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 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. 
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 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 information. 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 
Embedded Web server , or see the
Embedded Web Server User Guide  on the device CD.
Configure e-mail server settings
Consult your system administrator to find the IP address for the SMTP server. Or, find the IP address
from the device control panel (see ). Then use the following procedures to manually 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.
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.
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							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 digital-sending software:
● Check the SMTP and address to make sure that you typed them correctly.
● 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  correctly. If you do not receive the e-mail,
contact your network administrator or Internet service provider (ISP).
● Run the DISCOVER.EXE file. This program attempts to find the gateway. You can download the
file from the HP Web site at 
http://www.hp.com/support/ljm4345mfp
.
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.
NOTE The 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 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 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 keyboard, 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 local address book .
9Help buttonTouch this button for control-panel help. For more information, see Use the 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  documents can be sent in several graphics
formats, such as .TFF and .JPG, which allows recipients to manipulate the document file in various
programs to meet their specific needs. Documents arrive in near-original\
 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  glass 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, irregular  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 originals. 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 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 match any
entry in the list, the auto-complete text is removed from the display to indicate 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.
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 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 address 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.
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							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 addresses from  the local address book
You can delete e-mail addresses that you no longer use.
NOTETo 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 higher 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 procedure 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 AdjustmentTouch this button to change the darkness and sharpness 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 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 in\
formation.
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 folder  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 .
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