HP OfficeJet 4255 User Manual

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hp officejet 4200 series

all-in-one

user guide

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hp officejet 4200 series

all-in-one

Page 4

The information herein is subject to change without notice.

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

This product incorporates Adobe’s PDF technology, which contains an implementation of LZW licensed under U.S. Patent 4,558,302.

Adobe and the Acrobat logo are trademarks of Adobe Systems Incorporated.

Apple, the Apple logo, Mac, Mac logo, Macintosh, and Mac OS are trademarks of Apple Computer, Inc., registered in the U.S. and other countries.

Publication number: Q5600-90113 First edition: January 2004

Windows ME 2000

of Microsoft Corporation. Intel

registered trademarks of Intel Corporation.

, Windows NT®, Windows

, Windows XP®, and Windows

are U.S.-registered trademarks

and Pentium® are U.S.

notice

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

The Hewlett-Packard Company shall not be liable for incidental or consequential damages in connection with, or arising out of the furnishing, performance, or use of this document and the program material which it describes.

Note: Regulatory information can be found in the Technical Information chapter of this guide.

It is not lawful in many places to make copies of the following items. When in doubt, check with a legal representative first.

• Governmental paper or

documents:

- Passports

- Immigration papers

- Selective service papers

- Identification badges, cards, or

insignias

• Governmental stamps:

- Postage stamps

- Food stamps

• Checks or drafts drawn on

Governmental agencies

• Paper currency, traveler’s checks,

or money orders

• Certificates of deposit

• Copyrighted works safety information

Warning! To prevent fire

or shock hazard, do not expose this product to rain or any type of moisture.

Always follow basic safety precautions when using this product to reduce risk of injury from fire or electric shock.

Warning! Potential

shock hazard

1 Read and understand all

instructions in the setup poster.

2 Use only a grounded electrical

outlet when connecting the device to a power source. If you do not know whether the outlet is grounded, check with a qualified electrician.

3 Observe all warnings and

instructions marked on the product.

4 Unplug this product from wall

outlets before cleaning.

5 Do not install or use this product

near water or when you are wet.

6 Install the product securely on a

stable surface.

7 Install the product in a protected

location where no one can step on or trip over the line cord, and where the line cord will not be damaged.

8 If the product does not operate

normally, see the online Troubleshooting help.

9 No operator-serviceable parts

inside. Refer servicing to qualified service personnel.

10 Use in a well-ventilated area.

Warning! The handset

ear cap used with this product may attract dangerous objects like pins, staples, or needles. Take care to avoid harm that might occur from the retention of dangerous objects on the ear piece of the handset.

Warning! This

equipment will be inoperable when mains power fails.

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contents

1 hp officejet overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3

the hp officejet at a glance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4

front panel overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5

menu overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8

use the hp director software to do more with your hp officejet . . . . . . . . 8

open the hp director for Windows users. . . . . . . . . . . . . . . . . . . . . 9

open the hp director for Macintosh users . . . . . . . . . . . . . . . . . . . 10

2 load paper and load originals. . . . . . . . . . . . . . . . . . . . . . . . . . 15

open and close the hp officejet . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15

open and close the paper tray . . . . . . . . . . . . . . . . . . . . . . . . . . 15

open and close the document feeder tray and document catcher. . . 16

papers for printing and copying. . . . . . . . . . . . . . . . . . . . . . . . . . . . 17

recommended papers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17

papers to avoid . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18

load paper . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19

load full-size papers. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19

load envelopes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20

load 4 by 6 inch (10 by 15 cm) photo paper with tear off tabs. . . . 20

load postcards, index, or Hagaki cards . . . . . . . . . . . . . . . . . . . . 22

load other types of paper in the paper tray . . . . . . . . . . . . . . . . . 22

set the paper type . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23

paper type settings for copying . . . . . . . . . . . . . . . . . . . . . . . . . 23

set the paper type for copying . . . . . . . . . . . . . . . . . . . . . . . . . . 24

set the paper size . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24

paper size setting for copying. . . . . . . . . . . . . . . . . . . . . . . . . . . 24

paper size setting for receiving a fax . . . . . . . . . . . . . . . . . . . . . . 24

avoid jams . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25

load originals . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25

3 use the copy features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27

overview. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27

use the copy features from the front panel. . . . . . . . . . . . . . . . . . . 27

increase copy speed or quality . . . . . . . . . . . . . . . . . . . . . . . . . . 28

change default copy settings. . . . . . . . . . . . . . . . . . . . . . . . . . . . 28

copy a two-page black-and-white document . . . . . . . . . . . . . . . . . . . 29

make multiple copies of the same original . . . . . . . . . . . . . . . . . . . . 30

copy a photo onto a full-size page . . . . . . . . . . . . . . . . . . . . . . . . . 30

copy a legal-size document onto letter paper . . . . . . . . . . . . . . . . . . 32

copy a washed-out original . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32

copy a document that has been faxed several times . . . . . . . . . . . . . . 33

enhance light areas of your copy . . . . . . . . . . . . . . . . . . . . . . . . . . 34

stop copying . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34

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contents

4 use the scan features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .35

scan an original . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .36

stop scanning . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .36

5 use the fax features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37

send a fax . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .38

enable fax confirmation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .38

send a basic fax. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .39

send a color original or photo fax . . . . . . . . . . . . . . . . . . . . . . . .39

send a fax using speed dials . . . . . . . . . . . . . . . . . . . . . . . . . . . .40

send a fax using redial . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .41

schedule a fax . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .41

cancel a scheduled fax . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .42

send a fax from memory . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .42

send a fax using monitor dialing . . . . . . . . . . . . . . . . . . . . . . . . .43

send a fax manually from a telephone . . . . . . . . . . . . . . . . . . . . .43

set the answer mode . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .44

receive a fax . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .47

set the number of rings before answering . . . . . . . . . . . . . . . . . . .47

receive a fax manually from a phone . . . . . . . . . . . . . . . . . . . . . .48

receive a fax manually from the front panel . . . . . . . . . . . . . . . . . .48

receive a fax manually using the attached handset (hp officejet 4250 series only)

poll to receive a fax . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .49

use the attached handset (hp officejet 4250 series only) . . . . . . . . . . . .50

answer incoming calls using the handset . . . . . . . . . . . . . . . . . . . .50

make phone calls using the handset . . . . . . . . . . . . . . . . . . . . . . .50

receive faxes using the handset. . . . . . . . . . . . . . . . . . . . . . . . . . .51

send faxes using the handset . . . . . . . . . . . . . . . . . . . . . . . . . . . .51

adjust the handset volume . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .51

set the fax header . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .51

enter text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .52

enter a phone number . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .52

print reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .53

generate reports automatically . . . . . . . . . . . . . . . . . . . . . . . . . . .53

generate reports manually . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .54

set up speed dialing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .55

create individual speed-dial entries . . . . . . . . . . . . . . . . . . . . . . . .56

add group speed-dial entries . . . . . . . . . . . . . . . . . . . . . . . . . . . .56

update speed-dial entries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57

delete speed-dial entries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57

change fax resolution and lighter/darker settings. . . . . . . . . . . . . . . . .58

change the fax resolution . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .58

change lighter/darker setting . . . . . . . . . . . . . . . . . . . . . . . . . . .59

set new defaults . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .59

set fax options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .60

set the date and time . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .60

set the paper size for received faxes . . . . . . . . . . . . . . . . . . . . . . .61

hp officejet 4200 series

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set tone or pulse dialing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61

adjust the ring volume . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61

adjust the phone line monitor volume . . . . . . . . . . . . . . . . . . . . . 62

forward faxes to another number . . . . . . . . . . . . . . . . . . . . . . . . 62

edit or cancel fax forwarding . . . . . . . . . . . . . . . . . . . . . . . . . . . 62

change the answer ring pattern (distinctive ringing) . . . . . . . . . . . . 63

redial a busy or unanswered number automatically . . . . . . . . . . . . 63

set automatic reduction for incoming faxes . . . . . . . . . . . . . . . . . . 64

use error correction mode . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65

set the fax speed . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65

use caller ID . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66

block junk fax numbers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66

set backup fax reception . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67

set the country and language . . . . . . . . . . . . . . . . . . . . . . . . . . . 68

reprint the faxes in memory . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68

stop faxing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68

6 print from your computer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71

print from a software application . . . . . . . . . . . . . . . . . . . . . . . . . . . 71

Windows users . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71

Macintosh users . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72

set printing options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72

Windows users . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72

Macintosh users . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73

stop a print job . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .74

contents

7 order supplies. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75

order media . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75

order print cartridges . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75

order other supplies . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75

8 maintain your hp officejet . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 77

clean the glass . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 77

clean the white strip . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 78

clean the exterior . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 79

work with print cartridges . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 79

check the ink levels . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 79

print a self-test report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80

handle the print cartridges . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82

replace the print cartridges . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82

use a photo print cartridge . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 85

use the print cartridge protector. . . . . . . . . . . . . . . . . . . . . . . . . . 85

align the print cartridges . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 86

clean the print cartridges . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 88

clean the print cartridge contacts . . . . . . . . . . . . . . . . . . . . . . . . 88

replace the telephone cord . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 89

restore factory defaults . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 90

set the scroll speed . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 90

set the prompt delay time . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 91

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set the language and country/region. . . . . . . . . . . . . . . . . . . . . . . . .91

self-maintenance sounds. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .92

9 hp officejet 4200 series support . . . . . . . . . . . . . . . . . . . . . . . . .93

get support and other information from the Internet . . . . . . . . . . . . . . .93

hp customer support . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .93

call in North America during warranty . . . . . . . . . . . . . . . . . . . . .94

call elsewhere in the world . . . . . . . . . . . . . . . . . . . . . . . . . . . . .94

call in Australia post-warranty . . . . . . . . . . . . . . . . . . . . . . . . . . .96

prepare your hp officejet for shipment . . . . . . . . . . . . . . . . . . . . . . . .96

10 warranty information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .99

duration of limited warranty . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .99

warranty service . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .99

warranty upgrades . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .99

returning your hp officejet for service . . . . . . . . . . . . . . . . . . . . . . . .100

hewlett-packard limited global warranty statement . . . . . . . . . . . . . .100

11 technical information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .103

paper specifications. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .103

paper-tray capacities. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .103

automatic document feeder paper capacity . . . . . . . . . . . . . . . . .104

paper sizes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .104

print margin specifications . . . . . . . . . . . . . . . . . . . . . . . . . . . . .105

fax specifications. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .105

scan specifications. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .105

physical specifications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .106

power specifications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .106

environmental specifications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .106

environmental product stewardship program . . . . . . . . . . . . . . . . . . .106

regulatory notices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .109

declaration of conformity . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .114

declaration of conformity . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .115

12 fax setup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .117

faxing from a DSL line . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .118

faxing with a PBX phone system or an ISDN line . . . . . . . . . . . . . . . .119

how to tell if the following instructions apply to you . . . . . . . . . . . . . .119

how to choose the right fax setup for your office . . . . . . . . . . . . . . . .120

select your fax setup case from this table . . . . . . . . . . . . . . . . . . . . .121

case A: separate fax line (no voice calls received) . . . . . . . . . . . . . . .123

how your hp officejet will answer fax calls . . . . . . . . . . . . . . . . . .123

case B: faxing with a distinctive ring service on the same line . . . . . . . 124

how your hp officejet will answer fax calls . . . . . . . . . . . . . . . . . .124

case C: shared voice/fax line. . . . . . . . . . . . . . . . . . . . . . . . . . . . .125

hp officejet 4210 series (with no handset) . . . . . . . . . . . . . . . . . .125

hp officejet 4250 series (with handset). . . . . . . . . . . . . . . . . . . . .126

case D: fax line shared with PC modem (no voice calls received). . . . .126

how your hp officejet will answer fax calls . . . . . . . . . . . . . . . . . .127

case E: shared voice/fax line with PC modem. . . . . . . . . . . . . . . . . .128

hp officejet 4200 series

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hp officejet 4210 series (with no handset). . . . . . . . . . . . . . . . . . 129

hp officejet 4250 series (with handset) . . . . . . . . . . . . . . . . . . . . 129

case F: shared voice/fax line with answering machine . . . . . . . . . . . 130

how your hp officejet will answer fax calls . . . . . . . . . . . . . . . . . 130

case G: shared voice/fax line with PC modem and answering machine131

how your hp officejet will answer fax calls . . . . . . . . . . . . . . . . . 132

case H: shared voice/fax line with voice mail . . . . . . . . . . . . . . . . . 133

how to answer fax calls manually . . . . . . . . . . . . . . . . . . . . . . . 133

case I: shared voice/fax line with PC modem and voice mail. . . . . . . 134

how to answer fax calls manually . . . . . . . . . . . . . . . . . . . . . . . 135

13 troubleshooting information . . . . . . . . . . . . . . . . . . . . . . . . . . 137

installation troubleshooting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 137

software and hardware installation troubleshooting . . . . . . . . . . . 137

fax setup troubleshooting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 146

operational troubleshooting. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 150

contents

user guide

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contents

hp officejet 4200 series

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get help

This User Guide contains information on using your HP Officejet and provides additional troubleshooting assistance for the installation process. The User Guide also contains information on how to order supplies and accessories, technical specifications, support, and warranty information.

The table below lists additional sources of information for your HP Officejet.

help description

Setup Poster The Setup Poster provides instructions for setting up and configuring your

HP Officejet. Make sure you use the correct instructions for your operating system (Windows or Macintosh).

HP Image Zone Help The HP Image Zone Help provides detailed information on using the

software for your HP Officejet.

For Windows users: Go to the HP Director, and click Help. For Macintosh users: Go to the HP Director, click Help, and then click

hp image zone help.

Note: The HP Image Zone Help is not available if you performed a

Minimum Install when you installed your software.

Troubleshooting help To access troubleshooting information:

For Windows users: In the HP Director, click Help. Open the

Troubleshooting book in the HP Image Zone Help, then follow the links to general troubleshooting as well as links to Troubleshooting help that is specific to your HP Officejet. Troubleshooting is also available from the Help button that appears on some error messages and in the Troubleshooting chapter of this User Guide on page 137.

For Macintosh users: Open the Apple Help Viewer, click hp image zone troubleshooting, then click hp officejet 4200 series.

Note: The HP Image Zone Troubleshooting is not available if you

performed a Minimum Install when you installed your software.

Internet help and technical support

Readme file After you install your software, you can access the Readme file (if any) from

If you have Internet access, you can get help from the HP website at:

www.hp.com/support

The website also provides answers to frequently-asked questions.

either the HP Officejet 4200 Series CD-ROM or the HP Officejet 4200 Series program folder. A Readme file contains late-breaking information that does not appear in this User Guide or the online help.

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help description

Dialog-box help (Windows only)

For Windows: Use one of the following ways to find information on a

specific feature:

• Right-click on the feature.

• Select the feature and press F1.

• Select the ? in the upper-right corner, then click on the feature.

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hp officejet overview

Your HP Officejet is ready to use whenever you are, as many features and functions of your HP Officejet can be used without turning on your computer. Tasks such as sending a fax or making a copy of a document or photo can be accomplished quickly and easily from the front panel of your HP Officejet.

Tip: You can do more with your HP Officejet by using the

HP Director that was installed on your computer during the initial setup. The HP Director provides enhanced fax, copy, and scan functionality, as well as troubleshooting tips and online help. For more information on the use of the HP Director, see use the

hp director software to do more with your hp officejet on page 8.

This section contains the following topics:

• the hp officejet at a glance on page 4

•front panel overview on page 5

• menu overview on page 8

• use the hp director software to do more with your hp officejet on page 8

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chapter 1

the hp officejet at a glance

hp officejet 4210 series

hp officejet overview

678

hp officejet 4250 series

feature purpose

1 Automatic document feeder tray 2 Automatic document feeder 3 Document guides 4Front panel 5 Print-carriage access door 6Paper tray 7 Paper tray extender 8Paper guides 9 Document catcher 10 Document catcher extender 11 Handset (handset model only)

678

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feature purpose

12 Power connector

13 1-LINE port

14 2-EXT port

15 USB port

16 Handset port (HP Officejet 4250 Series only)

17 Rear cleanout door

hp officejet overview

18 Rear cleanout door access tab

front panel overview

1 2 3 4

5 6

8 9 10

11 12 13

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feature purpose

1 Answer Mode: Switch between four answer settings, Fax (Fax)

mode, Telephone (Tel) mode, Fax and Telephone (FaxTel) mode (only available on the HP Officejet 4250 Series), and Answering Machine (AnswerMachine) mode. See set the answer mode on

page 44 for an explanation of these settings. 2 Fax Resolution: Choose the resolution in which a fax will be sent. 3 Redial/Pause: Redial the most recently dialed fax number. Also, use

to insert a pause while entering a telephone number. 4 Speed Dial: Select a number from programmed speed dial entries.

Use the Speed Dial button, the arrows, or the keypad numbers on

the front panel to navigate to a speed dial fax number. 5 Status Light: Indicates whether the HP Officejet is on, off, or busy. 6 Attention Light: Indicates an error condition. 7 Front Panel Display: View menus, prompts, status messages, and

error messages. 8 Flash: Cancel a fax and bring up a dial tone. Also, use to answer

a call waiting (handset model only). 9 Photo Fit to Page: Resize a copy of a photo, maintaining its

proportions, to fit within the printable area of a full-size page. 10 Setup: Access the menu system for reports, speed dial setup, fax

settings, tools, and preferences. 11 Fax: Select the fax function. Press the Fax button repeatedly to scroll

through the Fax menu settings. 12 Scan: Select the scan function. Press the Scan button repeatedly to

scroll through the Scan menu settings. 13 Copy: Select the copy function. Press the Copy button repeatedly to

scroll through the Copy menu settings. 14 Start Black, Start Color: Start a black or color fax, copy, or scan job. 15 Cancel: Stop a job, exit a menu, exit settings, or exit the speed dial

menu. 16 Right Arrow: Increase values, or go forward when viewing settings

on the front panel display. 17 OK: Select the current menu setting on the front panel display. Also,

use to respond to prompts on the front panel display. 18 Left Arrow: Decrease values, or go back when viewing settings on

the front panel display. 19 On: Turn the HP Officejet on or off.

Warning! When the HP Officejet is off, a minimal amount of

power is still supplied to the device. Unplug the power cord to completely disconnect the power supply to the HP Officejet.

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hp officejet overview

feature purpose

20 Keypad: Enter fax numbers, values, or text. 21 One-Touch Speed Dial: Dial a fax number quickly by pressing a

one-touch speed dial button. The 5 one-touch speed dial buttons each hold 2 numbers and correspond to the first 10 fax numbers entered during speed dial setup.

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chapter 1

menu overview

hp officejet overview

The following provides a quick reference to top-level menus that appear on the HP Officejet front panel display.

Copy

Number of Copies Copy Quality Lighter/Darker Reduce/Enlarge Paper Type Copy Paper Size Enhancements Color Intensity Set New Defaults

Phone Number Backup Fax Reception Lighter/Darker How to Fax Set New Defaults

Fax

Scan

HP Image Zone

Note: Contents of this menu vary depending on the number of potential scan destinations on your computer

1: Print Report 2: Speed Dial Setup 3: Basic Fax Setup 4: Advanced Fax Setup 5: Tools

6: Preferences

Setup

use the hp director software to do more with your hp officejet

When you first installed the HP Officejet software on your computer during setup, the HP Director was automatically installed on your computer.

Note: If you performed a Minimum Install when you set up your

HP Officejet, you will not have access to the HP Director and HP Image Zone software.

You can quickly and easily expand the functionality of your HP Officejet. Look for boxes, like this one, throughout this guide that provide topic-specific tips, and helpful information for your projects.

This section contains the following topics:

• open the hp director for Windows users on page 9

• open the hp director for Macintosh users on page 10

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open the hp director for Windows users

1 Do one of the following:

– Double-click the HP Director icon on the desktop. – In the Windows taskbar, click Start, point to Programs or All Programs

(XP), point to HP, then select HP Director. 2 In the Select Device box, click to see a list of installed HP devices. 3 Select the Officejet 4200 Series. 4 The HP Director displays only the icons that are appropriate for the

selected device.

Note: The HP Director graphic below might appear differently on your

computer. The HP Director is customized based upon the HP device that is selected. If your device is not equipped with a particular feature, then the icon for that feature will not display in the HP Director on your computer.

Tip: If the HP Director on your computer does not contain any

icons, an error might have occurred during the software installation. To correct this, use the Control Panel in Windows to completely uninstall the HP Director software, and then reinstall the HP Director.

hp officejet overview

feature purpose

1 Scan Picture: use this feature to scan an image and display

it in the HP Image Zone.

2 Scan Document: use this feature to scan text and display it

in the selected text editing software program.

3 Send a Fax: use this feature to open the fax dialog box so

you can enter the appropriate information and then send your fax.

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feature purpose

4 Make Copies: Use this feature to display the Copy dialog

box where you can select the copy quality, number of copies, color, size, and then start a copy.

5 Status: Use this feature to display the current status of your

HP Officejet.

6 Select Device: Use this feature to select the device you want

to use from the list of installed HP devices.

7 Settings: Use this feature to view or change various settings

for your HP Officejet, such as print, scan, copy, or fax.

8 Help: Use this feature to access the HP Image Zone Help,

which provides software help, a product tour, troubleshooting information for your HP Officejet, and HP Officejet product-specific help.

9 HP Image Zone: Use this feature to display the HP Image

Zone, where you can view and edit images, print photos in multiple sizes, make and print a photo album, share images through e-mail or a website, or make a multimedia CD.

10 Click this arrow to display tool tips that explain each of the

HP Director options.

11 Software Update: Use this feature to check for software

updates for your HP Officejet. 12 HP Shopping: Use this feature to shop for HP products. 13 Creative Ideas: Use this feature to learn about creative

ways to use your HP Officejet. 14 Support: Use the feature to go to the product support

website.

open the hp director for Macintosh users

Use one of the following methods to launch or access the HP Director, depending on which Macintosh OS you are using.

open the hp director using Macintosh OS X

If you are using Macintosh OS X, the HP Director is launched automatically during the HP Image Zone software installation, and causes the HP Director icon to be created in the Dock for your device. You access the device capabilities via the HP Director menu that is associated with the HP Director icon.

Tip: If you do not want the HP Director to launch automatically

each time to start your Macintosh, you can change this setting in the HP Director Preferences menu.

To display the HP Director menu:

! In the Dock, click the HP Director icon for your device.

The HP Director menu displays.

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hp officejet overview

Note: If you install more than one HP device, an HP Director icon for each

device appears in the Dock. For example, if you have an HP scanner and an HP Officejet installed, two HP Director icons are present in the Dock, one for each device. However, if you installed two of the same kind of device (for example, two HP Officejet devices) only one HP Director icon appears in the Dock to represent all devices of that kind.

1 2 3

5 6

7 8 9

hp officejet overview

feature purpose

1 Scan Picture: use this feature to scan an image and display it in

the HP Gallery.

2 Scan document: use this feature to scan text and display it in the

selected destination text editing software program.

3 Make Copies: use this feature to make a copy in black and white

or color.

4 Send Fax: use this feature to open the fax dialog box so you can

enter the appropriate information and then send your fax.

5 HP Gallery: use this feature to display the HP Gallery to view

and edit images.

6 More Applications: use this feature to select other applications on

your computer. 7 HP on the Web: use this feature to select an HP website. 8 HP Help: use this feature to select a source for help with your

HP Officejet. 9 Settings: use this feature to change device settings.

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hp officejet overview

chapter 1

open the hp photo and imaging director using Macintosh OS 9

In Macintosh OS 9, the HP Director is launched automatically during the HP Image Zone software installation, and the HP Director appears as an alias on the desktop. Use one of the following methods to launch the HP Director.

! Double-click the HP Director alias on the desktop. ! Double-click HP Director in the Applications:Hewlett-Packard:HP Photo and

Imaging Software:HP Director folder.

The HP Director displays only the buttons that pertain to the selected device. For more information, see the onscreen hp image zone help that came with your software.

The following graphic shows some of the features available through the HP Director for Macintosh OS 9. Consult the legend for a brief explanation of specific features.

Note: The HP Director graphic below might appear differently on your

5467123

feature purpose

1 Scan Picture: use this feature to scan an image and display it in

the HP Gallery.

2 Scan document: use this feature to scan text and display it in the

selected destination text editing software program.

3 Select Device: use this pull-down list to select the HP device you

want to use.

4 Make Copies: use this feature to make a copy in black and

white or color.

5 Send Fax: use this feature to open the fax dialog box so you can

enter the appropriate information and then send your fax.

6 HP Gallery: use this feature to display the HP Gallery to view

and edit images.

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hp officejet overview

feature purpose

7 Settings: use this pull-down list to provide access to device

settings.

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hp officejet overview

chapter 1

hp officejet 4200 series

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load paper and load originals

The HP Officejet 4200 Series allows you to load different types and sizes of paper in your HP Officejet, including letter, photo paper, and envelopes. You can also change settings for paper types and paper sizes to get the highest quality copies from your HP Officejet.

This section contains the following topics:

• open and close the hp officejet on page 15

• papers for printing and copying on page 17

• load paper on page 19

• set the paper type on page 23

• set the paper size on page 24

•avoid jams on page 25

• load originals on page 25

open and close the hp officejet

The HP Officejet’s trays are designed to close in order to save space in your office. These procedures show you how to open and close the paper tray, document catcher, and the document feeder tray.

Tip: You can print and automatically receive faxes with the

document feeder tray and document catcher in the closed position, as shown below.

load originals & paper

This section contains the following topics:

• open and close the paper tray on page 15

• open and close the document feeder tray and document catcher on

page 16

open and close the paper tray

The paper tray must be open with paper loaded for the HP Officejet to print, copy, and receive faxes.

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chapter 2

load originals & paper

1 Open the paper tray door.

2 Unfold the paper tray.

3 Only unfold the paper tray extender if you are using Draft or Fast mode

and paper is overshooting the paper tray. The paper tray extender may cause jams in other cases.

open and close the document feeder tray and document catcher

The document feeder tray and document catcher must be open to copy, send faxes and scan. However, you can print and receive faxes with them closed.

1 Lift the document feeder tray.

hp officejet 4200 series

Page 27

2 Lower the document catcher and unfold the document catcher extender.

Note: The document catcher and document catcher extender must be

closed before the document feeder tray can be closed.

papers for printing and copying

You can use many types and sizes of paper in your HP Officejet. Review the following recommendations to get the best printing and copying quality. Whenever you change paper types or sizes, remember to change those settings.

This section contains the following topics:

• recommended papers on page 17

• papers to avoid on page 18

load paper and load originals

load originals & paper

recommended papers

These are the types and sizes of papers recommended for printing and copying.

paper types

If you want the best print quality, we recommend HP Papers. Using paper that is too thin, paper that has a slick texture, or paper that stretches easily can cause paper jams. Using paper that has a heavy texture or does not accept ink can cause printed images to smear, bleed, or not be filled in completely. For more information about HP Papers, go to our website at:

www.hp.com/support

• HP Premium Paper is the ultimate coated paper for high-resolution usage. A

smooth, matte finish makes it ideal for your special documents.

• HP Bright White Paper delivers high-contrast colors and sharp text. It is

opaque enough for two-sided color usage, with no show-through, which makes it ideal for newsletters, reports, and flyers.

• HP Premium Photo Paper, Glossy and Matte, and HP Premium Plus Photo

Paper, Glossy and Matte are high-quality, glossy-finish or matte-finish, photo-based papers. They look and feel like photographs and can be mounted under glass or in an album. Photo papers dry rapidly and resist fingerprints and smudges. HP Premium Plus Photo Paper, Glossy and

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chapter 2

HP Premium Plus Photo Paper, Glossy and Matte are available in 4 by 6 inch (10 by 15 cm) photo paper size (with tabs) for printing photos from your HP Officejet.

• HP Premium Inkjet Transparency Film makes your color presentations vivid

and even more impressive. This film is easy to use and handle and dries quickly without smudging.

• HP Matte Greeting Cards, HP Glossy Greeting Card Paper, HP Textured

Greeting Cards, Ivory, Half-Fold and HP Textured Greeting Cards, White, Half-Fold allow you to make your own greeting cards.

• HP Brochure & Flyer Paper, Glossy or HP Brochure & Flyer Paper, Matte is

matte-coated or glossy-coated on both sides for two-sided use. It is the perfect choice for near-photographic reproductions and business graphics for report covers, special presentations, brochures, mailers, and calendars.

paper sizes for printing

Following are the paper sizes available for printing.

load originals & paper

papers to avoid

size group specific size

full size pages letter, A4, legal smaller pages executive, B5, A5, A6 photo paper letter, A4, 4 by 6 inch with tear off tabs cards 3 by 5 inch, 4 by 6 inch, Hagaki, 5 by 8 inch, A6 envelopes #10 and DL

paper sizes for copying

You may copy only onto full size pages (letter, legal and A4) of plain and photo paper and transparency film.

We do not recommend the following papers for printing:

• Paper with cutouts or perforations.

• Highly textured stock, such as linen. It might not print evenly, and the ink

can bleed into these papers.

• Extremely smooth, shiny, or coated papers not specifically designed for

your HP Officejet. They can jam the HP Officejet or actually repel ink.

• Multi-part forms (such as duplicate and triplicate forms). They can wrinkle

or get stuck. The ink is also more likely to smear.

• Envelopes with clasps or windows.

We do not recommend the following papers for copying:

• Paper with cutouts or perforations.

• Photo paper other than HP Premium Plus Photo Paper.

• Envelopes.

• Transparency film other than HP Premium or Premium Plus.

• Multiple-part forms or label stock.

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load paper

load full-size papers

load paper and load originals

These procedures describe how to load different sizes and types of papers into the paper tray for printing and copying.

This section contains the following topics:

• load full-size papers on page 19

• load envelopes on page 20

• load 4 by 6 inch (10 by 15 cm) photo paper with tear off tabs on page 20

• load postcards, index, or Hagaki cards on page 22

• load other types of paper in the paper tray on page 22

The following procedure describes how to load letter, legal, and A4 size paper into the paper tray. There are specific considerations for loading certain types of paper and envelopes. After you review this procedure, see load envelopes on page 20, load 4 by 6 inch (10 by 15 cm) photo paper with tear off tabs on page 20, and load other types of paper in the paper tray on page 22.

For best results, adjust the paper settings each time you change paper types or paper sizes. For more information, see set the paper type for copying on page 24.

Tip: Help prevent rips, wrinkles, and curled or bent edges by

storing all media flat in a resealable bag. Extreme changes in temperature and humidity might result in curled media that does not work well in the HP Officejet if the media is not stored properly.

1 Open the paper tray door and unfold the paper tray. See open and close

the paper tray on page 15. 2 If it is open, fold up the document catcher. 3 Slide the paper guide to its outermost position. 4 Tap the stack of paper on a flat surface to align the edges of the paper,

and then check to make sure all of the paper in the stack is the same size

and type.

5 Insert the short edge of the paper into the paper tray (print side down) until

it stops. To avoid bending the paper, make sure you do not push the paper

in too far, or push too hard. If you are using letterhead, insert the top of the

page first.

load originals & paper

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chapter 2

load envelopes

load originals & paper

6 Slide the paper guide in until it stops at the edge of the paper. Make sure

that the stack of paper lies flat in the paper tray and fits under the tab of the paper guide.

The following procedure describes how to load envelopes into the HP Officejet. You can load the paper tray with one or more envelopes. For best results, consider using a label for the return address on envelopes. Do not use shiny or embossed envelopes, or envelopes that have clasps or windows.

Tip: Consult your word processing software help files for specific

details on how to format text for printing on envelopes.

1 Remove all paper from the paper tray. 2 Insert one or more envelopes into the right side of the paper tray with the

envelope flap up and to the left. Slide the envelope forward until it stops.

3 Slide the paper guide against the envelopes (do not bend the envelopes

with the paper guide). Make sure the envelopes fit under the tab of the paper guide.

load 4 by 6 inch (10 by 15 cm) photo paper with tear off tabs

The following procedure describes how to load 4 by 6 inch (10 by 15 cm) photo paper with tear off tabs into your HP Officejet. Do not use 4 by 6 inch (10 by 15 cm) photo paper without the tear off tabs.

Note: You cannot copy or fax to small size paper.

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Page 31

load paper and load originals

Note: For the best results, use a recommended type of 4 by 6 inch (10 by

15 cm) photo paper with tear off tabs. For more information, see

recommended papers on page 17. In addition, for best results, set the

paper type and paper size before printing. For more information, see set the

paper type for copying on page 24 and set the paper size on page 24. You

may also want to use a photo cartridge to produce the best picture quality.

For more information, see use a photo print cartridge on page 85.

Tip: Help prevent rips, wrinkles, curled or bent edges by storing

all media flat in a resealable bag. Extreme changes in temperature

and humidity might result in curled media that does not work well

in the HP Officejet if the media is not stored properly.

1 Remove all paper from the paper tray. 2 Insert the short edge of a stack of photo paper with the glossy (print) side

down and the tear off tabs toward you, completely forward and to the far

right side of the paper tray until it stops.

load originals & paper

user guide

3 Slide the paper guide against the stack of photo paper (do not bend the

photo paper with the paper guide). Make sure the stack of photo paper fits

under the tab of the paper guide.

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chapter 2

load postcards, index, or Hagaki cards

load originals & paper

The following describes the procedure for loading postcards, index cards, or Hagaki cards into your HP Officejet for printing.

Note: You cannot copy or fax to small size paper. 1 Remove all paper from the paper tray. 2 Slide a stack of cards with the print side down completely forward and to

the far right side of the paper tray until it stops. Position the long edge of

the cards against the long edge of the paper tray.

3 Slide the paper guide against the stack of cards. Make sure the stack of

cards fits under the tab of the paper guide.

load other types of paper in the paper tray

The following table provides guidelines for loading certain types of paper and transparency film. For best results, adjust the paper type each time you change paper types and paper sizes. For more information, see set the paper type for

copying on page 24.

paper tips

HP Papers

• HP Premium Paper: Locate the gray arrow on the

nonprinting side of the paper, and then insert the paper with the arrow side facing up.

• HP Premium Inkjet Transparency Film: Insert the film

so that the white transparency strip (with arrows and the HP logo) is on top and goes into the paper tray first.

• HP Greeting Card Paper, HP Glossy Greeting Card

Paper, or HP Textured Greeting Cards: slide a small stack of greeting cards with the print side down, completely forward into the paper tray until it can go no further.

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paper tips

Labels (work only with printing)

set the paper type

Whenever you change paper types, be sure to set the paper type for your HP Officejet.

paper type settings for copying

Select the Paper Type setting that matches the paper or transparency film you are using. Use the paper types listed for best copy quality.

paper front panel setting

Copier paper or letterhead Plain

load paper and load originals

• Always use letter or A4 label sheets designed for

use with HP inkjet products (like Avery Inkjet Labels), and make sure that the labels are not over two years old.

• Fan the stack of labels to make sure none of the

pages are stuck together.

• Place a stack of label sheets on top of standard

paper in the paper tray, print side down. Do not insert labels one sheet at a time.

load originals & paper

Other plain paper Plain HP Premium Paper Plain HP Bright White Paper Plain Other Inkjet papers Plain HP Premium Photo Paper Photo HP Premium Plus Photo Paper Photo Other photo paper HP Premium Inkjet Transparency Film Transparency Other transparency paper Transparency Special Papers Plain HP Matte Greeting Cards, Quarter-fold Plain HP Glossy Greeting Cards, Half-fold Plain HP Felt-Textured Greeting Cards Plain HP Professional Brochure & Flyer Paper, Glossy Photo HP Professional Brochure & Flyer Paper, Matte Plain

1 Not all photo papers are compatible.

Photo

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set the paper type for copying

set the paper size

load originals & paper

The following procedure describes how to set the paper type for the Copy option on your HP Officejet. Select the Paper Type setting that matches the paper or transparency film you are using.

Note: These steps are for copying, when printing from your computer, set

the paper-type properties in the Print or Page Setup dialog box of the

software program from which you are printing.

1 Press the Copy button until Paper Type appears. 2 Press ! until the appropriate paper type appears. 3 Press OK to choose the displayed paper type.

Note: This setting returns to its default setting two minutes after the job has

been completed. For information on changing the default setting, see

change default copy settings on page 28.

The following procedure describes how to set the paper size on your HP Officejet. Select the Paper Size in software for printing and the Paper Size setting for copying or faxing that matches the paper or transparency film you are using.

This section contains the following topics:

• paper size setting for copying on page 24

• paper size setting for receiving a fax on page 24

paper size setting for copying

Copies can be made onto letter, A4, or legal paper only.

Note: This setting returns to its default setting two minutes after the job has

been completed. For information on changing the default copy setting, see

change default copy settings on page 28. 1 Press the Copy button until Copy Paper Size appears. 2 Press ! until the appropriate paper size appears. 3 Press OK to choose the displayed paper size.

paper size setting for receiving a fax

You can select the paper size for received faxes. The paper size selected should match what is loaded in your paper tray. Faxes can be printed on letter, A4, or legal paper only.

Note: If an incorrect paper size is loaded in the paper tray when a fax is

received, the fax will not print. Load letter, A4, or legal paper, and then

press OK to print the fax.

1 Press Setup. 2 Press 3, then press 4.

This selects Basic Fax Setup and then Fax Paper Size.

3 Press ! to highlight an option, and then press OK.

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avoid jams

To help avoid paper jams, follow these guidelines:

• Prevent curled or wrinkled paper by storing all unused media flat in a

• Remove printed papers from the output tray frequently.

• Ensure that media loaded in the automatic document feeder and the paper

• Do not combine different paper types and paper sizes in either the

• Adjust paper guides in the automatic document feeder and the paper tray

• Do not force media too far forward in the paper tray.

• Use paper types that are recommended for your HP Officejet.

load originals

You can copy, fax, or scan an original by placing it in the document feeder tray. The following procedure describes how to load originals into the HP Officejet automatic document feeder.

1 Load your original in the center of the document feeder tray face down and

load paper and load originals

resealable bag.

tray lay flat and the edges are not bent or torn.

automatic document feeder or in the paper tray. Always load the same paper type and paper size in the automatic document feeder or in the paper tray.

to fit snugly against all media. Make sure the paper guides do not bend the media.

Note: The document feeder tray holds a maximum of 20 sheets of paper. Tip: When working with fragile, torn, or odd-sized originals, we

recommend that you use a document sleeve or sheet protector (available from most office-product stores) for the original. Place a single sleeve into the ADF with the sealed edge first and the transparent side down.

top first.

Tip: Always load small originals in a portrait orientation, with the

shorter edge going into the HP Officejet first.

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user guide

2 Slide the document guides inward until they stop at the edges of the

original.

Tip: Make sure the document catcher extender is unfolded.

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load originals & paper

3 Press Copy, Scan, or Fax on the front panel.

Note: If you want to change a Copy or Fax setting, or change a Scan

destination, press the Copy, Fax, or Scan button repeatedly until the

appropriate setting or destination appears on the front panel display. Once

the setting you want to change appears, press ! to move to a specific value

(such as a specific paper size) and then press OK to select the setting or

destination.

4 Press Start Black or Start Color on the front panel to start the job.

For more information on making copies of original photos, see copy a photo onto

a full-size page on page 30.

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overview

use the copy features

The HP Officejet enables you to produce high-quality color and black-and-white copies on plain paper, photo paper, and transparencies. You can enlarge or reduce the size of an original to fit a specific paper size, adjust the copy’s darkness, and use special features to make high-quality copies of photos, enlarged to fit a full page.

This section contains the following topics:

•overview on page 27

• copy a two-page black-and-white document on page 29

• make multiple copies of the same original on page 30

• copy a photo onto a full-size page on page 30

• copy a legal-size document onto letter paper on page 32

• copy a washed-out original on page 32

• copy a document that has been faxed several times on page 33

• enhance light areas of your copy on page 34

•stop copying on page 34

copy

You can make copies by using the front panel of your HP Officejet or by using the HP Director software on your computer. Many copy features are available using either method. However, you might find that the software offers easier access to special copy features.

This section explains how to perform common copy tasks from the HP Officejet front panel only. For more information on performing copy tasks from the HP Director, see the onscreen HP Image Zone Help that came with your software.

This section contains the following topics:

• use the copy features from the front panel on page 27

• increase copy speed or quality on page 28

• change default copy settings on page 28

use the copy features from the front panel

1 Load your original, and then press the Copy button on the front panel.

The first option in the Copy menu appears in the front panel display.

2 Press Copy repeatedly to scroll through the menu options. 3 When the option you want to change appears in the front panel display,

press the " and ! buttons to scroll through the option settings.

Note: To change multiple options, press OK after each setting.

4 Press Start Black or Start Color.

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increase copy speed or quality

The HP Officejet provides three options that affect copy speed and quality.

• Normal delivers high-quality output and is the recommended setting for

most of your copying. Normal copies faster than Best.

• Fast copies faster than the Normal setting. The text is of comparable quality

to the Normal setting, but the graphics might be of lower quality. Using

Fast reduces the frequency of replacing your print cartridges, because it

uses less ink.

• Best produces the highest quality for all paper and eliminates the banding

(striping) effect that sometimes occurs in solid areas. Best copies more

slowly than the other quality settings.

1 Load your original face down and top first in the document feeder tray. For

more information, see load originals.

2 Press Copy until Copy Quality appears in the top line of the display.

The following options are available in the Copy Quality menu.

Number of Copies

Copy Quality

Lighter/Darker Reduce/Enlarge Paper Type Copy Paper Size Enhancements Color Intensity Set New Defaults

Copy Menu

Copy Quality

Normal Fast Best

3 Press ! until the quality setting you want appears. 4 Press Start Black or Start Color.

change default copy settings

When you change copy settings from the front panel or the HP Director, they apply only to the current copy job. To apply copy settings to all future copy jobs, you can save the settings as defaults.

1 Load an original face down and top first in the document feeder tray. For

more information, see load originals on page 25.

2 Make any changes to the options in the Copy menu.

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use the copy features

3 Press Copy until Set New Defaults appears in the top line of the display.

Copy Menu

Number of Copies Copy Quality Lighter/Darker Reduce/Enlarge Paper Type Copy Paper Size Enhancements Color Intensity

Set New Defaults

4 Press ! until Yes appears. 5 Press Start Black or Start Color to make a copy with the new default

settings or press OK to save the settings without making a copy.

The settings you specify here are only saved on the HP Officejet itself. They do not adjust the settings in the software. If you use the HP Director software to control the settings on copies you make, you should set your most frequently used settings as the defaults in the HP Copy dialog box. For more information, see the onscreen hp image zone help that came with your software.

copy a two-page black-and-white document

You can use the HP Officejet to copy a single- or multiple-page document in color or black and white. In this example, the HP Officejet is used to copy a two-page black-and-white original.

1 Arrange your originals so they are in order with the first page on top. 2 Load your originals face down and top first in the document feeder tray.

For more information, see load originals on page 25.

3 Press Copy. 4 Press Start Black.

copy

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make multiple copies of the same original

1 Load your original face down and top first in the document feeder tray. For

more information, see load originals on page 25.

2 Press Copy until Number of Copies appears in the top line of the display. 3 Press ! or use the keypad to enter the number of copies, up to the

maximum.

(The maximum number of copies varies by model.)

Tip: If you hold down either of the arrow buttons, the number of

copies changes by increments of 5 to make it easier to set a large

number of copies.

4 Press Start Black or Start Color.

If you are copying a stack of originals in the document feeder tray, the

HP Officejet makes multiple copies of a single page before copying the

next page. You will need to sort and staple the copies yourself.

copy a photo onto a full-size page

Use Photo Fit to Page when you want to automatically enlarge your original

copy

photo to fill the printable area of the paper size loaded in the paper tray. Photo Fit to Page only enlarges original photos that are standard photo sizes. The

standard photo sizes are as follows:

• 3.5 by 5 inches (9 by 13 cm)

• 4 by 6 inches (10 by 15 cm)

• 5 by 7 inches (13 by 18 cm)

• 6 by 8 inches (15 by 20 cm)

• 8 by 10 inches (25 by 25 cm)

For originals containing text or photos that are not a standard size, use Reduce/ Enlarge.

Tip: You can optimize the quality of the photos you print and copy

with your HP Officejet by purchasing a photo print cartridge.

Remove the black print cartridge and insert the photo print

cartridge in its place. (See use the print cartridge protector on

page 85 for proper storage information.) With the tri-color print

cartridge and the photo print cartridge installed, you have a six-

ink system, which provides enhanced quality photos. When you

want to print regular text documents, swap the black cartridge

back in.

For more information, see order print cartridges on page 75.

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use the copy features

1 Load your original photo face down and top first in the document feeder

tray. For more information, see load originals on page 25. Position the photo in the center of the document feeder tray and move the

paper guides next to it.

2 Load letter or A4 paper in the paper tray. 3 Press Photo Fit to Page.

The HP Officejet only supports copying to letter, A4, and legal-size paper. Paper Type appears in the top line of the display.

Paper Type

Plain Paper Photo Paper

4 Press ! until Plain Paper or Photo Paper appears, as appropriate. 5 Press Start Color.

Note: In order to fit your original within the printable area of the full-size

page without changing the proportions of the original, the HP Officejet might leave an uneven amount of white space around the edges of the paper.

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copy a legal-size document onto letter paper

1 Load the legal document face down and top first in the document feeder

tray. For more information, see load originals on page 25.

2 Press Copy until Reduce/Enlarge appears in the top line of the display.

The following options are available in the Reduce/Enlarge menu.

Copy Menu

Number of Copies Copy Quality Lighter/Darker

Reduce/Enlarge

Paper Type Copy Paper Size Enhancements Color Intensity Set New Defaults

3 Press ! until Legal > Ltr 72% appears. 4 Press Start Black or Start Color.

The HP Officejet reduces the size of your original to fit within the printable

area of the letter paper, as shown below.

Reduce/Enlarge

Actual Size Custom 100% Full Page 91% Legal > Ltr 72%

copy

copy a washed-out original

Use Lighter/Darker to adjust the lightness and darkness of the copies you make.

1 Load your original face down and top first in the document feeder tray. For

more information, see load originals on page 25.

2 Press Copy until Lighter/Darker appears in the top line of the display.

The range of Lighter/Darker values appears as circles on a scale on the

front panel display.

3 Press ! to darken the copy.

Note: You can also press " to lighten the copy. 4 Press Copy until Color Intensity appears in the top line of the display.

The range of Color Intensity values appears as circles on a scale on the

front panel display.

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use the copy features

5 Press ! to make the image more vivid.

Note: You can also press " to make the image more pale.

6 Press Start Color or Start Black.

copy a document that has been faxed several times

The Enhancements feature automatically adjusts the quality of text documents by sharpening edges of black text or photographs by enhancing light colors that might otherwise appear white.

Text enhancement is the default option. Use Text enhancement to sharpen edges of black text. Use Photo to enhance light colors in your photographs, Mixed if your original contains both photographs and text, or None to turn off all enhancements.

1 Load your original face down and top first in the document feeder tray. For

more information, see load originals on page 25.

2 Press Copy until Enhancements appears in the top line of the display.

The following options are available in the Enhancements menu.

Copy Menu

Number of Copies Copy Quality Lighter/Darker Reduce/Enlarge Paper Type Copy Paper Size

Enhancements

Color Intensity Set New Defaults

Enhancements

Text Photo Mixed None

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user guide

3 Press ! until Text appears. 4 Press Start Black or Start Color.

Tip: If any of the following occur, turn off Text enhancement by

selecting Photo or None:

– Stray dots of color surround some text on your copies – Large, black typefaces look splotchy (not smooth) – Thin, colored objects or lines contain black sections – Horizontal grainy or white bands appear in light- to medium-gray areas

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enhance light areas of your copy

Use Photo enhancements to enhance light colors that might otherwise appear white. You can also copy with Photo enhancements to eliminate or reduce any of the following that might occur when copying with Text enhancements:

• Stray dots of color surround some text on your copies

• Large, black typefaces look splotchy (not smooth)

• Thin, colored objects or lines contain black sections

• Horizontal grainy or white bands appear in light- to medium-gray areas 1 Load your original photo face down and top first in the document feeder

tray. For more information, see load originals on page 25.

2 Press Copy until Enhancements appears in the top line of the display.

The following options are available in the Enhancements menu.

Copy Menu

Number of Copies Copy Quality Lighter/Darker Reduce/Enlarge Paper Type Copy Paper Size

Enhancements

Color Intensity

copy

Set New Defaults

Enhancements

Text Photo Mixed None

3 Press ! until Photo appears. 4 Press Copy until Color Intensity appears in the top line of the display.

5 Press ! to make the image more vivid.

6 Press Start Color or Start Black.

stop copying

! To stop copying, press Cancel on the front panel.

The HP Officejet immediately stops printing and releases the paper.

The range of Color Intensity values appears as circles on a scale on the

front panel display.

Note: You can also press " to make the image more pale.

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use the scan features

Scanning is the process of converting pictures and text into an electronic format for your computer. You can scan photos and text documents.

Because the scanned image or text is in an electronic format, you can bring it into your word processor or graphics software program and modify it to suit your needs. You can do the following:

• Scan photos of your kids and e-mail them to relatives, create a

photographic inventory of your house or office, or create an electronic scrapbook.

• Scan text from an article into your word processor and quote it in a report,

saving you a lot of retyping.

To use the scan features, your HP Officejet and computer must be connected and turned on. The HP Officejet software must also be installed and running on your computer prior to scanning. To verify that the HP Officejet software is running on a Windows PC, look for the hp officejet 4200 series icon in the system tray at the lower right side of your screen, next to the time. On a Macintosh, the HP Officejet software is always running.

You can start a scan from your computer or from your HP Officejet. This section explains how to scan from the front panel of the HP Officejet only.

For more information about how to scan from the computer and how to adjust, resize, rotate, crop, and sharpen your scans, see the onscreen hp image zone help that came with your software.

Note: High resolution scanning (600 dpi or higher) requires a large amount

of hard disk space. If there is not enough hard disk space available, your system might stall.

This section contains the following topics:

•scan an original on page 36

• stop scanning on page 36

scan

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scan an original

1 Load your original face down and top first in the document feeder tray. See

load originals. 2 Press Scan.

A Scan menu appears, listing your existing scanning destinations. The

default destination is whichever one you selected the last time you used this

menu.

3 Select the destination by pressing " or !, or by pressing the Scan button

repeatedly.

4 Press Start Black or Start Color.

stop scanning

! To stop scanning, press Cancel on the front panel.

scan

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use the fax features

Using your HP Officejet, you can send and receive faxes, including color faxes. You can set up speed dials to send faxes quickly and easily to frequently used numbers. From the front panel, you can set a number of fax options, such as resolution.

This section contains the following topics:

•send a fax on page 38

• set the answer mode on page 44

• receive a fax on page 47

• use the attached handset (hp officejet 4250 series only) on page 50

• set the fax header on page 51

•enter text on page 52

• enter a phone number on page 52

•print reports on page 53

• set up speed dialing on page 55

• change fax resolution and lighter/darker settings on page 58

• set fax options on page 60

• reprint the faxes in memory on page 68

•stop faxing on page 68

You should explore the HP Director that comes with your HP Officejet to take full advantage of all of its features. Using the HP Director, you can do these tasks and more that are not available through the front panel of your HP Officejet. For more information, see the onscreen hp image zone help that came with your software.

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send a fax

Using the front panel, you can send a black-and-white or color fax from your HP Officejet.

This section contains the following topics:

• enable fax confirmation on page 38

• send a basic fax on page 39

• send a color original or photo fax on page 39

• send a fax using speed dials on page 40

• send a fax using redial on page 41

• schedule a fax on page 41

• cancel a scheduled fax on page 42

•send a fax from memory on page 42

• send a fax using monitor dialing on page 43

• send a fax manually from a telephone on page 43

enable fax confirmation

If you need printed confirmation that your faxes are successfully sent, follow these instructions before sending any faxes.

The default fax confirmation setting is Every Error. This means that your HP Officejet prints a report only if there is a problem with sending or receiving a fax. A confirmation message indicating whether an item was successfully sent appears briefly on the front panel display after each transaction. To have a confirmation printed for every fax, follow these instructions. For more information, see generate reports automatically on page 53.

1 Press Setup. 2 Press 1, then press 1.

This selects Print Report and then selects Automatic Reports Setup.

fax

Print Report

1: Automatic Reports Setup

2: Last Transaction 3: Fax Log 4: Speed Dial List 5: Self-Test Report 6: Caller ID Report * 7: Junk Fax Report

* Not available in all countries/regions. This menu item does not appear in the Print Report menu if any of the following apply:

Automatic Reports Setup

Every Error Send Error Receive Error Every Fax Send Only Off

• Caller ID service is not supported in your country/region.

• Your country/region Caller ID service is not supported by the HP Officejet.

3 Press ! until Every Fax appears in the second line of the display, and then

press OK.

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The HP Officejet will print a confirmation report every time you send a fax informing you whether the fax was sent successfully or not.

For more information on printing reports, see print reports on page 53.

send a basic fax

This section describes how to send a basic black-and-white fax from the front panel.

If you are interested in sending a color or photo fax, see send a color original or

photo fax on page 39. 1 Load your original face down and top first in the document feeder tray.

For more information, see load originals on page 25.

2 Press Fax.

Phone Number appears in the top line of the display.

3 Enter the fax number by using the keypad. 4 Press Start Black.

Tip: You must press Start to send a fax. Pressing OK is for menu

choices.

Did you know that you can send a fax from your computer by using the HP Director that comes with your HP Officejet? You can also create and attach a computer-generated cover page to send with your fax. It’s easy. For more information, see the onscreen hp image zone help that came with your software.

use the fax features

send a color original or photo fax

You can fax a color original or photo from your HP Officejet. If your HP Officejet determines that the recipient’s fax machine only supports black-and-white faxes, the HP Officejet sends the fax in black and white.

We recommend that you use only color originals for color faxing.

1 Load your original face down and top first in the document feeder tray.

For more information, see load originals on page 25.

2 Press Fax.

Phone Number appears in the top line of the display.

3 Enter the fax number by using the keypad.

Tip: To enter a pause in the fax number, press Redial/Pause.

4 If you are faxing a photo, change the resolution to Photo.

For information on changing the resolution, see change the fax resolution on page 58.

5 Press Start Color.

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Note: If the recipient’s fax machine only supports black-and-white faxes, the

HP Officejet automatically sends the fax in black and white. A message

appears once the fax has been sent indicating that the fax was sent in black

and white. Press OK to clear the message.

send a fax using speed dials

You can quickly send a fax from the front panel by pressing Speed Dial or a onetouch speed dial button on the front panel.

Speed Dials will not appear until you have set them up. For more information, see set up speed dialing on page 55.

1 Load your original face down and top first in the document feeder tray.

For more information, see load originals on page 25.

2 Press Fax.

Phone Number appears in the top line of the display.

3 Do one of the following:

– Press Speed Dial until the appropriate speed-dial entry appears in the

– Press Speed Dial and then enter the speed-dial entry code from the front

– Press a one-touch speed dial button. Press it once to access the first

Tip: You can print out a list of the speed-dial entries for your

reference. For information, see generate reports manually on

page 54.

4 Press Start Black or Start Color.

Note: If you send a fax to a group speed dial, you can only send the fax in

black and white. The fax is scanned into memory and the first number in the

group speed dial list is dialed. When a connection is made, the fax is sent

and the next number is dialed, and so on. If a number is busy or not

answering, the HP Officejet follows the settings for Busy Redial and No

Answer Redial. If a connection cannot be made, the next number in the

group speed dial list is dialed and an error report is generated for your

information.

top line of the display. You can also scroll through the speed-dial entries by pressing " or !.

panel.

speed-dial entry and twice to access the second speed-dial entry assigned to that button.

fax

You can quickly and easily set up speed-dial entries from your computer by using the HP Director. For more information, see the onscreen hp image zone help that came with your software.

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send a fax using redial

You can send a fax to the last fax number dialed by using the Redial/Pause button.

1 Load your original face down and top first in the document feeder tray.

For more information, see load originals on page 25.

2 Press Redial/Pause.

The last number dialed appears in the display.

3 Press Start Black or Start Color.

schedule a fax

You can schedule a black-and-white fax to be sent later the same day (for example, when telephone lines are not as busy or phone rates are lower). When scheduling a fax, the originals must be loaded in the automatic document feeder.

Tip: The date and time must already be set to use this feature. For

more information, see set the date and time on page 60.

When the specified time is reached, your fax is automatically sent as soon as a connection can be made.

Note: Use the front panel to schedule a fax for later. If you use the handset

(HP Officejet 4250 Series only), the fax is sent immediately.

You can only schedule one fax to be sent at a time. You can continue to send faxes normally, however, while a fax is scheduled.

1 Load your original face down and top first in the document feeder tray.

For more information, see load originals on page 25.

2 Press Fax.

Phone Number appears in the top line of the display.

3 Enter the fax number by using the keypad, press a one-touch speed dial

button, or press Speed Dial until the appropriate speed-dial entry appears. For more information on speed dials, see set up speed dialing on page 55.

Tip: To enter a pause in the fax number, press Redial/Pause. 4 Press Fax until How to Fax appears in the top line of the display. 5 Press ! until Send Fax Later appears in the top line of the display, and

then press OK.

6 Enter the Send Time by using the numeric keypad. 7 If prompted, press 1 for AM or 2 for PM. 8 Press Start Black.

Note: If you press Start Color, the fax will be sent in black and white and a

message will appear on the display.

The HP Officejet scans the originals into memory and sends them at the

scheduled time. The scheduled time appears on the front panel display.

use the fax features

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cancel a scheduled fax

You can cancel a scheduled fax or one that is currently in progress. Once you schedule a fax, the scheduled time appears on the front panel display.

! When the scheduled time appears on the display, press Cancel, and then

send a fax from memory

Your HP Officejet can scan a black-and-white fax from the automatic document feeder into memory before sending it. This feature is useful if the fax number you are trying to reach is busy or temporarily unavailable. The HP Officejet scans the originals into memory, and sends them once it is able to connect. You can immediately remove the originals from the HP Officejet once the pages are scanned.

1 Load your original face down and top first in the document feeder tray.

2 Press Fax.

3 Enter the fax number by using the keypad, press a one-touch speed dial

4 Press Fax until How to Fax appears in the top line of the display. 5 Press ! until Fax from Memory appears in the top line of the display. 6 Press Start Black.

press 1.

Note: Use the front panel to send a fax from memory. If you use the handset

(HP Officejet 4250 Series only), the fax is sent immediately.

For more information, see load originals on page 25.

Phone Number appears in the top line of the display.

button, or press Speed Dial until the appropriate speed-dial entry appears. For more information on speed dials, see set up speed dialing on page 55.

Tip: To enter a pause in the fax number, press Redial/Pause.

Note: If you press Start Color, the fax is sent in black and white and a

message appears on the display. The HP Officejet scans the originals into memory and sends them when the

receiving fax machine is available.

fax

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send a fax using monitor dialing

Monitor dialing allows you to dial a number from the front panel as you would dial a regular telephone. This feature is useful when you want to use a calling card to charge the call. You can also use it when you need to respond to tone prompts while dialing and must pace your dialing speed.

Depending on which model you have, you can send a fax using monitor dialing from the front panel or by using the attached handset (HP Officejet 4250 Series only).

to send a fax using monitor dialing from the front panel 1 Load your original face down and top first in the document feeder tray.

For more information, see load originals on page 25.

2 Press Start Black or Start Color. 3 Once you hear the dial tone, enter the number by using the keypad on the

front panel. You can also use speed dials. For information on using speed

dials, see send a fax using speed dials on page 40.

4 Follow any prompts that might occur.

Your fax is sent when the receiving fax machine answers.

to send a fax using monitor dialing from the handset (hp officejet 4250 series only)

Note: This procedure only applies to the HP Officejet 4250 Series product.

If you have an HP Officejet 4210 Series, refer to the previous section for

instructions.

1 Load your original face down and top first in the document feeder tray.

For more information, see load originals on page 25.

2 Pick up the attached handset. 3 Once you hear the dial tone, enter the number by using the keypad on the

front panel. You can also use speed dials. For information on using speed

dials, see send a fax using speed dials on page 40.

4 Follow any prompts that might occur. 5 Press Start Black or Start Color.

Your fax is sent when the receiving fax machine answers.

use the fax features

send a fax manually from a telephone

Sending a fax manually allows you to make a phone call and talk with the recipient before you send the fax. This is useful if you want to inform the recipient that you are going to send them a fax before sending it.

You can send a fax manually by using a phone that is directly connected to your HP Officejet or by using the attached handset (HP Officejet 4250 Series only).

The phone must be connected to the “2-EXT” port on the back of the HP Officejet.

to send a fax manually from a connected phone 1 Load your original face down and top first in the document feeder tray.

For more information, see load originals on page 25.

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2 Dial the number by using the keypad on the phone that is connected to

your HP Officejet.

Note: You must use the keypad on the phone to dial the number. Do not use

the keypad on the front panel of the HP Officejet.

3 Do one of the following:

– If after dialing the number you hear fax tones, press Start Black or Start

Color within three seconds.

– If the recipient answers the telephone, instruct them to press Start on

their fax machine once they hear fax tones. Make sure you press Start

Black or Start Color on the HP Officejet before the recipient presses

Start on the receiving fax machine.

4 Wait for the fax tones, and then hang up the telephone. to send a fax manually using the attached handset (handset model only)

Note: This procedure applies only to the HP Officejet 4250 Series product

with the attached handset. If you have an HP Officejet 4210 Series, refer to the previous section for instructions.

1 Load your original face down and top first in the document feeder tray.

For more information, see load originals on page 25.

2 Pick up the handset that is attached to the HP Officejet and dial the number

by using the keypad on the front panel.

3 Do one of the following:

– If after dialing the number you hear fax tones, press Start Black or Start

Color within three seconds.

– If the recipient answers the telephone, instruct them to press Start on

their fax machine once they hear fax tones. Make sure you press Start

Black or Start Color on the HP Officejet before the recipient presses

Start on the receiving fax machine.

4 Wait for the fax tones, and then hang up the telephone.

set the answer mode

By default, your HP Officejet automatically answers incoming calls and receives faxes. You can change the Answer Mode to receive faxes manually or automatically, based on the types of equipment and services (if any) share the same phone line with your HP Officejet. This section explains the various ways of answering fax calls.

It is strongly recommended that you set the Answer Mode from the front panel and not the HP Director.

to change the answer mode from the front panel ! Press Answer Mode until the appropriate answer mode setting appears on

fax

the display. The selected Answer Mode setting appears on the display and becomes

the default setting.

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use the fax features

Refer to the following table to determine which Answer Mode setting you should use. From the first column in the table, choose the type of equipment and services applicable to your office setup. Then, look up the appropriate setting in the second column. The third column describes how the HP Officejet will answer incoming calls.

equipment/services sharing your fax line

None.

(You have a separate fax line on which you do not receive voice calls.)

A shared voice and fax line with the HP Officejet 4250 Series (handset model) and no answering machine.

recommended

description answer mode setting

Fax The HP Officejet automatically answers all

incoming calls using the Rings to Answer setting. See set the number of rings before

answering on page 47.

FaxTel

The HP Officejet automatically answers all incoming calls using the Rings to Answer

(This mode only applies to the HP Officejet 4250 Series.)

setting. See set the number of rings before

answering on page 47.

If the call is a fax call, the HP Officejet will receive the fax. If the call is a voice call, the HP Officejet will create a special ring to indicate it is a voice call. You will need to answer the incoming voice call using the attached handset.

Note: If the HP Officejet determines

the call is a voice call, only the HP Officejet will ring with the special ring tone. The other phones on the same phone line will not ring at all. You will need to answer the incoming voice call using the attached handset.

You should not answer voice calls from other telephones on the line. The device cannot tell that you picked up the extension phone and will keep ringing. You will have to press Cancel on the HP Officejet to stop the ringing.

A shared voice and fax line, with either the HP Officejet 4210 Series or the HP Officejet 4250 Series.

user guide

Tel The HP Officejet will not automatically

answer calls. You will need to receive faxes manually by pressing Start Black or Start Color. For information on receiving faxes manually, see receive a fax on page 47.

You might use this setting if the majority of calls on this phone line are voice calls and you rarely receive faxes.

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equipment/services sharing your fax line

receive a fax

By default, your HP Officejet automatically receives and prints incoming faxes. Depending on your Answer Mode setting, the HP Officejet can receive faxes

automatically or manually. For more information on Answer Mode, see set the

answer mode on page 44.

You can receive faxes manually from the following:

• A phone directly connected to the HP Officejet (on the “2-EXT” port)

• A phone that is on the same telephone line, but not directly connected to

• The front panel

• The attached handset (handset model only)

Refer to the following topics for information on receiving faxes. This section contains the following topics:

• set the number of rings before answering on page 47

• receive a fax manually from a phone on page 48

• receive a fax manually from the front panel on page 48

• receive a fax manually using the attached handset (hp officejet 4250 series

• poll to receive a fax on page 49

use the fax features

Note: If you set the Answer Mode to Tel, you need to receive faxes manually

and respond in person to the incoming fax call. If Fax, FaxTel, or AnswerMachine is set, you can receive faxes automatically or manually.

the HP Officejet

only) on page 49

set the number of rings before answering

You can specify how many rings should occur before your HP Officejet automatically answers the phone. The default is 2 rings (varies by country/ region).

Note: This setting applies only if you set the Answer Mode to Fax or FaxTel. 1 Press Setup. 2 Press 3, then press 3.

This selects Basic Fax Setup and then Rings to Answer.

Basic Fax Setup

1: Date and Time 2: Fax Header

3: Rings to Answer

4: Fax Paper Size 5: Tone or Pulse Dialing 6: Ring Volume 7: Phone Line Monitor Volume 8: Fax Forwarding Black Only

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3 Enter the appropriate number of rings to answer by using the keypad. 4 Press OK to accept the setting.

receive a fax manually from a phone

You can receive faxes manually from a phone that is:

• Directly connected to the HP Officejet (by using “2-EXT” port)

• On the same phone line, but is not connected to the HP Officejet Note: If you would like to receive a fax manually using the attached handset

(handset model only), see receive a fax manually using the attached

handset (hp officejet 4250 series only) on page 49.

1 Remove any originals from the automatic document feeder. 2 Set the Answer Mode to Tel so that the HP Officejet does not automatically

answer incoming calls. Or, set the Rings to Answer setting to a high number to allow you to answer the incoming call before the HP Officejet.

For information on setting the Answer Mode, see set the answer mode on page 44. For information on setting the number of Rings to Answer, see set

the number of rings before answering on page 47.

3 To receive a fax manually from a phone, do one of the following:

– If your phone is plugged into the back of the HP Officejet and you hear

fax tones from a sending fax machine, press Start Black or Start Color.

– If your phone is not plugged into the back of the HP Officejet (but is on

the same phone line) and you hear fax tones from a sending fax machine, press 123 on your phone.

– If you are currently on the phone with the sender using a phone

connected to the HP Officejet, instruct them to press Start on their fax machine. Once you hear fax tones from a sending fax machine, press

Start Black or Start Color.

4 Wait until you hear the HP Officejet send answering fax tones, then hang

up the telephone. The HP Officejet receives the fax.

fax

receive a fax manually from the front panel

You can receive faxes manually from the front panel.

1 Remove any originals from the automatic document feeder. 2 Set the Answer Mode to Tel so that the HP Officejet does not automatically

answer incoming calls. Or, set the Rings to Answer setting to a high number to allow you to answer the incoming call before the HP Officejet.

For information on setting the Answer Mode, see set the answer mode on page 44. For information on setting the number of Rings to Answer, see set

the number of rings before answering on page 47.

3 When your HP Officejet rings, press Start Black or Start Color.

The HP Officejet receives the fax.

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receive a fax manually using the attached handset (hp officejet 4250 series only)

You can receive faxes manually by using the attached handset.

Note: This section applies only to the HP Officejet 4250 Series models with

attached handset. If you do not have an attached handset, see receive a fax

manually from a phone on page 48 or receive a fax manually from the

front panel on page 48. 1 Remove any originals from the automatic document feeder. 2 Set the Answer Mode to Tel so that the HP Officejet does not automatically

answer incoming calls. Or, set the Rings to Answer setting to a high

number to allow you to answer the incoming call before the HP Officejet.

For information on setting the Answer Mode, see set the answer mode on

page 44. For information on setting the number of Rings to Answer, see set

the number of rings before answering on page 47. 3 To receive a fax manually from a phone, do one of the following:

– If the HP Officejet rings, pick up the attached handset. If you hear fax

tones from a sending fax machine, press Start Black or Start Color, and then press 2.

– If you are currently on the phone with the sender using the attached

handset, instruct them to press Start on their fax machine first. Once you hear fax tones from a sending fax machine, press Start Black or

Start Color.

4 Wait until you hear the HP Officejet send answering fax tones, and then

hang up the telephone.

The HP Officejet receives the fax.

poll to receive a fax

user guide

Polling allows your HP Officejet to ask another fax machine to send a fax that it has in its queue. When you use the Poll to Receive feature, the HP Officejet calls the designated fax machine and requests the fax from it. The designated fax machine must be set for polling and have a fax ready to send.

1 Press Fax.

Phone Number appears in the top line of the display.

2 Enter the fax number of the other fax machine. 3 Press Fax until How to Fax appears in the top line of the display. 4 Press ! until Poll to Receive appears in the top line of the display. 5 Press Start Black or Start Color.

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use the attached handset (hp officejet 4250 series only)

You can use the attached handset to answer incoming calls, make phone calls, receive faxes, and send faxes. While the HP Officejet is processing another job, such as copying, scanning, or printing, you can still use the handset for phone calls.

Note: If the HP Officejet is sending or receiving fax data, you will not be

able to use the handset for phone calls. If you pick up the handset during faxing, you will not hear a dial tone. Wait for the HP Officejet to finish sending or receiving the fax before using the handset.

Use this section only if you have the HP Officejet 4250 Series (with the attached handset).

This section contains the following topics:

• answer incoming calls using the handset on page 50

• make phone calls using the handset on page 50

• receive faxes using the handset on page 51

• send faxes using the handset on page 51

• adjust the handset volume on page 51

answer incoming calls using the handset

! Pick up the attached handset.

Note: If you are currently on the phone and receive another call, press Flash

to answer the call waiting. Call waiting is a subscription service and is not available in all areas. Contact your phone company for information.

fax

make phone calls using the handset

You can make phone calls using the attached handset. You can use Redial, Speed Dial, or a one-touch speed dial button to quickly dial numbers.

1 Pick up the attached handset. 2 Do one of the following:

– Dial the number by using the numeric keypad. – Press Redial to dial the last number dialed. – Press Speed Dial until the appropriate individual speed-dial entry

appears in the top line of the display (do not select a group speed-dial entry) and press OK.

You can also scroll through the speed-dial entries by pressing " or ! or enter the speed-dial entry code from the front panel.

– Press a one-touch speed dial button and press OK.

Press it once to access the first speed-dial entry and twice to access the second speed-dial entry assigned to that button.

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receive faxes using the handset

! For information on receiving faxes by using the attached handset, see

receive a fax manually using the attached handset (hp officejet 4250 series

only) on page 49.

send faxes using the handset

! For information on sending faxes by using the attached handset, see to

send a fax manually using the attached handset (handset model only) on

page 44.

adjust the handset volume

Note: This feature has been disabled in those countries/regions where

telephone regulations prohibit handset volume adjustment. You can adjust the handset volume from Normal to Loud.

1 Pick up the attached handset. 2 Press " to decrease the volume or ! to increase the volume.

Note: You can also adjust volume of the ring tones and dial tone. For more

information, see adjust the ring volume and adjust the phone line monitor

volume.

set the fax header

use the fax features

The fax header prints your name and fax number on the top of every fax you send. We recommend that you use the Fax Setup Wizard during the HP Image Zone software installation to set up the fax header; however, you can also set it up from the front panel.

The fax header information is required by law in many countries/regions.

Note: In Hungary, the subscriber identification code (fax header) can be set

or changed only by authorized personnel. For more information, contact

your authorized HP dealer.

1 Press Setup. 2 Press 3, then press 2.

This selects Basic Fax Setup and then selects Fax Header.

3 Enter your personal or company name at the prompt. For information on

entering text from the front panel, see enter text on page 52.

4 Press OK. 5 Enter your fax number by using the numeric keypad. 6 Press OK.

You might find it easier to enter fax header information by using the HP Director that you installed with your HP Officejet. In addition to entering fax header information, you can enter cover page information. This information will be used when you send a fax from your computer and attach a cover page. For more information, see the onscreen hp image zone help that came with your software.

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enter text

The following list provides tips for entering text by using the front panel keypad. Use these instructions to enter speed dial names and the fax header name.

• Press the keypad numbers that correspond to the letters of a name.

The letters A, B, and C correspond to the number 2,

ABC

and so on.

• Press a button multiple times to see the available characters.

For example, to get this

JKL

character: Press 5 this many times:1234567

Note: Depending on your language and country/region setting, additional

characters might be available.

• After the correct letter appears, wait for the cursor to automatically

advance to the right, or press !. Press the number that corresponds to the next letter in the name. Press the button multiple times until the correct letter appears. The first letter of a word is automatically set to uppercase.

Tip: The cursor will automatically advance to the right after two

seconds.

• To insert a space, press Space (#) or !.

• To enter a symbol, such as *, press Symbols (*) repeatedly to scroll through

the list of symbols. The symbols are available to visually separate text for easier reading. The list of available symbols for a name is: @ . _ - & / : ; , ? * ( ) ‘ = + # ! % “

• If you make a mistake, press " to clear it, and then make the correct entry.

• After you are done entering text, press OK to store your entries.

jklJKL5

enter a phone number

The following list provides tips for entering phone numbers. Use these instructions to enter speed dial phone numbers and the fax header number.

• Press the keypad number and wait for the cursor to automatically advance

• To enter a three-second pause, press Redial/Pause.

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to the right, or press !.

Tip: The cursor will automatically advance to the right after two

seconds.

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• To enter a symbol, such as *, press Symbols (*) repeatedly to scroll through

the list of symbols. The following table represents the available symbols.

• If you make a mistake, press " to clear it, and then make the correct entry.

• After you are done entering text, press OK to store your entries.

print reports

You can set up your HP Officejet to automatically print error reports and confirmation reports for each fax you send and receive. You can also manually print system reports as you need them; these reports provide useful system information about your HP Officejet.

By default, your HP Officejet is set to print a report only if there is a problem with sending or receiving a fax. A confirmation message that indicates whether a fax was successfully sent appears briefly on the front panel display after each transaction.

This section contains the following topics:

• generate reports automatically on page 53

• generate reports manually on page 54

available

description:

symbols:

* Provides the Dual Tone Multiple-Frequency (DTMF) tones

assigned to the asterisk character.

– When auto-dialing, the HP Officejet enters a three-second

pause in the number sequence.

( ) Displays a left or right parenthesis to visually separate

numbers, such as area codes, for easier reading. These symbols do not affect dialing.

W When auto-dialing, W causes the HP Officejet to wait for a

dial tone before continuing to dial.

R During auto-dialing, the R functions the same as the Flash

button.

+ Displays a plus symbol in the fax header. This symbol does

not affect dialing

generate reports automatically

This setting lets you configure your HP Officejet so that it automatically prints error and confirmation reports.

Note: If you need printed confirmation each time your faxes are successfully

sent, follow these instructions before sending any faxes.

1 Press Setup. 2 Press 1, then press 1.

This selects Print Report and then selects Automatic Reports Setup.

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Print Report

1: Automatic Reports Setup

2: Last Transaction 3: Fax Log 4: Speed Dial List 5: Self-Test Report 6: Caller ID Report * 7: Junk Fax Report *

* Not available in all countries/regions. This menu item does not appear in the Print Report menu if any of the following apply:

Automatic Reports Setup

Every Error Send Error Receive Error Every Fax Send Only Off

• Caller ID service is not supported in your country/region.

• Your country/region Caller ID service is not supported by the HP Officejet.

3 Press ! to scroll through the following report types:

–Every Error: prints whenever there is any kind of fax error (default). –Send Error: prints whenever there is a transmission error. – Receive Error: prints whenever there is a receiving error. –Every Fax: confirms every time a fax is sent or received. –Send Only: prints every time a fax is sent. –Off: does not print fax reports.

Note: If you select Send Only, you will also receive error reports if there is

any kind of error generated.

4 Press OK to select a report.

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generate reports manually

You can manually generate reports about your HP Officejet, such as the status of the last fax you sent, a list of programmed speed-dial entries, or a Self-Test Report for diagnostic purposes.

1 Press Setup, then press 1.

This selects Print Report.

1: Automatic Reports Setup 2: Last Transaction 3: Fax Log 4: Speed Dial List 5: Self-Test Report 6: Caller ID Report * 7: Junk Fax Report *

* Not available in all countries/regions. This menu item does not appear in the Print Report menu if any of the following apply:

• Caller ID service is not supported in your country/region.

• Your country/region Caller ID service is not supported by the HP Officejet.

Print Report

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2 Press ! to scroll through the following report types:

– Automatic Reports Setup: prints automatic reports as described in

generate reports automatically on page 53. – Last Transaction: prints details of the last fax transaction. –Fax Log: prints a log of the last 30 fax transactions. – Speed Dial List: prints a list of programmed speed-dial entries. –Self-Test Report: prints a report to assist you in diagnosing print and

alignment problems. For more information, see print a self-test report

on page 80.

– Caller ID Report: prints a log of the last 30 Caller ID calls. The report

prints the phone number, the date and time, and the name of the caller

(if available).

Note: Caller ID service is not available in all countries/regions. If Caller ID

service is not supported in your country/region, this menu item will not appear in the Print Report menu. Further, a Caller ID service is dependent on country/region telephone system programming and may not be compatible with the HP Officejet internal programming. For information, see

use caller ID on page 66. –Junk Fax Report: prints a report of the fax numbers you designated to

block. For more information, see block junk fax numbers on page 66.

3 Press OK to select a report.

set up speed dialing

use the fax features

You can assign speed-dial entries to frequently used fax numbers. Use the onetouch speed dial buttons on the front panel to quickly send faxes. You can also press Speed Dial to scroll through and select from the list of speed-dial entries.

The first 10 speed-dial entries are automatically saved to the 5 one-touch speed dial buttons on the front panel. When you create more than 5 speed-dial entries, 2 speed-dial entries will be assigned to a button. Press the one-touch speed dial button repeatedly to toggle between the numbers. For example, press the first one-touch button to toggle between speed-dial entries 1 and 6, press the second one-touch button to toggle between speed dial entries 2 and 7, and so on, through the fifth one-touch button. For information on using one-touch speed dial buttons, see send a fax using speed dials on page 40.

We recommend that you use the HP Director to set up speed-dial settings; however, you can also use the front panel.

You can quickly and easily set up speed-dial entries from your computer by using the HP Director. For more information, see the onscreen hp image zone help that came with your software.

This section contains the following topics:

• create individual speed-dial entries on page 56

• add group speed-dial entries on page 56

• update speed-dial entries on page 57

• delete speed-dial entries on page 57

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create individual speed-dial entries

You can create speed-dial entries for fax numbers that you use frequently.

1 Press Setup. 2 Press 2, then press 1.

This selects Speed Dial Setup and then selects Individual Speed Dial.

Speed Dial Setup

1: Individual Speed Dial

2: Group Speed Dial 3: Delete Speed Dial

The first unassigned speed-dial entry appears on the display.

3 Press OK to select the displayed speed-dial entry.

Tip: To select another empty entry, press " or !, and then press

OK.

4 Enter the fax number to assign to that entry, and then press OK.

The fax number can be up to 50 digits in length.

Tip: To enter a pause in the fax number, press Redial/Pause.

5 Enter the name, and then press OK.

The name is limited to 13 characters in length. For more information on entering text, see enter text on page 52.

6 After Enter Another? appears, press 1 (Yes), if you want to set up another

number, or press 2 (No) to exit.

add group speed-dial entries

This feature allows you create groups of up to 62 individual speed-dial entries so that you can send black-and-white faxes to specific groups of people with one speed-dial button.

Note: You can only send black-and-white faxes to groups; color faxes and

Very Fine resolution are not supported for group faxing.

You can only assign previously entered speed-dial numbers to a group. Additionally, only individual speed-dial entries can be added; you can’t assign a group to another group.

1 Press Setup. 2 Press 2, then press 2.

This selects Speed Dial Setup and then selects Group Speed Dial.

fax

Speed Dial Setup

1: Individual Speed Dial

2: Group Speed Dial

3: Delete Speed Dial

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The first unassigned speed-dial entry appears on the display.

3 Press OK to select the displayed speed-dial entry.

Tip: To select another empty entry, press " or !, and then press

OK.

4 Press " or ! to select an individual speed-dial entry to add the to the

group. You can also enter the speed-dial code by using the front panel.

5 Press OK. 6 After Enter Another? appears, press 1 (Yes), to add another individual

speed-dial entry.

7 When you have added all your entries, press 2 (No). 8 Enter the group speed-dial name, and then press OK.

The name is limited to 42 characters in length. For more information on entering text, see enter text on page 52.

9 After Another Group? appears, press 1 (Yes), if you want to set up another

group speed dial, or press 2 (No) to exit.

update speed-dial entries

You can change the phone number or name of an individual speed-dial entry.

Note: If the individual speed-dial entry is also a part of a speed-dial group,

the speed-dial group will reflect the any updates made to the individual speed-dial entry.

1 Press Setup. 2 Press 2, then press 1.

This selects Speed Dial Setup and then selects Individual Speed Dial.

3 Press " or ! to scroll through the speed-dial entries, and then press OK to

select the appropriate entry.

4 When the current fax number appears, press " to erase it. 5 Reenter the fax number.

Tip: To enter a pause in the fax number, press Redial/Pause.

6 Press OK to save the new number. 7 If you need to change the name, press " to erase it, and then reenter the

name using the keypad.

8 Press OK. 9 Press 1 (Yes) to update another entry or 2 (No) to exit.

use the fax features

delete speed-dial entries

Follow these steps to delete an individual or group speed-dial entry.

1 Press Setup. 2 Press 2, then press 3.

3 Press ! until the speed-dial entry that you want to delete appears, and

user guide

This selects Speed Dial Setup and then selects Delete Speed Dial.

then press OK. You can also enter the speed-dial code by using the front panel.

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Tip: You can also cancel fax forwarding by pressing Cancel and

then 2, when “Fax Forwarding” appears on the front panel display.

change fax resolution and lighter/darker settings

You can change the fax resolution and lighter/darker settings of documents that you are sending.

Note: These settings do not affect copy settings. Copy resolution and copy

contrast are set independently from fax resolution and fax contrast. Also, the settings that you change from the front panel do not affect faxes sent from your computer.

This section contains the following topics:

• change the fax resolution on page 58

• change lighter/darker setting on page 59

•set new defaults on page 59

change the fax resolution

The Fax Resolution setting affects the transmission speed and quality of faxed black-and-white documents. The HP Officejet only sends faxes at the highest resolution supported by the receiving fax machine. You can only change the fax resolution for faxes that you are sending in black and white. All color faxes will be sent using Fine resolution. The following Fax Resolution settings are available:

• Fine: this is the default setting. It provides high-quality text suitable for

faxing most documents.

• Very Fine: use this setting when you are faxing documents with very fine

detail. If you choose this option, be aware that the faxing process takes longer to complete and you can only send black-and-white faxes.

• Photo: this setting provides the best quality fax when sending photographs.

If you choose Photo, be aware that the faxing process takes longer to complete. When faxing photographs, we recommend that you choose Photo.

• Standard: this setting provides the fastest possible transmission with the

lowest quality of fax.

1 Load your original face down and top first in the document feeder tray.

For more information, see load originals on page 25.

2 Press Fax Resolution until the desired resolution setting appears.

Note: The Fax Resolution setting you select is retained until you change it

again.

Tip: You can also change the Fax Resolution by pressing Fax, then

using " or ! to scroll to Fax Resolution and then press OK. Use " or ! to scroll to the setting you want and press OK again.

3 Enter the fax number by using the keypad, press a one-touch speed dial

fax

button, or press Speed Dial until the appropriate speed-dial entry appears.

4 Press Start Black.

Note: If you press Start Color, the fax will be sent using the Fine setting.

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change lighter/darker setting

Use this setting to change the contrast of a fax to be darker or lighter than the original. This feature is useful if you are faxing a document that is faded, washed out, or hand written. You can darken the original by adjusting the contrast.

Your changes revert to the default values after two minutes of inactivity, unless you set them as the default. For information, see set new defaults on page 59.

1 Load your original face down and top first in the document feeder tray.

For more information, see load originals on page 25.

2 Press Fax.

Phone Number appears in the top line of the display.

3 Enter the fax number by using the keypad, press a one-touch speed dial

button, or press Speed Dial until the appropriate speed-dial entry appears.

4 Press Fax until Lighter/Darker appears in the top line of the display.

The range of values appears as a circle on a scale on the display.

5 Press " to lighten the fax or ! to darken it.

The circle moves left or right as you press a button.

6 Press Start Black or Start Color.

set new defaults

You can change the default values for the Lighter/Darker setting through the front panel.

1 Load your original face down and top first in the document feeder tray.

For more information, see load originals on page 25.

2 Press Fax.

Phone Number appears in the top line of the display.

3 Enter the fax number by using the keypad, press a one-touch speed dial

button, or press Speed Dial until the appropriate speed-dial entry appears. For more information on speed dials, see set up speed dialing on page 55.

4 Press Fax until Lighter/Darker appears in the top line of the display. 5 Make your changes, as needed. 6 Press Fax again until Set New Defaults appears in the top line of the

display.

7 Press ! to select Yes. 8 Press Start Black or Start Color.

The HP Officejet uses the new default setting to send your fax.

use the fax features

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set fax options

There are numerous fax options that you can set, such as controlling whether the HP Officejet redials a busy number automatically. When you make changes to the following options, the new setting becomes the default. Review this section for information on changing fax options.

This section contains the following topics:

• set the date and time on page 60

• set the paper size for received faxes on page 61

• set tone or pulse dialing on page 61

• adjust the ring volume on page 61

• adjust the phone line monitor volume on page 62

•forward faxes to another number on page 62

• edit or cancel fax forwarding on page 62

• change the answer ring pattern (distinctive ringing) on page 63

• redial a busy or unanswered number automatically on page 63

• set automatic reduction for incoming faxes on page 64

• use error correction mode on page 65

• set the fax speed on page 65

• use caller ID on page 66

• block junk fax numbers on page 66

• set backup fax reception on page 67

fax

set the date and time

You can set the date and time from the front panel. When a fax is transmitted, the current date and time are printed along with the fax header. The date and time format is based upon the language and country/region setting.

1 Press Setup. 2 Press 3, then press 1.

3 Enter the month, day, and year (last two digits only) by pressing the

4 Enter the hours and minutes.

5 If prompted, press 1 for AM or 2 for PM.

This selects Basic Fax Setup and then selects Date and Time.

appropriate number on the keypad. Depending on your country/region setting, you might enter the date in a different order.

The underline cursor presented initially beneath the first digit advances automatically to each digit each time you press a button. The time prompt automatically appears after you enter the last digit of the date.

The AM/PM prompt automatically appears after the last digit of the time is entered if your time is displayed in the 12-hour format.

The new date and time settings appear on the front panel display.

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set the paper size for received faxes

You can select the paper size for received faxes. The paper size selected should match what is loaded in your paper tray. Faxes can be printed on letter, A4, or legal paper only (varies by country/region).

Note: If an incorrect paper size is loaded in the paper tray when a fax is

received, the fax will not print and an error message appears on the display. Load letter, A4, or legal paper, and then press OK to print the fax.

1 Press Setup. 2 Press 3, then press 4.

This selects Basic Fax Setup and then Fax Paper Size.

3 Press ! to select an option, and then press OK.

set tone or pulse dialing

You can set the dial mode for tone or pulse dialing. Most phone systems work with either type of dialing. If you have a public phone system or a private branch exchange (PBX) system that requires pulse dialing, you may need to select Pulse Dialing. The default setting is Tone Dialing. Some phone system features might not be accessible if pulse dialing is used. In addition, it can take longer to dial a fax number with pulse dialing. Contact your local phone company if you are unsure which setting to use.

Note: Pulse dialing is not available in all countries. If your phone system

does not require pulse dialing, we recommend using the default setting of Tone Dialing.

1 Press Setup. 2 Press 3, then press 5.

This selects Basic Fax Setup and then Tone or Pulse Dialing.

3 Press ! to select between Tone or Pulse. 4 Press OK.

use the fax features

adjust the ring volume

user guide

The HP Officejet provides four levels for adjusting how loud it will ring when there is an incoming fax or phone call. You can select Off, Low, Medium, or High. The default setting is Medium.

1 Press Setup. 2 Press 3, then press 6.

This selects Basic Fax Setup and then selects the Ring Volume.

3 Press ! to select an option, and then press OK.

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adjust the phone line monitor volume

The Phone Line Monitor Volume setting allows you to control the volume of the dial tones and fax tones. You can select Low, Medium, or High. The default setting is Medium.

1 Press Setup. 2 Press 3, then press 7.

This selects Basic Fax Setup and then selects the Phone Line Monitor Volume.

3 Press ! to select an option, and then press OK.

forward faxes to another number

Use the Fax Forwarding feature to forward your received faxes to another fax number. During the period you have Fax Forwarding enabled, your HP Officejet will not print received faxes. If a color fax is received, it will be forwarded in black-and-white.

1 Press Setup. 2 Press 3, then press 8.

This selects Basic Fax Setup and then selects the Fax Forwarding Black Only.

3 Press ! to select On, and then press OK. 4 At the prompt, enter the number of the fax machine that will receive the

forwarded faxes.

5 Press OK.

Fax Forwarding appears on the display.

fax

edit or cancel fax forwarding

Once fax forwarding is enabled, you might need to change the number you are forwarding to or you might want to cancel your fax forwarding setup altogether. Follow the steps below to edit or turn off fax forwarding.

1 Press Setup. 2 Press 3, then press 8.

This selects Basic Fax Setup and then selects Fax Forwarding Black Only.

3 Press ! to select Off, and then press OK.

Tip: You can also cancel fax forwarding by pressing Cancel and

then 2, when “Fax Forwarding” appears on the front panel display.

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change the answer ring pattern (distinctive ringing)

Many phone companies offer a distinctive ringing feature that allows you to have several phone numbers on one phone line. When you subscribe to this service, each number will have a different ring pattern, for example, single, double, and triple rings.

If you connect your HP Officejet to a line with distinctive ringing, have your telephone company assign one ring pattern to voice calls and another to fax calls. We recommend that you request double or triple rings for a fax number. When the HP Officejet detects the specified ring pattern, it will answer the calls and receive the fax.

If you do not have this service, use the default ring pattern, which is All Rings.

1 Verify that the correct Answer Mode setting is selected. For information, see

set the answer mode on page 44.

2 Press Setup. 3 Press 4, then press 1.

This selects Advanced Fax Setup and then selects Answer Ring Pattern.

4 Press ! to scroll through these options: All Rings, Single Rings, Double

Rings, Triple Rings, and Double & Triple.

5 When the ring pattern that the phone company established for your fax

number appears on the display, press OK.

Note: If you do not have distinctive ringing service, use the default ring

pattern, which is All Rings.

use the fax features

redial a busy or unanswered number automatically

You can set your HP Officejet to redial a busy or an unanswered number automatically. The default setting for Busy Redial is Redial. The default setting for No Answer Redial is No Redial.

1 Press Setup. 2 Do one of the following:

– To change the Busy Redial setting, press 4, and then press 2.

This selects Advanced Fax Setup, and then selects Busy Redial.

– To change the No Answer Redial setting, press 4, and then press 3.

This selects Advanced Fax Setup and then selects No Answer Redial.

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Advanced Fax Setup

1: Answer Ring Pattern

2: Busy Redial 3: No Answer Redial

4: Automatic Reduction 5: Error Correction Mode 6: Fax Speed 7: Caller ID Mode* 8: Junk Fax Numbers* 9: Backup Fax Reception**

* Not available in all countries/regions. This menu item does not appear in the Advanced Fax Setup menu if any of the following apply:

• Caller ID service is not supported in your country/region.

• Your country/region Caller ID service is not supported by the HP Officejet.

**If Caller ID service does not appear in the menu, Backup Fax Reception will be number 7.

3 Press ! to select Redial or No Redial. 4 Press OK.

set automatic reduction for incoming faxes

This setting determines what your HP Officejet does if it receives a fax that is too large for the default paper size. With this setting on (the default), the image is reduced so that it fits on one page, if possible. With this feature off, information that doesn’t fit on the first page is printed on a second page. Automatic Reduction is useful when you receive a legal-size fax and letter-size paper is loaded in the paper tray.

1 Press Setup. 2 Press 4, then press 4.

This selects Advanced Fax Setup and then selects Automatic Reduction.

3 Press ! to select On or Off. 4 Press OK.

Busy Redial

Redial

No Redial

No Answer Redial

No Redial

Redial

fax

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use error correction mode

Error Correction Mode (ECM) eliminates data lost due to poor phone lines by detecting errors that occur during transmission and automatically requesting retransmission of the erroneous portion. Phone charges are unaffected, or might even be reduced, on good phone lines. On poor phone lines, ECM increases sending time and phone charges, but sends the data much more reliably. Turn ECM off (the default setting is on) only if it increases phone charges substantially, and you can accept poorer quality in exchange for reduced charges.

Note: If your Fax Speed setting is set to Fast or you are sending a color fax,

then ECM is always On.

1 Press Setup. 2 Press 4, then press 5.

This selects Advanced Fax Setup and then selects Error Correction Mode.

3 Press ! to select On or Off. 4 Press OK.

set the fax speed

You can set the fax speed used to communicate between your HP Officejet and other fax machines when sending and receiving faxes. The default fax speed is Fast.

In certain environments, setting the fax speed to a slower speed might be required. For example, if you use one of the following:

• an Internet phone service

• a PBX system

• Fax over Internet Protocol (FoIP)

• an integrated services digital network (ISDN) service

Also, if you experience problems sending and receiving faxes, you might want to try setting the Fax Speed to Medium or Slow. If you want to send with ECM turned off, you must use Medium or Slow. The following fax speeds are available.

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fax speed setting fax speed

Fast v.34 or 33600 bps Medium v.17 or 14400 bps Slow v.29 or 9600 bps

1 Press Setup. 2 Press 4, then press 6.

This selects Advanced Fax Setup and then Fax Speed.

3 Press ! to select an option, and then press OK.

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use caller ID

Caller ID Mode allows you to view the phone number or names of callers on the front panel display, if you subscribe to Caller ID service through your phone company.

If you subscribe to supported Caller ID service through the phone company, you can block future faxes from designated numbers using the Junk Fax Numbers feature.

Note: Caller ID service is available through your phone company. It is not

supported in all countries/regions and not all country/region Caller ID services are compatible with the HP Officejet. If it is not supported in your country/region or it is not compatible, you will not see Caller ID Mode in the Advanced Fax Menu. For more information on Caller ID service, contact your phone company.

In addition to viewing the numbers or names of callers, you can also block numbers so that the HP Officejet will not receive faxes from those numbers. For more information on blocking numbers, see block junk fax numbers on page 66.

1 Press Setup. 2 Press 4, then press 7.

This selects Advanced Fax Setup and then Caller ID Mode.

3 Press ! to select one of the following options:

–On: select this option to activate Caller ID Mode. – On (Block Junk): select this option to activate Caller ID Mode and block

junk fax numbers.

–Off: select this option to turn off Caller ID Mode.

4 Press OK.

fax

block junk fax numbers

If you subscribe to Caller ID service through the phone company, you can block future faxes from designated numbers using the Junk Fax Numbers feature. You can block faxes from up to 20 numbers.

Before using this feature, you must set the Caller ID Mode to On (Block Junk). For information, see use caller ID on page 66.

Note: Caller ID service is available through your phone company. It is not

supported in all countries/regions and the feature may not be compatible with the HP Officejet. If it is not supported in your country/region, you will not see Junk Fax Numbers in the Advanced Fax Menu. For more information on Caller ID service, contact your phone company.

Note: You can also block faxes using the HP Director, however, you may

find that the front panel method is better. For more information, see the see the onscreen hp image zone help Help that came with your software.

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use the fax features

to add junk fax numbers 1 Press Setup. 2 Press 4, then press 8.

This selects Advanced Fax Setup and then Junk Fax Numbers.

3 Press ! to select Add, and then press OK.

The most recently received Caller ID number appears on the display.

4 Press " or ! to scroll through the list of Caller ID numbers, and then press

OK to select a number to add to the list.

5 If you want to add another number to the list, press 1 (Yes). Otherwise,

press 2 (No).

6 If you pressed 1, repeat steps 4 and 5 until you have finished adding

Caller ID numbers to the list.

to delete junk fax numbers 1 Press Setup. 2 Press 4, then press 8.

This selects Advanced Fax Setup and then Junk Fax Numbers.

3 Press ! to select Delete, and then press OK.

The first Junk Number appears on the display.

4 Press " or ! to scroll through the list of numbers, and then press OK to

delete the selected number from the list.

5 If you want to delete another number from the list, press 1 (Yes). Otherwise,

press 2 (No).

6 If you pressed 1, repeat steps 4 and 5 until you have finished deleting

numbers from the list.

set backup fax reception

Use the Backup Fax Reception feature to store received faxes in memory. For example, if your print cartridge runs out of ink while receiving a fax, the fax will be stored in memory. Then, once you have replaced the print cartridge, you can print out the fax. The front panel display notifies you when there are faxes in stored in memory that need to be printed. The front panel display notifies you when there are faxes stored in memory that need to be printed.

By default, Backup Fax Reception is enabled. For information on printing faxes stored in memory, see reprint the faxes in memory on page 68.

1 Press Setup. 2 Press 4, then press 7 or 9 (depends on your country/region).

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Note: If the memory becomes full, the HP Officejet overwrites the oldest,

printed faxes. All unprinted faxes will remain in memory until they are printed or deleted. When the memory becomes full of unprinted faxes, the HP Officejet will not receive any more fax calls until the unprinted faxes are printed. To delete all faxes in memory, including the unprinted faxes, unplug your HP Officejet.

fax

This selects Advanced Fax Setup and then Backup Fax Reception.

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3 Press ! to select one of the following options:

–On: select this option to activate Backup Fax Reception. –Off: select this option to turn off Backup Fax Reception.

4 Press OK.

set the country and language

Usually, you set the language and country/region when you first set up the HP Officejet. However, you can change these settings at any time.

1 Press Setup. 2 Press 6, then press 3.

This selects Preferences and then selects Set Language & Country/Region. Press 11 for English appears on the display. You can press ! to scroll

through the available language or wait for them to display automatically.

3 When you see the language you want, enter its two-digit number using the

keypad.

4 When prompted to confirm the language, press 1 for Yes or 2 for No.

You are prompted with all the countries/regions for the selected language. You can also scroll through the countries/regions using " or !.

5 Using the keypad, enter the two-digit number for the desired country/

region.

6 When prompted, press 1 for Yes or 2 for No.

reprint the faxes in memory

Reprint Faxes in Memory enables you to reprint a fax stored in memory. The faxes are printed in reverse order with the most recently received fax printed first. Any time the HP Officejet begins printing a fax you do not need, press Cancel to stop it from printing. The HP Officejet begins printing the next fax in memory.

Note: You will need to press Cancel for each stored fax in order to stop it

from printing.

1 Press Setup. 2 Press 5, then press 4.

This selects Tools and then selects Reprint Faxes in Memory. The faxes are printed from memory.

stop faxing

• To stop a fax you are sending or receiving, press Cancel.

• To cancel a number your are currently dialing and bring up a dial tone,

press Flash.

Note: If the HP Officejet is already connected to the other fax machine and

sending or receiving fax data, you must press Cancel to cancel the fax. Flash

fax

will not cancel a fax that is already in progress.

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print from your computer

Most print settings are automatically handled by the software application you are printing from or by HP ColorSmart technology. You only need to change the settings manually when you change print quality, print on specific types of paper or film, or use special features.

This section contains the following topics:

• print from a software application on page 71

• set printing options on page 72

• stop a print job on page 74

The HP Officejet can perform special print jobs such as printing borderless images, posters, and printing on transparency film. For more information on performing special print jobs, see the onscreen hp image zone help that came with your software.

print from a software application

Follow these steps to print from the software application that you used to create your document.

Windows users

1 Load the paper tray with the appropriate paper.

Form more information, see load paper and load originals on page 15.

2 From your software application’s File menu, select Print. 3 Make sure that you select the HP Officejet.

If you need to change settings, click the button that opens the Properties dialog box (depending on your software application, this button might be called Properties, Options, Printer Setup, or Printer), and then select the appropriate options for your print job by using the features available in the Paper/Quality, Finishing, Effects, Basics, and Color tabs.

Note: When printing a photo, you must select options for the correct paper

type and photo enhancement. See the hp image zone help that came with your computer for more information.

4 Click OK to close the Properties dialog box.

The settings you select apply only to the current print job. To set print settings for all jobs, see set printing options on page 72.

5 Click OK to begin your print job.

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Macintosh users

To specify a document's paper size, scaling, and orientation, use the Page Setup dialog box. To specify other print settings for a document, and to send the document to the printer, use the Print dialog box.

Note: The following steps are specific to OS X. For OS 9, the steps might be

slightly different. Be sure to select the HP Officejet in the Print Center (OS X) or in the Chooser (OS 9) before you begin printing.

1 From your software application’s File menu, select Page Setup.

The Page Setup dialog box appears.

2 In the Format for pull-down menu, select the HP Officejet. 3 Change other settings as needed:

– Select the paper size. (To set a custom paper size, select Custom Paper

Size from the Settings pull-down menu.)

– Select the orientation. – Enter the scaling percentage.

For OS 9, the Page Setup dialog box includes options to rotate or mirror the image, and to edit custom paper sizes.

4 Click OK. 5 From your software application’s File menu, select Print.

The Print dialog box appears. If you are using OS X, the Copies & Pages panel opens. If you are using

OS 9, the General panel opens.

6 Select the print settings appropriate for your project.

Use the pull-down menus to access the other panels.

7 Click Print to begin printing.

set printing options

You can customize the print settings of the HP Officejet to handle nearly any print task including customized, high-quality photos and documents.

Windows users

If you want to change print settings, you need to decide if you want to change them for the current job, or for all jobs. How you display print settings depends on whether or not you want to make the setting permanent.

to change the print settings for all future jobs 1 In the HP Director, click Settings, and then select Printer Settings. 2 Make changes to the print settings, and click OK.

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to change the print settings for the current print job 1 From your software application’s File menu, select Print, Print Setup, or

Page Setup. Make sure that the selected printer is the HP Officejet.

2 Click Properties, Options, Printer Setup, or Printer (the option names are

different depending on your software application).

3 Make changes to the settings, and click OK. 4 Click OK to print the job.

Macintosh users

! To display the Page Setup dialog box, open the document you want to

print, then select Page Setup from the File menu.

Note: To find out more about the settings in a particular panel, click the ?

in the lower left corner of the Page Setup dialog box.

page attributes panel

Use the Page Attributes panel in the Page Setup dialog box to select the Page Size, document Scaling, or Orientation. In OS 9, you can also choose to print a Mirror Image or select Borderless printing. In OS X, you can select the HP Officejet from this panel; in OS 9 use the Chooser to select the HP Officejet.

application attributes panel

Use the Application Attributes panel to set print options specific to the software application being used.

print from your computer

summary panel

In OS X, use the Summary panel to view the print settings for the document. In OS 9, this information appears on the General panel in the Print dialog box.

! To display the Print dialog box, open the document you want to print, then

select Print from the File menu.

Note: To find out more about the settings in a particular panel, click the ?

in the lower left corner of the Print dialog box.

copies & pages panel

Use the Copies & Pages panel on OS X and General panel on OS 9 in the Print dialog box to select the number of copies and the pages you want to print. You can also choose to collate your prints from this panel.

! Click the Preview button to see a preview of the printed document. layout panel

Use the Layout panel in the Print dialog box to print multiple pages on a sheet and to determine the order in which they will print. You can also choose border options from this panel.

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stop a print job

output options panel (OS X)

Use the Output Options panel in the Print dialog box to save your file as an Adobe Acrobat PDF support PostScript printing.

! Select the Save as File check box to save your document as a PDF file.

Note: The Output Options panel is not available in OS 9.

paper type/quality panel

Use the Paper Type/Quality panel on OS X and General panel on OS 9 in the Print dialog box to select the paper type, print quality, and on OS X, color settings. You can also use this panel to change the contrast and sharpness of your digital photos and to adjust the amount of ink you want to use in your prints.

The Color Options and Digital Photo tabs in OS X appear as separate pull-down panels in OS 9. If you are using OS 9, use the Color and Digital Photography pull-down panels to select your settings.

You can stop a print job from the HP Officejet or from your computer, although we recommend the following method for best results.

! To stop a print job from the HP Officejet, press Cancel on the front panel.

Look for the Print Cancelled message on the front panel display. If it doesn’t appear, press Cancel again.

The HP Officejet prints any pages it has already started printing and then cancels the remainder of the job. This can take a few moments.

(portable document format) file. The HP Officejet does not

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order supplies

You can order print cartridges, recommended types of HP paper, and HP Officejet accessories online from the HP website.

This section contains the following topics:

•order media on page 75

• order print cartridges on page 75

• order other supplies on page 75

order media

To order media such as HP Premium Paper, HP Premium Inkjet Transparency Film, HP Iron-On Paper, or HP Greeting Cards, go to:

www.hp.com

Choose your country/region, and then select Buy or Shopping.

order print cartridges

The following table lists the print cartridges that are compatible with your HP Officejet. Use this information to determine which print cartridge to order.

order supplies

print cartridges hp reorder number

HP black inkjet print cartridge #56, 19 ml black print cartridge HP tri-color inkjet print cartridge #57, 17 ml color print cartridge HP photo inkjet print cartridge #58, 17 ml color print cartridge HP black inkjet print cartridge #27, 10 ml black print cartridge HP tri-color inkjet print cartridge #28, 8 ml color print cartridge

Get more information about print cartridges from the HP website:

www.hp.com

Choose your country/region, and then select Buy or Shopping.

order other supplies

To order other supplies such as HP Officejet software, a copy of the printed User Guide, a Setup Poster, or other customer-replaceable parts, call the appropriate number.

• In the U.S. or Canada, dial 1-800-HP-INVENT (1-800-474-6836).

• In Europe, dial +49 180 5 290220 (Germany) or +44 870 606 9081

(U.K.).

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order supplies

To order HP Officejet software in other countries/regions, call the phone number for your countries/regions. The numbers listed below are current as of the publication date of this guide. For a list of current ordering numbers, go to the following website and choose your own country/region or language:

www.hp.com/support

country/region number for ordering

Asia Pacific 65 272 5300 Australia 61 3 8877 8000 New Zealand 0800 441 147 South Africa +27 (0)11 8061030 U.S. and Canada 1-800-HP-INVENT (1-800-474-6836)

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maintain your hp officejet

The HP Officejet requires little maintenance. Sometimes you might want to clean the glass and white strip on back of the lid to remove surface dust and ensure that your copies and scans remain clear. You might also want to replace, align, or clean your print cartridges from time to time. This section provides instructions for keeping your HP Officejet in top working condition. Perform these simple maintenance procedures as necessary.

This section contains the following topics:

• clean the glass on page 77

•clean the white strip on page 78

•clean the exterior on page 79

•work with print cartridges on page 79

• replace the telephone cord on page 89

• restore factory defaults on page 90

• set the scroll speed on page 90

• set the prompt delay time on page 91

• self-maintenance sounds on page 92

maintain your hp officejet

clean the glass

Dirty glass from dust, smudges, hair, and so on slows down performance and affects the accuracy of features such as Photo Fit to Page, Copy, and Scan.

1 Turn off the HP Officejet, unplug the power cord, and raise the scanner lid.

Note: Print all faxes that are in memory before unplugging the power cord.

Faxes in memory will be lost when the power cord is unplugged. See reprint

the faxes in memory on page 68.

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2 Clean the glass with a soft cloth or sponge slightly moistened with a

nonabrasive glass cleaner.

Caution! Do not use abrasives, acetone, benzene, or carbon

tetrachloride on the glass; these can damage it. Do not place or spray liquids directly on the glass. They might seep under it and damage the HP Officejet.

3 Dry the glass with a chamois or cellulose sponge to prevent spotting.

clean the white strip

Minor debris can accumulate on the white strip located underneath the scanner’s

maintain your hp officejet

lid.

1 Turn off the device, unplug the power cord, and raise the scanner lid.

Note: Print all faxes that are in memory before unplugging the power cord.

Faxes in memory will be lost when the power cord is unplugged. See reprint

the faxes in memory on page 68.

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2 Clean the white strip with a soft cloth or sponge slightly moistened with a

mild soap and warm water.

3 Wash the strip gently to loosen debris; do not scrub the strip. 4 Dry the strip with a chamois or soft cloth.

Caution! Do not use paper-based wipes as these might scratch the

strip.

5 If this does not clean the strip well enough, repeat the previous steps using

isopropyl (rubbing) alcohol, and wipe the strip thoroughly with a damp cloth to remove any residual alcohol.

clean the exterior

Use a soft cloth or slightly moistened sponge to wipe dust, smudges, and stains off the case. The interior of the device does not require cleaning. Keep fluids away from the interior of the device as well as the front panel.

Note: To avoid damage to painted parts of the HP Officejet, do not use

alcohol or alcohol-based cleaning products on the front panel or the lid of the device.

maintain your hp officejet

work with print cartridges

To ensure the best print quality from your HP Officejet, you will need to perform some simple maintenance procedures and, when prompted by a front panel message, replace the print cartridges.

This section contains the following topics:

• check the ink levels on page 79

• print a self-test report on page 80

• handle the print cartridges on page 82

• replace the print cartridges on page 82

• use a photo print cartridge on page 85

• use the print cartridge protector on page 85

• align the print cartridges on page 86

• clean the print cartridges on page 88

• clean the print cartridge contacts on page 88

check the ink levels

You can easily check the ink supply level to determine how soon you might need to replace a print cartridge. The ink level supply shows an approximation of the amount of ink remaining in the print cartridges. Checking the ink levels can only be done from the HP Director with the HP Officejet turned on and connected.

Windows users 1 From the HP Director, choose Settings, choose Print Settings, and then

choose Printer Toolbox.

2 Click the Estimated Ink Levels tab.

The estimated ink levels appear for the print cartridges.

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print a self-test report

Macintosh users 1 From the HP Director, choose Settings, and then choose Maintain Printer. 2 If the Select Printer dialog box opens, select your HP Officejet, and then

click Utilities.

3 From the list, select Ink Level.

The estimated ink levels appear for the print cartridges.

If you are experiencing problems with printing, print a Self-Test Report before you replace the print cartridges. This report provides useful information about your print cartridges, including status information.

1 Load letter, A4, or legal-size paper. 2 Press Setup. 3 Press 1, then press 5.

This selects Print Report, and then selects Self-Test Report.

Print Report

1:Automatic Reports Setup 2:Last Transaction 3:Fax Log 4:Speed Dial List

5:Self-Test Report

6:Caller ID Report 7:Junk Fax Report

maintain your hp officejet

Black bar

Color bars

Black and tri-color cartridges installed

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Tri-color and photo cartridge installed

4 Check the Self-Test Report for streaking or white lines in the color bars.

Make sure that the color bars have even consistency and the lines of color extend across the page.

– If the black and tri-color cartridges are installed, you will find four color

bars on the self-test report: black, cyan, magenta, and yellow.

– If the tri-color and photo cartridges are installed, you will find six color

bars on the self-test report: cyan, magenta, yellow for the tri-color

cartridge and light cyan, light magenta, and black for the photo

cartridge.

– If any color bars are missing, this might indicate that particular print

cartridge is out of ink. You might need to replace the print cartridge.

For more information on replacing print cartridges, see replace the

print cartridges on page 82. – Streaks might indicate clogged nozzles or dirty contacts. You might

need to clean the print cartridges or the print cartridge contacts. For

more information on cleaning the print cartridges, see clean the print

cartridges on page 88 and clean the print cartridge contacts on

page 88. Do not clean with alcohol.

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handle the print cartridges

Before you replace or clean a print cartridge, you should know the part names and how to handle the print cartridge.

Ink nozzles under tape

replace the print cartridges

A message appears on the front panel display to let you know when the ink level for the print cartridge is low. In addition, you can check the ink levels through the HP Director on your computer. For information, see check the ink levels on page 79. When you receive this message, it is recommended that you have a replacement print cartridge available. You should also replace the print cartridges when you see faded text or if you experience print quality issues related to the print cartridges.

You may also need these instructions to remove the black print cartridge when you want to use the photo print cartridge for printing high-quality photos.

For information on ordering replacement print cartridges, see order print

cartridges on page 75. 1 Turn on the HP Officejet, and then lift open the print-carriage access door.

Gold-colored contacts

Plastic tape with pink pull tab (must be removed)

Do not touch the gold-colored contacts or the ink nozzles

Print-carriage access door

The print carriage moves into view.

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2 After the carriage stops moving, push down on the top of the print

cartridge to release it, and then pull it toward you out of its slot.

Note: It is normal to see ink buildup in the print cartridge slots.

3 If you are removing the black print cartridge in order to install the photo

print cartridge, store it in the print cartridge protector. For more information on the print cartridge protector, see use the print cartridge protector on page 85.

4 Remove the new print cartridge from its packaging and, being careful to

touch only the black plastic, gently remove the tape by using the pink pull tab.

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Caution! Do not touch the gold-colored contacts or ink nozzles.

Once you have removed the plastic tape, install the print cartridge immediately to prevent the ink from drying in the nozzles.

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5 Hold the black or photo print cartridge with the HP label on top. Slide the

print cartridge at a slight angle up into the right side of the print carriage. Press firmly until the print cartridge snaps into place.

Caution! Do not attempt to push the cartridge straight into the slot.

It must slide in at a upward slight angle.

6 Hold the tri-color print cartridge with the HP label on top. Slide the print

cartridge at a slight angle into the left side of the print carriage. Press firmly until the print cartridge snaps into place.

Caution! Do not attempt to push the cartridge straight into the slot.

It must slide in at a slight upward angle.

maintain your hp officejet

Note: You must install both print cartridges in order for your HP Officejet to

work.

7 Close the print-carriage access door.

“Press OK to print Align page” appears on the display.

8 Press OK.

For information on aligning the print cartridges, see align the print

cartridges on page 86.

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use a photo print cartridge

You can optimize the quality of the photos you print with your HP Officejet by purchasing a photo print cartridge. Remove the black print cartridge and insert the photo print cartridge in its place. With the tri-color print cartridge and the photo print cartridge installed, you have a six-ink system, which provides enhanced quality photos.

When you want to print regular text documents, swap the black print cartridge back in. Use a print cartridge protector to keep your print cartridge secure and prevent it from drying out when it is not being used. For more information on using the print cartridge protector, see use the print cartridge protector on page 85 and for more information replacing print cartridges, see replace the

print cartridges on page 82.

For more information on purchasing a photo print cartridge, see order print

cartridges on page 75.

use the print cartridge protector

When you purchase a photo print cartridge, you will receive a print cartridge protector.

The print cartridge protector is designed to keep your print cartridge secure when it is not being used. It also prevents the ink from drying out. Whenever you remove a print cartridge from the HP Officejet, store it in the print cartridge protector.

! To insert a print cartridge into the print cartridge protector, slide the print

cartridge into the print cartridge protector at a slight angle and snap it securely into place.

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! To remove the print cartridge form the print cartridge protector, press down

and back on the top of the print cartridge protector to release the print cartridge, then slide the print cartridge out of the print cartridge protector.

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align the print cartridges

The HP Officejet prompts you to align print cartridges every time you install or replace a print cartridge. You can also align the print cartridges at any time from the front panel or the HP Director. Aligning the print cartridges ensures highquality output.

to align the print cartridges from the front panel 1 To align the print cartridges when prompted, press OK.

2 Otherwise, you can align the print cartridges manually from the front

3 Press 5, then press 2.

Note: If you remove and reinstall the same print cartridge, the HP Officejet

will not prompt you to align the print cartridges.

The HP Officejet prints an alignment page.

panel. Press Setup.

This selects Tools and then selects Align Print Cartridge.

Tools Menu

1:Clean Print Cartridge

2:Align Print Cartridge

3:Restore Factory Defaults 4:Reprint Faxes in Memory

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The HP Officejet prints an alignment page.

4 Load the alignment page face down in the document feeder tray and press

OK.

When “Alignment Complete” appears on the front panel display, alignment is complete. Recycle or discard the alignment page.

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to align the print cartridges from the hp director 1 Access the HP Director.

For information on accessing the HP Director, see use the hp director

software to do more with your hp officejet on page 8.

2 For Windows users, do the following:

a. Choose Settings, choose Print Settings, and then choose Printer

Toolbox.

b. Click the Device Services tab. c. Click Align the Print Cartridges.

The HP Officejet prints an alignment page.

3 For the Macintosh users, do the following.

a. Choose Settings, and then choose Maintain Printer. b. If the Select Printer dialog box opens, select your HP Officejet, and

then click Utilities. c. From the list, select Calibrate. d. Click Align. The HP Officejet prints an alignment page.

4 Load the alignment page face down and top first in the document feeder

tray and press OK.

maintain your hp officejet

user guide

When “Alignment Complete” appears on the front panel display, alignment is complete. Recycle or discard the alignment page.

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maintain your hp officejet

chapter 8

clean the print cartridges

Use this feature when the Self-Test Report shows streaking or white lines through any of the colored bars. Do not clean print cartridges unnecessarily. This wastes ink and shortens the life of the ink nozzles.

1 Press Setup. 2 Press 5, then press 1.

This selects Tools and then selects Clean Print Cartridge.

Tools Menu

1:Clean Print Cartridge

2:Align Print Cartridge 3:Restore Factory Defaults 4:Reprint Faxes in Memory

A test page is printed as the print cartridges are cleaned. Recycle or discard the page.

If copy or print quality still seem poor after you clean the print cartridges, try cleaning the print cartridge contacts before replacing the print cartridge that is affected. For information on replacing print cartridges, see replace

the print cartridges on page 82.

clean the print cartridge contacts

Clean the print cartridge contacts only if you get repeated front panel messages prompting you to check a print cartridge after you already have cleaned or aligned the print cartridges.

Before cleaning remove the cartridge and verify that nothing is covering the print cartridge contacts then reinstall the cartridge. If you continue to get messages to check the cartridges, clean the contacts.

Caution! Do not remove both print cartridges at the same time.

Remove and clean each print cartridge one at a time.

Make sure you have the following materials available:

• Dry foam rubber swabs, lint-free cloth, or any soft material that will not

come apart or leave fibers.

• Distilled, filtered, or bottled water (tap water might contain contaminants

that can damage the print cartridges).

Caution! Do not use platen cleaners or alcohol to clean the print

cartridge contacts. These can damage the print cartridge or the HP Officejet.

1 Turn the HP Officejet on and open the print-carriage access door. 2 After the carriage stops moving, unplug the power cord from the back of

the HP Officejet.

3 Push down on the top of the print cartridge to release it, and then pull it

toward you out of its slot.

4 Inspect the print cartridge contacts for ink and debris buildup.

hp officejet 4200 series

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5 Dip a clean foam rubber swab or lint-free cloth into distilled water, and

squeeze any excess water from it.

6 Hold the print cartridge by its sides. 7 Clean only the contacts. Do not clean the nozzles.

Nozzles - do not clean

8 Place the print cartridge back into the carriage. 9 Repeat if necessary for the other print cartridge. 10 Close the print-carriage access door and plug in the HP Officejet.

replace the telephone cord

maintain your hp officejet

Contacts

maintain your hp officejet

In some countries/regions you must use a special telephone cord to connect your device to the telephone system.

Please check the Fax Setup chapter on page 131 to see if this applies to you.

user guide

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chapter 8

restore factory defaults

You can restore the original factory settings to what they were when you purchased your HP Officejet.

Note: Restoring the factory defaults will not change the date information

you set, nor will it affect any changes you made to scan settings and the language and country/region settings.

You can perform this process from the front panel only.

1 Press Setup. 2 Press 5, then press 3.

This selects Tools and then selects Restore Factory Defaults.

Tools Menu

1:Clean Print Cartridge 2:Align Print Cartridge

3:Restore Factory Defaults

4:Reprint Faxes in Memory

The factory default settings are restored.

set the scroll speed

maintain your hp officejet

The Scroll Speed option lets you control the rate that text messages scroll from right to left in the front panel display. For example, if the message is long and does not completely fit in the front panel display, it will need to scroll. This is so that you can read the entire message. You can choose the rate at which it will scroll: Normal, Fast, or Slow. The default is Normal.

1 Press Setup. 2 Press 6, then press 1.

This selects Preferences and then selects Set Scroll Speed.

Preferences Menu

1:Set Scroll Speed

2:Set Prompt Delay Time 3:Set Language & Country/Region

3 Press ! to select a scroll speed, then press OK.

hp officejet 4200 series