HP Color LaserJet CM2320nf User Manual

							
NOTE:Speed dials and group-dial entries are more easily programmed from HP ToolboxFX or the
embedded Web server. For more information, see the HP ToolboxFX online Help or 
Embedded Web
server on page 180 .
Use phone-book data from other programs
NOTE: Before a phone book from another program can be imported, you must use the export feature
in that other program.
HP ToolboxFX can import contact information from other software program phone books. The following
table shows which programs are supported for HP ToolboxFX.
ProgramDescription
Microsoft OutlookPersonal Address Book (PAB) entries, Contacts entries, or both combined may be selected.
Individuals and groups from the PAB are combined wi th individuals from Contacts only if the
combined option is selected.
If a Contacts entry has both a home and a business fax number, two entries will be displayed. The
“name” of these two entries will be modified. “:(B)” will be added to the name in the business entry
and “:(H)” will be added to the name in the home entry.
If a duplicate entry occurs (one from Contacts and one from the PAB with the same name and fax
number), a single entry will be displayed. However,  if an entry exists in the PAB with a duplicate in
Contacts, and the Contacts entry has both a business and a home fax number, all three entries will
be displayed.
Windows Address BookThe Windows Address Book (WAB), used by Outlook  Express and Internet Explorer, is supported.
If an individual has both a home and a business fax number, two entries will be displayed. The
“name” of these two entries will be modified. “:(B)” will be added to the name in the business entry
and “:(H)” will be added to the name in the home entry.
GoldmineGoldmine version 4.0 is supported. HP ToolboxFX imports the file last used by Goldmine.
Symantec Act! Act! versions 4.0 and 2000 are supported.  HP ToolboxFX imports the database last used by Act!.
Complete the following steps to import a phone book:
1.Open HP ToolboxFX.
2. Click  Fax, and then click  Fax Phone Book .
3. Browse to the program phone book, and then click  Import/Export Phone Book.
4. Click  Import  and choose  Next.
Delete phone book
You can delete all speed dials and group-dial entries that are programmed in the product.
CAUTION: After speed dials and group-dial entries are deleted, they cannot be recovered.
1.On the control panel, press  Fax Menu.
2. Use the arrow buttons to select  Phone Book, and then press  OK.
3. Use the arrow buttons to select  Delete All Entries, and then press OK.
4. Press  OK to confirm the deletion.
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Special dialing symbols and options
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.
●Insert a dialing pause
: Press # (Pause)  repeatedly until a comma ( ,) appears on the control-panel
display, indicating that the pause will occur at that point in the dialing sequence. This is a 2-second
pause (3 seconds in France).
● Insert a pause for dial tone
: Press * ( Symbols ) repeatedly until  W appears on the control-panel
display to have the product wait for a dial tone before dialing the remainder of the telephone
number.
● Insert a hook flash
: Press * ( Symbols ) repeatedly until  R appears on the control-panel display to
have the product perform a hook flash.
Manage speed dials
Create and edit speed dials
Speed dials 1 through 8 are also associated with their corresponding one-touch keys on the control
panel. The one-touch keys can be used for speed dials or group-dial entries. A maximum of 50
characters can be entered for a single fax number.
NOTE:To gain access to all of the speed dials, you must use the  Shift button. Speed dials 5 through
8 are all available by pressing  Shift and the associated one-touch key on the control panel.
Complete the following steps to program speed dials from the control panel:
1. On the control panel, press  Fax Menu.
2. Use the arrow buttons to select  Phone Book, and then press  OK.
3. Use the arrow buttons to select  Individual Setup. Press OK.
4. Press  OK to select  Add.
5. 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 
Use of common localized letters in fax headers on page 118.)
NOTE: To insert punctuation, press the asterisk ( *) button repeatedly until the character that you
want appears, and then press the  > button to go to the next space.
6. 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.
NOTE: When entering a fax number, press  Pause until a comma ( ,) appears if you want to insert
a pause in the dialing sequence, or press  * until  W appears if you want the product to wait for a
dial tone.
7. Press  OK.
8. Press  OK to save the information.
9. If you have more speed dials to program, repeat steps 1 through 10.
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Delete speed dials1.On the control panel, press  Fax Menu.
2. Use the arrow buttons to select  Phone Book, and then press  OK.
3. Use the arrow buttons to select  Delete entry, and then press  OK.
4. Use the alphanumeric buttons or the arrow buttons to enter the number of the speed-dial entry you
want to delete, and then press  OK.
Manage group-dial entries
Create and edit group-dial entries
1.Assign a speed-dial entry to each fax number that you want in the group. (For instructions, see
Create and edit speed dials on page 120.)
2. On the control panel, press  Fax Menu.
3. Use the arrow buttons to select  Phone Book, and then press  OK.
4. Use the arrow buttons to select  Group setup, and then press  OK.
5. Use the alphanumeric buttons to enter the number that you want to associate with this group, and
then press  OK. Selecting 1 through 8 also associates the group with the corresponding one-touch
key.
6. Use the alphanumeric buttons to enter a name for the group, and then press  OK.
7. Press a one-touch key, and then press  OK again to confirm the addition. Repeat this step for each
group member you want to add.
-or-
Use the up and down arrows to select an entry and press  OK to add the entry to the group. Press
OK  again when done adding entries.
8. When you are finished, press  OK.
9. If you have more group-dial entries to assign, press  OK, and then repeat steps 1 through 9.
Delete an individual from a group-dial entry 1.On the control panel, press  Fax Menu.
2. Use the arrow buttons to select  Phone Book, and then press  OK.
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3.To delete a single entry:
a.Use the arrow buttons to select  Delete entry, and then press  OK.
b. Use the arrow buttons to select the individual or group that you want to delete from the list on
the screen.
c. Press  OK to confirm the deletion.
4. To delete all entries:
a.Use the arrow buttons to select  Delete All Entries, and then press OK.
b. Press  OK to confirm the deletion.
NOTE: Deleting a speed-dial entry also deletes that en try from any group-dial entries that included
that speed-dial entry.
Set fax polling
If someone else has set up a fax to be polled, you can request that the fax be sent to your product. (This
is known as polling another machine).
1. On the control panel, press  Fax Menu.
2. Use the arrow buttons to select  Receive, and then press  OK.
3. Use the arrow buttons to select  Polling receive, and then press  OK.
4. Using the alphanumeric buttons, enter the number that you want to poll, then press  OK.
The product dials the other fax machine and requests the fax.
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Change fax settings
Set the sound-volume settings
Control the volume of the fax sounds from the control panel. You can make changes to the following
sounds:
●The fax sounds that are associated with incoming and outgoing faxes
● The ring for incoming faxes
The factory-set default for the fax-sounds volume is  Soft.
Set the phone-line volume
Complete the following steps to change the fax-sounds volume.
1. On the control panel press  Setup.
2. Use the arrow buttons to select  System setup, and then press  OK.
3. Use the arrow buttons to select  Volume Settings, and then press OK.
4. Use the arrow buttons to select  Phone line volume, and then press OK.
5. Use the arrow buttons to select  Off, Soft , Medium , or Loud .
6. Press  OK to save the selection.
Set the ring volume
When the product is initially receiving a call, a ring alert is audible. The ring duration length is based on
the local telephone company ring-pattern length. The factory-set default for the ring volume is  Soft.
1. Press  Setup.
2. Use the arrow buttons to select  System setup, and then press  OK.
3. Use the arrow buttons to select  Volume Settings, and then press OK.
4. Use the arrow buttons to select  Ring volume, and then press  OK.
5. Use the arrow buttons to select  Off, Soft , Medium , or Loud .
6. Press  OK to save the selection.
Send fax settings
Set 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. Turn this setting on to 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
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activated, you can dial a fax number without the dial prefix by using manual dial. For instructions, see
Manual dial faxing on page 138.
1. On the control panel, press  Setup.
2. Use the arrow buttons to select  Fax setup, and then press  OK.
3. Use the arrow buttons to select  Basic setup, and then press  OK.
4. Use the arrow buttons to select  Dial Prefix, and then press  OK.
5. Use the arrow buttons to select  On or  Off, and then press  OK.
6. If you selected  On, use the alphanumeric buttons to enter the prefix, and then press  OK. You can
use numbers, pauses, and dialing symbols.
Set the dial-tone detection
Normally, the product begins dialing a fax number immediately. If you are using the product on the same
line as your telephone, turn on the detect-dial-tone setting. This prevents the product from sending a
fax while someone is on the telephone.
The factory-set default for detect dial tone is  On for France and Hungary, and  Off for all other countries/
regions.
1. On the control panel, press  Setup.
2. Use the arrow buttons to select  Fax setup, and then press  OK.
3. Use the arrow buttons to select  Advanced setup, and then press OK.
4. Use the arrow buttons to select  Detect dial tone, and then press  OK.
5. Use the arrow buttons to select  On or  Off, and then press  OK.
Set autoredial
If the product was unable to send a fax because the receiving fax machine did not answer or was busy,
the product attempts to redial based on the redial-on-busy, redial-on-no-answer, and redial-on-
communication-error options. Use the procedures in this section to turn these options on or off.
Set the redial-on-busy option If this option is turned on, the product redials automatically if it receives a busy signal. The factory-set
default for the redial-on-busy option is  On.
1. On the control panel, press  Setup.
2. Use the arrow buttons to select  Fax setup, and then press  OK.
3. Use the arrow buttons to select  Advanced setup, and then press OK.
4. Use the arrow buttons to select  Redial if busy, and then press  OK.
5. Use the arrow buttons to select  On or  Off, and then press  OK.
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Set the redial-on-no-answer optionIf this option is turned on, the product redials automatically if the receiving machine does not answer.
The factory-set default for the redial-on-no-answer option is  Off.
1. On the control panel, press  Setup.
2. Use the arrow buttons to select  Fax setup, and then press  OK.
3. Use the arrow buttons to select  Advanced setup, and then press OK.
4. Use the arrow buttons to select  Redial if no answer, and then press OK.
5. Use the arrow buttons to select  On or  Off, and then press  OK.
Set the redial-on-communication-error option If this option is turned on, the product redials automatically if some sort of communication error occurs.
The factory-set default for the redial-on-communication-error option is  On.
1. On the control panel, press  Setup.
2. Use the arrow buttons to select  Fax setup, and then press  OK.
3. Use the arrow buttons to select  Advanced setup, and then press OK.
4. Use the arrow buttons to select  Redial Comm. Error, and then press OK.
5. Use the arrow buttons to select  On or  Off, and then press  OK.
Set light/dark and resolution
Set the default light/dark (contrast) setting
The contrast affects the lightness and darkness of an outgoing fax as it is being sent.
The default light/dark setting is the contrast that is normally applied to items that are being faxed. The
slider is set to the middle as the default setting.
1.On the control panel, press  Setup.
2. Use the arrow buttons to select  Fax setup, and then press  OK.
3. Use the arrow buttons to select  Advanced setup, and then press OK.
4. Use the arrow buttons to select  Default lighter/darker, and then press OK.
5. Use the  < button to move the slider to the left to make the fax lighter than the original, or use the
>  button to move the slider to the right to make the fax darker than the original.
6. Press  OK to save the selection.
Set resolution settings
NOTE: Increasing the resolution increases the fax size. Larger faxes increase the send time and could
exceed the available memory in the product.
The factory-set default resolution setting is  Fine.
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Use this procedure to change the default resolution for all fax jobs to one of the following settings:
●Standard
: This setting provides the lowest quality and the fastest transmission time.
● Fine
: This setting provides a higher resolution quality than  Standard that is usually appropriate for
text documents.
● Superfine
: This setting is best used for documents that mix text and images. The transmission
time is slower than  Fine but faster than  Photo.
● Photo
: This setting produces the best images, but greatly increases the transmission time.
Set the default resolution setting 1.On the control panel, press  Setup.
2. Use the arrow buttons to select  Fax setup, and then press  OK.
3. Use the arrow buttons to select  Advanced setup, and then press OK.
4. Use the arrow buttons to select  Default Fax Resolution, and then press OK.
5. Use the arrow buttons to change the resolution setting.
6. Press  OK to save the selection.
Set the resolution for the current fax job 1.On the control panel, press  Fax Menu.
2. Use the arrow buttons to select  Send, and then press  OK.
3. Use the arrow buttons to select  Fax Resolution, and then press  OK.
4. Use the arrow buttons to select the appropriate resolution setting.
5. Press  OK to save the selection.
Set the default glass-size setting
This setting determines which paper size the flatbed scanner scans when you send a fax from the
scanner. The factory-set default is determined by the country/region in which you purchased the product.
1. On the control panel, press  Setup.
2. Use the arrow buttons to select  Fax setup, and then press  OK.
3. Use the arrow buttons to select  Advanced setup, and then press OK.
4. Use the arrow buttons to select  Default glass size, and then press OK.
5. Use the arrow buttons to select the correct paper size setting:  A4 or  Letter .
6. Press  OK to save the selection.
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Set tone-dialing or pulse-dialing
Use this procedure to set the product to tone-dialing or pulse-dialing mode. The factory-set default is
Tone. Do not change this setting unless you know that the telephone line cannot use tone dialing.
1. On the control panel, press  Setup.
2. Use the arrow buttons to select  Fax setup, and then press  OK.
3. Use the arrow buttons to select  Advanced setup, and then press OK.
4. Use the arrow buttons to select  Dialing Mode, and then press  OK.
5. Use the arrow buttons to select  Tone or Pulse , and then press  OK to save the selection.
NOTE: The pulse-dialing option is not available in all countries/regions.
Set billing codes
If the billing codes feature has been turned on, the user will be asked to enter a billing code for each
fax. The billing code count is increased for each fax page that is sent. This includes all types of faxes
except for poll-received, fax-forwarded, or computer-downloaded faxes. For an undefined group or a
group-dial fax, the billing code count is increased for each successful fax that is sent to each destination.
To print a report that shows the total for each billing code, see 
Print the billing-code report
on page 127.
The factory-set default for the billing-code setting is  Off. The billing code can be any number from 1
through 250.
Set the billing-code setting 1.On the control panel, press  Setup.
2. Use the arrow buttons to select  Fax setup, and then press  OK.
3. Use the arrow buttons to select  Advanced setup, and then press OK.
4. Use the arrow buttons to select  Billing codes, and then press  OK.
5. Use the arrow buttons to select  On or  Off, and then press  OK.
Use billing codes 1.Load the document in the automatic document feeder (ADF) input tray or on the flatbed scanner.
2. On the control panel, enter the phone number manually, by speed-dial, or by group-dial entry.
3. Press  Start Fax .
4. Enter the billing code, and then press  Start Fax.
The fax job is sent and recorded in the billing-code report. For information about printing the billing-code
report, see 
Print the billing-code report on page 127 .
Print the billing-code report The billing-code report is a printed list of all of the fax billing codes and the total number of faxes that
have been billed to each code. The billing-code setting must be turned on in order to access this report.
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NOTE:After this report is printed, all billing data is deleted.
1.On the control panel, press  Fax Menu.
2. Use the arrow buttons to select  Reports, and then press  OK.
3. Use the arrow buttons to select  Billing report, and then press  OK. The product exits the menu
settings and prints the report.
Receive fax settings
Set or change number of rings-to-answer
When the answer mode is set to  Automatic, the product rings-to-answer setting determines the number
of times the telephone rings before the product answers an incoming call.
If the product 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 product 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 product 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.
Use 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 shown on the control-
panel display. (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 product is set to a greater number of rings than the
answering system. Also, use the distinctive-ring feature to
differentiate between voice and fax calls. See 
Set up distinctive
ring on page 130.)
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 voicemail Two rings more than the answering machine or computer
voicemail.
Set the number of rings-to-answer
To set or change the number of rings-to-answer, use the following steps:
1.On the control panel, press  Setup.
2. Use the arrow buttons to select  Fax setup, and then press  OK.
3. Use the arrow buttons to select  Basic setup, and then press  OK.
128 Chapter 12   Fax (fax models only) ENWW