HP 9100C Digital Sender User Guide HP 9100C Digital Sender User Guide Copyright© 2001 Hewlett-Packard Co. Manual Part No.
HP 9100C Digital Sender User Guide
Copyright Information Warranty © Copyright Hewlett-Packard Company 1998 The information contained in this document is subject to change without notice. All Rights Reserved. Reproduction, adaptation, or translation without prior written permission is prohibited, except as allowed under copyright laws. Publication number C1311-90910 Second Edition, December 2001 Trademark Credits Adobe, the Adobe logo, Acrobat, and the Acrobat logo are trademarks of Adobe Systems Incorporated. CompuServe is a U.S.
Contents 1 Getting started Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .7 Coexistence with an HP Network ScanJet 5 scanner . . . . . . . . . . .8 System requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .8 Installing the software . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .9 After installation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .10 Installation troubleshooting . . . . . .
Sending to an HP JetSend-enabled device . . . . . . . . . . . . . . . . .47 Choosing or adding HP JetSend-enabled devices . . . . . . . .47 Sending the next document . . . . . . . . . . . . . . . . . . . . . . . . . . . . .48 3 Using the HP Address Book Manager Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .49 Introduction to the address books . . . . . . . . . . . . . . . . . . . . . . .50 Your user profile . . . . . . . . . . . . . . . . . . . . . . . . . .
Showing or hiding the icon . . . . . . . . . . . . . . . . . . . . . . . . . . .80 Accessing taskbar icon options. . . . . . . . . . . . . . . . . . . . . . . .81 Configuring default inbox settings . . . . . . . . . . . . . . . . . . . . . . . .82 Choosing the default inbox location . . . . . . . . . . . . . . . . . . .82 Setting receive capabilities . . . . . . . . . . . . . . . . . . . . . . . . . .83 Configuring the target program . . . . . . . . . . . . . . . . . . . . . . . . .
6 Chapter - EN
1 Getting started Introduction Thank you for purchasing the HP 9100C Digital Sender. This color, network digital sender helps you quickly and conveniently distribute paper documents in electronic format. The digital sender works with other devices and programs so you can: E-mail — Send a document directly to Internet e-mail destinations. Fax — Fax a document to one or more destinations (if your company has a LAN fax program).
Coexistence with an HP Network ScanJet 5 scanner The HP 9100C Digital Sender and the HP Network ScanJet 5 scanner coexist on the same network without conflict. Documents sent to your computer from the HP Network ScanJet 5 scanner are routed using the HP ScanJet Utility, and you can continue to use the PaperPort™ software for HP to manage the scanned documents. Documents sent to your computer from the HP 9100C Digital Sender are routed using the HP Digital Sender Link.
Installing the software The software consists of four components: HP Digital Sender Link. This program is necessary if you want to send documents to your computer. HP Address Book Manager. The ABM program is the means for adding, changing, and deleting fax and e-mail destinations stored in the digital sender. It is also needed for viewing the activity log. During the software installation, you can accept the default installation of all components and an electronic copy of the user guide.
To install on Windows 9x, NT 4.0, or NT 5.0 1 Turn your computer on and quit any open programs. 2 Do one of the following: • If you get a message from the administrator saying there is new software available for this product, follow the instructions in the message for installing it. • If the software is being installed from the network, log in to the network, click Start and then Run. Type the path the administrator gave you and click OK.
Installation troubleshooting Use the following table to help resolve error messages and common problems encountered while installing software. Problem or message Description The software did not install on Windows 9x. All programs except Explorer and Systray should be closed before installing software. Press CTRL+ALT+DELETE. If there are other open programs, click one and click End Task. Repeat for each other open program. Then, reinstall the software.
Your user profile There are two different types of users for the digital sender: registered users and guest users. Registered user must establish a user profile, and they have full access to all features. Guest users do not have to establish a user profile, but they also do not have full access to all features. Registered users As a registered user, you have the following privileges. You can use the digital sender even if the administrator disables guest usage.
Guest users If you are a guest user, you cannot use the digital sender if the administrator disables guest usage. If guest usage is enabled, you can use the digital sender and choose destinations in the Public Email, Distribution Lists, and Fax address books. However, you do not have Private Email and Distribution Lists address books. You also cannot use the ABM to alter information in any address books or for any other purpose. As a guest user, you cannot send documents to your computer.
Note 5 Select the New User check box. The dialog box expands. 6 If you typed a password, retype it in the Confirm password field. 7 If you will want to receive confirmations of fax and/or e-mail transmissions, type your e-mail address in the User e-mail address field. 8 The ABM automatically detects the address of your computer and inserts it into the User PC address field. You can modify this field, but it is not recommended. 9 Click Create.
Introducing the HP Address Book Manager The HP Address Book Manager (ABM) is a program on your computer that allows you to view and alter address books of e-mail addresses and fax numbers stored in the digital sender. You access these destinations at the digital sender when you want to send a document directly to an e-mail address or fax number. You must be a registered user to use the ABM. This is what the ABM main window looks like: On the left-hand side of the window are the available address books.
Introducing the HP Digital Sender Link The HP Digital Sender Link is one of the programs installed with your software. This program, which must be running when you send documents to your computer, accepts and routes the scanned documents. Below is the Control Panel applet for the program, showing the Inbox tab: Using the Control Panel applet, you determine settings for the program, such as where to store scanned documents until they are opened in a program on your computer.
Identifying digital sender parts Before using the digital sender, use the diagram below to familiarize yourself with the parts of the digital sender.
Identifying control panel features Use the following diagram to locate control panel features: 12 13 8 1 14 9 15 6 7 4 2 3 5 10 11 1 Control Panel Display — Displays information and messages. 2 Tab key — Move between fields on the control panel display. 3 Alt key — When used in conjunction with another key, enters the letter or symbol on the upper right corner of the other key. 4 Function keys — Each one performs the function displayed above the key.
9 Help key — Activates the Help window, which offers information on the selected screen or field. In the manuals, this key is shown as this symbol: . 10 Numeric keys — Enter numbers or special characters for your language (except English). 11 Special characters sticker — Contains instructions for accessing the special characters available for your language (except English). 12 Go key — Sends a document. In the manuals, this key is shown as this symbol: .
Quick-start tutorial Use this tutorial to get started with some basic tasks: logging in to the ABM and using it to add an e-mail address, loading a document, logging in to the digital sender, and e-mailing. Using the ABM to add an e-mail address Using the ABM at your computer, you can add e-mail addresses. These e-mail addresses are available whenever you want to e-mail documents from the digital sender. In order to use the ABM, you or the administrator must have established your user profile.
To add an e-mail address EN 1 In the ABM main window, click the folder for your user name. 2 Click Private Email. 3 On the File menu, click New. 4 In the Name field, type a name for this address. 5 In the E-mail Address field, type the e-mail address. 6 Click Add. 7 When finished, click Close.
1 Loading a document At the digital sender, you can load a stack of pages in the ADF and then send them to a destination. 2 CAUTION Before using the ADF, remove from the document anything such as selfadhesive 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 the ADF unit.
Logging in to the digital sender If the main screen appears on the control panel display, guest usage is enabled and you do not have to log in. You can go to the next section. If the Digital Sender login screen appears on the control panel display, only registered users can use the digital sender. You must log in as a registered user before proceeding. Depending on the security level, your profile might need to be validated by the administrator before you can use it.
E-mailing a document If you see a function key for e-mail on the main control panel screen, you can e-mail a document directly from the digital sender. The main screen is the first screen to appear, or it appears after you log in to the digital sender. To e-mail a document 1 Load a document, as described on page 22. 2 Log in (if prompted) and press E-MAIL. 3 If your name is not already entered in the FROM field, type in your user name or your e-mail address.
Sending to a computer Use the procedures below to send a document to the target program. The first procedure helps you start the HP Digital Sender Link, which must be running, and the second procedure helps you send the document from the digital sender. Note Only registered users can send to their computers. To start the HP Digital Sender Link At the computer to which you will be sending, make sure the HP Digital Sender Link is running and the receive capabilities are enabled.
Finding help The rest of this user guide is devoted to helping you use the digital sender, the ABM, and the HP Digital Sender Link. This guide will also help you troubleshoot if you experience a problem. Additionally, there are several other sources of help available to you. Quick reference guide Find information on how to do the most common tasks in this convenient booklet. Online help for the digital sender The online help for the digital sender contains context-sensitive help.
The ABM help The ABM contains its own help file. To access it, choose a command from the Help menu in the ABM main window or any window in which the Help menu appears. HP Digital Sender Link help If you need help while altering settings in the Control Panel applet for the HP Digital Sender Link, choose a command from the Help menu.
28 Chapter 1 - Getting started EN
2 Working at the digital sender Introduction The HP 9100C Digital Sender lets you send a variety of single- and double-sided documents to several destinations. This chapter details what types of documents you can place in the digital sender, how to load them, and how to select settings at the control panel.
What documents you can place in the digital sender The HP 9100C Digital Sender is both a sheetfed and a flatbed digital sender. You can insert a stack of 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 pages from books, newspaper clippings, and fragile or lightweight documents. Guidelines for using the ADF Using the ADF is a fast, convenient way to send documents.
Guidelines for using the glass The glass is the best way to send unusual documents.
Loading a document 1 2 You can load a stack of pages in the ADF or load one page at a time on the glass. See “What documents you can place in the digital sender” on page 30 if you need help determining which method to use. CAUTION Before using the ADF, remove from the document anything such as selfadhesive 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.
1 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. 5 Go to “Logging in” on page 34.
Logging in If the main screen appears on the control panel display, guest usage is enabled and you do not have to log in. Go to "Taking the next step" below. If the HP 9100C Login screen appears on the control panel display, only registered users can use the digital sender. You must log in as a registered user before proceeding. To log in as a registered user 1 At the HP 9100C Login screen, type your registered user name in the NAME field and press .
Changing settings After you select a destination, the default or current Quality setting appears in the upper right corner of the control panel display. If this setting is not correct for the document you are sending, or if you need to check the (paper) Size setting, use the procedures below. Selecting the Size setting You can choose Letter, A4, or Legal size. If the document you are sending is an irregular size, choose the option that most closely matches.
Selecting the Quality setting The table below shows the Quality setting options. Choose the option that most closely matches the type of document you have. For example, if you were faxing a report containing a color pie chart, you would choose the Color Document setting. Even though the document is not faxed in color, it is faxed with the best quality for that type of document. Use this setting For this type of document When doing this function Color Document The original has a mix of text and images.
E-mailing documents If you see a function key labeled E-MAIL on the main screen, you can send documents directly to e-mail destinations. When you e-mail from the digital sender, it creates a message and attaches your document as a .pdf file. When you e-mail from the digital sender, the TO, SUBJECT, and FROM fields appear. You must enter destinations in the TO field, and you can change to the CC field to enter destinations. You can also enter a message in the SUBJECT field.
To send to e-mail destinations Note At any time before pressing to send the document, you can press or BACK to return to the main screen without saving any settings. 1 Log in (if prompted) and press E-MAIL. 2 If your name is not already entered in the FROM field, type in your user name or your e-mail address. 3 Press 4 If you are a registered user and your user name is password protected, a dialog opens. Type your password and press . 5 To add a message to the SUBJECT field, type one.
10 To CC someone: a Press TO. Press to select CC and press OK. b In the CC field, type an e-mail address or choose an e-mail destination from an address book. c Press . The destination, preceded by “CC:”, appears in the window below the CC field. 11 The current Quality setting is shown in the upper right corner of the display. For options and instructions on changing this setting or the (paper) Size setting, see “Changing settings” on page 35. 12 Press to begin sending the document.
Faxing documents If you see a function key labeled FAX on the main screen, you can send documents to fax destinations directly from the digital sender. You can choose fax destinations in one or both of the following ways: Type fax numbers manually. Begin typing the name for a fax destination stored in the Public Fax address book. As you type, the digital sender completes the name. If you are a registered user, you can also request e-mail notification of the fax transmission.
Note 3 Press . The fax number or destination you chose appears in the window below the FAX field. 4 Repeat steps 2 and 3 until all the fax numbers you want are listed in the window below the FAX field. (You can add a maximum of 64 destinations.) Use the and keys to view the list. To remove a fax destination from the list, press to enter the list field, select the fax destination using the and keys, and press .
Copying documents If you see a function key labeled COPY on the main screen, you can send documents to a network printer to make copies. Convenience copying works only with printers the administrator has configured for use with the digital sender. Keep the following in mind when sending documents to a printer to make copies: Hint The HP 9100C Digital Sender can send to only one printer at a time. More than one copy of a document can be sent, but the copies cannot be collated.
To copy documents Note At any time before pressing to send the document, you can press or BACK to return to the main screen without saving any settings. 1 Log in (if prompted) and press COPY. 2 Using the and keys, choose the printer where you want to print the copies and press . 3 In the Copies field, type the number of copies you want to make. 4 The current Quality setting is shown in the upper right corner of the display.
Sending to a computer If you see a function key labeled PC on the main screen, you can send documents to a computer. Remember the following important points: You can send only to computers of users who have registered user profiles. (For example, if you are not a registered user, you cannot send a document to your computer.) The HP 9100C Digital Sender can send to only one person’s computer at a time.
To send to your computer Note At any time before pressing to send the document, you can press or BACK to return to the main screen without saving any settings. 1 At the digital sender, log in (if prompted) and press PC. 2 If your name is in the NAME field, go to the next step. - Or Type your name in the NAME field. (If you want to send to another user’s computer, type the name of that user.) 3 The current Quality setting is shown in the upper right corner of the display.
Sending to another program If function keys are labeled for use with network storage locations, you can send documents to those destinations and use the documents with specified programs. To send to another program Note At any time before pressing to send the document, you can press or BACK to return to the main screen without saving any settings. 1 At the digital sender, log in (if prompted). 2 Press the function key for the destination you want. (It is named whatever the administrator chose.
Sending to an HP JetSend-enabled device If you see a function key labeled JETSEND, you can send documents to JetSend-enabled devices. HP JetSend is a communications technology built into printer and scanner firmware 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. The digital sender is an HP JetSend-enabled device.
To send to an HP JetSend-enabled device Note At any time before pressing to send the document, you can press or BACK to return to the main screen without saving any settings. 1 At the digital sender, log in (if prompted). 2 Press JETSEND. 3 To choose an HP JetSend-enabled device: • Use the and press . keys to select a device from the list and • Add a new device to the list. (See “To add a device to the list” on page 47.
3 Using the HP Address Book Manager Introduction You can use the HP Address Book Manager (the ABM) as long as it is installed on your computer and you have registered user status.
Introduction to the address books The the ABM contains the following address books: Your address book Inside your address book are your private e-mail address book and private address book of e-mail distribution lists. No one except you and the administrator can see or change your private address books. Public Email Contains e-mail addresses available to any user. Only the administrator can change information in this address book.
Your user profile There are two different types of users for the digital sender: registered users and guest users. Registered users must establish a user profile, and they have full access to all features. Guest users do not have to establish a user profile, but they also do not have full access to all features. Registered users As a registered user, you have the following privileges. You can use the digital sender even if the administrator disables guest usage.
Guest users If you are a guest user, you cannot use the digital sender if the administrator disables guest usage. If guest usage is enabled, you can use the digital sender and choose destinations in the Public Email, Distribution Lists, and Fax address books. However, you do not have Private Email and Distribution Lists address books. You also cannot use the ABM to alter information in any address books or for any other purpose. As a guest user, you cannot send documents to your computer.
Changing an existing user profile In your own registered user profile, you can change your password, the notification status for e-mail messages, and the file format that documents received to your computer will have. You can also change your user name, computer address, and e-mail address, but these changes might require administrator approval before they are implemented.
Starting the HP Address Book Manager When you start the ABM, a dialog box appears that requires you to log in. You will need to know the DNS name or Internet protocol (IP) address of the digital sender you use. In addition, you must be a registered user. If you have never used the ABM before, you must add yourself as a registered user or have the administrator do it. See “Adding a registered user profile” on page 13.
Working in the ABM main window Once you have successfully logged in to the ABM, the ABM main window appears: The ABM main window shows the folders for both the public and your private address books. The main window is set up with a splitter bar showing all the files in the ABM on the left and the contents of a selected file on the right. From this screen, you can access and view the public and your private address books.
Managing your Private Email address book If you are a registered user, e-mail addresses in your Private Email address book are available when you are e-mailing a document directly from the digital sender. You can also use these addresses, along with those in the Public Email address book, to build distribution lists of people to whom you regularly e-mail the same information. Note If information for an address in the Public Email address book needs to change, contact the administrator.
Importing addresses from an e-mail program You can import e-mail address from certain e-mail programs into your Private Email address book. Then, the addresses will be available when you e-mail directly from the digital sender, and you can use them to build distribution lists.
Importing e-mail addresses from an LDAP server You can import e-mail addresses located on an LDAP server into your Private Email address book. There are two parts to this procedure: Configuring the directory for the e-mail addresses, and then searching for and selecting the e-mail addresses you want. You only have to configure the directory once. Then, you can search the directory regularly to update the addresses from the LDAP server to your Private Email address book.
Note 6 In the Port Number field, type the TCP/IP number for the directory server. Contact the administrator for this information. 7 In the Maximum number of hits field, type the maximum number of results you want the search to return. If the number is set to zero, the search returns all entries that match the search criteria. Some servers might have a default limit.
To change or delete directories 1 On the Tools menu in the ABM main window, point to Directory Services, and then click Config. 2 In the Directories Configuration dialog box, select the directory you want to change or delete. 3 Do one of the following: • To change the directory: Click Edit. Make changes in the Directory Server Configuration dialog box and click OK. • To delete the directory: Click Delete and then click Yes.
Changing e-mail addresses Once you have added or imported addresses to your Private Email address book, you can change the name and e-mail information. Changing this information also changes it in any of your private distribution lists where it appears. Renaming addresses can be very time consuming because the ABM looks for duplicates before renaming. To change e-mail addresses Note EN 1 In the ABM main window, click the + next to the folder for your user name to expand it.
Deleting addresses If an e-mail address in your Private Email address book is no longer useful, you can delete it. Deleting an address from this address book also deletes it from any of your private distribution lists where it appears. To delete addresses 1 In the ABM main window, click the + next to the folder for your user name to expand it. 2 On the left side of the window, click Private Email. 3 Click the e-mail destination you want to delete. 4 On the File menu, click Delete.
Managing your private distribution lists Your Private Distribution Lists address book contains distribution lists of e-mail addresses you create. It is useful to build a distribution list if you regularly send e-mail to the same group of people. Distribution lists can only consist of e-mail addresses. You cannot create distribution lists containing both e-mail addresses and fax destinations or distribution lists of only fax destinations.
Adding and deleting addresses in lists Once you have created a private distribution list, you can add e-mail addresses to it or remove e-mail addresses from it. To add addresses to lists Note 1 In the ABM main window, open the folder that contains the addresses you want to add to a list. These addresses can come from one of your private or the public e-mail or distribution lists address books. 2 Select the address or addresses you want to add to a distribution list.
Changing addresses in lists If the information for an address in one of your private distribution lists needs to change, it must be changed from the e-mail address book where the address is located. If the address that needs to change is from your Private Email address book, see “Changing e-mail addresses” on page 61. If the address is from the Public Email address book, contact the administrator to make changes.
Working with fax destinations If you can see the Public Fax address book in the ABM main window, then your company has a LAN fax program and it is configured for use with the digital sender. You can access the Public Fax address book and add, change, or delete fax destinations. Adding fax destinations If you use certain fax numbers regularly, you can add them to the Public Fax address book. Then, you can fax directly to these preprogrammed numbers from the digital sender.
Changing fax destinations You can change the names and fax numbers of destinations in the Public Fax address book, unless the destination has an accounting code specified. In that case, only the administrator can change information for that destination. To change fax destinations Note 1 In the ABM main window, click Public Fax. 2 Click the destination you want to change. 3 On the File menu, click Properties. 4 Change the name, fax number, or both items. 5 Click Change.
Finding names in address books If you need to find an e-mail or fax destination in an address book but do not know where it is, you can use the Find function in the ABM. The ABM allows you to search for a name in: the Public Fax address book the Public Email address book the Public Distribution Lists address book your Private Email address book your Private Distribution Lists address book You cannot search for e-mail addresses in other users’ private address books.
Copying and moving addresses and lists Using the Cut, Copy, and Paste commands, you can do the following with e-mail addresses: Copy e-mail addresses from the Public Email address book to your private e-mail address book. Copy e-mail addresses from the Public Email address book to one of your private distribution lists. Copy distribution lists from the Public Distribution Lists address book into your Private Distribution Lists address book.
Using the activity log The activity log is a record of digital sender use. Every time someone uses the digital sender, a record is filed in the activity log. You do not see a record of digital sender usage by other registered users or the administrator. You can view the log, save it to a separate file, print it, or clear it. Viewing the activity log You can access the activity log to see what you and guest users have distributed. The activity log contains entries for the last 100 uses.
Saving or copying the activity log You can save the whole activity log to a file or copy specific entries to the Windows clipboard and paste them into a document in another program. To save the whole activity log 1 On the Tools menu in the ABM main window, point to View Log, and click your user name or Guest. 2 On the File menu in the ABM main window, click Save As. 3 In the Save As dialog box, save the file as one of the following: • Text (plain) .
Printing the activity log You can print the activity log to keep a written record of it. Printing the log does not clear the entries. The entries remain in the log until you clear it, or until they are overwritten by newer entries. To print the activity log 1 On the Tools menu in the ABM main window, point to View Log, and click your user name or Guest. 2 On the File menu, click Print. - Or Click the Print icon on the toolbar. 3 In the Print dialog box, choose the print options you want and click OK.
Refreshing the view of the activity log If you left the log open while you were working, you might need to refresh it to see the most current information. Do one of the following: On the activity log’s Edit menu, click Refresh. Close the activity log and reopen it. Viewing properties The View Properties dialog box allows you to see the properties of a selected file (such as the type of file, location, contents, and owner) or see the file itself.
Controlling the view of the ABM main window The View option on the menu bar lets you customize the display of your ABM main window. Changing the view of the ABM only affects the view at your computer. To show or hide the Toolbar: On the View menu, select Toolbar to check or uncheck it. When checked, the Toolbar shows at the top of the ABM main window. To show or hide the Status Bar: On the View menu, select Status Bar to check or uncheck it. When checked, the Status Bar shows in the ABM main window.
Restoring your private address books If you have backed up your private address books, you can use them to overwrite the current ones. Also, you can use this feature to move backed up copies of your private address books for one digital sender to another one. To restore your private address books EN 1 Start the ABM. If you are moving copies of the address book for one digital sender to another one, make sure to log in to the digital sender you are restoring address books to.
Changing to the ABM for another digital sender You can log out from the ABM for the digital sender you are currently using and log in to the ABM for another digital sender. To do this, you will need to know the other digital sender’s DNS name or IP address. To change digital senders 1 On the Digital Sender menu in the ABM main window, click Change. 2 A dialog box similar to the original login screen appears. In the Digital Sender name field, type the DNS name or IP address for the other digital sender.
4 Using the HP Digital Sender Link Introduction The HP Digital Sender Link (Link) is the program on your computer that accepts scanned documents and places them in the default inbox location. You use the Control Panel applet for the Link to do the following: EN Change the path to the default inbox location. Change the target program. Determine whether or not to allow documents to be sent to your computer.
Running the HP Digital Sender Link There are two parts to the HP Digital Sender Link: the Control Panel applet and the program itself. Use the applet to configure settings for the program. The program itself must be running when you are sending to the computer. To start the Control Panel applet Open the settings dialog box in one of the ways listed below. From Windows Control Panel, double-click the HP Digital Sender Link icon. Right-click Double-click in the Windows taskbar and choose Settings.
To close the program Note The program normally does not need to be closed. If you do not want anyone sending to your computer, you might only want to disable receive capabilities. See “Setting receive capabilities” on page 83. Close the program in one of the ways listed below. EN Right-click program. Press CTRL+ALT+DELETE to open the Windows Close Program dialog box. Click HP Digital Sender Link and click End Task.
Using the taskbar icon The icon for the Link appears in the Windows taskbar and gives you easy access to Link settings and functions, as well as a shortcut for opening the ABM. Showing or hiding the icon You can determine whether or not the Link icon shows in the Windows taskbar. To show or hide the icon 1 In the Windows Control Panel, double-click the HP Digital Sender Link icon. 2 Click the Settings tab. 3 Do one of the following. • To show the icon, select the Show icon on taskbar check box.
Accessing taskbar icon options When you right-click the Link icon in the taskbar, you can access the options listed in the table below. Choose this shortcut menu item To do this Settings Open the Control Panel applet, where you can view and change settings for the HP Digital Sender Link. HP Address Book Manager Open the HP Address Book Manager program, where you can change your user profile, add destinations to address books, and more. (See chapter 3 for more information.
Configuring default inbox settings The default inbox location is where documents sent to your computer are stored before they are routed to the target program. You can choose where the default inbox location is and whether or not to allow your computer to receive scanned documents. Choosing the default inbox location You can choose a different default inbox location from your current one using this procedure.
Setting receive capabilities The receive capabilities must be enabled if you want to receive scanned documents. Disable them when you do not want anyone sending documents to your computer. You can set the receive capabilities using the Control Panel applet or the icon. To set receive capabilities from the Control Panel applet 1 In the Control Panel applet, click the Inbox tab. 2 Select the Enable receive check box to allow your computer to receive scanned documents.
Configuring the target program The target program is the program where documents sent to your computer are ultimately received and viewed. You can determine which program is the target program and whether or not that program starts automatically when data is received. Choosing the target program You can choose any program as the target program, but the program must accept data in .pdf or multipage .tif format. To choose the target program 1 In the Control Panel applet, click the Desktop tab.
Setting automatic start capabilities This setting controls whether or not the target program starts automatically when documents are sent to your computer. If you enable this setting, the target program automatically starts and displays a scanned document after the document arrives at the default inbox location. If you disable this setting, the scanned document remains in the default inbox location as a saved file and is displayed in the target program only after you start the program yourself.
86 Chapter 4 - Using the HP Digital Sender Link EN
5 Troubleshooting Introduction This chapter is your guide for resolving problems that might occur while you are using the HP 9100C Digital Sender. The chapter is divided into the following sections: Sources for information about problems. See page 88. Clearing paper jams. See page 89. Troubleshooting the digital sender. See page 93. Activity log messages. See page 103. Troubleshooting the software.
Sources for information about problems If you are experiencing a problem with the digital sender, use the following sources to obtain more information. Sources for information about problems Control panel light A three-color light under the key on the control panel provides information about operation. See “Control panel messages” on page 97 for a list of messages associated with each condition, and recommended actions. Off. The digital sender is in an idle state. Flashing green and orange.
Clearing paper jams 1 2 3 EN When you have a paper jam, the control panel displays this message: Paper jam. Open the cover and remove the paper. Use the appropriate procedure below to clear the jam. To clear jams at the start of a page 1 Raise the control panel. 2 Remove the jammed paper. 3 Push the control panel down securely. 4 The control panel prompts you to do one of the following: Reinsert the paper and press to continue sending.
1 2 To clear jams inside the ADF 1 Raise the control panel. 2 Raise the ADF unit. 3 Open the delivery guide by grasping the small plastic handles on either side of the delivery guide and pulling down. 4 Remove the jammed paper.
5 6 EN 5 Close the delivery guide sheet by aligning its holes with the small plastic spindles on the delivery guide and pressing down. 6 Close the ADF unit. 7 Push the control panel down securely. 8 The control panel prompts you to do one of the following: Reinsert the paper and press to continue sending. Stop processing and send the data to its destination by pressing SEND. Stop sending without saving your data by pressing .
1 2 3 92 Chapter 5 - Troubleshooting To clear jams at the end of a page 1 Raise the control panel and then the document tray. 2 Remove the jammed paper. 3 Close the document tray and push the control panel down securely. 4 The control panel prompts you to do one of the following: Reinsert the paper and press to continue sending. Stop processing and send the data to its destination by pressing SEND. Stop sending without saving your data by pressing .
Troubleshooting the digital sender Troubleshooting for the digital sender is divided into two sections, General digital sender troubleshooting and Control panel messages. General digital sender troubleshooting includes problems that might occur that do not generate error messages. Note As a general rule for all problems, check both the control panel and activity log for relevant messages.
General digital sender troubleshooting (continued) Problem Actions Image quality is poor. If scanned pages are blank, white, or have repeated patterns, make sure that a page is not already on the glass. Make sure that the document you are trying to send is placed face up in the ADF or face down on the glass. Make sure the glass is clean. If the glass is dirty, clean it with a dry, soft cloth. If the problem is with the image quality of jobs sent to a printer, check the settings at the printer.
General digital sender troubleshooting (continued) Problem Actions A document sent to a computer did not arrive in the default inbox. Make sure the destination computer is turned on. Make sure the HP Digital Sender Link is running. If it is not, start it An e-mail transmission you sent did not arrive at the destination e-mail address. by clicking Start, pointing to Programs, then HP 9100C, and clicking HP Digital Sender Link.
General digital sender troubleshooting (continued) Problem Actions E-mail confirmations of e-mail transmissions are not being received. Your company’s e-mail server might not support DSN (Delivery Fax transaction reports are not printing at a network printer. Status Notification), or one of the links to the receiving e-mail address does not support DSN. In the ABM, verify that the e-mail notification check box is selected and that your e-mail address is correct.
Control panel messages This following table lists the messages the control panel might display while you are using the digital sender, the cause of the message, and recommended actions. Note The messages are listed in alphabetical order. Messages that report normal status are not included. Control panel messages Message Description Action AB Error codes An internal problem in accessing address books has occurred. Turn the digital sender off and then back on.
Control panel messages (continued) Message Description Action Duplicate addressee exists. Last recipient not added. Notification message only. No action required. You selected or entered a duplicate e-mail destination. The digital sender uses only the first one you entered. Duplicate fax number exists. Last fax recipient not added. Notification message only. No action required. You selected or entered a duplicate fax destination. The digital sender uses only the first one you entered.
Control panel messages (continued) Message Description Action Invalid PIN. Job canceled. You sent a document to Send the document to a device that an HP JetSend device does not require a PIN. that requires a PIN (personal identification number). The digital sender does not work with devices that require PINs. JetDirect not responding. The firmware version of Please check the card or the HP JetDirect print the firmware version.
Control panel messages (continued) Message Description Action No pages scanned. Job canceled. After a paper-jam error, you did not reinsert a document in the ADF. Press any key to clear the message. Place the document in the ADF and try again. Object not found. Check your configuration. Either the search root or Contact the administrator. the name/password combination for authenticating searches in the LDAP server is incorrect. Paper feeder not connected. Check the paper feeder cable.
Control panel messages (continued) Message Description Action The LDAP server is There is a problem with currently unreachable. either the LDAP server or Contact the administrator. the network. Try again later. If the problem persists, contact the The IP address for your The PC address in your computer in your user user profile is invalid. Contact the administrator. profile is invalid. Using ABM, go to your user profile administrator. and click Restore Defaults.
Control panel messages (continued) Message Description Action Too many e-mail recipients. Last e-mail recipient deleted. You can send an e-mail message to a maximum of 1,024 e-mail addresses (including all those in distribution lists). Press OK to clear the message and continue with the transmission. Send the same message again to all the recipients who were not included in the first transmission. Too many fax recipients. You can send a fax to a Last fax recipient deleted. maximum of 64 destinations.
Activity log messages The activity log for each user contains up to 100 messages. The activity log for the administrator contains up to 200 messages. When the maximum number of messages has been reached, new messages begin overwriting the oldest messages. The icons shown below appear in the activity log to identify the type of message: normal Normal activity; no action required. warning The function completed partially; no action is required.
Activity log messages Message Description Action 001/01 E-mail send report. Sender: name. Subject: subject. Status: Failed. The e-mail transmission was unsuccessful. You might have entered an incorrect e-mail address. Try the transmission again. Make sure all cabling is connected securely. In the ABM, make sure that Delivery Notification is enabled for your user profile. If the problem persists, contact the administrator. 001/02 E-mail send report. Sender: name. Subject: subject. Status: OK.
Activity log messages (continued) Message Description 003/01 The document could not be Document sent to the delivered to the HP Digital HP Digital Sender Service. Sender Service. Recipient(s): name. Number: fax number. # of pages: pages. Result: Failed. Local disk access failure. Code: code. Action Turn the digital sender off and then back on. If the problem persists, note the code and contact the administrator.
Activity log messages (continued) Message Description Action 003/07 There is a problem sending Note the code and contact the Document sent to the the document to the HP Digital administrator. HP Digital Sender Service. Sender Service. Recipient(s): name. Number: fax number. # of pages: pages. Result: Failed. Missing fax workarea. Code: code. 003/08 There is a problem sending Document sent to the the document to the HP Digital HP Digital Sender Service. Sender Service. Recipient(s): name.
Activity log messages (continued) Message Description 003/13 An internal error occurred Document sent to the while the document was being HP Digital Sender Service. processed. Recipient(s): name. Number: fax number. # of receipt: number. # of pages: pages. Result: Failed. Image processing error. Code: code. Action Try sending the document again. Turn the digital sender off and then back on. If the problem persists, note the code and contact the administrator.
Activity log messages (continued) Message Description Action 005/02 Document sent to an application. Menu: name. Application: name. Result: success. Notification message only. The No action required. document was delivered successfully. 005/03 Document sent to an application. Menu: name. Application: name. Result: Image processing error. An internal error occurred while the document was being processed. 037/00 E-mail not delivered to destination name.
Activity log messages (continued) Message Description Action 061/00 JetSend job failure. Device name: IP address. Device unreachable. The IP address or DNS name you typed is incorrect, the device is not an HP JetSend device, or the device is not turned on and in an online status. If you typed the IP address 061/01 JetSend job failure. Device name: IP address. Device not ready. or DNS name, make sure the target device is an HP JetSend device and that you typed the information correctly.
Troubleshooting the software The troubleshooting for software is divided into four sections: General software troubleshooting (this page) Installation messages (page 113) HP Address Book Manager messages (page 114) HP Digital Sender Link messages (page 118) General software troubleshooting Use the table below to solve common problems encountered while using the software. The programs do not display messages for these types of problems.
Usage problems Problem Actions The the ABM or HP Digital Sender Link is running very slowly. There might be too many programs running on the computer. Try You are not receiving e-mail confirmation of fax transmissions. The name you typed at the control panel does not match your user You are not receiving e-mail confirmation of e-mail transmissions. EN not selected or your e-mail address is not entered correctly. In the ABM main window, click the address book for your user name.
Usage problems (continued) Problem Actions Scanned documents are not arriving in the default inbox location. The computer must be on and the HP Digital Sender Link must be running and enabled while you are using the digital sender. Make sure the destination computer is on. Make sure the HP Digital Sender Link is running. If it is not, start it by clicking Start, pointing to Programs, then HP 9100C, and clicking HP Digital Sender Link.
Installation message This installation message may appear while you are installing software. Message Description “This machine has been configured by your network administrator as a digital sender server. The Link application cannot work if this service is running. To be able to receive scanned documents directly on this PC, the administrator must disable the digital sender server. Do you want to continue?” The computer on which you Contact the administrator before are trying to install the proceeding.
HP Address Book Manager messages This table contains the error messages that might appear when you are using the ABM and actions to take to resolve the problem. Note Messages are listed in alphabetical order. HP Address Book Manager messages Message Description Actions ABM has found a number of items greater than the maximum supported. Application may become unstable.
HP Address Book Manager messages (continued) Message Duplicated login. Description Actions You might already have started the ABM. Verify that you have not already started the ABM. A previous connection with the Unused connections time out ABM might have been after a period of time. Wait a interrupted. few minutes and try again. Another user has logged in under the name you used. To prevent another user from using your user name in the future, protect your user profile with a password.
HP Address Book Manager messages (continued) Message Network access failure. Description Actions There is a problem connecting to the digital sender through the network. Close the ABM and then start it again. Turn the computer off and then back on. Turn the digital sender off and then back on. If the problem persists, contact the administrator. No items have been selected. During the procedure to import Select an address and then e-mail addresses, you did not click Add.
HP Address Book Manager messages (continued) Message Timeout expired. Description Actions The digital sender is not responding. Make sure the digital sender is turned on. Make sure all cabling is securely connected. Turn the digital sender off and back on. Turn the computer off and back on. If the problem persists, contact the administrator. You enter a wrong maximum of hits number. During the procedure to import Enter a smaller number.
HP Digital Sender Link messages This table contains the error messages that might appear when you are using the HP Digital Sender Link and actions to take to resolve the problem. Note Messages are listed in alphabetical order. HP Digital Sender Link messages Message Description Actions A file already exists with the same name. The path specified in the Target Application or the Default Inbox field already exists. Specify a different path. Or, use Windows Explorer to delete the existing file.
HP Digital Sender Link messages (continued) Message Description Actions Error: verify if another instance If the message is received on if the same application is a computer running Windows already running. 9x, the program is already running. If the message is received on a computer running Windows NT 4.0 or 5.0, the program is already running or the HP Digital Sender Service is running. (The service cannot be running at the same time as the program.) Error writing data into the receive inbox.
HP Digital Sender Link messages (continued) Message Description Actions Start in path doesn’t exist. Create now? The path specified in the Target application initial path field does not exist. Allow the program to create the new path or choose another path. Click Yes to create the new path with the name you typed. Or, click No and then click ... to search for the path you want. The directory cannot be created because there is a name conflict with an existing file.
A Specifications Equipment specifications Feature Product type Scanning element Light source Interface Optical resolution Maximum scanning speed Image processing Description Flatbed and sheetfed Charged-coupled device Xenon lamp LAN: Ethernet or Token Ring 600 dpi (dots per inch) 15 pages per minute (text quality) Black-and-white documents Fine text (intended for OCR) Color documents Color and black-and-white documents High-resolution color and black-and-white photographs Compress
Feature Control panel display Description 240-by-64 pixels graphic LCD Blue dots on silver-gray background CCFL (Cold Cathode Fluorescent Lamp) backlit Keypad 40-key alphabetic keypad 12-key numeric keypad Help key Simplex/duplex key for single-sided or double-sided scanning Scan engine Green “go” button and red “stop” button 4 context-sensitive function keys Full-color and grayscale ADF (automatic document feeder) and flatbed scans Image calibration Color and tonal adjustment
Environmental ranges Temperature Operating 5 to 40° C (41 to 104° F) Storage -30 to 60° C (-22 to 140° F) Humidity Operating 10 to 80% noncondensing (10 to 32.5° C) 10 to 45% noncondensing (32.5 to 40° C) Storage 10 to 85% (0 to 40° C) 10 to 50% (40 to 60° C) CAUTION EN The operating environment should be stable, with no abrupt changes in temperature or humidity, or your digital sender might be damaged.
Supported capabilities Operating capabilities Description Multiple selections at control panel (combination of each individual e-mail address and each distribution list) Destinations for an e-mail message (combination of all individual e-mail addresses and all addresses in selected distribution lists) Destinations for a fax transmission Pending fax transmissions Characters in a telephone number Maximum 128 1,024 64 128 80 Memory capabilities Description Users Public e-mail addresses Public fax addresses
German noise declaration Geräuschemission LpA <70 dB Am Arbeitsplatz normaler Betrieb nach EN 27779 Die Daten sind die Ergebnisse von Typprüfungen. French EMC regulation NOTE: Réglementation Française - Déclaration d'installation et d'utilisation d'un produit ATI de Classe A.
Declaration of Conformity EC Declaration of Conformity According to ISO/IEC Guide 22 and EN 45014 Manufacturer’s Name: Hewlett-Packard Italiana S.p.A.
Software license agreement ATTENTION: USE OF THE SOFTWARE IS SUBJECT TO THE HP SOFTWARE LICENSE TERMS SET FORTH BELOW. USING THE SOFTWARE INDICATES YOUR ACCEPTANCE OF THESE LICENSE TERMS. IF YOU DO NOT ACCEPT THESE LICENSE TERMS, YOU MAY RETURN THE SOFTWARE FOR A FULL REFUND. IF THE SOFTWARE IS BUNDLED WITH ANOTHER PRODUCT, YOU MAY RETURN THE ENTIRE UNUSED PRODUCT FOR A FULL REFUND.
reasonably detailed information regarding any disassembly or decompilation. You may not decrypt the Software unless decryption is a necessary part of the operation of the Software. Transfer. Your license will automatically terminate upon any transfer of the Software. Upon transfer, you must deliver the Software, including any copies and related documentation, to the transferee. The transferee must accept these License Terms as a condition to the transfer. Termination.
B Warranty and support information Hewlett-Packard limited warranty statement HP PRODUCT HP 9100C Digital Sender EN DURATION OF WARRANTY One year 1 HP warrants HP hardware, accessories, and supplies against defects in materials and workmanship for the period specified above. If HP receives notice of such defects during the warranty period, HP will, at its option, either repair or replace products which prove to be defective. Replacement parts may be either new or like-new.
6 Note Warranty does not apply to defects resulting from improper or inadequate maintenance or calibration, software, interfacing, parts or supplies not supplied by HP, unauthorized modification or misuse, operation outside of the published environmental specifications for the product, or improper site preparation or maintenance.
HP customer support options worldwide You can call HP for support using the table below. For all other support information, such as obtaining printer drivers or help using an online server or HP FIRST, see “HP support” on page 133. If you need a replacement part or information not listed in one of these two tables, see the administrator guide. Customer Support and Product Repair Assistance for the U.S. and Canada: (See the administrator guide for additional product repair information.
In-country support numbers: If you require support after your warranty has expired, additional product repair services, or if your country is not listed below, see the administrator guide.
HP support Online services: for 24-hour World Wide Web URL - Printer drivers, updated HP printer access to information over your modem, we suggest these services: software, plus product and support information may be obtained from the following URLs: for HP 9100C Digital Sender http://www.digitalsender.hp.com in the U.S. http://www.hp.com in Europe http://www2.hp.com Printer drivers may be obtained from the following sites: in Japan ftp://www.jpn.hp.com/drivers/ in Korea http://www.hp.co.
HP FIRST: HP FIRST Fax will deliver detailed troubleshooting information on common software and troubleshooting tips for your HP product. Call from any touch-tone phone and request up to three documents per call. These documents will be sent to the fax of your choice.
Index Symbols .pdf files e-mailing 37 opening 39 reading attachments 39 A A4 paper size, selecting 35 ABM (Address Book Manager).
B B/W Document setting 36 B/W Photo setting 36 Back key 18 backing up address books 74 black and white document settings 36 photograph settings 36 blank pages 94 C Cancel key 18 CC field 37 CD-ROM, problems reading 110 changing ABM user profiles 81 addresses in distribution lists 65 default inbox location 82 Digital Sender Link options 81 e-mail addresses 61 fax destinations 67 format 35 network directories 60 paper size 35 quality setting 36 settings 35 user profiles 53 view of ABM main window 74 checking
deleting addresses in distribution lists 64 distribution lists 65 e-mail addresses 62 fax destinations in Public Fax address book 67 network directories 60 Delivery Service Notification (DSN) 14 description Address Book Manager (ABM) 15 digital sender 7 Digital Sender Link 16 destinations adding to Public Fax address book 66 choosing e-mail 37 deleting fax 67 fax numbers 40 maximum number for function keys 124 sending e-mail to 38 types 29 Digital Sender Link changing settings 81 closing 79 disabling 81 ena
moving 69 renaming 61 e-mail transmissions confirmations not arriving 96 enabling confirmations 14 not arriving at destinations 95 not receiving confirmations 111 e-mailing .pdf files 37 choosing destinations 37 documents 37 to destinations 38 Enable Receive setting, enabling 95 enabling ABM account 14 Digital Sender Link 81 notifications 14 Enter key 18 environmental specifications 123 equipment specifications 121 troubleshooting 93 error activity log messages 103 errors.
I K icons Digital Sender Link taskbar options 81 using taskbar 80 idle state 88 illustrations ADF unit 17 Back key 18 Cancel key 18 document guides for paper 17 document output support 17 document output tray 17 Enter key 18 Go key 18 Help key 18 light 18 numeric keys 18 power switch 17 scroll arrow keys 18 single-sided/double-sided key 18 image processing options 121 image quality problems 94 importing e-mail addresses 57 e-mail addresses from LDAP server 58 inbox changing default location 82 choosing de
logging in 23 as registered user 34 duplicate 115 registered user 23 to ABM 20 to digital sender 23 lost pending jobs 95 lower rollers, residue problem 94 M media.
color 42 documents not arriving 95 drivers 133 maximum number for convenience copying 124 printing the activity log 72 private address books description 50 e-mail addresses 37 maximum number of addresses 124 private distribution lists adding addresses 64 changing addresses 65 deleting 65 deleting addresses 64 Private Distribution Lists address book creating lists 63 managing 63 maximum destinations in a list 124 maximum number of lists 124 problems.
options 36 preparing documents 30 setting automatic program launch 85 text documents 36 to a printer 42 to another program 46 to computer 44 to Digital Sender Link 25 to e-mail destinations 38 to fax destinations 40 to JetSend-enabled devices 47 when to use glass 31 servers e-mail unavailable 98 LDAP 58 LDAP unavailable 101 SMTP 108 service agreements 133 service and support language options 131 options worldwide 131 warranty information 130 settings automatic program launch 85 black and white documents 36
hardware 93 image quality 94 installation 11 internal errors 98 LDAP configuration 100 misfeeds 94 network errors 99 paper jams 94 repair assistance 131 slow sending 94 sources for information about problems 88 tips from HP FIRST fax support 134 WINS configuration 101 tutorial for ABM 20 typical installation 9 Windows registry problem 114 system requirements 8 WINS (Windows Internet Naming Service) configuration problem 101 World Wide Web support service 133 worldwide, support options 131 WWW support servi
EN Chapter - Index 144
HP 9100C Digital Sender User Guide HP 9100C Digital Sender User Guide Copyright© 2001 Hewlett-Packard Co. Manual Part No.
