HP Color LaserJet 2840 User Manual
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Specifying the fax settings Before you can begin using the device fax features, you must complete the following tasks: ●Setting the time and date ●Setting the fax header Note If you are installing the device software on your computer, you can skip the remaining instructions in this chapter. The software installer automatically helps you to set up the fax settings, unless you are using Microsoft Windows® 95 or Windows NT®. In the United States and many other regions/countries, setting the time, date, and other fax header information is a legal requirement. To enter text from the control panel Use the following instructions to enter information from the device control panel with the alphanumeric buttons and the < and the > buttons: ●Numbers: To enter numbers, press the numeric button for the number that you need. ●Letters: To enter letters, repeatedly press the numeric button for the letter that you need until that letter appears. (For example, if the first letter that you need is a “C,” press 2 repeatedly until a C appears in the control-panel display.) ●Punctuation marks: To enter punctuation marks, repeatedly press * until the character that you need appears in the control-panel display. ●Spaces: After entering any character, press the > button twice to create a space after that character and move the cursor to an insertion point after the space. ●Errors: If you enter a character incorrectly, use the < button to erase the incorrect character, and then enter the correct character. Note For more information on control-panel characters, see Using dialing characters. ENWWSpecifying the fax settings75
To set the time and date To set or change the time and date, use the following steps. If you need help entering any information, see To enter text from the control panel. 1. On the device control panel, press M ENU. 2. Use the < or the > button to select Time/Date,Header, and then press E NTER. 3. Press E NTER to select Time/Date. 4. Use the < or the > button to specify either the 12-hour or the 24-hour clock, and then press E NTER. 5. Use the alphanumeric buttons to enter the current time. 6. Complete one of the following actions: If you specified the 12-hour clock, use the < or the > button to move the cursor past the fourth character. Select 1 for A.M. or 2 for P.M., and then press E NTER. If you specified the 24-hour clock, press E NTER. 7. Use the < or the > button to specify date format, and then press E NTER. 8. Use the alphanumeric buttons to enter the current date. Make sure that you use two digits to specify the month and day (for example, use “05” for May and “01” for the first day of the month of May). 9. Press E NTER. To set the fax header To set or change the fax header information, complete the following steps. If you need help entering any information, see To enter text from the control panel. 1. On the device control panel, press M ENU. 2. Use the < or the > button to select Time/Date,Header, and then press E NTER. 3. Use the < or the > button to select Fax Header, and then press E NTER. 4. Use the alphanumeric buttons to enter your fax number, and then press E NTER. 5. Use the alphanumeric buttons to enter your company name, and then press E NTER. Note The maximum number of characters allowed in the fax number is 20. The maximum number of characters allowed in the company name is 25. 76Chapter 8 FaxENWW
Sending faxes This section describes how to fax a document. To adjust the resolution for the current fax job 1. On the device control panel, press RESOLUTION to show the current resolution setting. 2. Use the < or the > button to select the appropriate resolution setting. 3. Press E NTER to save the selection. Note This procedure changes the fax resolution for the current fax job. For instructions about changing the default fax resolution, see Changing the default resolution setting. Note To change the fax contrast or glass-scan size, you must change the default settings. See Changing the default light/dark (contrast) setting or Changing the default glass-size setting. To send a fax to one recipient 1. Dial the fax number by using one of the following methods: Use the alphanumeric buttons on the device control panel to dial the number. If the fax number you are calling has been assigned to a one-touch key, press that key. If the fax number you are calling has a speed-dial entry, press P HONE BOOK, use the alphanumeric buttons to enter the speed-dial entry, and then press E NTER. Note When dialing by using the alphanumeric buttons, include any pauses or additional numbers that are necessary for the call, such as an area code, an access code for numbers that are outside of a PBX system (usually a 9), or a long-distance prefix. See Using dialing characters for more information. 2. Load the document into the automatic document feeder (ADF) input tray or onto the flatbed scanner. 3. Press S TART FAX. 4. If you are scanning from the flatbed scanner, press 1 to select YES when Send from glass? 1=Yes 2=No appears, and then press E NTER. 5. Complete one of the following steps: ●If you have more pages to scan, press 1 to select YES, and then repeat step 4 for each page of the fax job. ●If you are finished, press 2 to select NO. When you press NO, the device automatically sends all pages. When the last page of the fax has exited the device, you can start sending another fax, copying, or scanning. To fax to numbers that you use regularly, you can assign a one-touch key or speed-dial entry. See To program speed-dial entries and one-touch keys and To program group-dial entries. If you have electronic phone books available, you might be able to use them to select recipients. Electronic phone books are generated by using third-party software programs. ENWWSending faxes77
To send a fax to multiple recipients You can send a fax to several fax numbers at once. If you want to send a fax to a group of fax numbers that you have assigned to a group-dial entry, see To send a fax by using a group-dial entry. If you want to send a fax to a group of numbers (maximum of 20) that have not been assigned a group-dial entry, see To send a fax to a group manually (ad hoc faxing). In the rare instance that your document does not fit into memory, complete one of the following: ●Clear saved faxes from the fax memory. For more information, see Deleting faxes from memory. ●Divide the document into smaller sections, and then send the document as multiple fax jobs. To send a fax by using a group-dial entry 1. Load the document into the automatic document feeder (ADF) input tray or onto the flatbed scanner. 2. On the device control panel, select the group by using one of the following methods: Press the one-touch key for the group. Press P HONE BOOK, press the group-dial entry that is assigned to the group, and then press E NTER. 3. Press S TART FAX. If you are scanning from the flatbed scanner, select YES when Send from glass? 1=Yes 2=No appears, and then press E NTER. The device scans the document into memory and sends the fax to each number specified. If a number in the group is busy or does not answer, the device redials the number based on its redial setting. If all redial attempts fail, the device updates the fax activity log with the error and proceeds to the next number in the group. Note The fax activity log feature is not supported in the software for Microsoft Windows 95 or Windows NT, but you can print the fax activity log by using the control panel. For instructions, see Printing the fax activity log. 78Chapter 8 FaxENWW
To send a fax to a group manually (ad hoc faxing) Use the following instructions to send a fax to a group of recipients that has not been assigned a group-dial entry: 1. Load the document into the automatic document feeder (ADF) input tray or onto the flatbed scanner. 2. On the device control panel, dial the first fax number by using one of the following methods: Use the alphanumeric buttons. If the fax number that you are calling has been assigned a one-touch key, press that key. If the fax number that you are calling has been assigned a speed-dial entry, press P HONE BOOK, use the alphanumeric buttons to enter the speed-dial entry, and then press ENTER. Note When dialing by using the alphanumeric buttons, include any pauses or additional numbers that are necessary for the call, such as an area code, an access code for numbers that are outside of a PBX system (usually a 9), or a long-distance prefix. See Using dialing characters for more information. 3. Press E NTER. 4. Complete one of the following tasks: To continue dialing numbers, repeat steps 2 and 3. If you are finished dialing numbers, go to the next step. 5. Press S TART FAX. If you are scanning from the flatbed scanner, select YES when Send from glass? 1=Yes 2=No appears, and then press E NTER. 6. The device sends the fax to each fax number. If a number in the group is busy or does not answer, the device redials that number based on its redial setting. If all redial attempts fail, the device updates the fax activity log by adding the error, and then it proceeds to the next number in the group. Note The fax activity log feature is not supported in the software for Microsoft Windows 95 or Windows NT, but you can print the fax activity log by using the control panel. For instructions, see Printing the fax activity log. ENWWSending faxes79
Using manual dial Usually, the device dials after you press START FAX. At times, however, you might want the device to dial each number as you press it. For example, if you are charging your fax call to a calling card, you might need to dial the fax number, wait for the acceptance tone of your telephone company, and then dial the calling card number. When dialing internationally, you might need to dial part of the number and then listen for dial tones before continuing to dial. To use manual dial with the automatic document feeder (ADF) 1. Load the document into the automatic document feeder (ADF) input tray or onto the flatbed scanner. 2. On the device control panel, press S TART FAX. 3. Begin dialing. The device dials the number as you press each digit. This allows you to wait for pauses, dial tones, international access tones, or calling card acceptance tones before continuing to dial. To use manual dial with the flatbed scanner 1. On the device control panel, press START FAX. The control-panel display shows the following message: Send from glass? 1=Yes 2=No. 2. Press 1 to select YES. The control-panel display shows the following message: Load page:X Press [enter], where X is the page number. 3. Scan a page into memory by placing the sheet print-side-down on the flatbed scanner and pressing E NTER. After scanning the page, the device control-panel display shows the following message: Another page? 1=Yes 2=No. 4. Complete one of the following steps: If you have more pages to scan, press 1 to select YES, and then repeat step 3 for each page of the fax job. If you are finished, press 2 to select NO, and then go to the next step. 5. When finished scanning all pages into memory, begin dialing. The device dials the number as you press each digit. This allows you to wait for pauses, dial tones, international access tones, or calling card acceptance tones before continuing to dial. 80Chapter 8 FaxENWW
Redialing manually If you want to send another document to the last fax number that was dialed, use the following procedure to redial manually. If you are trying to resend the same document that you sent the first time, wait until the automatic redial attempts have stopped or until you have stopped them yourself. Otherwise, the recipient might get the fax twice: once from the manual redial attempt and once from one of the automatic redial attempts. Note To stop the current redial attempt for a fax, or to cancel all pending, automatic redial attempts for a fax, see Canceling a fax job. To change redial settings, see Changing the redial settings. To redial manually 1. Load the document into the automatic document feeder (ADF) input tray or onto the flatbed scanner. 2. On the device control panel, press R EDIAL/PAUSE. 3. Press S TART FAX. The device redials the last number that was dialed and attempts to send the fax. If you are scanning from the flatbed scanner, select YES when Send from glass? 1=Yes 2=No appears, and then press E NTER. ENWWRedialing manually81
Canceling a fax job Use these instructions to cancel a single fax that is currently dialing or a fax that is being transmitted or received. To cancel the current fax job Press CANCEL on the control panel. Any pages that have not been transmitted are canceled. Pressing C ANCEL also stops group-dial jobs. To cancel a fax job by using the Fax Job Status Use this procedure to cancel a fax job in the following situations: ●The device is waiting to redial after encountering a busy signal, an unanswered call, or a communication error. ●The fax is scheduled to be sent at a future time. Use the following steps to cancel a fax job by using the Fax Job Status: 1. On the device control panel, press M ENU. 2. Press E NTER to select Fax Job status. 3. Use the < or the > button to scroll through pending jobs until you reach the job that you want to clear. 4. Press E NTER to select the job that you want to cancel. 5. Press E NTER to confirm that you want to cancel the job. 82Chapter 8 FaxENWW
Sending faxes by using the software This section contains basic instructions for sending faxes by using the software that came with the device. All other software-related topics are covered in the software Help, which can be opened from the software-program Help menu. Note The fax software and HP Toolbox are not supported for Windows 98, Windows ME, or Windows NT. The HP Toolbox software is not supported for Macintosh. You can fax electronic documents from your computer if you meet the following requirements: ●The device is connected directly to your computer or connected to your computer over a TCP/IP network. ●The device software is installed on your computer. ●You are using Microsoft Windows 2000 or XP, or Mac OS 9.2.2, 10.2, or 10.3. To send a fax from the software (Windows 2000 or XP) The procedure to send a fax varies according to your specifications. The most typical steps follow. 1. Click Start, click Programs (or All Programs in Windows XP), and then click Hewlett Packard. 2. Click either HP LaserJet 2830 or HP LaserJet 2840, and then click Send fax. The fax software appears. 3. Enter the fax number of one or more recipients. 4. Load the document in the automatic document feeder (ADF) input tray. 5. Include a cover page. (This step is optional.) 6. Click Send Now, or click Send Later and select a date and time. Note You can also send a fax from HP Toolbox by navigating to the Fax Tasks section and clicking the Fax Send button. To send a fax from the software (Mac OS 10.2 or 10.3) 1. Open the HP Toolbox and click Fax. The fax software appears. 2. Select Addressing from the Copies and Pages drop-down list. 3. Enter the fax number of one or more recipients. 4. Load the document in the automatic document feeder (ADF) input tray. 5. Include a cover page (this step is optional). 6. Click Scan Now, and then click Print. Note The steps for Mac OS 9.2.2 will vary. ENWW Sending faxes by using the software83
To send a fax from a third-party application, such as Microsoft Word (all operating systems) 1. Open a document in a third-party program. 2. Click the File menu, and then click Print. 3. Select the fax print driver from the printer drop-down list. The fax software appears. 4. Complete one of the following: Windows users: Complete steps 2 through 5 in To send a fax from the software (Windows 2000 or XP). Mac users: Complete steps 2 through 6 in To send a fax from the software (Mac OS 10.2 or 10.3). 84Chapter 8 FaxENWW