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HP LaserJet MFP Analog Fax Accessory 300
Send Fax Driver Guide
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Copyright and License
Trademark Credits
© 2008 Copyright Hewlett-Packard
Development Company, L.P.
Reproduction, adaptation, or translation
without prior written permission is prohibited,
except as allowed under the copyright laws.
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.
Edition 1, 04/2008
Windows® and Windows® XP are U.S.
registered trademarks of the Microsoft
Corporation.
Windows Vista is either a registered
trademark or trademark of Microsoft
Corporation in the United States and/or other
countries.
All products mentioned herein may be
trademarks of their respective companies.
Local country/region laws may prohibit the
use of this product outside of the countries/
regions specified. It is strictly forbidden by
law in most countries/regions to connect
nonapproved telecommunications
equipment (fax machines) to public
telephone networks.
ENERGY STAR® and the ENERGY STAR®
logo are U.S. registered marks of the United
States Environmental Protection Agency.
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Table of contents
1 Setting up
Understanding system requirements .................................................................................................... 2
Operating system ................................................................................................................. 2
Displays ............................................................................................................................... 2
Printer .................................................................................................................................. 2
Hardware ............................................................................................................................. 2
Network ................................................................................................................................ 3
Installing the MFP Send Fax driver ...................................................................................................... 4
Determining if the MFP supports the MFP Send Fax driver ................................................ 4
Upgrading the MFP firmware and downloading the driver ................................................... 5
Verifying that the MFP e-mail feature is configured (optional) ............................................. 8
Configuring the billing-code feature (optional) ..................................................................... 8
Installing the driver ............................................................................................................... 9
Uninstalling the HP MFP Send Fax driver .......................................................................................... 31
2 Faxing
Sending a fax to a single recipient ..................................................................................................... 34
Sending a fax to multiple recipients .................................................................................................... 37
Sending a fax by using the phone book ............................................................................................. 40
Canceling a fax job ............................................................................................................................. 44
Inserting special characters in the fax number ................................................................................... 45
Editing the phone book ....................................................................................................................... 46
Exporting phone book entries to a comma-separated values (CSV) formatted file ............................ 54
Importing phone book entries from a CSV formatted file ................................................................... 55
Voice Calls and Retries ...................................................................................................................... 56
3 Configuration
Adding names to the phone book ...................................................................................... 46
Adding groups to the phone book ...................................................................................... 48
Removing names from the phone book ............................................................................. 48
Editing names in the phone book ...................................................................................... 51
Fax Call Report .................................................................................................................. 56
Fax Activity Log ................................................................................................................. 56
T.30 Report ........................................................................................................................ 56
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Setting the sender information ........................................................................................................... 58
Setting the fax quality ......................................................................................................................... 60
Setting the notification settings ........................................................................................................... 61
Setting the cover page information ..................................................................................................... 63
Setting the preview preference ........................................................................................................... 65
Setting the fax driver printer preferences ........................................................................................... 66
Setting the billing-code configuration ................................................................................................. 68
4 Troubleshooting
Functional errors ................................................................................................................................ 70
Warning messages ............................................................................................................................. 77
Error messages .................................................................................................................................. 78
The test page does not print .............................................................................................. 70
The e-mail notification is disabled ...................................................................................... 70
An e-mail confirmation is not received ............................................................................... 71
PC FAX SEND or PC Fax Send does not appear on the MFP control panel .................... 72
The bitmap does not appear or print on the cover page .................................................... 73
The preview does not appear ............................................................................................ 73
A billing code is required after disabling the feature .......................................................... 73
The billing code text box does not appear ......................................................................... 74
The default fields do not refresh ........................................................................................ 75
Changed settings do not take effect .................................................................................. 75
Changed settings do not take effect in a Point-and-Print installation ................................ 76
PC fax feature may be disabled at the MFP warning ........................................................ 77
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1 Setting up
You can use the HP LaserJet MFP Send Fax driver to send faxes from your computer to one or more
HP multifunction peripherals (MFP). After it is installed, the driver can be accessed by printing to the
MFP Send Fax driver.
This guide describes the fax functions that are included with the MFP Send Fax driver and provides
instructions about the following tasks:
Install the fax driver
●
Send faxes
●
Configure fax settings
●
Troubleshoot problems
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Understanding system requirements
Operating system
The MFP Send Fax driver is supported on the following operating systems:
Windows® 2000
●
Windows® XP
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Windows® XP Professional x64
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Windows® Server 2003
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Windows® Server 2003 x64
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Windows® Vista
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Displays
The MFP Send Fax module supports display types that have a super video graphics adapter (SVGA)
resolution of 800 x 600 pixels or greater.
Printer
The following products support the MFP Send Fax driver:
●
●
●
●
●
●
●
●
●
●
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Hardware
The HP LaserJet MFP Analog Fax Accessory 300 must be installed in the MFP before installing the
MFP Send Fax driver. See the HP LaserJet MFP Analog Fax Accessory 300 Fax Guide for more
information about installing this hardware.
HP LaserJet M3035MFP
HP LaserJet M3027MFP
HP LaserJet 4345mfp
HP LaserJet M4345MFP
HP Color LaserJet 4730mfp
HP Color LaserJet CM6040 MFP
HP LaserJet M5025MFP
HP Color LaserJet 5035mfp
HP LaserJet M5035MFP
HP LaserJet 9040mfp
HP LaserJet 9050mfp
HP Color LaserJet 9500mfp
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Network
The MFP Send Fax driver must be used on a network printer. It is not intended to be used on a local
printer, USB, and serial or parallel connections.
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Installing the MFP Send Fax driver
This section provides instructions about the following tasks:
Determining if the MFP supports the MFP Send Fax driver
●
Upgrading the MFP firmware and downloading the driver
●
Verifying that the MFP e-mail feature is configured (optional)
●
Configuring the billing-code feature (optional)
●
Installing the driver
●
Determining if the MFP supports the MFP Send Fax driver
The most current versions of the MFP firmware contain support for the MFP Send Fax driver.
Determine if your MFP firmware supports the MFP Send Fax driver on the HP LaserJet 4345mfp and
9040/9050mfp and the HP Color LaserJet 4730mfp and 9500mfp
1. On the MFP control panel, press Menu.
2. Scroll to and touch FAX.
3. Scroll to and touch FAX SEND.
4. Scroll to and touch PC FAX SEND.
NOTE: If PC FAX SEND does not appear on your MFP menu, upgrade the MFP firmware.
5. Touch ENABLED.
6. Touch EXIT.
Determine if your MFP firmware supports the MFP Send Fax driver on the HP LaserJet M3035MFP,
M3027MFP, M4345MFP, M5025MFP, M5035 MFP, and HP Color LaserJet CM4730 MFP and CM6040
MFP
1. On the MFP control panel, touch Administration.
2. Scroll to and touch Initial Setup.
3. Scroll to and touch Fax Setup.
4. Scroll to and touch PC Fax Send.
NOTE: If PC Fax Send does not appear on your MFP menu, upgrade the MFP firmware.
5. Touch Enabled.
6. Touch Save.
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Upgrading the MFP firmware and downloading the driver
To upgrade the MFP firmware and download the MFP Send Fax driver on the HP LaserJet 4345mfp
and 9040/9050mfp and the HP Color LaserJet 4730mfp and 9500mfp, use the following steps:
1. View the configuration information on the MFP control panel to determine the current firmware
version.
a. On the MFP control panel, press Menu.
b. Touch INFORMATION.
c. Touch PRINT CONFIGURATION. The configuration page prints.
d. The firmware datecode is listed in the section called Device Information.
NOTE: The firmware datecode is in the following format: YYYYMMDD XX.XXX.X. The first string
of numbers is the date, where YYYY represents the year, MM represents the month, and DD
represents the date. For example, a firmware datecode that begins with 20040225 represents
February 25, 2004. The second string of numbers represents the revision number of the firmware.
2. Go to Software & driver downloads for your MFP.
a. Go to
b. Type the MFP model number in the Search text box and press Enter.
c. In the Select a product pane in the Search results window, select the model number of the
d. In the Product Quick Links pane, click Software & driver downloads.
3. Download the most current firmware.
a. In the Select operating system pane, click Cross operating system (BIOS, Firmware,
b. If the date that is listed in the firmware table is more recent than the datecode that is printed
c. In the File Download dialog box that opens, click Save.
d. In the File Name text box in the Save As window that opens, type the location on your
e. Click Save.
f. After the file has been downloaded, close the File Download dialog box, if necessary.
http://www.hp.com.
specific MFP where the firmware will be installed.
Diagnostics, etc.).
on the MFP configuration page, click Download next to the appropriate file.
NOTE: Different firmware files are available for the various operating systems.
computer where you want to save the firmware update file.
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4. If the CD that came with the MFP or fax accessory is not available, download the MFP Send Fax
driver.
a. Click Back to return to the Select operating system pane.
NOTE: If you do not return to the Select operating system pane when you click Back, see
step 2 for instructions about navigating to it.
b. In the Select operating system pane, click the appropriate operating system.
NOTE: The MFP Send Fax driver is supported in Windows 2000, Windows XP, Windows
XP Professional x64, Windows Server 2003, Windows Server 2003 x64, and Windows Vista.
c. In the Driver table that appears, click Download next to the HP PC Send Fax driver.
d. In the File Download dialog box that opens, click Save.
e. In the File Name text box on the Save As window that opens, type the location on your
computer where you want to save the MFP Send Fax driver file.
f. Click Save.
g. After the file has been downloaded, close the File Download dialog box if necessary.
5. Install the downloaded firmware file. See the appropriate MFP user guide for instructions about
installing the remote firmware update (RFU):
HP LaserJet 4345mfp Series User Guide
●
HP Color LaserJet 4730mfp User Guide
●
HP LaserJet 9040mfp/9050mfp User Guide
●
HP Color LaserJet 9500mfp User Guide
●
To upgrade the MFP firmware and download the MFP Send Fax driver on the HP LaserJet M3035MFP,
M3027MFP, M4345MFP, M5025MFP, M5035 MFP, and HP Color LaserJet CM4730 MFP and CM6040
MFP, use the following steps:
1. View the configuration information on the MFP control panel to determine the current firmware
version.
a. On the MFP control panel, touch Administration.
b. Scroll to and touch Information.
c. Scroll to and touch Configuration/Status Pages.
d. Scroll to and touchConfiguration Page. The configuration page prints.
e. The firmware datecode is listed in the section called Device Information.
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NOTE: The firmware datecode is in the following format: YYYYMMDD XX.XXX.X. The first string
of numbers is the date, where YYYY represents the year, MM represents the month, and DD
represents the date. For example, a firmware datecode that begins with 20040225 represents
February 25, 2004. The second string of numbers represents the revision number of the firmware.
2. Go to Software & driver downloads for your MFP.
a. Go to
http://www.hp.com.
b. Type the MFP model number in the Search text box and press Enter.
c. In the Select a product pane in the Search results window, select the model number of the
specific MFP where the firmware will be installed.
d. In the Product Quick Links pane, click Software & driver downloads.
3. Download the most current firmware.
a. In the Select operating system pane, click Cross operating system (BIOS, Firmware,
Diagnostics, etc.).
b. If the date that is listed in the firmware table is more recent than the datecode that is printed
on the MFP configuration page, click Download next to the appropriate file.
NOTE: Different firmware files are available for the various operating systems.
c. In the File Download dialog box that opens, click Save.
d. In the File Name text box in the Save As window that opens, type the location on your
computer where you want to save the firmware update file.
e. Click Save.
f. After the file has been downloaded, close the File Download dialog box, if necessary.
4. If the CD that came with the MFP or fax accessory is not available, download the MFP Send Fax
driver.
a. Click Back to return to the Select operating system pane.
NOTE: If you do not return to the Select operating system pane when you click Back, see
step 2 for instructions about navigating to it.
b. In the Select operating system pane, click the appropriate operating system.
NOTE: The MFP Send Fax driver is supported in Windows 2000, Windows XP, Windows
XP Professional x64, Windows Server 2003, Windows Server 2003 x64, and Windows Vista.
c. In the Driver table that appears, click Download next to the HP MFP Send Fax driver.
d. In the File Download dialog box that opens, click Save.
e. In the File Name text box on the Save As window that opens, type the location on your
computer where you want to save the MFP Send Fax driver file.
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f. Click Save.
g. After the file has been downloaded, close the File Download dialog box, if necessary.
5. Install the downloaded firmware file. See the appropriate MFP user guide for instructions about
installing the remote firmware update (RFU):
HP LaserJet M3035MFP and M3037MFP Series User Guide
●
HP LaserJet M4345MFP User Guide
●
HP LaserJet M5025MFP and M5035MFP User Guide
●
Verifying that the MFP e-mail feature is configured (optional)
Configure e-mail function on the MFP in order to receive an e-mail notification when a fax has been sent
by using the MFP Send Fax driver.
NOTE: The e-mail notification feature is optional.
See the appropriate MFP user guide for instructions about configuring the e-mail function:
HP LaserJet 4345mfp Series User Guide
●
HP Color LaserJet 4730mfp User Guide
●
HP LaserJet 9040mfp/9050mfp User Guide
●
HP Color LaserJet 9500mfp User Guide
●
HP LaserJet M3035MFP and M3037MFP Series User Guide
●
HP LaserJet M3037MFP User Guide
●
HP LaserJet M4345MFP User Guide
●
HP LaserJet M5025MFP and M5035MFP User Guide
●
Configuring the billing-code feature (optional)
HP MFP Send Fax supports the use of billing codes when sending faxes.
NOTE: The billing-code feature is optional.
Enable the billing-code feature on the HP LaserJet 4345mfp and 9040/9050mfp and the HP Color
LaserJet 4730mfp and 9500mfp:
1. On the MFP control panel, press Menu.
2. Scroll to and touch FAX.
3. Scroll to and touch FAX SEND.
4. Scroll to and touch BILLING CODE.
5. Touch CUSTOM to open the billing-code screen.
6. Use the up and down arrows to select the minimum number of digits in the billing code.
7. Touch OK to enable the billing-code feature or touch OFF to disable the billing-code feature.
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NOTE: If the billing-code feature is enabled on the MFP, a billing-code entry is required for walk-
up fax jobs sent from the MFP.
Enable the billing code on the HP LaserJet M3035MFP, M3027MFP, M4345MFP, M5025MFP, M5035
MFP, and HP Color LaserJet CM4730 MFP and CM6040 MFP:
1. On the MFP control panel, touch Administration.
2. Scroll to and touch Initial Setup.
3. Scroll to and touch Fax Setup.
4. Scroll to and touch Fax Send Settings.
5. Scroll to and touch Billing Codes.
6. Touch Custom to open the billing-code screen.
7. Use the up and down arrows to select the minimum number of digits in the billing code.
8. Touch OK to enable the billing-code feature or touch Off to disable the billing-code feature.
NOTE: If the billing-code feature is enabled on the MFP, a billing-code entry is required for walk-
up fax jobs sent from the MFP.
Installing the driver
To install the MFP Send Fax driver by using the Add a Printer wizard in Windows, use the following
steps:
NOTE: If using the system software CD supplied with the MFP, you can install the Send Fax driver by
choosing the “CUSTOM” path.
To install the driver in Windows XP
1. In Windows Explorer, double-click the downloaded MFP Send Fax driver executable file to extract
the driver files.
2. Click Start, click Settings, and then click Printers and Faxes.
3. In the Printer Tasks pane in the Printers and Faxes window, click Add a printer.
4. In the Add Printer Wizard welcome dialog box, click Next.
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5. Under Local or Network Printer, select Local printer attached to this computer. Click Next.
NOTE: Select Local printer attached to this computer to install the MFP Send Fax driver on
a network printer. The printer name is HP MFP Send Fax when the driver is installed on a local
printer.
If you select A network printer, or a printer attached to another computer, then the IP address
of the computer is required. Some features, such as fax preview, are not available if the driver is
installed by using the network printer installation (Point-and-Print).
The MFP Send Fax driver cannot be installed on a printer that is connected to the computer through
a serial or parallel port. It must be on a network.
6. If your computer is already connected to the MFP, under Select a Printer Port, select Use the
following port.
NOTE: If your computer is not connected to the MFP, go to step 8.
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7. In the Use the following port drop-down menu, select the name or IP address of the MFP. Click
Next and then go to step 13.
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8. If your computer is not connected to the MFP, select Create a new port under Select a Printer
Port.
9. In the Type of port drop-down menu, select Standard TCP/IP Port. Click Next.
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10. In the Add Standard TCP/IPPrinter Port Wizard dialog box, click Next.
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11. Under Add Port, type the MFP printer name or IP address in the Printer Name or IP Address
text box and then click Next.
NOTE: The default port name is the name that you typed in the Printer Name or IP Address
text box. You can change this name by typing a new name in the Port Name text box.
12. Click Finish.
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13. Under Install Printer Software, click Have Disk.
14. In the Install From Disk dialog box, click Browse.
15. Browse to and select the MFP Send Fax driver .INF file extracted in step 1.
NOTE: Two versions of the .INF file are available: a 32-bit version for Windows 2000, Windows
XP, and Windows Server 2003 and a 64-bit version for Windows XP Professional x64, Windows
Server 2003 x64, and Windows Vista.
The following message displays if you select the wrong version of the file:The specified location
does not contain information about your printer.
16. Click Open.
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17. Click OK.
18. Under Install Printer Software, click Next.
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19. In the Printer name text box under Name Your Printer, type a name for the printer. The default
printer name is HP MFP Send Fax.
20. Click Next.
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21. Under Printer Sharing, click Next.
NOTE: You can share the printer by selecting Share name on the Printer Sharing window. The
MFP Send Fax driver is then available for a Point-and-Print connection. Some features, such as
fax preview, are not available if the driver is accessed by using a Point-and-Print connection.
22. Under Print Test Page, select Yes to print a test page and then click Next.
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NOTE: Selecting Yes to print a test page sends a fax. No page is printed.
a. In the Completing the Add Printer Wizard dialog box, click Finish to complete the wizard
and continue sending a test fax.
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b. In the HP MFP Send Fax dialog box, click the Fax Job tab.
NOTE: The Setup information is not required to send a test page. To set the default sender
information and fax settings for all faxes, see
Configuration on page 57.
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c. In the Fax Number text box under Fax To, type the fax number where the test page will be
sent, click To -> to enter the number in the Fax Recipients list.
d. Click Send.
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e. The preview window opens if you selected Show Preview Before Sending Fax on the
Setup tab. On the toolbar, click Send Fax.
f. A message appears asking if the test page printed. Verify that the test page printed on the
receiving fax machine and then click OK.
NOTE: The test page is delivered to the fax number that you typed in the Fax Number text
box on the Fax Job tab.
To install the driver in Windows Vista
1. In Windows Explorer, double-click the downloaded MFP Send Fax driver executable file to extract
the driver files.
2. Click Start, click Control Panel, and then click Printer.
NOTE: The Printer menu is located under the Hardware and Sound heading.
3. In the Printer window, click the Add a printer button on the top menu bar.
4. In the Add printer welcome dialog box, click Next.
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5. Under Choose a local or network printer, click the Add a local printer button.
NOTE: Select Choose a local or network printer to install the MFP Send Fax driver on a
network printer. The printer name is HP MFP Send Fax when the driver is installed on a local printer.
If you select Add a network, wireless or Bluetooth printer, then the IP address of the computer
is required. Some features, such as fax preview, are not available if the driver is installed by using
the network printer installation (Point-and-Print).
The MFP Send Fax driver cannot be installed on a printer that is connected to the computer through
a serial, parallel, or USB port. It must be on a network.
6. If your computer is already connected to the MFP, under Choose a printer port, select Use an
existing port.
NOTE: If your computer is not connected to the MFP, go to step 8.
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7. In the Use an existing port drop-down menu, select the name or IP address of the MFP. Click
Next and then go to step 12.
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8. If your computer is not connected to the MFP, select Create a new port under Choose a printer
port.
9. In the Type of port drop-down menu, select Standard TCP/IP Port. Click Next.
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10. Under Type a printer hostname or IP address, type the MFP printer name or IP address in the
Hostname or IP address text box and then click Next.
NOTE: The default port name is the name that you typed in the Hostname or IP address text
box. You can change this name by typing a new name in the Port name text box.
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11. Under Install the print driver, click Have Disk.
12. In the Install From Disk dialog box, click Browse.
13. Browse to and select the MFP Send Fax driver .INF file extracted in step 1.
NOTE: Two versions of the .INF file are available: a 32-bit version for Windows 2000, Windows
XP, Windows Server 2003, and Windows Vista; and a 64-bit version for Windows XP Professional
x64, Windows Server 2003 x64, and Windows Vista x64
The following message displays if you select the wrong version of the file: The specified location
does not contain information about your printer.
14. Click Open.
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15. Click OK.
16. Under Install the printer driver, click Next.
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17. In the Printer name text box the default name HP MFP Send Fax is displayed. You can change
this name by typing a new name in the text box.
18. Click Next.
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19. A screen with a test page option is displayed. To send a test fax to another machine, click Print a
test page
NOTE: Although the button option is labeled Print a test page, no page is printed locally.
20. Click Finish.
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Uninstalling the HP MFP Send Fax driver
To uninstall the MFP Send Fax driver, use the following steps:
To uninstall the MFP Send Fax driver in Windows XP
1. Click Start, click Settings, and then click Printers and Faxes.
2. In the Printers and Faxes window, right-click the MFP printer where MFP Send Fax is installed
and then click Delete.
3. Click Start, click Settings, and then click Printers and Faxes.
4. Right-click in the Printers and Faxes window and then click Server Properties.
5. In the Print Server Properties dialog box, click Drivers.
6. Select the MFP Send Fax driver and then click Remove.
7. Click OK.
To uninstall the MFP Send Fax driver in Windows Vista
1. Click Start, click Control Panel, and then click Printer.
2. In the Printers window, right-click the MFP printer where MFP Send Fax is installed and then click
Delete.
3. Right-click the Printers window and then click Server Properties.
4. In the Print Server Properties dialog box, click the Drivers tab.
5. Select the MFP Send Fax driver and then click Remove.
6. Click OK
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2Faxing
This chapter provides information about sending faxes and using the MFP Send Fax phone book:
Sending a fax to a single recipient
●
Sending a fax to multiple recipients
●
Sending a fax by using the phone book
●
Canceling a fax job
●
Inserting special characters in the fax number
●
Editing the phone book
●
Exporting phone book entries to a comma-separated values (CSV) formatted file
●
Importing phone book entries from a CSV formatted file
●
Voice Calls and Retries
●
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Sending a fax to a single recipient
To send a fax to a single recipient, use the following steps:
1. Open the document to be faxed in the software program in which it was created.
2. Click File and then click Print.
3. Select the HP MFP Send Fax driver from the list of printers.
4. Click OK or Print.
NOTE: Click the button that sends a document to the printer. This might not be labeled the same
way in all programs.
5. Under Fax To in the HP MFP Send Fax dialog box, type the recipient name, fax number, and
company name. The fax number is the only required information.
The Recipient Name drop-down box includes individual recipients as well as group names. If the
text box is blank and the drop-down list is selected, the drop-down list contains the 20 most recently
used names, sorted in alphabetical order. If the drop-down list contained text when you opened
the drop-down menu, the list shows all matching entries. The Recipient Name dropdown list holds
a maximum of 20 entries. After the maximum is reached, a new entry replaces the oldest entry in
the list.
NOTE: See Inserting special characters in the fax number on page 45 for a list of special
characters that you can use in the Fax Number text field.
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6. Click Add to Phone Book to add the recipient information to the MFP Send Fax phone book. This
step is optional.
NOTE: Click Clear Fields to remove all of the values in the Recipient Name, Fax Number, and
Company Name text boxes.
7. The default cover page information appears under Include With Fax in the HP MFP Send Fax
dialog box. This information can be changed for any individual fax job.
NOTE: To set the default cover page settings for all faxes, see Configuration on page 57.
8. If the billing-code feature is enabled, type the billing code under Billing Information in the HP MFP
Send Fax dialog box. The billing code can be changed for any individual fax job.
9. To send the fax with the default sender, fax quality, notification information, and preview
preferences, click Send.
NOTE: Click the Setup tab in the HP MFP Send Fax dialog box to view the sender, fax quality,
notification, and preview settings. This information can be changed for any individual fax job. Click
Send to send the fax.
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10. If you selected Show Preview Before Sending Fax on the Setup tab, a preview of the fax job
appears. Review the fax for accuracy.
NOTE: The preview function is not available when you use Point-and-Print. Point-and-Print is a
Windows feature that you can use to connect, print, or fax to a remote printer without using
installation disks. Files and configuration information are automatically downloaded from the print
server to the client.
11. Click View or use the zoom drop-down menu to change the size of the document preview.
12. Click the arrow buttons to navigate through the document.
13. Click Send Fax to send the fax or click Cancel Fax to close the send fax driver.
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Sending a fax to multiple recipients
To send a fax to a multiple recipients, use the following steps:
1. Open the document to be faxed in the software program in which it was created.
2. Click File and then click Print.
3. Select the HP MFP Send Fax driver from the list of printers.
4. Click OK or Print.
NOTE: Click the button that sends a document to the printer. This might not be labeled the same
way in all programs.
5. Under Fax To in the HP MFP Send Fax dialog box, type the recipient name, fax number, and
company name.
The Recipient Name drop-down box includes individual recipients as well as group names. If the
text box is blank and the drop-down list is selected, the drop-down list contains the 20 most recently
used names, sorted in alphabetical order. If the drop-down list contained text when you opened
the drop-down menu, the list shows all matching entries. The Recipient Name drop-down list holds
a maximum of 20 entries. After the maximum is reached, a new entry replaces the oldest entry in
the list.
NOTE: The fax number is the only required information. Inserting special characters in the fax
number on page 45 for a list of special characters that you can use in the Fax Number text field.
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6. Click Add to Phone Book to add the recipient information to the MFP Send Fax phone book. This
step is optional.
NOTE: Click Clear Fields to remove all of the values in the Recipient Name, Fax Number, and
Company Name text boxes.
7. Click To -> to add the recipient information to the Fax Recipients field.
8. Repeat steps 5 through 7 for each fax recipient. The fax is sent to all of the names that appear in
the FaxRecipients field.
9. If the billing-code feature is enabled, type the billing code under Billing Information in the HP MFP
Send Fax dialog box. The billing code can be changed for any individual fax job.
10. To send the fax with the default sender, fax quality, notification information, and preview
preferences, click Send.
NOTE: Click the Setup tab on the HP MFP Send Fax dialog box to view the sender, fax quality,
notification, and preview settings. This information can be changed for any individual fax job. Click
Send to send the fax.
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11. If you selected Show Preview Before Sending Fax on the Setup tab, a preview of the fax job
appears. Review the fax for accuracy.
NOTE: The preview function is not available when you use Point-and-Print. Point-and-Print is a
Windows feature that you can use to connect, print, or fax to a remote printer without using
installation disks. Files and configuration information are automatically downloaded from the print
server to the client.
12. Click View or use the zoom drop-down menu to change the size of the document preview.
13. Click the arrow buttons to navigate through the document.
14. Click Send Fax to send the fax or click Cancel Fax to close the send fax driver.
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Sending a fax by using the phone book
To send a fax by using the phone book, use the following steps:
1. Open the document to be faxed in the software program in which it was created.
2. Click File and then click Print.
3. Select the HP MFP Send Fax driver from the list of printers.
4. Click OK or Print.
NOTE: Click the button that sends a document to the printer. This might not be labeled the same
way in all programs.
5. Under Fax To in the HP MFP Send Fax dialog box, click the book icon.
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6. In the Add Recipients From Phone Book dialog box, select the name of each fax recipient and
click To -> to populate the Fax Recipients field.
7. After you have added all of the fax recipients to the Fax Recipients field, click OK.
NOTE: The maximum number of fax recipients is 100.
8. The default cover page information appears under Include With Fax in the HP MFP Send Fax
dialog box. This information can be changed for any individual fax job.
NOTE: To set the default cover page settings for all faxes, see Configuration on page 57.
NOTE: When cover page is used with multiple recipients, the preview will only show the cover
page for the first recipient. However, the cover page will be sent separately for each recipient. Only
one recipient’s name is shown on each cover page.
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9. If the billing-code feature is enabled, type the billing code under Billing Information in the HP MFP
Send Fax dialog box. The billing code can be changed for any individual fax job.
10. To send the fax to all of the fax recipients with the default sender, fax quality, notification information,
and preview preferences, click Send.
NOTE: Click the Setup tab on the HP MFP Send Fax dialog box to view the sender, fax quality,
notification, and preview settings. This information can be changed for any individual fax job. Click
Send to send the fax.
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11. If you selected Show Preview Before Sending Fax on the Setup tab, a preview of the fax job
appears. Review the fax for accuracy.
NOTE: The preview function is not available when you use Point-and-Print. Point-and-Print is a
Windows feature that you can use to connect, print, or fax to a remote printer without using
installation disks. Files and configuration information are automatically downloaded from the print
server to the client.
12. Click View or use the zoom drop-down menu to change the size of the document preview.
13. Click the arrow buttons to navigate through the document.
14. Click Send Fax to send the fax or click Cancel Fax to close the send fax driver.
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Canceling a fax job
Three methods are available to cancel a fax job on the HP LaserJet 4345mfp and 9040/9050mfp and
the HP Color LaserJet 4730mfp and 9500mfp:
1. Click Cancel Fax in the fax preview window.
2. On the MFP control panel, press the fax icon and then press the red Stop/Cancel button.
NOTE: The status message Cancelling job displays on the MFP when the red Stop/Cancel
button is pressed to cancel the fax.
3. On the MFP control panel, cancel faxes by using the fax menus.
a. On the MFP control panel, press Menu.
b. Scroll to and touch FAX.
c. Scroll to and touch CANCEL CURRENT TRANSMISSION.
NOTE: Scroll to and touch CANCEL ALL PENDING TRANSMISSIONS to cancel all of the
pending fax transmissions.
d. Touch EXIT.
One method is available to cancel a fax job on the HP LaserJet M3035MFP, M3027MFP, M4345MFP,
M5025MFP, M5035 MFP, and HP Color LaserJet CM4730 MFP and CM6040 MFP:
1. On the MFP control panel, press the red Stop button.
NOTE: A menu displays that lists the active jobs that can be canceled.
2. Select the desired item to cancel and touch OK.
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Inserting special characters in the fax number
The Fax Number text field accepts special characters in addition to the numbers 0 through 9.
Table 2-1 Special characters
Special Character Function
- Use a hyphen in the fax number to make the number easier to
( ) Use parenthesis in the fax number to make the number easier
[ ] Use an opening and closing bracket to hide a portion of the fax
* The asterisk is transmitted as a touch-tone.
# The number sign is transmitted as a touch-tone.
, A comma represents a 2-second pause when the fax number
read.
to read.
number so that it does not print on the fax cover sheet, call
reports, or e-mail confirmations. For example, a fax number
might include a calling-card access code. Type brackets
around the calling-card access code portion of the fax number
to prevent showing this information.
is dialed. Use multiple commas for a longer pause during
dialing.
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Editing the phone book
The phone book can be used to store the contact information that appears under Fax To in the HP MFP
Send Fax dialog box. Names can be added and removed from the phone book.
The MFP Send Fax phone book can be imported and exported.
Adding names to the phone book
NOTE: You can add names to the phone book or the Fax Job tab by clicking the book icon, or on the
Setup tab by clicking Edit Phone Book.
To populate the phone book, use the following steps:
1. On the Fax Job tab under Fax To in the HP MFP Send Fax dialog box, click the book icon. This
opens the Add Recipients from Phone Book dialog box.
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2. In the Add Recipients from Phone Book dialog box click Edit Phone Book. This opens the Edit
Phone Book dialog box. In the Edit Phone Book dialog box, click Add Entry to open the Add
Entry to Phone Book dialog box. Type the recipient name, fax number, and company name, and
then click OK.
3. Click Edit Phone Book.
4. In the Add to Phone Book dialog box, type the recipient name, fax number, and company name
in the text boxes.
5. Click OK.
6. In the Edit Phone Book dialog box, click Add Entry to add additional names.
7. Click OK when you are finished adding names to the phone book.
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Adding groups to the phone book
NOTE: You can add a group to the phone book on the Fax Job tab by clicking the book icon, or on
the Setup tab by clicking Edit Phone Book. If you add a group from the Setup tab, go to step 3 of this
procedure.
To add a group to the phone book, use the following steps:
1. On the Fax Job tab under Fax To in the HP MFP Send Fax dialog box, click the book icon. This
opens the Add Recipients from Phone Book dialog box.
2. In the Add Recipients from Phone Book dialog box, highlight a name in the list and click Edit
Phone Book.
3. In the Edit Phone Book dialog box, click Add Group. This opens the Add Group to Phone
Book dialog box. Type the group name into the Group Name text box and then type a name or
select one from the list at the left of the dialog box. Click Add to copy the selected name into the
Members box. When you have completed adding a group, click OK.
NOTE: You can verify contact information before adding the information to a group by clicking
Details. This opens the Details dialog box. Verify the information and click OK or Cancel. You
cannot edit information in this dialog box.
Removing names from the phone book
NOTE: You can remove names from the phone book on the Fax Job tab by clicking the book icon, or
on the Setup tab by clicking Edit Phone Book. If you remove names from the Setup tab, go to step 3
of this procedure.
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To remove names from the phone book, use the following steps:
1. On the Fax Job tab under Fax To in the HP MFP Send Fax dialog box, click the book icon. This
opens the Add Recipients from Phone Book dialog box.
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2. In the Add Recipients from Phone Book dialog box, highlight a name in the list and click Edit
Phone Book.
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3. In the Edit Phone Book dialog box, select the name that you want to delete and then click
Delete. Verify the delete in the CONFIRM dialog box. Clicking Yes permanently deletes this entry
from the Phone Book.
Editing names in the phone book
NOTE: You can edit names in the phone book on the Fax Job tab by clicking the book icon, or on the
Setup tab by clicking Edit Phone Book. If you edit names from the Setup tab, go to step 3 of this
procedure.
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To edit names in the phone book, use the following steps:
1. On the Fax Job tab under Fax To in the HP MFP Send Fax dialog box, click the book icon.
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2. In the Add Recipients From Phone Book dialog box, select the name that you want to edit and
then click Edit Phone Book. This opens the Edit Phone Book dialog box.
3. In the Edit Phone Book dialog box, highlight an existing name and click Edit. The Edit Phone
Book Entry dialog box opens and displays the current contact information. Edit the Recipient
Name, Fax Number, and Company Name as needed and click OK. This returns you to the Edit
Phone Book dialog box.
NOTE: To review contact information before sending the fax, select a name in the Edit Phone
Book dialog box and click Details. The Details dialog box opens. Verify the information and click
OK or Cancel. You can not edit information in this dialog box.
4. Click OK when you are done editing.
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Exporting phone book entries to a comma-separated values (CSV) formatted file
You can export contact information from the phone book to a .CSV file.
1. You can export names from the phone book from the Fax Job or the Setup tab.
Fax Job tab: Click the book icon and then click Edit Phone Book in the Add Recipients
●
from Phone Book dialog box.
Setup tab: Click Edit Phone Book.
●
2. In the Edit Phone Book dialog box, click Export... to open the File Save As dialog box. Type the
path and file name of the exported .CSV file and then click OK. All currently saved phone book
entries are written to the file. If the file path and name already exist, the existing .CSV file is
overwritten with the contents of the phone book.
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Importing phone book entries from a CSV formatted file
You can import contact information to the phone book from a properly formatted CSV file. When
importing from a CSV file, the software assumes that the first record in the file is a header record so the
contents of the first record are not imported. If the CSV file entry is not properly formatted, the program
discards the entire record.
1. You can import names into the phone book in the Fax Job or the Setup tab.
Fax Job tab: Click the book icon and then click Edit Phone Book in the Add Recipients
●
from Phone Book dialog box.
Setup tab: Click Edit Phone Book.
●
2. In the Edit Phone Book dialog box, click Import... to open the File Open dialog box. Highlight the
file you want to import and click OK.
3. After the highlighted file has been validated, the Map Fields dialog box opens. Highlight an entry
in the From column and then highlight a field in the To column. Click Map. You must select
mappings for the Name and Phone Number fields. Specifying a mapping for the Company name
field is optional. The mapping selections you make here apply to all records in the CSV file.
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Voice Calls and Retries
Voice calls are not included in the Fax Activity log and do not generate a T.30 report. The following
sections provide information on retries of a fax job.
Fax Call Report
When all fax attempts have been exhausted, a Fax Call Report will be printed for a fax send. It shows
the fax job log ID. The result of the final attempt is printed on the Fax Call Report.
A Fax Call Report does not print for voice calls.
NOTE: A Fax Call Report only generates Job numbers for final attempts. If one of these reports is
printed manually from the menu and the last call was neither the final attempt nor a Voice call the Job
number will be zero.
Fax Activity Log
Voice Calls are not included in the Fax Activity Log by default. Only the final attempt will be displayed
in the Fax Activity Log.
T.30 Report
Voice Calls will not cause a T.30 report to print. All retry attempts will cause a T.30 report to print.
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3 Configuration
This chapter provides information about configuring the default settings for the MFP Send Fax driver by
using the Edit Defaults button on the Setup tab:
Setting the sender information
●
Setting the fax quality
●
Setting the notification settings
●
Setting the cover page information
●
Setting the preview preference
●
Setting the fax driver printer preferences
●
Setting the billing-code configuration
●
NOTE: The default settings might have been set during the installation process.
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Setting the sender information
The default sender information is included on all faxes that you send by using the MFP Send Fax driver,
including cover pages. The sender information can be changed for individual faxes by using the text
fields on the Setup tab.
NOTE: To apply any changes to the current job only, select the Apply Defaults to this job check box
before exiting the Default Settings dialog box.
To set the default sender information, use the following steps:
1. On the Setup tab, click Edit Defaults.
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2. Under Sender Information in the Default Settings dialog box, type the default sender name,
company name, fax number, and voice phone number.
NOTE: The information in the sender information fields on the Setup tab is updated the first
time that the sender information is typed in the sender information fields in the Default Settings
dialog box. If the default sender information is changed later, the sender information fields on the
Setup tab are not refreshed. The changes are saved, but the information does not appear in the
dialog box. To show the new information, exit from the MFP Send Fax driver and then restart the
driver.
3. Click OK.
NOTE: To set all of the default information at the same time, select the fax quality, notification,
cover page, and preview settings and then click OK.
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Setting the fax quality
The fax quality setting defines the resolution that the MFP uses to send the fax. The following are the
available quality settings:
Standard: 200 x 100 dots per inch (dpi)
●
Fine: 200 x 200 dpi
●
Superfine: 300 x 300 dpi
●
To set the fax quality, use the following steps:
1. On the Setup tab, click Edit Defaults.
2. Under Fax Quality in the Default Settings dialog box, select the default quality for sending faxes.
3. Click OK.
NOTE: To set all of the default information at the same time, select the sender information,
notification, cover page, and preview settings and then click OK.
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Setting the notification settings
The notification settings determine when and how notification of the status of an outgoing fax is sent.
To change the notification settings, use the following steps:
1. On the Setup tab, click Edit Defaults.
2. Under Notification in the Default Settings dialog box, select when to receive notifications:
None: notification is not sent.
●
This Job: notification is sent when a fax is sent.
●
On Error: notification is sent when an error occurs.
●
3. Select the type of notification to send:
Print: notification is printed on the default printer.
●
E-mail: notification is sent in an e-mail message. Type the e-mail address in the E-mail
●
Address text box.
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NOTE: The e-mail function must be configured on the MFP in order to receive an e-mail
notification.
4. Click OK.
NOTE: To set all of the default information at the same time, select the sender information, fax
quality, cover page, and preview settings and then click OK.
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Setting the cover page information
Standardize the look of the fax cover page by using a default cover page. Fields are available for notes,
a subject line, and a company logo or other image. The cover-page settings can be modified on the Fax
Job tab for individual fax jobs.
To change the cover page information, use the following steps:
1. On the Setup tab, click Edit Defaults.
2. Under Include With Fax in the Default Settings dialog box, select Cover Page (Single recipient
only).
3. In the Notes text box, type the default notes.
4. In the Subject text box, type the default subject line.
5. Click Overlay to include an image on the cover page.
6. Browse to and select a bitmap image file, such as a company logo.
NOTE: The bitmap image is converted to grayscale on the cover sheet and is located in the top
one-third of the page.
7. Click OK.
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NOTE: To set all of the default information at the same time, select the sender information, fax
quality, notification, and preview settings and then click OK.
NOTE: When cover page is used with multiple recipients, the preview will only show the cover page
for the first recipient. However, the cover page will be sent separately for each recipient. Only one
recipient's name is shown on each cover page.
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Setting the preview preference
The preview preference can be set to automatically preview every fax job before it is sent.
To preview every fax job before it is sent, use the following steps:
1. On the Setup tab, click Edit Defaults.
2. Under Preview in the Default Settings dialog box, select Show Preview Before Sending Fax to
preview each fax automatically before it is sent. When Show Preview Before Sending Fax is
selected, the Send button changes to Preview and Send.
3. Click OK.
NOTE: To set all of the default information at the same time, select the sender information, fax
quality, notification, and cover page settings and then click OK.
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Setting the fax driver printer preferences
To set the basic MFP Send Fax driver printing options through Windows, use the following steps:
1. Click Start, click Settings, and then click Printers and Faxes.
2. On the Printers and Faxes window, right-click HP MFP Send Fax and then click Printing
Preferences.
3. In the HP MFP Send Fax Document Properties dialog box, click Paper/Quality to set the default
paper and quality properties. To save the settings and close the dialog box, click OK.
NOTE: The Advanced tab on the HP MFP Send Fax Document Properties dialog box does
not contain any information that affects the MFP Send Fax driver. This tab is a standard Windows
tab and cannot be removed for this driver.
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4. Click Services to check the status of the printer and supplies or to start the embedded Web server.
The Services tab options only appear if the MFP Send Fax driver is connected to a valid TCP/IP
port.
NOTE: See the appropriate MFP user guide for more information about the Embedded Web
server.
5. To save any changes to the default settings and close the dialog box, click OK.
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Setting the billing-code configuration
HP MFP Send Fax supports the use of billing codes when sending faxes.
To enable or disable the billing-code feature on the HP LaserJet 4345mfp and 9040/9050mfp and the
HP Color LaserJet 4730mfp and 9500mfp through the MFP control panel after the MFP Send Fax driver
has been installed, use the following steps:
1. On the MFP control panel, press Menu.
2. Scroll to and touch FAX.
3. Scroll to and touch FAX SEND.
4. Scroll to and touch BILLING CODE.
5. Touch CUSTOM to open the billing-code screen.
6. Use the up and down arrows to select the minimum number of digits in the billing code.
7. Touch OK to enable the billing-code feature or touch OFF to disable the billing-code feature.
NOTE: If the billing-code feature is enabled on the MFP, a billing-code entry is required for walk-
up fax jobs that you send from the MFP.
To enable or disable the billing-code feature on the HP LaserJet M3035MFP, M3027MFP, M4345MFP,
M5025MFP, M5035 MFP, and HP Color LaserJet CM4730 MFP and CM6040 MFP through the MFP
control panel after the MFP Send Fax driver has been installed, use the following steps:
1. On the MFP control panel, touch Administration.
2. Scroll to and touch Initial Setup.
3. Scroll to and touch Fax Setup.
4. Scroll to and touch Fax Send Settings.
5. Scroll to and touch Billing Codes.
6. Touch Custom to open the billing-code screen.
7. Use the up and down arrows to select the minimum number of digits in the billing code.
8. Touch OK to enable the billing-code feature or touch Off to disable the billing-code feature.
NOTE: If the billing-code feature is enabled on the MFP, a billing-code entry is required for walk-
up fax jobs sent from the MFP.
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4 Troubleshooting
Use the information in this chapter to troubleshoot general fax issues:
Functional errors
●
Warning messages
●
Error messages
●
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Functional errors
The following sections describe issues that might occur when using the HP MFP Send Fax driver.
The test page does not print
View the MFP Send Fax configuration information on the MFP control panel to determine if the driver
installation was successful and the PC Fax Send feature is enabled.
To view the configuration information on the HP LaserJet 4345mfp and 9040/9050mfp and the HP Color
LaserJet 4730mfp and 9500mfp, use the following steps:
1. On the MFP control panel, press Menu.
2. Scroll to and touch FAX.
3. Scroll to and touch FAX SEND.
4. Scroll to and touch PC FAX SEND.
5. Touch ENABLED.
6. Touch EXIT.
If PC Fax Send is not in menu, go to
control panel on page 72
To view the configuration information on the HP LaserJet M3035MFP, M3027MFP, M4345MFP,
M5025MFP, M5035 MFP, and HP Color LaserJet CM4730 MFP and CM6040 MFP, use the following
steps:
1. On the MFP control panel, touch Administration.
2. Scroll to and touch Initial Setup.
3. Scroll to and touch Fax Setup.
4. Scroll to and touch PC Fax Send.
5. Touch Enabled.
6. Touch Save.
If PC Fax Send is not in menu, go to
control panel on page 72
PC FAX SEND or PC Fax Send does not appear on the MFP
PC FAX SEND or PC Fax Send does not appear on the MFP
The e-mail notification is disabled
The e-mail notification type is disabled under Notification on the Setup tab in the HP MFP Send Fax
dialog box because the e-mail function is not enabled on the MFP.
See the appropriate user guide for instructions about configuring the e-mail function:
HP LaserJet 4345mfp Series User Guide
●
HP Color LaserJet 4730mfp User Guide
●
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HP LaserJet 9040mfp/9050mfp User Guide
●
HP Color LaserJet 9500mfp User Guide
●
To update the HP MFP Send Fax settings after enabling the e-mail feature on the MFP, use the following
steps:
1. Click Start, click Settings, and then click Printers and Faxes.
2. Under Printer Tasks in the Printers and Faxes window, right-click the name of the MFP and then
click Properties.
3. In the HP MFP Send Fax Properties dialog box, click Device Settings.
4. In the Automatic Configuration drop-down menu, select Update Now.
5. Click OK.
An e-mail confirmation is not received
No e-mail confirmation is sent if the receiving fax machine does not answer, or is busy, or if the number
of redials that is configured on the MFP has not been reached. After the MFP has reached the configured
number of redials, a confirmation notification is sent.
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PC FAX SEND or PC Fax Send does not appear on the MFP control panel
PC FAX SEND or PC Fax Send does not appear on the MFP control panel after installing the MFP Send
Fax driver.
Firmware is packaged in bundles called remote firmware updates (RFUs). These bundles contain
firmware updates for the MFP and different sub-systems located in the MFP. When the RFU bundle is
sent to the MFP, the MFP sends the individual firmware updates to its other sub-systems. Sometimes,
not all of these updates happen at the same time.
Complete the firmware update on the HP LaserJet 4345mfp and 9040/9050mfp and the HP Color
LaserJet 4730mfp and 9500mfp:
1. Verify that the MFP firmware has been updated to the most current version available. If the firmware
has not been updated, see
2. Turn the MFP off and then turn it on again.
3. On the MFP control panel, press Menu.
4. Scroll to and touch FAX.
5. Scroll to and touch FAX SEND.
6. Scroll to and touch PC FAX SEND.
7. Touch ENABLED.
Upgrading the MFP firmware and downloading the driver on page 5.
8. Touch EXIT.
Complete the firmware update on the HP LaserJet M3035MFP, M3027MFP, M4345MFP, M5025MFP,
M5035 MFP, and HP Color LaserJet CM4730 MFP and CM6040 MFP:
1. Verify that the MFP firmware has been updated to the most current version available. If the firmware
has not been updated, see
2. Turn the MFP off and then turn it on again.
3. From the main screen, touch Administration.
4. Scroll to and touch Initial Setup.
5. Scroll to and touch Fax Setup.
6. Scroll to and touch PC Fax Send.
7. Touch Enabled.
8. Touch Save.
If PC FAX SEND or PC Fax Send still does not appear on the MFP control panel, see the HP LaserJet
MFP Analog Fax Accessory 300 Fax Guide to ensure that the analog fax accessory is configured
correctly.
If the analog fax accessory is configured correctly and PC FAX SEND or PC Fax Send still does not
appear on the MFP control panel, contact HP Customer Care.
Upgrading the MFP firmware and downloading the driver on page 5.
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The bitmap does not appear or print on the cover page
The bitmap file will not appear or print on the cover page if the bitmap file is too large. The fax imagerendering process will bypass rendering the image on the cover page if the performance of the computer
would be significantly reduced. Reduce the size of the bitmap to include it on the cover page.
The preview does not appear
To see a preview of the fax job, select Show Preview Before Sending Fax on the Setup tab.
A billing code is required after disabling the feature
A billing code is required in the Billing Code text box on the Fax Job tab after the billing-code feature
has been disabled at the MFP.
To update the driver so that the Billing Code text box does not appear on the Fax Job tab, use the
following steps:
1. Click Start, click Settings, and then click Printers and Faxes.
2. Under Printer Tasks on the Printers and Faxes window, right-click the name of the MFP and then
click Properties.
3. In the HP MFP Send Fax Properties dialog box, click Device Settings.
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4. In the Automatic Configuration: drop-down menu, select Update Now.
5. Click OK.
The billing code text box does not appear
If the billing-code feature was disabled at the MFP when the MFP Send Fax driver was installed, the
Billing Code text box does not appear on the Fax Job tab.
Enable billing codes and make the Billing code text box available on the Fax Job tab on the HP LaserJet
4345mfp and 9040/9050mfp and the HP Color LaserJet 4730mfp and 9500mfp.
1. On the MFP control panel, press Menu.
2. Scroll to and touch FAX.
3. Scroll to and touch FAX SEND.
4. Scroll to and touch BILLING CODE.
5. Touch CUSTOM to open the billing-code screen.
6. Use the up and down arrows to select the minimum number of digits in the billing code.
7. Touch OK to enable billing codes.
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Enable billing codes and make the Billing code text box available on the Fax Job tab on the HP LaserJet
M3035MFP, M3027MFP, M4345MFP, M5025MFP, M5035 MFP, and HP Color LaserJet CM4730 MFP
and CM6040 MFP.
1. Touch Administration.
2. Scroll to and touch Initial Setup.
3. Scroll to and touch Fax Setup.
4. Scroll to and touch Fax Send Settings.
5. Scroll to and touch Billing Codes.
6. Touch Custom to open the billing-code screen.
7. Use the up and down arrows to select the minimum number of digits in the billing code.
8. Touch OK to enable billing codes.
The default fields do not refresh
The information in the sender information fields on the Setup tab is updated the first time that the sender
information is entered in the sender information fields in the Default Settings dialog box. If the default
sender information is changed later, the sender information fields on the Setup tab are not refreshed.
The changes are saved, but the information does not appear in the dialog box. To show the new
information, exit from the MFP Send Fax driver and then restart the driver.
Changed settings do not take effect
The MFP Send Fax driver captures MFP fax configuration information during installation. If the MFP
settings are changed after the driver is installed, complete a manual update by using the Update
Now feature to synchronize the driver with the MFP settings. Normally, closing and reopening the driver
will automatically accomplish this process.
To synchronize the driver with the MFP settings by using Update Now, use the following steps:
1. Click Start, click Settings, and then click Printers and Faxes.
2. Under Printer Tasks in the Printers and Faxes window, right-click the name of the MFP and then
click Properties.
3. In the HP MFP Send Fax Properties dialog box, click Device Settings.
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4. In the Automatic Configuration: drop-down menu, select Update Now.
5. Click OK.
Changed settings do not take effect in a Point-and-Print installation
If you are using a Point-and-Print installation, the notification, billing code, billing-code length, and faxenabled features cannot be refreshed by using the Update Now feature. To make these setting changes
take effect in a Point-and-Print installation, delete the Send Fax printer and then reinstall the printer.
NOTE: The fax preview function is not available when you use Point-and-Print.
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Warning messages
The following warning messages might appear when you use the HP MFP Send Fax driver.
PC fax feature may be disabled at the MFP warning
The PC fax feature may be disabled at the MFP warning appears if the driver port has been changed.
To update the configuration settings, use the following steps:
1. In the MFP Send Fax Warning message box, click OK.
2. Verify that the MFP firmware has been updated to the most current version available. Determining
if the MFP supports the MFP Send Fax driver on page 4
3. Verify that the PC FAX SEND or PC Fax Send feature is enabled on the MFP.
HP MFP Send Fax driver on page 31
Uninstalling the
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Error messages
If a fax problem occurs that prevents or interrupts sending or receiving a fax, an error message is
generated that helps determine the cause of the problem. Here is a list of messages and their cause/
solution.
Table 4-1 Error messages
At least one fax number is required
Cause
A fax number was not typed in the Fax Number text box on
the Fax Job tab.
Missing required information: Billing Code
Cause
A billing code was not typed in the Billing Code text box on
the Fax Job tab. This error only occurs when billing-code
feature is enabled.
The billing code must be at least “n” digits
Cause
The billing code was configured on the MFP to contain a
specified number of digits. This error occurs when the billingcode feature is enabled and the billing code in the Billing
Code text box on the Fax Job tab does not contain the correct
number of digits.
Solution
Type a fax number in the Fax Number text box on the Fax
Job tab.
Solution
Type a billing code in the Billing Code text box on the Fax
Job tab.
Solution
Check the billing code that is typed in the Billing Code text
box on the Fax Job tab. Type a billing code that contains the
specified number of digits.
Missing required information: E-mail address
Cause
An e-mail address was not typed in the E-mail address text
box on the Setup tab when E-mail notification was selected.
The file cannot be found
Cause
A fax was sent with an invalid path specified in the Image text
box on the Fax Job tab or the Setup tab.
A fax was sent with a path to a missing image file specified in
the Image text box on the Fax Job tab or the Setup tab.
A fax was sent with a path to an invalid file type specified in the
Image text box on the Fax Job tab or the Setup tab.
Solution
Type an e-mail address in the in the E-mail address text box
on the Setup tab.
Solution
Type a valid path to the image in the Image text box on the
Fax Job tab or the Setup tab.
Type a valid path to the image in the Image text box on the
Fax Job tab or the Setup tab.
Type a valid path to a bitmap image in the Image text box on
the Fax Job tab or the Setup tab.
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Table 4-1 Error messages (continued)
The e-mail address is not in a recognized format. Do you still want to use it?
Cause
The e-mail address in the E-mail address text box on the
Setup tab is not a valid e-mail address.
Reached maximum number of entries
Cause
The Fax Recipients list contains the maximum number of fax
recipients.
The Fax Recipients list is limited to 100 entries.
The phone book contains the maximum number of entries.
The phone book is limited to 10,000 entries.
Reached maximum number of entries in a group
Cause
The maximum number of group entries has been exceeded. Remove entries from the group.
Solution
Click Yes to send the e-mail to the specified address.
Click No to return to the Setup tab to change the e-mail
address.
Solution
The maximum number of fax numbers has been entered. Send
the fax to any remaining recipients by using a separate fax job.
Remove entries in the phone book.
Solution
Reached maximum number of group entries
Cause
The group contains the maximum number of entries. Remove entries from the group.
Data is not valid
Cause
The file type or file format is incorrect. The file must be a CSV file.
Mapping for minimum required fields not specified
Cause
The mapping between the name and phone number fields (at
minimum) is not mapped to the CSV file.
Solution
Solution
Solution
Import the file again. In the Mapping dialog box, select the
correct mapping for the fields that are not mapping correctly.
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Table 4-1 Error messages (continued)
Duplicate group name specified
Cause
An identical group name exists. Type in a new unique group name.
Export error
Cause
The phone book could not be exported as a result of a file-write
error or insufficient disk space.
Import error
Cause
The phone book could not be imported because valid entries
for all fields could not be found or a duplicate entry exists.
Solution
Solution
Be sure the location where the phone book is to be saved is
not write-protected and that disk space is available.
Solution
Be sure the source CSV file is not corrupt and is organized
correctly. Eliminate duplicate entries before importing.
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