HP LaserJet M3035xs MFP User Manual

							8 Scan and send e-mail
The device offers color-scanning and digital-sending capabilities. By using the control panel, you can
scan black-and-white or color documents and send them to an e-mail address as an e-mail attachment.
To use digital sending, the device must be connected to a local area network (LAN). The device connects
directly to your LAN.
NOTE The device cannot copy or print in color, but it can scan and send color images.
This chapter addresses the following topics:
●
Configure e-mail settings
●
Use the Send E-mail screen
●
Perform basic e-mail functions
●
Use the address book
●
Change e-mail settings for the current job
●
Scan to a folder
●
Scan to a workflow destination
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							Configure e-mail settings
Before you can send a document to e-mail, you must configure the device for e-mailing. 
NOTEYou can also configure the e-mail settings  by using the embedded Web server, which
HP recommends. For helpful tips and more abou t configuring the scan e-mail feature, see the
Embedded Web Server User Guide  on the device CD.
For more information on setting up a feature, so lving a problem, or discovering how to use this
device, go to 
www.hp.com/support/LJM3027mfp  or www.hp.com/support/LJM3035mfp.
Supported protocols
The HP LaserJet M3027 MFP models support Simple  Mail Transfer Protocol (SMTP). The HP LaserJet
M3035 MFP models support SMTP and Lightw eight Directory Access Protocol (LDAP).
SMTP
● SMTP is a set of rules that define the interaction between programs that send and receive e-mail.
In order for the device to send documents to e-mail,
 it must be connected to a LAN that has a valid
SMTP IP address. The SMTP server  must also have Internet access.
● If you are using a LAN connection, contact your 
system administrator to obtain the IP address for
your SMTP server. If you are connecting through  a DSL connection, contact the service provider
to obtain the SMTP server IP address.
LDAP
● LDAP is used to gain access to a database of info
rmation. When the device uses LDAP, it searches
a global list of e-mail addresses. As you begin to  type the e-mail address, LDAP uses an auto-
complete feature that supplies a list of e-mail  addresses that match the characters you type. As
you type additional characters, the list  of matching e-mail addresses becomes smaller.
● The device supports LDAP, but a connection to an
 LDAP server is not required in order for the
device to be able to send to e-mail.
NOTE If you need to change the LDAP settings, you must change them by using the
embedded Web server. For more information, see 
Use the embedded Web server , or see
the  Embedded Web Server User Guide  on the device CD.
Configure e-mail server settings
Consult a network administrator or internet service pr ovider (ISP) for the IP address or the name of the
SMTP server. Or, find the IP address from the device control panel (see 
Use information pages ). Then
use the following procedures to manual ly configure and test the IP address.
Configure the SMTP gateway address
1. From the Home screen, touch  Administration.
2. Touch  Initial Setup .
3. Touch  E-mail Setup , and then touch  SMTP Gateway.
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							4.Type the SMTP gateway address, either as an IP  address or as a fully qualified domain name. If
you do not know the IP address or domain name, contact the network administrator.
5. Touch  OK.
Test the SMTP settings
1. From the Home screen, touch  Administration.
2. Touch  Initial Setup .
3. Touch  E-mail Setup , and then touch  Test Send Gateways .
If the configuration is correct,  Gateways OK appears on the control-panel display.
If the first test was successful, send an e-mail to yourse lf by using the digital-send feature. If you receive
the e-mail, you have succe ssfully configured the digital-sending feature.
If you do not receive the e-mail, use these actions to  resolve issues with the digital-sending software:
● Print a configuration page. Verify that
 the SMTP gateway address is correct.
● Make sure that the network is operating correctly
. Send an e-mail to yourself from a computer. If
you receive the e-mail, the network is operating co rrectly. If you do not receive the e-mail, contact
your network administrator or Internet service provider (ISP).
Find gateways
If you do not know the SMTP gateway address, you can use one of the following methods to find it.
Find the SMTP gateway from  the device control panel
1.From the Home screen, touch  Administration.
2. Touch  Initial Setup .
3. Touch  E-mail Setup , and then touch  Find Send Gateways .
The touchscreen displays a list of detected SMTP servers.
4. Select the correct SMTP server, and then touch  OK.
Find the SMTP gateway  from an e-mail program
Because most e-mail programs also use SMTP to send e-mail and LDAP to address e-mail messages,
you might be able to find the hostname of the SMTP gateway and LDAP server by looking at the settings
for your e-mail program.
NOTEThe find gateway features might be unable to detect a valid SMTP server on the network
if it uses an internet service  provider (ISP). To find the ISP e-mail server address, contact the
ISP.
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							Use the Send E-mail screen
Use the touchscreen to navigate through the options on the Send E-mail screen.
1Send E-mail buttonTouching this button scans the document and s ends an e-mail file to the provided e-mail
addresses.
2Home buttonTouching this button opens the Home screen.
3From:  fieldTouch this field to open the keyboard, and th en type your e-mail address. If the system
administrator has configured the device to do so,  this field might automatically insert a default
address.
4To:  fieldTouch this field to open the keyboard, and then  type the e-mail addresses of those whom you
want to receive the scanned document.
5Subject:  fieldTouch this field to open the keyboar d, and then type a subject title.
6More Options buttonTouch this button to change certain e- mail settings for the current scan job.
7Scroll barUse the scroll bar to view and set up the  CC:, BCC: , Message , and File Name  fields. Touch any
of those fields to open the keyboard  and add the necessary information.
8Address book buttonsTouch these buttons to use the address book to populate the  To:, CC: , or BCC:  fields. For more
information, see 
Use the address book .
9Help buttonTouch this button for control-panel help. For more information, see Control panel.
10Error/warning buttonThis button appears only when there is an error or warning in the status line area. Touch it to open
a pop-up screen that will help you resolve the error or warning.
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							Perform basic e-mail functions
The device e-mail feature offers the following benefits:
●Sends documents to multiple e-mail addresses, saving time and delivery costs.
● Delivers files in black-and-white or
 in color. Files can be sent in different file formats that the
recipient can manipulate.
With e-mail, documents are scanned into the device  memory and sent to an e-mail address or multiple
addresses as an e-mail attachment. Digital docume nts can be sent in several graphics formats, such
as .TIFF and .JPG, which allows recipients to manipul ate the document file in various programs to meet
their specific needs. Documents arrive in near-ori ginal quality, and then can be printed, stored, or
forwarded.
In order to use the e-mail feature, the device needs  to be connected to a valid SMTP local area network
that includes Internet access.
Load documents
You can scan a document by using either the gl ass or the ADF. The glass and ADF can accommodate
Letter-, Executive-, A4-, and A5-size originals.  The ADF can also accommodate Legal-size originals.
Smaller originals, receipts, irre gular and worn documents, stapled documents, previously folded
documents, and photographs should be scanned by  using the glass. Multiple-page documents can be
scanned easily by using the ADF.
Send documents
The device scans both black-and-white and color orig inals. You can use default settings or change the
scanning preferences and file formats.  The following are the default settings:
● Color
● PDF (requires the recipient to have an Adobe Acrobat
® viewer to view the e-mail attachment)
For information about changing the settings for the current job, see 
Change e-mail settings for the current
job .
Send a document
1. Place the document face-down on the  scanner glass or face-up in the ADF.
2. From the Home screen, touch  E-mail.
3. If prompted, type your user name and password.
4. Complete the  From:, To: , and  Subject:  fields. Scroll down and complete the  CC:, BCC: , and
Message  fields if appropriate. Your  user name or other default information might appear in the
From:  field. If so, you might not be able to change it.
5. (Optional) Touch  More Options to change the settings for the document that you are sending (for
example, the document’s original size). If  you are sending a two-sided document, you should
select  Sides and an option with a two-sided original.
6. Press  Start to begin sending.
7. When you are finished, remove the original document from the scanner glass or ADF.
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							Use the auto-complete function
When you type characters into the To:, CC: , or From:  fields on the Send E-mail screen, the auto-
complete function is activated. As you type the requ ired address or name by using the keyboard screen,
the device automatically searches  the address book list and completes the address or name by using
the first match. You can then select that name by touching  Enter, or continue typing the name until auto-
complete finds the correct entry. If you type a ch aracter that does not match any entry in the list, the
auto-complete text is removed from the display to indi cate that you are typing an address that is not in
the address book.
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							Use the address book
You can send e-mail to a list of recipients by using the address book feature of the device. See your
system administrator for information about configuring address lists.
NOTEYou can also use the embedded Web server to create and manage the e-mail address
book. For more information, see the  Embedded Web Server User Guide on the device CD.
Create a recipient list
1.From the Home screen, touch  E-mail.
2. Complete one of the following steps:
● Touch 
To: to open the keyboard screen, and then type the recipients e-mail addresses.
Separate multiple e-mail addresses with a semicolon or by touching  Enter on the touchscreen.
● Use the address book.
a.
On the Send E-mail screen, touch the address book button (
) to open the address
book.
b. Navigate the entries in the address book by  using the scroll bar. Hold down the arrow to
scroll quickly through the list.
c. Highlight the name to select a recipient, and then touch the add button (
).
You can also select a distribution list by touching the drop-down list at the top of the
screen and then touching  All, or add a recipient from a local list by touching  Local in the
drop-down list. Highlight the appropriate names, and then touch 
 to add the name to
your list of recipients.
You can remove a recipient from your list by  scrolling to highlight the recipient, and then
touching the remove button (
).
3. The names in the recipient list are placed in the text line of the keyboard screen. If you want, you
can add a recipient that is not found in the addr ess book by typing the e-mail address on the
keyboard. After you are satisfied  with your recipient list, touch OK.
4. Touch  OK.
5. Finish typing information in the  CC: and  Subject:  fields on the Send E-mail screen, if necessary.
You can check the list of recipients by touching the down arrow in the  To: text line.
6. Press  Start.
Use the local address book
Use the local address book to store frequently-used  e-mail addresses. The local address book can be
shared between devices that use the same server to gain access to the HP Digital Sending software.
You can use the address book when you type e-mail addresses in the  From:, To: , CC: , or BCC:  fields.
You can also add or delete addresses in the address book.
To open the address book, touch the address book button (
).
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							Add e-mail addresses to the local address book
1.Touch  Local.
2. Touch 
.
3. (Optional) Touch the  Name field, and in the keyboard that appears type a name for the new entry.
Touch  OK.
The name is the alias for the e-mail address. If you do not type an alias name, the alias will be the
e-mail address itself.
4. Touch the  Address field, and in the keyboard that appears type the e-mail address for the new
entry. Touch  OK.
Delete e-mail addresses from the local address book
You can delete e-mail addresses that you no longer use.
NOTE To change  an e-mail address, you must first delete the address and then add the
corrected address as a new address in the local address book.
1. Touch  Local.
2. Touch the e-mail address that you want to delete.
3. Touch 
.
The following confirmation message appears:  Do you want to delete the selected address(es)?
4. Touch  Yes to delete the e-mail address(es) or touch  No to return to the Address Book screen.
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							Change e-mail settings for the current job
Use the More Options  button to change the following e-mail settings for the current print job:
ButtonDescription
Document File TypeTouch this button to change the type of file  the device creates after scanning the document.
Output QualityTouch this button to increase or decrease the print quality of the file being scanned. A higher quality
setting produces a larger file size.
ResolutionTouch this button to change the scan resolution. A high er resolution setting produces a larger file size.
Color/BlackTouch this button to determine whether you will scan the document in color or in black-and-white.
Original SidesTouch this button to indicate if the original document is one-sided or two-sided.
Content OrientationTouch this button to select either the portrait or landscape orientation for the original.
Original SizeTouch this button to select the size of the document: letter, A4, legal, or mixed letter/legal.
Optimize Text/
PictureTouch this button to change the scanning proce dure based on the type of document that you are
scanning.
Job BuildTouch this button to activate or deactivate the Job  Build mode, which enables you to scan several small
scan jobs and send them as one file.
Image Adjustment Touch this button to change the darkness and sharpnes s settings, or to clean up background clutter on
the original.
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							Scan to a folder
NOTEThis device feature is supported for the HP LaserJet M3035 MFP models only.
If the system administrator has made the feature avail able, the device can scan a file and send it to a
folder on the network. Supported operating system s for folder destinations include Windows 2000,
Windows XP, and Windows Server 2003, and Novell.
NOTE You might be required to supply a user name and password in order to use this option,
or to send to certain folders. See your system administrator for more information.
1. Place the document face-down on the scanner glass or face-up in the ADF.
2. From the Home screen, touch  Network Folder.
3. In the Quick Access Folders list, select the fold er in which you want to save the document.
4. Touch the  File Name field to open the keyboard pop-up screen, and then type the file name.
5. Touch  Send to Network Folder .
Scan to a workflow destination
NOTEThis device feature is provided by the optional Digital Sending Software product and is
supported for the HP LaserJet M3035 MFP models only.
If the system administrator has enabled the workflow  functionality, you can scan a document and send
it to a custom workflow destination. A workflow  destination gives you the ability to send additional
information, along with the scanned document, to a  specified network or file transfer protocol (FTP)
location. Prompts for specific info rmation appear on the control-panel display. The system administrator
can also designate a printer as a workflow destina tion, which allows you to scan a document and then
send it directly to a netw ork printer for printing.
1. Place the document face-down on the scanner glass or face-up in the ADF.
2. From the Home screen, touch  Workflow.
3. Select the destination to which you want to scan.
4. In the Text Field field, type the data that you want to accompany the file, and then touch  Send
Workflow .
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