HP LaserJet 9040/9050 Multifunction Printer series, Color LaserJet 9500 Multifunction Printer series, LASERJET 9065MFP, LaserJet 4345 Multifunction Printer series, LASERJET 9055MFP, Color LaserJet 4730 Multifunction Printer series User's manual

HP LaserJet 9040/9050 Multifunction Printer series, Color LaserJet 9500 Multifunction Printer series, LASERJET 9065MFP, LaserJet 4345 Multifunction Printer series, LASERJET 9055MFP, Color LaserJet 4730 Multifunction Printer series User's manual

HP LaserJet MFP

Analog Fax Accessory 300

Send Fax Driver

Fax Guide

Copyright Information

© 2005 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 herein 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.

Part number: XXXX-XXXX

Edition 1, 12/2005

Trademark Credits

Windows® is a U.S. registered trademark of the Microsoft

Corporation.

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iv Chapter

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Contents

1 Setting up

System requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2

Operating system . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2

Displays . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2

Printer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2

Hardware . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2

Network . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2

Installing the MFP Send Fax driver. . . . . . . . . . . . . . . . . . . . . . . . . . . . 2

Determining if the MFP Send Fax driver is supported by the MFP 3

Upgrading the MFP firmware and downloading the driver . . . . . . 3

Verifying that the MFP e-mail feature is configured (optional). . . . 5

Configuring the billing code feature (optional) . . . . . . . . . . . . . . . . 5

Installing the driver . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6

Uninstalling the HP MFP Send Fax driver . . . . . . . . . . . . . . . . . . . . . 16

2 Faxing

Sending a fax to a single recipient . . . . . . . . . . . . . . . . . . . . . . . . . . . 18

Sending a fax to multiple recipients . . . . . . . . . . . . . . . . . . . . . . . . . . 20

Sending a fax by using the phone book . . . . . . . . . . . . . . . . . . . . . . . 23

Canceling a fax job . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27

Inserting special characters in the fax number . . . . . . . . . . . . . . . . . . 27

Editing the phone book . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28

Adding names to the phone book . . . . . . . . . . . . . . . . . . . . . . . . 28

Removing names from the phone book. . . . . . . . . . . . . . . . . . . . 30

Editing names in the phone book . . . . . . . . . . . . . . . . . . . . . . . . 31

3 Configuration

Setting the sender information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34

Setting the fax quality . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35

Setting the notification settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36

Setting the cover page information . . . . . . . . . . . . . . . . . . . . . . . . . . . 38

Setting the preview preference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39

Setting the fax driver printer preferences . . . . . . . . . . . . . . . . . . . . . . 39

Setting the billing code configuration . . . . . . . . . . . . . . . . . . . . . . . . . 41

4 Troubleshooting

Functional errors. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44

The test page does not print . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44

The e-mail notification is disabled . . . . . . . . . . . . . . . . . . . . . . . . 44

An e-mail confirmation is not received. . . . . . . . . . . . . . . . . . . . . 45

PC FAX SEND does not appear on the MFP control panel . . . . 45

v

The bitmap does not appear or print on the cover page . . . . . . . 46

The preview does not appear . . . . . . . . . . . . . . . . . . . . . . . . . . . 46

A billing code is required after disabling the feature . . . . . . . . . . 46

The billing code text box does not appear. . . . . . . . . . . . . . . . . . 47

The default fields do not refresh . . . . . . . . . . . . . . . . . . . . . . . . . 48

Changed settings do not take effect . . . . . . . . . . . . . . . . . . . . . . 49

Changed settings do not take effect in a Point and Print installation50

Warning messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50

PC fax feature may be disabled at the MFP warning . . . . . . . . . 50

Cover page functionality will not be available warning . . . . . . . . 51

Error messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52

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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 printer 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

1

System requirements

Operating system

The MFP Send Fax driver is supported on the following operating systems:

Windows 2000

Windows XP

Windows XP Professional x64

Windows Server 2003

Windows Server 2003 x64

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:

HP LaserJet 4345mfp

HP Color LaserJet 4730mfp

HP LaserJet 9040mfp

HP LaserJet 9050mfp

HP Color LaserJet 9500mfp

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 MPF Analog Fax Accessory 300 Fax Guide for more information about installing this hardware.

Network

The MFP Send Fax printer driver must be used on a network printer.

It is not intended to be used on a local printer.

Installing the MFP Send Fax driver

This section provides instructions about the following tasks:

Determining if the MFP Send Fax driver is supported by the MFP

Upgrading the MFP firmware and downloading the driver

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Note

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Verifying that the MFP e-mail feature is configured (optional)

Configuring the billing code feature (optional)

Installing the driver

Determining if the MFP Send Fax driver is supported by the MFP

The most current versions of the MFP firmware contain support for the MFP Send Fax driver. To determine if your MFP firmware supports the MFP Send Fax driver, 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.

If PC FAX SEND does not appear in your MFP menu, upgrade the MFP firmware.

5

Touch ENABLED.

6

Touch EXIT.

Upgrading the MFP firmware and downloading the driver

To upgrade the MFP firmware and download the MFP Send Fax driver, 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.

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.

Installing the MFP Send Fax driver 3

Note

Note

Note

2

Go to Software & driver downloads for your MFP.

a

Go to 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 specific MFP model number 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.

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

Download the MFP Send Fax driver.

a

Click Back to return to the Select operating system pane.

If you do not return to the Select operating system pane when you click Back, see step 2 for instructions about navigating to the Select

operating system pane.

b

In the Select operating system pane, click the appropriate operating system.

The MFP Send Fax driver is supported on Windows 2000, Windows XP,

Windows XP Professional x64, Windows Server 2003, and Windows

Server 2003 x64.

c

In the Driver table that appears, click Download next to the

HP MFP Send Fax driver.

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Note

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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

Verifying that the MFP e-mail feature is configured (optional)

The e-mail function on the MFP must be configured in order to receive an e-mail notification when a fax has been sent by using the

MFP Send Fax driver.

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

Configuring the billing code feature (optional)

HP MFP Send Fax supports the use of billing codes when sending faxes.

The billing code feature is optional.

To enable the billing code feature through the MFP control panel, use the following steps:

1

On the MFP control panel, press Menu.

2

Scroll to and touch FAX.

Installing the MFP Send Fax driver 5

Note

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.

Touch OFF to disable the billing code feature.

Installing the driver

To install the MFP Send Fax driver by using the Add a Printer wizard in Windows, use the following steps:

1

In Windows Explorer, double-click on 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.

5

Under Local or Network Printer, select Local printer attached

to this computer. Click Next.

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Note

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 a printer that is connected to the computer by 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.

If your computer is not connected to the MFP, go to step 8.

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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Installing the MFP Send Fax driver 7

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.

10 In the Add Standard TCP/IP Printer 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.

13 Under Install Printer Software, click Have Disk.

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Installing the MFP Send Fax driver 9

14 In the Install From Disk dialog box, click Browse.

Note

15 Browse to and select the MFP Send Fax driver .INF file extracted

in step 1.

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 and

Windows Server 2003 x64.

A The specified location does not contain information about your

printer message appears if you select the wrong version of the file.

16 Click OK.

17 Under Install Printer Software, click Next.

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18 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

.

19 Click Next.

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Installing the MFP Send Fax driver 11

20 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.

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21 Under Print Test Page, select Yes to print a test page and then click Next.

Note

Selecting Yes to print a test page sends a fax. No page is printed.

a

On the Completing the Add Printer Wizard dialog box, click

Finish to complete the wizard and continue sending a test fax.

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Installing the MFP Send Fax driver 13

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 33.

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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.

d

Click Send.

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Installing the MFP Send Fax driver 15

e

The preview window opens if you selected Show Preview

Before Sending Fax on the Setup tab. On the toolbar, click

Send Fax.

Note 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.

The test page is delivered to the fax number that you typed in the Fax

Number text box on the Fax Job tab.

Uninstalling the HP MFP Send Fax driver

To uninstall the MFP Send Fax driver, use the following steps:

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.

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2

Faxing

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

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Sending a fax to a single recipient

Note

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.

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.

Note

See “Inserting special characters in the fax number” on page 27 for a

list of special characters that you can use in the Fax Number text field.

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Note

Note

6

Click Add to Phone Book to add the recipient information to the

MFP Send Fax phone book. This step is optional.

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.

To set the default cover page settings for all faxes, see “Configuration” on page 33.

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.

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9

To send the fax with the default sender, fax quality, notification information, and preview preferences, click Send.

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.

Sending a fax to a single recipient 19

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 edit the fax settings.

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.

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Note

4

Click OK or Print.

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.

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The fax number is the only required information. See “Inserting special characters in the fax number” on page 27 for a list of special characters

that you can use in the Fax Number text field.

6

Click Add to Phone Book to add the recipient information to the

MFP Send Fax phone book. This step is optional.

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 Fax Recipients field.

Sending a fax to multiple recipients 21

Note

Cover Page (Single recipient only) is disabled when the second recipient is added to the Fax Recipients field. A cover page cannot be used when you send faxes to multiple recipients.

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.

Note

10 To send the fax with the default sender, fax quality, notification information, and preview preferences, click Send.

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 edit the fax settings.

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.

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Sending a fax by using the phone book 23

Note

4

Click OK or Print.

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.

6

In the 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.

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Note

8

Under Include With Fax in the HP MFP Send Fax dialog box, clear Cover Page (Single recipient only) if it is selected.

A cover page cannot be used when sending faxes to multiple recipients.

If you do not clear Cover Page (Single recipient only), the following error message appears:

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.

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Sending a fax by using the phone book 25

Note

10 To send the fax to all of the fax recipients with the default sender, fax quality, notification information, and preview preferences, click

Send.

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.

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 edit the fax settings.

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Canceling a fax job

Note

Three methods are available to cancel a fax job:

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.

The status message

Processing job

must appear 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.

Inserting special characters in the fax number

The Fax Number text field accepts special characters in addition to the numbers 0 through 9.

Table 1: Special characters

-

Special

Character

Function

( )

[ ]

*

#

Use a hyphen in the fax number to make the number easier to read.

Use parenthesis in the fax number to make the number easier to read.

Use an opening and closing bracket to hide a portion of the fax 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.

The asterisk is transmitted as a touch-tone.

The number sign is transmitted as a touch-tone.

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Canceling a fax job 27

Table 1: Special characters

Function

,

Special

Character

A comma represents a 2-second pause when the fax number is dialed. Use multiple commas for a longer pause during dialing.

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 is saved in the system registry.

HP does not recommend editing or copying this file.

Adding names to the phone book

To populate the phone book, use the following steps:

1

Under Fax To in the HP MFP Send Fax dialog box, click the book icon.

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2

In the Phone Book dialog box, click Add.

3

In the Add to Phone Book dialog box, type the recipient name, fax number, and company name in the text boxes.

Note

4

Click OK.

5

In the Phone Book dialog box, click Add to add additional names.

6

Click OK when you are finished adding names to the phone book.

Contacts cannot be imported into the MFP Send Fax phone book from external e-mail programs.

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Editing the phone book 29

Removing names from the phone book

To remove names from the phone book, use the following steps:

1

Under Fax To in the HP MFP Send Fax dialog box, click the book icon.

2

In the Phone Book dialog box, select the name that you want to delete and then click Delete.

3

Click OK when you are done deleting names from the phone book.

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Editing names in the phone book

To edit names in the phone book, use the following steps:

1

Under Fax To in the HP MFP Send Fax dialog box, click the book icon.

2

In the Phone Book dialog box, select the name that you want to edit and then click Edit.

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Editing the phone book 31

3

In the Edit Phone Book Entry dialog box, edit the recipient name, fax number, and company name in the text boxes.

4

Click OK when you are done editing.

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3

Configuration

Note

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

The default settings might have been set during the installation process.

33

Setting the sender information

Note

The default sender information is included on all faxes that you send using the MFP Send Fax driver, including cover pages. The sender information can be changed for individual faxes using the text fields on the Setup tab.

A cover page cannot be used when you send faxes to multiple recipients.

To set the default sender information, use the following steps:

1

On the Setup tab, click Edit Defaults.

2

Under Sender Information in the Default Settings dialog box, type the default sender name, company name, fax number, and voice phone number.

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Note

Note

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.

3

Click OK.

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.

Setting the fax quality

The fax quality setting defines the resolution that the MFP uses to send the fax. The quality settings are as follows:

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.

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Setting the fax quality 35

2

Under Fax Quality in the Default Settings dialog box, select the default quality for sending faxes.

Note

3

Click OK.

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.

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.

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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.

Note

Note

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.

The e-mail function must be configured on the MFP in order to receive an e-mail notification.

4

Click OK.

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 notification settings 37

Setting the cover page information

Standardize the look of the fax cover page by using a default cover page. Fields are included 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.

Note

A cover page can only be included with faxes that are sent to single recipients.

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 Browse to include an image on the cover page.

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Note

Note

6

Browse to and select a bitmap image file, such as a company logo.

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.

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.

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.

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.

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.

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Setting the preview preference 39

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 default paper 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.

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 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.

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Setting the billing code configuration 41

Note

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.

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.

8

Click Start, click Settings, and then click Printers and Faxes.

9

Under Printer Tasks on the Printers and Faxes window, right-click the name of the MFP and then click Properties.

10 In the HP MFP Send Fax Properties dialog box, click Device

Settings.

11 In the Automatic Configuration: drop-down menu, select

Update Now.

Note

Update Now stays selected in the Automatic Configuration drop-down menu briefly. If you wait a few seconds or return to this dialog box later, Off will be selected in the drop-down menu.

12 Click OK.

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4

Troubleshooting

Use the information in this chapter to troubleshoot general fax issues:

Functional errors

• The test page does not print

• The e-mail notification is disabled

• An e-mail confirmation is not received

• PC FAX SEND does not appear on the MFP control panel

• The bitmap does not appear or print on the cover page

• The preview does not appear

• A billing code is required after disabling the feature

• The billing code text box does not appear

• The default fields do not refresh

• Changed settings do not take effect

• Changed settings do not take effect in a Point and Print installation

Warning messages

• PC fax feature may be disabled at the MFP warning

• Cover page functionality will not be available warning

Error messages

43

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, 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.

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

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 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.

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5

Click OK.

An e-mail confirmation is not received

No e-mail confirmation is sent if the receiving fax machine does not answer, 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, confirmation notification is sent.

PC FAX SEND does not appear on the MFP control panel

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

(RFU). 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.

Functional errors 45

To complete the firmware update, use the following steps:

1

Verify that the MFP firmware has been updated to the most current version available. If the firmware has not been updated,

see “Upgrading the MFP firmware and downloading the driver” on page 3.

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.

8

Touch EXIT.

If 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 still does not appear on the MFP control panel, contact HP Customer

Care.

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 image-rendering 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.

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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.

4

In the Automatic Configuration: drop-down menu, select

Update Now.

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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.

To enable billing codes through the MFP control panel and make the

Billing Code text box available on the Fax Job tab, 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.

Functional errors 47

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.

8

Click Start, click Settings, and then click Printers and Faxes.

9

Under Printer Tasks on the Printers and Faxes window, right-click the name of the MFP and then click Properties.

10 In the HP MFP Send Fax Properties dialog box, click Device

Settings.

11 In the Automatic Configuration: drop-down menu, select

Update Now.

12 Click OK.

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

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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 fax configuration information during installation. If 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.

To synchronize the driver with the MFP settings 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.

4

In the Automatic Configuration: drop-down menu, select

Update Now.

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5

Click OK.

Functional errors 49

Note

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 fax-enabled 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.

The fax preview function is not available when you use Point and Print.

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. See “Determining if the MFP Send Fax driver is supported by the MFP” on page 3.

3

Verify that the PC FAX SEND feature is enabled on the MFP. See

“Uninstalling the HP MFP Send Fax driver” on page 16.

4

Click Start, click Settings, and then click Printers and Faxes.

5

Under Printer Tasks on the Printers and Faxes window, right-click on the name of the MFP and then click Properties.

6

In the HP MFP Send Fax Properties dialog box, click Device

Settings.

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7

In the Automatic Configuration: drop-down menu, select

Update Now.

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8

Click OK.

Cover page functionality will not be available warning

The cover page functionality will not be available warning appears when a fax is sent to more than one recipient and Cover Page

(Single recipient only) is selected on the Fax Job tab.

Click Yes to send the fax without a cover page to all recipients.

Click No to return to the Fax Job tab.

Warning messages 51

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. See table 2 for a list of error messages, the

possible causes of the message, and solutions to the error.

Table 2: Error messages

Error

Message

At least one fax number is required

Missing required information:

Billing Code

The billing code must be at least “n” digits

Missing required information:

E-mail address

Warning: This is a duplicate entry. Please enter a different name or fax number.

Cause

A fax number was not typed in the Fax Number text box on the Fax Job tab

.

A billing code was not typed in the Billing Code text box on the Fax Job tab. This error only occurs when billing codes are enabled.

The billing code was configured on the MFP to contain a specified number of digits. This error occurs when billing codes are enabled and the billing code in the

Billing Code text box on the Fax Job tab does not contain the correct number of digits.

An e-mail address was not typed in the E-mail

address text box on the

Setup tab when E-mail

notification was selected.

A duplicate entry was added to the phone book.

Solution

Type a fax number in the

Fax Number text box on the Fax Job tab.

Type a billing code in the

Billing Code text box on the Fax Job tab.

Check the billing code that is typed in the Billing

Code text box on the Fax

Job tab. Type a billing code with the specified number of digits.

Type an e-mail address in the in the E-mail address text box on the Setup tab.

Type a different name or fax number.

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Table 2: Error messages

Error

Message

The file cannot be found

The e-mail address is not in a recognized format. Do you still want to use it?

Reached maximum number of entries

Cause

A fax was sent with an invalid Image 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.

The e-mail address in the

E-mail address text box on the Setup tab is not a valid e-mail address.

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.

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.

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.

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.

The phone book is limited to 500 entries.

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