HP Officejet t45xi User Manual
Polaris (US)
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© Copyright Hewlett-Packard Company 1999
All rights are reserved. No part of the document may be
photocopied, reproduced, or translated to another language without the prior written consent of Hewlett-Packard Company.
Windows
marks of Microsoft Corporation.
Publicati on number: C5374-90001
First Edition, May 1999
Printed in Germany, Singapore, or the United States
Governmental Regulations
See the inside back cov er and chapter 5 for regulatory
information.
Notice
The info rmatio n containe d in thi s do c u m en t is sub j ect to
change without notice.
Hewlett-Packard shall not be liable f o r errors contained
herein or for consequential damages in connection with
the furni shing, perf ormance, or use of this material.
This produ ct may c ontai n r eman uf acte red part s t hat h a v e
been ful ly tested to meet 100% of origi nal performance
specifications.
®
and Windows NT® are U.S. registered trade-
Safety Information
Always follow basic safety precautions
when using this product to reduce risk of
injury from fi re or electric shoc k .
1. Read and unde rstand all instruction s in the
Setup Sheet.
WARNING: Potential Shock Hazard
2. Use only a grounded electrical outlet when
connect ing the HP Offi ceJet to a power source. If you
don’t know whether the outlet is gr ounded, check
with a qualified electrician.
3. Telephone lines can de velop hazar dous volta ges. To
av oid electrical shock, do not touch the contacts on
the end of t h e cord, or any of the sockets on the HP
OfficeJet. Replace damaged cords immediately.
4. Never install telephone wi ring during a lightning storm.
5. Observe all warni n gs and instructions mar ked on the product.
6. Unplug this product from wa ll outlets and t elephone jacks be fore cleaning.
7. Do not inst all or use this product near water or when you are wet .
8. Install the product securely on a stable surface.
9. Install the product in a protected location where no
one can step on or trip over the line cord, and where
the line cord will not be damaged.
10. If the product does not ope rate normally , see Tro ubleshooting.
11. No operator-serviceable parts inside. R efer servicing to qualified serv ice personnel .
12. Use in a well-ventilated area.
Quick
Complete the following information. You’ll need it if you contact your dealer or Hewl ett-Packard Company:
Date of Purchase:
Serial Number:
(Located on the back of the machine.)
❏❏-❏❏-❏❏❏❏
❏❏❏❏❏❏❏❏❏❏
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HP OfficeJet T Series
User’s Guide
HP Company Confidenti al - 3/18/99 1:56 pm
Polaris (US)
Table of Contents
Getting Started 1-1
1
Loading a Document 1-1
Using Your HP OfficeJet without a PC 1-2
Using Your HP OfficeJet with a PC 1-3
Loading Paper 1-4
Loading plain paper 1-4
Loading specialty paper 1-5
Loading a single envelope 1-5
Loading multiple envelopes 1-5
Loading Print Cartridge s 1-6
Aligning Print Cartridges 1-6
How Do I. . .? 1-7
Manually Receiving Faxes 1-7
How to Receive Faxes 1-8
Changing your fax receive settings 1-8
Using Your HP OfficeJet Software 2-1
2
Faxing 2-1
Faxing from the Manager 2-1
Faxing from your software applic ation 2-2
Assigning speed dial codes 2-2
Receiving faxes to your PC 2-3
Telephone company voice mail 2-3
Copying 2-4
Scanning 2-5
Scanning im ages 2- 5
Scanning from the front panel 2-5
Using the image viewer 2-6
Scanning text for editing ( OCR) 2-7
Scanning to email 2-8
Printing 2-9
Printing a document 2-9
Changing print setti ngs 2-9
Shared/network printing 2-10
Using the Help System 2-11
Using the Front Panel and Menus 3-1
3
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Faxing 3-1
Faxing in color 3-1
Sending a Fax Using a Calling Card 3-2
Speed dialing 3-2
Using one-touch buttons ( T65 only) 3-2
Adjusting Front Panel Settings 3-3
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Copy quality 3-3
Reduce/en larg e 3 -3
Color/resolut ion 3-3
Lighter/dark er 3-3
Copying 3-4
Using the Menu System 3-4
Printing a list of the menus 3-4
How to Use the Menu 3-5
Submenus 3-5
Navigating the menus 3-6
Entering text 3-6
Adjusting Menu Settings 3-7
Fax functions 3-8
Print report 3-9
Speed dial setup 3-9
Basic fax setup 3-11
Advanced fax setup 3-12
Main t e n ance 3-13
Troubleshootin g 4-1
4
Use the Help System 4-1
Use the Internet 4-1
Possible Problems 4-2
Error messages 4-6
System error codes 4-7
Cleaning Your HP OfficeJet 4-8
Unin s t a l ling the Sof t war e 4-8
Getting Assistance 4-9
Useful Telephone Numbers 4-10
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Technical Information 5-1
5
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ii
System Requirements 5-1
Obtaining a Material Safety Data Sheet 5-2
Paper Types and Sizes 5-2
Ordering Informat ion 5-3
Product Specific ations 5-3
Declaration of Conform ity 5-6
Regulatory Information 5-7
Hewlett-Packar d Limited Warranty Statement 5-11
Hewlett-Packar d Year 2000 Warranty 5-12
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1
To set up your HP OfficeJet, refer to the Quick Setup Sheet.
Loading a Document
Extend the wire tray
to catch originals.
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Getting Started
This chapter explains the basics of using your HP
OfficeJet.
To fax, copy, or scan, load your original (up to 20
pages) in the document tray top first with the printed
side down.
●
Always remo ve staples and paper clips from your
original.
●
Adjust the document guides to fit your document.
●
For PC-connec ted users , the HP OfficeJet M anager
will appear on your PC screen. If it doesn’t, minimize open applications until it appears or doubleclick the HP OfficeJet Manager icon on your PC
desktop.
1
A scan/copy sleeve is provided to protect fragile, torn, or odd-sized
Note:
originals during faxing, copying, or scanning. Place a single scan/
copy sleeve into the document tray with the sealed edge first and the
transparent side down.
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Using Your HP OfficeJet without a PC
If you do not connect your HP OfficeJet to a PC (also called standalone use), you will work from the front panel. You can change a
wide variety of settings with fro nt panel buttons and through the
menu system. Your front panel might look different that the one
shown below.
One-touch buttons
(T65 models only),
see page 3-2 .
Your
attention
needed!
(when lit).
Telephone
off-hook
(when lit).
Menu,
Press
to print a list of one-touch
numbers to attach here.
then
Speed Dial but ton,
see page 3-2
4,
then 4
For information on using the front panel or the menus, see chapter 3.
Even if you connect your HP OfficeJet to a PC, you can still use the
Note:
front panel to fax (see page 3-1), copy (see page 3-4), a nd scan (see
page 2-5).
Arrow, Menu, and Enter buttons, see page 3-6.
Redial/Pause
Press
to redial the last
number you dialed.
Cancel
Press
halt an action or
cancel changes
(see page 3-6).
to
Auto Answer
Press
to select automatic or
manual answering
(see page 1-8).
Power
button
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Using Your HP OfficeJet with a PC
If you connect your HP OfficeJet to a PC, you can work from the
front panel or from the HP OfficeJet Manager (henceforth called the
“Manager”) on your PC desktop. The Manager offers more features,
versatility, and ease of use.
When you load a document in the document tray, the Manager
appears on your des ktop (if the software is running) so you c an select
the task you want to perform on your loaded document. If you don’ t
see the Manager , mini mize open applications until it appears or
double-click
The overview below lists some of the many features availa ble
through the Manager.
Fax
Click
white or color or to view faxi ng
options. See page 2-1.
to fax in bl ack and
HP OfficeJet Manager
Copy
Click
and white or color or to change
copy settings. See page 2-4.
to copy in black
on your desktop.
Scan
Click
image (page 2-5) or to
scan text to edit using
OCR (page 2-7).
to scan an
Click
to scan
directly into
email. See
page 2-8.
Email
1
My Images
Click
the default folder for your
scanned images .
to open
Settings
Click
print, and scan to email
settings , or to see the phonebook, fax log, maintenance
tasks, or the fax setup wizar d.
to change fax,
Click
help, troubleshooting, the
product tour, or informati on
about your HP OfficeJet.
to see online
Help
For instructions on using the Manager, see chapter 2.
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Tip:
Tip:
Important:
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Loading Paper
For best results, adjust the paper settings each time you change paper
types. PC-connected users should adjust paper as follows:
●
For faxing, adjust paper size (see the dialog box on page 2-3).
●
For copying, adjust paper type (see page 2-4).
●
For printing, adjust paper size and type (see page 2-9).
If you are not connected to a PC, use the menu to adjust paper type
(page 3-7) and paper size (page 3-11).
Most papers have a conditioned side for printing. The “print side” is
usually indicated on the paper’s packaging.
conditioned side down
.
For high quality color printi ng, use HP Premium InkJet Paper or HP
Bright White Paper.
Never load paper while the HP OfficeJet is printing.
Loading plain paper
1
Slide the paper tray out until it stops. Slide the
paper length and width adjusters to their outermost
positions.
Always load the
2
Load about a 1/2-inch stack of paper, print side
down, into the paper tray until it stops.
Load only as much paper as will fit be ne ath the lip
protruding from the paper len gth adj uster. Neatly
stacking the pa per before loading will help prevent
print problems.
3
Slide the paper length and width adjusters in until
they stop at the edges of the pa p er. Then slide the
paper tray back in
all the way
.
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Loading specialty paper
To load specialty paper, remove the plain paper, place the specialty
Tip:
paper on top, then return the entire stac k to the paper tray.
●
Load letterhead paper face down with the top of the page going
into the paper tray fir st.
●
Load transparencies (up to 50) with the adhesive strip on top and
going into the paper tray first.
●
Load photo paper with the glossy side down.
Loading a single envelope
●
T o pr i nt a sin gle envelope, use the single-e n v elope
slot in the output tr ay so you don’ t ha v e to remov e
the paper from the paper tray.
●
Slide the envelope into the slot until it stops, with
the flap up and to the left.
Loading multiple envelopes
Pull the paper tray out and remove any paper.
1
1
2
Load a stack of up to ten envelopes with the flap
up and to the left. Place the stack against the right
edge of the paper tray and all the way forward.
Be sure to set the paper size for envelopes
Note:
(see the dialog box on page 2-10).
3
Slide the envelope length and width adjusters in
until they stop at the edg es of the envelopes.
4
Slide the paper tray back in
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all the way
.
1-5
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Loading Print C artridges
1
Turn on the HP OfficeJet.
2
Open the top cover. The ink cartridges will move to
the center.
3
Remove tape from black ink cartridge.
Note:
Do not touch the nozzles or copper contacts .
Enter
4
Raise the latch and insert the black cartridge into the
right side of the cartridge holde r by gently pushing
down, then in. Press the latch down to lock the cartridge in place.
5
Load the color cartridge the same way.
Both ink cartridges must be loaded for the printer to
Note:
work.
Aligning Print Cartridges
After inserting print cartridges, you must align the cartridges. T o
align, press
prints out.
Be sure paper is loaded in the paper tray.
Note:
and follow the instructions on the sheet which
Enter
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How Do I. . .?
This section provides, or points to, instructions for doing common
tasks with your HP OfficeJet .
How do I...? From the Front Panel From the Manager
Send a fax See “Fa xing” and “Faxi ng in
color” on page 3-1.
Make a copy See “Copying” on page 3-4. See “Copying” on page 2-4.
Scan an image or doc-
ument
Assign speed dial
codes
Redial a number Press the
Print a fax log See “Print report” on page 3-9. Doublecli ck the
Fax with a calling card See “Sending a Fax Using a
See “Scanning from the front
panel” on page 2-5.
See “Speed dial setup” on
page 3-9.
Redial/Pause
ton.
Calling Card” on page 3-2.
but-
See “Faxing” on page 2-1.
See “Scanning” on page 2-5.
See “Assigning speed dial codes” on
page 2-2.
HP OfficeJet Manager
Log.
icon, then
Settings,
then
Manually Receiving Faxes
T o receive fax es manually, turn off the Auto Ans wer light on t he front
panel and follow these steps. Be sure there are no documents in the
document tray, or they may be faxed after the next steps.
1
Fax
1
When the HP OfficeJe t rings, pick up the handset
of a telephone tha t’s on the same telephone line as
the HP OfficeJet.
Start Fax
2
If you hear fax tone s, press
Start Fax
or,
,
if you’ re
receiving from an extension phone (on the same
telephone line as the HP OfficeJet, but not
123
.
Press
Start Fax
Press
or
extens io n phone
Note:
connected directly to it), dial
123
from a n
Now hang up the telephone or stay on the line to
talk after the fax finishe s.
If you are set up to receive faxes automatically but pick up the
telephone and hear fax tones, follo w the instructions in step 2 above.
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Auto Answer
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How to Receive Faxes
Two settings affect how you receive faxes:
●
Auto Answer: With Auto Answer on (green light is lit), the HP
OfficeJet will automa tica lly an sw er every fax call. With Auto
Answer off, you must answer fax calls manually (see page 1-7).
●
Rings to Answer: When Auto Answer is on, the HP OfficeJet will
automatically answer all calls after the number of rings you
specify in this setting.
If your phone line receives both fax and voice calls you can set your
HP OfficeJe t to answer fax calls while your answering machine (or
computer voice mail) answers voice calls. Here’s how:
1
Aut o A ns wer
Press
so the green light is on.
2
Set your answeri ng device t o a nswer
before
the HP OfficeJet (see
Rings to Answer on page 3-11). Be sure your record ed greeting i s
between 10 and 30 seconds.
Then when the telephone rings, your answering device will answer
first and the HP Of ficeJet will “listen” while your greeting plays. If
the HP Office Jet hears fax tones, it will cut off the answering device
and receive the fax.
Changing your fax receive settings
If you add equipment to the same line as your HP Off iceJet, you must
update your
how:
1
Double-click
2
Click
Wizard
3
Referring to the previous section, follow the instructions on each
Fax Setup Wi zard screen.
Stand-alone users should ref er to steps 6, 16, and 17 on the
Setup Sheet
fax receive settings to rece ive faxes properly.
Settings
HP OfficeJet Manager
and select
Fax Setup.
on your desktop.
Then select
.
. To set Rings to Answer, see page 3-11.
Here’s
Fax Setup
Quick
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Using Your HP
OfficeJet Software
............................................................................................................
This chapter explains how to use your HP OfficeJet with a
2
Faxing
To fax directly from the front panel, see page 3-1.
Faxing from the Manager
1
2
PC and points to further information in online Help.
Load your document (see page 1-1).
On the Manager, click
Fax dialog box, such as attaching a cover sheet.
Fax
and explore the options in the Send
2
Send a fax to more than
one person from here.
Store frequen tl y used
fax numbers in the
phonebook.
Set fax resol ution and
color here.
Click here to learn more
about color f axing.
Click here for more
faxing options.
Click here to learn more
about sending faxes
3
Enter the fax number (or select one from the phonebook) and any
other necessary information, then click
faxing.
Send Fax Now
to begin
.
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Notes:
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Sending bl ack and wh ite faxe s in color mode is not recommended.
If you send a color fax to a recipient without color fax capability,
you’ll recei v e an error message. Then t he HP Off ice Jet will r edial
and send your fax in black and white.
To fax from the front panel, refer to page 3-1.
Faxing from your software application
You can fax directly from other software applications such as word
processing or spreadsheet applications.
1
With your PC software application open and your document file
displayed on your PC screen, select
2
Note:
HP OfficeJet T Series Fax
Select
Make this selection from wherever your softwa re application
Print
from the
as the printer and click OK.
stores the printer list. For example, in many applications you can
find the printer list in the Print dialog box.
3
Print the document. The Send Fax dialog box appears.
4
Enter the fax number and any other neces sary information. Then
Send Fax Now
click
to begin faxing.
File
menu.
Assigning spee d dia l codes
For help assigning speed dial codes, click
HP OfficeJet T Series Help Center.
select
Managing frequently used numbers with the Phone Book.
PC-connected users can assign speed dial codes through software or
through the front panel (described on page 3-9). Whichever method
you choose, be sure to use the same method if you update your speed
dial codes or changes might not be registered.
Help
on the Manager , an d
Fax,
Click
then click
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Receiving faxes to your PC
The HP OfficeJet is factory set to print received faxes. T o receive faxes
to your PC (also called PC faxes), change the Receive Fax setting.
1
On your desktop, double-click
OfficeJet Manag er
Settings
2
Select
Receive Setti ngs
3
Click the
4
Select
Notes:
Your PC must be on and set to
receiv e faxes or faxes received will
be printed.
If you’re set up to receive faxes in
manual mode, follow the instruc tions
under “Manually Recei ving Faxes”
on page 1-7.
For more information about faxing, refer to the Help system: Double-
HP OfficeJet Manager
click
HP OfficeJet T Series Help Center
select
from a menu of topics.
on your desktop and click
.
Fax Se tu p
Receiving
To PC
. Click
and click
, then click
.
tab.
, and click OK.
Help
Fax
, and select
HP
, then
Telephone company voice mail
If you subscribe to a voice mail service through your telephone company, you may not be able to receive faxes automatica lly to your HP
OfficeJet. Contact your telephone company for information.
2
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Copying
Make sure blank paper is loaded in the paper tray. Use only letter-,
A4-, and legal-size paper for copying.
1
Load your original (see page 1-1).
2
On the Manager, click
Settings dialog box.
Copy
and explore the options in the Copy
Enter number
of copies.
Select copy
mode.
Select the
paper type
loaded in the
paper tray.
Note:
Click
Adjustments
change
brightness, copy
quality, and to
reduce or
enlarge.
Turn collating
on or off (not
av ail able on
some models) .
To find ou t more
about a setting,
Help
click
3
After making your selections, click
Start Copy
to begi n c o pying.
For more information about copying, refer to the Help system:
Double-click
Help
, then select
HP OfficeJet Manager
on your desktop and click
HP OfficeJet T Serie s Hel p C ent er
. Click
and select from the menu of topics.
To copy directly from the front pa nel, see page 3-4.
.
Copy
to
,
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Scanning
You can scan photographs, drawings, and text in color, black and white,
or shades of gra y. You can al so scan to email and sc a n text for editing.
Scanning images
1
Load your original (see page 1-1).
2
On the Manager, click
Settings dialog box.
Scan
and explore the settings in the Scan
Select the appr opri ate setting
for your image.
Explore Optical Character Recognition.
Press here for advanced scan set tings.
2
Scan
Discover approximate image file sizes.
Read a brief descriptio n of
each scan setting.
To find out more about a setting,
Help
click
3
After making your selecti ons, c lick
The image appears on your PC screen as it is scanned.
Now you can edit your image in the HP Image Viewer.
.
Start Scan
to begin scanning.
Scanning from the front panel
To scan from the front panel, load your original and press
image appears in the HP Image Viewer. The scan settings will be the
same as for your previous scan.
Scan
. The
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Using the image viewer
When you scan a document or photo, the scanned image appears in
the HP OfficeJet Imag e Viewer. You can al so ed it a saved image by
clicking
Use the Image View er
to edit, print, or save
an image, or t o cop y i t
to another appl ication.
File
then
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Open,
or on the Manager click
My Images.
Selecting the area you want to edit
Most tools in the Image Vi ewer affect the selected area of the image.
With no area selected, the entire image is affected.
To select an area, hold down the left mouse button and drag
across the part of th e image you wa nt to se lec t. Rele ase the mouse
button and the selected area has a dashed line around it.
T o deselect the area, click anywhere in the image. The dashed line
disappears, indicating that the entire image is selected.
Editing images with the image viewer
Use the Image V iewer to edit your image in the following ways:
crop
resize
rotate image
For an explanation of each of these editing features, click
menu bar of th e Image Viewer, then click
cut
copy
paste
adjust colo r
adjust brightness
sharpen image
Help Topics.
Help
in the
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3
4
Note:
Scanning text for editing (OCR)
Scan using Optical Character Recognition (OCR) when you want to
edit a document in your word processing application.
Note:
To scan text for editing, you must already have insta lled your OCR
software, such as the one provided w ith the H P OfficeJet. To install
the OCR software pr ovided, insert the CD-ROM and follow the se tup
instructions on your PC screen.
To scan your document using OCR:
1
Load your original (see page 1-1).
2
On the Manager, click
appears.
Scan
and the Scan Settings dialog box
2
Important:
Text Only
Select
text for editing (OCR)
Start Scan
Click
Your document will be scanned
into the word processing program
you selected when you installed
your OCR software.
To change the selected word processing program, double-click
OfficeJet Manager
top, click
tings and Maintenance
Software
“File format for OCR results”
menu.
After scanning, proofread your document to make sure the OCR
software did not misinterpret any characters.
For more inform at ion on th e OC R so ft ware, ref er to the OCR
software help system.
Settings
tab, and select from the
, then the
.
on your desk-
, then select
Scan
checkbox.
. Click the
HP
Set-
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Important:
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Scanning to email
To scan directly to email:
1
Load your original (see page 1-1). You can scan and send only
one page per email message.
You must set up your email application as the default MAPI client.
For informati on on MAPI setup, refer to your email user’s manual, or
look under “Email” in the HP OfficeJet Help index. With your email
application set as the def ault MAPI client, continue with step 2.
1
2
Click
Email
on the Manager. The image appears in the HP
Offi ceJet image viewer on your PC screen as it is scanned.
For information on the features of the
image viewer, cli ck
Help
on its tool bar .
For help fi lling in the fields on the image
viewer, click
HP OfficeJet T Series Help Cen ter.
click
Help
on the Manager . Then
In the Help Center box that appears, click
Email.
3
When ready, click
Send
.
Your email application will appear
with the scanned image as an
attachmen t.P ap er pro b lems
4
Fill in the information to send your
email.
For more information about scanning, refer to the Help system:
Double-click
Help
, then select
HP OfficeJet Manager
on your desktop and click
HP OfficeJet T Series Hel p Center
. Click
Scan
and select from a menu of topics.
,
1
This step is not nece ssar y for thos e in the Unit ed Stat es usi n g
AmericaOnLine. Continue with step 2.
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