C7833-90901
HP LaserJet Print to Mail System User Guide
Copyright Information Warranty Trademark Credits © Copyright Hewlett-Packard Company 2000 The information contained in this document is subject to change without notice. Capella is a U.S. registered trademark of Capella Technologies, LLC. Hewlett-Packard makes no warranty of any kind with respect to this information.
Table of Contents 1 Automating the mailing process The HP LaserJet Print to Mail system . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5 2 Setup Checking the contents. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7 Identifying parts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8 Installing the accessory . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Appendix A Specifications HP LaserJet Print to Mail Accessory . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Regulatory information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . FCC regulations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Hewlett-Packard Year 2000 warranty . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
1 Automating the mailing process The HP LaserJet Print to Mail system The HP LaserJet Print to Mail system combines your HP LaserJet series printer with a powerful set of tools to help you automate routine office mailings. Many mailing tasks can be set up and completed quickly by inserting Print to Mail media in the printer, opening the printer’s rear output bin to engage the HP LaserJet Print to Mail accessory, and selecting “print” in your software program.
Where to start? Just take a look at the HP LaserJet Print to Mail Solution Guide included with the HP LaserJet Print to Mail accessory. Save time and money by: automating monthly invoice and payment functions. sending reminders and statements to customers on a regular basis. distributing confidential reports, such as customer information, PIN numbers, or test results. sending small promotional pieces, such as coupons and offers.
2 Setup Checking the contents The graphic below illustrates the contents of the box: 1 3 2 5 4 9 8 7 HP 2 Prin t to Pri nt 1 3 6 4 7 10 HP 12 EN 5 8 11 Figure 1.
Identifying parts Before you begin to set up the HP LaserJet Print to Mail accessory, identify the following parts of the accessory: Upper fold-chute slot Alignment guide Power connector Accessory interface cable (C-Link) Figure 2. Alignment tips (on the bottom of the alignment guide) Front view Top cover Jam-clearing knob Output bin slot Power switch Serial number plate (inside output bin slot) Reversible base Lower fold-chute slot Figure 3.
Installing the accessory Preparing the printer The printer, by itself, measures 16.8 inches (42.7 cm) from front to rear. To attach the HP LaserJet Print to Mail accessory, allow for an additional 21.75 inches (55.2 cm) at the rear of the printer. Note 1 Turn off the printer. 2 At the rear of the printer, remove the dust cover, if installed (not all printers have dust covers), from the rear of the paper tray by grasping it on both sides and pulling it straight back, away from the printer.
Attaching the HP LaserJet Print to Mail accessory to the printer The reversible base of the accessory can be turned upside-down. This allows the accessory to match the height of a single-tray (1 x 500) HP LaserJet 4050 or 4050N printer or a two-tray (2 x 250) HP LaserJet 4050T or 4050TN printer. Note The HP LaserJet Print to Mail accessory is not designed for use with a printer with two 500-sheet trays. 1 Remove packing tape from the accessory. 2 Lift the accessory off of the reversible base.
Figure 6. EN 7 Locate the accessory interface cable (C-Link) and plug it into the connector on the printer labeled “ACCESSORY.” 8 Plug the power cable into the power connector on the front, toward the right, of the accessory. 9 Route the accessory power cable, printer power cable, and printer data cable through the rectangular cutout in the left side of the reversible base.
10 Slide the accessory toward the rear of the printer so that the alignment guide from the accessory slides firmly into the duplexer slot. Top output bin Rear output door Figure 7. Attaching the HP LaserJet Print to Mail accessory 11 When the tips on the bottom of the alignment guide rest in the indentations in the duplexer rails, the front of the accessory is approximately one-eighth of an inch (3.18 mm) from the rear of the printer.
Installing the fold-chutes Note Fold-stop settings (for different paper sizes and different folds) can only be changed when the fold-chutes are removed from the accessory. For information about changing fold-stop settings, see “Setting fold-stops” in Chapter 3—Using the accessory. Thumb tab Figure 8. Installing fold-chutes 1 Note EN Insert the upper fold-chute (the smaller fold-chute with numerical stop identifiers) into the chute guide with the labels facing up.
Installing the output bin The output bin must be installed and seated correctly before the accessory will operate. Figure 9. 1 Locate two notches on each side, just inside the opening at the rear of the accessory. 2 Also locate two tabs on each side of the output bin. 3 Insert the output bin into the opening, first sliding the tabs all the way into the notches, and then lowering the output bin down into place.
Turning on the accessory Note Note The accessory will not operate if either the upper fold-chute or the output bin are removed. 1 Plug the power supply into an appropriate power outlet. 2 Press the power switch to “I” to turn on power to the accessory. The accessory does not start until paper exits the printer and enters the accessory. When it is plugged into a power source, there will always be power to the accessory interface (“ ” is “standby” mode).
Safety Several safety precautions are built into the HP LaserJet Print to Mail accessory.
3 Using the accessory Printing on Print to Mail forms Before you use the Print to Mail accessory, make sure that you have successfully: Note installed the Print to Mail accessory installed the software checked the test page to ensure that the Print to Mail accessory is set up correctly Printing a test page was part of the software installation. If you did not print a test page, reinstall the software (see page 15).
Formatting tools To format data so that it fits Print to Mail forms, use any of three methods: templates auto-formatting tools manual adjustment Templates for Peachtree, Quickbooks, and Microsoft Word Templates for Peachtree, Quickbooks, and Microsoft Word are included with the Print to Mail software. Follow the steps below to find the templates and the instructions for installing them: 1 Double-click the “My Computer” icon on your desktop. 2 Double-click the “C” drive.
Manual formatting tools Use the examples below to create your own templates for the software programs you use. The templates you create should match the size specifications shown in the examples. All examples include a 7.5-inch printable width and a 1.1-inch gap between the print area and the address area. 7.5" 6.3" PR INT AR EA Letter size 4B—the print area is 6.3 inches long 1.1" 3.1" .5" 7.5" 8.3" IN PR Legal size 2C—the print area is 8.3 inches long RE TA A 1.1" 4.2" .5" 7.5" 9.
Setting the HP LaserJet Print to Mail accessory To use the HP LaserJet Print to Mail accessory, complete the following steps: 1 Set the fold-stops for the media you want to print (see Table 1 below for the correct fold-stop settings). 2 Load media into the tray you want to use (see Table 1 below for orientation instructions). 3 Check the print settings in the software (see Table 2 for details about software settings). Table 1.
Setting fold-stops Note 1 Remove the fold-chute by pressing the thumb tabs to release the fold-chute and sliding the fold-chutes out of the chute guides. 2 Squeeze the fold-stop between your thumb and index finger to lift the locking end of the fold-stop. 3 Slide the fold-stop to the setting you want; settings are visible through the “window” on the fold-stop. The fold-stop must lock firmly in place at the selected setting. Fold-stops Fold-chutes Figure 10. Setting the fold-stops Table 2.
Software settings To print documents 1 Click File, click Print, and then click Properties. 2 Click the Basics tab. 3 Under Orientation, select Portrait and Rotated as appropriate for the specific media. See Table 2—Software settings—to determine the correct Portrait and Rotated settings. For more information about printer settings, see the Readme on the CD-ROM. Note For other printer jobs, check printer settings before printing.
Working with the printer Once HP LaserJet Print to Mail accessory is installed and turned on, the fold-stops are set, the fold-chutes are in place, and the printer input tray is loaded, the accessory is ready to use. Note In continuous operation, the printer might slow after printing 30 to 60 sheets. This is normal behavior; the HP LaserJet Print to Mail accessory adjusts to the printer’s output. Send a print job to the printer.
Additional information The following companies offer additional solutions for the HP Print to Mail accessory: Moore http://www.themoorestore.com Moore designs and manufactures business forms specifically for the HP LaserJet Print to Mail accessory. MindGate http://www.mindgate.com PrintChef reformats the output of any Windows application to work with the HP LaserJet Print to Mail system. Peachtree http://www.peachtree.
4 Troubleshooting and Maintenance Solving setup problems Table 3. Solving setup problems Problem Cause Solution Accessory doesn’t The reversible base is not match up to the printer. oriented correctly. See “Attaching the HP LaserJet Print to Mail accessory to the printer” in Chapter 2 to reposition the reversible base. Printer cable is too short. See “Attaching the HP LaserJet Print to Mail accessory to the printer” in Chapter 2 to reroute the cable.
Table 3. Solving setup problems Problem Cause Solution Accessory will not The paper tray dust cover or See “Preparing the printer” in Chapter 2 attach to rear of printer. duplexer tabs were not to make sure the printer will accept the removed. accessory. Printer doesn’t recognize the accessory. Cables are routed incorrectly. See “Attaching the HP LaserJet Print to Mail accessory to the printer” in Chapter 2 reroute the cables. Cables are tangled.
Solving printing and folding problems Table 4. Solving printing and folding problems Problem Cause Solution Unable to create forms Margins/working space set that work correctly with up incorrectly. the accessory. Use the samples included on the installation CD-ROM to help customize your forms. See the documentation that came with your software program for instructions about how to develop your own templates. Contact the software manufacturer for help with templates. Form doesn’t print correctly.
Table 4. Solving printing and folding problems Problem Cause Solution Form doesn’t fold correctly. The fold-stop settings are incorrect. See Table 1—“Fold-stop settings and media orientation”— in Chapter 3 to set the fold-stops. Fold stop settings must be completely visible through the foldstop windows. Fold-stops must be seated firmly against the fold-stop ridges. Forms are not oriented correctly in paper tray.
Table 4. Solving printing and folding problems Problem Cause Solution Printer displays a 12.01 The fold-chutes and output error code; the bin are either not installed or accessory is not installed incorrectly. running. There is a jam in the accessory. See “Installing the fold-chutes” and “Installing the output bin” in Chapter 2 to install the fold-chutes and the output bin. See “Clearing jams” later in this chapter for instructions about how to clear jams.
Jams After the HP LaserJet Print to Mail accessory is installed and plugged in, there is continuous communication between the accessory and the HP LaserJet 4050 series printer. When the accessory senses a jam, it ceases operation, and Paper Jam In Output Device appears on the printer control panel display. To clear a jam, follow the instructions that begin on the following page under “Clearing jams.” The printer Event Log contains more information about the location of the jam.
Clearing jams 1 Press the power switch to “standby” (“ ”). Figure 11. Turning the accessory to “standby” (“ ”) Note Do not turn off power to the printer. All print job information will be lost. 2 Figure 12. EN Press the thumb tabs to remove the upper fold-chute. Do not attempt to open the top cover until the upper fold-chute is removed.
Figure 13. 3 Open the top cover of the accessory. 4 Remove the output bin. 5 Press the thumb tabs to remove the lower fold-chute. Opening the top cover 6 Locate the jam-clearing knob at the end of the upper roller and rotate the knob in either direction with one hand while pulling the jammed media out with the other hand, if necessary. Figure 14. Rotating the jam-clearing knob Note Avoid ripping media from the accessory. Rotate the knob in the direction of least resistance.
7 Close the top cover. 8 Check the fold-chutes to make sure that they are clear of media and that the correct settings are still in place. 9 Replace both fold-chutes and the output bin. 10 Press the power switch to the “on” (“I”) position. Note Depending on the nature of the accessory jam, the printer might stop immediately. If it does, a jam condition might have occurred in the printer. The paper path jam in the printer must be cleared before operation can resume.
Interpreting the Event Log When the message Paper Jam In Output Device appears on the printer control panel display, check the printer Event Log for information about the location of the jam. To show the Event Log 1 Press MENU until Information Menu appears on the display. 2 Press ITEM until Show Event Log appears on the display. 3 Press SELECT and then press GO. To interpret the Event Log Event explanations appear in the table below: Table 5.
Cleaning the accessory Cleaning is limited to two procedures: covers and rollers. Covers Clean the outside covers monthly or as necessary. To clean the covers Clean the outside of the accessory by wiping the covers with a waterdampened cloth. Rollers Clean all four rollers monthly or as necessary. As the rollers accumulate stray toner and paper dust, they must be cleaned with a soapy, water-dampened lint-free cloth.
3 Open the top cover of the accessory and locate the four rollers and the jam-clearing knob inside the accessory. Four rollers Figure 15. Locating the four rollers 4 Lightly dampen a lint-free cloth with soapy water and wipe clean the exposed surfaces of the rollers, including the black roller bands. 5 Keep the cloth and your hands free of the rollers and turn the jamclearing knob to expose more of the surfaces of the four rollers. 6 Repeat step 5 until the rollers and black roller bands are clean.
A Specifications HP LaserJet Print to Mail Accessory Physical Height—HP LaserJet 4050, 4050N (1 x 500) 15 inches (38.1 cm) Height—HP LaserJet 4050T, 4050TN (2 x 250) 16.5 inches (41.9 cm) Width 15.5 inches (39.4 cm) Depth with output bin retracted 19 inches (48.3 cm) Depth with output bin extended 21.75 inches (55.2 cm) Weight, approximate 28 pounds (12.
Operating environment Temperature 50 to 91 degrees Fahrenheit (10 to 32 degrees Celsius) Relative humidity 20 to 80 percent Media Forms 24 to 29 lb. (90 to 109 g/m2) Paper 20 to 24 lb.
Regulatory information FCC regulations This equipment has been tested and found to comply with the limits for a Class B digital device, pursuant to Part 15 of the FCC rules. These limits are designed to provide reasonable protection against harmful interference in a residential installation. This equipment generates, uses, and can radiate radio frequency energy, and if not installed and used in accordance with the instructions, may cause harmful interference to radio communications.
Hewlett-Packard Year 2000 warranty Subject to all of the terms and limitations of the HP Limited Warranty Statement provided with this HP Product, HP warrants that this HP product will be able to accurately process date data (including, but not limited to, calculating, comparing, and sequencing) from, into, and between the 20th and 21st centuries, and the year 1999 and 2000, including leap year calculations, when used in accordance with the Product documentation provided by HP (including any instructions fo
B Service and Support Warranty information Hewlett-Packard limited warranty statement HP LaserJet Print to Mail accessory ONE-YEAR LIMITED WARRANTY EN 1 HP warrants to you, the end-user customer, that HP hardware accessories, and supplies 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.
6 HP MAKES NO OTHER EXPRESS WARRANTY OR CONDITION WHETHER WRITTEN OR ORAL. TO THE EXTENT ALLOWED BY LOCAL LAW, ANY IMPLIED WARRANTY OR CONDITION OF MERCHANTABILITY, SATISFACTORY QUALITY, OR FITNESS FOR A PARTICULAR PURPOSE IS LIMITED TO THE DURATION OF THE EXPRESS WARRANTY SET FORTH ABOVE. Some countries, states, or provinces do not allow limitations on the duration of an implied warranty, so the above limitation or exclusion might not apply to you.
4 See “Returning the unit” below for guidelines for how to send the defective accessory to Hewlett-Packard. Shipping charges are at HP’s expense. Exchanged units carry the remainder of the original unit’s warranty or 90 days, whichever is greater. Faster turnaround from HP Express Exchange minimizes downtime over traditional service programs that require users to ship failed units to the manufacturer and wait for them to be repaired and returned.
Service information form Who is returning the equipment? Person to contact: Date: Phone: Alternate contact: Phone: Return shipping Address: Special shipping instructions: What is being sent?: Model number: Serial number: Please attach any relevant printouts when returning equipment. Do not ship accessories that are not required to complete the repair (manuals, cleaning supplies, etc.). What needs to be done? 1. Describe the conditions of the failure.
HP Customer Care service and support Thank you for your purchase. Along with your product, you receive a variety of support services from Hewlett-Packard and our support partners designed to give you the results you need, quickly and professionally. Online services For 24-hour access to information over your modem, we suggest these services. World Wide Web Printer drivers, updated HP printer software, plus product and support information can be obtained from the following URL: http://www.hp.
Accessories, supplies, support, and service information HP direct ordering for accessories or supplies Call (800) 538-8787 (U.S.) or (800) 387-3154 (Canada). HP direct ordering for genuine HP parts In the U.S., call (800) 227-8164. HP service parts information compact disc This powerful, CD-ROM-based parts information tool is designed to give users fast, easy access to parts information such as pricing and recommended stocking lists for a wide range of HP products.
C7833-90901
