HP Officejet 8500 User Manual

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OFFICEJET PRO 8500

User Guide

Podręcznik użytkownika

A909

HP Officejet Pro 8500 (A909) All-in-One Series

User Guide

Hewlett-Packard Company notices

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

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

Acknowledgements

Windows and Windows XP are U.S. registered trademarks of Microsoft Corporation. Windows Vista is either a registered trademark or trademark of Microsoft Corporation in the United States and/or other countries.

8. If the product does not operate normally, see

troubleshoot.

9. There are no user-serviceable parts inside. Refer servicing to qualified service personnel.

10. Use only the external power adapter/battery provided with the device.

Maintain and

card is supported by the product. SD Logo is a trademark of its proprietor.

Secure Digital memory

Safety information

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 documentation that comes with the device.

2. Use only a grounded electrical outlet when connecting this product to a power source. If you do not know whether the outlet is grounded, check with a qualified electrician.

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

4. Unplug this product from wall outlets before cleaning.

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

6. Install the product securely on a stable surface.

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

1 Get started

Find other resources for the product .......................................................................................11

Finding the device model number ...........................................................................................13

Accessibility ............................................................................................................................13

Understand the device parts ...................................................................................................13

Front view .........................................................................................................................14

Printing supplies area .......................................................................................................15

Back view .........................................................................................................................15

Control panel ....................................................................................................................16

Control-panel buttons and lights (Color display) .........................................................16

Control-panel buttons and lights (Two-line display) ....................................................17

Color display ...............................................................................................................19

Two-line display ..........................................................................................................20

Connection information .....................................................................................................21

Turn off the device ..................................................................................................................21

Eco-Tips .................................................................................................................................21

2 Install the accessories

Install the duplexer .................................................................................................................23

Install Tray 2 ...........................................................................................................................23

Turn on accessories in the print driver ....................................................................................24

To turn on accessories on Windows computers ...............................................................24

To turn on accessories on Macintosh computers .............................................................. 24

3 Use the device

Use device control-panel menus ............................................................................................25

Device control-panel message types ......................................................................................26

Status messages ..............................................................................................................26

Warning messages ...........................................................................................................26

Error messages ................................................................................................................26

Critical error messages .....................................................................................................26

Change device settings ..........................................................................................................26

Text and symbols ...................................................................................................................27

Type numbers and text on the control-panel keypad ........................................................27

To enter text ................................................................................................................ 28

To enter a space, pause, or symbol ............................................................................28

To erase a letter, number, or symbol ..........................................................................28

Type text using the visual keyboard (some models only) .................................................28

Available symbols for dialing fax numbers (some models only) ........................................29

Use the HP software ...............................................................................................................29

Use the HP photo and imaging software ..........................................................................29

Use the HP productivity software ......................................................................................30

Load the originals ...................................................................................................................31

Load an original in the automatic document feeder (ADF) ................................................31

Load an original on the scanner glass ..............................................................................32

Select print media ...................................................................................................................32

Recommended papers for printing and copying ...............................................................33

Tips for selecting and using print media ...........................................................................34

Understand specifications for supported media ................................................................35

Understand supported sizes .......................................................................................35

Understand supported media types and weights ........................................................38

Set minimum margins .......................................................................................................39

Load media .............................................................................................................................40

Configure trays .......................................................................................................................43

Print on special and custom-sized media ...............................................................................44

Print borderless ......................................................................................................................45

4 Print

Change print settings ..............................................................................................................47

Change settings from an application for current jobs (Windows) ......................................47

Change default settings for all future jobs (Windows) .......................................................48

Change settings (Mac OS X) ............................................................................................48

Print on both sides (duplexing) ...............................................................................................48

Guidelines for printing on both sides of a page .................................................................48

Perform duplexing .............................................................................................................49

Print a Web page ....................................................................................................................49

Cancel a print job ....................................................................................................................50

5 Scan

Scan an original ......................................................................................................................51

Scan an original to a computer (direct connection) ...........................................................52

Scan an original to a computer (network connection) .......................................................52

Scan an original to a memory device ................................................................................52

Use Webscan via embedded Web server ...............................................................................53

Scan from a TWAIN-compliant or a WIA-compliant program ..................................................53

Scan from a TWAIN-compliant program ...........................................................................53

Scan from a WIA-compliant program ................................................................................53

Edit a scanned original ...........................................................................................................54

Edit a scanned photo or graphic .......................................................................................54

Edit a scanned document using optical character recognition (OCR) software ................54

Change scan settings .............................................................................................................54

Cancel a scan job ...................................................................................................................55

6 HP Digital Solutions (some models only)

What are HP Digital Solutions? ..............................................................................................57

HP Direct Digital Filing ......................................................................................................57

HP Digital Fax ...................................................................................................................57

Requirements .........................................................................................................................58

Setting up the HP Digital Solutions .........................................................................................59

HP Direct Digital Filing ............................................................................................................59

Set Up Scan to Network Folder ........................................................................................60

Use HP Scan to Network Folder .......................................................................................61

Set Up Scan to E-mail ......................................................................................................61

Use Scan to E-mail ...........................................................................................................63

Set Up HP Digital Fax .............................................................................................................64

Using HP Digital Fax ............................................................................................................... 65

Contents

7 Work with memory devices

Insert a memory card ..............................................................................................................67

Connect a digital camera ........................................................................................................68

Connect a storage device .......................................................................................................70

Print DPOF photos .................................................................................................................71

View photos ............................................................................................................................71

View photos (color display models only) ...........................................................................72

View photos using your computer .....................................................................................72

Print photos from the control panel .........................................................................................72

Print selected photos ........................................................................................................72

Print an index sheet from the device control panel ...........................................................73

Print passport photos (color display models only) ............................................................. 73

Save photos to your computer ................................................................................................74

8 Fax

Send a fax ..............................................................................................................................75

Send a basic fax ...............................................................................................................76

Send a fax manually from a phone ...................................................................................76

Send a fax using monitor dialing .......................................................................................77

Send a fax using the broadcast fax option (color display models only) .............................78

Send a fax from memory ..................................................................................................78

Schedule a fax to send later .............................................................................................79

Send a fax to multiple recipients .......................................................................................79

Send a fax to multiple recipients from the device control panel ..................................80

Send a color original fax ...................................................................................................80

Change the fax resolution and Lighter / Darker settings .................................................80

Change the fax resolution ...........................................................................................81

Change the Lighter / Darker setting ..........................................................................82

Set new default settings ..............................................................................................82

Send a fax in Error Correction Mode ................................................................................82

Receive a fax ..........................................................................................................................83

Receive a fax manually .....................................................................................................83

Set up backup fax reception .............................................................................................84

Reprint received faxes from memory ................................................................................85

Poll to receive a fax ..........................................................................................................86

Forward faxes to another number .....................................................................................86

Set the paper size for received faxes ................................................................................87

Set automatic reduction for incoming faxes ......................................................................87

Block junk fax numbers .....................................................................................................87

Set the junk fax mode .................................................................................................88

Add numbers to the junk fax list ..................................................................................88

Remove numbers from the junk fax list .......................................................................89

View a list of blocked fax numbers ..............................................................................89

Receive faxes to your computer (Fax to PC and Fax to Mac) ...........................................89

Fax to Pc and Fax to Mac requirements .....................................................................90

Activate Fax to PC and Fax to Mac ............................................................................90

Modify Fax to PC or Fax to Mac settings ....................................................................91

Turn off Fax to PC or Fax to Mac ................................................................................92

Change fax settings ................................................................................................................92

Configure the fax header ..................................................................................................92

Set the answer mode (Auto answer) .................................................................................93

Set the number of rings before answering ........................................................................93

Change the answer ring pattern for distinctive ring ...........................................................94

Set the fax error correction mode .....................................................................................95

Set the dial type ................................................................................................................95

Set the redial options ........................................................................................................95

Set the fax speed ..............................................................................................................96

Set the fax sound volume .................................................................................................97

Set up speed-dial entries ........................................................................................................97

Set up fax numbers as speed-dial entries or groups ......................................................... 97

Set up speed-dial entries ............................................................................................97

Set up a speed-dial group ...........................................................................................98

Print and view a list of speed-dial entries ..........................................................................99

View a list of speed-dial entries ..................................................................................99

To print a list of speed-dial entries ..............................................................................99

Fax over Internet Protocol (FoIP) .........................................................................................100

Test fax setup .......................................................................................................................100

Use reports ...........................................................................................................................101

Print fax confirmation reports ..........................................................................................102

Print fax error reports ......................................................................................................103

Print and view the fax log ................................................................................................103

Clear the fax log .............................................................................................................. 104

Print the details of the last fax transaction ......................................................................104

Print a Caller ID History Report ....................................................................................... 104

Cancel a fax ..........................................................................................................................105

9 Copy

Make copies from the device control panel ...........................................................................107

Change the copy settings .....................................................................................................108

Set the number of copies ......................................................................................................108

Set the copy paper size ........................................................................................................108

Set the copy paper type ........................................................................................................109

Change copy speed or quality ..............................................................................................109

Resize an original to fit onto letter or A4 paper .....................................................................110

Copy a legal-size document onto letter paper ......................................................................111

Crop an original (color display models only) .........................................................................112

Adjust the lightness and darkness of your copy ....................................................................112

Enhance light areas of your copy .........................................................................................112

Collate a copy job .................................................................................................................113

Apply Margin Shift to a Copy Job .........................................................................................113

Two-sided copy jobs .............................................................................................................114

Cancel a copy job .................................................................................................................114

10 Configure and manage

Manage the device ...............................................................................................................115

Monitor the device ..........................................................................................................116

Administer the device .....................................................................................................117

Contents

Use device management tools .............................................................................................118

Use the Toolbox (Windows) ............................................................................................119

Open the Toolbox .....................................................................................................119

Toolbox tabs .............................................................................................................119

Network Toolbox .......................................................................................................120

Use the HP Solution Center (Windows) ..........................................................................121

Use the Embedded Web server ......................................................................................121

To open the embedded Web server .........................................................................122

Embedded Web server pages ..................................................................................122

Use the HP Device Manager (Mac OS X) .......................................................................123

Use the HP Printer Utility (Mac OS X) ............................................................................123

Open the HP Printer Utility ........................................................................................124

HP Printer Utility panels ............................................................................................124

Understand the self-test report .............................................................................................124

Understand the network configuration page .........................................................................125

Configure network options ....................................................................................................127

Change basic network settings .......................................................................................127

Modify wireless settings ............................................................................................127

View and print network settings ................................................................................127

Turn the wireless radio on and off .............................................................................128

Change advanced network settings ................................................................................128

Set link speed ...........................................................................................................128

To view IP settings ....................................................................................................129

To change IP settings ...............................................................................................129

Set up faxing for the device ..................................................................................................129

Set up faxing (parallel phone systems) ...........................................................................130

Choose the correct fax setup for your home or office ...............................................131

Case A: Separate fax line (no voice calls received) ..................................................133

Case B: Set up the device with DSL .........................................................................134

Case C: Set up the device with a PBX phone system or an ISDN line .....................135

Case D: Fax with a distinctive ring service on the same line ....................................136

Case E: Shared voice/fax line ...................................................................................137

Case F: Shared voice/fax line with voice mail ...........................................................138

Case G: Fax line shared with computer modem (no voice calls received) ................139

Case H: Shared voice/fax line with computer modem ..............................................142

Case I: Shared voice/fax line with answering machine .............................................146

Case J: Shared voice/fax line with computer modem and answering machine .........148

Case K: Shared voice/fax line with computer dial-up modem and voice mail ...........152

Serial-type fax setup .......................................................................................................153

Configure the device (Windows) ...........................................................................................154

Direct connection ............................................................................................................154

Install the software before connecting the device (recommended) ...........................155

Connect the device before installing the software .....................................................155

Share the device on a locally shared network ........................................................... 156

Network connection ........................................................................................................156

Install the device on a network ..................................................................................158

Install the device software on client computers .........................................................158

Install the printer driver using Add Printer .................................................................159

Install the device in a pure IPv6 network environment ..............................................159

Configure the device (Mac OS X) .........................................................................................160

Install the software for network or direct connection .......................................................160

Share the device on a locally shared network ................................................................. 161

Set up the device for wireless communication (some models only) ......................................162

Understand 802.11 wireless network settings ................................................................. 162

To set up wireless communication using the installer (Windows) ...................................163

To set up wireless communication using the installer (Mac OS X) .................................164

To set up wireless communication using the device control panel with wireless

setup wizard ...................................................................................................................164

Connect the device using an ad hoc wireless network connection .................................165

To turn off wireless communication ................................................................................165

Configure your firewall to work with HP devices .............................................................165

Change the connection method ......................................................................................166

Guidelines for ensuring wireless network security ..........................................................167

To add hardware addresses to a WAP .....................................................................167

Other guidelines ........................................................................................................167

Set up the device for Bluetooth communication ....................................................................168

To set up the device for Bluetooth communication via the embedded Web server .........169

Connect the device with Bluetooth .................................................................................. 169

Connecting the device with Bluetooth on Windows ..................................................169

Connect the device with Bluetooth on Mac OS X .....................................................170

Set Bluetooth security for the device ..............................................................................171

Use a passkey to authenticate Bluetooth devices .....................................................171

To set the device to be visible or not visible to Bluetooth devices ............................172

Reset Bluetooth settings via the embedded Web server ..........................................172

Uninstall and reinstall the software .......................................................................................172

11 Maintain and troubleshoot

Replace the ink cartridges ....................................................................................................175

Maintain the printheads ........................................................................................................176

To check printhead health ..............................................................................................177

To print the print quality diagnostic page ........................................................................177

To align the printheads ...................................................................................................179

To calibrate the linefeed .................................................................................................179

To clean the printheads ..................................................................................................180

To clean the printhead contacts manually ......................................................................180

To replace the printheads ...............................................................................................182

Store printing supplies ..........................................................................................................184

Store ink cartridges .........................................................................................................184

Store printheads .............................................................................................................184

Clean the device ...................................................................................................................184

Clean the scanner glass .................................................................................................185

Clean the exterior ...........................................................................................................185

Clean the automatic document feeder ............................................................................186

General troubleshooting tips and resources .........................................................................188

Contents

Solve printing problems ........................................................................................................189

The device shuts down unexpectedly .............................................................................190

Error message appears on control-panel display ............................................................ 190

The device is not responding (nothing prints) .................................................................190

Device takes a long time to print .....................................................................................191

Placement of the text or graphics is wrong .....................................................................191

The device prints half a page, then ejects the paper ......................................................192

Poor print quality and unexpected printouts ..........................................................................192

General print quality troubleshooting ..............................................................................193

Meaningless characters print ..........................................................................................193

Ink is smearing ................................................................................................................ 194

Ink is not filling the text or graphics completely ...............................................................194

Output is faded or dull colored ........................................................................................194

Colors are printing as black and white ............................................................................195

Wrong colors are printing ................................................................................................195

Printout shows bleeding colors .......................................................................................195

The printout has a horizontal band of distortion near the bottom of a borderless print . . .195

Colors do not line up properly .........................................................................................196

Text or graphics are streaked .........................................................................................196

Something on the page is missing or incorrect ...............................................................196

Solve paper-feed problems ...................................................................................................196

Solve copy problems ............................................................................................................198

No copy came out ...........................................................................................................198

Copies are blank .............................................................................................................198

Documents are missing or faded ....................................................................................199

Size is reduced ...............................................................................................................199

Copy quality is poor ........................................................................................................199

Copy defects are apparent .............................................................................................199

The device prints half a page, then ejects the paper ......................................................200

Error messages appear ..................................................................................................200

Solve scan problems ............................................................................................................200

Scanner did nothing ........................................................................................................201

Scan takes too long ........................................................................................................201

Part of the document did not scan or text is missing .......................................................202

Text cannot be edited .....................................................................................................202

Error messages appear ..................................................................................................203

Scanned image quality is poor ........................................................................................203

Scan defects are apparent ..............................................................................................204

Solve fax problems ...............................................................................................................205

The fax test failed ...........................................................................................................205

Solve HP Digital Solutions problems ....................................................................................219

Solving HP Direct Digital Filing problems .......................................................................219

Common problems ...................................................................................................219

Unable to scan to network folder ..............................................................................220

Unable to scan to e-mail ...........................................................................................220

Solving HP Digital Fax problems ....................................................................................222

Solve network problems .......................................................................................................223

Solve wireless problems .......................................................................................................224

Basic wireless troubleshooting ........................................................................................ 224

Advanced wireless troubleshooting ................................................................................225

Make sure your computer is connected to your network ...........................................226

Make sure that the HP device is connected to your network ....................................227

Check to see if the firewall software is blocking communication ...............................228

Make sure the HP device is online and ready ...........................................................228

Your wireless router is using a hidden SSID .............................................................229

Make sure the wireless version of the HP device is set as the default printer

driver (Windows only) ...............................................................................................229

Make sure the HP Network Devices Support service is running (Windows only) ......229

Add hardware addresses to a wireless access point (WAP) .....................................230

Solve photo (memory card) problems ...................................................................................230

The device cannot read the memory card ......................................................................230

The device cannot read photos on the memory card ......................................................231

The device prints half a page, then ejects the paper ......................................................231

Solve device management problems ....................................................................................231

Embedded Web server cannot be opened .....................................................................232

Troubleshoot installation issues ............................................................................................232

Hardware installation suggestions ..................................................................................233

Software installation suggestions .................................................................................... 234

Clear jams ............................................................................................................................234

Clear paper jams ............................................................................................................235

Avoid paper jams ............................................................................................................237

Errors (Windows) ..................................................................................................................237

Printhead(s) Missing .......................................................................................................238

Incompatible Printhead ...................................................................................................238

Printhead problem ..........................................................................................................238

Fax Memory Full .............................................................................................................238

Device Disconnected ......................................................................................................238

Replace Cartridge(s) Soon .............................................................................................239

Cartridge Problem ...........................................................................................................239

Paper Mismatch ..............................................................................................................239

The cartridge cradle cannot move. .................................................................................239

Paper Jam ......................................................................................................................240

The printer is out of paper. ..............................................................................................240

Incompatible Cartridge(s) ...............................................................................................240

Printer Offline ..................................................................................................................240

Printer Paused ................................................................................................................241

Document failed to print ..................................................................................................241

General printer error........................................................................................................241

A HP supplies and accessories

Order printing supplies online ...............................................................................................243

Accessories ..........................................................................................................................243

Supplies ................................................................................................................................244

Ink cartridges and printheads .........................................................................................244

HP media ........................................................................................................................245

Contents

B Support and warranty

Obtain electronic support ......................................................................................................247

Warranty ...............................................................................................................................248

Ink cartridge warranty information ......................................................................................... 249

Obtain HP telephone support ...............................................................................................250

Before you call ................................................................................................................250

Support process .............................................................................................................. 250

HP support by phone ......................................................................................................251

Phone support period ...............................................................................................251

Telephone support numbers .....................................................................................252

Placing a call .............................................................................................................253

After the phone support period .................................................................................253

Additional warranty options .............................................................................................253

HP Quick Exchange Service (Japan) ..............................................................................254

HP Korea customer support ...........................................................................................254

Prepare the device for shipment ...........................................................................................255

Remove the ink cartridges and printheads before shipment ...........................................255

Remove the device control-panel faceplate ....................................................................257

Remove the duplexer ......................................................................................................259

Remove the output tray ..................................................................................................259

Pack the device ....................................................................................................................259

C Device specifications

Physical specifications ..........................................................................................................261

Product features and capacities ...........................................................................................261

Processor and memory specifications ..................................................................................262

System requirements ............................................................................................................262

Network protocol specifications ............................................................................................263

Embedded Web server specifications ................................................................................... 264

Print specifications ................................................................................................................264

Copy specifications ...............................................................................................................264

Fax specifications .................................................................................................................264

Scan specifications ...............................................................................................................265

Environmental specifications ................................................................................................265

Electrical specifications .........................................................................................................265

Acoustic emission specifications (print in Draft mode, noise levels per ISO 7779) ...............266

Supported devices ................................................................................................................266

Memory card specifications ..................................................................................................266

D Regulatory information

FCC statement .....................................................................................................................270

VCCI (Class B) compliance statement for users in Japan ....................................................270

Notice to users in Japan about the power cord .....................................................................271

Notice to users in Korea .......................................................................................................271

Toxic and hazardous substance table ..................................................................................271

Notice to users of the U.S. telephone network: FCC requirements ....................................... 272

to users of the Canadian telephone network .............................................................273

Notice

Notice to users in the European Economic Area ..................................................................274

Australia wired fax statement ................................................................................................274

Regulatory information for wireless products ........................................................................274

Exposure to radio frequency radiation ............................................................................275

Notice to users in Brazil ..................................................................................................275

Notice to users in Canada ..............................................................................................275

Notice to users in Taiwan ...............................................................................................276

European Union regulatory notice ..................................................................................277

Regulatory model number ....................................................................................................277

Declaration of conformity ......................................................................................................278

Environmental product stewardship program .......................................................................280

Paper use .......................................................................................................................280

Plastics ...........................................................................................................................280

Material safety data sheets .............................................................................................280

Recycling program ..........................................................................................................280

HP inkjet supplies recycling program ..............................................................................280

Disposal of waste equipment by users in private households in the European Union ....281

Power consumption ........................................................................................................282

Chemical Substances .....................................................................................................282

Third-party licenses ..............................................................................................................283

Index...........................................................................................................................................291

1 Get started

This guide provides details about how to use the device and to resolve problems.

•

Find other resources for the product Finding the device model number

• Accessibility

• Understand the device parts

• Turn off the device

• Eco-Tips

•

NOTE: If you are using the device with a computer running Windows 2000, Windows XP x64, Windows XP Starter Edition, or Windows Vista Starter Edition, some features might not be available. For more information, see

compatibility.

Find other resources for the product

You can obtain product information and further troubleshooting resources that are not included in this guide from the following resources:

Resource Description Location

Operating system

Setup poster

Fax Getting Started Guide

Wireless Getting Started Guide (some models only)

HP Digital Solutions Getting Started Guide (some models only)

Readme file and release notes

Toolbox (Microsoft Windows®)

HP Solution Center (Windows) Allows you to change device

Provides illustrated setup information.

Provides instructions for setting up the device's fax function.

Provides instructions for setting up the device's wireless function.

Provides instructions for setting up the HP Digital Solutions.

Provide late-breaking information and troubleshooting tips.

Provides information about ink cartridge health and access to maintenance services.

For more information, see

Use the Toolbox (Windows).

settings, order supplies, start,

A printed version of this document is provided with the device and is also available on the HP Web site

www.hp.com/support.

A printed version of this document is provided with the device.

Included on the Starter CD.

The Toolbox is typically installed with the device software as an available installation option.

Typically installed with the device software.

Get started 11

Chapter 1

(continued)

Resource Description Location

and access the onscreen Help. Depending on the devices you have installed, the HP Solution Center provides additional features, such as access to the HP photo and imaging software and the Fax Setup Wizard. For more information, see

Use the HP Solution Center (Windows).

HP Printer Utility (Mac OS X) Contains tools to configure

Device control panel Provides status, error, and

Logs and reports Provides information about

Self-test report

HP Web sites Provide the latest printer

print settings, calibrate the device, clean the printheads, print the configuration page, and find support information from the Web site.

For more information, see

Use the HP Printer Utility (Mac OS X).

warning information about operations.

events that have occurred.

Device information:

•

Product name

◦

Model number

◦

Serial number

◦

Firmware version

◦

number

Number of pages printed

•

from the trays and accessories

Ink levels

•

NOTE: Ink level warnings and indicators provide estimates for planning purposes only. When you receive a lowink warning message, consider having a replacement cartridge available to avoid possible printing delays. You do not need to replace cartridges until prompted to do so.

software, and product and support information.

The HP Printer Utility is typically installed with the device software.

For more information, see

Control-panel buttons and lights (Color display).

For more information, see

Monitor the device.

For more information, see

Understand the self-test report.

www.hp.com/support

www.hp.com

12 Get started

(continued)

Resource Description Location

HP telephone support Lists information to contact

HP.

Embedded Web Server Provides status information

for the product and the printing supplies and allows you to change device settings.

Finding the device model number

In addition to the model name that appears on the front of the device, this device has a specific model number. You can use this number to help determine which supplies or accessories are available for your product, as well as when obtaining support.

The model number is printed on a label located inside the device, near the ink cartridges area.

Accessibility

The device provides a number of features that make it accessible for people with disabilities.

Visual

The device software is accessible for users with visual impairments or low vision through the use of your operating system's accessibility options and features. It also supports most assistive technology such as screen readers, Braille readers, and voiceto-text applications. For users who are color blind, colored buttons and tabs used in the software and on the device control panel have simple text or icon labels that convey the appropriate action.

Mobility

For users with mobility impairments, the device software functions can be executed through keyboard commands. The software also supports Windows accessibility options such as StickyKeys, ToggleKeys, FilterKeys, and MouseKeys. The device doors, buttons, paper trays, and paper guides can be operated by users with limited strength and reach.

Support

For more details about the accessibility of this product and HP's commitment to product accessibility, visit HP's Web site at

For accessibility information for the Mac OS X, visit the Apple Web site at

www.apple.com/accessibility.

For more information, see

Obtain HP telephone support.

For more information, see

Use the Embedded Web server.

www.hp.com/accessibility.

Understand the device parts

This section contains the following topics:

•

Front view Printing supplies area

•

Understand the device parts 13

Chapter 1

Front view

• Back view Control panel

• Connection information

•

1 Automatic document feeder (ADF)

2 Scanner glass

3 Control panel (differs based on the HP all-in-one model that you have)

4 Display (differs based on the model that you have)

5 Output tray

6 Output tray extension

7 Width guides

8 Tray 1

9 Tray 2 (available with some models)

10 Front universal serial bus (USB) port (PictBridge-enabled)

11 Memory card slots

12 Document feeder tray

13 Width guides

14 Get started

Printing supplies area

1 Ink cartridge door

2 Ink cartridges

3 Print-carriage access door

4 Printheads

5 Printhead latch

Back view

1 Power input

2 Ethernet network port

3 Rear universal serial bus (USB) port

4 Fax ports (1-LINE and 2-EXT)

5 Automatic two-sided printing accessory (duplexer)

Understand the device parts 15

Chapter 1

Control panel

The layout and functions available on the control panel depend on which model that you have.

The following sections describe control-panel buttons, lights, and displays. Your model might not have all of the features described.

Control-panel buttons and lights (Color display)

The following diagram and related table provide a quick reference to the device controlpanel features.

Label Name and Description

1 Digital Filing

3 Auto Answer button and light: When this button is lit, the device automatically answers

4 Display: View menus and messages.

8 Power: Turns the device on or off. The Power button is lit when the device is on. The light

16 Get started

The button name and functionality depends on the country/region in which the device is sold.

Resolution: Adjusts the resolution for the fax you are sending.

Junk Fax Blocker: Presents the Junk Fax Blocker Set Up menu for managing unwanted fax

calls. You are required to subscribe to a caller ID service to use this feature.

incoming phone calls. When off, the device does not answer any incoming fax calls.

Keypad: Enters values.

START COPY Black: Starts a black-and-white copy job.

START COPY Color: Starts a color copy job.

blinks while performing a job.

When the device is turned off, a minimal amount of power is still supplied. To completely disconnect the power supply, turn the device off, and then unplug the power cord.

Cancel: Stops a job, exits a menu, or exits settings.

(continued)

Label Name and Description

10 Attention light: When blinking, the attention light indicates an error has occurred that

12 START FAX Color: Starts a color fax job.

13 START FAX Black: Starts a black-and-white fax job.

14 Redial/Pause: Redials the most recently dialed number, or inserts a 3-second pause in a fax

15 E-mail: Allows you to scan and e-mail a document. Requires an internet connection.

requires your attention.

Speed Dial: Selects a speed-dial number.

number.

Control-panel buttons and lights (Two-line display)

The following diagram and related table provide a quick reference to the device control panel features.

Label Name and Description

2 Display: View menus and messages.

3 Presents menus and messages: The button name and functionality depends on the country/

Keypad: Enters fax numbers, values, or text.

region in which the device is sold.

Resolution: Adjusts the resolution for the fax you are sending.

Junk Fax Blocker: Presents the Junk Fax Blocker Set Up menu for managing unwanted fax

calls. You are required to subscribe to a caller ID service to use this feature.

FAX: Presents the Fax menu for selecting options.

Quality: Selects Best, Normal, or Fast quality for copying.

Reduce/Enlarge: Changes the size of a copy for printing.

COPY: Presents the Copy menu for selecting options.

Understand the device parts 17

Chapter 1 (continued)

Label Name and Description

9 To Memory Device: Scans and saves a document to a folder and shares documents with

11 Start Photo: Selects the photo function.

12 START SCAN: Starts a scan job and sends it to the destination you selected using the Scan

13 Power: Turns the device on or off. The Power button is lit when the device is on. The light

16 Auto Answer: When this button is lit, the device automatically answers incoming phone

19 Redial/Pause: Redials the most recently dialed number, or inserts a 3-second pause in a fax

24 Back: Moves you one level up in the menu.

25 Setup: Presents the Setup Menu for generating reports and other maintenance settings, and

SCAN: Presents the Scan menu for selecting a scan destination.

other people on your network.

PHOTO: Presents the Photo menu for selecting options.

button.

blinks while performing a job.

When the device is turned off, a minimal amount of power is still supplied. To completely disconnect the power supply, turn the device off, and then unplug the power cord.

START COPY Color: Starts a color copy job.

START COPY Black: Starts a black-and-white copy job.

calls. When off, the device does not answer any incoming fax calls.

START FAX Color: Starts a color fax.

START FAX Black: Starts a black-and-white fax.

number.

Cancel: Stops a job, exits a menu, or exits settings.

Right arrow: Increases values on the display.

OK: Selects a menu or a setting on the display.

Left arrow: Decreases values on the display.

accessing the Help menu. The topic that you select from the Help menu opens a help window on your computer screen.

One-touch speed-dial buttons: Accesses the first five speed-dial numbers.

18 Get started

Color display

NOTE: This type of display is only available on some models.

The following icons appear at the bottom of the color display to provide important information. Some of the icons appear only if your device has network capability. For more information about networking, see

Icon Purpose

Shows the amount of ink in the ink cartridge. The color of the icon corresponds to the color of the ink cartridge, and the fill level of the icon corresponds to the fill level of the ink cartridge.

NOTE: Ink level warnings and indicators provide estimates for planning purposes only. When you receive a low-ink warning message, consider having a replacement cartridge available to avoid possible printing delays. You do not need to replace cartridges until prompted to do so.

Shows that an unknown ink cartridge is inserted. This icon might appear if an ink cartridge contains non-HP ink.

Configure network options.

Shows that a wired network connection exists.

Shows that a wireless network connection exists. The signal strength is indicated by the number of curved lines. This is for infrastructure mode. (This feature is supported on some models.) For more information, see

device for wireless communication (some models only).

Shows that an ad hoc, or computer-to-computer, wireless network connection exists. (This feature is supported on some models.) For more information, see

Set up the device for wireless communication (some models only).

Shows that a Bluetooth adapter is installed, and a connection exists. A separate Bluetooth adapter is required. For more information, see

supplies and accessories.

Understand the device parts 19

Set up the

Chapter 1 (continued)

Icon Purpose

For more information on setting up Bluetooth, see Guidelines for ensuring

wireless network security.

COPY: Presents the Copy menu for selecting options.

FAX: Presents the Fax menu for selecting options.

SCAN: Presents the Scan menu for selecting a scan destination.

PHOTO: Presents the Photo menu for selecting options.

Setup: Presents the Setup Menu for generating reports, changing fax and

other maintenance settings, and accessing the Help menu. The topic that you select from the Help menu opens a help window on your computer screen.

Two-line display

NOTE: This type of display is available on some models.

The two-line display shows status and error messages, menu options, and advisory messages. If you insert a memory card or connect a camera, the display goes into photo state and shows the top of the Photo menu.

20 Get started

Connection information

Description Recommended

USB connection

Ethernet (wired) connection

Printer sharing

802.11 wireless (some models only)

number of connected computers for best performance

One computer connected with a USB cable to the rear USB

2.0 high-speed port on the device.

Up to five computers connected to the device using a hub or router.

Up to five computers.

The host computer must be turned on at all times, or the other computers cannot print to the device.

Up to five computers connected to the device using a hub or router.

NOTE: Recommended number of connected computers for best performance should specify the number of computers in ad-hoc mode and number of computers in infrastructure mode for best performances in those modes.

Supported software features

All features are supported.

All features are supported, including Webscan.

All features resident on the host computer are supported. Only print is supported from the other computers.

All features are supported, including Webscan.

Setup instructions

Follow the setup poster guide for detailed instructions.

Follow the instructions in the setup poster, and then see

network options in this

guide for further instructions.

Follow the instructions in

locally shared network.

Follow the instructions in

wireless communication (some models only).

Configure

Share the device on a

Set up the device for

Turn off the device

Turn off the HP product by pressing the Power button located on the product. Wait until the Power light turns off before unplugging the power cord or turning off at the source. If you improperly turn off the HP product, the print carriage might not return to the correct position, causing problems with the printhead and print quality issues.

Eco-Tips

HP is committed to helping customers reduce their environmental footprint. HP has provided the Eco-Tips below to help you focus on ways to assess and reduce the impact of your printing choices. In addition to specific features in this product, please

Eco-Tips 21

Chapter 1

visit the HP Eco Solutions Web site for more information on HP's environmental initiatives.

www.hp.com/hpinfo/globalcitizenship/environment/

• Duplex printing: Use Paper-saving Printing to print two-sided documents with multiple pages on same sheet to reduce paper usage. For more information, see

Print on both sides (duplexing).

• Smart Web printing: The HP Smart Web Printing interface includes a Clip Book and Edit Clips window where you can store, organize, or print clips you have gathered from the Web. For more information, see

Print a Web page.

• Energy Savings Information: To determine the ENERGY STAR® qualification status for this product, see

Power consumption.

• Recycled Materials: For more information regarding recycling of HP products, please visit:

www.hp.com/hpinfo/globalcitizenship/environment/recycle/

22 Get started

Install the accessories

This section contains the following topics:

•

Install the duplexer Install Tray 2

• Turn on accessories in the print driver

•

Install the duplexer

You can print on both sides of a sheet of paper automatically. For information on using the duplexer, see

To install the duplexer

▲ Slide the duplexer into the device until the unit locks into place. Do not press the

buttons on either side of the duplexer when installing the unit; use them only for removing the unit from the device.

Print on both sides (duplexing).

Install Tray 2

NOTE: This feature is available with some models of the device.

Tray 2 can hold up to 250 sheets of plain paper. For ordering information, see HP

supplies and accessories.

To install Tray 2

1. Unpack the tray, remove the packing tapes and materials, and move the tray to the

prepared location. The surface must be sturdy and level.

2. Turn off the device, and disconnect the power cord.

3. Set the device on top of the tray.

CAUTION: Be careful to keep your fingers and hands clear of the bottom of

the device.

4. Connect the power cord and turn on the device.

5. Enable Tray 2 in the print driver. For more information, see

the print driver.

Turn on accessories in

Install the accessories

Chapter 2

Turn on accessories in the print driver

• To turn on accessories on Windows computers To turn on accessories on Macintosh computers

•

To turn on accessories on Windows computers

After you install the device software on Windows computers, Tray 2 must be turned on in the print driver in order for it to work with the device. (The duplexer does not need to be turned on.)

1. Click Start, point to Settings, and then click Printers or Printers and Faxes.

- Or Click Start, click Control Panel, and then double-click Printers.

2. Right-click the printer icon, and then click Properties, Document Defaults, or Printing Preferences.

3. Select one of these tabs: Configure, Device Settings, or Device Options. (The

name of the tab depends on the print driver and the operating system.) On the selected tab, click the accessory that you want to turn on, click Installed from the drop-down menu, and then click OK.

To turn on accessories on Macintosh computers

The Mac OS automatically turns on all accessories in the printer driver when you install the device software. If you add a new accessory later, follow these steps:

Install the accessories

Mac OS X (v.10.4)

1. Click the Printer Setup Utility icon in the Dock.

NOTE: If the Printer Set Utility is not in the Dock, you can find it on your

hard drive at Applications/utilities/printer setup utility.

2. On the Printer List window, click once on the device you want to set up to select it.

3. From the Printers menu, select Show info.

4. Click the Names and Location drop-down menu and select Installable Options.

5. Check the accessory that you want to turn on.

6. Click Apply Changes.

Mac OS X (v.10.5)

1. Open the System Preferences and then select Print & Fax.

2. Click Options & Supplies.

3. Click the Driver tab.

4. Select the options you want to install, and then click OK.

3 Use the device

This section contains the following topics:

•

Use device control-panel menus Device control-panel message types

• Change device settings

• Text and symbols

• Use the HP software

• Load the originals

• Select print media

•

Load media Configure trays

• Print on special and custom-sized media

• Print borderless

•

Use device control-panel menus

The following sections provide a quick reference to top-level menus that appear on the control-panel display. To display a menu, press the menu button for the function you want to use.

NOTE: The type of display on the control panel–color display or two-line display– depends on the model you have.

• Scan menu: Presents a list of destinations. Some destinations require the HP Solution Center to be loaded.

• Copy menu: Menu options include:

◦ Selecting copy quantities ◦ Reducing/enlarging ◦ Selecting media type and size

• Fax menu: Allows you to enter a fax or speed-dial number, or display the Fax menu. Menu options include:

◦ Modifying resolution ◦ Lightening/darkening ◦ Sending delayed faxes ◦ Setting up new defaults

• Photo menu: Menu options include:

◦ Selecting print options ◦ Using special features ◦ Editing ◦ Transferring to a computer ◦ Selecting a proof sheet

Use the device 25

Chapter 3

Device control-panel message types

This section contains the following topics:

•

Status messages Warning messages

• Error messages

•

Critical error messages

Status messages

Status messages reflect the current state of the device. They inform you of normal operation and require no action to clear them. They change as the state of the device changes. Whenever the device is ready, not busy, and has no pending warning messages, the date and time appear if the device is turned on.

Warning messages

Warning messages inform you of events that require your attention, but they do not prevent the device from operating. An example of a warning message is a low ink warning. These messages appear until you resolve the condition.

Error messages

Error messages communicate that some action must be performed, such as adding media or clearing a media jam. These messages are usually accompanied by a blinking red Attention light. Take the appropriate action to continue printing.

If the error message shows an error code, press the Power button to turn off the device, and then turn it on again. In most situations, this action solves the problem. If the message persists, your device might need service. For more information, see

Support and warranty.

Critical error messages

Critical error messages inform you of a device failure. Some of these messages can be cleared by pressing the Power button to turn off the device, and then turning it on again. If a critical error persists, service is required. For more information, see

and warranty.

Change device settings

You can change the device settings from these places:

• From the device control panel

• From the HP Solution Center (Windows) or HP Device Manager (Mac OS X).

• Embedded Web Server

NOTE: When you are configuring settings in HP Solution Center or in the HP Device Manager, you cannot see the settings that have been configured from the device control panel (such as the scan settings).

26 Use the device

Support

To change settings from the device control panel

1. At the device control panel, press the menu button for the function you are using

(for example, Fax).

2. To reach the option that you want to change, use one of the following methods:

• Press a control-panel button, and then use the left or right arrow keys to adjust the value.

• Select the option from the menu on the control-panel display.

3. Select the value that you want, and then press OK.

To change settings from the HP Solution Center (Windows)

▲ Double-click the HP Solution Center icon on the desktop.

- Or -

Double-click the Digital Imaging Monitor icon in the taskbar.

To change settings from the HP Device Manager (Mac OS X)

1. Click the HP Device Manager icon in the Dock.

NOTE: If the icon does not appear in the Dock, click the Spotlight icon on the

right side of the menu bar, type HP Device Manager in the box, and then click the HP Device Manager entry.

2. Select the device in the Devices drop-down menu.

3. On the Information and Settings menu, click an item that you want to change.

To change settings from the embedded Web server

1. Open the embedded Web server.

2. Select the page with the setting you want to change.

3. Change the setting and then click Apply.

Text and symbols

You can use the keypad on the control panel to enter text and symbols. You can also type text and symbols from the control panel by touching the visual keyboard (some models only). The visual keyboard appears automatically on the color display when you set up a wired or wireless network, the fax header, or speed-dial entries.

You can also enter symbols from the keypad when you dial a fax or phone number. When the device dials the number, it interprets the symbol and responds accordingly. For example, if you enter a dash in the fax number, the device will pause before dialing the remainder of the number. A pause is useful if you need to gain access to an outside line before dialing the fax number.

NOTE: If you want to enter a symbol in your fax number, such as a dash, you need to enter the symbol by using the keypad.

Type numbers and text on the control-panel keypad

You can enter text or symbols by using the keypad on the control panel.

Text and symbols

Chapter 3

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

To enter text

▲ Press the letters on the virtual keyboard to enter text.

To enter a space, pause, or symbol

• To insert a space, press Space.

• To enter a pause, press Redial/Pause. A dash appears in the number sequence.

• To enter a symbol, such as @, press the symbols button (*@) repeatedly to scroll through the list of available symbols: asterisk (*), dash (-), ampersand (&), period (.), slash (/), parentheses ( ), apostrophe ('), equals (=), number sign (#), at (@), underscore (_), plus (+), exclamation (!), semicolon (;), question (?), comma (,), colon (:), percent (%), and approximation (~).

To erase a letter, number, or symbol

▲ If you make a mistake, press the left arrow button to clear it, and then make the

correct entry.

Type text using the visual keyboard (some models only)

You can enter text or symbols by using the visual keyboard that automatically appears on the color display when you must enter text. For example, the visual keyboard automatically appears when you are setting up a wired or wireless network, the fax header, or speed-dial entries.

To enter text by using the visual keyboard

1. Touch the visual keyboard to select a letter, number, or symbol.

To enter lowercase letters, uppercase letters, numbers, and symbols

• To enter lowercase letters, touch the abc button on the visual keyboard.

• To enter uppercase letters, touch the ABC button on the visual keyboard.

• To enter numbers, touch the 123 button on the visual keyboard.

• To enter symbols, touch the $@! button on the visual keyboard.

TIP: To erase a letter, number, or symbol, touch Del on the visual keyboard.

2. When you are finished entering text, numbers, or symbols, touch Done on the

visual keyboard.

28 Use the device

Available symbols for dialing fax numbers (some models only)

To enter a symbol, such as *, press Symbols repeatedly to scroll through the list of symbols. The following table provides the symbols that you can use in a fax or phone number sequence, fax header information, and speed-dial entries.

Available symbols

* Displays an asterisk symbol when

- When auto-dialing, the device enters a

( ) Displays a left or right parenthesis to

W When auto-dialing, W causes the device

R During auto-dialing, the R functions the

+ Displays a plus symbol. This symbol

Description Available when entering

required for dialing.

pause in the number sequence.

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

to wait for a dial tone before continuing to dial.

same as a Flash button on your telephone.

does not affect dialing.

Fax header name, speed-dial names, speed-dial numbers, fax or phone numbers, and monitor dial entries

Fax header name, fax header number, speed-dial names, speeddial numbers, and fax or phone numbers

Speed-dial numbers and fax or phone numbers

Fax header name, fax header number, speed-dial names, speeddial numbers, and fax or phone numbers

Use the HP software

This section includes the following topics:

•

Use the HP photo and imaging software

•

Use the HP productivity software

Use the HP photo and imaging software

You can use the HP photo and imaging software to access many features that are not available from the device control panel.

Installing the software on your computer is an option during setup.

Access to the HP photo and imaging software differs by operating system (OS). For example, if you have a Windows computer, the HP photo and imaging software entry point is the HP Photosmart Software window. If you have a Macintosh computer, the HP photo and imaging software entry point is the HP Photosmart Studio window.

Use the HP software 29

Chapter 3

Regardless, the entry point serves as the launching pad for the HP photo and imaging software and services.

To open the HP Photosmart Software on a Windows computer

1. Do one of the following:

• On the Windows desktop, double-click the HP Photosmart Software icon.

• On the taskbar, click Start, point to Programs or All Programs, select HP,

and then click HP Photosmart Software.

2. If you have more than one HP device installed, select the tab with your product's name.

NOTE: On a Windows computer, the features available in the HP Photosmart Software vary depending on the devices you have installed. The software is customized to show icons that are associated with the selected device. If the selected device is not equipped with a particular feature, then the icon for that feature does not appear in the software.

TIP: If the HP Photosmart Software on your computer does not contain any icons, an error might have occurred during the software installation. To correct this, use the Control Panel in Windows to completely uninstall the HP Photosmart Software; then reinstall the software. For more information, see the setup poster that came with your device.

To open the HP Photosmart Studio software on a Macintosh computer

1. Click the HP Photosmart Studio icon in the Dock.

NOTE: If theHP Photosmart Studio icon is not in the Dock, you can find it in

the hard drive at /Applications/Hewlett Packard/HP Photosmart Studio.

The HP Photosmart Studio window appears.

2. In the HP Photosmart Studio task bar, click Devices. The HP Device Manager window appears.

3. Select your device from the Device drop-down menu. From here, you can scan, import documents, and perform maintenance

procedures such as checking the ink levels for the ink cartridges.

NOTE: On a Macintosh computer, the features available in the HP Photosmart Studio software vary depending on the selected device.

TIP: When the HP Photosmart Studio software is opened, you can gain access to the Dock menu shortcuts by selecting and holding the mouse button over the HP Photosmart Studio icon in the Dock.

Use the HP productivity software

The HP productivity software allows you to organize, edit, and annotate selected files on your computer. You can scan documents using optical character recognition (OCR) technology and save them as text files that you can edit using word processing programs. The software also allows you to monitor the HP product you installed. Some productivity software, such as HP Document Manager, are optionally installed. The HP

30 Use the device

Solution Center is automatically installed. For more information about HP Document Manager, see the help that came with the product. For more information about HP Solution Center, see

To open the HP Document Manager

▲ Double-click the HP Document Manager icon on your desktop.

Use the HP Solution Center (Windows).

Load the originals

You can load an original for a copy, fax, or scan job in the automatic document feeder or on the scanner glass. Originals that are loaded in the automatic document feeder are automatically fed into the device.

•

Load an original in the automatic document feeder (ADF) Load an original on the scanner glass

•

Load an original in the automatic document feeder (ADF)

You can copy, scan, or fax up to legal-sized originals from the ADF.

NOTE: Some models support two-sided originals from the ADF.

CAUTION: Do not load photos in the ADF; this might cause damage to your

photos.

To load an original in the document feeder tray

1. Load your original, with the print side up, into the document feeder tray. Place the

pages so that the top edge of the document goes in first. Slide the media into the automatic document feeder until you hear a beep or see a message on the display indicating that the loaded pages were detected.

TIP: For more help on loading originals in the automatic document feeder, refer to the diagram engraved in the document feeder tray.

2. Slide the width guides inward until they stop at the left and right edges of the media.

Load the originals

Chapter 3

NOTE: Remove all originals from the document feeder tray before lifting the lid on the device.

Load an original on the scanner glass

You can copy, scan, or fax up to letter- or A4-size originals by loading them on the glass. Some models support legal-size originals on the glass. If your original contains multiple full-size pages, load it in the automatic document feeder. If your model does not support legal-size originals on the glass, load legal-size originals in the automatic document feeder.

NOTE: Many of the special features will not work correctly if the glass and lid backing are not clean. For more information, see

To load an original on the scanner glass

1. Remove all originals from the document feeder tray, and then lift the lid.

2. Load your original print side down in the right- front corner of the glass.

TIP: For more help on loading an original, refer to the engraved guides along

the edge of the glass.

Clean the device.

3. Close the lid.

Select print media

The device is designed to work well with most types of office media. It is best to test a variety of print media types before buying large quantities. Use HP media for optimum print quality. Visit the HP Web site at media.

32 Use the device

www.hp.com for more information about HP

Always use the correct media-type setting in the printer driver, and configure the trays for the correct media type. HP recommends testing any paper before buying it in large quantities.

HP recommends plain papers with the ColorLok logo for printing and copying of everyday documents. All papers with the ColorLok logo are independently tested to meet high standards of reliability and print quality, and produce documents with crisp, vivid color, bolder blacks, and that dry faster than ordinary plain papers. Look for papers with the ColorLok logo in a variety of weights and sizes from major paper manufacturers.

This section contains the following topics:

•

Recommended papers for printing and copying Tips for selecting and using print media

• Understand specifications for supported media

•

Set minimum margins

Recommended papers for printing and copying

If you want the best print quality, HP recommends using HP papers that are specifically designed for the type of project you are printing.

Depending on your country/region, some of these papers might not be available.

HP Brochure Paper

HP Superior Inkjet Paper

HP Bright White Inkjet Paper

HP Printing Paper HP Printing Paper is a high-quality multifunction paper. It produces

HP Office Paper HP Office Paper is a high-quality multifunction paper. It is suitable for

HP Office Recycled Paper

HP Premium Presentation Paper

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

HP Bright White Inkjet Paper delivers high-contrast colors and sharp text. It is opaque enough for two-sided color usage with no showthrough, which makes it ideal for newsletters, reports, and flyers. It features ColorLok Technology for less smearing, bolder blacks, and vivid colors.

documents that look and feel more substantial than documents printed on standard multipurpose or copy paper. It features ColorLok Technology for less smearing, bolder blacks, and vivid colors. It is acid-free for longer-lasting documents.

copies, drafts, memos and other everyday documents. It features ColorLok Technology for less smearing, bolder blacks, and vivid colors. It is acid-free for longer lasting documents

HP Office Recycled Paper is a high-quality multifunction paper made with 30% recycled fiber. It features ColorLok Technology for less smearing, bolder blacks, and vivid colors. It is acid-free for longerlasting documents.

These papers are heavy two-sided matte papers perfect for presentation, proposals, reports and newsletters. They are heavyweight for an impressive look and feel.

Select print media

Chapter 3

(continued)

HP Professional Paper

HP Premium Inkjet Transparency Film

HP Advanced Photo Paper

HP Everyday Photo Paper

HP Premium Inkjet Transparency Film makes your color presentations vivid and even more impressive. This film is easy to use and handle and dries quickly without smudging.

This thick photo paper features an instant-dry finish for easy handling without smudging. It resists water, smears, fingerprints, and humidity. Your prints have a look and feel comparable to a store processed photo. It is available in several sizes, including A4, 8.5 x 11 inch, 10 x 15 cm (4 x 6 inch), 13 x 18cm (5 x 7 inch) and two finishes – glossy or soft gloss (satin matte). It is acid-free for longer-lasting documents.

Print colorful, everyday snapshots at a low cost, using paper designed for casual photo printing. This affordable, photo paper dries quickly for easy handling. Get sharp, crisp images when you use this paper with any inkjet printer. Available in matte finish in 8.5 x 11inch, A4, 4 x 6 inch and 10 x 15 cm. It is acid-free for longer lasting documents.

To order HP papers and other supplies, go to www.hp.com/buy/supplies. If prompted, choose your country/region, follow the prompts to select your product, and then click one of the shopping links on the page.

NOTE: At this time, some portions of the HP Web site are available in English only.

Tips for selecting and using print media

For the best results, observe the following guidelines:

• Always use media that conforms to the device specifications. For more information, see

• Load only one type of media at a time into a tray. If you place a special media on top of a plain media, then you may end up with a paper jam or an incorrect print.

• For Tray 1 and Tray 2, load media print-side down, aligned against the back of the tray. Center the media in the input tray and adjust the paper-width guides. Tray 2 is available with some models. For more information, see

• Tray 2 is designed to hold only plain paper. Tray 2 does not automatically detect paper sizes. In the printer driver, you must select the paper size from the print options.

• Do not overload the trays. For more information, see

supported media. HP recommends loading special media no higher than 3/4 full.

• To prevent jams, poor print quality, and other printing problems, avoid the following media:

◦ Multipart forms ◦ Media that is damaged, curled, or wrinkled ◦ Media with cutouts or perforations ◦ Media that is heavily textured, embossed, or does not accept ink well ◦ Media that is too lightweight or stretches easily

Understand specifications for supported media.

Load media.

Understand specifications for

34 Use the device

Cards and envelopes

• Avoid envelopes that have a very slick finish, self-stick adhesives, clasps, or windows. Also avoid cards and envelopes with thick, irregular, or curled edges, or areas that are wrinkled, torn, or otherwise damaged.

• Use tightly constructed envelopes, and make sure the folds are sharply creased.

• Load envelopes with the flaps facing up and to the right or the back of the tray.

Photo media

• Use the Best mode to print photographs. Note that in this mode, printing takes longer and more memory is required from your computer.

• Remove each sheet as it prints and set it aside to dry. Allowing wet media to stack up may cause smearing.

Transparencies

• Insert transparencies with the rough side down and the adhesive strip pointing towards the back of the device.

• Use the Normal mode to print transparencies. This mode provides longer drying time and ensures that the ink dries completely before the next page is delivered to the output tray.

• Remove each sheet as it prints and set it aside to dry. Allowing wet media to stack up may cause smearing.

Custom-sized media

• Use only custom-sized media that is supported by the device.

• If your application supports custom-sized media, set the media size in the application before printing the document. If not, set the size in the print driver. You might need to reformat existing documents to print them correctly on custom-sized media.

Understand specifications for supported media

Use the Understand supported sizes and Understand supported media types and

weights tables to determine the correct media to use with your device, and to

determine what features will work with your media.

•

Understand supported sizes Understand supported media types and weights

•

Understand supported sizes

NOTE: Tray 2 is available with some models.

Media size Tray 1 Tray 2

Standard media sizes

U.S. Letter (216 x 279 mm; 8.5 x 11 inches)

Duplexer

ADF

Select print media

Chapter 3

(continued)

Media size Tray 1 Tray 2

8.5 x 13 inches (216 x 330 mm)*

Duplexer

ADF

U.S. Legal (216 x 356 mm; 8.5 x 14 inches)

A4 (210 x 297 mm; 8.3 x 11.7 inches)

U.S. Executive (184 x 267 mm;

7.25 x 10.5 inches)

U.S. Statement (140 x 216 mm;

5.5 x 8.5 inches)

B5 (JIS) (182 x 257 mm; 7.17 x

10.12 inches)

A5 (148 x 210 mm; 5.8 x 8.3 inches)

6 x 8 inches*

Borderless A4 (210 x 297 mm;

8.3 x 11.7 inches)*

Borderless A5 (148 x 210 mm;

5.8 x 8.3 inches)*

Borderless B5 (JIS) (182 x 257 mm; 7.17 x 10.12 inches)*

Envelopes

U.S. #10 Envelope (105 x 241 mm; 4.12 x 9.5 inches)*

Monarch Envelope (98 x 191 mm;

3.88 x 7.5 inches)*

Card Envelope (111 x 152 mm;

4.4 x 6 inches)*

A2 Envelope (111 x 146 mm;

4.37 x 5.75 inches)*

DL Envelope (110 x 220 mm; 4.3 x 8.7 inches)*

C5 Envelope (162 x 229 mm; 6.4 x 9 inches)*

C6 Envelope (114 x 162 mm; 4.5 x 6.4 inches)*

Japanese Envelope Chou #3 (120 x 235 mm; 4.7 x 9.3 inches)*

Japanese Envelope Chou #4 (90 x 205 mm; 3.5 x 8.1 inches)*

Cards

36 Use the device

(continued)

Media size Tray 1 Tray 2

Index card (76.2 x 127 mm; 3 x 5 inches)*

Index card (102 x 152 mm; 4 x 6 inches)*

Index card (127 x 203 mm; 5 x 8 inches)*

A6 card (105 x 148.5 mm; 4.13 x

5.83 inches)*

Borderless A6 card (105 x 148.5 mm; 4.13 x 5.83 inches)*

A4 index card (210 x 297 mm; 8.3 x 11.7 inches)*

Hagaki** (100 x 148 mm; 3.9 x

5.8 inches)*

Borderless Hagaki** (100 x 148 mm; 3.9 x 5.8 inches)*

Ofuku Hagaki** (200 x 148 mm;

7.8 x 5.8 inches)*

Photo media

Photo media (76.2 x 127 mm; 3 x 5 inches)*

Photo media (102 x 152 mm; 4 x 6 inches)*

Photo media (5 x 7 inches)*

Duplexer

ADF

Photo media (8 x 10 inches)*

Photo media (10 x 15 cm)*

Photo L (89 x 127 mm; 3.5 x 5 inches)*

Photo 2L (127 x 178 mm; 5 x 7 inches)*

13 x 18 cm*

Borderless photo media (102 x 152 mm; 4 x 6 inches)*

Borderless photo media (5 x 7 inches)*

Borderless photo media (8 x 10 inches)*

Borderless photo media (8.5 x 11 inches)*

Select print media

Chapter 3

(continued)

Media size Tray 1 Tray 2

Borderless photo media (10 x 15

Duplexer

ADF

cm)*

Borderless Photo L (89 x 127 mm; 3.5 x 5 inches)*

Borderless Photo 2L (127 x 178 mm)*

Borderless 13 x 18 cm*

Other media

Custom-sized media between

76.2 to 216 mm wide and 127 to 356 mm long (3 to 8.5 inches wide and 5 to 14 inches long) *

Custom-sized media (ADF) between 127 to 216 mm wide and 241 to 305 mm long (5 to 8.5 inches wide and 9.5 to 12 inches long)

* Not compatible for use with the ADF for single- or double- sided printing

** The device is compatible with plain and inkjet hagaki from Japan Post only. It is not compatible with photo hagaki from Japan Post.

Understand supported media types and weights

NOTE: Tray 2 is available with some models.

Tray Type Weight Capacity

Tray 1 Paper

38 Use the device

60 to 105 g/m

(16 to 28 lb bond)

Up to 250 sheets of plain paper

(25 mm or 1 inch stacked)

Transparencies Up to 70 sheets

(17 mm or 0.67 inch stacked)

Photo media

250 g/m

(66 lb bond)

Up to 100 sheets

(17 mm or 0.67 inch stacked)

Labels Up to 100 sheets

(17 mm or 0.67 inch stacked)

Envelopes

75 to 90 g/m

(20 to 24 lb bond envelope)

Up to 30 sheets

(17 mm or 0.67 inch stacked)

(continued)

Tray Type Weight Capacity

Tray 2 Plain paper only

Duplexer Paper

Output-bin

Automatic Document Feeder

Set minimum margins

The document margins must match (or exceed) these margin settings in portrait orientation.

Cards

Up to 200 g/m

Up to 80 cards

(110 lb index)

60 to 105 g/m

(16 to 28 lb bond)

Up to 250 sheets of plain paper

(25 mm or 1.0 inch stacked)

60 to 105 g/m

Not applicable

(16 to 28 lb bond)

All supported media Up to 150 sheets of

plain paper (text printing)

Paper

60 to 75 g/m

50 sheets

(16 to 20 lb bond)

1 2

Media (1) Left

U.S. Letter

U.S. Legal

U.S. Executive

U.S. Statement

8.5 x 13 inch

margin

3.3 mm (0.13 inch)

(2) Right margin

3.3 mm (0.13 inch)

(3) Top margin

3.3 mm (0.13 inch)

(4) Bottom margin

3.3 mm (0.13 inch (Windows)

0.47 inch (Macintosh and Linux))

Select print media

Chapter 3

(continued)

Media (1) Left

Cards

Custom-sized media

Photo media

Envelopes 3.3 mm (0.13

NOTE: If you are using the duplexer, the minimum top and bottom margins must match or exceed 12 mm (0.47 inch).

Load media

This section provides instructions for loading media into the device.

NOTE: Tray 2 is available with some models. For ordering information, see Order

printing supplies online.

To load Tray 1 (main tray)

1. Lift the output tray.

margin

inch)

(2) Right margin

3.3 mm (0.13 inch)

(3) Top margin

16.5 mm (0.65 inch)

(4) Bottom margin

16.5 mm (0.65 inch)

2. Insert the media print-side down in the center of the tray. Make sure the stack of

media aligns with the line on the width guide, and is not higher than the paper stack line on the guide.

NOTE: Do not load paper while the device is printing.

40 Use the device

3. Slide the media guides in the tray to adjust them for the media size that you have loaded, and then lower the output tray.

4. Pull out the extension on the output tray.

Load media

Chapter 3

To load Tray 2

1. Pull the tray out of the device by grasping under the front of the tray.

2. Insert the paper print-side down in the center of the tray. Make sure the stack of

paper aligns with the line on the width guide, and does not exceed the line marking on the guide.

NOTE: Tray 2 can be loaded only with plain paper.

3. Slide the media guides in the tray to adjust them for the size that you have loaded.

42 Use the device

4. Gently reinsert the tray.

5. Pull out the extension on the output tray.

Configure trays

NOTE: Tray 2 is available with some models. For ordering information, see Order

printing supplies online.

To configure the trays, you must have Tray 2 installed and turned on.

By default, the device draws media from Tray 1. If Tray 1 is empty, the device draws media from Tray 2 (if it is installed and loaded with media). You can change this default behavior by using the following features:

• Tray Lock: Use this feature to protect special media such as letterhead or preprinted media from accidental use. If the device runs out of media while printing a document, it will not use media from a locked tray to complete the print job.

• Default Tray: Use this feature to determine the first tray from which the device draws media.

NOTE: To use the tray lock and default tray settings, you must select the automatic tray selection option in the device software. If the device is on a network and you set a default tray, the setting will affect all users of the device.

Tray 2 is designed to hold only plain paper.

The following table lists possible ways you can use the tray settings to meet your printing needs.

I want to... Follow these steps

Load both trays with the same media, and have the device pick media from one tray if the other one is empty.

Have both special media (such as transparencies or letterhead) and plain paper loaded in the trays.

Load media in both trays but have the device pick media from a specific tray first.

Load media in Tray 1 and Tray 2. For

•

more information, see Make sure tray lock is disabled.

•

Load special media in Tray 1 and plain

•

paper in Tray 2. Make sure the default tray is set to Tray 2.

•

Make sure tray lock is set to Tray 1.

•

Load media in Tray 1 and Tray 2.

•

Make sure default tray is set to the

•

appropriate tray.

Load media.

Configure trays

Chapter 3

To configure the trays

1. Make sure the device is turned on.

2. Perform one of the following:

• Embedded Web server: Click the Settings tab and click Paper Handling in

the left panel.

• Print driver (Windows): Click the Printer services button on the Features tab, and then select Paper Handling.

• Toolbox (Windows): Click the Services tab and click Paper Handling.

• HP Printer Utility (Mac OS X): Click Paper Handling from the Printer Settings panel.

•

Control panel: Press Default Tray or Tray Lock.

3. Click OK or Apply after changing the desired tray settings.

(Setup), select Preferences, and then select

Print on special and custom-sized media

To print on special or custom-sized media (Windows)

1. Load the appropriate media. For more information, see

2. With a document open, click Print on the File menu, and then click Setup, Properties, or Preferences.

3. Click the Features tab.

4. Select the media size from the Size drop-down list. If you do not see the media

size, create a custom media size.

Load media.

To set a custom media size a. Select Custom from the drop-down list. b. Type a name for the new custom size. c. In the Width and Height boxes, type the dimensions, and then click Save. d. Click OK twice to close the properties or preferences dialog box. Open the

dialog box again.

e. Select the new custom size.

5. Select the paper type in the Paper type drop-down list.

6. Select the media source from the Paper source drop-down list.

7. Change any other settings, and then click OK.

8. Print your document.

To print on special or custom-sized media (Mac OS X)

1. Load the appropriate media. For more information, see

2. On the File menu, click Page Setup.

3. From the drop-down list, select the HP device.

4. Select the media size.

44 Use the device

Load media.

5. To set a custom media size: a. Click Manage Custom Sizes in the Paper Size pull-down menu. b. Click New and type a name for the size in the Paper Size Name box. c. In the Width and Height boxes, type the dimensions and set the margins, if

desired.

d. Click Done or OK, and then click Save.

6. On the File menu, click Page Setup, and then select the new custom size.

7. Click OK.

8. On the File menu, click Print.

9. Open the Paper Handling panel.

10. Under Destination Paper Size, click the Scale to fit paper size tab, and then

select the customized paper size.

11. Change any other desired settings, and then click OK or Print.

Print borderless

Borderless printing lets you print to the edges of certain media types and a range of standard media sizes.

NOTE: Open the file in a software application and assign the image size. Make sure the size corresponds to the media size on which you are printing the image.

In Windows, you can also gain access to this feature from the Printing Shortcuts tab. Open the printer driver, select the Printing Shortcuts tab, and select the printing shortcut for this print job drop-down list.

NOTE: Borderless printing is not supported on plain media.

To print a borderless document (Windows)

1. Load the appropriate media. For more information, see

2. Open the file that you want to print.

3. From the application, open the print driver: a. Click File, and then click Print. b. Select the printing shortcut you want to use.

4. Change any other print settings, and then click OK.

5. Print the document.

6. If you printed on photo media with a tear-off tab, remove the tab to make the

document completely borderless.

To print a borderless document (Mac OS X)

1. Load the appropriate media. For more information, see

2. Open the file that you want to print.

3. Click File, and then click Page Setup.

4. From the drop-down list, select the HP device.

5. Select the borderless media size, and then click OK.

6. Click File, and then click Print.

Load media.

Print borderless 45

Chapter 3

7. Open the Paper Type/Quality panel.

8. Click the Paper tab, and then select the media type from the Paper type drop-

down list.

NOTE: Borderless printing is not supported on plain media.

9. If you are printing photos, select Best from the Quality drop-down list. Alternatively, select Maximum dpi, which provides up to 4800 x 1200 optimized dpi.

NOTE: Up to 4800 x 1200 optimized dpi for color printing and 1200 input dpi.

This setting might temporarily use a large amount of hard disk space (400 MB or more) and will print more slowly.

10. Select the media source.

11. Change any other print settings, and then click Print.

12. If you printed on photo media with a tear-off tab, remove the tab to make the

document completely borderless.

46 Use the device

4 Print

This section contains the following topics:

•

Change print settings Print on both sides (duplexing)

• Print a Web page

• Cancel a print job

•

Change print settings

You can change print settings (such as paper size or type) from an application or the printer driver. Changes made from an application take precedence over changes made from the printer driver. However, after the application is closed, the settings return to the defaults configured in the driver.

NOTE: To set print settings for all print jobs, make the changes in the printer driver.

For more information about the features of the Windows printer driver, see the online help for the driver. For more information about printing from a specific application, see the documentation that came with the application.

This section contains the following topics:

•

Change settings from an application for current jobs (Windows) Change default settings for all future jobs (Windows)

• Change settings (Mac OS X)

•

Change settings from an application for current jobs (Windows)

To change the settings

1. Open the document that you want to print.

2. On the File menu, click Print, and then click Setup, Properties, or Preferences.

(Specific options may vary depending on the application that you are using.)

3. Select the appropriate printing shortcut,y and then click OK, Print, or a similar command.

Print 47

Chapter 4

Change default settings for all future jobs (Windows)

To change the settings

1. Click Start, point to Settings, and then click Printers or Printers and Faxes.

- Or Click Start, click Control Panel, and then double-click Printers.

NOTE: If prompted, enter your administrator password.

2. Right-click the printer icon, and then click Properties, General Tab, or Printing Preferences.

3. Change the settings that you want, and then click OK.

Change settings (Mac OS X)

To change the settings

1. On the File menu, click Page Setup.

2. Change the settings that you want (such as paper size), and then click OK.

3. On the File menu, click Print to open the print driver.

4. Change the settings that you want (such as media type), and then click OK or Print.

Print on both sides (duplexing)

You can print on both sides of a sheet of media either manually or automatically, by using the duplexer.

NOTE: The printer driver does not support manual duplexing. Two-sided printing requires an HP Automatic Two-sided Printing Accessory to be installed on the device.

This section contains the following topics:

•

Guidelines for printing on both sides of a page Perform duplexing

•

Guidelines for printing on both sides of a page

• Always use media that conforms to the device specifications. For more

Understand specifications for supported media.

48 Print

information, see

• Specify two-sided printing options in your application or in the printer driver.

• Do not print on both sides of transparencies, envelopes, photo paper, glossy media, or paper lighter than 16 lb bond (60 g/m

). Jams might occur with these media types.

• Several kinds of media require a specific orientation when you print on both sides of a page. These include letterhead, preprinted paper, and paper with watermarks and prepunched holes. When you print from a computer running Windows, the device prints the first side of the media first. Load the media with the print side facing down.

) or heavier than 28 lb bond (105 g/

• For auto-duplexing, when printing finishes on one side of the media, the device holds the media and pauses while the ink dries. Once the ink dries, the media is pulled back into the device and the second side is printed. When printing is complete, the media is dropped onto the output tray. Do not grab it before printing is complete.

• You can print on both sides of supported custom-sized media by turning the media over and feeding it into the device again. For more information, see

specifications for supported media.

Perform duplexing

NOTE: You can perform manual duplexing by first printing only the odd pages,

flipping the pages over, and then printing only the even pages.

To print automatically on both sides of a page (Windows)

1. Load the appropriate media. For more information, see

both sides of a page and Load media.

2. Make sure the duplexer is properly installed. For more information, see

duplexer.

3. With a document open, click Print on the File menu, and then select a printing shortcut.

4. Change any other settings, and then click OK.

5. Print your document.

To print automatically on both sides of a page (Mac OS X)

1. Load the appropriate media. For more information, see

both sides of a page and Load media.

2. Make sure the duplexer is properly installed. For more information, see

duplexer.

3. Verify that you are using the correct printer and page size in the Page Setup.

4. On the File menu, click Print.

5. Select Copies and Pages from the drop-down list.

6. Select the option to print on both sides.

7. Select the binding orientation by clicking the appropriate icon.

8. Change any other settings, and then click Print.

Understand

Guidelines for printing on

Install the

Guidelines for printing on

Install the

Print a Web page

You can print a Web page from your Web browser on the HP all-in-one.

If you use Internet Explorer 6.0 or higher for Web browsing, you can use HP Smart Web Printing to ensure simple, predictable Web printing with control over what you want and how you want it printed. You can access HP Smart Web Printing from the toolbar in Internet Explorer. For more information about HP Smart Web Printing, see the help file provided with it.

Print a Web page

Chapter 4

To print a Web page

1. Make sure you have paper loaded in the main input tray.

2. On the File menu in your Web browser, click Print.

TIP: For best results select HP Smart Web Printing from the File menu. A

check mark appears when it is selected.

The Print dialog box appears.

3. Make sure the product is the selected printer.

4. If your Web browser supports it, select the items on the Web page that you want to

include in the printout. For example, in Internet Explorer, click the Options tab to select options such as

As laid out on screen, Only the selected frame, and Print all linked documents.

5. Click Print or OK to print the Web page.

TIP: To print Web pages correctly, you might need to set your print orientation to Landscape.

Cancel a print job

You can cancel a print job using one of the following methods.

Device control panel: Press currently processing. It does not affect jobs waiting to be processed.

Windows: Double-click the printer icon that appears in the lower-right corner of the computer screen. Select the print job, and then press the Delete key on the keyboard.

Mac OS X: Click the printer icon in the Dock, select the document, and then click Delete.

(Cancel button). This clears the job that the device is

50 Print

5 Scan

You can scan originals and send them to a variety of destinations, such as a folder on the network or a program on a computer. You can use the device control panel, the HP Solution Center software, and TWAIN-compliant or WIA-compliant programs on a computer.

If you do not install the software, the only scan function available is Webscan, which uses the embedded Web server.

This section contains the following topics:

Scan an original

• Use Webscan via embedded Web server

• Scan from a TWAIN-compliant or a WIA-compliant program

• Edit a scanned original

• Change scan settings

• Cancel a scan job

•

Scan an original

You can start a scan from a computer or from the device control panel. This section explains how to scan from the device control panel.

NOTE: You can also use the HP Photosmart Software to scan an image, including panorama images. Using this software, you can edit a scanned image and create special projects using a scanned image. For information about how to scan from the computer, and how to adjust, resize, rotate, crop, and sharpen your scans, see the onscreen HP Photosmart Software Help that came with your software.

To use the scan features, your device and computer must be connected and turned on. The printer software must also be installed and running on your computer prior to scanning. To verify that the printer software is running on a computer running Windows, look for the device icon in the system tray at the lower-right side of the screen, near the clock. To verify this on a computer using the Mac OS X, open the HP Device Manager, and click Scan Picture. If a scanner is available, it will launch the HP ScanPro application. If it is not available, a message appears to let you know that a scanner was not found.

NOTE: Closing the HP Digital Imaging Monitor icon in your Windows system tray can cause your device to lose some of its scan functionality and result in the No Connection error message. If this happens, you can restore full functionality by restarting your computer or by starting the HP Digital Imaging Monitor.

This section contains the following topics:

•

Scan an original to a computer (direct connection) Scan an original to a computer (network connection)

• Scan an original to a memory device

•

Scan 51

Chapter 5

Scan an original to a computer (direct connection)

Use the following steps if your device is directly connected to a computer via a USB cable.

When the scan is complete, the program that you have selected opens and displays the document that you have scanned.

To send a scan to a program on a computer from the HP Solution Center ▲ On the computer, open the HP Solution Center. Select Scan Document or Scan

Picture. For more information, see the onscreen help with the scan software.

To send a scan to a program on a computer from the device control panel (direct connect)

1. Load the original on the scanner glass. For more information, see

2. Select SCAN.

3. Press the arrow keys to select the program that you want to use (such as the HP Solution Center software), and then press OK.

4. Press START SCAN.

Scan an original to a computer (network connection)

Use the following steps if your device is connected to a computer by a wired or wireless network.

Load the originals.

To send a scan a computer from the device control panel (network connection)

1. Load the original on the scanner glass. For more information, see

2. Press the Scan button.

3. Press the arrow keys to select the destination computer, and then press OK.

4. Press the arrow keys to select the shortcut that you want to use, and then press OK.

5. Press START SCAN.

Scan an original to a memory device

You can send the scanned image as a JPEG image or a PDF file to the memory card that is currently inserted, or to a storage device that is currently attached to the front USB port. You also have other scanning options, including quality and paper size settings.

To scan to a memory device

1. Load the original on the scanner glass or in the automatic document feeder (ADF).

For more information, see

2. Insert the memory device. For more information, see

3. Press START SCAN.

• The SCAN appears, listing various options or destinations. The default

destination is whichever one you selected the last time you used this menu.

• If your device is directly connected to your computer, the SCAN menu appears.

Load the originals.

Insert a memory card.

52 Scan

4. Press the arrow keys to highlight Memory Device, and then press OK.

5. Make any scan option changes, then press START SCAN.

The device scans the image and saves the file to the memory card or storage device.

Use Webscan via embedded Web server

Webscan is a feature of the embedded Web server that lets you scan photos and documents from your device to your computer using a Web browser. This feature is available even if you did not install the device software on your computer.

▲ Click the Information tab, click Webscan in the left pane, make selections for

Image Type and Document Size, and then click Scan or Preview.

For more information on the embedded Web server, see

server.

Use the Embedded Web

Scan from a TWAIN-compliant or a WIA-compliant program

The device is TWAIN-complaint and WIA-compliant and works with programs that support TWAIN-compliant and WIA-compliant scanning devices. While you are in a TWAIN-compliant or WIA-compliant program, you can gain access to the scanning feature and scan an image directly into the program.

TWAIN is supported in all Windows and Mac OS X operating systems.

In Windows operating systems, WIA is supported only for Windows XP and Vista direct connections. WIA is not supported for the Mac OS X.

This section contains the following topics:

Scan from a TWAIN-compliant program

• Scan from a WIA-compliant program

•

Scan from a TWAIN-compliant program

Generally, a software program is TWAIN-compliant if it has a command such as Acquire, File Acquire, Scan, Import New Object, Insert from, or Scanner. If you are unsure whether the program is compliant or you do not know what the command is called, see the software program Help or documentation.

Start the scan from within the TWAIN-compliant program. See the software program Help or documentation for information about the commands and steps to use.

Scan from a WIA-compliant program

Generally, a software program is WIA-compliant if it has a command such as Picture/ From Scanner or Camera in the Insert or File menu. If you are unsure whether the

program is compliant or you do not know what the command is called, see the software program Help or documentation.

Start the scan from within the WIA-compliant program. See the software program Help or documentation for information about the commands and steps to use.

Scan from a TWAIN-compliant or a WIA-compliant program

Chapter 5

Edit a scanned original

Using the HP Solution Center, you can edit a scanned document, and you can scan text documents to text using optical character recognition (OCR) software. You can also use third-party editing applications that might be on your computer already.

This section contains the following topics:

Edit a scanned photo or graphic

• Edit a scanned document using optical character recognition (OCR) software

•

Edit a scanned photo or graphic

You can edit a scanned photo or graphic using the scanning software inside the Solution Center. Use this software to adjust the brightness, contrast, color saturation, and more. You can also rotate the image.

For more information, see the onscreen scanning software help.

Edit a scanned document using optical character recognition (OCR) software

You can use OCR software to import scanned text into your preferred word-processing program for editing. This allows you to edit letters, newspaper clippings, and many other documents. You can scan using OCR software from the HP Solution Center.

You can specify the word-processing program that you want to use for editing. If the word-processing icon is not present or active, either you do not have word-processing software installed on your computer, or the scanner software did not recognize the program during the installation. See the onscreen Help for the HP Solution Center for information about how to create a link to the word-processing program.

The OCR software does not support scanning colored text. Colored text is always converted to black-and-white text before being sent to OCR. Thus, all text in the final document is in black and white, regardless of the original color.

Because of the complexity of some word-processing programs and their interaction with the device, it is sometimes preferable to scan to a text editor, such as Wordpad (Windows) or TextEdit (Mac OS X), and then cut and paste the text into the preferred word-processing program.

▲ Scan your document, open the Solution Center, and then click the Convert to

Text button. Follow the on-screen instructions to convert the scanned document to

text.

Change scan settings

To change scan settings

• Windows: Open the HP Solution Center, select Settings, select Scan Settings and Preferences, then select from the available options and make your selections.

• HP Device Manager (Mac OS X): Launch HP Device Manager, click Information and Settings, and then select Scan Preferences from the drop-down list.

54 Scan

Cancel a scan job

To cancel a scan job, press Cancel on the device control panel.

Cancel a scan job

Chapter 5

56 Scan

6 HP Digital Solutions (some

models only)

Your HP Officejet Pro device includes a collection of digital solutions that can help you simplify and streamline your work. These digital solutions include the following:

• HP DIrect Digital Filing (including Scan to Network Folder and Scan to E-mail)

• HP Digital Fax (including Fax to Network Folder and Fax to E-mail)

This section contains the following topics:

•

What are HP Digital Solutions? Requirements

• Setting up the HP Digital Solutions

• HP Direct Digital Filing

•

Set Up HP Digital Fax Using HP Digital Fax

•

What are HP Digital Solutions?

HP Digital Solutions are a set of tools provided with this HP Officejet Pro device that can help improve your office productivity.

This section contains the following topics:

•

HP Direct Digital Filing HP Digital Fax

•

HP Direct Digital Filing

HP Direct Digital Filing provides robust, general-office scanning, as well as basic, versatile, document management capabilities, for multiple users over a network. With HP Direct Digital Filing, you can simply walk up to your HP Officejet Pro device, press a button on the device's control panel, and scan documents directly to computer folders on your network or quickly share them with business partners as e-mail attachments — and all without using additional scanning software.

These scanned documents can be sent to a shared network folder for personal or group access or to one or more e-mail addresses for quick sharing. In addition, you can configure specific scan settings for each scan destination, allowing you to make sure that the best settings are being used for each specific task.

HP Digital Fax

Never lose important faxes misplaced within a stack of paper pages again!

With HP Digital Fax, you can save incoming, black-and-white faxes to a computer folder on your network for easy sharing and storage, or you can forward faxes through e-mail — allowing you to receive important faxes from anywhere while working away from the office.

HP Digital Solutions (some models only) 57

Chapter 6

In addition, you can turn off fax printing altogether — saving money on paper and ink, as well as helping reduce paper consumption and waste.

Requirements

The HP Digital Solutions are available with HP Officejet Pro devices that are connected directly to the network either through a wireless connection or with an Ethernet cable.

Before you set up the digital solutions, make sure you have the following:

Scan to Network Folder, Fax to Network Folder

• Appropriate privileges on the network

You must have write access to the folder.

• The name of the computer where the folder is located

For information about finding the computer name, see the documentation for your operating system.

• The network address for the folder

On computer running Windows, network addresses are usually written in this format: \\mypc\sharedfolder\

• A Windows shared folder or an SMB Shared Folder (Mac OS X only)

For information about finding the computer name, see the documentation for your operating system.

• A username and password for the network (if necessary)

For example, the Windows or Mac OS X username and password used to log onto the network.

NOTE: HP Direct Digital Filing does not support Active Directory. Scan to Network Folder is supported only in Mac OS X (v10.5). Fax to Network Folder is supported in Mac OS X (v10.4) and Mac OS X (v10.5) or later.

Scan to E-mail, Fax to E-mail

• A valid e-mail address

• Outgoing SMTP server information

• An active Internet connection

NOTE: Scan to E-mail and Fax to E-mail are supported in Mac OS X (10.4) and Mac OS X (10.5) or later.

58 HP Digital Solutions (some models only)

Setting up the HP Digital Solutions

You can set up the HP Digital Solutions using the HP software provided with the HP Officejet Pro device.

• If you are using a computer running Windows, this software consists of software wizards that you can open from the HP Solution Center software. To use these wizards, you must be using a computer running Windows XP (32-bit version) or Windows Vista (32-bit or 64-bit version).

• If you are using a computer running Mac OS X, you can set up the digital solutions either while you are installing the HP software on your computer for the first time or after you've installed the software (using the HP Setup Assistant on your computer).

NOTE: If you are setting up Scan to E-mail or Fax to E-mail on a computer running Windows, the setup wizard can automatically detect the e-mail settings for the following e-mail applications:

• Microsoft Outlook 2000 (Windows XP)

• Microsoft Outlook 2003–2007 (WIndows XP and Windows Vista)

• Outlook Express (Windows XP)

• Windows Mail (Windows Vista)

• Mozilla Thunderbird (Windows XP and Windows Vista)

• Qualcomm Eudora (version 7.0 and above) (Windows XP and Windows Vista)

• Netscape (version 7.0) (Windows XP)

However, if your e-mail application is not listed above, you can still set up and use Scan to E-mail and Fax to E-mail if your e-mail application meets the requirements listed in this section.

TIP: In addition to the methods listed in this guide, you can also set up the HP Digital Solutions using the HP device's embedded Web server (EWS). For more information about using the EWS, see

NOTE: If you are using the HP device in an IPv6-only network environment, you must set up the digital solutions using the EWS.

HP Direct Digital Filing

With HP Direct Digital Filing, you can use your HP Officejet Pro device to scan documents — without using any scanning software. You can scan documents directly to any folders shared on computers on your network or you can send scanned documents as e-mail attachments.

This section contains the following topics:

•

Set Up Scan to Network Folder Use HP Scan to Network Folder

•

Set Up Scan to E-mail Use Scan to E-mail

•

Use the Embedded Web server.

HP Direct Digital Filing 59

Chapter 6

Set Up Scan to Network Folder

To use Scan to Network Folder, you must have created and configured the folder you are using on a computer connected to the network. You cannot create a folder from the HP device's control panel.

To set up a shared folder and enable Scan to Network Folder, complete the following steps for your operating system.

NOTE: You can also use these steps to change settings in the future or turn off the feature.

To set up Scan to Network Folder on a Windows computer

1. After you have installed the HP Officejet Pro device software, open the HP

Solution Center.

• Double-click the HP Solution Center icon on the desktop.

- Or -

• On the Windows taskbar, click Start, select Programs or All Programs, select

HP, select the folder for the HP device, and then click HP Solution Center.

2. Click Settings.

3. In the Scan Settings part of the windows, click Digital Filing Settings, and then click Scan to Network Folder Setup Wizard.

4. Follow the onscreen instructions in the wizard to create and share the network

folder. The wizard automatically saves the configurations to the HP device. Also, you can configure up to 10 destination folders for each HP device.

NOTE: At the end of the Scan to Network Folder Setup Wizard, the EWS for the HP device is opened automatically in your computer's default Web browser. You can use the EWS to customize the scan settings for each destination folder. For more information on the embedded Web server, see

To set up Scan to Network Folder on a Macintosh computer

NOTE: You can set up Scan to Network Folder either while you are installing the

HP software on your computer for the first time or after you've installed the software (using the HP Setup Assistant on your computer).

1. If you are installing the HP software for the first time, go to step 2.

- Or If you have already installed the HP software, open the HP Setup Assistant:

a. Click the HP Device Manager icon in the Dock. (If HP Device Manager is not

in the Dock, click the Spotlight icon on the right side of the menu bar, type HP

Device Manager in the box, and then click the HP Device Manager entry.)

b. Select Setup Assistant from the Information and Settings menu.

2. Follow the onscreen instructions in the HP Setup Assistant to create and share the

network folder.

60 HP Digital Solutions (some models only)

Use the Embedded Web server.

The HP Setup Assistant automatically saves the configurations to the HP device. Also, you can configure up to 10 destination folders for each HP device.

Set up Scan to Network Folder from the embedded Web server

1. Create a folder on a computer connected to the network.

2. Share the folder.

NOTE: Make sure the folder preferences provide read and write access. For

more information about creating folders on the network and setting folder preferences, see the documentation for your operating system.

3. Open a supported Web browser (such as Microsoft Internet Explorer, Opera,

Mozilla Firefox, or Safari) on your computer.

4. Type the IP address that has been assigned to HP Officejet Pro device.

For example, if you are using an IPv4 network environment and the IP address is

123.123.123.123, type the following address into the Web browser: http://123.123.123.123. If you are using an IPv6-only network environment and the IP address is FE80::BA:D0FF:FE39:73E7, type the following address into the Web

browser: http://[FE80::BA:D0FF:FE39:73E7]. The EWS page appears in the Web browser window.

NOTE: For more information about using the EWS, see Use the Embedded

Web server.

5. On the Home tab, click Scan to Network Folder Setup in the Setup box.

- Or Click the Settings tab, and then, under Scan - Digital Filing, click Network

Folder Setup.

6. Click Add Network Folder Entry, and then follow the onscreen instructions.

NOTE: You can customize the scan settings for each destination folder.

7. After you have entered the required information about the network folder, click Save and Test to make sure the link to the network folder is working properly. The entry is added to the Network Folder list.

Use HP Scan to Network Folder

1. Load the document on the HP Officejet Pro device's scanner glass or automatic

document feeder (ADF).

2. In the Scan area of the control panel, press the Network Folder button.

3. On the control panel display, select the name that corresponds to the folder you

awnt to use. If prompted, type the PIN.

4. Change any scan settings, and then touch Start Scan.

NOTE: The connection might take some time, depending on network traffic and

connection speed.

Set Up Scan to E-mail

Set up outgoing e-mail profile

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Chapter 6

To send e-mail messages, the HP Officjet Pro device must use a valid, existing e-mail address. This address, also known as an “outgoing e-mail profile,” appears in the FROM portion of the e-mail messages sent from the HP device.

To set up the outgoing e-mail profile used by the HP device, complete the following steps for your operating system.

NOTE: You can also use these steps to change settings in the future or turn off the feature.

Set up Scan to E-mail on a Windows computer

1. After you have installed the HP Officejet Pro device software, open the HP

Solution Center. a. Double-click the HP Solution Center icon on the desktop.

- Or -

b. On the Windows taskbar, click Start, select Programs or All Programs, select

HP, select the folder for the HP device, and then click HP Solution Center.

2. Click Settings.

3. In the Scan Settings part of the windows, click Digital Filing Settings, and then click Scan to E-mail Setup Wizard.

NOTE: At the end of the Scan to E-mail Setup Wizard, the EWS for the HP

Officejet Pro is opened automatically in your computer's default Web browser. You can add up to 15 contact e-mail addresses, as well as their corresponding contact names. These e-mail addresses are listed in the E-mail Address Book in the EWS. (Contact names appear on the HP device's control panel display and in your e-mail application.) For more information about the embedded Web server, see

Use the

Embedded Web server

Set up Scan to E-mail on a Macintosh computer

NOTE: You can set up Scan to E-mail either while you are installing the HP

software on your computer for the first time or after you've installed the software (using the HP Setup Assistant on your computer).

1. If you are installing the HP software for the first time, go to step 2.

- Or If you have already installed the HP software, open the HP Setup Assistant:

a. Click the HP Device Manager icon in the Dock. (If HP Device Manager is not

in the Dock, click the Spotlight icon on the right side of the menu bar, type HP

Device Manager in the box, and then click the HP Device Manager entry.)

b. Select Setup Assistant from the Information and Settings menu.

2. Follow the onscreen instrutions in the setup assistant.

62 HP Digital Solutions (some models only)

Set up Scan to E-mail using the embedded Web server

1. Open a supported Web browser (such as Microsoft Internet Explorer, Opera,

Mozilla Firefox, or Safari) on your computer.

2. Type the IP address that has been assigned to HP Officejet Pro device.

For example, if you are using an IPv4 network environment and the IP address is

browser: http://[FE80::BA:D0FF:FE39:73E7]. The EWS page appears in the Web browser window.

NOTE: For more information about using the EWS, see Use the Embedded

Web server.

3. On the Home tab, click Scan to E-mail Setup in the Setup box.

- Or Click the Settings tab, and then, under E-mail - Digital Filing, click Outgoing E-

mail Profile Setup.

4. Click Add Outgoing E-mail Profile, and then follow the onscreen instructions.

5. When you have finished entering the required information, click Save and Test to

make sure profile has been configured correctly. (The HP device sends an e-mail message to the address you have set as the outgoing e-mail profile if this profile has been set up successfully.)

The entry is added to the Outgoing E-mail Profile List.

6. If you like, add up to 15 contact e-mail addresses: a. On the Home tab, click E-mail Address Book in the Manage box.

- Or Click the Settings tab, and then, under E-mail - Digital Filing, click E-mail

Address Book.

b. Enter the required information for the entry, and then click Add.

The new e-mail address will be added in the E-mail Address Book.

NOTE: You can add up to 15 contact e-mail addresses, as well as their

corresponding, contact names. (Contact names appear on the HP device’s control panel display and in your e-mail application.)

Use Scan to E-mail

1. Load the document on the HP Officejet Pro device's scanner glass or automatic

document feeder (ADF).

2. In the Scan area of the control panel, press the E-mail button.

3. On the control panel display, select the name that corresponds to the outgoing e-

mail profile you want to use.

4. If prompted, enter the PIN.

5. Select the TO e-mail address (the e-mail recipient) or enter an e-mail address.

NOTE: The address book list below reflects any changes made to the

address book from the device control panel.

HP Direct Digital Filing 63

Chapter 6

6. Enter or change the SUBJECT for the e-mail message.

7. Change any scan settings, and then touch Start Scan.

NOTE: The connection might take some time, depending on network traffic and

connection speed.

Set Up HP Digital Fax

With HP Digital Fax, the HP Officejet Pro device automatically receives faxes and saves the faxes directly to a network folder (Fax to Network Folder) or forwards these faxes as e-mail attachments (Fax to E-mail).

Received faxes are saves as TIFF (Tagged Image File Format) files.

CAUTION: HP Digital Fax is available for receiving black-and-white faxes only. Color faxes are printed instead of being saved to the computer.

Set up HP Digital Fax on a Windows computer

1. After you have installed the HP Officejet Pro device software, open the HP

Solution Center.

• Double-click the HP Solution Center icon on the desktop.

- Or -

• On the Windows taskbar, click Start, select Programs or All Programs, select

HP, select the folder for the HP device, and then click HP Solution Center.

2. Click Settings.

3. In the Fax Settings part of the windows, click Fax Settings, click More Fax Settings, and then click Digital Fax Setup Wizard.

4. Follow the onscreen instructions in the wizard.

Set up HP Digital Fax on a Macintosh computer

NOTE: You can set up HP Digital Fax either while you are installing the HP

software on your computer for the first time or after you've installed the software (using the HP Setup Assistant on your computer).

1. If you are installing the HP software for the first time, go to step 2.

- Or If you have already installed the HP software, open the HP Fax Setup Utility: a. Click the HP Device Manager icon in the Dock. (If HP Device Manager is not

in the Dock, click the Spotlight icon on the right side of the menu bar, type HP

Device Manager in the box, and then click the HP Device Manager entry.)

b. Select Fax Setup Utility from the Information and Settings menu.

2. Follow the onscreen instrutions in the Fax Setup Utility.

64 HP Digital Solutions (some models only)

Set up HP Digital Fax from the embedded Web server

1. Open a supported Web browser (such as Microsoft Internet Explorer, Opera,

Mozilla Firefox, or Safari) on your computer.

2. Type the IP address that has been assigned to HP Officejet Pro device.

For example, if you are using an IPv4 network environment and the IP address is

browser: http://[FE80::BA:D0FF:FE39:73E7]. The EWS page appears in the Web browser window.

NOTE: For more information about using the EWS, see Use the Embedded

Web server.

3. On the Home tab, click Digital Fax Setup in the Setup box.

- Or Click the Settings tab, and then, under Fax, click HP Digital Fax.

4. Click Start Wizard, and then follow the onscreen instructions.

Using HP Digital Fax

After you set up HP Digital Fax, any black-and-white faxes that you receive will be printed, by default, and then saved to the designated destination—either the network folder or e-mail address that you have specified:

• If you are using Fax to Network Folder, this process happens in the background. HP Digital Fax does not notify you when faxes are saved to the network folder.

• If you are using Fax to E-mail and if your e-mail application is set to notify you when new e-mail messages arrive in your inbox, you can see when new faxes arrive.

Using HP Digital Fax 65

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66 HP Digital Solutions (some models only)

7 Work with memory devices

The device comes with a memory card reader that can read several types of digital camera memory cards. You can print an index sheet, which shows thumbnail views of photos that are stored on a memory card.

This section contains the following topics:

•

Insert a memory card Connect a digital camera

• Connect a storage device

•

Print DPOF photos View photos

• Print photos from the control panel

• Save photos to your computer

•

Insert a memory card

If your digital camera uses a memory card to store photos, you can insert the memory card into the device to print or save your photos.

CAUTION: Attempting to remove a memory card while it is being accessed can damage files on the card. You can safely remove a card only when the photo light is not blinking. Never insert more than one memory card at a time, as this can also damage files on the memory cards.

The device supports the memory cards described below. Each type of memory card can be inserted only in the appropriate slot for that card.

1 CompactFlash (Type I and II)

2 Secure Digital, High Capacity Secure Digital (HCSD), MultimediaCard (MMC), Secure

MMC.

NOTE: This HP device does not support the security function of the Secure MCC card.

Reduced-Size MultiMediaCard RS - MMC/MMCmobile, MMCmicro, miniSD, microSD (all require adapters that must be purchased separately)

Work with memory devices 67

Chapter 7

(continued)

4 Memory Stick, MagicGate Memory Stick, Memory Stick Duo, and Memory Stick Pro,

Memory Stick Micro (requires adapter that must be purchased separately)

NOTE: Memory Stick Duo requires an adapater, which must be purchased separately. Failure to use an adapter may damage the device.

Front universal serial bus (USB) port (PictBridge-enabled)

NOTE: The device does not support encrypted memory cards.

To insert a memory card

1. Turn the memory card so that the label faces left, and the contacts are facing the

device.

2. Insert the memory card into the corresponding memory card slot.

Connect a digital camera

The PictBridge-enabled front USB port is located beneath the memory card slots.

68 Work with memory devices

NOTE: If your USB device does not fit into this port due to size limitations, or if the connector on the device is shorter than 11 millimeters, you will need to purchase a USB extension cable in order to use your device with this port.

Camera-selected photos are photos you marked for printing with your digital camera. Depending on your camera, the camera might identify page layout, number of copies, rotation, and other print settings.

The device supports two industry-standard formats, PictBridge and Digital Print Order Format (DPOF) file format 1.1. You do not have to reselect the photos to print.

• The PictBridge standard saves the print instructions on the camera itself. In order to print photos using PictBridge, you need to put the camera into PictBridge mode, and then plug the camera into the front USB port of the device with a USB cable.

• The DPOF standard saves the print instructions as a file on your memory card. In order to print photos from a DPOF file, you need to remove the memory card from your camera and then insert the memory card into the appropriate slot on the device. For more information, see

Print DPOF photos.

When you print camera-selected photos, the device print settings do not apply; the PictBridge or DPOF settings for page layout and number of copies override those of the device.

NOTE: Not all digital cameras enable you to tag your photos for printing. See the documentation that came with your digital camera to determine if your camera supports the PictBridge standard or DPOF file format 1.1.

To print camera-selected photos using the PictBridge standard

1. Connect your digital camera to the front USB port on the device, using the USB

cable supplied with your camera.

2. Turn on your camera and make sure it is in PictBridge mode.

NOTE: Check your camera documentation to verify how to change the USB

mode to PictBridge. Different cameras use different terms to describe PictBridge mode. For instance, some cameras have a digital camera setting and a disk drive setting. In this instance, the digital camera setting is the PictBridge mode setting.

Connect a digital camera

Chapter 7

Connect a storage device

You can connect a storage device such as a keychain drive, portable hard drive, or a digital camera in storage mode to the front USB port. The front USB port is located beneath the memory card slots.

NOTE: Digital cameras that are in storage mode can be attached to the front USB port. The device treats cameras that are in this mode as a normal storage device. Digital cameras in storage mode are referred to as storage devices throughout this section.

If your USB device does not fit into this port due to size limitations, or if the connector on the device is shorter than 11 millimeters, you will need to purchase a USB extension cable in order to use your device with this port. For more information on supported USB devices, see

Check your camera documentation to verify how to change the USB mode to storage mode. Different cameras use different terms to describe the storage mode. For instance, some cameras have a digital camera setting and a disk drive setting. In this instance, the disk drive setting is the storage mode setting. If storage mode does not work on your camera, you might need to upgrade the camera firmware. For more information, see the documentation that came with the camera.

Supported devices.

Once you have connected the storage device, you can do the following with the files that are stored on your storage device:

• Transfer the files to your computer

• View photos (color display only)

70 Work with memory devices

• Edit photos using the control panel (color display only)

NOTE: Edits are for printing only. They will not be saved to the memory card or storage device.

• Print photos

CAUTION: Never attempt to disconnect a storage device while it is being accessed. Doing so can damage files on the storage device. You can safely remove a storage device only when the status light next to the memory card slots is not blinking.

Print DPOF photos

The device supports the Digital Print Order Format (DPOF) file format 1.1, so you do not have to reselect the photos to print.

When you print camera-selected photos, the device print settings do not apply; the DPOF settings for page layout and number of copies override those of the device.

NOTE: Not all digital cameras enable you to tag your photos for printing. See the documentation that came with your digital camera to see if your camera supports DPOF file format 1.1.

To print camera-selected photos using the DPOF standard

1. Insert your memory card into the appropriate slot on the device.

2. When prompted, do one of the following:

• Press OK to print all DPOF-tagged photos.

The device prints all DPOF-tagged photos.

• Press the arrow keys to highlight No, and then press OK.

This bypasses DPOF printing.

View photos

You can view photos by using your computer, or by using the color display (some models only).

This section contains the following topics:

•

View photos (color display models only) View photos using your computer

•

View photos

Chapter 7

View photos (color display models only)

You can view and select photos on the color display of your device.

To view a photo

1. Insert the memory card into the appropriate slot on your device, or connect a

storage device to the front USB port.

2. Press PHOTO.

The Photo menu appears.

3. Press View & Print.

4. Press the arrow keys until the photo you want to view appears on the color display.

TIP: You can press and hold down the arrow keys to quickly navigate through

all photos.

View photos using your computer

You can view and edit photos using the HP software that came with your device.

For more information, see the onscreen HP software help.

Print photos from the control panel

The device enables you to print photos directly from your memory card or storage device without first transferring the files to a computer. You can print borderless photos (one per sheet of paper) or you can print multiple photos on a single sheet of paper.

This section contains the following topics:

•

Print selected photos

•

Print an index sheet from the device control panel Print passport photos (color display models only)

•

Print selected photos

If you insert a memory card with DPOF files, you will be prompted whether you want to use these settings. If you select No you will be taken to the Photo menu.

To print selected photos (color display)

1. Insert your memory card into the appropriate slot on the device.

2. Press View and Print.

3. Press each photo that you want to print to highlight it. Scroll through the photos,

using the right and left arrows.

NOTE: If you want to print all the photos, select Print all.

4. Press Print to print the photos you have selected.

72 Work with memory devices

To print selected photos (two-line display)

1. Insert your memory card into the appropriate slot on the device.

2. When prompted, press the PHOTO button repeatedly until Selected Photos is

displayed.

3. Do one of the following: ▲ Press the right arrow,

on the memory card.

a. Press the right arrow,

print selected photos on the memory card.

b. Press the arrow keys to scroll through the photos, and press OK to select

photos.

c. Press START PHOTO to begin printing.

, to select All, and then press OK to print all the photos

, to select Custom, and then press OK to select and

Print an index sheet from the device control panel

NOTE: From the device, you can access only JPEG and TIFF image files. To

print other types of files, transfer the files from your memory card or storage device to your computer and use the HP Photosmart Software.

To print an index sheet

1. Insert a memory card into the appropriate slot on the device.

2. Press the PHOTO button.

3. Press the right arrow key repeatedly to select Index Sheet.

4. Press OK.

Print passport photos (color display models only)

You can print your own passport-size photos from your memory card or storage device. If you have questions on guidelines or restrictions for passport photos, contact a local passport service agency.

To print passport photos

1. Insert a memory card into the appropriate slot on the device, or connect a storage

device to the front USB port. The Photosmart Express menu appears.

2. Select Passport Photos.

3. Select the paper size. Press the arrow keys to scroll through the paper sizes.

4. Select the size of the passport photo. Press the arrow keys to scroll through the

passport photos sizes.

5. Use the arrows to scroll through the photos. Select the photos you want to print, and do one of the following:

• Press Select to select the photo and select other photos to print.

• Press Done to select the photo and continue printing.

6. Do one of the following:

• Press Edit to edit the photo.

• Press Done to continue printing.

Print photos from the control panel

Chapter 7

7. Select the number of prints to make, and then press Done.

8. Press Print to print the photos.

Save photos to your computer

After you take photos with your digital camera, you can print them immediately or save them to your computer. To save the photos to your computer, remove the memory card from your digital camera and insert it in the appropriate memory card slot on the device.

You can also save photos from a storage device (such as a digital camera or keychain drive) by plugging the device into the front USB port on the device.

To save photos

1. Insert a memory card into the appropriate slot on the device, or connect a storage

device to the front USB port.

2. Choose the appropriate display:

For color display models a. Press Save. b. Follow the onscreen prompts on your computer to save the photos to your

computer.

For two-line display models a. Press the arrow keys and press Photo Transfer, and then press OK.

NOTE: The Photo Transfer option displays only when the device is

connected to a network. If the device is directly connected to a computer by a USB cord, then the prompt for saving photos will appear on the computer when you insert the memory card.

b. Press the arrow keys and select Yes. c. Press the arrow keys and select Transfer to computer, and then select the

name of your computer.

d. Follow the onscreen prompts on your computer to save the photos to your

computer.

74 Work with memory devices

Fax

You can use the device to send and receive faxes, including color faxes. You can schedule faxes to be sent at a later time and set up speed-dials to send faxes quickly and easily to frequently used numbers. From the device control panel, you can also set a number of fax options, such as resolution and the contrast between lightness and darkness on the faxes you send.

If the device is directly connected to a computer, you can use the HP Solution Center to perform fax procedures that are not available from the device control panel. For more information, see

NOTE: Before you begin faxing, make sure you have set up the device properly for faxing. You might have already done this as part of the initial setup, by using either the device control panel or the software that came with the device. You can verify the fax is set up correctly by running the fax setup test from the device

control panel. To run the fax test, press test, and then press OK.

Many fax setups can be managed through the embedded Web server. For more information, see

This section contains the following topics:

•

Send a fax

•

Receive a fax Change fax settings

• Set up speed-dial entries

• Fax over Internet Protocol (FoIP)

• Test fax setup

• Use reports

• Cancel a fax

•

Use the HP photo and imaging software.

(Setup), select Tools, select Run fax

Use the Embedded Web server.

Send a fax

You can send a fax in a variety of ways. Using the device control panel, you can send a black-and-white or color fax. You can also send a fax manually from an attached phone. This allows you to speak with the recipient before sending the fax.

This section contains the following topics:

•

Send a basic fax Send a fax manually from a phone

•

Send a fax using monitor dialing Send a fax using the broadcast fax option (color display models only)

• Send a fax from memory

• Schedule a fax to send later

• Send a fax to multiple recipients

• Send a color original fax

•

Fax

Chapter 8

• Change the fax resolution and Lighter / Darker settings Send a fax in Error Correction Mode

•

Send a basic fax

You can easily send a single- or multiple-page black-and-white fax by using the device control panel.

NOTE: If you need printed confirmation that your faxes were successfully sent, enable fax confirmation before sending any faxes. For more information, see

fax confirmation reports.

TIP: You can also send a fax manually from a phone or by using monitor dialing. These features allow you to control the pace of your dialing. They are also useful when you want to use a calling card to charge the call and you have to respond to tone prompts while dialing.

To send a basic fax from the device control panel

1. Load your originals. For additional information, see

2. Enter the fax number using the keypad. Press Speed Dial to select a speed-dial

entry, or press Redial/Pause to redial the last number entered.

Load the originals.

TIP: To add a pause in the fax number you are entering, press Redial/Pause, or press the Symbols (*) button repeatedly, until a dash (-) appears on the display.

3. Press START FAX Black. If the device detects an original loaded in the automatic document feeder, it

sends the document to the number you entered.

TIP: If the recipient reports that the fax has poor quality, you can try changing the resolution or contrast of your fax.

Send a fax manually from a phone

Sending a fax manually allows you to make a phone call and talk with the recipient before you send the fax. This is useful if you want to inform the recipient that you are going to send them a fax before sending it. When you send a fax manually, you can hear the dial tones, telephone prompts, or other sounds through the handset on your telephone. This makes it easy for you to use a calling card to send your fax.

Depending on how the recipient has their fax machine set up, the recipient might answer the phone, or the fax machine might take the call. If a person answers the phone, you can speak with the recipient before sending the fax. If a fax machine

Fax

answers the call, you can send the fax directly to the fax machine when you hear the fax tones from the receiving fax machine.

To send a fax manually from a phone

1. Load your originals. For additional information, see

Load the originals.

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

NOTE: Do not use the keypad on the device control panel when manually

sending a fax. You must use the keypad on your phone to dial the recipient's number.

3. If the recipient answers the telephone, you can engage in a conversation before

sending your fax.

NOTE: If a fax machine answers the call, you will hear fax tones from the receiving fax machine. Proceed to the next step to transmit the fax.

4. When you are ready to send the fax, press START FAX Black or START FAX Color.

NOTE: If prompted, select Send Fax, and then press START FAX Black or START FAX Color again.

If you were speaking with the recipient before sending the fax, inform the recipient that they should press Start on their fax machine after they hear fax tones.

The telephone line is silent while the fax is transmitting. At this point, you can hang up the telephone. If you want to continue speaking with the recipient, remain on the line until the fax transmission is complete.

Send a fax using monitor dialing

Monitor dialing allows you to dial a number from the device control panel as you would dial a regular telephone. When you send a fax using monitor dialing, you can hear the dial tones, telephone prompts, or other sounds through the speakers on the device. This enables you to respond to prompts while dialing, as well as control the pace of your dialing.

TIP: If you do not enter your calling card PIN fast enough, the device might start sending fax tones too soon and cause your PIN not to be recognized by the calling card service. If this is the case, you can create a speed dial entry to store the PIN for your calling card.

NOTE: Make sure the volume is turned on, or you will not hear a dial tone.

To send a fax using monitor dialing from the device control panel

1. Load your originals. For additional information, see

2. Press START FAX Black or START FAX Color.

If the device detects an original loaded in the automatic document feeder, you will hear a dial tone.

Load the originals.

Send a fax

Chapter 8

3. When you hear the dial tone, enter the number by using the keypad on the device

control panel.

4. Follow any prompts that might occur.

TIP: If you are using a calling card to send a fax and you have your calling

card PIN stored as a speed dial, when prompted to enter your PIN, press Speed Dial to select the speed dial entry where you have your PIN stored.

Your fax is sent when the receiving fax machine answers.

Send a fax using the broadcast fax option (color display models only)

You can send a fax to multiple recipients without first setting up a group speed dial.

NOTE: The list of recipients you specify for this fax is not saved and only works for sending faxes in black. If you intend to send other faxes to the same recipient list, you should create a group speed dial list.

To broadcast a fax to multiple recipients from the control panel

1. Press FAX and select Broadcast Fax.

2. Enter a fax number by using the keypad, or use the arrow keys to access speed

dials.

NOTE: You can add up to 20 individual fax numbers.

3. Press START FAX Black.

4. When prompted, load your originals print side up and top first in the center of the

document feeder tray. For additional information, see

5. Press START FAX Black again.

Send a fax from memory

You can scan a black-and-white fax into memory and then send the fax from memory. This feature is useful if the fax number you are trying to reach is busy or temporarily unavailable. The device scans the originals into memory and sends them once it is able to connect to the receiving fax machine. After the device scans the pages into memory, you can immediately remove the originals from the document feeder tray.

NOTE: You can only send a black-and-white fax from memory.

To send a fax from memory

1. Load your originals. For additional information, see

2. Press FAX and then select Scan and Fax. The Enter Number prompt appears.

3. Enter the fax number by using the keypad, press Speed Dial to select a speed dial, or press Redial/Pause to redial the last number dialed.

4. Press START FAX Black.

The device scans the originals into memory and sends the fax when the receiving fax machine is available.

Load media.

Load the originals.

Fax

Schedule a fax to send later

You can schedule a black-and-white fax to be sent within the next 24 hours. This enables you to send a black-and-white fax late in the evening, when phone lines are not as busy or phone rates are lower, for example. The device automatically sends your fax at the specified time.

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

NOTE: You can send only black and white faxes because of memory limitations.

To schedule a fax from the device control panel

1. Load your originals. For additional information, see

2. Press FAX, and then select Options.

3. Select Send Fax Later.

4. Enter the send time by using the numeric keypad, and then press OK. If prompted, press 1 for AM, or 2 for PM.

5. Enter the fax number by using the keypad, press Speed Dial to select a speed dial, or press Redial/Pause to redial the last number dialed.

6. Press START FAX Black.

The device scans all pages and the scheduled time appears on the display. The fax is sent at the scheduled time.

To cancel a scheduled fax

1. Press FAX and then select Options.

2. Select Send Fax Later. If a fax already scheduled, the Cancel prompt appears on the display.

3. Press 1 to select Yes.

Load the originals.

NOTE: You can also cancel the scheduled fax by pressing Cancel on the device control panel when the scheduled time is visible on the display.

Send a fax to multiple recipients

This section contains the following topics:

•

Send a fax to multiple recipients from the device control panel

Send a fax

Chapter 8

Send a fax to multiple recipients from the device control panel

You can send a fax to multiple recipients at once by grouping individual speed dial entries into group speed dial entries.

Send a fax to multiple recipients using group speed dial

1. Load your originals. For additional information, see

2. Press Speed Dial repeatedly, until the appropriate group speed dial entry appears.

TIP: You can also scroll through the speed dial entries by touching the

arrows, or you can select a speed dial entry by entering its speed dial code, using the keypad on the device control panel.

3. Press START FAX Black.

If the device detects an original loaded in the automatic document feeder, it sends the document to each number in the group speed dial entry.

NOTE: You can use group speed dial entries to send faxes only in black and white, because of memory limitations. The device scans the fax into memory, and then dials the first number. When a connection is made, it sends the fax and dials the next number. If a number is busy or not answering, the device follows the settings for Busy Redial and No Answer Redial. If a connection cannot be made, the next number is dialed and an error report is generated.

Send a color original fax

You can fax a color original or photo from the device. If it determines that the recipient's fax machine supports only black-and-white faxes, the fax is sent in black and white.

HP recommends that you use only color originals for color faxing.

Load the originals.

To send a color original fax from the device control panel

1. Load your originals. For additional information, see

2. Press FAX. The Enter Number prompt appears.

3. Enter the fax number by using the keypad, press Speed Dial to select a speed dial, or press Redial/Pause to redial the last number dialed.

4. Press START FAX Color.

If the device detects an original loaded in the automatic document feeder, it sends the document to the number you entered.

NOTE: If the recipient's fax machine supports only black-and-white faxes, the HP all-in-one automatically sends the fax in black and white. A message appears after the fax has been sent indicating that the fax was sent in black and white. Press OK to clear the message.

Change the fax resolution and Lighter / Darker settings

You can change the Resolution and Lighter / Darker settings for documents that you are faxing.

Fax

Load the originals.

NOTE: These settings do not affect copy settings. Copy resolution and lightness/ darkness are set independently from fax resolution and lightness/darkness. Also, the settings that you change from the device control panel do not affect faxes you send from your computer.

This section contains the following topics:

•

Change the fax resolution Change the Lighter / Darker setting

•

Set new default settings

Change the fax resolution

The Resolution setting affects the transmission speed and quality of faxed black-andwhite documents. If the receiving fax machine does not support the resolution you have chosen, the HP all-in-one sends faxes at the highest resolution supported by the receiving fax machine.

NOTE: You can change the resolution only for faxes that you are sending in black and white. The device sends all color faxes using Fine resolution.

The following resolution settings are available for sending faxes: Fine, Very Fine, Photo, and Standard.

• Fine: provides high-quality text suitable for faxing most documents. This is the default setting. When sending faxes in color, the device always uses the Fine setting.

• Very Fine: provides the best quality fax when you are faxing documents with very fine detail. If you choose Very Fine, be aware that the faxing process takes longer to complete. You can send only black-and-white faxes using this resolution. If you send a color fax, it will be sent using Fine resolution instead.

• Photo: provides the best quality fax when sending photographs in black and white. If you choose Photo, be aware that the faxing process takes longer to complete. When faxing photographs in black and white, HP recommends that you choose Photo.

• Standard: provides the fastest possible fax transmission with the lowest quality.

When you exit the Fax menu, this option returns to the default setting unless you set your changes as the default.

To change the resolution from the device control panel

1. Load your originals. For additional information, see

Load the originals.

2. Press FAX. The Enter Number prompt appears.

3. Enter the fax number by using the keypad, press Speed Dial to select a speed dial, or press Redial/Pause to redial the last number dialed.

4. Press Options, select Resolution, and then select a resolution setting.

5. Press START FAX Black.

If the device detects an original loaded in the automatic document feeder, it sends the document to the number you entered.

Send a fax

Chapter 8

Change the Lighter / Darker setting

You can change the contrast of a fax to be darker or lighter than the original. This feature is useful if you are faxing a document that is faded, washed out, or handwritten. You can darken the original by adjusting the contrast.

NOTE: The Lighter / Darker setting applies to black-and-white faxes only.

When you exit the Fax menu, this option returns to the default setting unless you set your changes as the default.

To change the Lighter / Darker setting from the device control panel

1. Load your originals. For additional information, see

Load the originals.

2. Press FAX. The Enter Number prompt appears.

3. Enter the fax number by using the keypad, press Speed Dial to select a speed dial, or press Redial/Pause to redial the last number dialed.

4. Press Options and then select Lighter / Darker.

5. Press the right arrow,

, to lighten the fax or press the left arrow, , to darken it.

The indicator moves to the left or right as you touch an arrow button.

6. Press START FAX Black. If the device detects an original loaded in the automatic document feeder, it sends

the document to the number you entered.

Set new default settings

You can change the default value for the Resolution and Lighter / Darker settings through the device control panel.

To set new default settings from the device control panel

1. Make changes to the Resolution and Lighter / Darker settings.

2. Press Options and then select Set New Defaults.

3. Press the right arrow,

, until Yes appears, and then press OK.

Send a fax in Error Correction Mode

Error Correction Mode (ECM) prevents loss of data caused by poor phone lines by

detecting errors that occur during transmission and automatically requesting retransmission of the erroneous portion. Phone charges are unaffected, or might even be reduced, on good phone lines. On poor phone lines, ECM increases sending time and phone charges, but sends the data much more reliably. The default setting is On. Turn ECM off only if it increases phone charges substantially, and you can accept poorer quality in exchange for reduced charges.

Note If the ECM Setting is OFF,

• The quality and transmission speed of faxes you send and receive are affected.

• The Fax Speed is automatically set to Medium.

• You will no longer be able to send or receive faxes in color.

Fax

To change the ECM setting from the device control panel

1. Press Setup.

2. Select Advanced Fax Setup and then select Error Correction Mode.

3. Press the right arrow,

4. Press OK.

Receive a fax

You can receive faxes automatically or manually. If you turn off the Auto Answer option, you must receive faxes manually. If you turn on the Auto Answer option (the default setting), the device automatically answers incoming calls and receives faxes after the number of rings that are specified by the Rings to Answer setting. (The default Rings to Answer setting is five rings.)

If you receive a legal-size fax and the device is not currently set to use legal-size paper, the device reduces the fax so that it fits on the paper that is loaded. If you have disabled the Automatic Reduction feature, the device prints the fax on two pages.

NOTE: If you are copying a document when a fax arrives, the fax is stored in the device memory until the copying finishes. This can reduce the number of fax pages stored in memory.

This section contains the following topics:

•

Receive a fax manually Set up backup fax reception

•

Reprint received faxes from memory Poll to receive a fax

• Forward faxes to another number

• Set the paper size for received faxes

• Set automatic reduction for incoming faxes

• Block junk fax numbers

•

Receive faxes to your computer (Fax to PC and Fax to Mac)

, to select On or Off.

Receive a fax manually

When you are on the phone, the person you are speaking with can send you a fax while you are still connected. This is referred to as manual faxing. Use the instructions in this section to receive a manual fax.

NOTE: You can pick up the handset to talk or listen for fax tones.

Receive a fax

Chapter 8

You can receive faxes manually from a phone that is directly connected to the device (on the 2-EXT port) or that is on the same phone line, but not directly connected to the device.

To receive a fax manually

1. Make sure the device is turned on and you have paper loaded in the input tray.

2. Remove any originals from the document feeder tray.

NOTE: The automatic document feeder must be empty to receive a fax. If

there are documents in the document feeder, then receiving the fax will be unsuccessful.

3. Do one of the following:

• Turn off Auto Answer.

• Set Rings to Answer to a high number.

4. If you are currently on the phone with the sender, instruct the sender to press Start

on their fax machine.

5. When you hear fax tones from a sending fax machine, do the following: a. Press START FAX Black or START FAX Color on the device control panel. b. When prompted, select Fax Receive.

NOTE: Depending on your country/region, the device might receive the fax

automatically when you hear fax tones from the sending fax machine.

6. After the device begins to receive the fax, you can hang up the phone or remain on the line. The phone line is silent during fax transmission.

Set up backup fax reception

Depending on your preference and security requirements, you can set up the device to store all the faxes it receives, only the faxes it receives while the device is in an error condition, or none of the faxes it receives.

The following Backup Fax Reception modes are available:

On The default setting. When Backup Fax Reception is On, the device

On Error Only Causes the device to store faxes in memory only if an error condition

stores all received faxes in memory. This enables you to reprint up to eight of the most recently printed faxes if they are still saved in memory.

NOTE: When device memory is low, it overwrites the oldest, printed faxes as it receives new faxes. If the memory becomes full of unprinted faxes, the device stops answering incoming fax calls.

NOTE: If you receive a fax that is too large, such as a very detailed color photo, it might not be stored in memory due to memory limitations.

exists that prevents the device from printing the faxes (for example, if the device runs out of paper). The device continues to store incoming faxes as long as there is memory available. (If the memory becomes full, the device stops answering incoming fax calls.) When the error condition is resolved, the faxes stored in memory print automatically, and then they are deleted from memory.

Fax

(continued)

Off Faxes are never stored in memory. For example, you might want to turn

off Backup Fax Reception for security purposes. If an error condition occurs that prevents the device from printing (for example, the device runs out of paper), the device stops answering incoming fax calls.

NOTE: If Backup Fax Reception is enabled and you turn off the device, all faxes stored in memory are saved. For a list of the faxes you have received, print the

Fax Log.

To set backup fax reception from the device control panel

1. Press Setup.

2. Select Advance Fax Setup, and then select Backup Fax Reception.

3. Press the right arrow button to select On, On Error Only, or Off.

4. Press OK.

Reprint received faxes from memory

If you set the Backup Fax Reception mode to On, the received faxes are stored in memory, whether the device has an error condition or not.

NOTE: After the memory becomes full, the oldest, printed faxes are overwritten as new faxes are received. If all the stored faxes are unprinted, the device does not receive any fax calls until you print or delete the faxes from memory. You might also want to delete the faxes in memory for security or privacy purposes.

Depending on the sizes of the faxes in memory, you can reprint up to eight of the most recently printed faxes, if they are still in memory. For example, you might need to reprint your faxes if you lost the copy of your last printout.

To reprint faxes in memory from the control panel

1. Make sure you have paper loaded in the input tray.

2. Press Setup.

3. Select Tools, and then select Reprint Faxes in Memory.

The faxes are printed in the reverse order from which they were received, with the most recently received fax printed first, and so on.

4. If you want to stop reprinting the faxes in memory, press Cancel.

To delete all the faxes in memory from the control panel

▲ Depending on the model you have, do one of the following:

•

Two–line display: Press

(Setup), select Clear Fax Log.

All faxes stored in memory are deleted from memory.

• Color display: Touch Setup, select Tools, and then select Clear Fax Log.

To clear fax logs via the embedded Web server ▲ Select the Settings tab, select Fax Options from the left pane, and then click the

Clear button under the Clear Fax Logs heading.

Receive a fax

Chapter 8

Poll to receive a fax

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

NOTE: The HP all-in-one does not support polling pass codes. Polling pass codes are a security feature that require the receiving fax machine to provide a pass code to the device it is polling in order to receive the fax. Make sure the device you are polling does not have a pass code set up (or has not changed the default pass code) or the HP all-in-one will not be able to receive the fax.

To set up poll to receive a fax from the device control panel

1. Press FAX and then select Poll to Receive.

2. Enter the fax number of the other fax machine.

3. Press START FAX Black or START FAX Color.

NOTE: If you press START FAX Color but the sender sent the fax in black

and white, the device prints the fax in black and white.

Forward faxes to another number

You can set up the device to forward your faxes to another fax number. A received color fax is forwarded in black and white.

HP recommends that you verify the number you are forwarding to is a working fax line. Send a test fax to make sure the fax machine is able to receive your forwarded faxes.

To forward faxes from the device control panel

1. Press Setup.

2. Select Advance Fax Setup, and then select Fax Forwarding Black Only.

3. Press the right arrow button until On-Forward or On-Print & Forward appears,

and then press OK.

• Choose On-Forward if you want to forward the fax to another number without

printing a backup copy on the device.

NOTE: If the device is not able to forward the fax to the designated fax machine (for example, if it is not turned on), the device prints the fax. If you set up the device to print error reports for received faxes, it will also print an error report.

• Choose On-Print & Forward to print a backup copy of your received fax while

forwarding the fax to another number.

4. At the prompt, enter the number of the fax machine that will receive the forwarded faxes.

Fax

5. At the prompt, enter a start time and date and a stop time and date.

6. Press OK. Fax Forwarding appears on the control-panel display. If the device loses power when Fax Forwarding is set up, it saves the Fax

Forwarding setting and phone number. When power is restored to the device, the Fax Forwarding setting is still On.

NOTE: You can cancel fax forwarding by pressing Cancel on the device

control panel when the Fax Forwarding message is visible on the display, or you can select Off from the Fax Forwarding Black Only menu.

Set the paper size for received faxes

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

NOTE: If an incorrect paper size is loaded in the input tray when you receive a fax, the fax does not print and an error message appears on the display. Load letter, A4, or legal paper, and then press OK to print the fax.

To set the paper size for received faxes from the device control panel

1. Press Setup.

2. Select Basic Fax Setup and then select Fax Paper Size.

3. Select an option, and then press OK.

Set automatic reduction for incoming faxes

The Automatic Reduction setting determines what the HP all-in-one does if it receives a fax that is too large for the default paper size. This setting is turned on by default, so the image of the incoming fax is reduced to fit on one page, if possible. If this feature is turned off, information that does not fit on the first page is printed on a second page. Automatic Reduction is useful when you receive a legal-size fax and letter-size paper is loaded in the input tray.

To set automatic reduction from the device control panel

1. Press Setup.

2. Select Advanced Fax Setup and then select Automatic Reduction.

3. Select Off or On.

4. Press OK.

Block junk fax numbers

If you subscribe to a caller ID service through your phone provider, you can block specific fax numbers so the device does not print faxes received from those numbers. When an incoming fax call is received, the device compares the number to the list of junk fax numbers to determine if the call should be blocked. If the number matches a number in the blocked fax numbers list, the fax is not printed. (The maximum number of fax numbers you can block varies by model.)

Receive a fax

Chapter 8

NOTE: This feature is not supported in all countries/regions. If it is not supported in your country/region, Junk Fax Blocker Set Up does not appear in the Basic

Fax Setup menu.

NOTE: If no phone numbers are added in the Caller ID list, it is assumed that the

user has not signed up for the Caller ID service with the phone company.

Check with your local service provider for these services before using the feature.

This section contains the following topics:

•

Set the junk fax mode

•

Add numbers to the junk fax list Remove numbers from the junk fax list

• View a list of blocked fax numbers

•

Set the junk fax mode

By default, Block Junk Fax mode is turned On. If you do not subscribe to a caller ID service through your phone provider, or do not want to use this feature, you can turn off this setting.

To set the junk fax mode

▲ Press the Junk Fax Blocker button, select the Block Junk Fax option, and then

select On or Off.

Add numbers to the junk fax list

There are two ways to add a number to your junk list. You can select numbers from your caller ID history, or you can enter new numbers. The numbers in your junk list are blocked if Block Junk Fax mode is set to On.

To select a number from the caller ID list

1. Press Setup.

2. Press Basic Fax Setup, and then press Junk Fax Blocker Setup.

3. Press Add number to Junk List, and then press Select Number.

4. Press the right arrow button to scroll through the numbers from which you have received faxes. When the number you want to block appears, press OK to select it.

5. When the Select Another? prompt appears, do one of the following:

• If you want to add another number to the list of junk fax numbers, press Yes,

and then repeat step 4 for each number you want to block.

• If you are done, press No.

To manually enter a number to block

1. Press Setup.

2. Press Basic Fax Setup, and then press Junk Fax Blocker Setup.

3. Press Add number to Junk List, and then press Enter Number.

Fax

4. Use the keypad to enter a fax number to block, and then press OK.

Make sure you enter the fax number as it appears on the control-panel display, and not the fax number that appears on the fax header of the received fax.

5. When the Enter Another? prompt appears, do one of the following:

• If you want to add another number to the list of junk fax numbers, press Yes,

and then repeat step 4 for each number you want to block.

• If you are done, press No.

Remove numbers from the junk fax list

If you no longer want to block a fax number, you can remove a number from your junk fax list.

To remove numbers from the list of junk fax numbers

1. Press Setup.

2. Press Basic Fax Setup, and then press Junk Fax Blocker Setup.

3. Press Remove Number from Junk List.

4. Press the right arrow button to scroll through the numbers you have blocked. When the number you want to remove appears, press OK to select it.

5. When the Delete Another? prompt appears, do one of the following:

• If you want to remove another number from the list of junk fax numbers, press

Yes, and then repeat step 4 for each number you want to block.

• If you are done, press No.

View a list of blocked fax numbers

You can view a list of blocked fax numbers from the embedded Web server, which requires a network connection, or by printing a report from the device control panel.

To view a list of blocked numbers via the control panel

1. Press Setup.

2. Select Print Report and then select Junk Fax List.

To view a list of blocked numbers via the embedded Web server

▲ Open the embedded Web server. For more information, see

embedded Web server. Click the Settings tab, selectJunk Fax Blocker from the

left pane.

Receive faxes to your computer (Fax to PC and Fax to Mac)

Use Fax to PC and Fax to Mac to automatically receive faxes and save faxes directly to your computer. With Fax to PC and Fax to Mac, you can store digital copies of your faxes easily and also eliminate the hassle of dealing with bulky paper files.

Received faxes are saved as TIFF (Tagged Image File Format). Once the fax is received, you get an on-screen notification with a link to the folder where the fax is saved.

To open the

Receive a fax

Chapter 8

The files are named in the following method: XXXX_YYYYYYYY_ZZZZZZ.tif, where X is the sender's information, Y is the date, and Z is the time that the fax was received.

NOTE: Fax to PC and Fax to Mac are available for receiving black-and-white faxes only. Color faxes are printed instead of being saved to the computer.

NOTE: This feature is only available for devices with the 2-line display. For devices with a color display you can perform a Fax to Network or Fax to Email functions. For more information, see

HP Digital Solutions (some models only)

Digital_Solutions.

This section contains the following topics:

•

Fax to Pc and Fax to Mac requirements Activate Fax to PC and Fax to Mac

•

Modify Fax to PC or Fax to Mac settings Turn off Fax to PC or Fax to Mac

•

Fax to Pc and Fax to Mac requirements

• The administrator computer, the computer that activated the Fax to PC or Fax to Mac feature, must be on at all times. Only one computer can act as the Fax to PC or Fax to Mac administrator computer.

• The destination folder's computer or server, must be on at all times. The destination computer must also be awake, faxes will not be saved if the computer is asleep or in hibernate mode.

• If you are using Windows, the HP Digital Imaging monitor in Windows Taskbar must be on at all times.

• Paper must be loaded in the input tray.

Activate Fax to PC and Fax to Mac

Use the Fax to PC Setup Wizard to activate Fax to PC. The Fax to PC Setup Wizard can be started from the Solution Center or the Fax to PC Setup Wizard on the control panel. To set up Fax to Mac on Mac OS X, use the HP Setup Assistant, part of the HP Device Manager.

To set up the Fax to PC from the Solution Center (Windows)

1. Open the Solution Center. For more information, see

Use the HP Solution Center

(Windows).

2. Select Settings, and then select Fax to PC Setup Wizard.

3. Follow the onscreen instructions to set up Fax to PC.

Fax

To set up Fax to Mac

1. Click the HP Device Manager icon in the Dock.

NOTE: If HP Device Manager is not in the Dock, click the Spotlight icon on

the right side of the menu bar, type “HP Device Manager” in the box, and then click the HP Device Manager entry.

2. Follow the onscreen instructions in the setup assistant to create and share the

network folder. The setup assistant automatically saves the configurations to the HP device. Also, you can configure up to 10 destination folders for each HP device.

Modify Fax to PC or Fax to Mac settings

You can update the Fax to PC settings from your computer at any time from the Fax settings page in the Solution Center. You can turn off Fax to PC and disable printing faxes from the device control panel.

To modify settings from the device control panel

Press the

(Setup) button, select Basic Fax Setup, and then Fax to PC.

2. Select the setting that you want to change. You can change the following settings:

• View PC hostname: View the name of the computer that is set up to

administer Fax to PC.

• Turn Off: Turn off Fax to PC.

NOTE: Use the Solution Center to turn on Fax to PC.

• Disable Fax Print: Choose this option to print faxes as they are received. If

you turn off printing, color faxes will still print.

To modify Fax to PC settings from the Solution Center (Windows)

1. Open the Solution Center. For more information, see

Use the HP Solution Center

(Windows).

2. Select Settings, and then select Fax Settings.

3. Select the Fax to PC Settings tab.

4. Make any changes to the settings you want to modify. Press OK.

NOTE: Any changes you make will overwrite the original settings.

Receive a fax

Chapter 8

To modify Fax to Mac from the HP Setup Assistant

1. Click the HP Device Manager icon in the Dock.

NOTE: If HP Device Manager is not in the Dock, click the Spotlight icon on

the right side of the menu bar, type “HP Device Manager” in the box, and then click the HP Device Manager entry.

2. Follow the onscreen instructions in the setup assistant to create and share the network folder. The setup assistant automatically saves the configurations to the HP device. Also, you can configure up to 10 destination folders for each HP device.

Turn off Fax to PC or Fax to Mac

Press the

2. Select Disable Fax Print.

(Setup) button, select Basic Fax Setup, and then Fax to PC

Change fax settings

After completing the steps in the getting started guide that came with the device, use the following steps to change the initial settings or to configure other options for faxing.

This section contains the following topics:

•

Configure the fax header Set the answer mode (Auto answer)

• Set the number of rings before answering

•

Change the answer ring pattern for distinctive ring Set the fax error correction mode

• Set the dial type

• Set the redial options

• Set the fax speed

• Set the fax sound volume

•

Configure the fax header

The fax header prints your name and fax number on the top of every fax you send. HP recommends that you set up the fax header by using the software that you installed with the device. You can also set up the fax header from the device control panel, as described here.

NOTE: In some countries/regions, the fax header information is a legal requirement.

To set or change the fax header

1. Press Setup.

2. Press Basic Fax Setup, and then select Fax Header.

Fax

3. Enter your personal or company name, using the visual keyboard, and then press Done.

4. Enter your fax number by using the numeric keypad, and then press OK.

To set or change the fax header via the embedded Web server

▲ Select the Settings tab, select Basic Fax Setup from the left pane, and then enter

the Fax Header Name and Fax Number. Click the Apply button.

Set the answer mode (Auto answer)

The answer mode determines whether the device answers incoming calls.

• Turn on the Auto Answer setting if you want the device to answer faxes automatically. The device answers all incoming calls and faxes.

• Turn off the Auto Answer setting if you want to receive faxes manually. You must be available to respond in person to the incoming fax call if the device does not receive faxes.

To set the answer mode to manual or automatic via the device control panel

▲ Press Auto Answer to turn the light on or off, as appropriate for your setup.

When the Auto Answer light is on, the device answers calls automatically. When the light is off, the device does not answer calls.

To set the answer mode to manual or automatic via the embedded Web server

1. Open the embedded Web server, click the Settings tab, and then click Basic Fax Setup in the left pane.

2. Select On or Off in the Auto Answer drop-down menu in the Other Basic Fax Settings section.

Set the number of rings before answering

If you turn on the Auto Answer setting, you can specify how many rings occur before incoming calls are automatically answered.

The Rings to Answer setting is important if you have an answering machine on the same phone line and you want the answering machine to answer the phone before the device does. The number of rings to answer for the device should be greater than the number of rings to answer for the answering machine so that the incoming call will be answered by the answering machine before the device answers.

For example, set your answering machine to a low number of rings and the device to answer in the maximum number of rings. (The maximum number of rings varies by country/region.) In this setup, the answering machine answers the call and the device monitors the line. If the device detects fax tones, it receives the fax. If the call is a voice call, the answering machine records the incoming message.

To set the number of rings before answering via the device control panel

1. Press Setup.

2. Select Basic Fax Setup, and then select Rings to Answer.

Change fax settings

Chapter 8

3. Enter the appropriate number of rings by using the keypad, or press the left or right

arrow button to change the number of rings.

4. Press OK to accept the setting.

To set the number of rings before answering via the embedded Web server

1. Open the embedded Web server, click the Settings tab, click Basic Fax Setup in

the left pane.

2. Select a number in the Rings-to-answer drop-down menu in the Other Basic Fax Settings section.

Change the answer ring pattern for distinctive ring

Many phone companies offer a distinctive ring feature that allows you to have several phone numbers on one phone line. When you subscribe to this service, each number is assigned a different ring pattern. You can set up the device to answer incoming calls that have a specific ring pattern.

NOTE: Check with your local service provider for the above service before using the feature.

If you connect the device to a line with distinctive ring, have your telephone company assign one ring pattern to voice calls and another ring pattern to fax calls. HP recommends that you request double or triple rings for a fax number. When the device detects the specified ring pattern, it answers the call and receives the fax.

If you do not have a distinctive ring service, use the default ring pattern, which is All Rings.

NOTE: The HP fax cannot receive faxes when the main phone number is off the hook.

To change the answer ring pattern for distinctive ring via the device control panel

1. Verify that the device is set to answer fax calls automatically.

2. Press Setup.

3. Select Advance Fax Setup, and then select Distinctive Ring.

4. Press the right arrow button to select an option, and then press OK.

When the phone rings with the ring pattern assigned to your fax line, the device answers the call and receives the fax.

To change the answer ring pattern for distinctive ring via the embedded Web server

1. Click the Settings tab, click Advanced Fax Setup in the left pane.

2. Select a ring pattern in the Distinctive Ring drop-down menu, and then click the Apply button

Fax

Set the fax error correction mode

Typically, the device monitors the signals on the phone line while it is sending or receiving a fax. If it detects an error signal during the transmission and the errorcorrection setting is on, the device can request that a portion of the fax be resent.

Turn off error correction only if you are having trouble sending or receiving a fax, and you want to accept the errors in the transmission. Turning off the setting might be useful when you are trying to send a fax to another country/region, when you receive a fax from another country/region, or if you are using a satellite phone connection.

To set the fax error-correction mode via the device control panel

▲ Device control panel: Press FAX, select Advance Fax Setup menu, and then

select Error correction mode.

To set the fax error-correction mode via the embedded Web server

1. Embedded Web server: Click the Settings tab, and then click Advanced Fax Setup in the left pane.

2. Select On or Off in the Error Correction Mode drop-down menu.

3. Click the Apply button.

Set the dial type

Use this procedure to set tone-dialing or pulse-dialing mode. The factory-set default is Tone. Do not change the setting unless you know that your phone line cannot use tone dialing.

NOTE: The pulse-dialing option is not available in all countries/regions.

To set the dial type via the device control panel ▲ Device control panel: Press Setup, press Basic Fax Setup, and then use the

Tone or Pulse Dialing option.

To set the dial type via the embedded Web server

1. Embedded Web server (network connection): Click the Settings tab, and then click Basic Fax Setup in the left pane.

2. Make a selection in the Tone or Pulse Dialing drop-down menu.

3. Click the Apply button.

Set the redial options

If the device was unable to send a fax because the receiving fax machine did not answer or was busy, the device attempts to redial based on the settings for the busyredial and no-answer-redial options. Use the following procedure to turn the options on or off.

• Busy redial: If this option is turned on, the device redials automatically if it receives a busy signal. The factory-set default for this option is ON.

• No answer redial: If this option is turned on, the device redials automatically if the receiving fax machine does not answer. The factory-set default for this option is OFF.

Change fax settings

Chapter 8

To set the redial options via the device control panel

▲ Device control panel: Press Setup, press Advanced Fax Setup, and then use

the Busy Redial or No Answer Redial options.

To set the redial options via the embedded Web server

1. Embedded Web server (network connection): Click the Settings tab, and then click Advanced Fax Setup in the left pane.

2. Make a selection in the Busy Redial and No Answer Redial drop-down menus.

3. Click the Apply button.

Set the fax speed

You can set the fax speed used to communicate between your device and other fax machines when sending and receiving faxes. The default fax speed is Fast.

If you use one of the following, setting the fax speed to a slower speed might be required:

• An Internet phone service

• A PBX system

• Fax over Internet Protocol (FoIP)

• An integrated services digital network (ISDN) service

If you experience problems sending and receiving faxes, you might want to try setting the Fax Speed setting to Medium or Slow. The following table provides the available fax speed settings.

Fax speed setting Fax speed

Fast v.34 (33600 baud)

Medium v.17 (14400 baud)

Slow v.29 (9600 baud)

To set the fax speed from the device control panel

Press

(Setup).

2. Select Advanced Fax Setup, and then select Fax Speed.

3. Select an option using the arrow keys, and then press OK.

To set the fax speed via the embedded Web server

1. Embedded Web server (network connection): Click the Settings tab, and then click Basic Fax Setup in the left pane.

2. Make a selection in the Fax Speed drop-down menu.

3. Click the Apply button.

Fax

HP Officejet 8500 User Manual

Specifications and Main Features

Frequently Asked Questions

User Manual

Contents

1 Get started

Find other resources for the product

Finding the device model number

Accessibility

Understand the device parts

Front view

Printing supplies area

Back view

Control panel

Control-panel buttons and lights (Color display)

Control-panel buttons and lights (Two-line display)

Color display

Two-line display

Connection information

Turn off the device

Eco-Tips

Install the accessories

Install the duplexer

Install Tray 2

Turn on accessories in the print driver

To turn on accessories on Windows computers

To turn on accessories on Macintosh computers

3 Use the device

Use device control-panel menus

Device control-panel message types

Critical error messages

Status messages

Warning messages

Error messages

Change device settings

Text and symbols

Type numbers and text on the control-panel keypad

To enter text

To enter a space, pause, or symbol

To erase a letter, number, or symbol

Type text using the visual keyboard (some models only)

Available symbols for dialing fax numbers (some models only)

Use the HP software

Use the HP photo and imaging software

Use the HP productivity software

Load the originals

Load an original in the automatic document feeder (ADF)

Load an original on the scanner glass

Select print media

Recommended papers for printing and copying

Tips for selecting and using print media

Understand specifications for supported media

Understand supported sizes

Understand supported media types and weights

Set minimum margins

Load media

Configure trays

Print on special and custom-sized media

Print borderless

4 Print

Change print settings

Change settings from an application for current jobs (Windows)

Change default settings for all future jobs (Windows)

Change settings (Mac OS X)

Print on both sides (duplexing)

Guidelines for printing on both sides of a page

Perform duplexing

Print a Web page

Cancel a print job

5 Scan

Scan an original

Scan an original to a computer (direct connection)

Scan an original to a computer (network connection)

Scan an original to a memory device

Use Webscan via embedded Web server

Scan from a TWAIN-compliant or a WIA-compliant program

Scan from a TWAIN-compliant program

Scan from a WIA-compliant program

Edit a scanned original

Edit a scanned photo or graphic