HP Color LaserJet CM2320nf User Manual

							
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 on the flatbed scanner.
2. Use the alphanumeric buttons.
-or-
If the fax number that you are calling has been assigned a speed-dial entry, press  Fax Menu, then
select  Phone Book . Choose Select an entry  and use the alphanumeric buttons to specify the
speed-dial entry, and then press  OK.
3. Press  OK.
4. To continue dialing numbers, repeat steps 2 and 3.
-or-
If you are finished dialing numbers, go to the next step.
5. Press  Start Fax . If the pages that you want to send are in the ADF, then faxing begins automatically.
6. If the product ADF sensor detects that no document is loaded into the ADF input tray,  Send from
flatbed scanner?  appears on the control-panel display. To send the fax from the flatbed scanner,
select  Yes, and then press  OK.
Load Page: X Press OK appears on the control-panel display.
7. If you have already placed the document on the flatbed scanner, press  OK (or place the document
on the flatbed scanner and then press  OK).
After scanning the page,  Another page? appears on the control-panel display.
8. If you have more pages to scan, select  Yes, and then repeat step 7 for each page of the fax job.
-or-
If you are finished, select  No.
The product sends the fax to each fax number. If a number in the group is busy or does not answer, the
product redials that number based on the redial setting. If all redial attempts fail, the product updates
the fax activity log by adding the error, and then it proceeds to the next number in the group.
Redial manually 1.Load the document into the automatic document feeder (ADF) input tray or onto the flatbed
scanner.
2. On the control panel, press  Fax Menu.
3. Use the arrow keys to select  Send and press  OK.
4. Use the arrow keys to select  Redial and press  OK.
5. Press  Start Fax . If the pages that you want to send are in the ADF, then faxing begins automatically.
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6.If the product ADF sensor detects that no document is loaded into the ADF input tray,  Send from
flatbed scanner?  appears on the control-panel display. To send the fax from the flatbed scanner,
select  Yes, and then press  OK.
After you press  OK, Load page: X Press OK  appears on the control-panel display.
7. If you have already placed the document on the flatbed scanner, press  OK (or place the document
on the flatbed scanner and then press  OK).
After scanning the page,  Another page? appears on the control-panel display.
8. If you have more pages to scan, select  Yes, and then repeat step 7 for each page of the fax job.
-or-
If you are finished, select  No.
The product sends the fax to the number that it redialed. If the number is busy or does not answer, the
product redials the number based on its redial setting. If all redial attempts fail, the product updates the
fax activity log by adding the error.
Use speed dials and group-dial entries
Send a fax by using a speed dial 1.Load the document into the automatic document feeder (ADF) input tray or on the flatbed scanner.
2. Press the one-touch key for the speed dial.
-or-
Press  Fax Menu , then select  Phone Book . Choose Select an entry  and use the alphanumeric
buttons to specify the speed-dial entry, and then press  OK.
3. Load the document into the automatic document feeder (ADF) input tray or on the flatbed scanner.
4. Press  Start Fax . If the pages that you want to send are in the ADF, then faxing begins automatically.
5. If the product ADF sensor detects that no document is loaded into the ADF input tray,  Send from
flatbed scanner?  appears on the control-panel display. To send the fax from the flatbed scanner,
select  Yes, and then press  OK.
After you press  OK, Load page: X Press OK  appears on the control-panel display.
6. If you have already placed the document on the flatbed scanner, press  OK (or place the document
on the flatbed scanner and then press  OK).
After scanning the page,  Scan another page? appears on the control-panel display.
7. If you have more pages to scan, select  Yes, and then repeat step 6 for each page of the fax job.
-or-
If you are finished, select  No.
When the last page of the fax has exited the product, you can start sending another fax, copying, or
scanning.
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You can assign a speed dial to numbers that you use regularly. See Create and edit speed dials
on page 120. 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.
Send a fax by using a group-dial entry 1.Load the document into the automatic document feeder (ADF) input tray or on the flatbed scanner.
2. Press the one-touch key for the group.
-or-
Press  Fax Menu , then select  Phone Book . Choose Select an entry  and use the alphanumeric
buttons to specify the group-dial entry, and then press  OK.
3. Press  Start Fax . If the pages that you want to send are in the ADF, then faxing begins automatically.
4. If the product ADF sensor detects that no document is loaded into the ADF input tray,  Send from
flatbed scanner?  appears on the control-panel display. To send the fax from the flatbed scanner,
select  Yes, and then press  OK.
After you press  OK, Load page: X Press OK  appears on the control-panel display.
5. If you have already placed the document on the flatbed scanner, press  OK (or place the document
on the flatbed scanner and then press  OK).
After scanning the page,  Scan another page? appear on the control-panel display.
6. If you have more pages to scan, select  Yes, and then repeat step 5 for each page of the fax job.
-or-
If you are finished, select  No.
The product 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 product redials the number based on its redial setting. If all
redial attempts fail, the product updates the fax activity log with the error and proceeds to the next
number in the group.
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Send a fax from the software
This section contains basic instructions for sending faxes by using the software that came with the
product. All other software-related topics are covered in the software Help, which can be opened from
the software-program Help menu.
You can fax electronic documents from a computer if you meet the following requirements:
● The product is connected directly to the computer or connected to the computer over a TCP/IP
network.
● The product software is installed on the computer.
● The computer operating system is Microsoft Windows XP, Windows Vista, Mac OS X v10.3, or
Mac OS X v10.4.
Send a fax from the software (Windows XP or Vista) 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  HP LaserJet product , 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 .
Send a fax from the software (Mac OS X v10.3) 1.Load the document into the automatic document feeder (ADF) input tray or the flatbed scanner.
2. Open HP Director and click  Fax. The fax software appears.
3. Select  Fax from the  Print dialog.
4. Enter the fax number of one or more recipients.
5. Include a cover page (this step is optional).
6. Click  Fax.
Send a fax from the software (Mac OS X v10.4) Using Mac OS X v10.4, you can choose between two methods of sending faxes from the product
software.
To send a fax by using HP Director complete the following steps:
1.Load the document into the automatic document feeder (ADF) input tray or the flatbed scanner.
2. Open HP Director by clicking the icon in the dock, and then click  Fax. The Apple print dialog
appears.
3. Select  Fax PDF  from the  PDF pop-up menu.
4. Enter the fax number of one or more recipients under  To.
142 Chapter 12   Fax (fax models only) ENWW
 
						

							
5.Select the product under  Modem.
6. Click  Fax.
To send a fax by printing to a fax driver, complete the following steps:
1. Open the document that you want to fax.
2. Click  File and then click  Print.
3. Select  Fax PDF  from the  PDF pop-up menu.
4. Enter the fax number of one or more recipients under  To.
5. Select the product under  Modem.
6. Click  Fax.
Send a fax from a third-party software program, 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 driver drop-down list. The fax software appears.
4. Complete one of the following procedures:
●Windows
a.
Enter the fax number of one or more recipients.
b. Include a cover page. (This step is optional.)
c. Include any pages loaded at the product. (This step is optional.)
d. Click  Send Now .
● Macintosh
a.
Mac OS X v10.3:  Select Fax from the  Print dialog.
-or-
Mac OS X v10.4:  Select Fax PDF  from the  PDF pop-up menu.
b. Enter the fax number of one or more recipients.
c. Mac OS X v10.3:  Include a cover page (this step is optional).
-or-
Mac OS X v10.4:  Select the product under  Modem.
d. Click  Fax.
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Send a fax by dialing from a downstream phone 
Occasionally, you might want to dial a fax number from a telephone that is connected to the same line
as the product. For example, if you are sending a fax to a person whose device is in the manual receive
mode, you can precede the fax with a voice call to let that person know that the fax is coming.
NOTE:The telephone must be connected to the product telephone port ().
1.Load the document into the automatic document feeder (ADF) input tray.
NOTE: You cannot use the flatbed scanner when sending a fax by dialing from an extension
telephone.
2. Pick up the handset of a telephone that is connected to the same line as the product. Dial the fax
number by using the telephone keypad.
3. When the recipient answers, instruct the person to start the fax machine.
4. When you hear the fax tones, press  Start Fax, wait until  Connecting  appears on the control-panel
display, and then hang up the telephone or wait on the line until the fax is completed to resume
voice calling.
Send a delayed fax
Use the product control panel to schedule a fax to be sent automatically at a future time to one or more
people. When this procedure is completed, the product scans the document into memory and then
returns to the Ready state.
NOTE: If the product cannot transmit the fax at the scheduled time, that information is indicated on
the fax error report (if that option is turned on) or re corded in the fax activity log. The transmittal might
not be initiated because the fax-sending call is not answered, or because a busy signal stops the redial
attempts.
If a fax has been scheduled to be sent at a future time but it requires updating, 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.
1. Load the document into the automatic document feeder (ADF) input tray or onto the flatbed
scanner.
2. On the control panel, press  Fax Menu.
3. Use the arrow buttons until  Send appears, and then press  OK.
4. Use the arrow buttons until  Send fax later appears, and then press  OK.
5. Use the alphanumeric buttons to enter the time.
6. If the product is set to the 12-hour time mode, use the arrow buttons to move to  A.M. or P.M.  Select
A.M.  or select  P.M., and then press  OK.
-or-
If the product is set to the 24-hour time mode, press  OK.
7. Use the alphanumeric buttons to enter the date, and then press  OK.
-or-
144 Chapter 12   Fax (fax models only) ENWW
 
						

							
Accept the default date by pressing OK.
8. Enter the fax number, enter the speed dial, or press the one-touch key. Access the phone book by
pressing  Fax Menu  on the control panel and then selecting  Phone Book.
NOTE:This feature does not support undefined (ad hoc) groups.
9.Press  OK or Start Fax . The product scans the document into memory and sends it at the designated
time.
Use access codes, credit cards, or calling cards
To use access codes, credit cards, or calling cards, dial manually to allow for pauses and dialing codes.
See 
Manual dial faxing on page 138 .
Send faxes internationally To send a fax to an international destination, dial manually to allow for pauses and international dialing
codes. See 
Manual dial faxing on page 138.
Receive a fax
When the product receives a fax transmission, it prints the fax (unless the private-receive feature is
enabled) and also stores it automatically to flash memory.
Print a stored fax (when private receive feature is on)
To print stored faxes, you must provide the private-receive PIN. Once the product prints the stored faxes,
the faxes are deleted from memory.
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  Print faxes, and then press  OK.
4. Use the alphanumeric buttons to enter the product security PIN, and then press  OK.
Reprint a fax
If you want to reprint a fax because the print cartridge was empty or if the fax was printed on the wrong
type of media, you can try to reprint it. The amount of memory that is available determines the actual
number of faxes that are stored for reprinting. The most  recent fax prints first; the oldest fax that is in
storage prints last.
These faxes are stored continuously. Reprinting them does not clear them from the memory. To clear
these faxes from the memory, see 
Delete faxes from memory on page 134 .
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  Reprint faxes, and then press  OK. The product begins reprinting
the most recently printed fax.
NOTE: To stop the printing at any time, press  Cancel.
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CAUTION:If the Allow Fax Reprint  setting is set to Off, misprinted or faded faxes cannot be reprinted.
Receive faxes when fax tones are audible on the phone line
If you have a telephone line that receives both fax and telephone calls, and you hear fax tones when
you answer the telephone, you can start the receiving process in one of two ways:
● If you are close to the product, press 
Start Fax on the control panel and then hang up.
● When you answer any telephone connected to the line (an extension telephone) and hear fax tones,
the product should begin answering the call automatically. If not, press 1-2-3 in sequence on the
telephone keypad, listen for fax transmission sounds, and then hang up.
NOTE:
In order for the second method to work, the extension telephone setting must be set to  Yes.
See 
Make an extension telephone available to receive faxes on page 132  to check or change the setting.
146 Chapter 12   Fax (fax models only) ENWW
 
						

							
Solve fax problems
Fax error messages 
Alert and warning messages appear temporarily and might require the user to acknowledge the
message by pressing OK to resume or by pressing  Cancel to cancel the job. With certain warnings, the
job might not complete or the print quality might be affected. If the alert or warning message is related
to printing and the auto-continue feature is on, the product will attempt to resume the printing job after
the warning has appeared for 10 seconds without acknowledgement.
Alert and warning message tables
Table 12-1   Alert and warning messages 
Control panel messageDescriptionRecommended action
Comm. errorA fax communication error occurred between
the product and the sender or receiver.Allow the product to retry sending the fax.
Perform a fax test to verify that the phone line
works and is plugged into the correct port
(see 
Perform a fax test on page 152).
If the error persists, contact HP. See
www.hp.com/support/CM2320series  or the
support flyer that came in the product box.
Fax delayed – Send memory fullFax memory is full.Cancel the fax by pressing  OK or Cancel .
Resend the fax. You might need to send the
fax in multiple sections if the error occurs
again.
Fax is busy Canceled sendThe fax line to which you were sending a fax
was busy. The product has canceled sending
the fax.Call the recipient to ensure that the fax
machine is on and ready.
Check that you are dialing the correct fax
number.
Check that the  Redial if busy option is
enabled.
Perform a fax test to verify that the phone line
works and is plugged into the correct port
(see 
Perform a fax test on page 152 ).
If the error persists, contact HP. See
www.hp.com/support/CM2320series  or the
support flyer that came in the product box.
Fax is busy Redial pending The fax line to which you were sending a fax
was busy. The product automatically redials
the busy number. See 
Set autoredialon page 124. Allow the product to retry sending the fax.
Call the recipient to ensure that the fax
machine is on and ready.
Check that you are dialing the correct fax
number.
Check for a dial tone on the phone line by
pressing 
Start Fax.
Perform a fax test to verify that the phone line
works and is plugged into the correct port
(see 
Perform a fax test on page 152 ).
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Control panel messageDescriptionRecommended action
If the error persists, contact HP. See
www.hp.com/support/CM2320series or the
support flyer that came in the product box.
Fax memory full Canceling recv.During the fax transmission, the product ran
out of memory. Only the pages that fit into
memory will be printed.Print all of the faxes, and then have the
sender resend the fax. Have the sender
divide the fax job into multiple jobs before
resending. Cancel all fax jobs or clear the
faxes from memory. See 
Delete faxes frommemory on page 134 .
Fax memory full Canceling sendDuring the fax job, the memory filled. All
pages of the fax have to be in memory for a
fax job to work correctly. Only the pages that
fit into memory were sent.Print all received faxes or wait until all
pending faxes are sent.
Ask the sender to send the fax again.
Cancel all fax jobs or clear the faxes from
memory. See 
Delete faxes from memory
on page 134.
Fax recv. errorAn error occurred while trying to receive a fax.Ask the sender to resend the fax.
Try faxing back to the sender or another fax
machine.
Check for a dial tone on the phone line by
pressing  Start Fax.
Perform a fax test to verify that the phone line
works and is plugged into the correct port
(see 
Perform a fax test on page 152 ).
Decrease the fax speed. See 
Change the fax
speed on page 153 . Ask the sender to
resend the fax.
Turn off error-correction mode. See 
Set thefax-error-correction mode on page 152 . Ask
the sender to resend the fax.
Connect the product to a different phone line.
If the error persists, contact HP. See
www.hp.com/support/CM2320series  or the
support flyer that came in the product box.
Fax Send error An error occurred while trying to send a fax. Try resending the fax.
Try faxing to another fax number.
Check for a dial tone on the phone line by
pressing Start Fax.
Perform a fax test to verify that the phone line
works and is plugged into the correct port
(see 
Perform a fax test on page 152 ).
Set the fax resolution to  Standard instead of
the default of  Fine. See 
Set resolution
settings on page 125.
If the error persists, contact HP. See
www.hp.com/support/CM2320series  or the
support flyer that came in the product box.
Table 12-1   Alert and warning messages  (continued)
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