HP Color LaserJet 2820 User Manual

							Changing the rings-to-answer setting
When the answer mode is set to Automatic, the device rings-to-answer setting determines
the number of times the telephone rings before the device answers an incoming call.
If the device is connected to a line that receives both fax and voice calls (a shared line) and
that also uses an answering machine, you might need to adjust the rings-to-answer setting.
The number of rings-to-answer for the device must be greater than the rings-to-answer on
the answering machine. This allows the answering machine to answer the incoming call and
record a message if it is a voice call. When the answering machine answers the call, the
device listens to the call and automatically answers it if it detects fax tones.
The default setting for rings-to-answer is five for the U.S. and Canada, and two for other
countries/regions.
Using the rings-to-answer setting
Use the following table to determine the number of rings-to-answer to use.
Type of telephone lineRecommended rings-to-answer setting
Dedicated fax line (receiving only fax calls)Set to a number of rings within the range
displayed on the control panel. (The minimum
and maximum number of rings allowed varies by
country/region.)
One line with two separate numbers and a ring-
pattern serviceOne or two rings. (If you have an answering
machine or computer voicemail for the other
telephone number, make sure that the device is
set to a greater number of rings than the
answering system. Also, see 
Changing ring
patterns for call answering.)
Shared line (receiving both fax and voice calls)
with only an attached telephoneFive rings or more.
Shared line (receiving both fax and voice calls)
with an attached answering machine or
computer voicemailTwo rings more than the answering machine or
computer voicemail.
To set the number of rings-to-answer
To set or change the number of rings-to-answer, use the following steps:
1. On the device control panel, press M
ENU.
2. Use the < or the > button to select Fax setup, and then press E
NTER.
3. Use the < or the > button to select Fax Recv. setup, and then press E
NTER.
4. Use the < or the > button to select Rings to answer, and then press E
NTER.
5. Use the alphanumeric buttons to enter the number of rings-to-answer, and then press
E
NTER.
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							Changing autoreduction settings for incoming faxes
If the fit-to-page option is turned on, the device automatically reduces long faxes up to 75
percent to fit the information on the default paper size (for example, the fax is reduced from
legal to letter size).
If the fit-to-page option is turned off, long faxes print at full size on multiple pages. The
factory-set default for incoming fax autoreduction is On.
If you have the stamp-received faxes option turned on, you might also want to turn on
autoreduction. This reduces the size of the incoming faxes slightly, and prevents the page-
stamp from forcing a fax onto two pages.
Note
Make sure that the media-size setting matches the size of the media that is loaded in the
media input tray. To change the default media size, see 
Changing the default media size.
To change autoreduction for incoming faxes
1. On the device control panel, press MENU.
2. Use the < or the > button to select Fax setup, and then press E
NTER.
3. Use the < or the > button to select Fax Recv. setup, and then press E
NTER.
4. Use the < or the > button to select Fit to page, and then press E
NTER.
5. Use the < or the > button to select On or Off, and then press E
NTER to save your
selection.
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							Blocking or unblocking fax numbers
If you do not want to receive faxes from specific people or businesses, you can block as
many as 30 fax numbers by using the control panel. When you block a fax number and
someone from that number sends you a fax, the control-panel display indicates that the
number is blocked, the fax does not print, and the fax is not saved in memory. Faxes from
blocked fax numbers appear in the fax activity log with a “discarded” designation. You can
unblock blocked fax numbers individually or all at one time.
Note
To print a list of numbers that you have blocked, see Printing the block-fax list. To print the
fax activity log, see 
Printing the fax activity log.
To block or unblock a fax number
Complete the following steps to block or unblock fax numbers by using the control panel:
1. On the device control panel, press M
ENU.
2. Use the < or the > button to select Fax setup, and then press E
NTER.
3. Use the < or the > button to select Fax Recv. setup, and then press E
NTER.
4. Use the < or the > button to select Block faxes, and then press E
NTER.
5. Do one of the following:
To block a fax number, use the < or the > button to select Add entry, and then press
E
NTER. Enter the fax number exactly as it appears in the header (including spaces), and
then press E
NTER. Enter a name for the blocked number, and then press ENTER.
To unblock a single fax number, use the < or the > button to select Delete entry, and
then press E
NTER. Use the < or the > button to select the fax number that you want to
delete, and then press E
NTER to confirm the deletions.
To unblock all blocked fax numbers, use the < or the > button to select Clear all, and
then press E
NTER. Press ENTER again to confirm the deletions.
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							About speed-dial entries, one-touch keys, and group-dial entries
You can store frequently dialed fax numbers or groups of fax numbers as one-touch keys,
speed-dial entries, or group-dial entries.
In the device phone book, a total of 120 entries are available for speed-dial entries and
group-dial entries. For example, if you program 100 of the entries as speed-dials, the
remaining 20 can be used for group-dials.
See the following procedures for more information about how to use speed-dial entries, one-
touch keys, and group-dial entries.
To program speed-dial entries and one-touch keys
Speed-dial entries 1 through 5 are also associated with their corresponding one-touch keys
on the control panel. The one-touch keys can be used for speed-dial or group-dial entries. A
maximum of 50 characters can be entered for a single fax number.
Note
Speed-dial entries, one-touch keys, and group-dial entries are more easily programmed from
the software. For instructions about programming speed-dial entries, one-touch keys, and
group-dial entries using HP Toolbox, see the HP Toolbox online Help.
Complete the following steps to program speed-dial entries and one-touch keys from the
device control panel:
1. On the device control panel, press M
ENU.
2. Use the < or the > button to select Fax setup, and then press E
NTER.
3. Press E
NTER to select Phone Book.
4. Press E
NTER to select Individual setup.
5. Press E
NTER to select Add.
6. Use the alphanumeric buttons to enter the speed-dial entry number that you want to
associate with this fax number, and then press E
NTER. Choosing a number from 1 to 5
also associates the fax number with the corresponding one-touch key.
Note
When typing a fax number, press PAUSE/REDIAL until a comma (,) appears if you want to
insert a pause in the dialing sequence, or press * until W appears if you want the device to
wait for a dial tone.
7. Use the alphanumeric buttons to enter the fax number. Include any pauses or other
needed numbers, such as an area code, an access code for numbers outside a PBX
system (usually a 9 or 0), or a long distance prefix.
8. Press E
NTER.
9. Use the alphanumeric buttons to enter a name for the fax number. To do so, repeatedly
press the alphanumeric button for the letter that you need until the letter appears. (For a
list of characters, see 
Using dialing characters.)
Note
To insert punctuation, press the asterisk (*) button repeatedly until the character that you
want appears, and then press the > buttton to go to the next space.
10. Press E
NTER to save the information.
11. If you have more speed-dial entries or one-touch keys to program, repeat steps 1
through 10.
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							To delete speed-dial entries and one-touch keys
1. On the device control panel, press MENU.
2. Use the < or the > button to select Fax setup, and then press E
NTER.
3. Press E
NTER to select Phone Book.
4. Press E
NTER to select Individual setup.
5. Use the < or the > button to select Delete, and then press E
NTER.
6. Use the alphanumeric buttons to enter the number of the speed-dial entry you want to
delete, and then press E
NTER.
7. Press E
NTER to confirm the deletion.
To program speed-dial entries or one-touch keys quickly
NoteThe following procedure cannot be used to program a group-dial entry. For group-dial entry
instructions, see 
To program group-dial entries.
Complete the following steps to program speed-dial entries and one-touch keys easily from
the device control panel:
1. On the device control panel, complete one of the following tasks:
Press P
HONE BOOK, enter an unprogrammed speed-dial entry, and then press ENTER.
Press an unprogrammed one-touch key. The control-panel display notifies you that the
speed-dial entry or one-touch key has not been programmed.
2. Press E
NTER to program the speed-dial entry or one-touch key.
3. Enter the fax number, and then press E
NTER. Include pauses, or other needed numbers,
such as an area code, an access code for numbers outside a PBX system (usually a 9
or 0), or a long-distance prefix. (See 
Using dialing characters for more information.)
Note
When entering a fax number, press PAUSE/REDIAL until a comma (,) appears to insert a pause
in the dialing sequence. Press * until W appears if you want the device to wait for a dial tone.
4. Use the alphanumeric buttons to enter a name for the fax number. To do so, repeatedly
press the alphanumeric button for the letter that you need until the letter appears. (For a
list of characters, see 
Using dialing characters.)
5. Press E
NTER to save the information.
To manage group-dial entries
If you send information to the same group of people on a regular basis, you can program a
group-dial entry to simplify the task. Group-dial entries are composed of speed-dial entries.
Group-dial entries using numbers 1 through 5 are also associated with the corresponding
one-touch key on the control panel.
Any individual speed-dial entry can be added to a group. All group members must have
programmed speed-dial entries or one-touch keys assigned to them before being added to
the group-dial entry.
Use the following instructions to manage your group-dial entries.
ENWW About speed-dial entries, one-touch keys, and group-dial entries99
 
						

							NoteSpeed-dial entries, one-touch keys, and group-dial entries are more easily programmed from
the software. For instructions about programming speed-dial entries, one-touch keys, and
group-dial entries by using the HP Toolbox, see the HP Toolbox online Help.
To program group-dial entries
1. Assign a speed-dial entry to each fax number that you want in the group. (For
instructions, see 
To program speed-dial entries and one-touch keys.)
2. On the device control panel, press M
ENU.
3. Use the < or the > button to select Fax setup, and then press E
NTER.
4. Press E
NTER to select Phone Book.
5. Use the < or the > button to select Group setup, and then press E
NTER.
6. Use the < or the > button to select Add/Edit group, and then press E
NTER.
7. Use the alphanumeric buttons to enter the number that you want to associate with this
group, and then press E
NTER. Selecting 1 through 5 also associates the group with the
corresponding one-touch key.
8. Use the alphanumeric buttons to enter a name for the group, and then press E
NTER.
9. Complete one of the following steps:
Press a one-touch key, and then press E
NTER again to confirm the addition. Repeat this
step for each group member you want to add.
Select Phone Book, and then select the speed-dial entry for the group member you
want to add. Press E
NTER to confirm the addition. Repeat this step for each group
member you want to add.
10. When you are finished, press E
NTER.
11. If you have more group-dial entries to assign, press E
NTER, and then repeat steps 1
through 10.
To delete group-dial entries
1. On the device control panel, press MENU.
2. Use the < or the > button to select Fax setup, and then press E
NTER.
3. Press E
NTER to select Phone Book.
4. Use the < or the > button to select Group setup, and then press E
NTER.
5. Use the < or the > button to select Delete group, and then press E
NTER.
6. Using the alphanumeric buttons, enter the number of the group-dial that you want to
delete, and then press E
NTER.
7. Press E
NTER to confirm the deletion.
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							To delete an individual from a group-dial entry
1. On the device control panel, press MENU.
2. Use the < or the > button to select Fax setup, and then press E
NTER.
3. Press E
NTER to select Phone Book.
4. Use the < or the > button to select Group setup, and then press E
NTER.
5. Use the < or the > button to select Del. # in group, and then press E
NTER.
6. Use the < or the > button to select the individual that you want to delete from the group.
7. Press E
NTER to confirm the deletion.
8. Complete one of the following tasks:
Repeat steps 6 and 7 to delete other individuals from the group.
Press C
ANCEL if you are finished.
Note
Deleting a speed-dial entry also deletes that entry from any group-dial entries that included
that speed-dial entry.
To delete all phone book entries
You can delete all speed-dial entries, one-touch keys, and group-dial entries that are
programmed in the device.
CAUTION
After speed-dial entries, one-touch keys, and group-dial entries are deleted, they cannot be
recovered.
1. On the device control panel, press M
ENU.
2. Use the < or the > button to select Fax setup, and then press E
NTER.
3. Press E
NTER to select Phone Book.
4. Use the < or the > button to select Delete all, and then press E
NTER.
5. Press E
NTER to confirm the deletion.
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							Using dialing characters
When using the control panel to enter your name in the header or to enter a name for a one-
touch key, speed-dial entry, or group-dial entry, press the appropriate alphanumeric button
repeatedly until the letter that you need appears. Then, press the > button to select that
letter and move to the next space. This table shows which letters and numbers appear on
each alphanumeric button when the default language is set to English:
button numbercharacters
11
2A B C a b c 2
3D E F d e f 3
4G H I g h i 4
5J K L j k l 5
6M N O m n o 6
7P Q R S p q r s 7
8T U V t u v 8
9W X Y Z w x y z 9
00
*( ) + - . / , “ * & @
#space # ,
To insert a pause
You can insert pauses into a fax number that you are dialing or programming to a one-touch
key, speed-dial entry, or group-dial entry. Pauses are often needed when dialing
internationally or connecting to an outside line.
●Press # repeatedly until a comma (,) appears on the control-panel display, indicating that
the pause will occur at that point in the dialing sequence.
●Press * repeatedly until W appears on the control-panel display to have the device wait
for a dial tone before dialing the rest of the telephone number.
●Press * repeatedly until R appears on the control-panel display to have the device
perform a hook flash.
102Chapter 8 FaxENWW
 
						

							Inserting a dial prefix
A dial prefix is a number or group of numbers that are automatically added to the beginning
of every fax number you enter at the control panel or from the software. The maximum
number of characters for a dial prefix is 50.
The default setting is Off. You might want to turn this setting on and enter a prefix if, for
example, you have to dial a number such as 9 to get a telephone line outside of your
company telephone system. While this setting is activated, you can dial a fax number without
the dial prefix by using manual dial. For instructions, see 
Using manual dial.
To set the dial prefix
1. On the device control panel, press MENU.
2. Use the < or the > button to select Fax setup, and then press E
NTER.
3. Press the > button once to select Fax Send setup, and then press E
NTER.
4. Use the < or the > button to select Dial Prefix, and then press E
NTER.
5. Use the < or the > button to select On or Off, and then press E
NTER.
6. If you selected On, use the alphanumeric buttons to enter the prefix, and then press
E
NTER. You can use numbers, pauses, and dialing symbols.
ENWWInserting a dial prefix103
 
						

							Sending a delayed fax
You can schedule a fax to be sent automatically at a future time to one or more people.
When you complete this procedure, the device scans the document into memory and returns
to the Ready state so that you can perform other tasks.
Note
If the device cannot transmit the fax at the scheduled time, that information is indicated on
the fax call report (if that option is turned on) or recorded in the fax activity log. The
transmittal might be halted because the fax-sending call is not answered, or because a busy
signal stops the redial attempts. (See 
Setting print times for the fax call report and Printing
the fax activity log for more information.)
If you have set a fax to be sent at a future time but you need to add something to it, you can
send the additional information as another job. All faxes that are scheduled to go to the
same fax number at the same time are delivered as individual faxes.
To send a delayed fax
1. Load the document into the automatic document feeder (ADF) input tray or onto the
flatbed scanner.
2. On the device control panel, press M
ENU.
3. Use the < or the > button until Fax functions appears, and then press E
NTER.
4. Use the < or the > button until Send fax later appears, and then press E
NTER.
5. Use the alphanumeric buttons to enter the start time, and then complete one of the
following tasks:
If the device is set to the 12-hour time mode, use the > button to move the cursor past
the fourth character to set A.M. or P.M. Select 1 for A.M. or select 2 for P.M., and then
press E
NTER.
If the device is set to the 24-hour time mode, press E
NTER.
6. Complete one of the following tasks:
Use the alphanumeric buttons to enter the date, and then press E
NTER.
Accept the default date by pressing E
NTER.
7. Enter the fax number, enter the speed-dial entry, or press the one-touch key. (This
feature does not support undefined (ad hoc) groups.)
8. Press E
NTER or START FAX. The device scans the document into memory and sends it at
the designated time.
104Chapter 8 FaxENWW