6 Scan
●
Scan by using the HP Scan software (Windows)
●
Scan by using the HP Scan software (Mac OS X)
●
Set up Scan to E-mail
●
Set up Scan to Network Folder
●
Scan to email
●
Scan to a network folder
●
Scan to a USB flash drive
Go to www.hp.com/support/colorljMFPM476 for HP's all-inclusive help for your product:
● Solve problems.
●
Download software updates.
● Join support forums.
●
Find warranty and regulatory information.
You can also go to www.hp.com/support for Worldwide support and other HP products.
ENWW 39
Scan by using the HP Scan software (Windows)
Use the HP Scan software to initiate scanning from software on your computer. You can save the scanned image as a file, send it through email, or send it to another software application.
1.
Load the document on the scanner glass according to the indicators on the product.
NOTE:
For best results, load small-size paper (letter, A4, or smaller) with the long edge of the paper along the left side of the scanner glass.
2.
Click Start, and then click Programs (or All Programs in Windows XP).
3.
Click HP, and then click HP Scan.
4.
Select a scanning shortcut, and adjust the settings if necessary.
5.
Click Scan.
NOTE:
Click Advanced Settings to gain access to more options.
Click Create New Shortcut to create a customized set of settings and save it in the list of shortcuts.
40 Chapter 6 Scan ENWW
Scan by using the HP Scan software (Mac OS X)
Use the HP Scan software to initiate scanning from software on your computer.
1.
Load the document on the scanner glass according to the indicators on the product.
NOTE:
For best results, load small-size paper (letter, A4, or smaller) with the long edge of the paper along the left side of the scanner glass.
2.
Open the HP Scan software, which is located in the Hewlett-Packard folder inside the Applications folder.
3.
Follow the on-screen instructions to scan the document.
4.
When you have scanned all the pages, click the Done button to save them to a file.
ENWW Scan by using the HP Scan software (Mac OS X) 41
Set up Scan to E-mail
Introduction
To use this scan feature, the product must be connected to a network. This scan feature is not available until you configure it. To configure this features, use the Scan to Email Setup Wizard (Windows), which is installed in the HP program group for the product as part of the full software installation. You can also use the
HP Embedded Web Server to configure this feature. The following instructions describe configuring the feature by using both the Scan to Email Setup Wizard and the HP Embedded Web Server.
●
Use the Scan to E-Mail Wizard (Windows)
●
Set up the Scan to Email feature via the HP Embedded Web Server (Windows)
●
Set up the Scan to Email feature on a Mac
Use the Scan to E-Mail Wizard (Windows)
Some HP products include driver installation from a software CD. At the end of this installation is an option to
Setup Scan to Folder and Email. The setup wizards include the options for basic configuration.
After installation, access the setup wizard by clicking the Start button, selecting the Programs or All
Programs item, and then clicking the HP item. Click the product name item, and then click the Scan to E-mail
Wizard to start the configuration process.
1.
To add a new outgoing email address, click the New button.
2.
Enter the email address. Click the Next button.
3.
In the Display Name box, type the name to display for this email address, and then click Next.
NOTE:
To secure the email profile, enter a 4-digit PIN. After a security PIN is assigned to a profile, the
PIN must be entered on the product control panel before the product can send an email using that profile.
4.
Enter the name or the IP address of the SMTP server and the SMTP server port number. If the outgoing
SMTP server requires additional security authentication, click the check box labeled E-mail Log-in
Authentication and enter the required User ID and Password. Click the Next button when finished.
NOTE:
If you do not know the SMTP server name, SMTP port number, or authentication information, contact the email/Internet service provider or system administrator for the information. SMTP server names and port names are typically easy to find by doing an Internet search. For example, use terms like “gmail smtp server name” or “yahoo smtp server name" to search.
5.
Review the information and verify all the settings are correct. If there is an error, click the Back button to correct the error. When finished, click the Save and Test button to test the configuration and finish the setup.
NOTE:
Create additional outgoing email profiles to scan from more than one email account.
Set up the Scan to Email feature via the HP Embedded Web Server (Windows)
1.
Open the HP Embedded Web Server (EWS):
a.
From the Home screen on the product control panel, touch the Network button to display the IP address or host name.
42 Chapter 6 Scan ENWW
b.
Open a Web browser, and in the address line, type the IP address or host name exactly as it displays on the product control panel. Press the Enter key on the computer keyboard. The EWS opens.
2.
Click the Scan tab.
3.
On the left navigation pane, click the Scan to E-mail Setup link.
4.
On the Scan to E-mail Setup page, there is a list of settings to configure. These settings are also listed in the left navigation pane. To start, click the Outgoing E-mail Profiles link.
5.
On the Outgoing E-mail Profiles page, click the New button.
● In the E-mail Address area, enter the email address and display name.
● In the SMTP Server Settings area, enter the SMTP server address and SMTP Port. The default port is already entered and in most cases does not need to be changed.
NOTE:
If you are using Google™ Gmail for email service, click the Always use secure connection
(SSL/TLS) check box.
● In the SMTP Authentication area, click the checkbox SMTP server requires authentication for
outgoing e-mail messages to configure the SMTP User ID and Password if required.
Ask your network administrator or your Internet service provider for the SMTP server setting information. If the SMTP server requires authentication, you also need to know the SMTP User ID and password. SMTP server names and port names are typically easy to find by doing an Internet search. For example, use terms like “gmail smtp server name” or “yahoo smtp server name”
● In the Optional PIN area, enter a PIN. This pin will be required every time an email is sent using the email address.
●
In the E-mail Message Preferences area, configure the message preferences.
Review all the information, then click Save and Test to save the information and test the connection, or
Save Only to save the information only.
6.
To add email addresses to the address book accessible from the product, click the E-mail Address Book link and enter the required information. You can set up individual email addresses or email groups.
7.
To configure default options, click the E-mail options link. Enter the default email subject, body text, and other scan settings.
Set up the Scan to Email feature on a Mac
1.
Use one of the following methods to open the Embedded Web Server (EWS) interface.
Use a Web browser to open the HP Embedded Web Server (EWS) a.
From the Home screen on the product control panel, touch the Network button to display the IP address or host name.
ENWW Set up Scan to E-mail 43
b.
Open a Web browser, and in the address line, type the IP address or host name exactly as it displays on the product control panel. Press the Enter key on the computer keyboard. The EWS opens.
Use the HP Utility to open the HP Embedded Web Server (EWS) a.
Open the HP Utility by clicking the HP Utility icon on the Dock, or click the Go menu, and then double-click HP Utility.
b.
In the HP Utility, either click Additional Settings, and then click Open Embedded Web Server, or click Scan to E-mail. The EWS opens.
2.
Click the Scan tab.
3.
On the left navigation pane, click the Scan to E-mail Setup link.
4.
On the Scan to E-mail Setup page, there is a list of settings to configure. These settings are also listed in the left navigation pane. To start, click the Outgoing E-mail Profiles link.
5.
On the Outgoing E-mail Profiles page, click the New button.
● In the E-mail Address area, enter the email address and display name.
● In the SMTP Server Settings area, enter the SMTP server address and SMTP Port. The default port is already entered and in most cases does not need to be changed.
NOTE:
If you are using Google™ Gmail for email service, click the Always use secure connection
(SSL/TLS) check box.
● In the SMTP Authentication area, click the checkbox labeled SMTP server requires
authentication for outgoing e-mail messages to configure the SMTP User ID and Password if required.
NOTE:
Ask your network administrator or your Internet service provider for the SMTP server setting information. If the SMTP server requires authentication, you also need to know the SMTP
User ID and password. SMTP server names and port names are typically easy to find by doing an
Internet search. For example, use terms like “gmail smtp server name” or “yahoo smtp server name”.
● In the Optional PIN area, enter a PIN. This pin will be required every time an email is sent using the email address.
● In the E-mail Message Preferences area, configure the message preferences.
6.
To add email addresses to the address book accessible from the product, click the E-mail Address Book link and enter the required information. You can set up individual email addresses or email groups.
7.
To configure default options, click the E-mail options link. Enter the default email subject, body text, and other scan settings.
8.
Click Save and Test to complete the setup.
NOTE:
Create additional outgoing email profiles to scan from more than one email account.
44 Chapter 6 Scan ENWW
Set up Scan to Network Folder
Introduction
To use this scan feature, the product must be connected to a network. This scan feature is not available until you configure it. To configure this feature, use the Scan to Network Folder Setup Wizard (Windows), which is installed in the HP program group for the product as part of the full software installation. You can also use the HP Embedded Web Server to configure these features. The following instructions describe configuring the feature by using both the Scan to Network Folder Wizard and the HP Embedded Web Server.
●
Use the Scan to Network Folder Wizard (Windows)
●
Set up the Scan to Network Folder feature via the HP Embedded Web Server (Windows)
●
Set up the Scan to Network Folder feature on a Mac
Use the Scan to Network Folder Wizard (Windows)
Some HP products include driver installation from a software CD. At the end of this installation is an option to
Setup Scan to Folder and Email. The setup wizards include the options for basic configuration.
After installation, access the setup wizard by clicking the Start button, selecting the Programs or All
Programs item, and then clicking the HP item. Click the product name item, and then click the Scan to
Network Folder Wizard to start the configuration process.
1.
To add a new network folder, click the New button.
2.
Enter the network folder address or click the Browse button to locate a folder to be shared. Enter the display name that will appear on the control panel. Click the Next button.
3.
To share the folder with other users, check the box for that option. Enter the security pin if required.
Click the Next button.
4.
Enter the User Name and Password. Click the Next button.
5.
Review the information and verify all the settings are correct. If there is an error, click the Back button to correct the error. When finished, click the Save and Test button to test the configuration and finish the setup.
Set up the Scan to Network Folder feature via the HP Embedded Web Server
(Windows)
1.
Open the HP Embedded Web Server (EWS):
a.
From the Home screen on the product control panel, touch the Network button to display the IP address or host name.
b.
Open a Web browser, and in the address line, type the IP address or host name exactly as it displays on the product control panel. Press the Enter key on the computer keyboard. The EWS opens.
2.
Click the Scan tab.
ENWW Set up Scan to Network Folder 45
3.
On the left navigation pane, click the Network Folder Setup link.
4.
On the Network Folder Configuration page, click the New button.
a.
In the Network Folder Information section, enter the Display Name and Network Path. If required, enter the network Username and Password.
NOTE:
The network folder must be shared for this feature to work. It can be shared for only you or for other users.
b.
Optional: To secure the folder from unauthorized access, enter a PIN in the Secure the Folder
Access with a PIN section. This PIN will be required every time someone uses the scan to network folder feature.
c.
In the Scan Settings section, adjust the scan settings.
Review all the information, then click Save and Test to save the information and test the connection, or
Save Only to save the information only.
Set up the Scan to Network Folder feature on a Mac
1.
Use one of the following methods to open the Embedded Web Server (EWS) interface.
Use a Web browser to open the HP Embedded Web Server (EWS) a.
From the Home screen on the product control panel, touch the Network button to display the IP address or host name.
b.
Open a Web browser, and in the address line, type the IP address or host name exactly as it displays on the product control panel. Press the Enter key on the computer keyboard. The EWS opens.
Use the HP Utility to open the HP Embedded Web Server (EWS) a.
Open the HP Utility by clicking the HP Utility icon on the Dock, or click the Go menu, and then double-click HP Utility.
b.
In the HP Utility, either click Additional Settings, and then click Open Embedded Web Server, or click Scan to E-mail. The EWS opens.
2.
Click the Scan tab.
3.
On the left navigation pane, click the Network Folder Setup link.
4.
On the Network Folder Configuration page, click the New button.
46 Chapter 6 Scan ENWW
●
In the Network Folder Information section, enter the Display Name and Network Path. If required, enter the network Username and Password.
● In the Secure the Folder Access with a PIN section, enter the PIN.
NOTE:
You can assign a 4-digit security PIN to prevent unauthorized persons from saving scans to the network folder. The PIN must be entered on the product control panel each time a scan is performed.
● In the Scan Settings section, adjust the scan settings.
5.
Review all the information, then click Save and Test to save the information and test the connection, or
Save Only to save the information only.
NOTE:
To create additional network folders, repeat these steps for each folder.
ENWW Set up Scan to Network Folder 47
Scan to email
Use the product control panel to scan a file directly to an email address. The scanned file is sent to the address as an email message attachment.
NOTE:
In order to use this feature, the product must be connected to a network and the Scan to Email feature must be configured by using the Scan to Email Setup Wizard (Windows) or the HP Embedded Web
Server.
1.
Load the document on the scanner glass according to the indicators on the product.
2.
From the Home screen on the product control panel, touch the Scan button.
3.
Touch the Scan to E-mail item.
4.
Touch the Send an E-mail item.
5.
Select the From address that you want to use. This is also known as an “outgoing email profile.”
NOTE:
If the PIN feature has been set up, enter the PIN and touch the OK button. However, a PIN is not required to use this feature.
6.
Touch the To button and pick the address or group to which you want to send the file. Touch the Done button when finished.
7.
Touch the Subject button if you would like to add a subject line
8.
Touch the Next button.
9.
The control panel screen displays the scan settings.
●
If you want to change any of the settings, touch the Settings button, and then change the settings.
● If the settings are correct, go to the next step.
10.
Touch the Scan button to start the scan job.
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Scan to a network folder
Use the product control panel to scan a document and save it to a folder on the network.
NOTE:
In order to use this feature, the product must be connected to a network and the Scan to Network
Folder feature must be configured by using the Scan to Network Folder Setup Wizard (Windows) or the
HP Embedded Web Server.
1.
Load the document on the scanner glass according to the indicators on the product.
2.
From the Home screen on the product control panel, touch the Scan button.
3.
Touch the Scan to Network Folder item.
4.
In the list of network folders, select the folder to which you want to save the document.
5.
The control panel screen displays the scan settings.
● If you want to change any of the settings, touch the Settings button, and then change the settings.
● If the settings are correct, go to the next step.
6.
Touch the Scan button to start the scan job.
ENWW Scan to a network folder 49
Scan to a USB flash drive
1.
Load the document on the scanner glass according to the indicators on the product.
NOTE:
For best results, load small-size paper (letter, A4, or smaller) with the long edge of the paper along the left side of the scanner glass.
2.
Insert a USB flash drive into the walk-up USB port.
3.
From the Home screen on the product control panel, touch the Scan button.
4.
Touch the Scan to USB Drive screen.
5.
Touch the Scan button to scan and save the file. The product creates a folder named HPSCANS on the
USB drive, and it saves the file in .PDF or .JPG format using an automatically generated file name.
NOTE:
When the summary screen opens, you can touch it to adjust settings.
You also can change the folder name.
50 Chapter 6 Scan ENWW
