HP LaserJet M4345xs User Manual

8 Scan and send to 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.
NOTEThe device cannot copy or print in color, but it can scan and send color images.
This chapter addresses the following topics:
●
Configure e-mail...

Configure e-mail settings
Before you can send a document to e-mail, you must configure the device \
for e-mailing. 
NOTEThe instructions that follow are for configuring the device at the control panel. You
can also perform these procedures by using the embedded Web server. For more information,
see 
Embedded Web server .
Supported protocols
The HP LaserJet M4345 MFP models support  Simple Mail Transfer Protocol (SMTP). The HP
LaserJet M4345 MFP models support SMTP  and Lightweight Directory Access...

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 yourself by using the digital-send feature. If you
receive the e-mail, you have successfully configured the digital-sending feature.
If you do not receive the e-mail, use these  actions to resolve issues with the...

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 sends 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 then 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...

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  documents can be sent in several graphics
formats, such as .TFF and...

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 required 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 character that does not...

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.
NOTE You can also use the embedded Web server to create and manage the e-mail
address book. For more information, see 
Embedded Web server .
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...

To open the address book, touch the address book button ().
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...

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 higher resolution...

Scan to a folder
NOTEThis device feature is supported for the HP LaserJet M4345 MFP models only.
If the system administrator has made the feature available, the device can scan a file and send it to a
folder on the network. Supported operating  systems 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...