HP OFFICEJET PRO 8500, 8500 User Manual

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

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

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

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