HP LaserJet MFP Analog Fax Accessory 300 Send Fax Driver Fax Guide
Copyright Information Trademark Credits © 2005 Copyright Hewlett-Packard Development Company, L.P. Windows® is a U.S. registered trademark 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.
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Contents 1 Setting up System requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 Operating system . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 Displays . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 Printer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 Hardware . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
The bitmap does not appear or print on the cover page . . . . . . . 46 The preview does not appear . . . . . . . . . . . . . . . . . . . . . . . . . . . 46 A billing code is required after disabling the feature . . . . . . . . . . 46 The billing code text box does not appear. . . . . . . . . . . . . . . . . . 47 The default fields do not refresh . . . . . . . . . . . . . . . . . . . . . . . . . 48 Changed settings do not take effect . . . . . . . . . . . . . . . . . . . . . .
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 printer driver.
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 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.
● ● ● Verifying that the MFP e-mail feature is configured (optional) Configuring the billing code feature (optional) Installing the driver Determining if the MFP Send Fax driver is supported by the MFP The most current versions of the MFP firmware contain support for the MFP Send Fax driver. To determine if your MFP firmware supports the MFP Send Fax driver, use the following steps: Note 1 On the MFP control panel, press Menu. 2 Scroll to and touch FAX. 3 Scroll to and touch FAX SEND.
2 3 Note Go to Software & driver downloads for your MFP. a Go to www.hp.com . b Type the MFP model number in the Search text box and press Enter. c In the Select a product pane in the Search results window, select the specific MFP model number where the firmware will be installed. d In the Product Quick Links pane, click Software & driver downloads. Download the most current firmware. a In the Select operating system pane, click Cross operating system (BIOS, Firmware, Diagnostics, etc.).
5 d In the File Download dialog box that opens, click Save. e In the File Name text box on the Save As window that opens, type the location on your computer where you want to save the MFP Send Fax driver file. f Click Save. g After the file has been downloaded, close the File Download dialog box if necessary. Install the downloaded firmware file.
Note 3 Scroll to and touch FAX SEND. 4 Scroll to and touch BILLING CODE. 5 Touch CUSTOM to open the billing code screen. 6 Use the up and down arrows to select the minimum number of digits in the billing code. 7 Touch OK to enable the billing code feature. Touch OFF to disable the billing code feature.
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. If you select A network printer, or a printer attached to another computer, then the IP address of the computer is required. Some features, such as fax preview, are not available if the driver is installed by using the network printer installation (Point and Print).
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/IP Printer 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 and Windows Server 2003 x64. A The specified location does not contain information about your printer message appears if you select the wrong version of the file. 16 Click OK.
18 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. 19 Click Next.
20 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.
21 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 On the Completing the Add Printer Wizard dialog box, click Finish to complete the wizard and continue sending a test fax.
b Note In the HP MFP Send Fax dialog box, click the Fax Job tab. 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 33.
ENWW c In the Fax Number text box under Fax To, type the fax number where the test page will be sent. d Click Send.
Note 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. The test page is delivered to the fax number that you typed in the Fax Number text box on the Fax Job tab.
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 17
Sending a fax to a single recipient To send a fax to a single recipient, use the following steps: Note 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. Click the button that sends a document to the printer. This might not be labeled the same way in all programs.
6 Note Click Clear Fields to remove all of the values in the Recipient Name, Fax Number, and Company Name text boxes. 7 Note Note ENWW Click Add to Phone Book to add the recipient information to the MFP Send Fax phone book. This step is optional. 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. To set the default cover page settings for all faxes, see “Configuration” on page 33.
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.
4 Note Click the button that sends a document to the printer. This might not be labeled the same way in all programs. 5 Note ENWW Under Fax To in the HP MFP Send Fax dialog box, type the recipient name, fax number, and company name. The fax number is the only required information. See “Inserting special characters in the fax number” on page 27 for a list of special characters that you can use in the Fax Number text field. 6 Note Click OK or Print.
Note Cover Page (Single recipient only) is disabled when the second recipient is added to the Fax Recipients field. A cover page cannot be used when you send faxes to multiple recipients. 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 with the default sender, fax quality, notification information, and preview preferences, click Send.
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.
4 Note Click OK or Print. Click the button that sends a document to the printer. This might not be labeled the same way in all programs. 5 Under Fax To in the HP MFP Send Fax dialog box, click the book icon. 6 In the 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.
8 Note A cover page cannot be used when sending faxes to multiple recipients. If you do not clear Cover Page (Single recipient only), the following error message appears: 9 ENWW Under Include With Fax in the HP MFP Send Fax dialog box, clear Cover Page (Single recipient only) if it is selected. 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. This information can be changed for any individual fax job. Click Send to send the fax. 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.
Canceling a fax job Three methods are available to cancel a fax job: Note 1 Click Cancel Fax in the fax preview window. 2 On the MFP control panel, press the fax icon and then press the red Stop/Cancel button. The status message Processing job must appear on the MFP when the red Stop/Cancel button is pressed to cancel the fax. 3 Note On the MFP control panel, cancel faxes by using the fax menus. a On the MFP control panel, press Menu. b Scroll to and touch FAX.
Table 1: Special characters Special Character Function , A comma represents a 2-second pause when the fax number is dialed. Use multiple commas for a longer pause during dialing. 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 is saved in the system registry. HP does not recommend editing or copying this file.
Note ENWW 2 In the Phone Book dialog box, click Add. 3 In the Add to Phone Book dialog box, type the recipient name, fax number, and company name in the text boxes. 4 Click OK. 5 In the Phone Book dialog box, click Add to add additional names. 6 Click OK when you are finished adding names to the phone book. Contacts cannot be imported into the MFP Send Fax phone book from external e-mail programs.
Removing names from the phone book To remove names from the phone book, use the following steps: 1 Under Fax To in the HP MFP Send Fax dialog box, click the book icon. 2 In the Phone Book dialog box, select the name that you want to delete and then click Delete. 3 Click OK when you are done deleting names from the phone book.
Editing names in the phone book To edit names in the phone book, use the following steps: ENWW 1 Under Fax To in the HP MFP Send Fax dialog box, click the book icon. 2 In the Phone Book dialog box, select the name that you want to edit and then click Edit.
3 In the Edit Phone Book Entry dialog box, edit the recipient name, fax number, and company name in the text boxes. 4 Click OK when you are done editing.
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: ● ● ● ● ● ● ● Note ENWW 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 The default settings might have been set during the installation process.
Setting the sender information The default sender information is included on all faxes that you send using the MFP Send Fax driver, including cover pages. The sender information can be changed for individual faxes using the text fields on the Setup tab. Note A cover page cannot be used when you send faxes to multiple recipients. To set the default sender information, use the following steps: 1 On the Setup tab, click Edit Defaults.
Note 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. To show the new information, exit from the MFP Send Fax driver and then restart the driver. 3 Note Click OK.
Note 2 Under Fax Quality in the Default Settings dialog box, select the default quality for sending faxes. 3 Click OK. To set all of the default information at the same time, select the sender information, notification, cover page, and preview settings and then click OK. Setting the notification settings The notification settings determine when and how notification of the status of an outgoing fax is sent.
2 Under Notification in the Default Settings dialog box, select when to receive notifications: • None: notification is not sent. • This Job: notification is sent when a fax is sent. • On Error: notification is sent when an error occurs. 3 Select the type of notification to send: • Print: notification is printed on the default printer. • E-mail: notification is sent in an e-mail message. Type the e-mail address in the E-mail Address text box.
Setting the cover page information Standardize the look of the fax cover page by using a default cover page. Fields are included 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. Note A cover page can only be included with faxes that are sent to single recipients. To change the cover page information, use the following steps: 1 On the Setup tab, click Edit Defaults.
6 Note The bitmap image is converted to grayscale on the cover sheet and is located in the top one-third of the page. 7 Note Browse to and select a bitmap image file, such as a company logo. Click OK. 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. Setting the preview preference The preview preference can be set to automatically preview every fax job before it is sent.
3 Note In the HP MFP Send Fax Document Properties dialog box, click Paper/Quality to set the default paper and quality properties. To save the default paper settings and close the dialog box, click OK. The Advanced tab on the HP MFP Send Fax Document Properties dialog box does not contain any information that affects the MFP Send Fax driver. This tab is a standard Windows tab and cannot be removed for this driver.
4 Note 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. See the appropriate MFP user guide for more information about the Embedded Web server. 5 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.
Note 5 Touch CUSTOM to open the billing code screen. 6 Use the up and down arrows to select the minimum number of digits in the billing code. 7 Touch OK to enable the billing code feature or touch OFF to disable the billing code feature. If the billing code feature is enabled on the MFP, a billing code entry is required for walk-up fax jobs sent from the MFP. 8 Click Start, click Settings, and then click Printers and Faxes.
4 Troubleshooting Use the information in this chapter to troubleshoot general fax issues: ● Functional errors • The test page does not print • The e-mail notification is disabled • An e-mail confirmation is not received • PC FAX SEND does not appear on the MFP control panel • The bitmap does not appear or print on the cover page • The preview does not appear • A billing code is required after disabling the feature • The billing code text box does not appear • The default fields do not refresh • Changed s
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, press Menu. 2 Scroll to and touch FAX. 3 Scroll to and touch FAX SEND.
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, 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, confirmation notification is sent.
To complete the firmware update, use the following steps: 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 On the MFP control panel, press Menu. 4 Scroll to and touch FAX. 5 Scroll to and touch FAX SEND. 6 Scroll to and touch PC FAX SEND. 7 Touch ENABLED. 8 Touch EXIT.
2 Under Printer Tasks on the Printers and Faxes window, right-click the name of the MFP and then click Properties. 3 In the HP MFP Send Fax Properties dialog box, click Device Settings. 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.
5 Touch CUSTOM to open the billing code screen. 6 Use the up and down arrows to select the minimum number of digits in the billing code. 7 Touch OK to enable billing codes. 8 Click Start, click Settings, and then click Printers and Faxes. 9 Under Printer Tasks on the Printers and Faxes window, right-click the name of the MFP and then click Properties. 10 In the HP MFP Send Fax Properties dialog box, click Device Settings. 11 In the Automatic Configuration: drop-down menu, select Update Now.
the information does not appear in the dialog box. To show the new information, exit from the MFP Send Fax driver and then restart the driver. Changed settings do not take effect The MFP Send Fax driver captures fax configuration information during installation. If settings are changed after the driver is installed, complete a manual update by using the Update Now feature to synchronize the driver with the MFP settings.
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 fax-enabled 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. Note The fax preview function is not available when you use Point and Print.
7 In the Automatic Configuration: drop-down menu, select Update Now. 8 Click OK. Cover page functionality will not be available warning The cover page functionality will not be available warning appears when a fax is sent to more than one recipient and Cover Page (Single recipient only) is selected on the Fax Job tab. ● ● ENWW Click Yes to send the fax without a cover page to all recipients. Click No to return to the Fax Job tab.
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. See table 2 for a list of error messages, the possible causes of the message, and solutions to the error. Table 2: Error messages Error Message Cause Solution At least one fax number is required 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 2: Error messages Error Message Cause Solution The file cannot be found A fax was sent with an invalid Image path specified in the Image text box on the Fax Job tab or the Setup tab. Type a valid path to the image in the Image text box on the Fax Job tab or the Setup tab. A fax was sent with a path to a missing image file specified in the Image text box on the Fax Job tab or the Setup tab. Type a valid path to the image in the Image text box on the Fax Job tab or the Setup tab.
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