HP Color LaserJet Enterprise MFP M578
www.hp.com/videos/LaserJet
www.hp.com/support/colorljM578MFP
User Guide
HP Color LaserJet Enterprise M578
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
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be liable for technical or editorial errors or
omissions contained herein.
Edition 1, 10/2020
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Table of contents
1 Printer overview ........................................................................................................................................................................................ 1
Warning icons ............................................................................................................................................................................ 2
Potential shock hazard ............................................................................................................................................................ 2
Printer views .............................................................................................................................................................................. 4
Printer front view ................................................................................................................................................. 4
Printer back view .................................................................................................................................................. 5
Interface ports ...................................................................................................................................................... 6
Control-panel view ............................................................................................................................................... 7
How to use the touchscreen control panel ................................................................................. 9
Printer specications ............................................................................................................................................................. 10
Technical specications .................................................................................................................................... 10
Supported operating systems ......................................................................................................................... 14
Mobile printing solutions .................................................................................................................................. 15
Printer dimensions ............................................................................................................................................ 16
Power consumption, electrical specications, and acoustic emissions ................................................... 18
Operating-environment range ........................................................................................................................ 18
Printer hardware setup and software installation ............................................................................................................ 19
2 Paper trays .............................................................................................................................................................................................. 21
Load paper to Tray 1 (multipurpose tray) .......................................................................................................................... 22
Introduction ........................................................................................................................................................ 22
Tray 1 paper orientation ................................................................................................................................... 24
Use alternative letterhead mode .................................................................................................................... 25
Enable Alternative Letterhead Mode by using the printer control-panel menus ............... 25
Load paper to Trays 2, 3, 4, and 5 ....................................................................................................................................... 26
Introduction ........................................................................................................................................................ 26
Tray 2 and the 550-sheet trays paper orientation ...................................................................................... 28
Use alternative letterhead mode .................................................................................................................... 29
Enable Alternative Letterhead Mode by using the printer control-panel menus ............... 29
Load and print envelopes ..................................................................................................................................................... 30
Introduction ........................................................................................................................................................ 30
Print envelopes .................................................................................................................................................. 30
ENWW iii
Envelope orientation ......................................................................................................................................... 30
Load and print labels ............................................................................................................................................................. 31
Introduction ........................................................................................................................................................ 31
Manually feed labels ......................................................................................................................................... 31
Use the convenience stapler (c, z model) .......................................................................................................................... 33
3 Supplies, accessories, and parts .......................................................................................................................................................... 35
Order supplies, accessories, and parts ............................................................................................................................... 36
Ordering .............................................................................................................................................................. 36
Supplies and accessories ................................................................................................................................. 36
Customer self-repair parts ............................................................................................................................... 37
Replace the toner cartridges ................................................................................................................................................ 40
Introduction ........................................................................................................................................................ 40
Toner-cartridge information ............................................................................................................................ 40
Remove and replace the cartridges ............................................................................................................... 41
Replace the toner-collection unit ........................................................................................................................................ 44
Introduction ........................................................................................................................................................ 44
Remove and replace the toner-collection unit ............................................................................................. 44
Replace the staple cartridge (c, z models) ......................................................................................................................... 47
Introduction ........................................................................................................................................................ 47
Remove and replace the staple cartridge ..................................................................................................... 47
4 Print .......................................................................................................................................................................................................... 49
Print tasks (Windows) ............................................................................................................................................................ 50
How to print (Windows) .................................................................................................................................... 50
Automatically print on both sides (Windows) ............................................................................................... 50
Manually print on both sides (Windows) ........................................................................................................ 51
Print multiple pages per sheet (Windows) .................................................................................................... 51
Select the paper type (Windows) .................................................................................................................... 52
Additional print tasks ........................................................................................................................................ 53
Print tasks (macOS) ............................................................................................................................................................... 54
How to print (macOS) ........................................................................................................................................ 54
Automatically print on both sides (macOS) ................................................................................................... 54
Manually print on both sides (macOS) ........................................................................................................... 54
Print multiple pages per sheet (macOS) ........................................................................................................ 55
Select the paper type (macOS) ........................................................................................................................ 55
Additional print tasks ........................................................................................................................................ 55
Store print jobs on the printer to print later or print privately ........................................................................................ 57
Introduction ........................................................................................................................................................ 57
Create a stored job (Windows) ........................................................................................................................ 57
Create a stored job (macOS) ............................................................................................................................ 58
iv ENWW
Print a stored job ............................................................................................................................................... 59
Delete a stored job ............................................................................................................................................ 59
Delete a job that is stored on the printer .................................................................................. 59
Change the job storage limit ....................................................................................................... 59
Information sent to printer for Job Accounting purposes ........................................................................... 60
Mobile printing solutions ...................................................................................................................................................... 61
Introduction ........................................................................................................................................................ 61
Wi-Fi, Wi-Fi Direct Print, NFC, and BLE printing ............................................................................................ 61
HP ePrint via email ............................................................................................................................................ 62
AirPrint ................................................................................................................................................................. 62
Android embedded printing ............................................................................................................................. 63
Print from a USB ash drive ................................................................................................................................................. 64
Introduction ........................................................................................................................................................ 64
Enable the USB port for printing ..................................................................................................................... 64
Print USB documents ........................................................................................................................................ 65
Print using high-speed USB 2.0 port (wired) ..................................................................................................................... 66
Enable the high-speed USB port for printing ................................................................................................ 66
5 Copy .......................................................................................................................................................................................................... 67
Make a copy ............................................................................................................................................................................ 68
Copy on both sides (duplex) ................................................................................................................................................. 70
Additional options when copying ........................................................................................................................................ 72
Additional copy tasks ............................................................................................................................................................. 74
6 Scan .......................................................................................................................................................................................................... 75
Set up Scan to Email .............................................................................................................................................................. 76
Introduction ........................................................................................................................................................ 76
Before you begin ............................................................................................................................................... 76
Step one: Access the HP Embedded Web Server (EWS) ............................................................................. 76
Step two: Congure the Network Identication settings ............................................................................ 77
Step three: Congure the Scan to Email feature .......................................................................................... 78
Method one: Basic conguration using the Email Setup Wizard ........................................... 78
Method two: Advanced conguration using the Email Setup ................................................ 81
Step four: Congure the Quick Sets (optional) ............................................................................................. 85
Step ve: Set up Scan to Email to use Oce 365 Outlook (optional) ....................................................... 86
Introduction ................................................................................................................................... 86
Congure the outgoing email server (SMTP) to send an email from an Oce 365
Outlook account ............................................................................................................................ 86
Set up Scan to Network Folder ............................................................................................................................................ 89
Introduction ........................................................................................................................................................ 89
Before you begin ............................................................................................................................................... 89
ENWW v
Step one: Access the HP Embedded Web Server ......................................................................................... 89
Step two: Set up Scan to Network Folder ...................................................................................................... 89
Method one: Use the Scan to Network Folder Wizard ............................................................ 89
Method two: Use Scan to Network Folder Setup ..................................................................... 91
Step one: Begin the conguration ......................................................................... 91
Step two: Congure the Scan to Network Folder settings ................................ 91
Step three: Complete the conguration ............................................................... 98
Set up Scan to SharePoint® .................................................................................................................................................. 99
Introduction ........................................................................................................................................................ 99
Before you begin ............................................................................................................................................... 99
Step one: Access the HP Embedded Web Server (EWS) ............................................................................. 99
Step two: Enable Scan to SharePoint® and create a Scan to SharePoint Quick Set ............................... 99
Quick set scan settings and options for Scan to SharePoint® ................................................................. 101
Set up Scan to USB Drive .................................................................................................................................................... 103
Introduction ...................................................................................................................................................... 103
Step one: Access the HP Embedded Web Server ....................................................................................... 103
Step two: Enable Scan to USB Drive ............................................................................................................. 103
Step three: Congure the Quick Sets (optional) ......................................................................................... 103
Default scan settings for Scan to USB Drive setup .................................................................................... 104
Default le settings for Scan to USB Drive setup ....................................................................................... 105
Scan to email ........................................................................................................................................................................ 107
Introduction ...................................................................................................................................................... 107
Scan to email ................................................................................................................................................... 107
Scan to job storage .............................................................................................................................................................. 110
Introduction ...................................................................................................................................................... 110
Scan to job storage on the printer ................................................................................................................ 110
Print from job storage on the printer ........................................................................................................... 112
Scan to network folder ....................................................................................................................................................... 113
Introduction ...................................................................................................................................................... 113
Scan to network folder ................................................................................................................................... 113
Scan to SharePoint .............................................................................................................................................................. 115
Introduction ...................................................................................................................................................... 115
Scan to SharePoint .......................................................................................................................................... 115
Scan to USB drive ................................................................................................................................................................. 117
Introduction ...................................................................................................................................................... 117
Scan to USB drive ............................................................................................................................................ 117
Additional options when scanning .................................................................................................................................... 119
HP JetAdvantage business solutions ............................................................................................................................... 122
Additional scan tasks .......................................................................................................................................................... 123
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7 Fax .......................................................................................................................................................................................................... 125
Set up fax .............................................................................................................................................................................. 126
Introduction ...................................................................................................................................................... 126
Set up fax by using the printer control panel ............................................................................................. 126
Change fax congurations ................................................................................................................................................. 127
Fax dialing settings ......................................................................................................................................... 127
General fax send settings .............................................................................................................................. 128
Fax receive settings ........................................................................................................................................ 128
Send a fax ............................................................................................................................................................................. 130
Additional fax tasks ............................................................................................................................................................. 132
8 Manage the printer .............................................................................................................................................................................. 133
Advanced conguration with the HP Embedded Web Server (EWS) ........................................................................... 134
Introduction ...................................................................................................................................................... 134
How to access the HP Embedded Web Server (EWS) ............................................................................... 135
HP Embedded Web Server features ............................................................................................................ 135
Information tab ........................................................................................................................... 135
General tab .................................................................................................................................. 136
Copy/Print tab ............................................................................................................................. 137
Scan/Digital Send tab ................................................................................................................ 137
Fax tab .......................................................................................................................................... 138
Supplies tab ................................................................................................................................. 139
Troubleshooting tab .................................................................................................................. 139
Security tab ................................................................................................................................. 140
HP Web Services tab .................................................................................................................. 140
Networking tab ........................................................................................................................... 140
Other Links list ............................................................................................................................ 142
Congure IP network settings ........................................................................................................................................... 143
Printer sharing disclaimer .............................................................................................................................. 143
View or change network settings ................................................................................................................. 143
Rename the printer on a network ................................................................................................................ 143
Manually congure IPv4 TCP/IP parameters from the control panel ..................................................... 144
Manually congure IPv6 TCP/IP parameters from the control panel ..................................................... 144
Link speed and duplex settings .................................................................................................................... 145
Printer security features ..................................................................................................................................................... 146
Introduction ...................................................................................................................................................... 146
Security statements ....................................................................................................................................... 146
Assign or change the system password using the HP Embedded Web Server .................................... 146
IP Security ......................................................................................................................................................... 147
Lock the formatter .......................................................................................................................................... 147
Encryption support: HP High Performance Secure Hard Disks ............................................................... 147
ENWW vii
Energy-conservation settings ........................................................................................................................................... 148
Introduction ...................................................................................................................................................... 148
Set the sleep timer and congure the printer to use 1 watt or less of power ...................................... 148
Set the sleep schedule ................................................................................................................................... 148
HP Web Jetadmin ................................................................................................................................................................. 150
Software and rmware updates ....................................................................................................................................... 151
9 Solve problems ..................................................................................................................................................................................... 153
Customer support ................................................................................................................................................................ 154
Control panel help system ................................................................................................................................................. 155
Reset factory settings ......................................................................................................................................................... 156
Introduction ...................................................................................................................................................... 156
Method one: Reset factory settings from the printer control panel ....................................................... 156
Method two: Reset factory settings from the HP Embedded Web Server (network-connected
printers only) .................................................................................................................................................... 156
A “Cartridge is low” or “Cartridge is very low” message displays on the printer control panel .............................. 157
Change the “Very Low” settings ................................................................................................................... 157
For printers with fax capability ................................................................................................. 158
Order supplies ................................................................................................................................................. 158
Printer does not pick up paper or misfeeds .................................................................................................................... 159
Introduction ...................................................................................................................................................... 159
The printer does not pick up paper .............................................................................................................. 159
The printer picks up multiple sheets of paper ............................................................................................ 161
The document feeder jams, skews, or picks up multiple sheets of paper ............................................ 165
Clear paper jams .................................................................................................................................................................. 166
Introduction ...................................................................................................................................................... 166
Jam locations ................................................................................................................................................... 166
Auto-navigation for clearing paper jams ..................................................................................................... 168
Experiencing frequent or recurring paper jams? ....................................................................................... 168
Clear paper jams in the document feeder .................................................................................................. 169
13.B2.D1 tray 1 paper jam ............................................................................................................................ 172
13.B2.D2 tray 2 paper jam ............................................................................................................................ 174
13.A3, 13.A4, 13.A5 tray 3, tray 4, tray 5 paper jam ................................................................................ 178
13.B right door and fuser area paper jam ................................................................................................... 183
13.E1 output bin paper jam ........................................................................................................................... 188
13.8 staple jams .............................................................................................................................................. 188
Resolve print-quality problems ......................................................................................................................................... 190
Introduction ...................................................................................................................................................... 190
Troubleshoot print quality ............................................................................................................................. 190
Update the printer rmware ..................................................................................................... 190
Print from a dierent software program ................................................................................ 190
viii ENWW
Check the paper-type setting for the print job ...................................................................... 190
Check the paper type setting on the printer ..................................................... 191
Check the paper type setting (Windows) ........................................................... 191
Check the paper type setting (macOS) ............................................................... 191
Check toner-cartridge status .................................................................................................... 191
Print a cleaning page ................................................................................................................. 192
Visually inspect the toner cartridge or cartridges ................................................................. 192
Check paper and the printing environment ............................................................................ 193
Step one: Use paper that meets HP specications .......................................... 193
Step two: Check the environment ....................................................................... 193
Step three: Set the individual tray alignment .................................................... 193
Try a dierent print driver ......................................................................................................... 194
Troubleshoot color quality ............................................................................................................................ 194
Calibrate the printer to align the colors .................................................................................. 194
Troubleshoot image defects ......................................................................................................................... 195
Improve copy image quality ............................................................................................................................................... 204
Check the scanner glass for dirt and smudges .......................................................................................... 204
Calibrate the scanner ...................................................................................................................................... 205
Check the paper settings ............................................................................................................................... 206
Check the paper selection options .......................................................................................... 206
Check the image-adjustment settings ........................................................................................................ 206
Optimize copy quality for text or pictures ................................................................................................... 207
Edge-to-edge copying .................................................................................................................................... 207
Improve scan image quality ............................................................................................................................................... 208
Check the scanner glass for dirt and smudges .......................................................................................... 208
Check the resolution settings ....................................................................................................................... 209
Check the image-adjustment settings ........................................................................................................ 210
Optimize scan quality for text or pictures ................................................................................................... 211
Check the output-quality settings ................................................................................................................ 211
Improve fax image quality .................................................................................................................................................. 212
Check the scanner glass for dirt and smudges .......................................................................................... 212
Check the send-fax resolution settings ....................................................................................................... 213
Check the image-adjustment settings ........................................................................................................ 214
Optimize fax quality for text or pictures ..................................................................................................... 214
Check the error-correction settings ............................................................................................................. 214
Check the t-to-page setting ........................................................................................................................ 215
Send to a dierent fax machine .................................................................................................................... 215
Check the sender's fax machine ................................................................................................................... 215
Solve wired network problems .......................................................................................................................................... 216
Introduction ...................................................................................................................................................... 216
Poor physical connection ............................................................................................................................... 216
ENWW ix
The computer is using the incorrect IP address for the printer ............................................................... 216
The computer is unable to communicate with the printer ....................................................................... 217
The printer is using incorrect link and duplex settings for the network ................................................ 217
New software programs might be causing compatibility problems ...................................................... 217
The computer or workstation might be set up incorrectly ...................................................................... 217
The printer is disabled, or other network settings are incorrect ............................................................. 217
Solve wireless network problems ..................................................................................................................................... 218
Introduction ...................................................................................................................................................... 218
Wireless connectivity checklist ..................................................................................................................... 218
The printer does not print after the wireless conguration completes ................................................. 219
The printer does not print, and the computer has a third-party rewall installed .............................. 219
The wireless connection does not work after moving the wireless router or printer .......................... 219
Cannot connect more computers to the wireless printer ........................................................................ 220
The wireless printer loses communication when connected to a VPN .................................................. 220
The network does not appear in the wireless networks list .................................................................... 220
The wireless network is not functioning ..................................................................................................... 220
Reduce interference on a wireless network ............................................................................................... 221
Solve fax problems .............................................................................................................................................................. 222
Checklist for solving fax problems ............................................................................................................... 222
What type of phone line are you using? ................................................................................. 222
Are you using a surge-protection device? .............................................................................. 222
Are you using a phone company voice-messaging service or an answering machine? . 222
Does your phone line have a call-waiting feature? ............................................................... 223
Check fax accessory status ....................................................................................................... 223
General fax problems ..................................................................................................................................... 224
The fax failed to send ................................................................................................................ 224
An Out of Memory status message displays on the printer control panel ........................ 224
Print quality of a photo is poor or prints as a gray box ........................................................ 224
You touched the Stop button to cancel a fax, but the fax was still sent ............................ 224
No fax address book button displays ...................................................................................... 224
Not able to locate the Fax settings in HP Web Jetadmin ..................................................... 224
The header is appended to the top of the page when the overlay option is enabled .... 224
A mix of names and numbers is in the recipients box .......................................................... 224
A one-page fax prints as two pages ........................................................................................ 224
A document stops in the document feeder in the middle of faxing ................................... 225
The volume for sounds coming from the fax accessory is too high or too low ............... 225
Index ........................................................................................................................................................................................................... 227
x ENWW
1 Printer overview
●
Warning icons
●
Potential shock hazard
●
Printer views
●
Printer specications
●
Printer hardware setup and software installation
For more information
The following information is correct at the time of publication.
For video assistance, see www.hp.com/videos/LaserJet.
For current information, see www.hp.com/support/colorljM578MFP.
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 1
Warning icons
Warning icon denitions: The following warning icons may appear on HP products. Apply appropriate caution
where applicable.
●
Caution: Electric shock
●
Caution: Hot surface
●
Caution: Keep body parts away from moving parts
●
Caution: Sharp edge in close proximity
Potential 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.
● Do not touch the contacts on any of the sockets on the product. Replace damaged cords immediately.
2 Chapter 1 Printer overview ENWW
● 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 3
Printer views
1 2
3
4
5
6
7
10
11
12
13
14
15
89
●
Printer front view
●
Printer back view
●
Interface ports
●
Control-panel view
Printer front view
1 Document-feeder cover (access for clearing jams)
2 Document-feeder input tray
3 Document-feeder output bin
NOTE: When feeding long paper through the document feeder, extend the paper stop at the right side of the output bin.
4 Control panel with color touchscreen display (tilts up for easier viewing)
5 Convenience stapler (c, z model only)
6 Right door (access to the fuser and for clearing jams)
7 Tray 1
8 On/o button
9 Model name
10 Tray 2
11 Front door (access to the toner cartridges)
12 Standard output bin
13 Physical keyboard (c and z models only). Pull the keyboard straight out to use it.
4 Chapter 1 Printer overview ENWW
14 Easy-access USB port (on the side of the control panel)
1
2
3
6
4
5
15 Hardware integration pocket (for connecting accessory and third-party devices)
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.
1 Toner-collection-unit door
2 Formatter (contains the interface ports)
3 Power connection
4 Serial number and product number label
5 Slot for a cable-type security lock (on the rear cover of the printer)
6 Formatter cover
ENWW Printer views 5
Interface ports
1
2
3
4
1 Fax port (f, c, z models only. The port is covered for the dn model.)
2 Local area network (LAN) Ethernet (RJ-45) network port
3 USB port for connecting external USB devices (this port might be covered)
NOTE: For easy-access USB printing, use the USB port near the control panel.
4 Hi-Speed USB 2.0 printing port
6 Chapter 1 Printer overview ENWW
Control-panel view
3 421
5 6 7
8
9
10
13
12
14
11
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 selecting the Home button.
NOTE: The features that appear on the Home screen can vary, depending on the printer conguration.
1
Home button
2 Applications area Touch any of the icons to open the application. Swipe the screen sideways to access more applications.
3 Reset button Touch the Reset button to clear changes, release the printer from a paused state, display hidden errors,
4 Sign In or Sign Out button Touch the Sign In button to access secured features.
Touch the Home button to return to the printer Home screen at any time.
NOTE: The available applications vary by printer. The administrator can congure which applications
appear and the order in which they appear.
and restore the default settings (including the language and 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.
ENWW Printer views 7
5
Information button
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 from this screen.
● Sleep Mode: Place the printer into sleep mode from this screen.
● Wi-Fi Direct: View information for how to connect directly to the printer using a phone, tablet, or
other device with Wi-Fi.
● Wireless: Use this screen to view and change wireless connection settings (for the c, z model and
for the dn and f models only when an optional wireless accessory is installed).
● Ethernet: Use this screen to view and change Ethernet connection settings.
● HP Web Services: Find information to connect and print to the printer using HP Web Services
(ePrint).
● Fax Number: View the printer fax number (for f, c, and z models and for the dn model only when
the optional fax accessory is installed).
6
Help button
7 Current time Displays the current time.
8 Start Copy button Touch the Start Copy button to start a copy job.
9 Copies eld The copies eld indicates the number of copies that the printer is set to make.
10 Home-screen page
indicator
11 Keyboard
(c and z model only)
12 Near-eld
communication icon
(c and z model only)
13 Easy-access USB port Insert a USB ash drive for printing or scanning without a computer or to update the printer rmware.
14 Hardware integration
pocket
Touch the Help button to open the embedded help system.
The Home screen has multiple pages. This icon indicates the number of pages and which page is
currently active. Swipe the screen sideways to scroll between pages.
This printer includes a physical keyboard. The keys are mapped to a language in the same way the
virtual keyboard on the printer touchscreen is mapped. Whenever the keyboard layout for the virtual
keyboard changes, the keys on the physical keyboard are remapped to match the new settings.
NOTE: In some locations, the printer comes with adhesive keyboard overlays to customize the keys
for dierent languages.
This icon indicates the printer includes integrated HP near-eld communication (NFC) and Wi-Fi Direct
NOTE: An administrator must enable this port before use.
For connecting accessory and third-party devices.
8 Chapter 1 Printer overview ENWW
How to use the touchscreen control panel
Use the following actions to use the printer touchscreen control panel.
Action Description Example
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 9
Printer specications
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/colorljM578MFP.
●
Technical specications
●
Supported operating systems
●
Mobile printing solutions
●
Printer dimensions
●
Power consumption, electrical specications, and acoustic emissions
●
Operating-environment range
Technical specications
Model name Product number
M578dn 7ZU85A
M578f 7ZU86A
M578c 7ZU87A
M578z 7ZU88A
Table 1-1 Paper handling specications
Paper handling features M578dn M578f M578c M578z
Tray 1 (100-sheet capacity)
Tray 2 (550-sheet capacity)
1 x 550-sheet paper feeder
NOTE: Can accept up to three
1 x 550-sheet paper feeders.
Printer stand Optional Optional Optional Optional
Automatic duplex printing
Table 1-2 Connectivity specications
Connectivity features M578dn M578f M578c M578z
10/100/1000 Ethernet LAN
connection with IPv4 and IPv6
Hi-Speed USB 2.0
Optional Optional Optional Optional
Easy-access USB port for printing
without a computer and upgrading
the rmware
10 Chapter 1 Printer overview ENWW
Table 1-2 Connectivity specications (continued)
Connectivity features M578dn M578f M578c M578z
Hardware Integration Pocket for
connecting accessory and thirdparty devices
HP Internal USB Ports Optional Optional Optional Optional
HP Jetdirect LAN Accessory Optional Optional Optional Optional
HP Jetdirect 3100w BLE/NFC/
Wireless Accessory for printing
from mobile devices
NOTE: Connected via the
Hardware Integration Pocket or the
rear host USB port. The
HP Jetdirect 3100w BLE/NFC/
Wireless Accessory requires the
HP Internal USB ports accessory.
Optional Optional Optional Optional
Table 1-3 Print specications
Print features M578dn M578f M578c M578z
Prints 56 ppm on A4 and 40 ppm
on letter-size paper
Easy-access USB printing (no
computer required)
Store jobs in the printer memory
to print later or print privately
Table 1-4 Copy and Scan specications
Copy and Scan features
NOTE: Copy and scan
speeds are subject to
change. For the most
current information, go
to www.hp.com/support/
colorljM578MFP M578dn M578f M578c M578z
Copies 38 pages per
minute (ppm) on A4 and
40 ppm on 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
ENWW Printer specications 11
Table 1-4 Copy and Scan specications (continued)
Copy and Scan features
NOTE: Copy and scan
speeds are subject to
change. For the most
current information, go
to www.hp.com/support/
colorljM578MFP M578dn M578f M578c M578z
Embedded optical
character recognition
(OCR) provides the ability
to convert printed pages
into text that can be
edited or searched using
a computer.
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.
Table 1-5 Digital Send specications
Digital Send features M578dn M578f M578c M578z
Send documents to
email, USB, and shared
folders on a network
Send documents to
SharePoint®
Table 1-6 Other specications
Feature M578dn M578f M578c M578z
1.75 GB base memory
NOTE: The base memory is
expandable to 3.8 GB by adding a
DIMM memory module.
500 GB Hard Disk Drive
Security: HP Trusted Platform
Module for encrypting all data that
passes through the printer
Color touchscreen control panel
12 Chapter 1 Printer overview ENWW
Table 1-6 Other specications (continued)
Feature M578dn M578f M578c M578z
Convenience stapler Not available
Fax Optional
ENWW Printer specications 13
Supported operating systems
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 to install the HP print driver. Or, go to the printer-support
website for this printer: www.hp.com/support/colorljM578MFP 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 or from
the Printer Support page, and then use HP Easy Start to install the HP print driver.
1. Go to 123.hp.com.
2. Follow the steps provided to download the printer software.
Table 1-7 Supported operating systems and print drivers
Operating system Print driver (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
Windows 8, 32-bit and 64-bit The “HP PCL 6” printer-specic print driver is installed for this
operating system as part of the software installation.
operating system as part of the software installation.
Windows 8.1, 32-bit and 64-bit The “HP PCL-6” V4 printer-specic print driver is installed for this
operating system as part of the software installation.
Windows 10, 32-bit and 64-bit The “HP PCL-6” V4 printer-specic print driver is installed for this
operating system as part of the software installation.
Windows Server 2008 R2, SP 1, 64-bit The PCL 6 printer-specic print driver is available for download from
the printer-support website. Download the driver, and then use the
Microsoft Add Printer tool to install it.
Windows Server 2012, 64-bit The PCL 6 printer-specic print driver is available for download from
the printer-support website. Download the driver, and then use the
Microsoft Add Printer tool to install it.
Windows Server 2012 R2, 64-bit The PCL 6 printer-specic print driver is available for download from
the printer-support website. Download the driver, and then use the
Microsoft Add Printer tool to install it.
Windows Server 2016, 64-bit The PCL 6 printer-specic print driver is available for download from
the printer-support website. Download the driver, and then use the
Microsoft Add Printer tool to install it.
Windows Server 2019, 64-bit The PCL 6 printer-specic print driver is available for download from
the printer-support website. Download the driver, and then use the
Microsoft Add Printer tool to install it.
macOS 10.13 High Sierra, macOS 10.14 Mojave, macOS 10.15
Catalina
Download HP Easy Start from 123.hp.com, and then use it to install
the print driver.
NOTE: Supported operating systems can change.
14 Chapter 1 Printer overview ENWW
NOTE: For a current list of supported operating systems, go to www.hp.com/support/colorljM578MFP 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 1-8 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)
NOTE: The Windows software installer installs the HP Smart Device Agent Base service. The le size is
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 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.
Mobile printing solutions
HP oers multiple mobile printing solutions to enable easy printing to an HP printer from a laptop, tablet,
smartphone, or other mobile device. To see the full list and to determine the best choice, go to www.hp.com/go/
MobilePrinting.
● Internet connection
● Dedicated USB 1.1 or 2.0 connection or a network connection
● 1.5 GB of available hard-disk space
NOTE: Update the printer rmware to ensure all mobile printing capabilities are supported.
● Wi-Fi Direct (wireless models only, with HP Jetdirect 3100w BLE/NFC/Wireless accessory installed)
● HP ePrint via email (Requires HP Web Services to be enabled and the printer to be registered with
HP Connected)
● HP Smart app
● Google Cloud Print
● AirPrint
● Android Printing
ENWW Printer specications 15
Printer dimensions
1
1
2
2
3
3
3
2
2
1
3
Figure 1-1 Dimensions for the printer
Printer fully closed Printer fully opened
1. Height 583 mm (23 in) 837 mm (33 in)
2. Depth 504 mm (19.8 in) 853 mm (33.6 in)
3. Width 482 mm (19 in) 803 mm (31.6 in)
Weight dn model: 38.1 kg (84 lb)
c model: 38.6 kg (85 lb)
Figure 1-2 Dimensions for the 1 x 550-sheet paper feeder
1. Height 130 mm (5.1 in)
2. Depth Tray closed: 465 mm (18.3 in)
Tray opened: 768 mm (30.2 in)
3. Width Lower-right door closed: 458 mm (18.0 in)
Lower-right door opened: 853 mm (33.6 in)
Weight 5.8 kg (12.8 lb)
16 Chapter 1 Printer overview ENWW
Figure 1-3 Dimensions for the stand
1
1
2
2
3
3
1
1
2
2
3
3
1. Height 295 mm (11.6 in)
2. Depth Door closed: 869 mm (34.2 in)
Door opened: 1113 mm (43.8 in)
3. Width 884 mm (34.8 in)
This value is subject to change. For current information, go to www.hp.com/support/colorljM578MFP.
Weight 17.7 kg (39 lb)
This value is subject to change. For current information, go to www.hp.com/support/colorljM578MFP.
Figure 1-4 Dimensions for the printer with the 1 x 550-sheet paper tray and stand
Printer and accessories fully closed Printer and accessories fully opened
1. Height 1268 mm (49.9 in) 1522 mm (59.9 in)
2. Depth 869 mm (34.2 in) 1113 mm (43.8 in)
ENWW Printer specications 17
Printer and accessories fully closed Printer and accessories fully opened
3. Width 884 mm (34.8 in) 853 mm (33.6 in)
Weight dn model: 73.2 kg (161.4 lb)
c model: 73.7 kg (162.5 lb)
1
These values are subject to change. For current information, go to www.hp.com/support/colorljM578MFP.
2
Do not extend more than one paper tray at a time.
Power consumption, electrical specications, and acoustic emissions
See www.hp.com/support/colorljM578MFP for current information.
CAUTION: Power requirements are based on the country/region where the printer is sold. Do not convert
operating voltages. This will damage the printer and void the printer warranty.
Operating-environment range
Table 1-9 Operating-environment specications
Environment Recommended Allowed
Temperature 15° to 27°C (59° to 80.6°F) 10° to 32.5°C (50° to 90.5°F)
Relative humidity 30% to 70% relative humidity (RH) 10% to 80% RH
18 Chapter 1 Printer overview ENWW
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/colorljM578MFP for HP's all-inclusive help for the printer. Find the following support:
● Install and congure
● Learn and use
●
Solve problems
● Download software and rmware updates
● Join support forums
● Find warranty and regulatory information
ENWW Printer hardware setup and software installation 19
20 Chapter 1 Printer overview ENWW
2 Paper trays
●
Load paper to Tray 1 (multipurpose tray)
●
Load paper to Trays 2, 3, 4, and 5
●
Load and print envelopes
●
Load and print labels
●
Use the convenience stapler (c, z model)
For more information
The following information is correct at the time of publication.
For video assistance, see www.hp.com/videos/LaserJet.
For current information, see www.hp.com/support/colorljM578MFP.
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 21
Load paper to Tray 1 (multipurpose tray)
Introduction
The following information describes how to load paper into Tray 1. This tray holds up to 100 sheets of 75 g/m
(20 lb) paper or 10 envelopes.
NOTE: Select the correct paper type in the print driver before printing..
NOTE: Tray 1 does not support labels. To print on sheets of labels, use Tray 2, or one of the optional 550-sheet
paper feeders.
CAUTION: To avoid jams, never add or remove paper from Tray 1 during printing.
1. Open Tray 1.
2
2. Pull out the tray extension to support the paper.
22 Chapter 2 Paper trays ENWW
3. Spread the paper guides to the correct size, and
then load paper in the tray. For information about
how to orient the paper, see Tray 1 paper
orientation on page 24.
4. Make sure that the paper ts under the ll line on
the paper guides.
NOTE: The maximum stack height is 10 mm (0.4
in), or approximately 100 sheets of 75g paper.
5. Adjust the side guides so that they lightly touch the
paper stack, but do not bend it.
ENWW Load paper to Tray 1 (multipurpose tray) 23
Tray 1 paper orientation
When using paper that requires a specic orientation, load it according to the information in the following table.
NOTE: The Alternative Letterhead Mode settings aects the way to load letterhead or preprinted paper. This
setting is disabled by default. When using this mode, load paper as for automatic duplex printing. For more
information, see Use alternative letterhead mode on page 25.
Table 2-1 Tray 1 paper orientation
Paper type Image Orientation Single-sided printing Duplex printing or with Alternative
Letterhead Mode enabled
Letterhead or preprinted Portrait Face-down
Top edge leading into the printer
Letterhead or preprinted Landscape Face-down
Top edge toward the back of the
printer
Face-up
Bottom edge leading into the
printer
Face-up
Top edge toward the back of the
printer
Prepunched Portrait and landscape Holes toward the back of the printer Holes toward the back of the printer
24 Chapter 2 Paper trays ENWW
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.
To use the feature, enable it by using the printer control-panel menus.
Enable Alternative Letterhead Mode by using the printer control-panel menus
1. From the Home screen on the printer control panel, swipe from right to left until the Settings menu
displays. Touch the
2. Open the following menus:
● Manage Trays
● Alternative Letterhead Mode
3. Select Enabled, and then touch the Save button or press the OK button.
Settings icon to open the menu.
ENWW Load paper to Tray 1 (multipurpose tray) 25
Load paper to Trays 2, 3, 4, and 5
Introduction
The following information describes how to load paper in Tray 2 and the optional 550-sheet trays (Trays 3, 4,
and 5; part number B5L34A). These trays hold up to 550 sheets of 75 g/m2 (20 lb) paper.
NOTE: The procedure to load paper for the optional 550-sheet trays is the same as for Tray 2. Only Tray 2 is
shown here.
NOTE: The paper guides may be locked before use and may not be adjustable.
CAUTION: Do not extend more than one paper tray at a time.
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 squeezing the adjustment latches and
sliding the guides to the size of the paper being
used. The arrow on the tray guide should line up
exactly with the marking on the tray.
26 Chapter 2 Paper trays ENWW
3. Adjust the paper-length guide by squeezing the
adjustment latch and sliding the guide to the size
of the paper being used.
4. Load paper into the tray. For information about
how to orient the paper, see Tray 2 and the 550-
sheet trays paper orientation on page 28.
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, as shown in the enlargement in the
illustration.
5. Close the tray.
ENWW Load paper to Trays 2, 3, 4, and 5 27
6. The tray conguration message displays on the
Y
X
printer control panel.
7. If the paper size and type shown is not correct,
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 and the 550-sheet trays paper orientation
When using paper that requires a specic orientation, load it according to the information in the following table.
NOTE: The Alternative Letterhead Mode settings aects the way to load letterhead or preprinted paper. This
setting is disabled by default. When using this mode, load paper as for automatic duplex printing. For more
information, see Use alternative letterhead mode on page 29.
Table 2-2 Tray 2 and the 550-sheet trays paper orientation
Paper type Image Orientation Single-sided printing Duplex printing or with Alternative
Letterhead or preprinted Portrait Face-up
Top edge toward the right
Letterhead Mode enabled
Face-down
Top edge toward the left
28 Chapter 2 Paper trays ENWW
Table 2-2 Tray 2 and the 550-sheet trays paper orientation (continued)
Paper type Image Orientation Single-sided printing Duplex printing or with Alternative
Letterhead Mode enabled
Letterhead or preprinted Landscape Face-up
Top edge toward the back of the
printer
Prepunched Portrait and landscape Holes toward the back of the printer Holes toward the back of the printer
Face-down
Top edge toward the back of the
printer
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.
To use the feature, enable it by using the printer control-panel menus.
Enable Alternative Letterhead Mode by using the printer control-panel menus
1. From the Home screen on the printer control panel, swipe from right to left until the Settings menu
displays. Touch the Settings icon to open the menu.
2. Open the following menus:
● Manage Trays
● Alternative Letterhead Mode
3. Select Enabled, and then touch the Save button or press the OK button.
ENWW Load paper to Trays 2, 3, 4, and 5 29
Load and print envelopes
Introduction
The following information describes how to print and load envelopes. Use only Tray 1 to print on envelopes. Tray
1 holds up to 10 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.
Print envelopes
1. From the software program, select the Print option.
2. Select the printer from the list of printers, and then click or tap 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 or tap 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
Load envelopes in either of these orientations:
Face-down
Top edge toward the back of the printer
Face-down
Top edge leading into the printer
30 Chapter 2 Paper trays ENWW
Load and print labels
Introduction
To print on sheets of labels, use Tray 2 or one of the optional 550-sheet trays. Tray 1 does not support labels.
To print labels using the manual feed option, follow these steps to select the correct settings in the print driver,
and then load the labels into the tray after sending the print job to the printer. When using manual feed, the
printer waits to print the job until it detects the tray has been opened and closed.
Manually feed labels
1. From the software program, select the Print option.
2. Select the printer from the list of printers, and then click or tap 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 or tap 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.
NOTE: When using manual feed, the printer prints from the lowest-numbered tray that is congured for
the correct size of paper, so it is not necessary to specify a particular tray. For example, if Tray 2 is
congured for labels, the printer will print from Tray 2. If Tray 3 is installed and congured for labels, but
Tray 2 is not congured for labels, the printer will print from Tray 3.
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.
ENWW Load and print labels 31
9. Load sheets of labels face-up with the top of the sheet toward the right side of the printer.
32 Chapter 2 Paper trays ENWW
Use the convenience stapler (c, z model)
The convenience stapler can staple up to 20 sheets of 75 g/m2 (20 lb) paper.
CAUTION: To avoid damage to the printer, do not attempt to staple materials other than paper.
1. Insert the stack of paper into the slot on the front of the stapler.
2. Wait for the stapler to staple the sheets. The stapler activates when it senses paper, and it makes a
stapling sound.
NOTE: If the printer is in Sleep mode, there might be a short delay.
3. Remove the stapled paper from the slot.
If the stapler does not release the paper, follow these steps to resolve the problem.
WARNING! To avoid injury, do not put your nger inside the stapler area to attempt to release the paper.
1. Open and close the stapler door, and then try removing the paper.
2. If the paper is still stuck, make sure the stapler door is closed, and then turn o the printer and turn it on
again.
ENWW Use the convenience stapler (c, z model) 33
34 Chapter 2 Paper trays ENWW
3 Supplies, accessories, and parts
●
Order supplies, accessories, and parts
●
Replace the toner cartridges
●
Replace the toner-collection unit
●
Replace the staple cartridge (c, z models)
For more information
The following information is correct at the time of publication.
For video assistance, see www.hp.com/videos/LaserJet.
For current information, see www.hp.com/support/colorljM578MFP.
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 35
Order supplies, accessories, and parts
Ordering
Order supplies and paper www.hp.com/go/suresupply
Order genuine HP parts or accessories www.hp.com/buy/parts
Order through service or support providers Contact an HP-authorized service or support provider.
Order using the HP Embedded Web Server (EWS) To access, in a supported web browser on your computer, enter the
printer IP address or host name in the address/URL eld. The EWS
contains a link to the HP SureSupply website, which provides
options for purchasing Original HP supplies.
Supplies and accessories
In order to purchase toner cartridges, contact your managed service representative. Make sure that you know
your product model number, which appears on the product label on the printer rear cover.
Table 3-1 Supplies
Item Description Part number
HP 212A Black Original LaserJet Toner Cartridge Standard-capacity replacement black toner cartridge W2120A
HP 212A Cyan Original LaserJet Toner Cartridge Standard-capacity replacement cyan cartridge W2121A
HP 212A Yellow Original LaserJet Toner Cartridge Standard-capacity replacement yellow toner cartridge W2122A
HP 212A Magenta Original LaserJet Toner Cartridge Standard-capacity replacement magenta toner
cartridge
HP 212X High Yield Black Original LaserJet Toner
Cartridge
HP 212X High Yield Cyan Original LaserJet Toner
Cartridge
HP 212X High Yield Yellow Original LaserJet Toner
Cartridge
HP 212X High Yield Magenta Original LaserJet Toner
Cartridge
HP toner-collection unit Replacement toner-collection unit with attached door B5L37A
HP Staple Cartridge Pack Replacement staple cartridges for the c model.
HP LaserJet 110 V Fuser Kit Replacement fuser for 110 V models
HP LaserJet 220 V Fuser Kit Replacement fuser for 220 V models
High-capacity replacement black toner cartridge W2120X
High-capacity replacement cyan toner cartridge W2121X
High-capacity replacement yellow toner cartridge W2122X
High-capacity replacement magenta toner cartridge W2123X
Contains two staple cartridges of 1500 staples each.
NOTE: A message displays on the control panel if the
fuser needs to be replaced.
W2123A
Q7432A
B5L35A
B5L36A
NOTE: A message displays on the control panel if the
fuser needs to be replaced.
HP 200 ADF Roller Replacement Kit Replacement feed rollers for the document feeder B5L52A
36 Chapter 3 Supplies, accessories, and parts ENWW
Table 3-2 Accessories
Item Description Part number
HP Color LaserJet 550-sheet Media Tray Optional 550-sheet paper feeder
NOTE: The printer supports up to three 550-sheet
paper feeders.
Printer stand Optional stand to support the printer
Includes installation instructions
HP LaserJet Keyboard Overlay Kit for Simplied Chinese
& Traditional Chinese
(c and z model only)
HP LaserJet Keyboard Overlay Kit for Swedish
(c and z model only)
HP 1GB DDR3 x32 144-Pin 800MMHz SODIMM Optional DIMM for expanding the memory E5K48A
HP 2GB DDR3 x32 144-pin 800MHz SODIMM Optional DIMM for expanding the memory E5K49A
HP Trusted Platform Module Automatically encrypts all data that passes through the
HP Foreign Interface Harness Optional port for connecting third-party devices B5L31A
HP LaserJet MFP Analog Fax Accessory 600 Optional fax accessory for the dn model B5L53A
Language-specic, adhesive overlay for the physical
keyboard
Language-specic, adhesive overlay for the physical
keyboard
printer
Includes installation instructions
B5L34A
B5L51A
A7W12A
A7W14A
F5S62A
HP Jetdirect 2900nw Print Server USB wireless print server accessory J8031A
HP Jetdirect 3100w BLE/NFC/Wireless Accessory Wi-Fi direct accessory for “touch” printing from mobile
devices
3JN69A
Customer self-repair parts
Customer Self-Repair (CSR) parts are available for many HP LaserJet printers to reduce repair time. More
information about the CSR program and benets can be found at www.hp.com/go/csr-support and
www.hp.com/go/csr-faq.
Genuine HP replacement parts can be ordered at www.hp.com/buy/parts or by contacting an HP-authorized
service or support provider. When ordering, one of the following will be needed: part number, serial number
(found on back of printer), product number, or printer name.
● Parts listed as Mandatory self-replacement are to be installed by customers, unless you are willing to pay
HP service personnel to perform the repair. For these parts, on-site or return-to-depot support is not
provided under the HP printer warranty.
● Parts listed as Optional self-replacement can be installed by HP service personnel at your request for no
additional charge during the printer warranty period.
Item
1 x 550 Sheet Feeder Kit Replacement 1 x 550-sheet feeder Mandatory B5L34-67901
Description Self-replacement options Part number
Printer Stand kit Replacement printer stand Mandatory B5L51-67901
ENWW Order supplies, accessories, and parts 37
Item Description Self-replacement options Part number
HP Fuser kit Replacement fuser Mandatory B5L35-67901 (110-volt)
B5L36-67901 (220-volt)
HP Fuser kit, service Replacement fuser, service kit Mandatory B5L35-67902 (110-volt)
B5L36-67902 (220-volt)
ITB and T2 Roller kit, service Replacement transfer belt and secondary
transfer roller
T2 Roller Service Kit Replacement secondary transfer roller Mandatory B5L24-67902
Tray 2-X Roller kit Replacement rollers for Trays 2, 3, 4, and 5 Optional B5L24-67904
Control-panel kit Replacement touchscreen control panel Mandatory B5L47-67018
500 GB Hard Disk Drive kit Replacement hard disk drive Mandatory 5851-6712
HP 1GB DDR3 x32 144-Pin 800MHz
SODIMM
HP 2GB DDR3 x32 144-pin 800MHz
SODIMM
HP Foreign Interface Harness kit Replacement foreign interface harness Mandatory B5L31-67902
Toner Collection Unit Replacement toner-collection unit Mandatory B5L37-67901
Analog FAX 600 Kit Replacement fax board Mandatory B5L53-67901
ADF Maintenance Kit Maintenance kit for the document feeder Mandatory B5L52-67903
Scanner white backing Replacement white plastic backing for the
Retention Clip Assy Replacement retention clips that are behind
Replacement memory DIMM Mandatory E5K48A-67902
Replacement memory DIMM Mandatory 5851-6581
scanner
the scanner white backing
Optional B5L24-67901
Mandatory 5851-6570
Mandatory 5851-6573
U.S. English Keyboard Kit Replacement keyboard for the c and z
model
U.K. English Keyboard Kit Replacement keyboard for the c and z
model
Keyboard Overlay Kit
French, Italian, Russian, German, Spanish,
Ukranian
Keyboard Overlay Kit
Canadian French, Latin American Spanish,
U.S. Spanish
Keyboard Overlay Kit
Swiss French, Swiss German, Danish
Keyboard Overlay Kit
Simplied Chinese, Traditional Chinese
Replacement keyboard overlay for the c
and z model
Replacement keyboard overlay for the c
and z model
Replacement keyboard overlay for the c
and z model
Replacement keyboard overlay for the c
and z model
Mandatory B5L47-67019
Mandatory B5L47-67020
Mandatory 5851-6019
Mandatory 5851-6020
Mandatory 5851-6021
Mandatory 5851-6022
38 Chapter 3 Supplies, accessories, and parts ENWW
Item Description Self-replacement options Part number
Keyboard Overlay Kit
Spanish, Portuguese
Keyboard Overlay Kit
Japanese (KG and KT)
Replacement keyboard overlay for the c
and z model
Replacement keyboard overlay for the c
and z model
Mandatory 5851-6023
Mandatory 5851-6024
ENWW Order supplies, accessories, and parts 39
Replace the toner cartridges
1
2
3
4
Introduction
The following information provides details about the toner cartridges for the product, and it includes instructions
to replace them.
●
Toner-cartridge information
●
Remove and replace the cartridges
Toner-cartridge information
This product 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.
The product uses four colors and has a dierent toner cartridge for each color: yellow (Y), magenta (M), cyan (C),
and black (K). The toner cartridges are inside the front door.
Continue printing with the current cartridge until redistributing the toner no longer yields acceptable print
quality. To redistribute the toner, remove the toner cartridge from the printer and gently rock the cartridge back
and forth end to end. Reinsert the toner cartridge into the printer and close the cover.
NOTE: High-yield toner cartridges contain more toner than standard cartridges for increased page yield. For
more information, go to www.hp.com/go/learnaboutsupplies.
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 product for an extended period
of time.
The following illustration shows the toner-cartridge components.
1 Handle
2 Imaging drum
40 Chapter 3 Supplies, accessories, and parts ENWW
3 Protective shield
K
C
M
Y
4 Memory chip
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.
Remove and replace the cartridges
1. Open the front door.
2. Grasp the handle of the used toner cartridge and
pull out to remove it.
ENWW Replace the toner cartridges 41
3. Remove the new toner cartridge from its
1
2
3
protective shell by tearing o the plastic strip and
opening the package. Save all packaging for
recycling the used toner cartridge.
4. Hold both ends of the toner cartridge and rock it
5-6 times.
5. Remove the protective shield from the toner
cartridge.
42 Chapter 3 Supplies, accessories, and parts ENWW
6. Support the toner cartridge underneath with one
K
C
M
Y
2
1
3
hand while holding the cartridge handle with the
other. Align the toner cartridge with its slot on the
shelf, and then insert the toner cartridge into the
product.
NOTE: Avoid touching the green imaging drum.
Fingerprints on the imaging drum can cause print
defects.
7. Close the front door.
8. Pack the used toner cartridge into the box that the
new cartridge came in, or use a large cardboard
box and ll it with several cartridges that you need
to recycle. See the enclosed recycling guide for
information about recycling.
In the U.S., 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 cartridges 43
Replace the toner-collection unit
Introduction
The following information provides details about the toner-collection unit for the printer, and it includes
instructions to replace it.
The printer indicates when the toner-collection unit is nearly full and when it is completely full. When it is
completely full, printing stops until the toner-collection unit is replaced.
To purchase a toner-collection unit (part number B5L37A), go to the HP Parts Store at www.hp.com/buy/parts.
NOTE: The toner-collection unit is designed for a single use. Do not attempt to empty the toner-collection unit
and reuse it. Doing so could lead to toner being spilled inside the printer, which could result in reduced print
quality. After use, return the toner-collection unit to HP’s Planet Partners program for recycling.
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.
Remove and replace the toner-collection unit
1. Open the front door.
2. Open the toner-collection-unit door on the upper-
left side of the printer.
44 Chapter 3 Supplies, accessories, and parts ENWW
3. Pull out the toner-collection unit and the attached
door.
4. Remove the new toner-collection unit from its
packaging.
5. Install the new toner-collection unit and the
attached door into the printer. Align the tabs on the
door with the slots in the printer.
ENWW Replace the toner-collection unit 45
6. Close the toner-collection unit door.
7. Close the front door.
To recycle the used toner-collection unit, follow the
instructions included with the new toner-collection
unit.
46 Chapter 3 Supplies, accessories, and parts ENWW
Replace the staple cartridge (c, z models)
Introduction
The following information provides details about the staple cartridges for the printer, and it includes instructions
to replace them.
To purchase a package of two staple cartridges (part number Q7432A), go to the HP Parts Store at
www.hp.com/buy/parts. Each cartridge holds 1,500 staples.
Remove and replace the staple cartridge
1. Open the stapler door.
NOTE: Opening the stapler door disables the
stapler.
2. Remove the staple cartridge from the printer.
ENWW Replace the staple cartridge (c, z models) 47
3. Insert the new staple cartridge into the opening
inside the stapler door.
4. Close the stapler door.
48 Chapter 3 Supplies, accessories, and parts ENWW
4 Print
●
Print tasks (Windows)
●
Print tasks (macOS)
●
Store print jobs on the printer to print later or print privately
●
Mobile printing solutions
●
Print from a USB ash drive
●
Print using high-speed USB 2.0 port (wired)
For more information
The following information is correct at the time of publication.
For video assistance, see www.hp.com/videos/LaserJet.
For current information, see www.hp.com/support/colorljM578MFP.
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 49
Print tasks (Windows)
How to print (Windows)
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.
NOTE: 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)
Use this procedure for printers that have an automatic duplexer installed. If the printer does not have an
automatic duplexer installed, or to print on paper types that the duplexer does not support, print on both sides
manually.
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: 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. Click OK to close the Document Properties dialog.
5. In the Print dialog, click Print to print the job.
50 Chapter 4 Print ENWW
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.
NOTE: 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)
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: 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 list.
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.
ENWW Print tasks (Windows) 51
Select the paper type (Windows)
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: 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. Select the OK button to accept the detected type and size, or select the Modify button to choose a dierent
paper size or type.
8. Select the correct type and size, and then select the OK button.
52 Chapter 4 Print ENWW
Additional print tasks
Go to www.hp.com/support/colorljM578MFP.
Instructions are available for performing specic 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
ENWW Print tasks (Windows) 53
Print tasks (macOS)
How to print (macOS)
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)
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.
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)
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.
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, select the appropriate control panel button to continue.
54 Chapter 4 Print ENWW
Print multiple pages per sheet (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 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)
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.
● Media Type: Select the option for the type of paper for the print job.
● Print 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
Go to www.hp.com/support/colorljM578MFP.
Instructions are available for performing specic 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
ENWW Print tasks (macOS) 55
● Print the rst or last pages of the document on dierent paper
● Print watermarks on a document
56 Chapter 4 Print ENWW
Store print jobs on the printer to print later or print privately
Introduction
The following information provides procedures for creating and printing documents that are stored on the
printer. These jobs can be printed at a later time or printed privately.
●
Create a stored job (Windows)
●
Create a stored job (macOS)
●
Print a stored job
●
Delete a stored job
●
Information sent to printer for Job Accounting purposes
Create a stored job (Windows)
Store jobs on the printer 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 (the name varies for
dierent software programs).
NOTE: The name of the button varies for dierent software programs.
NOTE: 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.
ENWW Store print jobs on the printer to print later or print privately 57
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:
● 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 printer 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. By default, the print driver displays the Copies & Pages menu. Open the menus drop-down list, and then
click the Job Storage 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.
● 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 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 to print it again later.
● 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.
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.
● 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 step 4, 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 number.
7. Click the Print button to process the job.
58 Chapter 4 Print ENWW
Print a stored job
Use this procedure to print a document that is in a job storage folder on the printer.
1. From the Home screen on the printer control panel, select Print, and then select Print from Job Storage.
2. Under Stored Jobs to Print, select Choose, and then select the folder where the document is saved.
3. Select the document, and then touch Select.
If the document is private, enter the four-digit PIN in the Password eld, and then select OK.
4. To adjust the number of copies, select the box to the left of the Print button, and then select the number of
copies from the keypad that opens. Select the Close button to close the keypad.
5. Select Print to print the document.
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
●
Change the job storage limit
Delete a job that is stored on the printer
Follow these steps to delete a job that is stored in the printer memory.
1. From the Home screen on the printer control panel, select Print, and then select Print from Job Storage.
2. Select Choose, and then select the name of the folder where the job is stored.
3. Select the name of the job.
4. Select the Trash button to delete the job.
If the job is private or encrypted, enter the PIN or password, and then select OK.
5. Select Delete Jobs on the conrmation prompt.
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. Follow these steps to change the
number of jobs that the printer can store:
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:
a. Copy/Print or Print
b. Manage Stored Jobs
c. Temporary Job Storage Limit
ENWW Store print jobs on the printer to print later or print privately 59
3. Use the keypad to enter the number of jobs that the printer stores.
4. Select 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.
60 Chapter 4 Print ENWW
Mobile printing solutions
Introduction
HP oers multiple mobile printing solutions to enable easy printing to an HP printer from a laptop, tablet,
smartphone, or other mobile device. To see the full list and to determine the best choice, go to www.hp.com/go/
MobilePrinting.
NOTE: Update the printer rmware to ensure all mobile printing and ePrint capabilities are supported.
●
Wi-Fi, Wi-Fi Direct Print, NFC, and BLE printing
●
HP ePrint via email
●
AirPrint
●
Android embedded printing
Wi-Fi, Wi-Fi Direct Print, NFC, and BLE printing
HP provides Wi-Fi, Wi-Fi Direct Print, Near Field Communication (NFC), and Bluetooth Low Energy (BLE) printing
for printers with a supported HP Jetdirect 3100w BLE/NFC/Wireless Accessory. This accessory is available as an
option for HP LaserJet printers that include a hardware-integration pocket (HIP).
Wi-Fi, Wi-Fi Direct Print, NFC, and BLE printing enable Wi-Fi capable (mobile) devices to make a wireless network
connection directly to the printer without using a wireless router.
The printer does not need to be connected to the network for this mobile walk-up printing to work.
Use Wi-Fi Direct Print to print wirelessly from the following devices:
● iPhone, iPad, or iPod touch using Apple AirPrint
● Android mobile devices using the Android embedded print solution
For more information on wireless printing, go to www.hp.com/go/wirelessprinting.
NFC and Wi-Fi Direct Print capabilities can be enabled or disabled from the printer control panel.
1. From the Home screen on the printer control panel, open the Settings menu.
2. Open the following menus:
● Networking
● Wi-Fi Direct
● Status
3. Select On, and then select OK to enable wireless printing.
NOTE: In environments where more than one model of the same printer is installed, it might be helpful to
provide each printer a unique Wi-Fi Direct Name for easier printer identication for Wi-Fi Direct printing. The
wireless network names, e.g., Wi-Fi, Wi-Fi Direct, etc. are available on the Information screen by pressing or
touching the Information button on the printer control panel, and then selecting the Network option or the
Wireless option.
Complete the following procedure to change the printer Wi-Fi Direct name:
ENWW Mobile printing solutions 61
1. From the Home screen on the printer control panel, open the Settings menu.
2. Open the following menus:
● Networking
● Wi-Fi Direct
● Wi-Fi Direct name
3. Use the keypad to change the name in the Wi-Fi Direct Name text eld. Select OK.
HP ePrint via email
Use HP ePrint to print documents by sending them as an email attachment to the printer's email address from
any email enabled device.
To use HP ePrint, the printer must meet these requirements:
● The printer must be connected to a wired or wireless network and have Internet access.
● HP Web Services must be enabled on the printer, and the printer must be registered with HP Connected.
Follow this procedure to enable HP Web Services and register with HP Connected:
1. Open the HP Embedded Web Server (EWS):
AirPrint
a. Find the printer IP address. On the printer control panel, press the button, and then use the arrow
keys to select the Ethernet menu. Press the OK button to open the menu and display the IP
address or host name.
b. From a computer on the same network as the printer, open a web browser. 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.
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.
2. Click the HP Web Services tab.
3. Select the option to enable Web Services.
NOTE: Enabling Web Services might take several minutes.
4. Go to www.hpconnected.com to create an HP ePrint account and complete the setup process.
Direct printing using Apple’s AirPrint is supported for iOS and from Mac computers running macOS 10.7 Lion and
newer. Use AirPrint to print directly to the printer from an iPad, iPhone (3GS or later), or iPod touch (third
generation or later) in the following mobile applications:
● Mail
● Photos
62 Chapter 4 Print ENWW
● Safari
● iBooks
● Select third-party applications
To use AirPrint, the printer must be connected to the same network (sub-net) as the Apple device. For more
information about using AirPrint and about which HP printers are compatible with AirPrint, go to
www.hp.com/go/MobilePrinting.
NOTE: Before using AirPrint with a USB connection, verify the version number. AirPrint versions 1.3 and earlier
do not support USB connections.
Android embedded printing
HP's built-in print solution for Android and Kindle enables mobile devices to automatically nd and print to HP
printers that are either on a network or within wireless range for Wi-Fi Direct printing.
The print solution is built into the many versions of the operating system.
NOTE: If printing is not available on your device, go to the Google Play > Android apps and install the HP Print
Service Plugin.
For more information on how to use Android embedded printing and which Android devices are supported, go to
www.hp.com/go/MobilePrinting.
ENWW Mobile printing solutions 63
Print from a USB ash drive
Introduction
This printer features easy-access USB printing, for quickly printing les without sending them from a computer.
The printer accepts standard USB ash drives in the USB port near the control panel. The control panel USB port
supports the following types of les:
– .pdf
– .prn
– .pcl
– .ps
– .cht
●
Enable the USB port for printing
●
Print USB documents
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 menus
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
a. Copy/Print or Print
b. Enable Print From USB Drive
3. Select the Enabled option.
Method two: Enable the USB port from the HP Embedded Web Server (network-connected printers only)
1. Find the printer IP address: From the Home screen on the printer control panel, select the Information
icon, 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 There is a problem with this website’s security certicate message
when attempting to open the EWS, click Continue to this website (not recommended).
Choosing Continue to this website (not recommended) will not harm the computer while navigating within
the EWS for the HP printer.
64 Chapter 4 Print ENWW
3. Select the Copy/Print tab for multi-function printer models, or the Print tab for single-function printer
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
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, select Print, and then select Print from USB Drive.
3. 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.
4. To adjust the number of copies, select the eld for the number of copies. Use the keypad to enter the
number of copies to print.
5. Select Print to print the document.
ENWW Print from a USB ash drive 65
Print using high-speed USB 2.0 port (wired)
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 on the back of the printer 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
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
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 (network-connected printers only)
1. Find the printer IP address: From the Home screen on the printer control panel, select the Information
icon, 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 There is a problem with this website’s security certicate message
when attempting to open the EWS, click Continue to this website (not recommended).
Choosing Continue to this website (not recommended) will not harm the computer while navigating within
the EWS for the HP printer.
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 check box to enable both of the items:
● Enable Device USB
● Enable Host USB plug and play
6. Click Apply.
66 Chapter 4 Print ENWW
5 Copy
●
Make a copy
●
Copy on both sides (duplex)
●
Additional options when copying
●
Additional copy tasks
For more information
The following information is correct at the time of publication.
For video assistance, see www.hp.com/videos/LaserJet.
For current information, see www.hp.com/support/colorljM578MFP.
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 67
Make a copy
Follow these steps to make a copy from the scanner glass or the 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, select Copy.
3. Select settings from the Sides menu and the Color/Black menu (color printers), and then select Done.
4. If you are using a Quick Set, select Load under Quick Sets and Defaults. Select the Quick Set from the list,
and then select Load in the lower right corner.
NOTE: Quick Sets are predened copy settings for various types of output, such as Text, Photograph, and
High Quality.
5. To adjust settings, such as Reduce/Enlarge and Content Orientation, select Options in the lower left corner,
and then select the settings from the Options menus. Select Done if prompted.
6. Optional Preview: Touch the right pane of the screen to preview the document. You can use the Expand and
Collapse buttons on the left side of the preview pane to expand and collapse the preview screen.
Table 5-1 Preview pane controls
Expand button Collapse button
Use the buttons on the right of the screen to adjust the preview options and to rearrange, rotate, insert, or
remove pages.
Table
5-2 Preview buttons
Button Description
Toggle between the two-page view and the thumbnail view. More options are available in the
thumbnail view than in the two-page view.
Zoom in or out on the selected page.
NOTE: Select only one page at a time to use these buttons.
68 Chapter 5 Copy ENWW
Table 5-2 Preview buttons (continued)
Button Description
Rotate the page 180 degrees.
NOTE: This button is available only in the thumbnail view.
Delete the selected pages.
NOTE: This button is available only in the thumbnail view.
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.
Add a page to the document. The printer prompts you to scan additional pages.
Clear the changes made in the preview and start over.
7. To adjust the number of copies, touch the box to the left of the Copy button, and then select the number of
copies from the keypad that opens. Select the Close button to close the keypad.
8. When the document is ready, select Copy to begin copying.
ENWW Make a copy 69
Copy on both sides (duplex)
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, select Copy.
3. Select the arrow under Sides to view available options.
4. In the Original Sides section, select the option that describes the original document:
● Use 1-sided for originals that are printed on one side of the page.
● Use 2-sided for originals that are printed on both sides of the page.
● Enable or disable Pages Flip Up to determine on which edge of the page a 2-sided original ips.
5. In the Output Sides section, 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.
NOTE: This feature is not available for all rmware versions. You might need to update the printer
rmware to use this feature.
● 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: The output will be 2-sided.
● Enable or disable Pages Flip Up to determine on which edge of the page the 2-sided output ips.
6. Select Done.
7. Adjust any other settings as needed. Select Done for each setting if prompted.
8. Optional Preview: Touch the right pane of the screen to preview the document. You can use the Expand and
Collapse buttons on the left side of the preview pane to expand and collapse the preview screen.
Table
5-3 Preview pane controls
Expand button Collapse button
Use the buttons on the right of the screen to adjust the preview options and to rearrange, rotate, insert, or
remove pages.
70 Chapter 5 Copy ENWW
Table 5-4 Preview buttons
Button Description
Toggle between the two-page view and the thumbnail view. More options are available in the
thumbnail view than in the two-page view.
Zoom in or out on the selected page.
NOTE: Select only one page at a time to use these buttons.
Rotate the page 180 degrees.
NOTE: This button is available only in the thumbnail view.
Delete the selected pages.
NOTE: This button is available only in the thumbnail view.
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.
Add a page to the document. The printer prompts you to scan additional pages.
Clear the changes made in the preview and start over.
9. To adjust the number of copies, touch the box to the left of the Copy button, and then select the number of
copies from the keypad that opens. Select the Close button to close the keypad.
10. When the document is ready, select Copy to begin copying.
ENWW Copy on both sides (duplex) 71
Additional options when copying
The following settings are available in the Options list when copying.
NOTE: The following list contains the master set of options available for HP Enterprise MFP printers. Some
options are not available on all printers.
Table 5-5 Copy options
Option Description
Number of Copies Specify the number of copies to make.
Load and Save Settings Load Quick Set: Load copy settings from a saved Quick Set.
NOTE: Use the HP Embedded Web Server to create and save Quick Sets.
Save Defaults: Save the current settings in the Options list as default settings for future copy jobs.
Sides Specify whether the original document is printed on one side or both sides, and whether the copies are
to be printed on one side or both sides.
Color/Black
For color printers only.
Staple
For printers with automatic
nishing accessories only. This
feature does not apply to
printers with convenience
staplers.)
Scan Mode Standard Document: Scan a page or stack of pages through the document feeder, or individually on the
Reduce/Enlarge Scale the size of the scanned document up or down.
Original Size Specify the paper size for the original document.
Paper Selection Specify the paper size and type for the copies.
Booklet Format and rearrange original scanned images into pages that print as a booklet.
Content Orientation Specify whether the original document is printed in Portrait or Landscape orientation.
Specify whether copies are to be printed in color, black and gray, or black only.
Specify the placement of staples.
atbed glass.
Book Mode: Scan an open book and output each page of the book onto dierent pages.
2-sided ID Copy: Scan each side of an identication card on the atbed glass and output them onto one
page. After scanning the rst side, the printer prompts to place the second side in the correct position
on the glass.
Pages per Sheet Copy multiple sheets of paper onto a single sheet. Select one, two, or four pages per sheet.
Output Bin
For printers with multiple output
bins only.
Specify which output bin to use for the job when the printer output bins are congured for mailbox
mode.
NOTE: This option does not appear when the output bins are congured for stacker mode or
function-separator mode.
72 Chapter 5 Copy ENWW
Table 5-5 Copy options (continued)
Option Description
Paper Path
For printers that have an option
to ip pages inside the paper
path.
Image Adjustment Sharpness: Clarify or soften the image. For example, increasing the sharpness could make text appear
Optimize Text/Picture Optimize the job for the type of image being scanned: text, graphics, or photos.
Edge-to-Edge Scan and print a copy closer to the edge of the page than is normally allowed. Printing close to the
Erase Edges Remove blemishes, such as dark borders or staple marks, by cleaning the edges of the scanned image.
Collate Assemble each set of pages in the same order as the original document when making multiple copies
Select a specic paper path:
Face-up (straightest path): Pages output to the bin in the opposite order that they were placed in the
document feeder.
Face-down (correct order): Pages are stacked in the same order as they were placed in the document
feeder.
crisper, but decreasing it could make photos appear smoother.
Darkness: Increase or decrease the amount of white and black used in colors in scanned images.
Contrast: Increase or decrease the dierence between the lightest and the darkest color on the page.
Background Cleanup: Remove faint colors from the background of scanned images. For example, if the
original document is printed on colored paper, use this feature to lighten the background without
aecting the darkness of the image.
Automatic Tone: Available for Flow printers only. The printer automatically adjusts the Darkness,
Contrast, and Background Cleanup settings to the most appropriate for the scanned document.
edge can result in some print-quality issues.
of a document.
Automatically Straighten
NOTE: Available on Flow
models only.
This feature is not available for
all rmware versions. You might
need to update the printer
rmware to use this feature.
Blank Page Suppression
NOTE: This feature is not
available for all rmware
versions. You might need to
update the printer rmware to
use this feature.
Multi-feed Detection Enable or disable multi-feed detection. When enabled, scanning stops when the printer detects more
Automatically straighten a scanned image.
Exclude blank pages in the original document from scanned images. This feature is useful for scanning
pages printed on both sides to eliminate blank pages in the resulting scanned document.
than one page at a time being fed in the document feeder. When disabled, scanning continues when a
multi-feed is detected, to allow scanning pages that are stuck together, originals with self-adhesive
notes on them, or thick paper.
ENWW Additional options when copying 73
Additional copy tasks
Go to www.hp.com/support/colorljM578MFP.
Instructions are available for performing specic 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
74 Chapter 5 Copy ENWW
6 Scan
●
Set up Scan to Email
●
Set up Scan to Network Folder
●
Set up Scan to SharePoint®
●
Set up Scan to USB Drive
●
Scan to email
●
Scan to job storage
●
Scan to network folder
●
Scan to SharePoint
●
Scan to USB drive
●
Additional options when scanning
●
HP JetAdvantage business solutions
●
Additional scan tasks
For more information
The following information is correct at the time of publication.
For video assistance, see www.hp.com/videos/LaserJet.
For current information, see www.hp.com/support/colorljM578MFP.
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 75
Set up Scan to Email
●
Introduction
●
Before you begin
●
Step one: Access the HP Embedded Web Server (EWS)
●
Step two: Congure the Network Identication settings
●
Step three: Congure the Scan to Email feature
●
Step four: Congure the Quick Sets (optional)
●
Step ve: Set up Scan to Email to use Oce 365 Outlook (optional)
Introduction
The printer has a feature that enables it to scan a document and send it to one or more email addresses. 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 sux (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)
1. From the Home screen on the printer control panel, touch the Information icon, and then touch the
Network
icon to display the IP address or host name.
76 Chapter 6 Scan ENWW
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.
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.
Step two: Congure the Network Identication settings
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 Oce 365, see "Step ve: Set up Scan to Email to
use Oce 365 Outlook (optional)."
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.
4. If DNS is required on the network, in the TCP/IP Domain Sux area, verify that the DNS sux for the email
client being used is listed. DNS suxes have this format: companyname.com, gmail.com, etc.
NOTE: If the Domain Name sux is not set up, use the IP address.
5. Click Apply.
6. Click OK.
ENWW Set up Scan to Email 77
Step three: Congure the Scan to Email feature
The two options for conguring Scan to Email are the Email Setup Wizard for basic conguration and Email
Setup for advanced conguration. Use the following options to congure the Scan to Email feature:
●
Method one: Basic conguration using the Email Setup Wizard
●
Method two: Advanced conguration using the Email Setup
Method one: 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 another function
▲ Select Use a server already in use by another function, and then click Next.
78 Chapter 6 Scan ENWW
Option two: Search network for outgoing email server
NOTE: This option nds outgoing SMTP servers inside your rewall only.
a. Select Search the network for outgoing email servers, and then click Next.
b. Select the appropriate server from the Congure Email Server (SMTP) list, and then click Next.
c. Select the option that describes the server’s authentication requirements:
– Server does not require authentication: Select Server does not require authentication, and then
Next.
click
-OR-
– Server requires authentication: From the drop-down list, select an authentication option:
○ Use credentials of user to connect after Sign In at the control panel: Select Use credentials
of user to connect after Sign In at the control panel, and then click Next.
-OR-
○ Always use these credentials: Select Always use these credentials, enter the User name
and Password, and then click Next.
Option three: Add SMTP server
a. Select Add SMTP server
b. 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.
c. 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:
○ Use credentials of user to connect after Sign In at the control panel: Select Use credentials
of user to connect after Sign In at the control panel, and then click Next.
-OR-
○ Always use these credentials: 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 for the sender’s email
address, and then click Next.
ENWW Set up Scan to Email 79
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.
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.
Option Description
File Type Select the default le type that the for the scanned document:
● PDF
● JPEG
● TIFF
● MTIFF
● XPS
● PDF/A
Color/Black Select the default color setting for the scanned document:
● Color
● Black
● Black/Gray
● Automatically detect
80 Chapter 6 Scan ENWW
Option Description
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
1. Using the EWS top navigation tabs, click Scan/Digital Send, and then click Email Setup in the left navigation
pane.
NOTE: By default, the Email Setup 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.
2. On the Email Setup dialog, 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:
ENWW Set up Scan to Email 81
● Select one of the displayed servers
● Click Add to start the SMTP wizard.
1. In the SMTP wizard, select one of the following options:
○ 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 Next.
NOTE: 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).
NOTE: 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.
NOTE: 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.
Please 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:
○ 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.
NOTE: If the server requires authentication, a user name and password for sending automatic
alerts and reports from the printer will be required.
82 Chapter 6 Scan ENWW
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.
Address and Message Field Control settings:
Feature Description
1
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
1
formats
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:
1
To:
1
CC:
1
BCC:
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
1
This setting is available only on the Advanced Settings page.
Select to allow an invalid email address format.
(unless a user is signed in), do not select the User editable check box.
When setting up the address 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. 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.
Provide a To (recipient) email address for emails.
Provide a CC email address for emails.
Provide a BCC email address for emails.
select the User editable check box for Message:.
5. In the Signing and Encryption area, set the signing and encryption preferences.
NOTE: These settings are available only on the Advanced Settings page.
Signing and Encryption settings:
ENWW Set up Scan to Email 83
Feature Description
Signing Select whether to sign the 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.
Encryption Select whether to encrypt the email.
Select the User editable check box to make this setting editable at the printer control panel.
Encryption Algorithm Select the algorithm to use for encrypting the email.
Attribute for Recipient Public
Key
Use the recipient public key
certicate to verify the
recipient
Enter which attribute to use to retrieve the recipient’s public key certicate from LDAP.
Select this setting to use the recipient’s public key certicate to verify the recipient.
6. In the Notication area, select when users will receive notications about sent emails. The default setting is
using the signed in user's email address. If the recipient email address is blank, no notication is sent.
7. In the Scan Settings area, set the default scanning preferences.
NOTE: These settings are available only on the Advanced Settings page.
Scan settings:
Feature Description
Original Size Select the page size of the original document.
Original Sides Select whether the original document is single-sided or double-sided.
Optimize Text/Picture Select to optimize for the output of a particular type of content.
Content Orientation Select the way the content of the original document is placed on the page: Portrait or Landscape.
Background Cleanup Select a value to remove faint images from the background or to remove a light background color.
Darkness Select a value to adjust the darkness of the le.
Contrast Select a value to adjust the contrast of the le.
Sharpness Select a value to adjust the sharpness of the le.
Image Preview Select whether to require or make optional a displayed preview of the job or to disable a preview.
Cropping Options Select whether or not to allow a job to be cropped and the type of cropping option.
Erase Edges Select this setting to specify the width of edge margins to be erased, in either inches or
millimeters, for the front side and back side of a job.
8. In the File Settings area, set the default le settings preferences.
File settings:
Feature
File Name Prex
1
Description
Set the default le name prex used for les saved to a network folder.
84 Chapter 6 Scan ENWW
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 Name Sux
1
Set the default le name sux used for les saved to a network folder.
Duplicate lename sux default [lename]_YYYYMMDDT
File Name Preview
1
File Numbering Format
1
Enter a le name, and then click the Update Preview button.
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)
1
Select this setting to add numbering to a le name when the job is only one le instead of multiple
les.
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.
High Compression (smaller
1
le)
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
1
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.
Resolution Set the resolution for the le. Higher resolution images have more dots per inch (dpi), so they
show more detail. Lower resolution images have fewer dots per inch and show less detail, but the
le size is smaller.
Quality and File Size Select the quality for the le. Higher-quality images require a larger le size than lower-quality
images, and they take more time to send.
Color/Black Specify whether copies are to be printed in color, black and gray, or black only.
Suppress blank pages
Create Multiple Files
1
1
If the Suppress blank pages option is enabled, blank pages will be ignored.
Select this setting to scan pages into separate les based on a predetermined maximum number
of pages per le.
1
This setting is available only on the Advanced Settings page.
9. Review the selected options to verify that they are accurate, and then click Apply to complete the setup.
Step four: Congure the Quick Sets (optional)
Quick Sets are optional short-cut jobs that can be accessed on the main Home screen or within the Quick Sets
application at the printer.
1. In the Email Setup area of the left navigation pane, click Quick Sets.
2. Select one of the following options:
● Select an existing Quick Set under Quick Sets Application in the table.
-OR-
● Click Add to start the Quick Set Wizard.
3. If you selected Add, the Quick Sets Setup page opens. Complete the following information:
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● Quick Set Name: Enter a title for the new Quick Set.
● Quick Set Description: Enter a description of the Quick Set.
● Quick Set Start Option: To set how the Quick Set starts, click either Enter application, then user
presses Start or Start instantly when selected from the Home Screen.
4. Dene the following settings for the Quick Set: Address and Message Field Control, Signing and Encryption,
Notication, Scan Settings, File Settings.
5. Click Finish to save the Quick Set.
Step ve: Set up Scan to Email to use Oce 365 Outlook (optional)
Introduction
Microsoft Oce 365 Outlook is a cloud-based email system provided by Microsoft which uses Microsoft's Simple
Mail Transfer Protocol (SMTP) server to send or receive emails. Complete the following to enable the printer to
send an email with an Oce 365 Outlook account from the control panel.
NOTE: You must have an email address account with Oce 365 Outlook to congure the settings in the EWS.
Congure the outgoing email server (SMTP) to send an email from an Oce 365 Outlook account
1. Using the EWS top navigation tabs, click Networking.
2. In the left navigation pane, click TCP/IP Settings.
3. In the TCP/IP Settings area, click the Network Identication tab.
4. If DNS is required on the network, in the TCP/IP Domain Sux area, verify that the DNS sux for the email
client being used is listed. DNS suxes have this format: companyname.com, Gmail.com, etc.
NOTE: If the Domain Name sux is not set up, use the IP address.
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5. Click Apply.
6. Click the Scan/Digital Send tab.
7. On the left navigation pane, click Email Setup.
8. On the Email Setup page, select the Enable Scan to Email check box. If this check box is not available, the
feature is unavailable at the printer control panel.
9. In the Outgoing Email Servers (SMTP) area, click Add to start the SMTP wizard.
10. In the I know my SMTP server address or host name eld, type smtp.onoce.com, and then click Next.
11. On the Set the basic information necessary to connect to the server dialog, in the Port Number eld, type
587.
NOTE: 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).
12. Select the Enable SMTP SSL Protocol check box, and then click Next.
13. On the Server Authentication Requirements dialog, complete the following information:
a. Select Server requires authentication.
b. From the drop-down list, select Always use these credentials
c. In the Username eld, type the Oce 365 Outlook email address.
d. In the Password eld, type the Oce 365 Outlook account password, and then click Next.
14. On the Server Usage dialog, choose the printer functions that will send email through this SMTP server, and
then click the Next button.
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15. On the Summary and Test dialog, enter a valid email address in the Send test email to: eld, and then click
Test.
16. Verify that all of the settings are correct, and then click Finish to complete the outgoing email server set up.
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