HP LaserJet MFP Analog Fax Accessory 300 Fax Guide
Copyright and License Trademark Credits © 2008 Copyright Hewlett-Packard Development Company, L.P. Microsoft® and Windows® are U.S. registered trademarks of the Microsoft Corporation. Reproduction, adaptation, or translation without prior written permission is prohibited, except as allowed under the copyright laws. The information contained herein is subject to change without notice.
Table of contents 1 Setup Parts included with the fax accessory .................................................................................................. 2 Installing the fax accessory .................................................................................................................. 3 Installing/replacing the fax accessory in the HP LaserJet 9040/9050mfp ........................... 3 Installing/replacing the fax accessory in the HP LaserJet 4345mfp .................................
Set redial-on-busy ............................................................................................. 46 Set redial-on-no-answer .................................................................................... 47 Set redial interval .............................................................................................. 48 Set the outgoing fax resolution .......................................................................................... 48 Set billing codes ......................
Cancel all pending faxes .................................................................................................... 80 Receiving faxes .................................................................................................................................. 82 Creating and deleting speed dial lists ................................................................................................. 83 Create a speed dial list ....................................................................
Printing the billing code report ......................................................................................... 112 Clearing the fax activity log and billing code report ......................................................... 112 Printing the blocked fax list report .................................................................................... 113 Printing the speed dial list report .....................................................................................
1 Setup The HP LaserJet MFP Analog Fax Accessory 300 enables the HP multifunction product (MFP) to function as a standalone analog fax machine. This guide describes the fax functions of this product in the following sections: ● Parts included with the fax accessory ● Installing the fax accessory ● Verifying fax operation ● Required fax settings In addition, this guide provides information on product specifications and regulatory information.
Parts included with the fax accessory The following components are included with the fax accessory: ● Fax guide (this document) (on CD) ● Send Fax Driver and Send Fax Driver Guide (on CD) ● Fax accessory hardware card ● Phone cord(s) (cords vary depending on the country/region) Figure 1-1 HP LaserJet MFP Analog Fax Accessory 300 contents www.hp.com/support/lj4345 NOTE: The Send Fax Driver allows a user to send a fax directly from their PC to a network connected MFP.
Installing the fax accessory ● Installing/replacing the fax accessory in the HP LaserJet 9040/9050mfp ● Installing/replacing the fax accessory in the HP LaserJet 4345mfp ● Installing/replacing the fax accessory in the HP LaserJet M4345 MFP ● Installing/replacing the fax accessory in the HP Color LaserJet 4730mfp and HP Color LaserJet CM4730 MFP ● Installing/replacing the fax accessory in the HP LaserJet M5025 MFP and M5035 MFP ● Installing/replacing the fax accessory in the HP Color LaserJet CM60
4. Disconnect all the cables (2) from the formatter (1). Remember where the cables are removed from to ensure that you reinstall them in the same locations. NOTE: If this is the first time the fax is installed, remove the small cover over the opening for the phone jack on the rear panel of the formatter before inserting the fax card into the formatter. The formatter board contains parts that are sensitive to electrostatic discharge (ESD).
6. Remove the fax accessory from its antistatic pouch. 7. Insert the fax card connector (1) into the formatter fax connector (2). The connector on the formatter board is labeled "FAX ACCESSORY." When inserting the card into the connector, the ends of the card should slide into the two board guides (3) and "snap" into place when it is fully seated in the connector. Verify that the accessory is securely seated.
NOTE: The phone wall jack is electrified and you might receive an electric shock if you touch the wall jack. When installing the phone cable, do not touch the wall phone jack or, if you connect the phone cable into the wall phone jack first, do not touch the wires on the phone cable connector at other end. 9. Connect the phone cord connector (1) into the FAX connector (2) on the formatter plate. Push the connector in until it "clicks". NOTE: The LAN connector and the phone cord connector are similar.
5. Remove the side cover by placing your fingers in the cover's indented area (2) and pulling, to slide it back and remove it from the printer. NOTE: You do not need to remove any cables from the formatter for this procedure.
6. Open the formatter cage door (1) by pulling out on the door tab (2) and swing (3) the door open. Figure 1-8 Formatter cage door - HP LaserJet 4345mfp The fax card contains parts that are sensitive to electrostatic discharge (ESD). When removing the fax accessory from its antistatic pouch and while installing it, use static protection, such as a grounding wrist strap connected to a grounded metal frame of the MFP or touch the metal frame of the MFP with your hand while installing the fax card.
8. Insert the fax card connector (1) into the formatter fax connector (2). The connector (2) on the formatter board is labeled "FAX ACCESSORY." The ends of the card should slide into the two guides (3) and the card should "snap" into place when it is fully seated. Verify that the accessory is securely seated. The phone connector (4) on the fax card should be aligned with the opening (5) in the back of the formatter cage. Figure 1-9 Installing the fax card on the formatter - HP LaserJet 4345mfp 9.
10. Connect one phone cord connector (1) into the FAX connector (2). Push it in until it "clicks." Figure 1-10 Making cabling connections - HP LaserJet 4345mfp 11. Connect the other end of the phone cord into the phone jack on the wall. Push the connector until you hear a click or until the connector is securely seated. Because there are different types of connectors, depending on the country/region, the connector might make an audible click when connected or might not make an audible click. 12.
3. At the back of the device, remove the side cover by placing your fingers in the indented area and sliding the cover off. 4. If necessary, remove the plastic fax-accessory cover from the formatter. Insert a coin into the groove at the top of the cover, and use it to pry the cover away from the formatter. 5. Open the formatter-cage door by grasping the metal tab and pulling the door open. 6.
9. Push the fax accessory into place, and then verify that it is securely connected to the formatter. The phone connector on the fax accessory should be aligned with the square opening in the formatter cage. 10. Close the formatter-cage door. 11. Replace the formatter cover. 12. Plug the power cable into the device, and turn on the device.
Use this procedure to install the analog fax accessory for the HP Color LaserJet 4730mfp and HP Color LaserJet CM4730 MFP if it is not already installed. 1. Turn off the MFP, and disconnect all cables. Figure 1-11 Turning the power off Figure 1-12 Disconnecting the cables 2. Locate the formatter board in the back of the MFP.
3. Gently pull on the black tabs at the top and bottom of the formatter board to pull the board from the MFP. Place the formatter board on a clean, flat, grounded surface. Figure 1-14 Pulling the black tabs 4. Lift up on the left side of the fax card strap.
5. Push the tab on the right side of the fax card strap to the left. Figure 1-16 Releasing the tab to the left side of the fax card strap 6. Lift up to remove the fax card strap.
7. If you are replacing an existing fax accessory, pull up to remove it. Figure 1-18 Replacing an existing fax accessory 8. Remove the fax accessory from its antistatic pouch. The fax accessory contains parts that are sensitive to electrostatic discharge (ESD). When removing the fax accessory from its antistatic pouch and while installing it, use static protection, such as a grounding wrist strap that is connected to the metal frame of the MFP, or touch the metal frame of the MFP with your other hand.
9. Align the fax accessory with the two guides. Make sure that the connector pins are aligned, and then push the fax accessory into place. Make sure that the fax accessory is securely connected to the formatter. Figure 1-19 Inserting the fax accessory 10. Replace the fax card strap.
11. Secure the tab on the right side of the fax card strap. Figure 1-21 Securing the right side of the fax card strap tab 12. Secure the tab on the left side of the fax card strap.
13. Align the formatter board in the tracks at the top and bottom, and slide the board back into the MFP. Figure 1-23 Aligning the formatter board 14. Reconnect all the cables, and turn on the MFP. Figure 1-24 Reconnecting the cables NOTE: When connecting the fax accessory to a phone line, ensure that the phone line being used for the fax accessory is a dedicated line that is not used by any other devices.
15. Locate the phone cord that is included with the fax accessory kit. Connect one end of the phone cord into the fax accessory phone jack that is on the formatter. Push the connector until you hear a click. Figure 1-25 Connecting the phone cord NOTE: Be sure to connect the phone line to the fax accessory port, which is near the top of the formatter. Do not connect the phone line to the HP Jetdirect LAN port, which is nearer the bottom of the formatter. 16.
4. If necessary, remove the plastic fax-accessory cover from the formatter. Insert a coin into the groove at the top of the cover, and then pry the cover away from the formatter. 5. Open the formatter-cage door by grasping the metal tab and pulling the door open. 6. If you are replacing an existing fax accessory, unplug the fax cable and remove the accessory from the device. 7. Remove the new fax accessory from the antistatic pouch.
8. Align the new fax accessory with the black fax-accessory guides at the bottom of the formatter. The phone connector on the fax accessory should be aligned with the square opening in the formatter cage. 9. Push the fax accessory into place, and verify that the fax accessory is securely connected to the formatter. 10. Connect the fax cable to the new fax accessory. 11. Close the formatter-cage door. 12. Replace the formatter cover. 13. Plug the power cable into the device, and turn on the device.
Installing/replacing the fax accessory in the HP Color LaserJet CM6040 MFP Series Use this procedure to install the analog fax accessory in the HP Color LaserJet CM6040 MFP Series. 1. Turn off the MFP, and unplug the power cord from the MFP Figure 1-26 Turning the power off Figure 1-27 Unplugging the power 2. Disconnect all cables from the MFP.
3. Pinch the black tabs at the top and bottom towards the center of the formatter board and then gently pull the board from the MFP. Place the formatter board on a clean, flat, grounded surface. Figure 1-29 Pulling the black tabs 4. Lift up on the left side of the fax card strap.
5. Push the tab on the right side of the fax card strap to the left. Figure 1-31 Releasing the tab to the left side of the fax card strap 6. Lift up to remove the fax card strap.
7. If you are replacing an existing fax accessory, pull up to remove it. Figure 1-33 Replacing an existing fax accessory 8. Remove the fax accessory from its antistatic pouch. The fax accessory contains parts that are sensitive to electrostatic discharge (ESD). When removing the fax accessory from its antistatic pouch and while installing it, use static protection, such as a grounding wrist strap that is connected to the metal frame of the MFP, or touch the metal frame of the MFP with your other hand.
9. Align the fax accessory with the two guides. Make sure that the connector pins are aligned, and then push the fax accessory into place. Make sure that the fax accessory is securely connected to the formatter. Figure 1-34 Inserting the fax accessory 10. Replace the fax card strap.
11. Secure the tab on the right side of the fax card strap. Figure 1-36 Securing the right side of the fax card strap tab 12. Secure the tab on the left side of the fax card strap.
13. Align the formatter board in the tracks at the top and bottom, and slide the board back into the MFP. Push black tabs on the formatter board outward until they click back into position. Figure 1-38 Aligning the formatter board 14. Reconnect all the cables, and turn on the MFP. Figure 1-39 Reconnecting the cables NOTE: When connecting the fax accessory to a phone line, ensure that the phone line being used for the fax accessory is a dedicated line that is not used by any other devices.
15. Plug the power cord into the MFP, and then turn on the power.
16. Locate the phone cord that is included with the fax accessory kit. Connect one end of the phone cord into the fax accessory phone jack that is on the formatter. Push the connector until you hear a click. Figure 1-42 Connecting the phone cord 17. Connect the other end of the phone cord into the phone jack on the wall. Push the connector until you hear a click or until the connector is securely seated.
3. Loosen the two captive thumb screws on the back of the MFP. Figure 1-45 Loosening the screws 4. Grasp the screws and pull the formatter board out of the MFP. Place it on a flat, non-conductive surface. Figure 1-46 Removing the formatter 5. If you are replacing an existing fax accessory, pull up to remove it.
6. Remove the fax accessory from its antistatic pouch. The fax accessory contains parts that are sensitive to electrostatic discharge (ESD). When removing the fax accessory from its antistatic pouch and while installing it, use static protection, such as a grounding wrist strap that is connected to the metal frame of the MFP, or touch the metal frame of the MFP with your other hand. 7. Align the fax accessory with the two guides.
9. Reconnect the power cord and all cables, and then turn on the MFP. Figure 1-50 Reconnecting cables and turning on the MFP NOTE: When connecting the fax accessory to a phone line, ensure that the phone line being used for the fax accessory is a dedicated line that is not used by any other devices. Also, this line should be an analog line because the fax will not function correctly if it is connected to some digital PBX systems.
Verifying fax operation When the fax accessory is installed and operating correctly, the fax icon displays on the MFP control panel. If the fax accessory has just been installed but has not been configured, the fax icon is grayedout and (depending on the MFP model) may have Not Configured written across it. If this occurs, the fax accessory needs to be configured, see Required fax settings on page 36.
Required fax settings NOTE: A Fax Configuration Wizard is available to guide you through the steps to make the required fax settings. For more information, see Fax Configuration Wizard on page 36. After the fax accessory is installed, you must configure certain settings before you can use the accessory. If these settings are not configured, the fax icon is grayed-out.
To verify or change the date and time settings, complete the following steps. 1. On the control panel, press the Menu button to display the main menu. 2. Touch FAX to display the fax menu. 3. Touch FAX SETUP REQUIRED to display the required settings menu. 4. Touch DATE/TIME to display the settings. 5. Select the date format and then enter the date. 6. Select the time format and then enter the time. 7. Touch OK to accept the settings.
Set, verify, or change the MFP/fax location on the HP LaserJet M3025 MFP, M3027 MFP, M4345 MFP, M5025 MFP, M5035 MFP, M9040 MFP, M9050 MFP, and HP Color LaserJet CM4730 MFP and CM6040 MFP Series 1. On the control panel, scroll to and touch the Administration icon to open the Administration menu. 2. Scroll to and touch Initial Setup to display the setup settings menu. 3. Touch Fax Setup to display the Fax Setup menu and touch Required Settings. 4.
8. Using the keyboard, type the phone number, and then touch OK. 9. Touch Save to save the header phone number. 10. Touch Company Name and repeat the process.
40 Chapter 1 Setup ENWW
2 Set fax settings This chapter describes the configuration settings for the MFP fax accessory that you access through the fax menu on the control panel. In addition to the control panel, you can access these settings through remote configuration tools. NOTE: For information about the following settings, see Setup on page 1. The following fax settings are described in the first chapter and are not included here: Canceling faxes; Setting the date and time; Setting the location; Setting the header.
Remote fax configuration In addition to using the MFP control panel, you can configure the fax accessory remotely by using various software tools. Because the MFP contains an embedded Web server (EWS), you can configure the fax accessory across the Web by using either a Web browser or HP Web Jetadmin (WJA). In addition, you can configure the fax accessory across the network with a network-connected computer by using the HP MFP Digital Sending Software Configuration Utility (DSS).
HP MFP Digital Sending Software Configuration Utility To access the analog MFP fax settings by using the DSS configuration utility, perform the following steps. 1. 1. Start the utility (on the computer or server) to open the main screen. 2. Select the MFP and click the Configure MFP button on the main screen, and then click the Send to Fax tab to open the Fax Settings screen. 3. To enable the fax capabilities on the MFP, select Enable Send to Fax.
Send fax settings Set the dial tone detection The detect dial tone setting determines whether the fax checks for a dial tone before sending a fax. Set the dial tone detection on the HP LaserJet 4345mfp and 9040/9050mfp, and the HP Color LaserJet 4730mfp and 9500mfp 1. On the control panel, press the Menu button to open the main menu. 2. Touch FAX to open the fax menu. 3. Scroll to and touch FAX SEND. 4. Scroll to and touch Detect Dial Tone to see the detect dial tone settings. 5.
Set the overlay header for outgoing faxes on the HP LaserJet M3025 MFP, M3027 MFP, M4345 MFP, M5025 MFP, M5035 MFP, M9040 MFP, M9050 MFP and HP Color LaserJet CM4730 MFP and CM6040 MFP Series 1. On the control panel, touch the Administration icon to open the Administration menu. 2. Scroll to and touch Default Job Options 3. Scroll to and touch Default Fax Options. 4. Scroll to and touch FAX SEND. 5. Touch Fax Header to see the header settings. 6.
NOTE: You might need a pause between the prefix and the phone number. To insert a 2–second pause, enter a comma (,). For more information on using a comma see Send a fax on page 70. Set a dialing prefix on the HP LaserJet 4345mfp and 9040/9050mfp, and the HP Color LaserJet 4730mfp and 9500mfp 1. On the control panel, press the Menu button to open the main menu. 2. Touch FAX to open the fax menu. 3. Scroll to and touch FAX SEND. 4. Scroll to and touch DIAL PREFIX to see the prefix settings. 5.
3. Scroll to and touch FAX SEND. 4. Touch Redial on Busy to open the redial-on-busy setting screen. 5. Use the up and down arrows to select the number (default=3), and then touch OK. Set the redial-on-busy setting on the HP LaserJet M3025 MFP, M3027 MFP, M4345 MFP, M5025 MFP, M5035 MFP, M9040 MFP, M9050 MFP and HP Color LaserJet CM4730 MFP and CM6040 MFP Series 1. On the control panel, scroll to and touch the Administration icon to open the Administration menu. 2. Scroll to touch Initial Setup. 3.
Set redial interval The redial interval setting selects the number of minutes between retries if the number dialed is busy or not answering. NOTE: You might observe a redial message on the control panel when both the Redial-on-Busy and Redial-on-No-Answer settings are set to off. This occurs when the fax accessory dials a number, establishes a connection, and then loses the connection.
Set the resolution for outgoing faxes on the HP LaserJet 4345mfp and 9040/9050mfp, and the HP Color LaserJet 4730mfp and 9500mfp 1. On the control panel, press the Menu button to open the main menu. 2. Touch FAX to open the fax menu. 3. Scroll to and touch FAX SEND. 4. Touch DEFAULT RESOLUTION to see the resolution settings. 5. Touch Standard (200 x 100 dpi, default), Fine (200 x 200 dpi), or Superfine (300 x 300 dpi) to select the resolution.
3. Touch Fax Send Settings to see the Fax Send settings. 4. Scroll to and touch Billing Codes to see the billing code settings. 5. Touch Custom to enable billing codes. NOTE: If you want to disable billing codes, touch OFF, touch Save, and then skip the remaining steps. 6. Touch Save to open the Billing Code screen. 7. Touch the text box to display the keyboard. 8. Type the minimum number of digits you want in the billing code, and then touch OK. 9. Touch Save.
Change the sharpness setting The Sharpness setting specifies the sharpness that the scanner uses when the MFP scans your original. Sharpness enhances the edges of the original so that faint or fine text and graphics are reproduced more sharply. Increasing sharpness increases resolution which also increases transmission time. Change the sharpness setting on the HP LaserJet 4345 MFP and 9040/9050mfp, and the HP Color LaserJet 4730mfp and 9500mfp 1.
Change the background setting on the HP LaserJet M3025 MFP, M3027 MFP, M4345 MFP, M5025 MFP, M5035 MFP, M9040 MFP, M9050 MFP and HP Color LaserJet CM4730 MFP and CM6040 MFP Series 1. On the control panel, touch the FAX icon to display the Fax screen. 2. Scroll to and touch More Options. 3. Scroll to and touch Image Adjustment. 4. Scroll to and touch Background Cleanup. 5. Touch the left arrow or touch the right arrow to change the background setting. 6. Touch OK to accept the setting.
4. Touch Enable. 5. Touch Save. Activate Fax Number Speed Dial Matching If this feature is enabled, the MFP tries to match any fax number entered with existing entries in the speed dial list. If a match is found, you can confirm the match and have the MFP complete the faxing action automatically. The default setting for this feature is Disabled.
Receive fax settings Set rings-to-answer The rings-to-answer setting determines the number of times the phone rings before the call is answered by the fax accessory. NOTE: The default setting range for rings-to-answer is country/region-specific. Set the number of rings-to-answer on the HP LaserJet 4345mfp and 9040/9050mfp, and the HP Color LaserJet 4730mfp and 9500mfp 1. On the control panel, press the Menu button to open the main menu. 2. Touch FAX to open the fax menu. 3.
Stamp received faxes (incoming faxes) on the HP LaserJet M3025 MFP, M3027 MFP, M4345 MFP, M5025 MFP, M5035 MFP, M9040 MFP, M9050 MFP and HP Color LaserJet CM4730 MFP CM6040 MFP Series 1. On the control panel, scroll to and touch the Administration icon to open the Administration menu. 2. Touch Default Job Options and then Default Fax Options. 3. Touch Fax Receive to see the Fax Receive setting. 4. Touch Stamp Received Faxes to see the settings. 5.
3. Scroll down and touch FAX RECEIVE. 4. Touch Fax Paper Tray to display the settings screen. 5. Use the up and down arrows to select the number for the tray (default=0), and then touch OK. Set the paper tray on the HP LaserJet M3025 MFP, M3027 MFP, M4345 MFP, M5025 MFP, M5035 MFP, M9040 MFP, M9050 MFP and HP Color LaserJet CM4730 MFP and CM6040 MFP Series 1. On the control panel, scroll to and touch the Administration icon to open the Administration menu. 2. Touch Default Job Options. 3.
Blocking incoming faxes Use the fax block list setting to create a list of blocked phone numbers. When a fax is received from a blocked phone number, the fax is not printed and is immediately deleted from memory. NOTE: Only numbers can be used in the fax block list. Do not use dashes or spaces. If a fax is sent from a blocked phone number and the sender uses a dash or a space in the number, the fax will not be blocked.
5. Touch Remove Blocked Number to see the list of blocked phone numbers. 6. Scroll through the numbers to highlight one you want to remove, and then touch the phone number to remove it. Repeat this step for any numbers you want to remove. 7. Touch OK to exit. Remove numbers from the blocked-fax list on the HP LaserJet M3025 MFP, M3027 MFP, M4345 MFP, M5025 MFP, M5035 MFP, M9040 MFP, M9050 MFP and HP Color LaserJet CM4730 MFP and CM6040 MFP Series 1.
Initiate polling receive Some fax machines can hold a fax until another fax machine requests that the fax be sent. When an MFP polls another fax machine that is holding a fax and requests that the held fax be sent to the MFP, this is known as polling receive. Initiate polling receive for the HP LaserJet 4345mfp and 9040/9050mfp, and the HP Color LaserJet 4730mfp and 9500mfp 1. On the control panel, press the Menu button to access the main menu. 2. Touch FAX to display the fax menu. 3.
3. 4. Under the NOTIFY tab: ● Touch None to turn off notification, and then touch OK, to complete the setting and return to the Fax feature screen. ● Touch This Job or On Error to enable notification and continue to the next step. Touch Print to receive a printed notification and complete the notification process, or, touch EMAIL to display the keyboard. NOTE: E-mail notification works if e-mail has been configured.
Set the error correction mode Normally, the fax accessory monitors the signals on the telephone line while it is sending or receiving a fax. If the fax accessory detects an error during the transmission and the error correction setting is on, the fax accessory can request that the error portion of the fax be sent again. You should turn off error correction only if you are having trouble sending or receiving a fax and if you are willing to accept the errors in the transmission.
Set the modem volume Set the modem volume on the HP LaserJet 4345mfp and 9040/9050mfp, and the HP Color LaserJet 4730mfp and 9500mfp 1. On the control panel, press the Menu button to display the main menu. 2. Touch FAX to display the fax menu. 3. Touch FAX SETUP OPTIONAL to display the optional settings menu. 4. Touch MODEM VOLUME to display the volume settings. 5. Touch OFF, Medium (default), or LOUD to set the volume.
Set the ringer volume Set the ringer volume on the HP LaserJet 4345mfp and 9040/9050mfp, and the HP Color LaserJet 4730mfp and 9500mfp 1. On the control panel, press the Menu button to open the main menu. 2. On the control panel, touch the Administration icon to open the Administration menu. 3. Touch FAX to open the fax settings menu. 4. Touch FAX SETUP OPTIONAL. 5. Touch Ringer Volume to see the settings. 6. Touch OFF, Medium (default), or LOUD to set the volume.
64 Chapter 2 Set fax settings ENWW
3 Use Fax This chapter provides information about fax setup, sending faxes, and receiving faxes in the following sections: ENWW ● Fax feature screen ● Status message bar ● Send a fax ● Canceling a fax ● Receiving faxes ● Creating and deleting speed dial lists ● Assigning speed dial lists to one-touch keys ● Voice Calls and Retries ● Secure settings ● Set fax forwarding ● Scheduling fax printing (memory lock) ● Using Fax over VoIP networks 65
Fax feature screen The Fax feature screen is used to send faxes. To access this screen, press the FAX icon displayed on the control panel Home screen.
HP LaserJet M3035 MFP, M3027 MFP, M4345 MFP, M5025 MFP, M5035 MFP, M9040 MFP, M9050 MFP and HP Color LaserJet CM4730 MFP and CM6040 MFP Series fax feature screen Figure 3-2 Fax feature screen ENWW 1 Home Key - return to main screen 2 Send Fax - press to send fax to recipients 3 Enter Number into Recipient List 4 Backspace/Delete Number 5 Status Message Bar 6 Access Phone Book 7 Speed Dial Search by Number 8 Alert Message - touch to display 9 Help - touch to display help selections 10 Sp
1 When the Recipient Number Entry Box is pressed, a pop up is displayed which includes the PIN button for adding special character brackets ([ ]) to hide a PIN number, and a Pause button to insert a comma for a two second pause.
Status message bar While sending and receiving faxes, status information will display in the status bar located at the top of some touch screens. This status includes such information as: Ready, Receiving call, Page sent, and others.
Send a fax To send a fax, you can use one of three basic methods to enter numbers: ● Enter number(s) manually. ● Enter number(s) using speed dial. ● Enter number(s) using the phone book (available only if HP MFP Digital Sending Software Configuration Utility is installed and the phone book has been populated). NOTE: For online information about sending a fax, touch ? on the screen to access the help menu, and then touch Send a fax under the list of help topics.
4. On the Settings screen touch Fax Settings to make adjustments to the following settings: ● Sharpness--enhances text and graphic edges. ● Background--removes a background that might be a result from copying color paper. ● Notify/Notification--changes how you are notified of the status of the fax transmission (that is, if the fax was sent or if an error occurred and the fax was not sent). NOTE: Notify/Notification changes the notification setting for the current fax only. 5.
● Content Orientation (portrait or landscape) ● Job Build combines multiple scans into a single job. ● Image adjustment ● Sharpness enhances text and graphic edges. ● Darkness ● Background removes a background that might be a result from copying color paper. ● Notification changes how you are notified of the status of the fax transmission (that is, if the fax was sent or if an error occurred and the fax was not sent).
Send a fax using speed dial NOTE: Prior to sending a fax using speed dial, you must create a speed dial. To create a speed dial, see Creating and deleting speed dial lists on page 83. Send a fax using the speed dial on the HP LaserJet 4345mfp and 9040/9050mfp, and the HP Color LaserJet 4730mfp and 9500mfp 1. Place the document in the automatic document feeder (ADF) or on the scanner glass. 2. From the main screen, touch the FAX icon. You may be prompted to type a user name and password. 3.
9. Touch the check box in front of the speed dial name you wish to use. 10. Touch OK to return to the Fax screen. The speed dial number(s) will be listed in the Fax Recipient screen. 11. Touch Start to send the fax. You can either touch the Start button on the touch screen or press the green Start button on the control panel.
3. Touch Settings. Verify that the Describe Original settings match those of your original. These settings include: ● Page size (such as letter or A4) ● 1-sided or 2-sided printing ● Page content (text, mixed text and graphics, or graphics and photos) Sending graphics and photos in text mode results in lower quality images. ● Orientation (portrait or landscape) ● Job Mode combines multiple scans into a single job. If the settings do not match, complete the following steps. a.
Search a speed-dial list by name on the HP LaserJet 4345mfp, HP Color LaserJet 4730mfp, HP LaserJet 9040/9050mfp, and HP Color LaserJet 9500mfp NOTE: This feature is new for these models. 1. On the control-panel main screen, touch the FAX icon to display the Fax screen. 2. Touch Speed Dial to open the Speed Dial screen. 3. Touch Search to make the onscreen keyboard available. 4. Type the speed-dial name.
Send a fax using the phone book from the HP LaserJet 4345mfp and 9040/9050mfp, and the HP Color LaserJet 4730mfp and 9500mfp 1. Place the document in the automatic document feeder (ADF) or on the scanner glass. 2. From the main screen, touch the FAX icon. You may be prompted to type a user name and password. 3. Touch Settings. Verify that the Describe Original settings match those of your original.
The Details button displays the fax number or list of fax numbers for the selected phone book entry. The Personal button shows only entries from the user's contact list in the phone book. The All button provides a merged list of the public fax entries and the personal entries from the contact list. 10. Touch OK to return to the Fax screen. The list of fax names is displayed in the Recipients window. 11. Touch Start to send the fax.
5. If you do not know the unique name of the destination, press the phone-book icon at the top of the screen to see the phone-book listing. Scroll to the entry that you want, touch Add, and then touch OK. The name appears in the Search Phone Book entry list. 6. Touch OK to place the entry in the Fax Recipients list on the Fax screen.
Canceling a fax Cancel the current fax transmission The Cancel Current Transmission menu item only appears if an outgoing fax call is in progress. NOTE: The cancel operation may require up to 30 seconds to complete. Cancel the current fax transmission using the menus on the HP LaserJet 4345mfp and 9040/9050mfp, and the HP Color LaserJet 4730mfp and 9500mfp 1. On the control panel, press the Menu button to display the main menu. 2. Touch FAX to display the fax menu. 3.
Cancel all pending faxes on the HP LaserJet M3025 MFP, M3027 MFP, M4345 MFP, M5025 MFP, M5035 MFP, M9040 MFP, M9050 MFP and HP Color LaserJet CM4730 MFP and CM6040 MFP Series 1. On the control panel, press the red Stop button to display the Cancel Fax menu. NOTE: All current and pending Fax jobs on the device will continue progress until the cancellation is confirmed with OK. ENWW 2. Touch Cancel all fax jobs to cancel all current and pending fax jobs. 3.
Receiving faxes When the fax accessory receives incoming faxes, it stores them in memory before printing. After the entire fax is stored, it is printed and then deleted from memory. Faxes print when received unless Schedule Printing of Faxes is enabled. If Schedule Printing of Faxes is enabled, all incoming faxes are stored in memory and not printed. When Schedule Printing of Faxes is disabled, all stored faxes print. For more information, see Scheduling fax printing (memory lock) on page 91.
Creating and deleting speed dial lists Speed dial allows you to assign a speed dial name to a single number or a group of numbers and then send a fax to that number or numbers by selecting the speed dial name. Create a speed dial list Create a speed dial list on the HP LaserJet 4345mfp and 9040/9050mfp, and the HP Color LaserJet 4730mfp and 9500mfp 1. On the control panel main screen, touch the FAX icon to display the Fax screen. 2. Touch Speed Dial to display the Speed Dial screen. 3.
3. Select a speed dial name in the speed dial list. 4. Touch Delete to delete the speed dial list. 5. Touch Yes to confirm the deletion; or, touch No to retain the list. 6. Touch OK to return to the Fax screen. Delete a speed dial list on the HP LaserJet M3025 MFP, M3027 MFP, M4345 MFP, M5025 MFP, M5035 MFP, M9040 MFP, M9050 MFP and HP Color LaserJet CM4730 MFP and CM6040 MFP Series 1. On the control panel main screen, touch the FAX icon to display the Fax screen. 2.
6. Touch OK to return to the Speed Dials screen. 7. Touch OK to return to the Fax screen. Add a number to an existing speed dial list Add a number to an existing speed dial list on the HP LaserJet 4345mfp, 9040/9050mfp, and 5035mfp, and the HP Color LaserJet 4730mfp and 9500mfp 1. On the control panel main screen, touch the FAX icon to display the Fax screen. 2. Touch Speed Dial to display the Speed Dial screen. 3. Touch the check box in front of the speed dial.
Assigning speed dial lists to one-touch keys The one-touch keypad allows you to send a fax to a speed dial list simply by touching a one-touch key. However, before using the one-touch keys, you must create a speed dial list and assign the speed dial name to a one-touch key. Assign a speed dial to a one-touch key for the HP LaserJet 4345mfp and 9040/9050mfp, and the HP Color LaserJet 4730mfp and 9500mfp 1. Create a speed dial. For more information, see Creating and deleting speed dial lists on page 83. 2.
Voice Calls and Retries Voice calls are not included in the Fax Activity log and do not generate a T.30 report. The following sections provide information on retries of a fax job. Fax Call Report When all fax attempts have been exhausted, a Fax Call Report will be printed for a fax send. It shows the fax job log ID. The result of the final attempt is printed on the Fax Call Report. A Fax Call Report does not print for voice calls. NOTE: A Fax Call Report only generates Job numbers for final attempts.
Secure settings Two settings, fax forwarding and fax printing, are secure features and require a PIN. The first time you access either setting, you will be required to create a PIN. After you create that PIN, it is used to access both features. That is, if a PIN that has been created for fax forwarding it is also used to access fax printing, or if the PIN was first created for fax printing, it must be used to access fax forwarding. Only one PIN can be created to access these secure settings.
9. Using the keypad, confirm the new PIN, and then touch OK. 10. Touch OK again.
Set fax forwarding Use the forward fax setting to forward all received faxes to another fax number. When forward fax is enabled, the receiving MFP prints the fax (if fax printing is disabled, the fax prints when the printing is enabled), and also forwards the fax to the fax forward number. NOTE: If the fax fails to forward to another phone number, the device will not attempt to forward the fax again. All faxes are forwarded in fine or standard resolution.
Scheduling fax printing (memory lock) Use the fax printing feature to specify when faxes print. There are three fax printing modes that can be selected. The selections are Store all received faxes, Print all received faxes, or Use fax printing schedule. If Store all received faxes is selected, then all incoming faxes will be stored in memory and not printed. It is possible to access fax jobs stored in memory through the MFP Retrieve Job menu.
Enable or disable the schedule for printing of faxes NOTE: Before enabling a fax-printing schedule, a schedule must be created. For more information, see Create a fax printing schedule on page 93. Enable/disable the schedule for printing of faxes on the HP LaserJet 4345mfp and 9040/9050mfp, and the HP Color LaserJet 4730mfp and 9500mfp 1. On the control panel, press the Menu button to display the main menu. 2. Touch FAX to display the fax menu. 3. Scroll to and touch FAX RECEIVE. 4.
7. 8. Select a fax printing mode: ● Scroll to and touch Store all received faxes to disable printing of faxes and store all received faxes to memory. ● Scroll to and touch Print all received faxes to allow all stored faxes to print and to print all faxes as received. ● Scroll to and touch Use fax printing schedule to use the fax printing schedule to automatically turn on and off the printing of faxes. Scroll to and touch Save to exit. NOTE: Fax printing and fax forwarding use the same PIN.
If you do not have a PIN, you will be prompted to create one. 6. Touch Fax Printing Mode, then touch Use fax printing schedule. 7. Touch Create Fax Printing Schedule to display the schedule settings. To edit the start/stop times, select a day, select As Scheduled, then touch Save. NOTE: The following menu allows you to edit the print start time or the print end time. To edit both, touch Back after editing one to return to the previous menu and then select the other. 8. 9.
Using Fax over VoIP networks VoIP technology converts the analog phone signal into digital bits. These are then assembled into packets which travel on the Internet. The packets are converted and transmitted back to analog signals at or near the destination. The transmission of the information on the Internet is done digitally instead of analog. Therefore, there are different constraints on the fax transmission that may require different fax settings than the analog Public Switched Telephone Network (PSTN).
96 Chapter 3 Use Fax ENWW
4 Solve fax problems Use the information in this chapter to troubleshoot general fax issues. Before you can use your fax accessory, you must complete the following tasks: ● Select a location ● Set the date, time, and fax header When the fax accessory is installed for the first time, the settings must be entered manually by the administrator through the menus, or the fax configuration wizard at initial power up. NOTE: In the U.S.
Is your fax set up correctly? Use the following checklist to help identify the cause of any fax related problems you are encountering: ● Are you using the phone cord supplied with the fax accessory? This fax accessory has been tested with the supplied phone cord to meet RJ11 specifications. Do not substitute another phone cord; the analog-fax accessory requires an analog phone cord. It also requires an analog phone connection.
Checking fax accessory status If the analog-fax accessory does not appear to be functioning, print a Fax Accessory Page to check the status. Print the Fax Accessory Page on the HP LaserJet 4345mfp and 9040/9050mfp, and the HP Color LaserJet 4730mfp and 9500mfp 1. On the control panel, press the Menu button to open the main menu. 2. Touch INFORMATION PAGE to open the information menu. 3. Touch PRINT CONFIGURATION to print the configuration pages.
Fax feature is not operating Use the table in this section to identify and solve fax malfunctions. The fax accessory is installed but the icon does not appear on the MFP main screen. Cause Solution HP MFP Digital Sending Software Configuration utility has disabled the analog-fax feature. Use the HP MFP Digital Sending Software Configuration utility to enable the analog-fax feature. The accessory is not operating correctly. Check the fax accessory status, see Checking fax accessory status on page 99.
General fax problems Use the table in this section to solve fax problems. ENWW Problem Cause Solution Fax failed to send. JBIG is enabled and receiving fax does not have JBIG capability. Set JBIG off. An "Out of Memory" status message appears on the status message bar. The MFP storage disk is full. Delete some files from the disk, see the MFP user guide for information about managing the disk. Print quality of a photo is poor or prints as a gray box. Wrong Page Content mode setting.
Receiving fax problems Use the table in this section to solve problems that might occur when receiving faxes. Incoming fax calls are not being answered by the fax accessory (no fax detected). Cause Solution The rings-to-answer setting might not be set correctly. Check the rings-to-answer setting. The phone cord might not be connected properly, or the phone cord is not working. Check the installation. Make sure you are using the phone cord that came with the fax accessory.
Faxes are not printing on the MFP. ENWW Cause Solution Schedule Printing of Faxes is set. If Schedule Printing of Faxes is enabled, faxes will not print until it is disabled. If you want to print your faxes, see Enable or disable the schedule for printing of faxes on page 92. The MFP is either low on toner or has run out of toner. The MFP stops printing as soon as it is low on toner or runs out of toner. Any faxes received are stored in memory and print after the toner has been replaced.
Sending fax problems Use the table in this section to solve problems that might occur when sending faxes. Problem Cause Solution Faxes quit during sending. The fax machine to which you are sending might be malfunctioning. Try sending to another fax machine. Your phone line might not be working. Disconnect the fax accessory from the phone jack, and connect a phone. Try to make a phone call to ensure the phone line is working.
Error codes If a fax problem occurs which prevents or interrupts sending or receiving of a fax, an error code is generated that will help in determining the cause of the problem. Error codes show up in the fax activity log, the fax call report, and the T.30 Protocol Trace (see Service settings on page 115). Print one of these three reports to obtain the error code. A detailed description of the error codes and the appropriate action can be found at http://www.hp.
Fax error messages When an analog fax is sent or received on a LaserJet MFP, any errors that occur during the fax process will be displayed on the MFP control panel and entered into the fax reports. Fax errors can occur for many reasons and often they are due to interruptions or noise on the telephone connection. Any error that takes place during the fax process regardless of where it originates will be displayed by the MFP.
Send-fax messages Table 4-1 Send-fax messages ENWW Message Error No. Description Action(s) Cancelled 0 Fax was cancelled by user at control panel of MFP. None. Success n/a Fax sent successfully. None. Fail Busy 0 The receiving fax machine is busy. The fax will be retired automatically (if configured), otherwise try resending fax later. No Answer 0 The receiving fax machine is not answering the call.
Receive-fax messages Table 4-2 Receive-fax messages Message Error No. Description Action(s) Success n/a Fax received ok. None. Blocked n/a Fax reception was blocked by None. receiving fax machine using blocked number feature. Modem Fail Any Unexpected or bad response Have fax resent; if the error from the internal modem to persists, contact service. the MFP - example is trying to send a fax just as another fax is arriving.
Fax logs and reports Printing the fax call report (include thumbnail) The fax call report is a brief report that indicates the status of the last fax that was sent or received. If you want a thumbnail (a 62 percent reduction of the first page) of the fax printed on this report, select the Thumbnail on Report setting. Print the fax call report (include thumbnail) on the HP LaserJet 4345mfp and 9040/9050mfp, and the HP Color LaserJet 4730mfp and 9500mfp 1.
● Touch Print after any fax error (default) to print a Fax Call Report after the device detects a fax error. ● Touch Print after receive errors only to print a Fax Call Report after the device detects a fax receive error. To schedule fax call report printing Use the When To Print Report setting to specify under what conditions you want to print the fax call report. Schedule fax call report printing for the HP LaserJet 4345mfp and 9040/9050mfp, and the HP Color LaserJet 4730mfp and 9500mfp 1.
● Touch After fax send jobs to print a Fax Call Report after a fax is sent. ● Touch After any fax error (default) to print a Fax Call Report after the device detects a fax error. ● Touch After send errors only to print a Fax Call Report after the device detects a fax send error. ● Touch After receive errors only to print a Fax Call Report after the device detects a fax receive error.
Printing the billing code report The billing code report is a list of the most recent 500 faxes that were successfully sent, listed by billing code. The following information is provided in this report. ● Billing code number ● Date and time of all faxes that were successfully sent ● Identification number ● Duration (off hook time) ● Number of pages sent ● Result (success) The database stores the most recent 500 faxes (older faxes are deleted from the database).
4. Touch CLEAR ACTIVITY LOG. 5. Touch Yes to clear all entries, or touch No to exit and retain the entries. Clearing the fax activity log and billing code report on the HP LaserJet M3025 MFP, M3027 MFP, M4345 MFP, M5025 MFP, M5035 MFP, M9040 MFP, M9050 MFP and HP Color LaserJet CM4730 MFP and CM6040 MFP Series 1. On the control panel, touch the Administration icon to open the Fax menu. 2. Scroll to and touch Resets to open the menu. 3. Scroll to and touch Clear Fax Activity Log. 4.
Print the speed dial list report on the HP LaserJet M3025 MFP, M3027 MFP, M4345 MFP, M5025 MFP, M5035 MFP, M9040 MFP, M9050 MFP and HP Color LaserJet CM4730 MFP and CM6040 MFP Series 1. On the control panel, scroll to and touch the Administration icon to open the Administration menu. 2. Scroll to and touch Information. 3. Scroll to and touch Fax Reports. 4. Touch Speed Dial List to print the report.
Service settings These selections can help with troubleshooting if the corrective action taken under the Error Codes section is unsuccessful. They are intended to be used when an HP service representative is assisting you. The menu locations of these selections vary by MFP. For the HP LaserJet 4345mfp and the HP Color LaserJet 4730mfp, 9040/9050mfp, and 9500mfp, these selections are located under the Fax Service menu.
TCF T.30 Delay: This setting has a range between 60 to 255 ms. It should be left to its default value of 60 ms. Use this setting when directed by an HP technical support agent as adjustment procedures associated with it is beyond the scope of this guide. The menu locations of these selections vary by MFP. For the HP LaserJet 4345mfp and the HP Color LaserJet 4730mfp, 9040/9050mfp, and 9500mfp, these selections are located under the Menu > FAX > FAX SETUP OPTIONAL > TCF T.30 Delay Timer.
Firmware upgrades The firmware on the HP LaserJet MFP Analog Fax Accessory 300 can be updated. Fax firmware updates will occur as part of an overall MFP firmware update. For additional information about MFP firmware updates, refer to MFP service documentation. NOTE: To update the fax firmware, go to the MFP Web site and download the MFP firmware. The fax firmware updates are a part of the MFP firmware updates.
118 Chapter 4 Solve fax problems ENWW
A ENWW Service and support 119
Hewlett-Packard limited warranty statement HP PRODUCT DURATION OF LIMITED WARRANTY HP LaserJet MFP Analog Fax Accessory 300 1 year, Limited Warranty HP warrants to you, the end-user customer, that HP hardware and accessories will be free from defects in materials and workmanship after the date of purchase, 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.
HP Customer Care World Wide Web Solutions to many fax accessory issues can be found at http://www.hp.com/go/mfpfaxaccessory300. Go to the Support site and search for HP LaserJet MFP Analog Fax Accessory 300. This Web site includes troubleshooting help, information about fax maintenance and use, manuals, FAQs, software updates, and more. NOTE: Check the HP Web site for additional information regarding updates or changes to the product that might have been made after the printing of this document.
122 Appendix A Service and support ENWW
B Specifications This chapter contains specifications for the fax accessory.
Fax accessory product specifications Environmental specifications ● Temperature: 10 to 32.5° C (50 to 91° F) ● Relative Humidity: 20 to 80 percent (no condensation) ● Temperature: -20° C to 40° C (-4° F to 104° F) ● Relative Humidity: Less than 95 percent (no condensation) Fax compatibility ● CCIT/ITU-T Group 3, EIA/TIA Class 1, Class 2.1 Phone connector ● RJ11 Compression methods ● MH, MR, MMR, and JBIG Transmission speeds and standards supported ● V.
Replacement parts and accessories You can obtain replacement parts for the fax accessory by contacting your sales representative or your Hewlett-Packard dealer.
126 Appendix B Specifications ENWW
C Regulatory Information This section contains the following regulatory information: ENWW ● Environmental Product Stewardship Program ● Declaration of conformity ● US Federal Communications Commission ● Canadian Department of Communications ● Other regulatory information 127
Environmental Product Stewardship Program Protecting the environment Hewlett-Packard Company is committed to providing quality products in an environmentally sound manner. This product has been designed with several attributes to minimize impacts on our environment. Plastics Plastic parts over 25 grams are marked according to international standards that enhance the ability to identify plastics for recycling purposes at the end of the product's life.
Declaration of conformity Declaration of Conformity according to ISO/IEC 17050-1 and EN 17050-1 Manufacturer's Name: Manufacturer's Address: Hewlett-Packard Company 11311 Chinden Boulevard, Boise, Idaho 83714-1021, USA declares, that the product Product Name: HP LaserJet MFP Analog Fax Accessory Regulatory Model Number:2) Product Numbers Product Options BOISB-0308-00 Q3701-60001, Q3701-60002, Q3701-60004 All conforms to the following Product Specifications: Safety: IEC 60950-1:2001 / EN60950-1: 2001
US Federal Communications Commission FCC Part 15 Compliance Statement This equipment has been tested and found to comply with the limits for a Class A digital device, pursuant to Part 15 of the FCC Rules. These limits are designed to provide reasonable protection against harmful interference when the equipment is operated in a commercial environment.
An FCC compliant telephone cord and modular plug is provided with this equipment. This equipment is designed to be connected to the telephone network or premises wiring using a compatible modular jack with is Part 68 compliant. This equipment cannot be used on telephone company provided coin service. Connection to Party Line Service is subject to state tariffs.
Canadian Department of Communications This equipment complies with Canadian EMC Class A requirements. << Conforme á la classe A des normes canadiennes de compatibilité électromagnétiques (CEM). >> Canadian Limitations Notice Notice: The ringer equivalence number (REN) assigned to each terminal device provides an indication of the maximum number of terminals allowed to be connected to a telephone interface.
Other regulatory information Regulatory information for EU countries/regions This equipment has been designed to work in all countries/regions of the European Economic Area (Public Switched Telephone Networks). Network compatibility is dependent on internal software settings. Contact your equipment supplier if it is necessary to use the equipment on a different telephone network.
For automatic calls to different numbers: ● The equipment shall be set to ensure that automatic calls to different numbers are spaced such that there is no less than 5 seconds between the end of one call attempt and the beginning of another. For automatically answered incoming calls: ● 8. The equipment shall be set to ensure that calls are answered between 3 and 30 seconds of receipt of ringing.
Index A accessories 125 activity log 111 B background copying colored paper 51 removing from transmitted faxes 51 background setting copying colored paper 52 removing from transmitted faxes 52 billing code report printing 112 billing codes 49 blocked fax list clear all number(s) 58 creating 57 remove from list 57 removing number(s) 57 removing numbers 58 blocked fax list report printing 113 blocking faxes list remove number(s) 57 blocking incoming faxes 57 browser, Web remote configuration 42 C call report
L LAN fax 1, 36 light/dark setting for transmitted faxes change on the HP LaserJet 4345mfp and 9040/9050mfp, and the HP Color LaserJet 4730mfp and 9500mfp 52 location 37, 38 locked fax printing 91 log/report activity log 111 activity log, clearing 112 billing code report 112 billing report, clearing 112 blocked fax list report 113 fax activity log 111 fax call report 109, 110 speed dial list report 113, 114 M memory lock disabling 91 enabling 91 PIN 88 memory, saving and deleting faxes 70 menu, fax settings
required 36 resolution 49 ringer volume 63 rings-to-answer 54 stamp received faxes 54, 55 settings menu does not appear 36 sharpness setting for transmitted faxes 51 slow fax reception 102 slow fax transmission 104 specifications 124 speed dial creating 83 delete 83 list report 113, 114 stamp received faxes 54, 55 status message bar 69 status, fax accessory page 99 storage, environment 124 support 121 T T.
138 Index ENWW
