Fax. HP Color LaserJet Pro MFP M476 series, CF385A#BGJ, MFP M476 Color LaserJet Pro
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7 Fax
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Set up to send and receive faxes
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Create, edit, and delete speed-dial entries
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 51
Set up to send and receive faxes
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Step 1: Identify the phone connection type
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Step 3: Configure the fax time, date, and header
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Before starting
Make sure that the product was fully set up before connecting the fax service.
NOTE:
Use the telephone cable and any adapters that shipped with the product to connect the product to the telephone jack.
NOTE:
In countries/regions that use serial telephone systems, an adapter is shipped with the product. Use the adapter to connect other telecom devices to the same telephone jack the product is connected to.
Complete the instructions in each of the following four steps:
1.
Step 1: Identify the phone connection type on page 52 .
2.
Step 2: Set up the fax on page 53
.
3.
Step 3: Configure the fax time, date, and header on page 57 .
4.
Step 4: Run a fax test on page 58
.
Step 1: Identify the phone connection type
Review the following equipment and service types to determine which setup method to use. The method used depends on the equipment and services already installed on the phone system.
NOTE:
The product is an analog device. HP recommends using the product on a dedicated analog telephone line.
●
Dedicated phone line: The product is the only piece of equipment or service connected to the phone line
● Voice calls: Voice and fax calls use the same phone line
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Answering machine: An answering machine answers voice calls on the same phone line used for fax calls
● Voice mail: A voice-mail subscription service uses the same phone line as the fax
●
Distinctive ring service: A service from the telephone company that allows several phone numbers to be associated with one phone line, and each number has a different ring pattern; the product detects the ring pattern assigned to it and answers the call
● Computer dial-up modem: A computer uses the phone line to connect to the Internet through a dial-up connection
●
DSL line: A digital subscriber line (DSL) service from the telephone company; this service might be called
ADSL in some countries/regions
52 Chapter 7 Fax ENWW
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PBX or ISDN phone system: A private branch exchange (PBX) phone system or an integrated services digital network (ISDN) system
● VoIP phone system: Voice over Internet protocol (VoIP) through an Internet provider
Step 2: Set up the fax
Click the link below that best describes the environment in which the product will be sending and receiving faxes, and follow the setup instructions.
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Dedicated phone line on page 53
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Shared voice/fax line on page 54
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Shared voice/fax line with an answering machine on page 55
NOTE:
Instructions for only three of the connection types are included here. For more information about connecting the product with other connection types, go to the support Web site for this product:
● In the US, go to www.hp.com/support/colorljMFPM476 .
● Outside the US, go to www.hp.com/support . Select your country/region. Click Troubleshooting. Enter the product name, and then select Search.
NOTE:
This product is an analog fax device. HP recommends using the product on a dedicated analog telephone line. For a digital environment, such as DSL, PBX, ISDN, or VoIP, make sure to use the correct filters and configure the digital settings correctly. For more information, contact the digital service provider.
NOTE:
Do not connect more than three devices to the telephone line.
NOTE:
Voice mail is not supported with this product.
Dedicated phone line
Follow these steps to set up the product on a dedicated phone line with no additional services.
1.
Connect the telephone cable to the fax port on the product and to the telephone jack on the wall.
NOTE:
Some countries/regions might require an adapter for the telephone cable that came with the product.
NOTE:
On some products, the fax port might be above the phone port. Refer to the icons on the product.
ENWW Set up to send and receive faxes 53
2.
Set the product to answer fax calls automatically.
a.
Turn the product on.
b.
From the Home screen on the product control panel, touch the Setup button.
c.
Touch the Fax Setup menu.
d.
Touch the Basic Setup menu.
e.
Touch the Answer Mode setting.
f.
Touch the Automatic option.
3.
Continue to
Step 3: Configure the fax time, date, and header on page 57 .
Shared voice/fax line
Follow these steps to set up the product on a shared voice/fax line.
1.
Disconnect any devices that are connected to the telephone jack.
2.
Connect the telephone cable to the fax port on the product and to the telephone jack on the wall.
NOTE:
Some countries/regions might require an adapter to the telephone cable that came with the product.
NOTE:
On some products, the fax port might be above the phone port. Refer to the icons on the product.
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3.
Remove the plug from the telephone line out port on the rear of the product, and then connect a phone to this port.
4.
Set the product to answer fax calls automatically.
a.
Turn the product on.
b.
From the Home screen on the product control panel, touch the Setup button.
c.
Touch the Fax Setup menu.
d.
Touch the Basic Setup menu.
e.
Touch the Answer Mode setting, and then touch the Automatic option.
5.
Set the product to check for a dial tone before sending a fax.
NOTE:
This prevents the product from sending a fax while someone is on the telephone.
a.
From the Home screen on the product control panel, touch the Setup button.
b.
Touch the Fax Setup menu.
c.
Touch the Advanced Setup menu.
d.
Touch the Detect Dial Tone setting, and then touch On.
6.
Continue to
Step 3: Configure the fax time, date, and header on page 57 .
Shared voice/fax line with an answering machine
Follow these steps to set up the product on a shared voice/fax line with an answering machine.
1.
Disconnect any devices that are connected to the telephone jack.
2.
Remove the plug from the telephone line out port on the rear of the product.
3.
Connect the telephone cable to the fax port on the product and to the telephone jack on the wall.
NOTE:
Some countries/regions might require an adapter for the telephone cable that came with the product.
NOTE:
On some products, the fax port might be above the phone port. Refer to the icons on the product.
ENWW Set up to send and receive faxes 55
4.
Connect the answering machine telephone cable to the telephone line out port on the rear of the product.
NOTE:
Connect the answering machine directly to the product, or the answering machine might record fax tones from a sending fax machine and the product might not receive faxes.
NOTE:
If the answering machine does not have a built-in telephone, connect a telephone to the OUT port on the answering machine for convenience.
NOTE:
On some products, the fax port might be above the phone port. Refer to the icons on the product.
5.
Configure the rings to answer setting on the product.
a.
Turn the product on.
b.
From the Home screen on the product control panel, touch the Setup button.
c.
Touch the Fax Setup menu.
d.
Touch the Basic Setup menu.
e.
Touch the Rings to Answer option.
f.
Use the numeric keypad on the product control panel to set the number of rings to 5 or more.
g.
Touch the Home button to return to the main menu.
6.
Set the product to answer fax calls automatically.
a.
From the Home screen on the product control panel, touch the Setup button.
b.
Touch the Fax Setup menu.
c.
Touch the Basic Setup menu.
d.
Touch the Answer Mode setting, and then touch the Automatic option.
e.
Touch the Home button to return to the main menu.
7.
Set the product to check for a dial tone before sending a fax.
NOTE:
This prevents the product from sending a fax while someone is on the telephone.
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a.
From the Home screen on the product control panel, touch the Setup button.
b.
Touch the Fax Setup menu.
c.
Touch the Advanced Setup menu.
d.
Touch the Detect Dial Tone setting, and then touch the On button.
8.
Continue to
Step 3: Configure the fax time, date, and header on page 57 .
Step 3: Configure the fax time, date, and header
Configure the product fax settings using one of the following methods:
●
HP Fax Setup Wizard on page 57
(if the software is installed)
●
Product control panel on page 57
●
(if the software is installed)
●
HP Embedded Web Server on page 58
(if the product is connected to a network)
NOTE:
In the United States and many other countries/regions, setting the time, date, and other fax header information is a legal requirement.
HP Fax Setup Wizard
Access the Fax Setup Wizard after initial setup and software installation by following these steps.
1.
Click Start, and then click Programs.
2.
Click HP, click the name of the product, and then click HP Fax Setup Wizard.
3.
Follow the on-screen instructions in the HP Fax Setup Wizard to configure the fax settings.
4.
Continue to
Step 4: Run a fax test on page 58 .
Product control panel
To use the control panel to set the date, time, and header, complete the following steps.
1.
From the Home screen, touch the Setup button.
2.
Touch the Fax Setup menu.
3.
Touch the Basic Setup menu.
4.
Scroll to and touch the Time/Date button.
5.
Select the 12-hour clock or 24-hour clock.
6.
Use the keypad to enter the current time, and then touch the OK button.
NOTE:
Touch the 123 button to open a keypad that contains special characters, if needed.
7.
Select the date format.
8.
Use the keypad to enter the current date, and then touch the OK button.
9.
Touch the Fax Header menu.
ENWW Set up to send and receive faxes 57
10.
Use the keypad to enter the fax number, and then touch the OK button.
NOTE:
The maximum number of characters for the fax number is 20.
11.
Use the keypad to enter the company name or header, and then touch the OK button.
NOTE:
The maximum number of characters for the fax header is 25.
12.
Continue to
Step 4: Run a fax test on page 58 .
HP Device Toolbox
1.
Click the Start button, and then click the Programs item.
2.
Click your HP product group, and then click the HP Device Toolbox item.
3.
Click the Fax tab.
4.
Follow the on-screen instructions to configure the fax settings.
5.
Continue to
Step 4: Run a fax test on page 58 .
HP Embedded Web Server
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 Fax tab.
3.
Follow the on-screen instructions to configure the fax settings.
4.
Continue to
Step 4: Run a fax test on page 58 .
Step 4: Run a fax test
Run a fax test to make sure that the fax is set up correctly.
1.
From the Home screen, touch the Setup button.
2.
Scroll to and touch the Service menu.
3.
Touch the Fax Service menu.
4.
Touch the Run Fax Test option. The product prints a test report.
5.
Review the report.
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If the report indicates the product passed the test, the product is ready to send and receive faxes.
● If the report indicates the product failed the test, review the report for more information about fixing the problem. The fax troubleshooting checklist has more information on resolving fax problems.
ENWW Set up to send and receive faxes 59
Send a fax
●
●
●
Use speed dials and group-dial entries
●
●
Send a fax from a third-party software program, such as Microsoft Word
Fax from the flatbed scanner
1.
Place the document face-down on the scanner glass.
2.
From the Home screen on the product control panel, touch the Fax button.
3.
Use the keypad to enter the fax number.
4.
Touch the Start Fax button.
5.
The product prompts you to confirm that you are sending from the scanner glass. Touch the Yes button.
6.
The product prompts you to load the first page.
Touch the OK button.
7.
The product scans the first page and then prompts you to load another page. If the document has multiple pages, touch the Yes button. Continue this process until you have scanned all the pages.
8.
When you have scanned the last page, touch the
No button at the prompt. The product sends the fax.
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Fax from the document feeder
1.
Insert the originals into the document feeder face-up.
CAUTION:
To prevent damage to the product, do not use an original that contains correction tape, correction fluid, paper clips, or staples.
Also, do not load photographs, small originals, or fragile originals into the document feeder.
2.
Adjust the paper guides until they are snug against the paper.
3.
From the Home screen on the product control panel, touch the Fax button.
4.
Use the keypad to enter the fax number.
5.
Touch the Start Fax button.
Use speed dials and group-dial entries
NOTE:
Phone book entries must be set up using the Fax Menu prior to using the phone book to send faxes.
1.
Load the document onto the scanner glass or into the document feeder.
2.
From the Home screen on the product control panel, touch the Fax button.
ENWW Send a fax 61
3.
On the keypad, touch the fax phone book icon.
4.
Touch the name of the individual or group entry that you want to use.
5.
Touch the Start Fax button.
Send a fax from the software
The procedure to send a fax varies according to your specifications. The most typical steps follow.
1.
Click Start, click Programs (or All Programs in Windows XP), and then click HP.
2.
Click the product name, and then click Send fax. The fax software opens.
3.
Enter the fax number of one or more recipients.
4.
Load the document in the document feeder.
5.
Click Send Now.
Send a fax from a third-party software program, such as Microsoft Word
1.
Open a document in a third-party program.
2.
Click the File menu, and then click Print.
3.
Select the fax print driver from the print driver drop-down list. The fax software opens.
4.
Enter the fax number of one or more recipients.
5.
Include any pages loaded at the product. This step is optional.
6.
Click Send Now.
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Create, edit, and delete speed-dial entries
You can store frequently dialed fax numbers (up to 120 entries) either as individual fax numbers or as groups of fax numbers.
●
Use the control panel to create and edit the fax phone book
●
Use phone-book data from other programs
●
Use the control panel to create and edit the fax phone book
1.
From the Home screen on the product control panel, touch the Fax button.
2.
Touch the Fax Menu button.
3.
Touch the Phone Book Setup button.
4.
Touch the Individual Setup button or the Group Setup button to create a speed dial entry.
5.
Touch an unassigned number from the list.
6.
Use the keypad to enter a name for the entry, and then touch the OK button.
7.
Use the keypad to enter the fax number for the entry, and then touch the OK button.
Use phone-book data from other programs
TIP:
Before a phone book from another program can be imported, you must use the export feature in that other program.
HP Device Toolbox can import contact information from the following software program phone books.
● Microsoft Outlook
● Lotus Notes
● Microsoft Outlook Express
● A phone book previously exported from another HP product's Device Toolbox software
Delete phone book entries
You can delete all phone book entries that are programmed in the product.
CAUTION:
After phone book entries are deleted, they cannot be recovered.
1.
From the Home screen on the product control panel, touch the Fax button.
2.
Touch the Fax Menu button.
3.
Touch the Phone Book Setup button.
4.
Touch the Delete Entry button. Or, to delete all the entries, touch the Delete All Entries button.
5.
Touch the entry that you want to delete.
6.
Touch the OK button to confirm the deletion.
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64 Chapter 7 Fax ENWW

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