HP CM8060 User Manual

							
Import e-mail address and fax speed-dial records from another device
You can import e-mail address and fax speed-dial da ta to this device from older HP MFP devices that
are able to export data.
NOTE: For information about importing fax speed dial lists, see Import fax speed-dial lists
on page 54.
1. To export the data from some older devices, us e the embedded Web server for that device. The
export feature is not avai lable for all HP devices. See the documentation that came with that device
for more information. Save the .CSV file on the network.
2. The .CSV file that is exported from the older device  can have as many as 12 fields, but this device
requires only the first seven fields. The following fi elds are required, and they must occur in the
order listed. Some fields can be empty, but others must contain values. The names of the fields
are always in English.
Table 4-6   Required fields for the .C SV file from other devices
FieldDescription
nameAlias name for the entry
emailaddressE-mail destination address.
dlnameName of a distribution list to which this user  belongs. This field can be empty if the record
is for a standalone user who is not part of a distribution list.
faxnumberFax destination number. This fi eld cannot be empty if the emailaddress field is empty.
speeddialSpeed-dial name for a list of fax numbers. This  field cannot be empty if the emailaddress
field is empty  and the faxnumber field is  not empty.
codeA unique number that is associated with the  speed-dial name. This field cannot be empty
if the emailaddress field is empty  and the faxnumber field is  not empty.
pin PIN that is used to ac cess the older HP device.
3.To import the .CSV file  to the device, see Import an e-mail address .CSV file on page 47.
NOTE: This process also imports the fax s peed-dial records at the same time.
Import an e-mail address .CSV file
1.Open the embedded Web server. See 
Open the embedded Web server on page 40.
2. Select the  Digital Sending  tab.
3. Select  Address Book  from the menu on the left side of the screen.
4. Select the  Device Contacts Import  tab.
5. Click  Browse  to find the .CSV file on the network. Or, if  you know the network path, type it in the
box below  File to Import . Use UNC format:
\\servername\foldername\filename.csv
6. Click  Import  to import the data to the device.
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The device checks the file for validity, checks for errors, and imports all records that meet the
requirements. If a field is missing or if a field is  empty that must contain data, that record is not
imported.
7. Click  Apply  to save the settings.
NOTE: You can remove all contacts that are imported fr om a .CSV file or that a user added at the
device control panel. To do this, click  Delete All Device Contacts.
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Access e-mail addresses from a users Microsoft Exchange personal contacts
You can access individual users personal contacts  from their Microsoft Exchange Server personal
contacts lists. These addresses are available when th e user signs in using Windows and then selects
the  Personal Contacts  address book view.
1. Open the embedded Web server. See 
Open the embedded Web server on page 40.
2. Select the  Digital Sending  tab.
3. Select  Address Book  from the menu on the left side of the screen.
4. Select the  Personal Contacts Setup  tab.
5. Select  Enable Personal Contacts .
NOTE:In order to import personal contacts, you mu st first enable the Windows sign-in method,
and the Microsoft Exchange Server must be vers ion 5.5 or newer. For information about enabling
Windows sign-in, see 
Sign-in methods on page 71 .
6. At the bottom of the page, you can test the fu nctionality by entering a username and password.
Then type at least three letters of a contact name and click  Test.
7. Click  Apply  to save the settings.
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Network folder setup
To establish all default network folder settings, use the embedded Web server.
1.Open the embedded Web server. See 
Open the embedded Web server on page 40.
2. Select the  Digital Sending  tab.
3. Select  Network Folder Setup  from the menu on the left side of the screen.
4. To enable the  Network Folder  feature on the device control panel, select  Enable Send to
Folder . If this box is not selected, the feature is unavailable.
5. To add a folder to the list of Quick Access folders, click  Add Folder. To edit the sett ings for a Quick
Access folder that is already in the list, select the folder and click  Edit Folder. See 
Add or edit
Quick Access network folders on page 50.
6. In the area for  Default Notification Settings , select when you want to receive a notification: never,
always, or when errors occur. Also select the type of notification to receive: e-mail or print. If you
select e-mail, you must also enable the e-mail feature. See 
Advanced e-mail setup on page 41 .
The notification is sent to the e-mail address for th e user who is currently signed in, if available. If
the user is not signed in, the notification is  sent to the default e-mail address for the device.
7. For each Quick Access folder, select  the default scan settings for files that are sent to that folder.
These are the same options that are available at  the device control panel. If the file is sent to a
Quick Access folder, the settings for  the folder override any settings that are selected at the control
panel. See 
Set the folder options on page 199 .
NOTE: The default scan settings for the Network Fold er feature are used as the starting point for
configuring scan settings for the Quick Access Folders.
8. Click  Apply  to save the settings.
Add or edit Quick Access network folders
You can add a network folder to the list of Quick Acce ss folders or edit the settings for an existing Quick
Access folder.
A Standard Quick Access Folder is a folder that is  available to all users of the device who can access
the Network Folder application. A Personal Quick Access Folder is only available after a user signs in
using the Windows sign-in method. If a Personal Qu ick Access Folder is configured, the Network Folder
application should be set to require Windows Sign In . Once the user signs in, the device will query
Microsoft Active Directory for the users Home Folder.  If the Home Folder information is available in the
users profile, then it is posted in the list of Qui ck Access Folders. If no data is found in the profile for
Home Folder, or the user does not sign in prior to entering the Network Folder application, the Personal
Quick Access Folder will not be displayed.
NOTE: Some users might attempt to use SAMBA to pr ovide a shared folder on a non-Windows server.
In order for a SAMBA share to be compatible with the device, you must configure the SAMBA server to
use port 445.
1. On the  Network Folder Setup  page, in the area for Quick Access Folder Settings , either click
Add Folder  or select a folder and then click  Edit Folder.
2. Select either  Standard Quick Access Folder Settings  or Personal Quick Access Folder
Settings .
3. If you are adding a folder, type the name to use for the folder in the box below  Alias Name.
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NOTE:A personal quick access folder should only be  configured when you are using Microsoft
Active Directory as the LDAP server.
4. Select the server where  the folder is located.
NOTE:The folder must already exist on the network . You cannot create a new folder by using
the embedded Web server.
5. Type the path for the network folder in the box below  UNC Path Name. UNC paths follow this
format:
\\servername\sharename\foldername
6. In the area for  Authentication Settings , select the method of authen tication to use. You can use
each users network credentials, or you can provide a common username and password that all
users share.
NOTE: You can restrict access to the network folder  feature by restricting access for a permission
set or by restricting access for  individual user accounts. For users who have access, each user
must also have write privileges for the network folder.
If a user is a member of a permission set, confi gure the permission set for access or restriction.
See 
Permission sets on page 64 .
For users that are signed in with individual  user accounts, configure each users access. See 
Create
user and group accounts on page 68.
You can also restrict access in  Microsoft Windows by controlling wh ich users have write-access to
the folder. To configure this access,  right-click the folder name, click Properties, and then select
the  Security  tab. Set the write access for each user or group as appropriate.
7.Click  Verify Access  to make sure the access to the folder is set up correctly. If the folder requires
authentication, you will be prompt ed for a username and password.
8. In the area for  Default Notification Settings , select when you want to receive a notification: never,
always, or when errors occur. Al so select the type of notification to receive: e-mail or print. If you
select e-mail, you must also enable the e-mail feature. See 
Advanced e-mail setup on page 41 .
The notification is sent to the e-mail address for th e user who is currently signed in, if available, or
to the default e-mail address to the device.
9. For each Quick Access folder, select the default scan  settings for files that are sent to that folder.
These are the same options that are available at th e device control panel. If the file is sent to a
Quick Access folder, the settings for  the folder override any settings that are selected at the control
panel. See 
Set the folder options on page 199 .
10. Click  OK.
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Fax send setup
If an analog fax accessory is not installed in the device, it cannot receive faxes. However, you can use
a LAN Fax or Internet Fax service to send faxes.
Use the embedded Web server to set up a LAN Fax service or an Internet Fax service. You can also
configure fax-send settings that are common for  all fax jobs that are sent from the device.
1. Open the embedded Web server. See 
Open the embedded Web server on page 40.
2. Select the  Fax tab.
3. Click  Enable Fax  if you want to use a LAN Fax or Internet Fax service.
4. From the drop-down list, select which fax send method to use.
NOTE: If an analog fax accessory is installed,  Internal Modem appears in the list. Use the Fax
Setup Wizard and the Fax Setup menu on the device control panel to configure the fax features.
See 
Initial fax setup on page 38 .
5. If you are using a LAN Fax service, select the  LAN Fax Setup tab to configure the service. See
LAN Fax setup on page 52.
-or-
If you are using an Internet Fax service, select the  Internet Fax Setup tab to configure the service.
See 
Internet Fax setup on page 53 .
If you are using an Internet Fax service, set up  the E-mail feature before attempting to use Internet
Fax. Internet Fax requires th at an SMTP server is set up.
6. Select the  Common Job Settings  tab to establish default settings  for all fax jobs that are sent from
the device. See 
Common job settings on page 52 .
Common job settings
1. In the area for  Common Settings , if you are using billing codes, ty pe the default code to use and
the minimum length for the billing code.
2. If you want users to be able to  enter a different billing code at  the device control panel, select
Editable by User .
If the billing code is not  editable, users are not  prompted to enter a billing code when they send
faxes, and the pop- up option to enter a different  billing code does not appear.
3. In the area for  Default Original Settings , configure the default settings that describe the original
documents. Users can override thes e settings for individual jobs.
4. In the area for  Default Notification Settings , select when you want to receive a notification: never,
always, or when errors occur. Also select the type of notification to receive: e-mail or print. If you
select e-mail, you must also enable the e-mail feature and complete the e-mail setup. See
Advanced e-mail setup on page 41 . The notification is sent to the e-mail address for the user who
is currently signed in, if available, or to the default e-mail address for the device.
LAN Fax setup
When you signed up for the LAN Fax service, the serv ice provider should have given you the information
needed to set up the service. Use that information to  configure the service, then follow these instructions
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to use the service with the device. Depending on the service provider, some of these settings might not
be available.
1.In the area for  LAN Fax Service Settings , select the name of the LAN Fax service that you are
using. Select the file form at that the service uses.
2. Type the path to the LAN Fax folder in the box below  Common Folder Path (UNC). UNC paths
follow this format:
\\servername\sharename\foldername
3. Type the correct Windows domain.
4. Type the username and password for the LAN Fax folder.
5. If you are using Novell NDS, type the NDS tree  and NDS context information in the appropriate
boxes.
6. Click  Verify Folder Access  to check whether you have configured access to the folder correctly.
You will be prompted for the us ername and password for the folder.
7. In the area for  Dialing Settings , type the maximum number of ti mes the device should attempt to
try sending the fax if the first attempt is unsuccessful. Also type the number of minutes to wait
between attempts.
8. In the  Input Settings  area, select whether to receive notification if there are errors sending the file
to the network folder. If you turn on error correction mode, portions of the fax that were not
successfully sent will be sent again.
9. In the area for  Output Settings , select the appropriate transmission speed, and select whether to
include a cover page that the LAN fax service provides.
10. Click  Apply  to save the settings.
Internet Fax setup
When you signed up for the Internet Fax service,  the service provider should have given you the
information you need to set up the service. Use that  information to configure the service, then follow
these instructions to use the service with the device.
1. In the area for  Internet Fax Se rvice Settings, use the information from your service provider to
fill in the boxes for  Internet Fax Provider Domain  and the T37 Prefix .
2. Type the default e-mail address for the fax account. If you want to use the e-mail address for the
user who is signed in to the dev ice, select the appropriate box.
3. Select the appropriate file format to use for the faxes.
4. If you are using a service in North America, you ca n preconfigure the area code for outgoing faxes.
This step is optional.
5. Click  Apply  to save the settings.
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Import fax speed-dial lists
You can import fax speed-dial lists from a comma-separated value (.CSV) file that is stored on the
network. These speed-dial lists are av ailable for users at the control panel.
The following methods are available for importing speed dials:
● Create a fax speed-dial .CSV file for this device.
● Export a .CSV file from an older HP MFP device, if
 that device supports the export feature, and
import that file to this device. See 
Import e-mail address and fax speed-dial records from another
device on page 47 .
Create a fax speed-dial .CSV file for this device
The .CSV file that contains the speed-dial information has four required fields, and the fields must occur
in a particular order. You must  provide a value for each field.
An easy way to create the .CSV file is to use a sp readsheet program such as Microsoft Excel. Create
a spreadsheet that has four columns, and use one column for each required field. Include a column
header row in the spreadsheet that has the exact  names of the required fields. The names are always
in English. (These fields are listed in the next sectio n.) After you enter the data, save the file as type .CSV.
You can also create the .CSV file in a text editor by  typing the data for each field, and separating the
entries with commas. The first row in  this file should contain the names of the required fields. Save the
file as type .CSV and use UTF-8 encoding.
Required fields The following fields are required, and  they must occur in the order listed.
Table 4-7  Required fields for the fax speed-dial .CSV file
FieldDescription
faxnumberFax destination number
usernameSign-in name. This value is always “MFP PUBLIC”.
dlnameName of a distribution list of fax numbers
code Unique number for the dlname
Example fax speed-dial .CSV records
The following table shows examples of valid records.
faxnumberusernamedlnamecode
000-000-0000MFP PUBLICfaxdl6
000-000-0001MFP PUBLICfaxdl6
000-000-0002MFP PUBLICdl2222
000-000-0003 MFP PUBLIC dl3 223
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Import a fax speed-dial .CSV file1.Open the embedded Web server. See 
Open the embedded Web server on page 40.
2. Select the  Fax tab.
3. Select  Speed Dials  from the menu on the left side of the screen.
4. Click  Browse  to find the .CSV file on the network. Or if  you know the network path, type it in the
box below  File to Import . Use UNC format:
\\servername\foldername\filename.csv
5. Click  Import  to import the data to the device.
The device imports all records that meet the requir ements. If a field is missing or empty, that record
is not imported.
6. Click  Apply  to save the settings.
NOTE: You can remove all contacts that are imported  from a .CSV file or that a user added at the
device control panel.  To do this, click Delete all Device Contacts .
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56 Chapter 4   Configure device settings ENWW