HP Color LaserJet CM6040/CM6030 MFP Series
HP Color LaserJet CM6040/CM6030 MFP Series Analog Fax Accessory 300 Send Fax Driver Guide
Copyright and License Trademark Credits © 2008 Copyright Hewlett-Packard Development Company, L.P. Windows® and Windows® XP 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 in this document is subject to change without notice.
Table of contents 1 Setting up Understanding system requirements .................................................................................................... 2 Operating system ................................................................................................................. 2 Displays ............................................................................................................................... 2 Hardware ..............................................................
Setting the fax quality ......................................................................................................................... 56 Setting the notification settings ........................................................................................................... 57 Setting the cover page information ..................................................................................................... 59 Setting the preview preference ...............................................
1 Setting up You can use the HP LaserJet MFP Send Fax driver to send faxes from your computer to one or more HP multifunction peripherals (MFP). After it is installed, the driver can be accessed by printing to the MFP Send Fax driver.
Understanding system requirements Operating system The MFP Send Fax driver is supported on the following operating systems: ● Windows® 2000 ● Windows® XP ● Windows® XP Professional x64 ● Windows® Server 2003 ● Windows® Server 2003 x64 ● Windows® Vista Displays The MFP Send Fax module supports display types that have a super video graphics adapter (SVGA) resolution of 800 x 600 pixels or greater.
Installing the MFP Send Fax driver This section provides instructions about the following tasks: ● Determining if the MFP supports the MFP Send Fax driver ● Upgrading the MFP firmware and downloading the driver ● Verifying that the MFP e-mail feature is configured (optional) ● Configuring the billing-code feature (optional) ● Installing the driver Determining if the MFP supports the MFP Send Fax driver The most current versions of the MFP firmware contain support for the MFP Send Fax driver.
NOTE: The firmware datecode is in the following format: YYYYMMDD XX.XXX.X. The first string of numbers is the date, where YYYY represents the year, MM represents the month, and DD represents the date. For example, a firmware datecode that begins with 20040225 represents February 25, 2004. The second string of numbers represents the revision number of the firmware. 2. 3. Go to Software & driver downloads for your MFP. a. Go to http://www.hp.com. b.
5. f. Click Save. g. After the file has been downloaded, close the File Download dialog box, if necessary. Install the downloaded firmware file. See the MFP user guide for instructions about installing the remote firmware update (RFU). Verifying that the MFP e-mail feature is configured (optional) Configure e-mail function on the MFP in order to receive an e-mail notification when a fax has been sent by using the MFP Send Fax driver. NOTE: The e-mail notification feature is optional.
3. In the Printer Tasks pane in the Printers and Faxes window, click Add a printer. 4. In the Add Printer Wizard welcome dialog box, click Next. 5. Under Local or Network Printer, select Local printer attached to this computer. Click Next. NOTE: Select Local printer attached to this computer to install the MFP Send Fax driver on a network printer. The printer name is HP MFP Send Fax when the driver is installed on a local printer.
7. ENWW In the Use the following port drop-down menu, select the name or IP address of the MFP. Click Next and then go to step 13.
8 8. If your computer is not connected to the MFP, select Create a new port under Select a Printer Port. 9. In the Type of port drop-down menu, select Standard TCP/IP Port. Click Next.
10. In the Add Standard TCP/IPPrinter Port Wizard dialog box, click Next.
11. Under Add Port, type the MFP printer name or IP address in the Printer Name or IP Address text box and then click Next. NOTE: The default port name is the name that you typed in the Printer Name or IP Address text box. You can change this name by typing a new name in the Port Name text box. 12. Click Finish.
13. Under Install Printer Software, click Have Disk. 14. In the Install From Disk dialog box, click Browse. 15. Browse to and select the MFP Send Fax driver .INF file extracted in step 1. NOTE: Two versions of the .INF file are available: a 32-bit version for Windows 2000, Windows XP, and Windows Server 2003 and a 64-bit version for Windows XP Professional x64, Windows Server 2003 x64, and Windows Vista.
17. Click OK. 18. Under Install Printer Software, click Next.
. In the Printer name text box under Name Your Printer, type a name for the printer. The default printer name is HP MFP Send Fax. 20. Click Next.
21. Under Printer Sharing, click Next. NOTE: You can share the printer by selecting Share name on the Printer Sharing window. The MFP Send Fax driver is then available for a Point-and-Print connection. Some features, such as fax preview, are not available if the driver is accessed by using a Point-and-Print connection. 22. Under Print Test Page, select Yes to print a test page and then click Next.
NOTE: Selecting Yes to print a test page sends a fax. No page is printed. a. ENWW In the Completing the Add Printer Wizard dialog box, click Finish to complete the wizard and continue sending a test fax.
b. In the HP MFP Send Fax dialog box, click the Fax Job tab. NOTE: The Setup information is not required to send a test page. To set the default sender information and fax settings for all faxes, see Configuration on page 53.
ENWW c. In the Fax Number text box under Fax To, type the fax number where the test page will be sent, click To -> to enter the number in the Fax Recipients list. d. Click Send.
e. The preview window opens if you selected Show Preview Before Sending Fax on the Setup tab. On the toolbar, click Send Fax. f. A message appears asking if the test page printed. Verify that the test page printed on the receiving fax machine and then click OK. NOTE: The test page is delivered to the fax number that you typed in the Fax Number text box on the Fax Job tab. To install the driver in Windows Vista 1.
5. Under Choose a local or network printer, click the Add a local printer button. NOTE: Select Choose a local or network printer to install the MFP Send Fax driver on a network printer. The printer name is HP MFP Send Fax when the driver is installed on a local printer. If you select Add a network, wireless or Bluetooth printer, then the IP address of the computer is required.
7. 20 In the Use an existing port drop-down menu, select the name or IP address of the MFP. Click Next and then go to step 12.
ENWW 8. If your computer is not connected to the MFP, select Create a new port under Choose a printer port. 9. In the Type of port drop-down menu, select Standard TCP/IP Port. Click Next.
10. Under Type a printer hostname or IP address, type the MFP printer name or IP address in the Hostname or IP address text box and then click Next. NOTE: The default port name is the name that you typed in the Hostname or IP address text box. You can change this name by typing a new name in the Port name text box.
11. Under Install the print driver, click Have Disk. 12. In the Install From Disk dialog box, click Browse. 13. Browse to and select the MFP Send Fax driver .INF file extracted in step 1. NOTE: Two versions of the .
15. Click OK. 16. Under Install the printer driver, click Next.
17. In the Printer name text box the default name HP MFP Send Fax is displayed. You can change this name by typing a new name in the text box. 18. Click Next.
19. A screen with a test page option is displayed. To send a test fax to another machine, click Print a test page NOTE: Although the button option is labeled Print a test page, no page is printed locally. 20. Click Finish.
Uninstalling the HP MFP Send Fax driver To uninstall the MFP Send Fax driver, use the following steps: To uninstall the MFP Send Fax driver in Windows XP 1. Click Start, click Settings, and then click Printers and Faxes. 2. In the Printers and Faxes window, right-click the MFP printer where MFP Send Fax is installed and then click Delete. 3. Click Start, click Settings, and then click Printers and Faxes. 4. Right-click in the Printers and Faxes window and then click Server Properties. 5.
28 Chapter 1 Setting up ENWW
2 Faxing This chapter provides information about sending faxes and using the MFP Send Fax phone book: ENWW ● Sending a fax to a single recipient ● Sending a fax to multiple recipients ● Sending a fax by using the phone book ● Canceling a fax job ● Inserting special characters in the fax number ● Editing the phone book ● Exporting phone book entries to a comma-separated values (CSV) formatted file ● Importing phone book entries from a CSV formatted file ● Voice Calls and Retries 29
Sending a fax to a single recipient To send a fax to a single recipient, use the following steps: 1. Open the document to be faxed in the software program in which it was created. 2. Click File and then click Print. 3. Select the HP MFP Send Fax driver from the list of printers. 4. Click OK or Print. NOTE: Click the button that sends a document to the printer. This might not be labeled the same way in all programs. 5.
6. Click Add to Phone Book to add the recipient information to the MFP Send Fax phone book. This step is optional. NOTE: Click Clear Fields to remove all of the values in the Recipient Name, Fax Number, and Company Name text boxes. 7. The default cover page information appears under Include With Fax in the HP MFP Send Fax dialog box. This information can be changed for any individual fax job. NOTE: To set the default cover page settings for all faxes, see Configuration on page 53. 8.
10. If you selected Show Preview Before Sending Fax on the Setup tab, a preview of the fax job appears. Review the fax for accuracy. NOTE: The preview function is not available when you use Point-and-Print. Point-and-Print is a Windows feature that you can use to connect, print, or fax to a remote printer without using installation disks. Files and configuration information are automatically downloaded from the print server to the client. 11.
Sending a fax to multiple recipients To send a fax to a multiple recipients, use the following steps: 1. Open the document to be faxed in the software program in which it was created. 2. Click File and then click Print. 3. Select the HP MFP Send Fax driver from the list of printers. 4. Click OK or Print. NOTE: Click the button that sends a document to the printer. This might not be labeled the same way in all programs. 5.
6. Click Add to Phone Book to add the recipient information to the MFP Send Fax phone book. This step is optional. NOTE: Click Clear Fields to remove all of the values in the Recipient Name, Fax Number, and Company Name text boxes. 7. Click To -> to add the recipient information to the Fax Recipients field. 8. Repeat steps 5 through 7 for each fax recipient. The fax is sent to all of the names that appear in the FaxRecipients field. 9.
11. If you selected Show Preview Before Sending Fax on the Setup tab, a preview of the fax job appears. Review the fax for accuracy. NOTE: The preview function is not available when you use Point-and-Print. Point-and-Print is a Windows feature that you can use to connect, print, or fax to a remote printer without using installation disks. Files and configuration information are automatically downloaded from the print server to the client. 12.
Sending a fax by using the phone book To send a fax by using the phone book, use the following steps: 1. Open the document to be faxed in the software program in which it was created. 2. Click File and then click Print. 3. Select the HP MFP Send Fax driver from the list of printers. 4. Click OK or Print. NOTE: Click the button that sends a document to the printer. This might not be labeled the same way in all programs. 5. 36 Under Fax To in the HP MFP Send Fax dialog box, click the book icon.
6. In the Add Recipients From Phone Book dialog box, select the name of each fax recipient and click To -> to populate the Fax Recipients field. 7. After you have added all of the fax recipients to the Fax Recipients field, click OK. NOTE: The maximum number of fax recipients is 100. 8. The default cover page information appears under Include With Fax in the HP MFP Send Fax dialog box. This information can be changed for any individual fax job.
9. If the billing-code feature is enabled, type the billing code under Billing Information in the HP MFP Send Fax dialog box. The billing code can be changed for any individual fax job. 10. To send the fax to all of the fax recipients with the default sender, fax quality, notification information, and preview preferences, click Send. NOTE: Click the Setup tab on the HP MFP Send Fax dialog box to view the sender, fax quality, notification, and preview settings.
11. If you selected Show Preview Before Sending Fax on the Setup tab, a preview of the fax job appears. Review the fax for accuracy. NOTE: The preview function is not available when you use Point-and-Print. Point-and-Print is a Windows feature that you can use to connect, print, or fax to a remote printer without using installation disks. Files and configuration information are automatically downloaded from the print server to the client. 12.
Canceling a fax job 1. On the MFP control panel, press the red Stop button. NOTE: A menu displays that lists the active jobs that can be canceled. 2. 40 Select the desired item to cancel and touch OK.
Inserting special characters in the fax number The Fax Number text field accepts special characters in addition to the numbers 0 through 9. Table 2-1 Special characters ENWW Special Character Function - Use a hyphen in the fax number to make the number easier to read. () Use parenthesis in the fax number to make the number easier to read. [] Use an opening and closing bracket to hide a portion of the fax number so that it does not print on the fax cover sheet, call reports, or e-mail confirmations.
Editing the phone book The phone book can be used to store the contact information that appears under Fax To in the HP MFP Send Fax dialog box. Names can be added and removed from the phone book. The MFP Send Fax phone book can be imported and exported. Adding names to the phone book NOTE: You can add names to the phone book or the Fax Job tab by clicking the book icon, or on the Setup tab by clicking Edit Phone Book. To populate the phone book, use the following steps: 1.
ENWW 2. In the Add Recipients from Phone Book dialog box click Edit Phone Book. This opens the Edit Phone Book dialog box. In the Edit Phone Book dialog box, click Add Entry to open the Add Entry to Phone Book dialog box. Type the recipient name, fax number, and company name, and then click OK. 3. Click Edit Phone Book. 4. In the Add to Phone Book dialog box, type the recipient name, fax number, and company name in the text boxes. 5. Click OK. 6.
Adding groups to the phone book NOTE: You can add a group to the phone book on the Fax Job tab by clicking the book icon, or on the Setup tab by clicking Edit Phone Book. If you add a group from the Setup tab, go to step 3 of this procedure. To add a group to the phone book, use the following steps: 1. On the Fax Job tab under Fax To in the HP MFP Send Fax dialog box, click the book icon. This opens the Add Recipients from Phone Book dialog box. 2.
To remove names from the phone book, use the following steps: 1. ENWW On the Fax Job tab under Fax To in the HP MFP Send Fax dialog box, click the book icon. This opens the Add Recipients from Phone Book dialog box.
2. 46 In the Add Recipients from Phone Book dialog box, highlight a name in the list and click Edit Phone Book.
3. In the Edit Phone Book dialog box, select the name that you want to delete and then click Delete. Verify the delete in the CONFIRM dialog box. Clicking Yes permanently deletes this entry from the Phone Book. Editing names in the phone book NOTE: You can edit names in the phone book on the Fax Job tab by clicking the book icon, or on the Setup tab by clicking Edit Phone Book. If you edit names from the Setup tab, go to step 3 of this procedure.
To edit names in the phone book, use the following steps: 1. 48 On the Fax Job tab under Fax To in the HP MFP Send Fax dialog box, click the book icon.
2. In the Add Recipients From Phone Book dialog box, select the name that you want to edit and then click Edit Phone Book. This opens the Edit Phone Book dialog box. 3. In the Edit Phone Book dialog box, highlight an existing name and click Edit. The Edit Phone Book Entry dialog box opens and displays the current contact information. Edit the Recipient Name, Fax Number, and Company Name as needed and click OK. This returns you to the Edit Phone Book dialog box.
Exporting phone book entries to a comma-separated values (CSV) formatted file You can export contact information from the phone book to a .CSV file. 1. 2. 50 You can export names from the phone book from the Fax Job or the Setup tab. ● Fax Job tab: Click the book icon and then click Edit Phone Book in the Add Recipients from Phone Book dialog box. ● Setup tab: Click Edit Phone Book. In the Edit Phone Book dialog box, click Export... to open the File Save As dialog box.
Importing phone book entries from a CSV formatted file You can import contact information to the phone book from a properly formatted CSV file. When importing from a CSV file, the software assumes that the first record in the file is a header record so the contents of the first record are not imported. If the CSV file entry is not properly formatted, the program discards the entire record. 1. ENWW You can import names into the phone book in the Fax Job or the Setup tab.
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.
3 Configuration This chapter provides information about configuring the default settings for the MFP Send Fax driver by using the Edit Defaults button on the Setup tab: ● Setting the sender information ● Setting the fax quality ● Setting the notification settings ● Setting the cover page information ● Setting the preview preference ● Setting the fax driver printer preferences ● Setting the billing-code configuration NOTE: The default settings might have been set during the installation proce
Setting the sender information The default sender information is included on all faxes that you send by using the MFP Send Fax driver, including cover pages. The sender information can be changed for individual faxes by using the text fields on the Setup tab. NOTE: To apply any changes to the current job only, select the Apply Defaults to this job check box before exiting the Default Settings dialog box. To set the default sender information, use the following steps: 1.
2. Under Sender Information in the Default Settings dialog box, type the default sender name, company name, fax number, and voice phone number. NOTE: The information in the sender information fields on the Setup tab is updated the first time that the sender information is typed in the sender information fields in the Default Settings dialog box. If the default sender information is changed later, the sender information fields on the Setup tab are not refreshed.
Setting the fax quality The fax quality setting defines the resolution that the MFP uses to send the fax. The following are the available quality settings: ● Standard: 200 x 100 dots per inch (dpi) ● Fine: 200 x 200 dpi ● Superfine: 300 x 300 dpi To set the fax quality, use the following steps: 1. On the Setup tab, click Edit Defaults. 2. Under Fax Quality in the Default Settings dialog box, select the default quality for sending faxes. 3. Click OK.
Setting the notification settings The notification settings determine when and how notification of the status of an outgoing fax is sent. To change the notification settings, use the following steps: 1. On the Setup tab, click Edit Defaults. 2. Under Notification in the Default Settings dialog box, select when to receive notifications: 3. ENWW ● None: notification is not sent. ● This Job: notification is sent when a fax is sent. ● On Error: notification is sent when an error occurs.
NOTE: The e-mail function must be configured on the MFP in order to receive an e-mail notification. 4. Click OK. NOTE: To set all of the default information at the same time, select the sender information, fax quality, cover page, and preview settings and then click OK.
Setting the cover page information Standardize the look of the fax cover page by using a default cover page. Fields are available for notes, a subject line, and a company logo or other image. The cover-page settings can be modified on the Fax Job tab for individual fax jobs. To change the cover page information, use the following steps: 1. On the Setup tab, click Edit Defaults. 2. Under Include With Fax in the Default Settings dialog box, select Cover Page (Single recipient only). 3.
NOTE: To set all of the default information at the same time, select the sender information, fax quality, notification, and preview settings and then click OK. NOTE: When cover page is used with multiple recipients, the preview will only show the cover page for the first recipient. However, the cover page will be sent separately for each recipient. Only one recipient's name is shown on each cover page.
Setting the preview preference The preview preference can be set to automatically preview every fax job before it is sent. To preview every fax job before it is sent, use the following steps: 1. On the Setup tab, click Edit Defaults. 2. Under Preview in the Default Settings dialog box, select Show Preview Before Sending Fax to preview each fax automatically before it is sent. When Show Preview Before Sending Fax is selected, the Send button changes to Preview and Send. 3. Click OK.
Setting the fax driver printer preferences To set the basic MFP Send Fax driver printing options through Windows, use the following steps: 1. Click Start, click Settings, and then click Printers and Faxes. 2. On the Printers and Faxes window, right-click HP MFP Send Fax and then click Printing Preferences. 3. In the HP MFP Send Fax Document Properties dialog box, click Paper/Quality to set the default paper and quality properties. To save the settings and close the dialog box, click OK.
4. Click Services to check the status of the printer and supplies or to start the embedded Web server. The Services tab options only appear if the MFP Send Fax driver is connected to a valid TCP/IP port. NOTE: See the appropriate MFP user guide for more information about the Embedded Web server. 5. ENWW To save any changes to the default settings and close the dialog box, click OK.
Setting the billing-code configuration HP MFP Send Fax supports the use of billing codes when sending faxes. To enable or disable the billing-code feature through the MFP control panel after the MFP Send Fax driver has been installed, use the following steps: 1. On the MFP control panel, touch Administration. 2. Scroll to and touch Initial Setup. 3. Scroll to and touch Fax Setup. 4. Scroll to and touch Fax Send Settings. 5. Scroll to and touch Billing Codes. 6.
4 Troubleshooting Use the information in this chapter to troubleshoot general fax issues: ENWW ● Functional errors ● Warning messages ● Error messages 65
Functional errors The following sections describe issues that might occur when using the HP MFP Send Fax driver. The test page does not print View the MFP Send Fax configuration information on the MFP control panel to determine if the driver installation was successful and the PC Fax Send feature is enabled. To view the configuration information, use the following steps: 1. On the MFP control panel, touch Administration. 2. Scroll to and touch Initial Setup. 3. Scroll to and touch Fax Setup. 4.
4. In the Automatic Configuration drop-down menu, select Update Now. 5. Click OK. An e-mail confirmation is not received No e-mail confirmation is sent if the receiving fax machine does not answer, or is busy, or if the number of redials that is configured on the MFP has not been reached. After the MFP has reached the configured number of redials, a confirmation notification is sent.
Complete the firmware update: 1. Verify that the MFP firmware has been updated to the most current version available. If the firmware has not been updated, see Upgrading the MFP firmware and downloading the driver on page 3. 2. Turn the MFP off and then turn it on again. 3. From the main screen, touch Administration. 4. Scroll to and touch Initial Setup. 5. Scroll to and touch Fax Setup. 6. Scroll to and touch PC Fax Send. 7. Touch Enabled. 8. Touch Save.
4. In the Automatic Configuration: drop-down menu, select Update Now. 5. Click OK. The billing code text box does not appear If the billing-code feature was disabled at the MFP when the MFP Send Fax driver was installed, the Billing Code text box does not appear on the Fax Job tab. Enable billing codes and make the Billing code text box available on the Fax Job tab. ENWW 1. Touch Administration. 2. Scroll to and touch Initial Setup. 3. Scroll to and touch Fax Setup. 4.
The default fields do not refresh The information in the sender information fields on the Setup tab is updated the first time that the sender information is entered in the sender information fields in the Default Settings dialog box. If the default sender information is changed later, the sender information fields on the Setup tab are not refreshed. The changes are saved, but the information does not appear in the dialog box.
4. In the Automatic Configuration: drop-down menu, select Update Now. 5. Click OK. Changed settings do not take effect in a Point-and-Print installation If you are using a Point-and-Print installation, the notification, billing code, billing-code length, and faxenabled features cannot be refreshed by using the Update Now feature. To make these setting changes take effect in a Point-and-Print installation, delete the Send Fax printer and then reinstall the printer.
Warning messages The following warning messages might appear when you use the HP MFP Send Fax driver. PC fax feature may be disabled at the MFP warning The PC fax feature may be disabled at the MFP warning appears if the driver port has been changed. To update the configuration settings, use the following steps: 72 1. In the MFP Send Fax Warning message box, click OK. 2. Verify that the MFP firmware has been updated to the most current version available.
Error messages If a fax problem occurs that prevents or interrupts sending or receiving a fax, an error message is generated that helps determine the cause of the problem. Here is a list of messages and their cause/ solution. Table 4-1 Error messages At least one fax number is required Cause Solution A fax number was not typed in the Fax Number text box on the Fax Job tab. Type a fax number in the Fax Number text box on the Fax Job tab.
Table 4-1 Error messages (continued) The e-mail address is not in a recognized format. Do you still want to use it? Cause Solution The e-mail address in the E-mail address text box on the Setup tab is not a valid e-mail address. Click Yes to send the e-mail to the specified address. Click No to return to the Setup tab to change the e-mail address.
Table 4-1 Error messages (continued) Duplicate group name specified Cause Solution An identical group name exists. Type in a new unique group name. Export error Cause Solution The phone book could not be exported as a result of a file-write error or insufficient disk space. Be sure the location where the phone book is to be saved is not write-protected and that disk space is available.
76 Chapter 4 Troubleshooting ENWW
Index B billing codes configure 5, 64 disable 68 enable 68 enable text box on the Fax Job tab 69 bitmap missing from cover page 68 C cancel fax job 40 Comma Separated Values (CSV) file export phone book entries to 50, 51 configure billing codes 5, 64 cover page information 59 e-mail 5 fax quality 56 MFP Send Fax driver 1, 53 MFP Send Fax driver default settings 53 notification settings 57 preview preference 61 printer preference 62 sender information 54 contact information add to phone book from Fax Job ta
uninstall 27 upgrade firmware 3 multiple fax recipients 33 N network requirements 2 notification settings configure 57 O operating systems supported 2 P phone book add contact information from the Fax Job tab 42 add contact information from the Setup tab 42 add groups 44 delete contact information 44 edit contact information 47 edit contact information from Fax Job tab 47 edit contact information from Setup tab 47 edit contact information from the Fax Job tab 42 export contact information from Fax Job tab 5
