra ms and m odified
by the recipient. When used fo r E-mail, thi s option produces one e-mai l
attachment that contains all of the scanned pages.

.JPEG This file type is best for viewing through an Internet browser. The files

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

Resolution The following options are available:

● 75 DPI

● 150 DPI

● 200 DPI

● 300 DPI

File Size The following options are available:

● Small

● Standard

● Large

®

Acrobat® Reader installed on

Enhance The following options are available:

● Sharpness

● Background Removal

8 More information ENWW

Solving digital sending problems

This section contains information to help you resolve problems that might occur while you are
using the digital sending features of the MFP.

Contact the administrator if you need further help.

MFP online Help system

The MFP features an online Help system that provides instructions for resolving common
problems. To gain access to Help, press ? on the control panel.

ENWW MFP online Help system 9

Possible problems

Problem Action to take

Digital sending is not

● Make sure that the MFP is turned on.

working.
The MFP does not accept

your passw o rd.

● Verify that you are using the correct password.

● Passwords are case-sensitive. Make sure that you type your password

with the correct combination of uppercase and lowercase letters.

Image quality is poor. ● If scanned pages are blank, or white, or have repeated patterns, make

sure that a page is not already on the glass.

● Make sure that the document that you are trying to send is placed

correctly in the ADF or on the glass.

● Make sure that the glass is clean. If the glass is dirty, clean it with a dry,

soft cloth.

When the ADF is in use,

● See the MFP support guide for actions to take.

the MFP feeds multiple
sheets, skews pape rs, or
jams frequently.

An e-mail transmission
did not arrive at the
destination e-mail
address.

● If you typed the e-mail address at the control panel, resend the e-mail

message, making sure that you type the address correctly and that it is in
the correct format (no spaces, required @ sign, required period).

● Resend the e-mail. Make sure that you type a name in the correct format

in the From: field so that the message is not rejected and so that you
receive a message back if the e-mail transmission fails.

● If the problem persists, contact the administrator.

A fax transmis sion di d not
arrive at the destination
fax machine.

● If you typed the fax number at the control panel, resend the document,

making sure that you type the fax number correctly.

● The receiving fax machine might be turned off or experiencing an error

condition (such as being out of paper or toner). Contact the recipient.

● The system might be busy send ing other faxes or waiting to redial oth er

faxes. The system might also have reached its maximum limit of pending
fax transmissions. Wait and try again.

● For information about the transmission, check any fax notifications that

might have been returned (for example, e-mail notifications in your e-mail
inbox or printed transaction reports, if these reports are available with your
fax service).

● Resend the fax.

● If the problem persists, ask the administrator to check the log for the fax

transport being used. Logs often contain information about why a fax
transmission was unsuccessful.

The bottom of a page that
was sent is cut off.

● If sent from the glas s, the do cume nt pag e mig ht be too lo ng. See the M FP

support guide for information about maximum length.

10 Solving digital sending problems ENWW

© 2004 Hewlett-Packard Development Company, LP

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