HP OfficeJet 4255 User Manual

hp officejet 4200 series

all-in-one

user guide

hp officejet 4200 series

all-in-one

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.

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

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

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

user guide

iii

contents

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

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

contents

hp officejet 4200 series

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.

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.

hp officejet 4200 series2

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

hp officejet overview

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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hp officejet overview

chapter 1

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.

hp officejet 4200 series

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.

hp officejet overview

user guide

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

hp officejet 4200 series

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.

hp officejet 4200 series

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.

hp officejet 4200 series

hp officejet overview

feature purpose

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

settings.

hp officejet overview

user guide

hp officejet overview

chapter 1

hp officejet 4200 series

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.

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

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

user guide

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.

hp officejet 4200 series

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

user guide

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.

hp officejet 4200 series

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