HP Officejet 590 User Manual

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HP OfficeJet

User’s

Series 500

Guide

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All rights are reserved. No part of the document may be photocopied, reproduced, or translated to another language without the prior written consent of HewlettPackard Company.

OmniPage® Limited Edition V5.0 is a U.S. registered trademark of Caere Corporation. Microsoft® is a U.S. registered trademark of Microsoft Corporation. Windows® is a U.S. registered trademark of Microsoft Corporation.

Publication number: C3801-90001 First Edition, February 1997 Printed in USA.

This product is approved for use in the United States Only.

Local country laws may prohibit the use of this product outside of United States. It is strictly forbidden by law in virtually every country to connect nonapproved telecommunications equipment (fax machines) to public telephone networks.

Safety In formati on

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

1. Read and understand all instructions in the

User’s Guide

WARNING:

Potential Shock Hazard

2. Use only a grounded electrical outlet when connecting the HP OfficeJet to a power source. If you don’t know whether the outlet is grounded, check with a qualified electrician.

3. Telephone lines can develop hazardous voltages. To avoid electrical shock, do not touch the contacts on the end of the cord, or any of the sockets on the HP OfficeJet. Replace damaged cords immediately.

4. Never install telephone wiring during a lightning storm.

5. Observe all warnings and instructions marked on the product.

6. Unplug this product

from wall outlets and telephone jacks before cleaning.

7. Do not install or use this product near water or when you are wet.

8. Install the product securely on a stable surface.

9. Install the product in a protected location where no one can step on or trip over line cord, and the line cord will not be damaged.

10. If the product does not operate normally, see Troubleshooting.

11. No operatorserviceable parts inside. Refe r se rv icing to qualified service personnel.

Notice

The information contained in this document is subject to change without notice.

Hewlett-Packard shall not be liable for errors contained herein or for consequential damages in connection with the furnishing, performance, or use of this material.

Information regarding FCC Class B, Parts 15 and 68 requirements can be found in the back of the

User’s Guid e

This product may contain remanufactered parts that have been fully tested to meet 100% of original performance specifications.

Complete the following information. You’ll need it if you contact your dealer or Hewlett-Packard Company:

Date of Purchase:

Serial Number:

❏❏-❏❏-❏❏❏❏ ❏❏❏❏❏❏❏❏❏❏❏❏

(Located on the back of the machine.)

.......................................................................................................................

All rights are reserved. No part of the document may be photocopied, reproduced, or translated to another language without the prior written consent of HewlettPackard Company.

Publication number: C3801-90001 First Edition, February 1997 Printed in USA.

This product is approved for use in the United States Only.

Safety In formati on

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

1. Read and understand all instructions in the

User’s Guide

WARNING:

Potential Shock Hazard

2. Use only a grounded electrical outlet when connecting the HP OfficeJet to a power source. If you don’t know whether the outlet is grounded, check with a qualified electrician.

4. Never install telephone wiring during a lightning storm.

5. Observe all warnings and instructions marked on the product.

6. Unplug this product

from wall outlets and telephone jacks before cleaning.

7. Do not install or use this product near water or when you are wet.

8. Install the product securely on a stable surface.

9. Install the product in a protected location where no one can step on or trip over line cord, and the line cord will not be damaged.

10. If the product does not operate normally, see Troubleshooting.

11. No operatorserviceable parts inside. Refe r se rv icing to qualified service personnel.

Notice

The information contained in this document is subject to change without notice.

Hewlett-Packard shall not be liable for errors contained herein or for consequential damages in connection with the furnishing, performance, or use of this material.

Information regarding FCC Class B, Parts 15 and 68 requirements can be found in the back of the

User’s Guid e

This product may contain remanufactered parts that have been fully tested to meet 100% of original performance specifications.

Complete the following information. You’ll need it if you contact your dealer or Hewlett-Packard Company:

Date of Purchase:

Serial Number:

❏❏-❏❏-❏❏❏❏ ❏❏❏❏❏❏❏❏❏❏❏❏

(Located on the back of the machine.)

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Setting Up the HP OfficeJet for Your Office.......1-1

Make Sure Everything Is in the Box.........................................1-2

If you don’t have a CD-ROM disc drive............................1-2

1. Load the Tray........................................................................1-3

2. Plug in the Line Connector ...................................................1-3

3. Connect the Cables................................................................1-4

4. Insert the Print Cartridges .....................................................1-4

5. Load the Paper Supply ..........................................................1-6

6. Connect Your Office Equipment - REQUIRED! .................1-7

What should you connect?..................................................1-7

How to tell if you have a modem.................................1-9

How tell if your modem is inside

your computer or an external box ................................1-9

How should you connect? ..................................................1-9

Dedicated line ............................................................1-10

Dedicated line with a PC-modem ..... ................... .... ..1-10

Dedicated line with external modem .........................1-11

Shared line .................................................................1-12

Shared line with a PC-modem ...................................1-13

Shared line with an external modem..........................1-14

Shared line with answering machine .........................1-15

Shared line with computer voicemail ........................1-16

Shared line with PC-modem &

answering machine.....................................................1-17

Shared line, PC- modem &

computer voicemail....................................................1-18

Shared line with external modem and

answering machine.....................................................1-19

Shared line with external modem and

computer voicemail....................................................1-20

Shared line with distinctive ring ................................1-22

7. Install the Software - REQUIRED! ....................................1-23

8. Make Sure Everything Works Properly..............................1-24

...............................................................................................................

Setting Up the HP OfficeJet for

Your Office (continued)

Receive a fax ....................................................................1-24

Print a report.....................................................................1-24

Make a copy .....................................................................1-25

Scan a page to your computer ..........................................1-25

What’s Next ............................................................................1-26

A Quick Tour of How to Do Everything..............2-1

Sending Faxes . .................... .................................................. ....2-2

Sending paper documents................................... ................2-2

From the HP OfficeJet’s keypad..................................2-2

From the Document Assistant screen ..........................2-2

Sending a fax directly from your software program ..........2-3

Copying.....................................................................................2-4

Basic copying from the HP OfficeJet’s keypad .................2-4

Using advanced copy settings in the

HP OfficeJet’s software......................................................2-5

Scanning....................................................................................2-6

Scanning images.................. .... .... .......................................2-6

Scanning text for editing (OCR).........................................2-7

Printing......................................................................................2-7

Using the Help System..............................................................2-8

Other ways to get help ..............................................................2-9

Faxing......................................................................3-1

...............................................................................................................

Sending a Paper Document.......................................................3-2

Using a document carrier to protect your original..............3-2

Sending from the keypad....................................................3-3

Dialing in real time ......................................................3-3

Dialing from a telephone that’s

connected directly to the HP OfficeJet ........................3-4

Speed dialing ................. ................................... ............3- 5

Sending from the HP OfficeJet Document Assistant ......... 3- 6

Sending a Fax Directly from Your Software Program .............3-7

Receiving Printed Faxes............................................................3-8

iii

Faxing (continued)

Loading the paper supply ...................................................3-8

Answering settings .............................................................3-9

Manually receiving faxes ...................................................3-9

Receiving Faxes to Your PC ............................................3-10

Using Advanced Fax Features and Settings............................3-11

Advanced fax send settings ..............................................3-11

Controlling how your faxed documents will look .....3-11

Changing the Resolution .....................................3-11

Changing the Contrast.........................................3-14

Redialing a fax number..............................................3-15

Redialing manually with the

Redial/Pause button.............................................3-15

Changing the Automatic Redial

setting in the software..........................................3-15

Entering a pause during keypad dialing.....................3-15

Assigning Speed Dial codes.......................................3-16

Assigning a speed dial code to a

single fax number................................................3-16

Assigning a speed dial code to a

group of fax numbers ..........................................3-17

Faxing to a group of fax numbers..............................3-18

Changing the information printed

at the top of the faxes you send . ................... ..............3 -1 9

Setting Tone or Pulse dialing type.............................3-19

Other advanced features for sending faxes ................3-19

Advanced fax receive settings..........................................3-21

Phone Answering: Automatic or Manual ..................3-21

Changing the number of rings before answering.......3-22

Using Distinctive Ring...............................................3-23

Updating your fax receive setup ................................3-24

Changing the paper size setting .................................3-25

Other advanced features for receiving faxes..............3-25

Viewing Lists of All Sent and Received Faxes................3-25

Printing the Fax Reports...................................................3-26

Adjusting sound volumes .................................................3-26

Changing the time and date ..............................................3-27

...............................................................................................................

Copying ...................................................................4-1

Loading the Paper Supply for Copying.....................................4-2

Using a Document Carrier to Protect Your Original ................4-3

Copying from the Keypad...................... .................................. .4-3

Controlling how your copies will look...............................4-4

Optimizing the quality (Resolution setting) .......................4-4

Darkening and lightening (Contrast setting) ......................4-5

Automatic collating ............................................................4-5

Copying from the Documen t Assistan t............. .... ....................4-6

Controlling how your copies will look...............................4-7

Optimizing the quality................. ................... ....................4-7

Darkening and lightening (Contrast setting) ......................4-7

Reducing and enlarging......................................................4-7

Collating: On or Off ............................ ...............................4-8

Scanning........ .. .. .. ... .. .. ... .. .. ... .. .. .. ... .. .. ... .. .. ... .. .. .. ... .. . 5-1

Using a Document Carrier to Protect Your Original ................5-2

Scanning Your Document As an Image....................................5-2

Scanning from the Document Assistant ......... .... ................5-2

Scanning directly into your

TWAIN-compliant software program ................................5-5

How to tell if your software program

supports TWAIN..........................................................5-5

How to scan with TWAIN...........................................5-5

Scanning Your Document to Edit the Words (OCR)........ .... ....5-7

Printi ng .. .. .. ... .. .. ......................................................6 -1

...............................................................................................................

Using Paper and Other Media Types........................................6-2

Selecting paper/media types and sizes .............................. .6-2

Loading tips for paper and other media..............................6-2

Loading plain and special papers.................................6-3

Loading letterhead paper..............................................6-3

Loading the single-envelope slot .................................6-3

Loading multiple envelopes.........................................6-4

Loading transparencies ................................................6-4

Printing (continued)

Using the Print Settings.............................................................6-5

Locating the print settings ..................................................6-5

Using the Paper tab settings ...............................................6-5

Using the Setup tab settings ...............................................6-6

Print quality and speed.................................................6-6

Printing in color ...........................................................6-6

Printing in grayscale ....................................................6-7

Using the Advanced tab settings ........................................6-7

Printing from Your Windows Software Program .....................6-8

Printing from the HP OfficeJet Manager ..................................6-8

Getting Help............................................................7-1

Sources of Information and Help.......................... ....................7-2

Using the HP OfficeJet’s Help System.....................................7-5

Understanding the Messages Displayed on the Keypad ...........7-6

Specifications..........................................................8-1

Product Specifications...............................................................8-2

Overall Specifications ................. .... ................... .... ............8- 2

Printing Specifications........................................................8-2

Faxing Specifications .........................................................8-3

Copying Specifications.......................................................8-4

Scanning Specifications ................... .... ................... .... ........8-5

Ordering Information................................................................8-5

Obtaining a Material Safety Data Sheet (MSDS) .....................8-6

Regulatory Informatio n..................................... ........................8-6

Notice to Users of the U.S. Telephone Network:

FCC Requirements .............................................................8-6

Electro ma g ne t ic or Radio Freque n cy Int erference :

FCC Requirements .............................................................8-7

Declaration of Conformity .................................................8-8

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Setting Up the HP OfficeJet for Your Office

.................................................................................................................

efer to this chapter for more details about setting up the

Ready, Se tup, Go

Make Sure Everything Is in the Box ......................1-2

• If you don’t have a CD-ROM disc drive..................1-2

1. Load the Paper/Document Tray.........................1-3

2. Plug in the Fax/Phone Line Connector.............1-3

3. Connect the Cables..............................................1-4

HP OfficeJet in your office than are provided in the

card. Perform each step in sequence.

1. Setting Up

4. Insert the Print Cartridges..................................1-4

5. Load the Paper Supply.......................... ..............1- 5

6. Connect Your

Office Equipment - REQUIRED!................ ....1-7

• What should you connect?.........................................1-7

• How should you connect?........................................1-10

7. Install the Software - REQUIRED! .................1-23

8. Make Sure Everything Works Properly ...........1-24

• Receive a fax .............................................................1-25

• Print a report............................................................1-25

• Make a copy..............................................................1-25

• Scan a page to your computer.................................1-25

What’s N ex t ?....... ..................................................1-26

.............................................................................................

Make Sure Everything Is in the Box

Check to make sure you have everything that’s shown and listed below.

a) HP OfficeJet Series 500 b) Bidirectional parallel cable c) Paper/Document loading tray d) HP OfficeJet Series 500

software on compact disk (CDROM)

e) HP OfficeJet Series 500 Ready,

Setup, Go Card

f) Warranty statement

OfficeJet

g) OmniPage LE Optical Charater

h) Carrier Sheets

i) Fax/Phone line connector with

j) Black and color print cartridges

Recognition (OCR) documentation

(for faxing, copying, and scanning smaller-than-standardsized docume nts and f or protecting photos)

attached phone cord

If you don’t have a CD-ROM disc drive

Please call the HP OfficeJet Fulfillment Center at 1-888-HPDISKS (1-888-473-4757) to receive the software on 3.5-inch floppy diskettes by overnight mail.

...............................................................................................................

1-2

Perform each step in sequence: All steps are required!

1. Load the Tray

This is easiest to do when you are standing directly over the HP OfficeJet with the front facing you. The tray fits into the back of the HP OfficeJet near the top as shown.

Paper/Document Tray

Bottom tab Guide

1. Setting Up

OJ-OJ

After proper tray placement

Hold the sides of the p aper/document tray and insert the bottom

●

tabs into the guides as shown.

The tray should click into place. Refer to the above inset drawing

●

for how it should look after proper placement.

2. Plug in the Line Connector

This is easiest to do when you’re facing the back of the HP OfficeJet.

Insert the fax/phone line connector into its

●

housing area on the back of the HP OfficeJet. Press it firmly into place. (Once in

OJ-3insliu

...............................................................................................................

place, it’s difficult to remove.) Plug the loose end of the phone cord into

●

the telephone wall jack you’ll be using for your fax number.

1-3

3. Connect the Cables

Important: You must attach the enclosed bidirectional parallel cable

from the HP OfficeJet to your computer. If you don’t, the OfficeJet won’t work.

For safety, turn off your com pu ter befo re con nec tin g the cables .

●

Connect the

●

notched end of the

bidirectional parallel cable firmly to the cable port on the back of the HP OfficeJet. Snap both metal clips into the notches on the connector.

Plug the other end

●

of the cable into the parallel (LPT1) port on the back of your computer. Tighten the connector’s screws.

Plug the HP OfficeJet’s power cable into a grounded outlet.

●

OJ-5insbidi

Notched end of cable

Cable port

4. Insert the Print Cartridges

After you plugged in the power, the HP OfficeJet powered up

●

automatically. Note that the display on the keypad will read, “See instructions to print demo” until after you install the software in Step 7.

Wait until the HP OfficeJet finishes making start-up noises (about

●

10 seconds), then open the cover of the HP OfficeJet. The empty

print cartridge holder will move into view.

Cover



...............................................................................................................

1-4

OJ-7ocover

●

Remov e the black print cartridge from its packaging.

OJ-8btpblck



Holding the blue top of the cartridge, gently remove

both pieces of tape - clear blue and solid white covering the ink nozzles and vent hole. ( If you don’t remove the white tape, the ink cartridge will be depleted prematurely. )

Be careful not to touch the ink nozzles or the copper

contacts; fingerprints may damage them.

●

Next, place the

black print cartridge

into the left

cartridge holder as

shown:

1) First slide in the

bottom until it clicks into place.

2) Then push the

top forward until the cartridge snaps into place.

●

Remov e the color print cartridge box from its packaging. Peel off the clear blue tape covering the ink nozzles, then place the color print cartridge into the right cartridge holder and push it forward until it snaps into place. Again, try not to touch the ink nozzles or copper contacts.

1. Setting Up

●

Close the HP OfficeJet’s cover.

Note: If the print cartridge holder moves out of si ght befor e you finish

inserting both print cartridges, close the cover all the way, then open it again; the holder will come back into view. To prevent ink drying and clogging t he nozzles, the holder will return to the par ked position after a few minutes.

...............................................................................................................

1-5

5. Load the Paper Supply

Now it’s time to load blank paper into the paper supply tray. First, a quick description of the thre e part s of the paper /document tray:

●

Pull the front document loading tra y forward all the way.

Document loading tray

●

The pa per supply tray is factory set for letter- and legal-size paper. If necessary, adjust the paper guide s by pinc hing and sliding them.

Paper supply tra y

blank paper or a stack of envelopes.

Single-envelope tray

print on a single envelope.

Document loading tray

to load your original documents printside away from you and top-down for faxing, copying, and scanning.

Paper supply tra y

OJ-13puldoc

- Use this tr ay to l oad

- Use this tray to

- Use this tray

Paper guide

●

Load up to 150 sheets of 20-lb paper (about a 1/2-inch-thick stac k) into the pap er supply

tray. Make sure the

stack of paper fits behind the stack

guides on the lower

part of the tray as



OJ-14loadpa

shown. Load sheets with the print side facing toward you.

●

Push the fr on t document loading tray backward until it rests against the paper tray.

Note: Refer to Chapter 6 for detailed instructions on loading enve-

lopes and other special paper/media types.

...... .. .. .. .. .. .. .. .. .. .. .. .. .. .. .............................................................................

1-6

Stack guides

6. Connect Your Office

Equipment - REQUIRED!

When you were installing the fax/phone line connector in Step 2, you may have noticed that two of the ports on the back of the connector were labelled, “To Phone, Answering Machine, or Modem.”

That means that either one of these ports can be used to connect any of these three types of devices you have in your office; the two ports are interchangeable.

Remove the plugs from the two ports. (If they’re stuck , use th e tip of your pen to pry them out.) Then refer to the following instructions to connect your other equipment.

What should you con nect?

Based on your particular office equipment and the number of telephone lines you have, there’s only ONE optimum way to connect.

Please answer the questions in the following table, circle your answers, then look up the appropriate setup scenario in the following “How should you connect?” section.

Connect other equipment to either

of these two ports.

1. Setting Up

...............................................................................................................

1-7

Read these questions: Circle your answers:

Do you subscribe to a distinctive ring

service through your tele phone company on the same phone line to which you connected your HP OfficeJet (in Step 3)?

(This telephone service , which is unavai lable in many areas, allows you to have 2 or 3 phone numbers on the same phone line. Each number has a ring with a different pattern so you can tell the difference between incoming calls.)

Is the HP OfficeJet connected to a

separate phone line that’s dedicated to sending and receiving your fax calls (no voice calls received)?

Do you use an answering machine or a

voicemail featur e i n you r comput er to a nswer voice calls on your shared phone line?

Circle A or B below, then read what to do next. A.

No, I don’t have a distinctive

ring service.

Continue with question 2.

Yes, I have a distinctive ring

service.

You don’t need to answer any more questions; skip direct ly to “Shared line with distinctive ring” later in this chapter for connection instruct ions.

Circle C or D below, then read what to do next.

Yes, the OfficeJet will be

connected to a dedicated line .

Skip to question 4.

No, the OfficeJet will be connected to a shared phone line that receives both fax and voice calls.

Continue with question 3.

Circle E, F, or G below, then continue with question 4.

I use an answering machine.

I use a voicemail feature in my

computer.

I neither use an answering machine nor a voicemail feature in my computer.

Do you have a modem - ei ther inte rnal to

your computer or an external box - on the same phone line you’ll be using for the HP OfficeJet?

(If you’re not sure if you have a modem, refer to the following section, “How to tell if you have a modem,” before answering this question.)

Circle H, I, or J below. Then refer to “How should you connect?” to match all of your responses in this column to the right setup scenario.

Yes, I have a modem inside

my compu ter.

Yes, I have a modem that’s an

external box.

No, I don’t have any kind of

modem.

...... .. .. .. .. .. .. .. .. .. .. .. .. .. .. .............................................................................

1-8

How to tell if you have a modem

If you answer “Yes” to any of the following que stions, then you have a modem. Do you:

a. Send/receive faxes directly to/from your computer programs? b. Use electronic mail (e-mail) on your computer? c. Access the Internet or the World Wide Web from your computer? d. Transfer data from/to other compute rs?

How tell if your modem is inside your computer or an ext e r nal box

If your modem is i nside yo ur computer , the n you’ll have a phone c ord connected to the back of your computer and going to a wall jack.

If your modem is an external box, one phone cord will be connected from the back of your computer to the box, and another phone cord will go from the box to a wall jack.

How should y ou connect?

Write down all of your responses to the questions in “What should you connect?,” then refer to the appropri ate s et up case indicated below. For example, if you answered “A” to question 1, “D” to question 2, “E” to question 3, and “H” to question 4, look up “ADEH.”

For responses: Refer to this section for connection instructions:

1. Setting Up

ACJ “Dedicated line”

ACH “Dedicated line with a PC-modem”

ACI “Dedicated line with external modem”

ADGJ “Shared line”

ADGH “Shared line with a PC-modem”

ADGI “Shared line with an external modem” ADEJ “Shared line with answering machine”

ADFJ “Shared line with computer voicemail” ADEH “Shared line with PC-modem & answering machine” ADFH “Shared line, PC-modem, computer voic e mail”

ADEI “Shared line with external modem and answering machine”

ADFI “Shared line with external modem and computer voicemail”

B “Shared line with distinctive ring”

...... .. .. .. .. ... .. .. .. .. .. .. .. .. .. ............................................................................

1-9

Dedicated line (Case ACJ)

If in Step 2 you connected the HP OfficeJet to a dedicated phone line (no voice calls received) that has no other office equipment connected to it, then use this connection diagram.

Phone optional, but recommended

● Connect your phone to the HP OfficeJet.

OJ-phconfig



Telephone wall jack

Connect the cord from your phone to either of the two ports on the back of the HP OfficeJet labelled, “To Phone, Answering Machine, or Modem.”

The benefits of connecting a phone in this situation are 1) For the convenience of having a phone close by to make outgoing voice calls, and 2) In case you need to send a fax (press START) after calling someone who must receive their faxes manually.

After you install the software in Step 7, and answer the Setup

●

Wizard questions for this connection case, here’s how you’ll automatically receive faxes with the HP OfficeJet:

ring once, then the HP OfficeJet will answer and begin emitting fax tones to the sending machine.

Continue with Step 7, “Install the Software - REQUIRED!”

●

Your fax line will

Dedicated line with a PC-modem (Case ACH)

If in Step 2 you connected the HP OfficeJet to a dedicated phone line (no voice calls received) that also has a PC-modem connected to it, then use this connection diagram.

Phone optional, but recommended

PC with

internal modem



OJ-phpcmodm



...............................................................................................................

1-10

Telephone wall jack

●

Connect your PC-modem to the HP OfficeJet.

Find the phon e cord that g oes from the back of your computer (your PC-modem) to a wall jack. Disconnect the cord from the wall jack and plug it into either of the two ports on the back of the HP OfficeJet labelled, “To Phone, Answering Machine, or Modem.”

Important: If your PC-modem’s software is set to automatically

receive faxes to your computer, turn off that setting; if you don’t, your HP OfficeJet will not be able to receive faxes properly.

●

Connect your phone to the HP OfficeJet.

Connect the cord from your phone to either of the two ports on the back of the HP OfficeJet labelled, “To Phone, Answering Machine, or Modem.”

After you install the software in Step 7, and answer the Setup

●

Wizard questions for this connection case, here’s how you’ll automatically receive faxes with the HP OfficeJet:

ring once, then the HP OfficeJet will answer and begin emitting fax tones to the sending machine.

Continue with Step 7, “Install the Software - REQUIRED!”

●

Your fax line will

1. Setting Up

Dedicated line with external modem (ACI)

If in Step 2 you connected the HP OfficeJet to a dedicated phone line (no voice calls received) that also has an external modem connected to it, then use this connection diagram.

Phone optional, but recommended

●

Connect your external modem to the HP OfficeJet.

phone cord that goes from the back of your external modem to a wall jack. Disconnect the cord from the wall jack and plug it into either of the two ports on the back of the HP OfficeJet labelled, “To Phone, Answering Machine, or Modem.”

...............................................................................................................

External modem

OJ-phxmo



Telephone wall jack

Find the

1-11

Important: If your external modem’s software is set to automati-

cally receive faxes to your computer, turn off that setting; if you don’t, your HP OfficeJet will not be able to receive faxes properly.

● Connect your phone to the HP OfficeJet.

Connect the cord from your phone to either of the two ports on the back of the HP OfficeJet labelled, “To Phone, Answering Machine, or Modem.”

After you install the software in Step 7, and answer the Setup

●

Wizard questions for this connection case, here’s how you’ll automatically receive faxes with the HP OfficeJet:

ring once, then the HP OfficeJet will answer and begin emitting fax tones to the sending machine.

Continue with Step 7, “Install the Software - REQUIRED!”

●

Your fax line will

Shared line (Case ADGJ)

If in Step 2 you connected the HP OfficeJet to a shared phone line (receives both voice and fax calls) that has no other office equipment connected to it, then use this connection diagram.

Phone optional,

OJ-phconfig

but recommended

● Connect your phone to the HP OfficeJet.

Telephone wall jack

Connect the cord from your phone to either of the two ports on the back of the HP OfficeJet labelled, “To Phone, Answering Machine, or Modem.”

The main benefits of connecting a phone in this situation are 1) For the convenience of having a phone close to the HP OfficeJet so that you can reach the START button when you receive faxes manually, and 2) In case you need to send a fax (press START) while having a conversation with someone who must receive their faxes manually.

Because you don’t have an answering machine or computer voice-

●

mail on this phone line, you’ll need to

receive faxes manually

...............................................................................................................

1-12

;

the HP OfficeJet will NOT answer incoming calls automatically.

To receive a fax manually: When the phone rings, pick it up and listen for fax tones; if your hear fax tones, press the START button on the HP OfficeJet, then hang up the phone.

Refer to “Manually

receiving faxes” in Chapter 3 for more information. Continue with Step 7, “Install the Software - REQUIRED!”

●

Shared line with a PC-modem (Case ADGH)

If in Step 2 you connected the HP OfficeJet to a shared phone line (receives both voice and fax calls) that also has a PC-modem connected to it, then use this connection diagram.

1. Setting Up

Phone optional, but recommended

●

Connect your PC-modem to the HP OfficeJet.

PC with

internal modem



OJ-phpcmodm



Important: If your PC-modem’s software is set to automatically

receive faxes to your computer, turn off that setting; if you don’t, your HP OfficeJet will not be able to receive faxes properly.

●

Connect your phone to the HP OfficeJet.

Connect the cord from your phone to either of the two ports on the back of the HP OfficeJet labelled, “To Phone, Answering Machine, or Modem.”

Because you don’t have an answering machine or computer voice-

●

mail on this phone line, you’ll need to

receive faxes manually;

the HP OfficeJet will NOT answer incoming calls automatically.

To receive a fax manually: When the phone rings, pick it up and listen for fax tones; if your hear fa x tone s, pres s the START button on the HP OfficeJet, then hang up the phone.

Refer to “Manually

...............................................................................................................

Telephone wall jack

1-13

Receiving Faxes” in Chapter 3 for more information. Continue with Step 7, “Install the Software - REQUIRED!”

●

Shared line with an external modem (Case ADGI)

If in Step 2 you connected the HP OfficeJet to a shared phone line (receives both voice and fax calls) that also has an external modem connected to it, then use this connection diagram.

Phone optional, but recommended

● Connect your external modem to the HP OfficeJet.

Important: If your external modem’s software is set to automati-

cally receive faxes to your computer, turn off that setting; if you don’t, your HP OfficeJet will not be able to receive faxes properly.

● Connect your phone to the HP OfficeJet.

your phone to either of the two ports on the back of the HP OfficeJet labelled, “To Phone, Answering Machine, or Modem.”

Because you don’t have an answering machine or computer voice-

●

mail on this phone line, you’ll need to the HP OfficeJet will NOT answer incoming calls automatically.

To receive a fax manually: When the phone rings, pick it up and listen for fax tones; if your hear fa x tone s, pres s the START button on the HP OfficeJet, then hang up the phone.

Receiving Faxes” in Chapter 3 for more information. Continue with Step 7, “Install the Software - REQUIRED!”

●

External modem

OJ-phxmo



Telephon e wall jack

Find the

Connect the cord from

receive faxes manually

Refer to “Manually

;

...............................................................................................................

1-14

Shared line with answering machine (Case ADEJ)

If in Step 2 you connected the HP OfficeJet to a shared phone line (receives both voice and fax calls) that also has an answering machine connected to it, use this connection diagram.

1. Setting Up

Phone optional, but recommended

if there’s no phone handset on your answering machine

●

Connect your answering machine to the HP OfficeJet.

phone line from your answering machine to either of the ports labelled, “To Phone, Answering Machine, or Modem” on the back of the HP OfficeJet.

Important: Set your answering machine to answer calls after 4 or

fewer rings, and make sure your outgoing greeting message is no longer than 30 seconds. If you don’t, you may not receive faxes properly.

●

Connect your phone to the HP OfficeJet.

machine doesn’t have an attached phone handset, connect the cord from your phone to either of the two ports on the back of the HP OfficeJet labelled, “To Phone, Answering Machine, or Modem.”

The main benefits of connecting a phone in this situation are 1) In case you need to send a fax (press START) while having a conversation with someone who must receive their faxes manually, and 2) For the convenience of having a phone close by to make and receive voice calls.

After you install the software in Step 7, and answer the Setup

●

Wizard questions for this connection case, here’s how you’ll automatically receive faxes with the HP OfficeJet:

machine will pick up the call after the number of rings you’ve set, then the HP OfficeJet will “listen” wh ile the answerin g machine plays its gree ting. If t he HP Of fice Jet dete cts fax tone s, it w ill cut off the answering machine and receive the fax. If you don’t connect your answering machine directly to the HP OfficeJet as described here, you may not receive your faxes properly.

Answering machine

OJ-phoneans



If your answering

Your answering

Telephone wall jack

Plug the

...............................................................................................................

1-15

Continue with Step 7, “Install the Software - REQUIRED!”

●

...............................................................................................................

1-16

Shared line with computer voicemail (Case ADFJ)

If in Step 2 you connected the HP OfficeJet to a shared phone line (receives both voice and fax calls) that also has computer voicemail to answer voice calls, use this connection diagram.

1. Setting Up

Phone optional, but recommended

●

Connect your computer voicemail phone cord to the HP OfficeJet.

computer to a wall jack. Disconnect the cord from the wall jack and plug it into either of the two ports on the back of the HP OfficeJet labelled, “To Phone, Answering Machine, or Modem.”

Important: Set your voicemail software to answer calls after 4 or

fewer rings, and make sure your outgoing greeting message is no longer than 30 seconds. If you don’t, you may not receive faxes properly.

●

Connect your phone to the HP OfficeJet.

your phone to either of the two ports on the back of the HP OfficeJet labelled, “To Phone, Answering Machine, or Modem.”

After you install the software in Step 7, and answer the Setup

●

Wizard questions for this connection case, here’s how you’ll automatically receive faxes with the HP OfficeJet:

voicemail will pick up the call after the number of rings you’ve set, then the HP Office Jet wil l “lis ten” whi le voic emai l plays its gr eeting . If the HP Offi ce Jet det ects fax tones, it will cut off the voicemail an d receive the fax. If you don’t conne ct your computer voic emai l phone cord directly to the HP OfficeJet as described here, you may not receive your faxes properly.

Continue with Step 7, “Install the Software - REQUIRED!”

●

Computer wit h voicemail feature



OJ-phpcmodm



Telephon e wall jack

Locate the phone cord that goes from the back of your

Connect the cord from

Your computer

...............................................................................................................

1-17

Shared line with PC-modem & answering machine (Cas e ADEH)

If in Step 2 you connected the HP OfficeJet to a shared phone line (receives both voice and fax calls) that also has a PC-modem and an answering machine connected to it, use this connection diagram.

Phone optional, but recommended if there’s no phone handset on your answering machine

● Connect your PC-modem to the HP OfficeJet.

● Connect your answering machine to the HP OfficeJet.

● Connect your phone to your answering machine.

Answering machine

Computer with PC-modem

Telephone wall jack

Important: If your PC-modem’s software is set to automatically

receive faxes to your computer, turn off that setting; if you don’t, your HP OfficeJet will not be able to receive faxes properly.

Plug the phone line from your answering machine to either of the ports labelled, “To Phone, Answering Machine, or Modem” on the back of the HP OfficeJet.

Important: Set your answering machine to answer calls after 4 or

fewer rings, and make sure your outgoing greeting message is no longer than 30 seconds. If you don’t, you may not receive faxes properly.

If your answering machine doesn’t have an attached phone handset, connect the cord from your phone to the back of your answering machine.

...............................................................................................................

1-18

After you install the software in Step 7, and answer the Setup

●

Wizard questions for this connection case, here’s how you’ll automatically receive faxes with the HP OfficeJet:

Continue with Step 7, “Install the Software - REQUIRED!”

●

Your answering

Shared line, PC- modem & computer voicemail (Case ADFH)

If in Step 2 you connected the HP OfficeJet to a shared phone line (receives both voice and fax calls) that also has a PC-modem connected to it and computer voicemail to answer voice calls, use this connection diagram.

1. Setting Up

Phone optional, but recommended

Computer with PC-modem and



OJ-phpcmodm



voicemail feature

●

Connect your PC-modem and voicemail phone cord to the HP OfficeJet.

Find the phone cord that goes from the back of your computer (for your PC-modem and voicemail) to a wall jack. Disconnect the cord from the wall jack and plug it into either of the two ports on the back of the HP OfficeJet labelled, “To Phone, Answering Machine, or Modem.”

Important: Set your voicemail software to answer calls after 4 or

fewer rings, and make sure your outgoing greeting message is no longer than 30 seconds. If you don’t, you may not receive faxes properly.

Important: If your PC-modem’s software is set to automatically

receive faxes to your computer, turn off that setting; if you don’t, your HP OfficeJet will not be able to receive faxes properly.

...............................................................................................................

Telephone wall jack

1-19

● Connect your phone to the HP OfficeJet.

Connect the cord from your phone to either of the two ports on the back of the HP OfficeJet labelled, “To Phone, Answering Machine, or Modem.”

After you install the software in Step 7, and answer the Setup

●

Wizard questions for this connection case, here’s how you’ll automatically receive faxes with the HP OfficeJet:

Continue with Step 7, “Install the Software - REQUIRED!”

●

Your computer

Shared line with external modem and answering machine (Cas e ADEI)

If in Step 2 you connected the HP OfficeJet to a shared phone line (receives both voice and fax calls) that also has an external modem and an answering machine connected to it, then use this connection diagram.

Phone optional, but recommended if there’s no phone handset on your

answering machine

● Connect your external modem to the HP OfficeJet.

Answering machine

External modem

OJ-phansxmo



Important: If your external modem’s software is set to automati-

cally receive faxes to your computer, turn off that setting; if you don’t, your HP OfficeJet will not be able to receive faxes prop-

...............................................................................................................

1-20

Telephone wall jack

Find the

erly.

●

Connect your answering machine to the HP OfficeJet.

phone line from your answering machine to either of the ports labelled, “To Phone, Answering Machine, or Modem” on the back of the HP OfficeJet.

Important: Set your answering machine to answer calls after 4 or

fewer rings, and make sure your outgoing greeting message is no longer than 30 seconds. If you don’t, you may not receive faxes properly.

1. Setting Up

Plug the

●

Connect your phone to your answering machine.

If your answering machine doesn’t have an attached phone handset, connect the cord from your phone to the back of your answering machine.

After you install the software in Step 7, and answer the Setup

●

Wizard questions for this connection case, here’s how you’ll automatically receive faxes with the HP OfficeJet:

Continue with Step 7, “Install the Software - REQUIRED!”

●

Your answering

Shared line with external modem and computer voicemail (Case ADFI)

If in Step 2 you connected the HP OfficeJet to a shared phone line (receives both voice and fax calls) that also has an external modem connected to it and computer voicemail to answer voice calls, then use this connection diagram.

...............................................................................................................

1-21

Phone optional, but recommended if there’s no phone handset on your

answering machine

● Connect your external modem to the HP OfficeJet.

● Connect your computer voicemail phone cord to the HP

Telephone Computer with voicemail feature

External modem

wall jack

Find the phone cord that goes from the back of your external modem to a wall jack. Disconnect the cord from the wall jack and plug it into either of the two ports on the back of the HP OfficeJet labelled, “To Phone, Answering Machine, or Modem.”

Important: If your external modem’s software is set to automati-

cally receive faxes to your computer, turn off that setting; if you don’t, your HP OfficeJet will not be able to receive faxes properly.

OfficeJet.

Locate the phone cord that goes from the back of your computer to a wall jack. Disconnect the cord from the wall jack and plug it into either of the two ports on the back of the HP OfficeJet labelled, “To Phone, Answering Machine, or Modem.”

Important: Set your voicemail software to answer calls after 4 or

fewer rings, and make sure your outgoing greeting message is no longer than 30 seconds. If you don’t, you may not receive faxes properly.

● Connect your phone to your answering machine.

Connect the

cord from your phone to the back of your answering machine. The main benefits of connecting a phone in this situation are 1) In

case you need to send a fax (press START) while having a conversation with someone who must receive their faxes manually, and 2) For the convenience of having a phone close by to make and receive voice calls.

After you install the software in Step 7, and answer the Setup

●

Wizard questions for this connection case, here’s how you’ll automatically receive faxes with the HP OfficeJet:

Your computer

...............................................................................................................

1-22

Continue with Step 7, “Install the Software - REQUIRED!”

●

Shared line with distinctive ring (Case B)

If in Step 2 you connected the HP OfficeJet to a phone line that uses a distinctive ring service through your telep hone compan y, use this connection diagram.

The distinctive ring telephone service, which is unavailable in many areas, allows you to have 2 or 3 phone numbers on the same phone line. Each number has a ring with a different pattern so you can tell the difference between incoming calls.

For more detailed information on setting up Distinctive Ring, refer to “Using Distinctive Ring” under “Using Advanced Fax Features and Settings” in Chapter 3.

1. Setting Up

Phone optional, but recommended

●

Connect your phone to the HP OfficeJet.

OJ-phconfig



Telephone wall jack

Connect the cord from your phone to either of the two ports on the back of the HP OfficeJet labelled, “To Phone, Answering Machine, or Modem.”

Important: If you have an answering machine for receiving voice

calls on this phone line (different phone number), set it to answer after 3 or more rings. If you don’t, your HP OfficeJet will not be able to receive your fax calls.

Important: If you have a PC-modem or an external modem on this

phone line (different phone number), turn off the setting in the modem’s software that automatically receive faxes to your computer; if you don’t, your HP OfficeJet will not be able to receive faxes prop erly.

...............................................................................................................

1-23

Continue with Step 7.

●

...............................................................................................................

1-24

7. Install the Software -

REQUIRED!

You must install the software before using your new HP OfficeJet Series 500 – if you don’t, the OfficeJet won’t work.

Important: If you don’t have a CD-ROM disc drive, please call the

HP OfficeJet Fulfillment Center at 1-888-HPDISKS (1-888-473-4757) to receive the software on 3.5-inch floppy diskettes by overnight mail.

Turn on your computer. Or, if you did not turn off your computer

previously in Step 3, restart your computer now. This step has two different sets of instructions: one for Windows

95 users, and one for Windows 3.1 users. Use the appropriate set, then continue with step 3 on the next page.

Windows 95 users:

One of two things will happen: Either the “New Hardware Found” screen will be displayed, or just the Windows 95 desktop will be displayed.

If “New Hardware Found” is displayed:

Choose “Driver from disk provided by manufacturer,” then click

. Insert the HP OfficeJet Series 500 CD into your CD-ROM

drive, or i f you have floppy disks, insert Disk #1 into your floppy drive. Make sure the correct drive is displayed in the dialog box, for example, “d:” for your CD-ROM drive or “a:” for your floppy drive. Click OK. Continue at step 3 belo w.

If just the Windows 95 desktop is displayed :

Insert the HP OfficeJet Series 500 CD into your CD-ROM drive, or if you have floppy disks, insert Disk #1 into you r floppy drive . If you’re installing from the CD, the HP OfficeJet Welcome screen will be displayed after a few seconds. If you’re installing from a floppy disk, choose 95, then type:

a:\setup.exe

where “a:” represents the letter of your floppy disk drive. Click

. Continue at step 3 on the next page.

from the Start menu in Windows

Run

1. Setting Up

...............................................................................................................

1-25

Windows 3.1 users:

Insert the HP OfficeJet Series 500 CD into your CD-ROM drive, or if you have floppy disks, insert Disk #1 into you r floppy drive . Choose Manager, then type:

where “d:” represents the letter of your CD-ROM drive or floppy drive. Click OK.

At the HP OfficeJet Welcome screen, click

installing your software. You’ll be asked to confirm the file location and computer port where the OfficeJet will be installed. Follow all instructions on the screen.

After the files are copied to your computer, the HP OfficeJet Setup Wizard will help you customize your HP OfficeJet so that it runs best w i th your parti cular office setup.

If you installed from the HP OfficeJet Series 500 CD, register your HP OfficeJet software now to unlock free software from the CD!

from the File menu in the Windows 3.1 Program

Run

d:\setup.exe

Install

8. Make Sure Everything

to begin

Works Properly

Congratulations! Your office is now set up to print, fax, copy and scan with your new HP OfficeJet!

If you want to make sure everything is working well — or to get a quick start on l earning some basics — follow the simple instructions below to fax, print, copy, and scan. You’ll be amazed at how fast and easy it is!

Receive a fax

To verify that you can receive faxes properly, call 1-800-44FAXHP to have HP product information faxed to you.

If you have any trouble receiving the fax, review Step 6. If you still have problems, refer to Chapter 7: Getting Help.

Print a report

Print the Self Test Report to test the printing feature. Here’s how:

On your Windows desktop, double-click

Manager Maintenance

, click

HP OfficeJet

, then select

...............................................................................................................

1-26

HP OfficeJet

Settings and

Click the

the Self Test Report. This report shows you the current and factory settings in your

OfficeJet , and can help you diagnose print cartridge problems.

Maintenance

tab, then click

Self Test

to begin printing

Make a copy

Make a copy of the Self Test Report to test the copying feature. Here’s how:

Place the report in the document tray with the printed side

away from you.

Press the

ies you want (up to 99).

Press the

button once, then enter the number of cop-

Copy

button again to begin copying.

Copy

Scan a page to your computer

Scan the Self Test Report to test the scanning feature. Here’s how:

1. Setting Up

Place the report in the document tray with the printed side

facing away from you.

Now look at your computer screen! The HP OfficeJet Prompt asks you what you want to do. Click dialog box will be displayed.

Click

Start Scan

ment will be displayed on your computer screen.

to begin scanning. The s canned docu-

Scan

...............................................................................................................

. The Scan

1-27

What’s Next?

Now that you’ve successfully set up your new HP OfficeJet, why not start using it right away?

For a really quick start, try this:

Read through the “executive summary-style” Chapter 2: A Quick

●

Tour of How to Do Everything. This chapter will get you up-andrunning quickly, as well as point you in the direction of help alternatives (if you should need them).

While using the software, click

●

OfficeJet Series 500 on-line Help. This exciting new Help system was designed to give you you need it - Help will even guide you step-by-step through solving problems!

If you get stuck, refer to Chapter 7: Getting Help. You’ll find lots

●

of troubleshooting information and other sources of help.

exactly

and check out the new HP

Help

the information you need,

when

...............................................................................................................

1-28

A Quick To ur of How to Do Everything

.................................................................................................................

ead this chapter for a quick start in learning

This is the “executive summary” that contains abbreviated information about how to do your everyday tasks. You’ll also find many pointers to more information and how to get help.

Sending Faxes.........................................................2-2

• Sending paper documents..........................................2-2

From the HP OfficeJet’s keypad....... ...............................2-2

From the Document Assistant screen ... ................... .... ....2-2

• Sending a fax directly from your software

program................................................................. .2-3

Copying....................................................................2-4

the basics about the HP OfficeJet Series 500.

2. Quick Tour

• Basic copying from the HP OfficeJet’s keypad.......2-4

• Using advanced settings

in the HP OfficeJet’s software..............................2-5

Scanning..................................................................2-6

• Scanning images.........................................................2-6

• Scanning text for editing (OCR)...............................2-7

Printing....................................................................2-7

Using the Help System ............................................2-8

Other Ways to Get Help ..........................................2-9

.............................................................................................

Sending Faxes

Sending paper documents

Fax paper documents from the keypad anyti me, or fax from the Document Assistant screen on your computer when you want additional fax options like attaching a cover sheet, or sending to more than one location.

From the HP OfficeJet’s keypad

the printe d side f a cing a way fr o m yo u (u p to 2 0 p a ges) . If nec essary, slide the document guides on the tray to the left or right to adjust them for the width of your document.

OJ-dialOJ

For information on redialing and other dialing methods, see Chapter 3.

your document t op down in the docu ment tray with

Load

the fax number on the HP OfficeJet’s keypad.

Dial

Press the

button to be gin faxing.

Start

From the Document Assistant screen

printed side facing away from you (up to 20 pages).

what you want to do with the document you’ve loaded.

your document top down in the document tray with the

Load

at your computer screen! The Document Assistant asks you

Look

The Document Assistant is displa yed on your computer when you load your do cument into

the document tray.

...............................................................................................................

2-2

Click Fax dialog box: attaching a cover sheet, selecting a name from a phone book you’ve built, and much more. (To find out more about the settings in the Send Fax dialog box, click the

and explore the additional options you have in the Send

Fax

button.)

Help

The Send Fax dialog box has additional faxing options.

Enter the fax number and any other information, then click

Fax Now

to begin send ing.

Sending a fax directly from your software program

While your software program is open and your document file is displayed on your computer screen, select

from the

File

2. Quick Tour

Send

menu.

Select (Note: Select this name from wherever your particular software program stores your printer list. For example, in Microsoft Word you can find the printer list by clicking the Printer button in the Print dialog box.)

(see above).

Enter the

Click

HP OfficeJet Series 500 Fax

the document. The Send Fax dialog box will be displayed

fax number

Send Fax Now

, or select an entry from your phone book.

to begin faxing.

as the printer and click OK.

...............................................................................................................

2-3

For information about....

....Options available in the Send Fax dialog box, click the

Help

button

in the lower right-hand corner.

....How to use the Phone Book for entering fax names, numbers and

speed dial setup, double-click dows desktop, click

button in the lower right-hand corner.

Help

Fax

HP OfficeJet Manager

, and select

Phone Book

on your Win-

. Then click the

Copying

Basic copying from the HP OfficeJet’s keypad

Make sure

blank paper

letter- and legal-size paper may be used for copying.

is loaded in the paper tray. Only

OJ-loadpaper



your document in the document tray with the

Load

printed side facing away from you (up to 20 pages). If necessary, slide the document guides to adjust them for the width of your document.

Press the

you want (up to 99).

copies

Press the

button, then

Copy

button aga in to begin copying. The

Copy

enter the number of

entire original document will be scanned before copying begins. The original document will be face-down in the output tray, and the copies will be face-up.

See Chapter 4 for more detailed information about copying.

...............................................................................................................

2-4

Using advanced copy settings in the HP OfficeJet’s software

Load your doc ument

look at your computer screen. The Document Assistant asks you what you’d like to do with the document.

The Document Assistant asks you what you want to do.

Click

Copy

The Copy dialog box has advanced copy settings.

in the HP OfficeJet’s document tray, then

2. Quick Tour

and the Copy dial o g bo x w i ll be di s pl ayed.

Now you can do any of the following:

Enter the number of copies you want – up to 99

•

Turn off collating (the factory setting)

•

Copy a photograph or graphic at the optimum setting

•

Reduce your document to as small as 50% of the original size or

•

enlarge your document to as much as 200%

Make the copy lighter or darker than the original

•

When finished making your custom selections, click to begin co pying.

For more information about the settings in the Copy dialog box, click the to Chapter 4.

button on the lower right-hand corner of the screen, or refer

Help

...............................................................................................................

Start Copy

2-5

Scanning

Scanning images

Load your document

the printed side facing away from you (up to 20 pages). If necessary, slide the document guides to adjust them for the width of your document. The Document Assistant will be displayed

Select your scan settings from the Scan dialog box.

on your computer screen.

Click be displayed.

at the Document Assistant. The Scan dialog box will

Scan

Scanning text for editing (OCR)

Follow the previous instructions for scanning images, except in

step 3, click the

Now you can make changes to the text you scanned. Pull down the for information about your editing options.

menu in the Image Viewer screen and select

Help

Scan text for editing (OCR)

checkbox.

Help Topics

Printing

You can pri nt on many types of paper and other media: plain paper, premium paper, transparencies, envelopes, and more. Refer to Chapter 6 for specific information on supported media sizes, types, and weights, and for special loading instructions.

To access the printing controls — the Paper, Setup, and Advanced

•

tabs — double-click desktop, click

HP OfficeJet Manager

, then select

Print Settings

on your Windows

2. Quick Tour

Explore all three Print settings tabs: Paper, Setup, and Advanced.

See the Help system and Chapter 6 for more information on printing and the print settings.

...............................................................................................................

2-7

Using the Help System

The HP OfficeJet Series 500 Help system was designed to give you the information you need, you step-by-step throug h solving problems.

Just click the when you need it, or explore the many topics from the main menu of Help.

Here’s how to access the main menu:

On your Win dows deskto p, doubl e-click The HP OfficeJet Manager menu will be displayed.

The HP OfficeJet Manager menu.

Help

you need it - Help will even guide

when

button on any of the HP OfficeJet dialog boxes

HP OfficeJet Manager

Click the

The main menu of the Help system.

Click through each of the three main menu tabs to learn more about the types of help that are available to you.

How Do I?

your tasks.

- Provides step-by-step instructions on accomplishing

button in the upper right-hand corner.

Help

...............................................................................................................

2-8

Troubleshooting

solve any difficulties you may experience.

Reference

your HP OfficeJet, as well as a detailed guide to using each feature in the OfficeJet software.

- Help is also available in every HP OfficeJet dialog box. Click the

in the upper right corner of the dialog box, then click the setting you

want to know more about. A brief description of the setting will be displayed.

- Helps you pinpoint the causes of problems and

- Contains other information you might like to know about

Other ways to get help

Here are some other ways to get help if you need it:

If you need to . . . Look at . . .

2. Quick Tour

Make ch anges to your HP OfficeJet equipment or software setup

Verify correct operation of your HP OfficeJet

Understand the meaning of a particula r me s s age displayed on the HP OfficeJet’s keypad

Call someo ne to help you solve a problem, get product information, or place an order

See a list of detailed OfficeJet specifications

The

•

Ready, Setu p, G o

Chapter 1 of this

•

Chapter 1, “Step 8. Make Sure

•

Everything Works Properly” section

Chapter 7, “Understanding the

•

Messages Displayed on the HP OfficeJet’s Keypad” section

Chapter 7, “Sources of Informa-

•

tion and Help” section

Chapter 8

•

guide

User’s Guide

...............................................................................................................

2-9

...............................................................................................................

2-10

Faxing

.................................................................................................................

ead this chapter to learn how to send and

keypad and from the software. You’ll also learn how to change the fax settings in both locations.

Sending a Paper Document ....................................3-2

• Using a document carrier

to protect your original.........................................3-2

• Sending from the keypad...........................................3-3

• Sending from the

HP OfficeJet Document Assistant........................3-6

Sending a Fax Directly

from Your Software Program............................3-7

Receiv ing Printe d F a xe s . ........................................3-8

• Loading the paper supply ..........................................3-8

• Answering settings............................. ............... ..........3-9

• Manually recei vi n g faxe s ......... ..... ... ... ... ... ... ... ... ... ... .. 3-9

• Receiving Faxes to Your Computer (PC)...............3-10

receive faxes, both from the HP OfficeJet’s

3. Faxing

Using Advanced Fax Features and Settings........3-11

• Advanced fax send features.....................................3-11

• Advanced fax receive features.................................3-21

• Viewing lists of all sent and received faxes ............3-25

• Printing the fax reports............................................3-25

• Adjusting sound volumes.......... .............. .................3-26

• Changing the date and time.....................................3-26

.............................................................................................

Sending a Paper Document

To fax paper documents, load the document in the document tray, then Document Assistant.

Using a document carrier to protect your original

Three document carriers are provided in the box with your HP OfficeJet. (They are protective “sleeves” that have a transparent plastic front and white paper backing.) Use these document carriers to protect yo ur fragile or damaged ori ginal docume nts from pot ential harm while they’re fed through the HP OfficeJet’s document tray.

Place your document inside a document carrier before copying, faxing, or scanning when your original document is:

Smaller than standard letter size (8.5 x 11 inches). Non-standard

•

pages may not load properly and could jam inside the HP OfficeJet.

Torn. Rough edges may cause a paper jam inside the HP OfficeJet.

•

Precious or fragile. For example, a photograph or a legal

•

document.

Very thin paper. Less than 2 0-lb weight paper may not load

•

properly and could jam inside the HP OfficeJet. When placing the document carrier into the document tray, load it

with the sealed edge down and the transparent side facing away from you.

Caution: To avoid damaging the HP OfficeJet, do not use the docu-

ment carrier to protect anything thicker than a photograph.

dial from the OfficeJet’s keypad, or select Fax from the

either

...............................................................................................................

3-2

Sending from the keypad

Document guides

document tray, and with the printed side facing a way from you ( up to 20 pages, or a single document carrier).

If necessary, slide the docume nt guides on the tray to the left or right to adjust them for the width of your document.

Note: Always remove staples and paper

clips from your original before faxing to avoid equi pment damage.

Jet’s keypad. See the following three sections to learn

about other ways of dialing.

Note: When entering the fax number, be

sure to include all the numbers you would enter if you were dialing the number from a phone. (For example, enter 1 and the area code for long-distance calls.)

your document top down in the

Load

the fax number on the HP Office-

Dial

Press the

button to be gin faxing.

Start

3. Faxing

OJ-dialOJ

To cancel a fax in progress, press the button on the HP OfficeJet’s keypad.

Notes: For more information about the following topics, look under

“Using Advanced Fax Features and Settings” later in this chapter:

1) Resolution and Contrast settings are described under “Controlling

how your faxed documents will look.”

2) Redialing instructions are in the “Redialing a fax number” section.

Dialing in real time

With the fa xing method describ ed above, dialing begins press the to dial in real time instead. For example, if you’re charging your fax call to a calling card, you’ll need to wait for the acceptance tone of your telephone company before dialing the calling card number.

button. There may be times, however, when you want

Start

...............................................................................................................

after

Stop

you

3-3

To dial in real time:

your document in the document tray.

Load

Press the

The message display on the HP OfficeJet will read “Off hook...” and you’ll hear a dial tone.

your phone company’s access code, then dial the fax num-

Dial

ber on the HP OfficeJet’s keypad. The numbers will be dialed immediately, as if you were dialing from a telephone. Listen for the acceptance tone of your phone company, then dial your calling card number.

button on the HP OfficeJet’s keypad.

Start

Dialing from a telephone that’s connected directly to the HP OfficeJet

Instead of dialing from the HP OfficeJet’s keypad, you may prefer to dial your fa x number directly from a t elephone. U s e a phone that’s connected either directly to the back of the HP OfficeJet, or to another device that’s connected directly to the back of the OfficeJet (like an answering machine or modem).

To dial directly from a telephone:

your docume nt in the document tray.

Load

Pick up the handset

The message display on the HP OfficeJet will read, “Phone offhook.”

the fax number on the telephone’s ke ypad and wait for the

Dial

line to begin ringing.

Press the

Start

of your telephone.

button on the HP OfficeJet to begin faxing.

...............................................................................................................

3-4

Speed dialing

Once you’ve assigned speed dial codes to your fax numbers using the HP OfficeJet Manager software (look under “Advanced fax send features” later in this chapter), you can quickly dial those numbers using the

Speed Dial

To speed dial:

button and a one- or two-di git speed dial code.

your docume nt in the document

Load

tray.

Press the

Speed Dial

button on the HP

OfficeJet’s keypad.

3. Faxing

Dial the

Press the

1- or 2-digit speed dial code

button on the HP Office-

Start

Jet’s keypad.

OJ-dialOJ

...............................................................................................................

3-5

Sending from the HP OfficeJet Document Assistant

your document top down in the document tray, and with

Load

the printed side facing away from you (up to 20 pages, or a single document carrier). If necessary, slide the document guides on the tray to the left or right to adjust them for the width of your document.

Note: Always remove staples and paper clip s from your original

before faxing to avoid equipment damage. Now look at your computer screen: The Document Assistant asks you

what you want to do with the document you’ve loaded.

When you load your document, the Document Assistant asks you what you want to d o.

Click the

button. The Send Fax dialog box is displ ayed.

Fax

Enter the fax numbe r or click a Phone Book entry.

Enter the

in your Phone Book. Enter any other information, such a s a name.

fax number

in the Fax Number box, or click an entry

...............................................................................................................

3-6

Note: When entering the fax number, be sure to include all the num-

bers you would enter if you were dialing the number from a phone . (For example, enter 1 and the area code for long-distance calls.)

For more information about the other features and settings in the Send Fax dialog box, click the

Click

Send Fax Now

To cancel a fax in progress, click the Jet status dialog box (displayed while your fax is proceeding) or press

on the HP OfficeJet’s keypad.

Stop

Notes: For more information about the following topics, look under

“Using Advanced Fax Features and Settings” later in this chapter:

1) Resolution and Contrast settings are described under “Controlling

how your faxed documents will look.”

2) Redialing instructions are in the “Redialing a fax number” section.

button.

Help

when you’re ready to begin sending.

Cancel

button in the HP Office-

Sending a Fax Directly from Your Software Program

You don’t need to print a document before faxing it. When you want to fax a document directly from your software program, use this procedure.

3. Faxing

While your software program is open and your document file is

displayed on your computer screen, select

Select (Note: Select this name from where your particular software program stores your printer list. For example, in Microsoft Word you can find the printer list by clicking the Printer button in the Print dialog box.)

(illustrated on the facing page).

Enter the from your Phone Book.

Click To cancel a fax in progress, click the

Jet’s status dialog box that’s displayed while your fax is proceeding.

Notes: For more information about the following topics, look under

“Using Advanced Fax Features and Settings” later in this chapter:

1) Resolution settings are described under “Controlling how your

faxed documents will look.”

2) Redialing instructions are in the “Redialing a fax number” section.

HP OfficeJet Series 500 Fax

the document. The Send Fax dialog box will be displayed

fax number

Send Fax Now

in the Fax Number box, or click an entry

to begin send ing the fax.

as the printer and click OK.

Cancel

from the

button in the HP Office-

...............................................................................................................

File

menu.

3-7

Receiving Printed Faxes

The HP OfficeJet is factory-set to print received faxes. Before you receive a fax call, be sure to load one of the supported paper sizes for receiving faxes, as described below.

Loading the paper supply

Pull the document tray forward all the

way until it snaps into the upright position.

Load up to 150 sheets of 20 -lb paper (about a 1/2-inch-thick stack) into the paper tray.

The paper shou ld f it behi nd t he stack guides on the lower part of the tray as shown. Load

Stack guides

sheets with the print side facing you.

Notes:

1) Only pla in pap er ma y be use d for printi ng

faxes.

2) Only letter (A or A4)- or legal-size paper

may be used for pri nt i n g fa x e s.

3) If you change the paper size in the tray, be

sure to update the paper size setting in the HP OfficeJet Manager software. Refer to “Changing the paper size setting” later in this chapter under “Advanced fax receive settings” for instructions.

Push the document tray back to its normal position, resting in front of the paper tray.

Extend the output tray slowly until it

Output

tray

stops.

...............................................................................................................

3-8

Answering settings

When you first installed the HP OfficeJet Series 500 software, the Setup Wizard asked you a series of questions about your phone lines and equipment. Your answers determined which option was automatically chosen for each of the Answering settings, and therefore determined how your HP OfficeJet was set up to receive faxes.

There are two answering settings that affect how you receive faxes:

•

Phone Answering

the HP OfficeJet will automatically answer every call received at your fax number. When set to Manual, you must answer fax calls manually (see the following section, “Manually Receiving Faxes” for instructions).

For instructions on how to change this setting, refer to “Phone Answering: Automatic or Manual” later in this chapter under “Advanced fax receive settings.”

•

Rings to Answer

is set to Automatic, the HP OfficeJet will automatically answer all calls after the number of rings specified in this setting. For example, when Rings to Answer is set to 1 ring, your fax line will ring once, then the HP OfficeJet will begin sending fax tones. For instructions on how to change this setting, refer to “Changing the number of rings before answering” later in this chapter under “Advanced fax receive settings.”

Notes:

1) If you

answered the questions in the software during your first-time installation, don’t change your answering settings now or you may not receive your faxes properly. If you ment setup, refer to “Updating your fax receive setup” later in this chapter under “Advanced fax receive settings” for instructions on how to re-run the HP OfficeJet Setup Wizard.

2) For a detailed description of how your office e quipment should be

set up and the corresponding answering settings, see “Step 6. Connect Your Office Equipment” in Chapter 1.

haven’t

(Automatic or Manual). When set to Automatic,

(1 ring through 6 rings). When Phone Answering

changed your office equipment setup since you

changed your office eq ui p-

have

3. Faxing

Manually receiving faxes

If you’re set up to receive faxes manually (Auto Answer light on keypad is off), use the following procedure to receive faxes.

Make sure there are no documents in the document tray, or they

may be faxed after the next steps.

...............................................................................................................

3-9

OJ-lifthand



Press START

Receiving Faxes to Your PC

The HP OfficeJet is factory-set to print faxes, not receive them to your PC. To receive faxes to your PC (also called PC faxes), change the Receive Faxes setting.

click displayed.

When the HP OfficeJet rings, pick up the handset of a telephone that’s on the same telephone line as the HP OfficeJet.

Listen for the fax tone, press the button on the HP OfficeJet’s keypad, OR you’re receiving from an extension phone



(one that’s on the same telephone line as the

OJ-dialphn

HP OfficeJet, but not connected directly to

Dial 1-2-3 from an extension phone

it), dial

Now you ca n hang u p th e ph on e an yti me , or you can stay on the line to have a conversati on after the f ax finishes.

123

On your Win dows deskto p, doubl e-click

Fax

Select

, and select

To PC

, then click OK.

Receive Settings

. The Receiving tab will be

Start

, if

HP OfficeJet Manager

To receive faxes to your PC instead of printing them, change the Receive Faxes setting to

To PC

...............................................................................................................

3-10

Notes:

1) Your computer must be powered on to receive faxes. If it is turned

off, your received faxes will be printed.

2) If you’re set up to receive faxes manually, follow the previous

instructions under “Manually receiving faxes.” To view or print a received fax, use the instructions in the “Viewing lists of all sent and received faxes” section under “Using Advanced Fax Features and Settings.”

Using Advanced Fax Features and Settings

The following sections describe some of the advanced fax features available with the HP OfficeJet, both from the keypad and from the software.

Advanced fax send settings

Controlling how your faxed documents will look

There are two settings that control how your faxed documents will look when they’re printed at the receiving fax machine: Resolution and Contr a s t.

3. Faxing

Changing the Resolution

The Resolution setting affects the quality, in dots-per-inch (dpi), of your faxe d documents, and your transmission s peed.

Use this Resolution setting: For this result:

Fine (factory setting)

(203 x 196 dpi)

...............................................................................................................

Higher quality for words (factory setting).

Use this higher-quality setting for good all-around

•

quality.

Most fax machines can receive faxes at this higher

•

quality setting; if you select this setting and the receiving fax machine doesn’t support it, your fax will be sent at Standard resolution.

Words will have better quality than graphics and pho-

•

tographs.

3-11

Use this Resolution setting: For this result:

Standard

(203 x 98 dpi)

300 dpi

(300 x 300 dpi)

Photo

(Grayscale image scan up to 300 x 300 dpi)

Standard quality for words.

Use this setting when transmission speed is more

•

important than quality.

All fax machines can receive at this setting.

•

Words will have better quality than graphics and pho-

•

tos.

Fastest fax transmission speed of all the Resolution

•

settings.

Best quality for words.

Only a few types of machines can receive faxes at this

•

setting; if you select this setting and the receiving fax machine doesn’t support it, your fax will be sent at the highest supported resolution.

Words will have better quality than graphics and pho-

•

tos.

Best quality for photographs and graphics.

Use this setting when the quality of photographs

•

and graphics in your document is more important than the quality of the words.

Your document will be scanned as a grayscale

•

image (which simulates shades of gray) at up to 300 x 300 dp i.

Slowest fax transmission speed of all the

•

Resolution settings.

The table on the following page describes how to change the resolution for each type of fax. This setting needs to be changed begin faxi ng.

Notes:

1) When you change the Resolution setting, it will stay at that setting

until you change it again.

2) The

copies made from the HP OfficeJet’s keypad. See “Optimizing the quality” under “Copying from the Keypad” in Chapter 4.

Contrast/Resolution

button settings also affect the quality of

...............................................................................................................

3-12

before

you

Type of fax sent: Where and how to change the Resolution:

Paper fax sent from the HP OfficeJet’s keypad

Paper fax sent from the HP OfficeJet Document Assistant

Change the Resolution with the

Contrast/Resolution

button on the HP OfficeJet’s keypad.

Press the

Press 1 to select Resolution.

Press

Contrast/Resolution

1, 2, 3, or 4

to select the Resolution you

button.

want: 1 = Standard

2 = Fine (the factory setting) 3 = 300 dpi 4 = Photo

Note: When you change the Resolution setting from

the keypad, the HP OfficeJet Manager software will automatically be updated with the same Resolution setting.

Change the Resolution setting in the HP OfficeJet Manager software.

Double-click the

HP OfficeJet Mana ge r i con

your Windo ws de sk t op.

Click

In the Paper Fax Quality tab, click

Fine, or 300 dpi

and select

Fax

Send Settings

to select the Resolution you want.

Standard,

3. Faxing

Click the

Optimize for photo or graphic

box if appropriate, then click OK. When selected, your document will be scanned as a grayscale image, then sent at the selected resolution setting (Fine, Standar d, or 300 dpi) .

Note: When you change the Resolution setting from

the HP OfficeJet Manager software, the keypad setting will be automatically updated with the same Resolution setting.

PC fax sent directly from your softw are program

Change the Resolution setting in the HP OfficeJet Manager software.

Use the instructions above for “Paper fax sent from the HP OfficeJet’s Document Assistant.” Choose

Fine or Standard

only; other choices will result in

Fine quality transmission.

...............................................................................................................

check-

3-13

Changing the Contrast

Change this setting if you want the faxed document to be lighter or darker than your original document. This setting needs to be changed

you begin f axing.

before

Notes:

1) When you change the Contrast setting, it will stay at that setting

until you change it again.

2) The

Contrast/Resolution

button settings also affect the quality of copies made from the HP OfficeJet’s keypad. See “Optimizing the quality” under “Copying from the Keypad” in Chapter 4.

Type of fax sent: Where and how to change the Contrast:

Paper fax sent from the HP OfficeJet’s keypad

Paper fax sent from the HP OfficeJet’s Document Assistant

Use the

Contrast/Resolution

button on the HP

OfficeJet’s keypad to lighten or darken your fax.

Press the

Press 2 to select Contrast.

Press

Contrast/Resolution

1, 2, or 3

to select the Contrast you want:

button.

1=Normal (the factory setting) 2=Lighten 3=Darken

Note: When you change the Contrast setting from

the keypad, the HP OfficeJet Manager software will be automatically updated with the same Contrast setting.

Change the Contrast setting in the HP OfficeJet Manager software.

Double-click the

HP OfficeJet Mana ge r i con

on your Windows desktop.

Click

In the Paper Fax Quality tab,

in the Contrast area to the setting you want (five

bar

and select

Fax

Send Settings

Drag the slider

settings are available), then click OK.

Note: When you change the Contrast setting from the

HP OfficeJet Manager software, the keypad setting will be automatically updated with the same Contrast setting.

PC fax sent directly

Contrast settings are not applied to this type of fax.

from your softw are program

...............................................................................................................

3-14

Redialing a fax number

If you dialed the fax number from the HP OfficeJet’s keypad, you can press the number.

The HP OfficeJet is factory-set to automatically redial at timed intervals up to 5 times after a busy signal.

Redial/Pause

Redialing manually with the Redial/Pause button

To immediately begin redialing the last fax number you dialed on

•

the HP OfficeJet’s keypad, press the your document is still loaded in the document tray.

Notes: 1) If you press

fax number, the Pause feature takes effect and a dash (-) will appear in the message display. 2) You can’t use the redial a fax number that you originally entered in the Send Fax dialog box, however, the automatic redial process described below will begin.

Changing the Automatic Redial setting in the software

Here’s how the Automatic Redial feature works: The fax number will be redialed one minute after the unsuccessful fax

(busy, no answer, or both, depending on your settings). If the first redial was unsuccessful, the second redial will begin after a 5-minute wait. After this, the fax number will be redialed up to 3 more times if the transmission continues to b e unsu ccessful.

If you dialed the fax number from the HP OfficeJet’s keypad, the message display will show the redial countdown time in seconds during the waiting periods (unless the message display is already in use).

button any time to redial the last-dialed fax

button. Make sure

Redial/Pause

button to

Redial/Pause

while in the middle of dialing a

3. Faxing

Double-click

Click

Fax

Click the

In the Automatic Redial area, select either or both

busy sign al

Redial feat ure, make both c he ckboxes blank.

HP OfficeJet Manager

and select

Dialing

and

Redial on no answer

Send Settings

tab.

on your Windows desktop.

Redial on

. To turn off the Automatic

Entering a pause during keypad dialing

Press the of your dialing sequence.

A dash (-) will appear on the message display, indicating that the pause will occur at that point in the dialing sequence.

Redial/Pause

...............................................................................................................

button to enter a 2-se cond pause in t he midd le

3-15

Notes:

1) The preferred method of dialing with pauses (to enter a calling card

number, for example) is to use the instructions in the “Dialing in real time” section earlier in this chapter.

2) If you press

fax number, the manual Redial feature takes effect (see description in previous section).

Redial/Pause

at any other time

except

while dialing a

Assigning Speed Dial codes

The number of speed dial codes you have depends upon the model number of your HP OfficeJet. To check your model number, look on the lower right-hand corner of the keypad.

HP OfficeJe t Model Number

Model 500 40 Model 520 80 Model 570 50 Model 580 80 Model 590 100

Number of speed dial codes available

Assigning a speed dial code to a single fax number

To quicken t he keypad dia ling process for a fax nu mber you dial frequently, store it into a speed dial code.

Double-click

Click

Fax

Choose a) or b) below.

a) To create a new phone book name:

Enter any to the Speed Dial entry box and

b) To add a speed dial code to an existing phone book name:

Click

name and number information

the name in the list

HP OfficeJet Manager

and select

Phone Book

select a speed dial code

and

select a speed dial code

on your Windows desktop.

, then click the arrow next

Click

Add to Phone Book

Apply Changes

tion you just entered. See “Speed dialing” earlier in this chapter for speed dialing

instructions.

(for existing phone book names) to save the informa-

(for new phone book name s) or

...............................................................................................................

3-16

Assigning a speed dial code to a group of fax numbers

You can group fax numbers you dial frequently (such as your department members at work), and store them into a group speed dial code. You can store up to 20 numbers in a speed dial group.

Each group member must have an assigned speed dial code. If you add the name of someone who doesn’t have a speed dial code, one will be automatically assigned to them (if available), and you’ll be asked to confirm it. If you prefer to pick your own speed dial code, use the instructions in the previous section to assign it before adding the name to a group speed dial code.

Double-click

Click

Fax

Choose a) or b) below.

HP OfficeJet Manager

and select

Phone Book

a) To create a new speed dial group:

Click

Create/Modify Group

Create Group entry box, and click OK. Then

select an unassigned speed dial code

, then click

enter a name for the group

group Spe ed Dial box. Continue at Step 4.

b) To add na mes to an existi ng speed dial group:

Select a name

In the Phone Book list, click on the first to this group, then click

from the Group Name box, then continue at Step 4.

Add to Group

on your Windows desktop.

Create Group

. In the

you’ll create,

from the

name you want to add

3. Faxing

Add more na mes to your group, for a total of up to 20 group members.

...............................................................................................................

3-17

Faxing to a group of fax numbers

Choose from these many methods of faxing to groups.

Type of fax sent How to fax to a group of fax numbers

Paper fax sent from the HP OfficeJet’s keypad

Paper fax sent from the HP OfficeJet’s Document Assistant

Dial a group speed dial code you assigned previously in the Phone Book.

Use the faxing instructions in the “Speed dialing” section earlier in this chapter. In step 3 of that procedure, enter a speed dial code that you’ve assigned to a group of numbers.

See “Assigning a speed dial code to a group of fax numbers” earlier in this chapter for instructions on creating a speed dial group.

Choose from these two methods (a or b):

a) In the Send Fax dialog box, select a group name from the Phone Book list.

Use the faxing instructions in the “Sending from the HP OfficeJet Document Assistant” section earlier in this chapter. In step 3 of that proce dur e, s el ect a gr oup name from the Phone Book list, then click

To create a gro up i n t he Phone Book, follo w the instructi ons in the “Assigning a speed dial code to a group of fax numbers” earlier in this chapter, with these exceptions:

1) Assigning a group speed dial code is optional,

2) Assigning a speed dial code to individual group members is optional,

3) If you didn’t store your group to a speed dial code, you can add as many names as you want to the group, instead of being limited to a total of 20 names.

b) In the Send Fax dialog box, create a temporary group to be used only for the current fax.

In the Send Fax dialog box, click

select names or groups

3 4

new names and numbers

Enter

Click the appropriate

Send Fax N ow

Click

Send Fax Now

from the Phone Book list.

Add to List

to begin faxing.

Create List

in the “Fax to:” ar ea, or

button.

PC fax sent directly from your softw are program

Choose from these two methods (a or b):

a) In the Send Fax dialog box, select a group name from the Phone Book list.

Use the faxing instructions in the “Sending a fax directly from your software program” section earlier in this chapter. In step 4 of that procedure, select a group name from the Phone Book list, then click

To create a group in the Phone Book, use the instructions above for the Document Assistant faxes.

b) In the Send Fax dialog box, create a temporary group to be used only for the current fax.

Use the ins tr uctions above f or the Document A ss is ta nt faxes.

Send Fax Now

...............................................................................................................

3-18

Changing the information printed at the top of the faxes you send

When you first installed the HP OfficeJet software, you were asked to enter your name and fax number. This information was stored for use in the header that’s printed at the top of all of your outgoing faxes.

Notes:

1) Only the fax recipient will see this information upon receipt of

your fax; it’s not printed on your original document.

2) The Telephone Consumer Protection Act of 1991 requires that, in

the U.S., all outgoing faxes display the sender’s identifying name and fax number in a header, footer, or on the cover page of the outgoing fax.

Use the following procedure to change the fax header information.

Double-click

Click

Fax

Click the in the two entry boxes in the Fax Header Content area.

HP OfficeJet Manager

and select

Personal Information

Send Settings

on your Windows desktop.

tab and change the information

Setting Tone or Pulse dialing type

The HP OfficeJet is factory-set for tone dialing. Nearly all phones being used in the U.S. have tone dialing.

Note: Don’t change this setting unless you know your phone isn’t

capable of tone dialing. Pulse dialing is much slower than tone dialing.

3. Faxing

Double-click

Click

Fax

Click the Phone Dialing Type area.

HP OfficeJet Manager

and select

Dialing

tab and select

Send Settings

on your Windows desktop.

Tone Dial

Pulse Dial

Other advanced features for sending faxes

There are many advanced features available in the HP OfficeJet software. The best way to learn about these features is to explore them in the dialog boxes referenced in the following table, and click the button on the screen if you need more information.

...............................................................................................................

in the

Help

3-19

Additional features for sending faxes

Where to locate the s e features in the HP OfficeJet Manager software

Using the Phone Book Phone Book dialog box.

Double-click

HP OfficeJet Manager

your Windo ws de sk t op.

Including an electronic cover page when sending a fax

Click

Send Fax dialog box.

Use the faxing instructions in the appropriate section earlier in this chapter to navigate to

and select

Fax

the Send Fax dialog box. Then click t he Cover Page checkbox and click the Edit button to add a message on your cover page.

Faxing a one-page note that you type into the Cover Page Data dialog box

Changing your personal information in the electronic cover page

Cover Page Data dialog box.

Double-click

HP OfficeJet Manager

your Windo ws de sk t op.

Click

and select

Fax

Personal Information tab of the Send Fax Settings dialog box.

Double-click

HP OfficeJet Manager

your Windo ws de sk t op.

Phone Book

Send Quick Note

Click

Click the

and select

Fax

Send Settings

Personal Information

tab and change the information in any of the four entry boxes in the Cover Page Information area.

Scheduling a fax to send at a future time

Select Fax Send Time dialog box.

Double-click

HP OfficeJet Manager

your Windo ws de sk t op.

Click

in the Select Fax Send Time dialog box.

boxes

and select

Fax Send Fax Later

Send Fax

and

fill in the entry

...............................................................................................................

3-20

Advanced fax receive settings

Phone Answering: Automatic or Manual

When Phone Answering is set to Automatic, the HP OfficeJet will automatically answer every call received at your fax number. When set to Manual, you must answer fax calls manually (see the previous section, “Manually Receiving Faxes” for instructions).

When you first installed the HP OfficeJet Series 500 software, the Setup Wizard asked you a series of questions about your phone lines and equipment. Your answers determined the this setting (and many others) and the Setup Wizard set it for you automatically.

If you decide to change this setting now, you should do it only temporarily (for one fax only), then change it back, or, if you have changed your office equipment setup since you first installed the HP OfficeJet, re-run the Setup Wizard and make your changes there. (Refer to “Updating your fax receive setup” later in this chapter for instructions on how to locate the Setup Wizard.)

To change the

Look

Phone Answering setting. If the green

Automa tic

cally. It will automatically answer every call you receive at your fax number — after the number of rings specified in the Rings to Answer setting — then send receiving fax tones.

If the

Auto Answer

, and your HP OfficeJet can only receive faxes manually. It will

ual

never answer incoming calls automatically.

Phone Answering

at the HP OfficeJet’s keypad to determine the current

Auto Answer

, and your HP OfficeJet is set to receive faxes automati-

light is on, the

light is off, the Phone Answering setting is

setting:

appropriate

Phone Answering

option for

setting is

Man-

3. Faxing

Press the

Notes:

1) If you

answered the questions in the software during your first-time installation, don’t permanently change this setting now or you may not receive your faxes properly.

2) For a detailed description of how your office e quipment should be

set up and the corresponding answering settings, see “Step 6. Connect Your Office Equipment” in Chapter 1.

Auto Answer

haven’t

changed your office equipment setup since you

button to change the setting.

...............................................................................................................

3-21

Changing the number of rings before answering

When Phone Answering is set to Automatic, the HP OfficeJet will automatically answer all calls after the number of rings specified in the Rings to Answer setting. For example, when Rings to Answer is set to 1 ring, your fax line will ring once, then the HP OfficeJet will begin sending fax tones.

To change the

On your Windows desktop, double-click

, click

ager

Click the

Rings to Answer

, and select

Fax

Answering

setting:

Receive Settings

tab.

appropriate

HP OfficeJet Man-

option for

Change the Rings to Answer setting in the Answering tab.

In the box to the right of the

enter a number between 1 and 6, inclusive.

Number of Rings to Answer

...............................................................................................................

3-22

area,

Using Distinctive Ring

If you have one phone line that receives both voice and fax calls, you may want to use this feature.

The Distinctive Ring feature of the HP OfficeJet, when used in conjunction with your telephone company’s distinctive ringing service, allows both you and the HP OfficeJet to distinguish between voice calls and fax calls when you receive both on the same phone line.

Note: Your telephone company may use a different name for this ser-

vice. For example, it’s called “Identa-ring” in parts of New Jersey and “RingMaster” in parts of Florida.

Use the following procedure to set up your HP OfficeJet and your telephone line for Distinctive Ring.

Call your telephone company to find out if they have a distinctive ringing service available in your area. At the time of this printing, it is still unavailable in

Important: If you can’t subscribe to this service through your tele-

phone company, the Distinctive Ring feature on the HP OfficeJet

not work

The telephone company’s distinctive ringing service allows you to have 2 or 3 phone numbers on the sam e phone line, whic h saves you the cost of paying for 2 or 3 separate lines. It also allows you and the HP OfficeJet to hear which phone number has been dialed. Each of the phone numbers will have a different ringing sound: One can have a single ring, another can have a double ring, and the third can have a triple ring.

, and should be set to

many

areas.

All Rings

will

3. Faxing

When you set up the distinctive ringing service with your telephone company, decide how many rings you want to assign to your fax line: single, double, or triple rings.

If you’ve already installed the HP OfficeJet software, re-run the HP OfficeJet Setup Wizard and enter the Distinctive Ring information.

a) To locate the Setup Wizard, double-click

on your Windows desktop, clic k

Wizard

b) In the screen that asks if you subscribe to a distinctive ring service,

click

c) In the screen that asks you to choose a distinctive ring pattern, click

the (single, double, or triple). Note: If you want the HP OfficeJet to answer bot h double and triple rings — for example, if you have two separate fax numbers on your distinctive ring line — choose double and triple rings.

d) In the screen that asks you to enter the phone number of your dedi-

cated fax line, enter the

Yes

number of rings you assigned in Step 2 above

distinctive ring fax number

HP OfficeJet

HP OfficeJet Mana ge r

, and select

to your fax line

...............................................................................................................

Fax Setup

3-23

If you have an answering machine for receiving voice calls on this phon e l ine ( usin g o ne o f the oth er dist in ct ive r ing ph on e nu mb ers for your voice calls), set it to answer after 3 or more rings. If you don’t, your HP OfficeJet will not be able to receive your fax calls.

If you have a PC-modem or an external modem on this phone line (using one of the other distinctive ring phone numbers), turn off the setting in the modem’s software that automatically receive faxes to your computer; if you don’t, your HP OfficeJet will not be able to receive faxes properly.

Updating your fax receive setup

When you first installed the HP OfficeJet’s software, you were asked a series of questions about your office equipment setup. Your answers determined how the HP OfficeJet was automatically set to receive faxes.

If any of the following information has changed since you first installed the software, use the instructions in this section to update your fax receive software settings.

Note: If you don’t update the software settings, you may not receive

faxes prop erly.

If this information has changed, use the numbered instruct ions that follow th i s ta b l e:

Have you added or removed a distinctive ring feat ure to your te le-

•

phone line? (This s ervice, if available from your te lephone co mpany, allows

you to have 2 or 3 phone numbers assigned to the same line. Each number rings with a different pattern so you can tell the difference between incoming calls.)

Have you added, c han ged, or removed a ny phon e num bers or

•

fax numbers?

Have you changed from a dedicated fax line (no voice calls

•

received) to a shared fax line (receive both voice and fax calls) or vice versa?

Have you added or removed an answering machine or

•

computer voicemail feature on the same telephone line that’s connected to the HP OfficeJet?

Have you added or removed a modem - either internal to your

•

computer or an external box - on the same telephone line that’s connected to the HP OfficeJet?

...............................................................................................................

3-24

To update your fax receive settings in the software:

Double-click

Click

HP OfficeJet

Follow the instructions in all of the Fax Setup Wizard screens, updating where appropriate.

HP OfficeJet Manager

and select

on your Windows desktop.

Fax Setup Wizard

Changing the paper size setting

When you load a different paper size in the HP OfficeJet’s paper supply tray, you also need to change the paper size in the Fax Receive settings if you’ll be receiving faxes on the new paper.

The factory-set paper size to print faxes on is Letter (8.5 x 11 inches). You can als o print faxes o n Legal-size paper (8.5 x 14 inches) or o n A4-size paper (210 x 297 mm).

On your Windows desktop, double-click on

, then click

ager

Select a new paper size in the

and select

Fax

Receive Settings

Load Paper Size

HP OfficeJet Man-

area.

Other advanced features for receiving faxes

There are many advanced features available in the HP OfficeJet software. The best way to learn about these features is to explore them by clicking the tabs in the Receive Fax Settings dialog box. Click the

button in each of the tabs for more information about the fea-

Help

tures and settings.

To locate the Receive Fax Settings dialog box, double-click on

•

OfficeJet Manag e r Receive Settings

on your Windows desktop, click

, and select

Fax

3. Faxing

Viewing Lists of All Sent and Received

Faxes

Double-click

History

a) Click the

from the HP OfficeJet. Both paper faxes and PC faxes (from your software program) you’ve sent are included.

b) Click the

received, both printed faxes and PC faxes. To view a PC fax,

click

c) Click the

sent at a future time. (For instructions on how to schedule a fax, see “Scheduling a fax for a future time” under “Advanced fax send features” later in this chapter.)

Do any of the following:

it. To print a PC fax,

HP OfficeJet Manager

Sent Faxes

Received Faxes

Pending

tab to see a list of all the faxes you’ve sent

click it once

tab to see a list of faxes that are scheduled to be

tab to see a list of all the faxes you’ve

...............................................................................................................

, click

Fax

, then click

, and select

Print Fax

Fax

double-

3-25

Printing the Fax Reports

There are two fax reports you may want to print from time to time: the Fax History report, and the Last Fax report.

Fax History report

•

The Fax History report is a list of the last 30 fax transmissions: both sent and received faxes.

Here’s how to print this report:

Double-click

Click the

History

Last Fax report

•

The Last Fax report is factory-set to print automatically if an error occurs while a fax is being sent or received (

To change when the Last Fax report is automatically printed, follow steps 1 and 2 above, then click one of the buttons in the

Report Printing

HP OfficeJet Manager

Settings Print Fax History

tab.

area.

button.

, click

Fax

Error only

, and select

setting).

Automatic

Fax

Adjusting sound volumes

There are three sound volumes you can adjust: the volume of outgoing fax calls (dial tone, ringing, and fax tones), the rings for incoming calls, and the beep sounds for the keypad buttons.

On your Windows desktop, double-click

, click

ager

Volume tab will be displayed.

Adjust the volume of outgoing fax calls by making a s election in the

Sound Volume

Adjust the volume of incoming calls by turning the sound on or off. When hear the rings; when the checkbox is blank, you won’t hear anything when incoming fax calls are received.

Adjust the volume of the button beeps by turning the so und on or off. When while pressing buttons, and you’ll hear the error beeps when you press the wrong button; when the checkbox is blank, you won’t hear anything when you press the buttons.

HP OfficeJet

Fax machine rings for incoming calls

Buttons beep when pressed

, and select

area, which is factory-set to Soft.

Settings and Maintenance

...............................................................................................................

3-26

HP OfficeJet Man-

is checked, you’ll

is checked, you’ll hear beeps

. The

Changing the time and date

When the HP OfficeJet is connected to your computer with the bi-

•

directional parallel cable, the time and date shown on the keypad display are taken from the time that’s set in your computer. If you need to change the time (for daylight savings, for example) and date, reset them on your computer, and they will be automatically updated in the HP OfficeJet.

When the HP OfficeJet is disconnected from your computer, then

•

powered off, the time and date information will be lost. The message Press START to set time/date, or STOP to skip will be displayed on the HP OfficeJet. To reset the time and date, you can either reconnect the HP OfficeJet to your computer with the bidirectional parallel cable, or you can press the instructions for setting the time and date.

button on the keypad and follow the

Start

3. Faxing

...............................................................................................................

3-27

Copying

.................................................................................................................

ead this chapter to learn how to make copies

the copy settings in both locations. For basic copying, use the keypad. To gain more control over how your

copies will look, and to copy long or complex documents, copy from the

Loading the Paper Supply for Copying..................4-2

Using a Document Carrier

to Protect Your Original ...................................4-3

Copying from the Keypad................... .....................4-3

both from the HP OfficeJet’s keypad and from the software. You’ll also learn how to change

• Controlling how your copies will look......................4-4

• Optimizing the quality (Re s ol ution setting)............. 4-4

• Darkening and lightening (Contrast setting)........... 4-5

• Automatic collating....................................................4-5

Copying from the Document Assistant...................4-6

• Controlling how your copies will look......................4-7

• Optimizing the quality...............................................4-7

• Darkening and lightening (C ontr ast setting)...........4 -7

• Reducing and Enlarging............................................4-7

• Collating: On or Off...................................................4-8

.............................................................................................

4. Copyi n g

Loading the Paper Supply for Copying

Pull the document tray forward all the

way until it snaps into the upright position.

Load up to 150 sheets of 20 -lb paper (about a 1/2-inch-thick stack) into the paper tray. The paper should fit behind the stack

Stack guides

guides on the lower part of the tray as

shown.

Notes:

1) Use only plain paper for copying.

2) Use only letter- or legal-size paper for

copying.

3) If you change the paper size in the tray, be

sure to update the paper size setting in the software. Refer to “Changing the paper size setting” in Chapter 3 under “Advanced fax receive settings” for instructions.

Push the document tray back to its normal position, resting in front of the paper tray.

Extend the output tray slowly until it stops.

Output

tray

...............................................................................................................

4-2

Using a Document Carrier to Protect Your Original

Place your document inside a document carrier before copying, faxing, or scanning when your original document is:

Smaller than standard letter size (8.5 x 11 inches). Non-standard

•

pages may not load properly and could jam inside the HP OfficeJet.

Torn. Rough edges may cause a paper jam inside the HP OfficeJet.

•

Precious or fragile. For example, a photograph or a legal

•

document.

Very thin paper. Less than 2 0-lb weight paper may not load

•

properly and could jam inside the HP OfficeJet. When placing the document carrier into the document tray, load it

with the sealed edge down and the transparent side facing away from you.

Caution: To avoid damaging the HP OfficeJet, do not use the docu-

ment carrier to protect anything thicker than a photograph.

4. Copying

Copying from the Keypad

Because of the limited memory available in the HP OfficeJet, this method is not recommended for copying large or complex documents. If more memory is needed, copy using the Document Assistant, which uses your computer’s memory.

If your original document is a photograph, or if you want your copies to be darker or lighter than your original, use the instructions in the following section, “Controlling how your copies will look.”

...............................................................................................................

4-3

Document guides

side facing away from you (up to 20 pages, or a single document carrier). If necessary, slide the docume nt g uid es on the tray to th e left or right to adjust them for the width of your docume nt.

Note: Always remove staples and paper

clips from your original before faxing to avoid equi pment damage.

number of copies

copying. The entire original document will be

scanned before copyi ng begins. The original document will be face-down in

the output tray, and the copies will be face-up. For copy collating information, see “Automatic collating” later in this chapter.

To cancel a copy in progress, press the Jet’s keypad.

your document wi t h the printed

Load

Press the

button, then

Copy

you want (up to 99).

button again to begin

Copy

button on the HP Office-

Stop

enter the

Controlling how your copies will look

When you make a copy from the HP OfficeJet’s keypad, the way it looks is determined by the Contrast and Resolution settings that are selected on the keypad with the

Note: The

of paper faxes sent from the keypad. See “Changing the Resolution” under “Using Advanced Fax Features ” in Chapter 3.

Contrast/Resolution

button settings also affect the quality

button.

Optimizing the quality (Resolution setting)

Before beginning to copy, change the Resolution setting on the keypad to opti mi ze for word s, drawings, or photographs

Press the

Press 1 to select Resolution.

Press

select the best quality

Contrast/Resolution

1, 2, or 3

to select the best quality

for photographs and graphics

...............................................................................................................

4-4

button.

for words

, or press 4 to

Use this Resolution:* For this result:

Standard, Fine, or 300 dpi (factory setting)

(All three settings scan at up to 300 dpi)

Photo

(Scans as a grayscale image at up to 300 dpi)

* When you change the Resolution setting, it will stay at that setting until you change it.

Best quality for words and for simple line drawings (factory setting).

Use any of these three settings when the quality

•

of the words and simple line drawings is more important than quality of photographs and more complex graphics.

Your document will be scanned at up to 300 dpi

•

no matter which of these three Resolution settings is selected.

Best quality for photographs and for more complex graphics.

Use this setting when the quality of photographs

•

and graphics in your document is more important than the quality of the words.

Your document will be scanned as a grayscale

•

image (which simulates shades of gray) at up to 300 dpi.

Darkening and lightening (Contrast setting)

Before beginning to copy, change this setting if you want the copy to be darker or lighter th an your original documen t.

4. Copying

Press the

Press 2 to select Contrast.

Press 1 = Normal (the factory setting) 2 = Lighten 3 = Darken

Note: When you change the Contrast setting, it will stay at that setting

until you change it again.

Contrast/Resolution

1, 2, or 3

to select the Contrast you want:

button.

Automatic collating

Copies made from the keypad will be automatically collated (printed in sets), with one exception: When the Photo setting is selected for the Resolution using the ously under “Optimizing the quality”), copies will not be collated.

For examples of page number sequences when collating is on and off, refer to “Collating: On or Off” later in this chapter.

Contrast/Resolution

...............................................................................................................

button (described previ-

4-5

Copying from the Document Assistant

This copying method is recommended if you’re copying a long document or a complex document (like a photograph) that requires a lot of memory to scan. When you copy from the keypad, only the HP OfficeJet’s limited memory is used, but when you copy using the Document Assistant, the memory in your computer is used.

Load your document in the document tray with the printed side facing away from you (up to 20 pages).

Now look at your computer screen. The Document Assistant asks you what you’d l i ke to do with the document you’ve loaded.

When you lo ad your document, the Document Assistant asks you what you want to do.

Click

Change any of these copy settings before beginning to copy.

Click To cancel a copy in progress, click the

OfficeJet status dialog box (displayed during copying) or press the

button on the HP OfficeJet’s keypad.

Stop

and the Copy dialog box will be displayed.

Copy

Start Copy

to begin copying.

Cancel

button in the HP

...............................................................................................................

4-6

Controlling how your copies will look

When you make a copy from the Document Assistant, the way it looks is determined by the settings in the Copy dialog box. These settings will not affect copies made from the keypad.

Optimizing the quality

The HP OfficeJet software is factory-set to optimize the words in your copies. When your original is a photograph or graphic, click the

Original is photo or graphic

checkbox for best quality.

Darkening and lightening (Contrast setting)

When you want the copy to be darker or lighter than your original document, drag the slider bar in the Contrast area to the Contrast setting you want.

Reducing and enlarging

When you want the copy to be smaller or larger than your original document, change the Reduce/Enlarge setting.

Note: When

dialog box, you won’t be able to enlarge your document.

Original is photo or graphic

is selected in the Copy

Reduce/Enlarge* me thod: Settings available:

Change the number in the entry bo x.

(Factory setting = 100%)

Choose from the selection box.

(Factory setting = Actual size)

Drag the slider bar.

(Factory setting = 100%)

* If you enl arg e t o a si ze that won’t fit o n th e paper you have loa ded, your copy will b e printed on multiple pages.

Enter a number between 50 and 200

reduce to as sm al l as ha lf of the original si ze or to enlarge to up to twice the size.

Actual Size

your original.

Legal to Letter

legal-size to letter-size.

Letter to A4

size width to A4-size width.

A4 to Letter

size width to Lett er-s ize wi dth. (Mak e sure you have letter-size paper in the paper tray when you choose this setting, or your copy will print on multiple pages.)

Drag to a number between 50 and 200

reduce to as small as half the or igi na l si ze or to enlarge to up to twice the size.

makes the copy the same size as

reduces the orig inal from

reduces the original from letter-

enlarges the original from A4-

...............................................................................................................

4. Copying

4-7

Collating: On or Off

The HP OfficeJet is factory-set with the collating feature turned on.

Example when Collating is turned on

If you make 3 copies of a 3-page document, the copies will be printed as shown at left.

Copies are printed face-up, so the last page is printed first in order to maintain the proper collated order in each set.

Example when Collating is turned off

To turn off the collating feature, click the

•

Collate

checkbox to remove the check mark.

With collating turned off, each page of your original will be scanned and copied before the next

Zothecas miscere quadrupei,

page is s ca nned . If yo u m ake 3 c op ies of a 3-pa g e document, the copies will be printed as shown at left.

Notes:

1) The Collating setting will return to the factory setting (On) after

you complete an uncollated copy job.

2) Copies made from the keypad will always be collated, regardless

of the Collating setting in the Copy dialog box. The only exception to this is when the Photo setting is selected for the Resolution using the

Contrast/Resolution

button (see “Optimizing the quality” under “Copying from the Keypad” earlier in this chapter); copies made at this Photo setting will not be collated.

...............................................................................................................

4-8

Scanning

.................................................................................................................

ead this chapter to learn how to scan your

document to edit the words (OCR scanning). All images and text will be scanned in black-and-white or in shades of

gray, depending upon which scanning settings you choose. For more detailed information on using the HP OfficeJet’s software to

scan, click the For more detailed information on OCR scanning, refer to the Caere

product documentation that was included in the box with the HP OfficeJet, the

OmniPage

Using a Document Carrier to

Protect Yo ur O ri g ina l ........ .. ... .................. .. ... .. .5-2

Scanning Your Document As an Image.................5-2

• Scanning from the Document Assistant ...................5-2

Help

Limited Edition User’s Guide.

document as an image, and how to scan your

button in the Scan Settings dialog box.

OCR

• Scanning directly into your

TWAIN-compliant software program............. ... .5-5

How to tell if your software program

supports TWAIN......................................................5-5

How to scan with TWAIN...............................................5-6

Scanning Your Document to

Edit the Words (OCR).......................................5-7

.............................................................................................

5. Scanning

Using a Document Carrier to Protect Your Original

Place your document inside a document carrier before copying, faxing, or scanning when your original document is:

Smaller than standard letter size (8.5 x 11 inches). Non-standard

•

pages may not load properly and could jam inside the HP OfficeJet.

Torn. Rough edges may cause a paper jam inside the HP OfficeJet.

•

Precious or fragile. For example, a photograph or a legal

•

document.

Very thin paper. Less than 2 0-lb weight paper may not load

•

properly and could jam inside the HP OfficeJet. When placing the document carrier into the document tray, load it

with the sealed edge down and the transparent side facing away from you.

Caution: To avoid damaging the HP OfficeJet, do not use the docu-

ment carrier to protect anything thicker than a photograph.

Scanning Your Document As an Image

Scanning from the Document Assistant

your document in the document tray with the printed side

Load

facing away from you. You can load up to 20 pages (see Step 2 for page-loading restrictions with certain settings), or a single document carrier. If necessary, slide the document guides on the tray to the left or right to adjust them for the width of your document. (If you’re using a document carrier, load it in the tray with the sealed edge down.)

Now look at your computer screen. The OfficeJet Document Assistant asks you what you’d l ike to do with the documen t.

...............................................................................................................

5-2

When you lo ad your document, the Document Assistant asks you what you want to do.

Click

Scan

Change any of the scan settings, then click

Start Scan.

and the Scan Settings dialog box will be displayed.

Make any changes you’d like to any of the settings.

is factory-selected. Use this setting to make the words and si m-

•

Text

ple line drawings in your document appear to be the clearest elements after scanning. You can scan up to 20 pages, or a single document carrier with this selection.

Note: Do not click

do OCR scanning; refer to “Scanning Your Document to Edit the Words (OCR)” later in this chapter for OCR scanning instructions.

Click

•

sharpest elements after scanning. You can only scan one page at a time with this selection.

•

images in your document appear to be the sharpest elements after scanning. You can only scan one page at a time with this selection.

Click

Photo

Graphic

Scan text for editing (OCR)

to make photographs in your document appear to be the

to make more complex illustrations or graphic

unless you want to

...............................................................................................................

5. Scanning

5-3

Click

•

to choose one of the custom scanning settings. You can

Other

only scan one page at a time when you choose grayscale scanning.

Notice that the Resolution setting and the scanning method (blackand-white or grayscale) for the selection is shown on the right side of the dialog box (for example, 300 x 300 dpi and black-and-white for

Text

For more information about the Optimize settings or the Contrast settings in the Scan Settings dialog box, click the

Click

Start Scan

to begin scanning.

Help

button.

Your scanned image will be displayed in the Image Viewer window. (To cancel a scan in progress, click the

OfficeJet’s

Uploading Image

screen, which is displayed during scan-

Cancel

button in the HP

ning.)

Use the tools in the Image Viewer window if you want to

modify the sc anned image

To view multiple scanned pages, click the right and left arrows in the tool bar.

For instructions on using the Image Viewer tools, pull down the Help menu in the Image Viewer window and select

Help Topics

Now that you’re finished modifying the image, you can save it and then either copy-and-paste or import it into a document.

Pull down the

menu and select

File

. The Save As dialog

Save

box will be displayed:

Change the file name, location, or type in the Save As dial og box.

Your first scanned image will be assigned th e name “scan1,” and subsequent images will be named “scan2,” “scan3,” etc. Or you can change the name of your scanned document in the “File name” box.

If you don’t change the location in the image will be saved to

Images

(Window s 95 users) or to

c:/Program Files/HP OfficeJet Series 500/

c:/HPOJ_ 500/Images

Save in

box, your scanned

3.1 users).

...............................................................................................................

5-4

(Windows

Select the file format you want in the

Choose either of the following methods to place the scanned

image into a document:

To copy-and-paste the scanned image into a document:

a) From the Image Viewer, select the entire image (choose

from the keep (use the Image Viewer tools), then select menu.

b) Open the document in your software program where you want to

place the image.

c) Select OR

To import the scanned image into a document:

a) Open the document in your software program where you want to

place the image.

b) Select

uses) from the tation if you can’t find w hich command to use.)

c) Browse to the location in which you saved the scanned image and

select its file name.

menu), or the portion of the image that you want to

Edit

from the

Paste

Import File

menu. (Check your software program’s documen-

File

(or whatever command your software program

Edit

menu.

Save as type

box.

Copy

Select All

from the

Edit

Scanning directly into your TWAIN-compliant software program

Some software programs use an industry standard called TWAIN to allow images to be acquired directly from scanners. This eliminates some steps from the scanning procedure.

How to tell if your software program supports TWAIN

At the time of this printing, only a few software programs support the TWAIN standard. Typically, they are image-processing and graphics programs. To find out if your application uses this standard:

Look for

•

Check the software’s documentation. If you can’t find any refer-

•

ences to TWAIN, your program doesn’t support it.

Check the Software Compatibility Matrix that’s available on the HP

•

OfficeJet Series 500 CD in the Reference Shelf. This document maintains an updated list of popular software programs that are TWAINcompliant.

Acquire

How to scan with TWAIN

If your software program does not support TWAIN, the follow-

Note:

...............................................................................................................

Acquire Image

under the File menu.

5. Scanning

5-5

ing procedure will not work.

Make sure your software program has the

500 selected as the scanning source

. Usually, you can check this by

HP OfficeJet Series

choosing Select Source from the File menu or by selecting Acquire/ Select Source from the File menu in your software program.

If you can’t find where to select the scanning source in your software program, check the program’s documentation.

Open the file

in your software program where you want the

image to be placed.

your document in the document tray with the printed side

Load

facing away from you (as many pages as your software program will allow, or a single document carrier). If necessary, slide the document guides on the tray to the left or right to adjust them for the width of your docume nt.

Note: If the Document Assistant is displayed at this point, please

close it.

Select

Acquire Image

from the

menu in your software pro-

File

gram. (Some programs may have a slightly different command, like Acquire.)

If the Scan Settings dialog box is displayed (illustrated on page 5-3), choose from the many scanning options, or click

for informa-

Help

tion about the options. Some applications scan using their own settings, however, and in this case the Scan Settings dialog box won’t be displayed .

The image will be scanned directly into your application. Now you can edit the image using the tools in your TWAIN-compliant software program.

...............................................................................................................

5-6

Scanning Your Document to Edit the Words (OCR)

Scan using the optical character recognition (OCR) method when your original document has words that you want to edit in your word processing program.

When you scan using OCR, each separate letter and character in your document is compared to a library of letters and characters that have been programmed into the OCR software. When the software finds a match, it’s placed in your word processing program.

Keep in mind that this technology isn’t perfect. After OCR scanning, you’ll still need to proofread your document carefully to make sure none of the letters or characters have been misinterpreted by the software. Even a spell checker won’t catch everything.

For more information about the OCR software, refer to the Caere documentation that was shipped in the box with the HP OfficeJet, the

OmniPage Limited Edition User’s Guide

To scan using OCR:

your document in the document tray with the printed side

Load

facing away from you (up to 20 pages, or a single document carrier). If necessary, slide the document guides on the tray to the left or right to adjust them for the width of your document.

Now look at your computer screen. The OfficeJet Document Assistant asks you what you’d l ike to do with the documen t.

When you load your document, the Document Assistant asks you what you want to do.

Click

and the Scan Settings dialog box will be displayed.

Scan

...............................................................................................................

5. Scanning

5-7

Click

Scan text for editing

(OCR)

to edit the words in

your document.

Your document will be scanned into the word processing program that you selected when you first installed the OmniPage OCR software (at the end of the HP OfficeJet software installation procedure).

Note: To change the selected word processing program, double-click

the

OfficeJet

tab, and select from the

Click the

Click

Start Scan

Text

and

Scan text for editing (OCR)

HP OfficeJet Manager

and select

Settings and Maintenance

File format for OCR results

checkboxes.

icon on your W indow s deskto p, cli ck

, click the

Software

menu.

Edit and proofread

your scann ed do c um e nt .

...............................................................................................................

5-8

Printing

........... .......................... .............................................................. ..............

ead this chapter to learn how to select and

find and use the print settings, and two ways to begin p rinting – fr om your Windows software program and from the HP OfficeJet Manager software.

Using Paper and Other Media Types.......... ...........6-2

• Selecting paper/media types and sizes......................6-2

• Loading tips for paper and other media..................6-3

Loading plain and special papers.....................................6-3

Loading letterhead paper..................................................6-3

Loading the single-envelope slot.....................................6-4

Loading multiple envelopes.............................................6-4

Loading transparencies ....................................................6-5

Using the Print Settings..........................................6-6

• Locating the print settings .........................................6-6

• Using the Paper tab settings......................................6-6

• Using the Setup tab settings.......................................6-7

Print quality and speed.....................................................6-7

Printing in color ...............................................................6-7

Printing in grayscale ........................................................6-8

• Using the Advanced tab settings...............................6-8

load paper, envelopes, and other media, how to

Printing from Your

Windows Software Program.............................6-9

Printing from the HP OfficeJet Manager..............6-9

.............................................................................................

6. Printing

Using Paper and Other Media Types

Selecting paper/media types and sizes

The HP OfficeJet can print on any of the following paper and media types. Refer to Chapter 8 for HP paper/media ordering information.

Note: To produce intense, high quality color printing results, use HP

Premium InkJet Paper or HP Premium Glossy Paper.

Types of Media Sizes of Media* Weight

Plain Paper

Envelopes

Cards

HP Premium InkJet Paper

HP Premium Transparency Film HP Bright White Paper HP Premium Glossy Paper HP Greeting Card Paper Avery paper labels

ers)

* Refer to the “Printing Specifications” section in Chapter 8 for the printing margins (maximum printable area) of each media size.

(for InkJet print-

U.S. letter = 8.5 x 11 in U.S. legal = 8.5 x 14 in U.S. executive = 7.2 5 x 10.5 in A4 = 210 x 297 mm A5 = 148 x 210 mm B5 = 182 x 257 mm

U.S. #10 = 4.12 x 9.5 in U.S. #9 = 3.88 x 8.88 in DL = 110 x 220 mm C6 = 114 x 162 mm A2 = 111 x 146 mm

U.S. index cards = 4 x 6 in, and 5 x 8 in

A6 = 105 x 148 mm U.S. letter = 8.5 x 11 in

A4 = 210 x 297 mm U.S. letter = 8.5 x 11 in n/a

20 to 32 lb

n/a

40 to 60 lb

n/a

Loading tips for paper and other media

Most papers have a side that’s been conditioned for printing and a side that’s not conditioned for printing. The so-called “print side” is usually indicated on the paper’s packaging. Before loading, check your paper’s packaging to determine which is the print side, and

always load with the print side facing toward you

...............................................................................................................

6-2

For more detail on paper-tray loading, refer to the step-by-step, illustrated instructions in Chapter 1, “Step 5. Load the Paper Supply.”

Loading plain and special papers

Refer to the following maximums when loading paper:

•

Plain paper (20-lb bond) Up to 150 sheets HP Premium InkJet Paper Up to 100 sheets HP Bright White Paper Up to 150 sheets HP Premium Glossy Paper Up to 50 sheets HP Greeting Card Paper Up to 50 sheets Avery paper labels Up to 25 sheets Card stock Up to 50 sheets

Load sheets of the above-listed

The print side of the pape r should face you



OJ-14loadpa

during loading.

The legal extension piece supports extra-long paper.

•

paper with the

toward you

HP Premium InkJet Paper:

The print side has no corner arrow.

HP Premium Glossy Paper:

Load with the glossy side facing you.

Avery paper labels:

Load with the labels facing you.

Before loading legal-size paper,

•

or other extra-long paper, be sure to pull up the

at the back of the paper

piece

tray. Note: If it’s difficult to extend the legal extension piece, hold the side of the tray with one hand, and p ull up on the extension piece with the other hand.

print side facing

legal extension

Loading letterhead paper

Load letterhead paper with

Load the letterhead-edge

•

the

letterhead-edge down

and facing toward you

down and facing toward you.

Loading the single-envelope slot

To print on a single envelope, it’s most convenient to use the single-

•

envelope slot, so you don’t have to remove any paper you already have loaded in the paper tray.

...............................................................................................................

6. Printing

6-3

Load a single envelope as

•

Load a single envelope with the address facing you and the stamp-edge down.

shown, with the

ing toward you and the stampedge down

Change the paper size in the

•

print settings to the envelope size you loaded. Refer to “Using the Paper tab settings” later in this chapter.

Loading multiple envelopes

Pull the document tray for-

Slide the right paper guide to the envelope position.

Load envel opes with the address facing you and the stamp-edge down.

ward and remove any pa per from the paper supply tray.

Pinch and slide the

paper guide

position.

Load the stack of envelopes

(up to 10) with the

facing toward you and the stamp-edge down

edge of the stack with the right paper guide.

address-side fac-

right

to the envelope

address-side

. Align the right

Slide the left paper guide to the edge of the enve lope stack.

Pinch and slide the

until it touches the left edge

guide

of the envelope stack.

Push the document tray back-

ward until it rests against the paper tray.

Loading tr an sp ar enc i es

Load transparencies (up to 50)

Load the transparencies with the rough side facing you and the adhesive-strip edge down.

...............................................................................................................

6-4

•

with the

down and facing away from you, and the rough side facing toward you

adhesive strip will be on the side of the transparency that faces away from you.

adhesive-strip edge

. The arrows on the

left paper

Using the Print Settings

Locating the print settings

Two of the ways you can locate the print settings are described below.

Note: There are other ways to locate the print settings, but the paths

are specifi c to th e Wind ows versi on y ou’re ru nni ng – Wind ows 3. 1 or Windows 95. Re fer to your Windows documentati on for ins t ructions.

•

From within your Window’s software programs.

method to make temporary (per job) changes to the settings. Typically, you first select your software program, then select program determines the path you need to take through its menus and printer setup dialog box in order to display the print settings.

•

From the HP OfficeJet Manager.

factory (default) settings, which will be applied to all print jobs until you change the setting. Double-click the

Manager

select

icon on you r Windows de skt op, then click

Print Settings

Print Setup

from the File menu of

. However, each software

Setup

Use this method to change the

Using the Paper tab settings

Use the paper type, the sequence of the pages, and the number of copies.

For detailed information about each setting, click the the bottom of the dialog box, then click the

tab to change the paper orientation, the paper size, the

Paper

Reference

Use this

HP OfficeJet

and

button at

Help

tab.

The Paper tab in the print settings

...............................................................................................................

6. Printing

6-5

Using the Setup tab settings

Use the ColorSmart print settings.

For detailed information about each setting, click the the bottom of the dialog box, then click the

The Setup tab in the print settings

tab to control the print quality, the print speed, and the

Setup

Help

Reference

tab.

button at

Print quality and speed

Normal

speed: 2.5 pages per minute (ppm) for monochrome printing, and 0.7 ppm for color printing.

Choose monochrome printing, and 1 ppm for color printing.

Choose ppm for monochrome printing, and 0.3 ppm for color printing.

is the factory-set quality. It has medium quality and medium

EconoFast

Best

for draft quality and the fastest speed: 4 ppm for

for the highest quality output. It has the slowest sp eed: 1

Printing in color

The HP OfficeJet prints in color when a color-capable software program is used with the HP OfficeJet Manager software.

To print in color, be sure you have created color text or pictures within your document, then make sure color printing is turned on in your software program. Color printing is typically turned on as the factory setting in your software program’s Print dialog box.

The HP OfficeJet is factory-set to print in color; however, if you have changed the settings, be sure the selected and the tab of the print settings.

Print in Grayscale

...............................................................................................................

6-6

Automatic ColorSmart

option is unselected in the Setup

option is

The quality of your color printing depends partly on how the four inks — black, cyan, yellow, and magenta — are placed on the printed page. Your HP OfficeJet uses HP’s ColorSmart technology to intelligently analyze your documents at the time of printing to provide the best color output. ColorSmart identifies each element on a page — text, simple graphics, or complex graphics such as photographic images — and automatically applies the appropriate color settings to each element during printing.

Printing in grayscale

If you want to economize on the use of the color print cartridge, or if you want to print significantly faster, print draft copies of your color documents in grayscale.

To print in grayscale, select the

•

Setup tab.

Print in Grayscale

option in the

Using the Advanced tab settings

The Help system recommends that aligning or cleaning the print cartridges may solve some printing problems. If this corrective action is recommended for your particular problem, click the appropriate button in the

If you print from DOS programs that run under Windows, you may need to change the

out

For detailed information about each setting, click the the bottom of the dialog box, then click the

Print Cartridge Maintenance

Paper Size, Character Set

settings in the

Advanced

tab.

area in the

, or

Form Feed Time-

Reference

Advanced

button at

Help

tab.

Advanced tab in the print settings

...............................................................................................................

6. Printing

6-7

Printing from Your Windows Software Program

In your software program, select

software program’s Print dialog box is displayed.

Make sure the printer, then select you want to print and the number of copies.

If necessary, change any of the other print settings (in the three previously-described tabs:

Properties, Printer Setup, or Printer

box or made to these print settings will affect only the current print job.

Note: Instead of Print, Print Setup, or Page Setup, your program may

have another similarly-named option in the File menu.

Print, Print Setup,

Click

HP OfficeJet Series 500 Printer

All, Current Page,

Paper, Setup, and Advanced

Page Setup

to begin printing.

from the File menu. The

is the selected

or the specific pages of the file

) by clicking

in the program’s Print dialog

in the File menu. Changes

Printing from the HP OfficeJet Manager

If necessary, change any of the print settings (in the

, and

Setup

“Locating the print settings” earlier in this chapter.

Double-click the

Click will be displayed.

Select the file you want to print and click the

Advanced

tabs) using either of the methods described in

HP OfficeJet Manager

and select

from the menu. The Print dialog box

on Windows desktop.

...............................................................................................................

6-8

Paper

button.

Getting Help

.................................................................................................................

ead this chapter to learn how to answer any

HP OfficeJ et. You’ll find many sources of helpful informati on, plus you’ll learn where t o look up any displayed messages you m ay find confusing, how to clear error messages, and where to find additional troubleshooting information.

Sources of Information and Help...........................7-2

Using the HP OfficeJet’s Help System...................7-5

Understanding the Messages Displayed.................7-6

on the HP OfficeJet’s Keypad

questions you may have while using your

7. Getting Help

.............................................................................................

Sources of Information and Help

Follow these four steps if you encounter a problem:

Review this chapter and the Help system for problem-

solving information.

The outlined in this chapter, or in the Help system.

If you’re no t sur e ab out the me anin g of a disp la yed m essa ge, or yo u

•

want to know how to clear an error message, refer to “Understanding the Displayed Messages” later in this chapter.

If you experience a problem while using the HP OfficeJet, refer to

•

the

Troubleshooting

System” later in this chapter to locate

Explore the

•

by-step instructions or maintenance information. (See “Using the Help System” later in this chapter to locate

For additional problem-solving tips, try using the following support

•

services: HP’s on-line support, HP’s fax-back support, or the HP support Web site. (To access these services, refer to the table on the next page.)

correct environment.

The HP OfficeJet is not supported in any of the following situations:

Roll-over phone systems (such as the automatic answering systems

•

often used in large companies), voicemail, call waiting, and some other advanced features provided by your phone company.

PC local area networks

•

Windows NT

•

Switch boxes

•

External parallel-port peripheral connections, such as a Zip drive

•

(The HP OfficeJet must be connected computer.)

way to solve most problems is to take the corrective steps

fastest

topics in the Help system. (See “Using the Help

Troubleshooting

How Do I?

Make sure you are operating your HP OfficeJet in the

topics in the Help system if you want step-

How Do I?

directly

to an LPT port on your

help topics).

help topics.)

Gather some basic information if you plan to call HP for

help.

If you suspect that your HP OfficeJet will have to be returned for repair, be sure to have the following information readily available before you contact HP or your dealer:

Product name, model number (printed on the keypad), and serial

•

number (printed on the back of the HP OfficeJet),

A description of the problem, including any error messages, and

•

Purchase date and proof of purchase.

•

...............................................................................................................

7-2

If you’re unsure of the warranty coverage, refer to the “Hewlett-

Note:

Packard Limited Warranty Statement for Teleconnected Products,” a short document in the box with the HP OfficeJet.

Call your dealer or the HP Customer Support Center. (Refer

to the phone numbers on the following pages.)

If you’re un a ble to resolve your prob le m aft er revi ew in g th is chap te r, either contact your dealer or the HP Customer Support Center for further assistance.

An HP Customer Support representative will work with you to quickly de term i ne a nd s olv e any prob le ms yo u may have , a nd le t yo u know whether repair is necessary.

Caution: To avoid printing problems and ink spillage, please remove

the print cartridges

repackaging and shipping the HP OfficeJet.

before

7. Getting Help

Organiz ation

HP Reseller Locator Service

Internet/World Wide Web

America Online

To become a subscriber, call (800) 827-6364.

CompuServe

To become a subscriber, call (800) 524-3388 and ask for Agent #51.

Telephone

Number

(800) 243-9812 Help locating the

http://www.hp.com/ go/cposupport

Log on and at the prompt, type:

HP Support

(AOL connect charges apply to caller)

Log on and at the prompt, type:

(CompuServe connect charge s apply to caller)

Support

Provided

nearest HP authorized dealer.

Information on products, printer drivers, and support.

Interactive dialog with worldwide HP customer community. Exchange of informatio n and links to the HP electronic support center home page on the World Wide Web. Drivers and support documentation.

Same as above. 24 hours per day

Hours of

Operation

24 hours per day 7 days per week

7 days per week

HP FIRST

Fax-

back

(24-Hour automated faxback support service)

(800) 333-1917 Press 1 for faxed tips or (208) 344-4809

Detailed product support infor mati on on common software applications and troubleshooting tips (all sent by fax).

24 hours per day 7 days per week

...............................................................................................................

7-3

HP Officejet 590 User Manual

Specifications and Main Features

Frequently Asked Questions

User Manual

Safety In formati on

Table of Contents

Make Sure Everything Is in the Box

If you don’t have a CD-ROM disc drive

1. Load the Tray

2. Plug in the Line Connector

3. Connect the Cables

4. Insert the Print Cartridges

5. Load the Paper Supply

What should you con nect?

How to tell if you have a modem

How should y ou connect?

Dedicated line (Case ACJ)

Dedicated line with a PC-modem (Case ACH)

Dedicated line with external modem (ACI)

Shared line (Case ADGJ)

Shared line with a PC-modem (Case ADGH)

Shared line with an external modem (Case ADGI)

Shared line with answering machine (Case ADEJ)

Shared line with computer voicemail (Case ADFJ)

Shared line with distinctive ring (Case B)

Receive a fax

Print a report

Make a copy

Scan a page to your computer

What’s Next?

Sending Faxes

Sending paper documents

From the HP OfficeJet’s keypad

From the Document Assistant screen

Sending a fax directly from your software program

Copying

Basic copying from the HP OfficeJet’s keypad

Scanning

Scanning images

Scanning text for editing (OCR)

Printing

Using the Help System

Other ways to get help

Sending a Paper Document

Using a document carrier to protect your original

Sending from the keypad

Dialing in real time

Speed dialing

Sending from the HP OfficeJet Document Assistant

Sending a Fax Directly from Your Software Program

Receiving Printed Faxes

Loading the paper supply

Answering settings

Manually receiving faxes

Receiving Faxes to Your PC

Using Advanced Fax Features and Settings

Advanced fax send settings

Controlling how your faxed documents will look

Redialing a fax number

Entering a pause during keypad dialing

Assigning Speed Dial codes

Faxing to a group of fax numbers

Setting Tone or Pulse dialing type

Other advanced features for sending faxes

Advanced fax receive settings

Phone Answering: Automatic or Manual

Changing the number of rings before answering

Using Distinctive Ring

Updating your fax receive setup

Changing the paper size setting

Other advanced features for receiving faxes

Printing the Fax Reports

Adjusting sound volumes

Changing the time and date

Loading the Paper Supply for Copying

Using a Document Carrier to Protect Your Original

Copying from the Keypad

Controlling how your copies will look

Optimizing the quality (Resolution setting)

Darkening and lightening (Contrast setting)