HP Color LaserJet 2840 User Manual
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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. ENWW Changing the rings-to-answer setting95
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. 96Chapter 8 FaxENWW
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. ENWW Blocking or unblocking fax numbers97
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. 98Chapter 8 FaxENWW
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. 100Chapter 8 FaxENWW
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. ENWW About speed-dial entries, one-touch keys, and group-dial entries101
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