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Sending documents
Introduction 15
Introduction
The HP Digital Sender 8100C lets you send a variety of single- and double-sided documents to e-mail addresses and distribution lists.
You can also send to any fax number if your company subscribes to an Internet fax service.
Sending a document is a simple, two-step process:
1. Load the document.
2. Choose a destination.
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Guidelines for documents
The HP Digital Sender 8100C is both a sheetfed and a flatbed digital sender. You can insert up to 25 pages (single- or double-sided) into the automatic document feeder (ADF) and quickly send them. On the glass, you can place documents that you cannot put in the ADF, such as photographs, pages from books, newspaper clippings, and fragile or lightweight documents.
Guidelines for using the ADF
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Using the ADF is a fast, convenient way to send documents. The
ADF accepts documents that meet the following specifications:
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Documents on standard Letter-, A4-, and Legal-size paper.
Documents consisting of up to 25 pages (for all functions except printing to a black-and-white HP JetSend-enable printer, for which the limit is 20 pages).
Documents can range in size from 148.5 by 210 mm (5.9 by 8.3 inches) to 215.9 by 355.6 mm (8.5 by 14 inches).
Documents can range in weight from 60 to 105 g/m 2 (16 to 28 lb).
Documents should be square or rectangular and in good condition (not fragile or worn).
Documents should be free of tears, perforations, or punch holes.
Documents should be free of glue, correction fluid, or wet ink.
Additionally, you should avoid multipart forms with carbon pages.
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Before placing a document in the ADF, prepare the document by doing the following:
Remove curls or wrinkles.
Remove staples, paper clips, paper sticky notes, and any other materials from documents.
See
“To load a document in the ADF” on page 18 to load a
document into the ADF. If your document does not meet the guidelines or you cannot prepare it as stated above, send the document by placing it on the glass.
Note
Guidelines for documents
Guidelines for using the glass
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The glass is the best way to send unusual documents. Examples of unusual documents include:
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Documents on media lighter than 60 g/m 2 (16 lb) or heavier than
105 g/m 2 (28 lb).
Irregular sizes or shapes, such as newspaper clippings, receipts, or business cards.
Transparencies.
Gum-backed paper.
Multipart forms with carbon pages.
Old or worn photographs or documents.
Documents containing tears, perforations, punch holes, wrinkles, or curls.
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Place these types of documents on the glass one at a time and send them. See
“To load a document on the glass” on page 19
for instructions.
The maximum length the glass can accept is 297 mm (11.7 inches). If your document is longer but you need to use the glass, send the document in multiple sections.
Sending double-sided documents
You can send double-sided documents using the glass, or ADF as long as the document meets the requirements specified in
“Guidelines for using the ADF” on page 16 . You will find steps for
sending double-sided documents in the actual procedures for loading and sending documents.
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Step 1 Load a document
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You can load a stack of pages in the
ADF or load one page at a time on the glass. See
"To load a document in the
ADF" or
"To load a document on the glass .”
CAUTION
Before using the ADF, remove from the document anything such as self-adhesive notes, paper clips, or staples, that could get caught in the digital sender and damage it.
To load a document in the ADF
1 Raise the ADF unit and ensure nothing is on the glass. Then, close
ADF unit.
2 Move the paper load lever to the number 1 position.
3 Slide the document (up to 25 pages) face up, top of page first, into the
ADF until the document stops.
4 Move the paper load lever to the number 3 position.
5 Press the S INGLE -/D OUBLE -S IDED key until the light under the correct icon is lit.
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Step 1 Load a document 19
To load a document on the glass
1 Raise the ADF unit to reveal the glass.
2 Place the page face down on the glass, top edge toward the back.
3 Align the document in the upperright corner of the glass.
4 Lower the ADF unit.
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Step 2 Choose a destination
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You can send a document to:
● e-mail addresses or distribution lists fax numbers or distribution lists (if your company subscribes to a supported Internet fax service)
HP JetSend-enabled printers
E-mailing documents
When you e-mail from the digital sender, it creates a message and attaches your document as a file. You can send to e-mail addresses by typing an address or choosing an address or distribution list stored in an address book. Public address books are available to all users, while personal address books are only available to registered users.
(For more information about address books, see chapter 3
“Managing address books” on page 31 .)
If the administrator has configured the digital sender to work with an
LDAP server, you can also choose addresses stored on the LDAP server.
Note
Step 2 Choose a destination
To send to e-mail destinations
At any time before pressing to send the document, you can press
or B ACK ( F4 ) to return to the main screen without saving any settings.
1 Press E-M AIL ( F1 ). If guest usage is disabled, then only registered users can use the digital sender. This login screen opens:
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Welcome -- please sign in.
Name:
Password:
BAC
Otherwise, the main e-mail dialog box opens:
From:
Subject:
To:
BAC
2 Do one of the following:
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If the login dialog box opens, type your user name (or use the
and keys to scroll to it) and press E NTER . Then, type your password (if set) and press E NTER .
If the main e-mail dialog box opens, type your e-mail address.
3 Type a message in the Subject field (optional) and press E NTER .
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Note
4 Do one of the following to choose an e-mail destination:
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Type an e-mail address.
Begin typing the name of an address or distribution list stored in an e-mail book. As you type, the digital sender completes the name.
Use the and keys to scroll destinations in an e-mail book.
Begin typing the name of an e-mail address on an LDAP server and press S EARCH ( F2 ) [or press S HIFT + S EARCH ( F2 ) to access advanced search options]. Use the and keys s to select an address and press O K ( F1 ).
Note If too many matching entries are found, you receive a message. Press C ANCEL ( F4 ) to scroll the partial list and press E
NTER
to select a destination. Or, further narrow the search and try again.
5 Repeat step 4 until you have added all the destinations you want.
To view the list, press T AB to enter the list field and use the and keys to scroll the destinations. To remove a destination, select it and press B ACKSPACE .
6 To CC or BCC someone:
a Press TO/CC ( F3 ).
b Use the and keys to select CC (or BCC ) and press E NTER .
c In the CC (or BCC) field, type an e-mail address or choose an e-mail destination from an e-mail book.
d Press E NTER . The destination, preceded by “CC:” (or
“BCC:”), appears in the list field.
7 The Paper Size and Quality settings appear in the upper right corner of the display. See
“Changing settings (optional)” on page 28
to change the Paper Size setting. (The Quality setting, which is always B/W Document for faxing, cannot be changed.)
Note
Step 2 Choose a destination
8 Press to begin sending the document.
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If you sent a single-sided document, the process is finished.
If you sent a double-sided document using the ADF, wait for the first side to finish. Then, reload the document with the second side facing up, last page on top, and press again.
If you used the glass, remove the page when it is finished.
Then, place the next page face down on the glass and press
. After the last page, press S END ( F4 ).
Your company’s e-mail server, not the digital sender, validates the e-mail addresses, so the digital sender does not notify you if you sent to an invalid address.
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Reading file attachments
File attachments can be sent in .pdf or .tif format, depending on what the administrator allows (see
“Changing settings (optional)” on page 28 ).
Recipients can open .pdf files using Adobe Acrobat Reader, which many people already have. If your recipients do not have Reader, they can download a free copy of it for Windows or Macintosh from
Adobe’s website at www.adobe.com
. After installing Reader,
Windows users can read .pdf files by double-clicking them. Macintosh users can read .pdf files by opening Reader, choosing Open on the
File menu, and then selecting the file.
If you sent a single-page .tif file, the recipient can open it in any program that accepts that file format. If you send a multiple page .tif file, also known as .mtif, the user must open it using the Imaging program.
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Note
Faxing documents
If your company has Internet fax service, you can send documents from the digital sender to fax destinations. If the service is not configured, you receive a message. See the administrator.
When sending a fax, you can type fax numbers or you can choose fax destinations from the public Fax numbers or lists books. (For more
information about books, see chapter 3 “Managing address books” on page 31 .)
To fax documents
At any time before pressing to send the document, you can press
or B ACK ( F4 ) to return to the main screen without saving any settings.
1 Press F AX ( F2 ). If the login dialog box opens, type your user name (or use the and keys to scroll to it) and press E NTER .
Then, type your password (if set) and press E NTER . This dialog box opens:
Fax:
Billing: <default code>
BAC
2 Do one of the following to choose a fax destination:
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Type the entire fax number, including the long-distance prefix, area code, or other numbers. (Do not include a number such as a 9 that you dial to get an outside line on your PBX telephone system.)
Type the name of a fax destination stored in the public Fax numbers or lists book. As you type, the digital sender completes the name.
Use the and keys to scroll destinations in the Fax numbers or lists book.
3 Press E
NTER
. The fax destination appears in the field below the
To field.
Note
Note
Step 2 Choose a destination
4 Repeat steps 2 and 3 to add more fax destinations.
To view the list, press T AB and use the and keys to scroll the destinations. To remove a destination, select it and press B ACKSPACE .
5 The Paper Size and Format settings appear in the upper right corner of the display. To change these settings, see
“Changing settings (optional)” on page 28 .
6 Press to begin sending the document.
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If you sent a single-sided document using the ADF, the process is finished.
If you sent a double-sided document using the ADF, wait for the first side to finish. Then, reload the document with the second side facing up, last page on top, and press again.
If you used the glass, remove the page when it is finished.
Then, place the next page face down on the glass and press
. After the last page, press S END ( F4 ).
If fax destinations are busy, the numbers are retried as many times as the Internet fax service specifies.
The digital sender does not notify you if you sent to an invalid fax destination.
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Note
Printing to HP JetSend-enabled printers
The digital sender is an HP JetSend-enabled device. You can use its
HP JetSend capabilities to send to printers on your company’s network that are HP JetSend enabled and have valid TCP/IP addresses. If you receive a message requesting a TCP/IP address when you press P RINT ( F3 ), see the administrator.
You can send one copy at a time to one printer at a time. Whether the copies print single-sided or double-sided is determined by the printer’s settings.
HP JetSend is a communications technology built into printers, scanners, and computer software. HP JetSend-enabled devices can connect, “talk” to each other, and exchange information directly from the network. It is server- and program-independent. To find out more about HP JetSend technology or view a list of supported printers, visit www.jetsend.com
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To send to an HP JetSend-enabled printer
At any time before pressing to send the document, you can press
or B ACK ( F4 ) to return to the main screen without saving any settings.
1 Press P RINT ( F3 ). This dialog box opens:
Device: HP LaserJet 4000 --(IP Addres
SETTIN DELE NE BAC
2 Do one of the following to choose an HP JetSend-enabled printer:
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Use the and keys to select a printer from the list and press E NTER .
Add a new printer to the list. (See "To add an HP JetSendenabled printer to the list .”)
3 The Paper Size and Quality settings appear in the upper right corner of the display. To change these settings, see
“Changing settings (optional)” on page 28 .
Note
Step 2 Choose a destination
4 Press to begin sending the document.
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If you sent a single-sided document using the ADF, the process is finished.
If you sent a double-sided document using the ADF, wait for the first side to finish. Then, reload the document with the second side facing up, last page on top, and press again.
If you used the glass, remove the page when it is finished.
Then, place the next page face down on the glass and press
. After the last page, press S END ( F4 ).
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To add an HP JetSend-enabled printer to the list
1 Press P RINT ( F3 ). The list of HP JetSend-enabled printers appears.
2 Press N EW ( F3 ).
3 Type the DNS name or IP address for the HP JetSend-enabled printer you want to add. If you do not know this information, see the administrator.
4 Click
here to finish sending a document to the new HP JetSend
enabled printer.
Once the list contains 64 printers, the N EW ( F3 ) key disappears. Before adding more printers, you must delete at least one existing printer from the list. To delete a printer, use the and keys to select it and press
D ELETE ( F3 ).
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Changing settings (optional)
The Paper Size, Quality, and Format settings appear in the upper right corner of the control panel display. Use this procedure to change the Paper Size and Quality options. You can also use this procedure to change the file format setting, if you see the Format option on the
Settings menu.
To change the Paper Size, Quality, and Format settings
1 With a document loaded and a destination selected, press
S ETTINGS ( F1 ). The Settings menu appears.
From: <your user
QUALITY
FORMAT
SIZE
To:
CLOSE
2 If you do not need to change the quality, go to step 5. Or, press
E NTER to select Quality .
3 Use the and keys to choose the option that most closely matches the type of document you have.
Use this setting For this type of document
Color Document
B/W Document
Color-B/W Photo
The original has a mix of text and images.
Or, the original has a mix of color and black-and- white areas.
The original contains text that must be clearly transmitted. Or, the original is black and white.
The original is a photograph.
Or, it is most important that the colors or shades of gray in an image be clear.
4 Press E NTER to select the highlighted option.
Changing settings (optional)
5 If you do not need to change the paper size, go to step 7. Or, press until Size is selected and press E NTER .
6 Using the and keys, choose A4 , Letter , or Legal and press
E NTER . (If the document you are sending is an irregular size, choose the option that most closely matches.)
7 If you are e-mailing a document and see the Format option in the
Settings menu, you can change the file format. Press until
Format is selected and press E NTER . Then, use the and keys to choose PDF or TIF and press E NTER .
8 Press C LOSE ( F1 ) to save and exit the Settings dialog box.
9 Do one of the following:
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Click
here to finish sending to e-mail.
Click
here to finish sending to a fax destination.
Click
here to finish sending to an HP JetSend-enabled printer.
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