HP Officejet 4500 User Manual

							4Copy
You can produce high-quality color and grayscale copies on a variety of paper types and
sizes.
NOTE:If you are copying a document when a fax arrives, the fax is stored in the
device memory until the copying finishes. This can reduce the number of fax pages
stored in memory.
This section contains the following topics:
•
Copy documents
•
Change copy settings
Copy documents
You can make quality copies from the device control panel.
NOTE:If you are copying a borderless original, load the original on the scanner
glass, not the ADF.
To copy documents
1.Make sure you have paper loaded in the main tray.
2.Place your original face down on the scanner glass. If you are copying a borderless
original, load the original on the scanner glass, not the ADF. For more information,
see 
Load an original on the scanner glass.
3.Use the left arrow 
 or right arrow  to select one of the following functions:
•Copy B&W: To select a black-and-white copy job.
•Copy Color : To select a color copy job.
NOTE:If you have a color original, selecting the Copy B&W function produces
a black-and-white copy of the color original, while selecting the Copy Color
function produces a full-color copy of the color original.
4.Press OK.
5.Change any additional settings. For more information, see 
Change copy settings
6.Press Start.
Change copy settings
You can customize copy jobs using the various settings available from the products
control panel, including the following:
• Number of copies
• Copy paper size
• Copy paper type
• Copy speed or quality
Copy 37
 
						

							• Lighter/Darker settings
• Resizing originals to fit on different paper sizes
You can use these settings for single copy jobs, or you can save settings to be used as
defaults for future jobs.
To change copy settings for a single job
1.Press left arrow 
 or right arrow  to navigate between different copy options.
2.Make any changes to the copy function settings, and then press OK to accept the
changes.
To save the current settings as defaults for future jobs
1.Press left arrow 
 or right arrow  to navigate between different copy options.
2.Make any changes to the copy function settings, and then press OK to accept the
changes.
3.Press right arrow 
 until Set As Default appears, and then press OK.
4.Press right arrow 
 to select Yes, and then press OK.
Chapter 4
38 Copy
 
						

							5Fax
You can use the device to send and receive faxes, including color faxes. You can
schedule faxes to be sent at a later time and set up speed-dials to send faxes quickly and
easily to frequently used numbers. From the device control panel, you can also set a
number of fax options, such as resolution and the contrast between lightness and
darkness on the faxes you send.
NOTE:Before you begin faxing, make sure you have set up the device properly for
faxing. You might have already done this as part of the initial setup, by using either
the control panel or the software that came with the device. You can verify the fax is
set up correctly by running the fax setup test from the control panel. To run the fax
test, press 
 (Setup), select Tools, select Run fax test, and then press OK.
This section contains the following topics:
•
Send a fax
•
Receive a fax
•
Change fax settings
•
Fax over Internet Protocol (FoIP)
•
Use reports
Send a fax
You can send a fax in a variety of ways. Using the device control panel, you can send a
black-and-white or color fax. You can also send a fax manually from an attached phone.
This allows you to speak with the recipient before sending the fax.
This section contains the following topics:
•
Send a basic fax
•
Send a fax manually from a phone
•
Send a fax using monitor dialing
•
Send a fax from memory
•
Schedule a fax to send later
•
Send a fax to multiple recipients
•
Send a fax in Error Correction Mode
Send a basic fax
You can easily send a single- or multiple-page black-and-white or color fax by using the
device control panel.
NOTE:If you need printed confirmation that your faxes were successfully sent,
enable fax confirmation before sending any faxes.
Fax 39
 
						

							TIP:You can also send a fax manually from a phone or by using monitor dialing.
These features allow you to control the pace of your dialing. They are also useful
when you want to use a calling card to charge the call and you have to respond to
tone prompts while dialing.
To send a basic fax from the device control panel
1.Load your originals. If you are faxing a borderless original, load the original on the
scanner glass, not the ADF. For additional information, see 
Load an original on the
scanner glass.
2.Press the left arrow 
 or right arrow  to select Fax B&W or Fax Color , and then
press OK.
3.Enter the fax number by using the keypad.
TIP:To add a pause in the fax number you are entering, press the * button
repeatedly, until a dash (-) appears on the display.
4.Press Start.
If the device detects an original loaded in the automatic document feeder, it
sends the document to the number you entered.
TIP:If the recipient reports issues with the quality of the fax you sent, you can
try changing the resolution or contrast of your fax.
Send a fax manually from a phone
Sending a fax manually allows you to make a phone call and talk with the recipient before
you send the fax. This is useful if you want to inform the recipient that you are going to
send them a fax before sending it. When you send a fax manually, you can hear the dial
tones, telephone prompts, or other sounds through the handset on your telephone. This
makes it easy for you to use a calling card to send your fax.
Depending on how the recipient has their fax machine set up, the recipient might answer
the phone, or the fax machine might take the call. If a person answers the phone, you
can speak with the recipient before sending the fax. If a fax machine answers the call,
you can send the fax directly to the fax machine when you hear the fax tones from the
receiving fax machine.
To send a fax manually from an extension phone
1.Load your originals. If you are copying a borderless original, load the original on the
scanner glass, not the ADF. For additional information, see 
Load an original on the
scanner glass.
2.Press the left arrow 
 or right arrow  to select Fax B&W or Fax Color , and then
press OK.
3.Dial the number by using the keypad on the phone that is connected to the device.
NOTE:Do not use the keypad on the control panel of the device when manually
sending a fax. You must use the keypad on your phone to dial the recipients
number.
TIP:To switch between Fax B&W or Fax Color , press the Back button.
Chapter 5
40 Fax
 
						

							4.If the recipient answers the telephone, you can engage in a conversation before
sending your fax.
NOTE:If a fax machine answers the call, you will hear fax tones from the
receiving fax machine. Proceed to the next step to transmit the fax.
5.When you are ready to send the fax, press Start.
NOTE:If prompted, select Send Fax.
If you were speaking with the recipient before sending the fax, inform the recipient
that they should press Start on their fax machine after they hear fax tones.
The telephone line is silent while the fax is transmitting. At this point, you can hang
up the telephone. If you want to continue speaking with the recipient, remain on the
line until the fax transmission is complete.
Send a fax using monitor dialing
Monitor dialing allows you to dial a number from the device control panel as you would
dial a regular telephone. When you send a fax using monitor dialing, you can hear the
dial tones, telephone prompts, or other sounds through the speakers on the device. This
enables you to respond to prompts while dialing, as well as control the pace of your
dialing.
TIP:If you do not enter your calling card PIN fast enough, the device might start
sending fax tones too soon and cause your PIN not to be recognized by the calling
card service. If this is the case, you can create a speed dial entry to store the PIN for
your calling card.
NOTE:Make sure the volume is turned on, or you will not hear a dial tone.
To send a fax using monitor dialing from the device control panel
1.Load your originals. For additional information, see 
Load an original on the scanner
glass or Load an original in the automatic document feeder (ADF).
NOTE:The ADF is available for some models only.
2.Press the left arrow  or right arrow  to select Fax B&W or Fax Color , and then
press Start.
If the device detects an original loaded in the automatic document feeder, you will
hear a dial tone.
3.When you hear the dial tone, enter the number by using the keypad on the device
control panel.
4.Follow any prompts that might occur.
TIP:If you are using a calling card to send a fax and you have your calling card
PIN stored as a speed dial, when prompted to enter your PIN, press Speed
Dial to select the speed dial entry where you have your PIN stored.
Your fax is sent when the receiving fax machine answers.
Send a fax 41
 
						

							Send a fax from memory
You can scan a black-and-white fax into memory and then send the fax from memory.
This feature is useful if the fax number you are trying to reach is busy or temporarily
unavailable. The device scans the originals into memory and sends them once it is able
to connect to the receiving fax machine. After the device scans the pages into memory,
you can immediately remove the originals from the document feeder tray.
NOTE:You can only send a black-and-white fax from memory.
To send a fax from memory
1.Load your originals. For additional information, see 
Load an original on the scanner
glass or Load an original in the automatic document feeder (ADF).
NOTE:The ADF is available for some models only.
2.Press the left arrow  or right arrow  to select Fax B&W or Fax Color , and then
press OK.
3.Enter the fax number by using the keypad, press Speed Dial to select a speed dial,
or press Redial/Pause to redial the last number dialed.
4.Press right arrow 
 until Fax Method appears, and then press OK.
5.Press right arrow 
 until Scan & Fax appears, and then press OK.
6.Press Start.
The device scans the originals into memory and sends the fax when the receiving fax
machine is available.
Schedule a fax to send later
You can schedule a black-and-white fax to be sent within the next 24 hours. This enables
you to send a black-and-white fax late in the evening, when phone lines are not as busy
or phone rates are lower, for example. The device automatically sends your fax at the
specified time.
You can only schedule one fax to be sent at a time. You can continue to send faxes
normally, however, while a fax is scheduled.
NOTE:You can only send faxes in black and white due to memory limitations.
To schedule a fax from the device control panel
1.Load your originals. For additional information, see 
Load an original on the scanner
glass or Load an original in the automatic document feeder (ADF).
NOTE:The ADF is available for some models only.
2.Press the left arrow  or right arrow  to select Fax B&W or Fax Color , and then
press OK.
3.Press right arrow 
 until Fax Method appears, and then press OK.
4.Press right arrow 
 until Send Fax Later appears, and then press OK.
5.Enter the send time by using the numeric keypad, and then press OK. If prompted,
press 1 for AM, or 2 for PM.
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42 Fax
 
						

							6.Enter the fax number by using the keypad, press Speed Dial to select a speed dial,
or press Redial/Pause to redial the last number dialed.
7.Press Start.
The device scans all pages and the scheduled time appears on the display. The fax
is sent at the scheduled time.
To cancel a scheduled fax
1.Press the left arrow 
 or right arrow  to select Fax B&W or Fax Color , and then
press OK.
2.Press right arrow 
 until Fax Method appears, and then press OK.
3.Press right arrow 
 until Send Fax Later appears, and then press OK.
If there is a fax already scheduled, the Cancel prompt appears on the display.
4.Press 1 to select Yes.
NOTE:You can also cancel the scheduled fax by pressing Cancel on the device
control panel when the scheduled time is visible on the display.
Send a fax to multiple recipients
You can send a fax to multiple recipients at once by grouping individual speed dial entries
into group speed dial entries.
To send a fax to multiple recipients using group speed dial
1.Load your originals. For additional information, see 
Load an original on the scanner
glass or Load an original in the automatic document feeder (ADF).
NOTE:The ADF is available for some models only.
2.Press the left arrow  or right arrow  to select Fax B&W, and then press OK.
3.Press the left arrow 
 or right arrow  until the appropriate group speed dial entry
appears.
TIP:You can also select a speed dial entry by entering its speed dial code using
the keypad on the device control panel.
4.Press Start.
If the device detects an original loaded in the automatic document feeder, it sends
the document to each number in the group speed dial entry.
NOTE:You can only use group speed dial entries to send faxes in black and
white, because of memory limitations. The device scans the fax into memory then
dials the first number. When a connection is made, it sends the fax and dials the
next number. If a number is busy or not answering, the device follows the settings
for Busy Redial and No Answer Redial. If a connection cannot be made, the
next number is dialed and an error report is generated.
Send a fax in Error Correction Mode
Error Correction Mode (ECM) prevents loss of data due to poor phone lines by detecting
errors that occur during transmission and automatically requesting retransmission of the
erroneous portion. Phone charges are unaffected, or might even be reduced, on good
Send a fax 43
 
						

							phone lines. On poor phone lines, ECM increases sending time and phone charges, but
sends the data much more reliably. The default setting is On. Turn ECM off only if it
increases phone charges substantially, and you can accept poorer quality in exchange
for reduced charges.
Before turning the ECM setting off, consider the following. If you turn ECM off
• The quality and transmission speed of faxes you send and receive are affected.
• The Fax Speed is automatically set to Medium.
• You will no longer be able to send or receive faxes in color.
To change the ECM setting from the control panel
1.Press Setup.
2.Press right arrow 
 until Fax Settings appears, and then press OK.
3.Press right arrow 
 until Error Correction Mode appears, and then press OK.
4.Press right arrow 
 to select On or Off, and then press OK.
Receive a fax
You can receive faxes automatically or manually. If you turn off the Auto Answer option,
you must receive faxes manually. If you turn on the Auto Answer option (the default
setting), the device automatically answers incoming calls and receives faxes after the
number of rings that are specified by the Rings to Answer setting. (The default Rings
to Answer setting is five rings.)
If you receive a legal-size fax and the device is not currently set to use legal-size paper,
the device reduces the fax so that it fits on the paper that is loaded. If you have disabled
the Automatic Reduction feature, the device prints the fax on two pages.
NOTE:If you are copying a document when a fax arrives, the fax is stored in the
device memory until the copying finishes. This can reduce the number of fax pages
stored in memory.
•Receive a fax manually
•
Set up backup fax
•
Reprint received faxes from memory
•
Poll to receive a fax
•
Forward faxes to another number
•
Set the paper size for received faxes
•
Set automatic reduction for incoming faxes
•
Block junk fax numbers
•
Receive faxes to your computer (Fax to PC and Fax to Mac)
Receive a fax manually
When you are on the phone, the person you are speaking with can send you a fax while
you are still connected. This is referred to as manual faxing. Use the instructions in this
section to receive a manual fax.
NOTE:You can pick up the handset to talk or listen for fax tones.
Chapter 5
44 Fax
 
						

							You can receive faxes manually from a phone that is:
• Directly connected to the device (on the 2-EXT port)
• On the same phone line, but not directly connected to the device
To receive a fax manually
1.Make sure the device is turned on and you have paper loaded in the main tray.
2.Remove any originals from the document feeder tray.
3.Set the Rings to Answer setting to a high number to allow you to answer the incoming
call before the device answers. Or, turn off the Auto Answer setting so that the device
does not automatically answer incoming calls.
4.If you are currently on the phone with the sender, instruct the sender to press Start
on their fax machine.
5.When you hear fax tones from a sending fax machine, do the following:
a. Press left arrow 
 or right arrow  to select Black-and-white fax or Color fax.
b. Press Start.
c. After the device begins to receive the fax, you can hang up the phone or remain
on the line. The phone line is silent during fax transmission.
Set up backup fax
Depending on your preference and security requirements, you can set up the device to
store all the faxes it receives, only the faxes it receives while the device is in an error
condition, or none of the faxes it receives.
The following Backup fax modes are available:
OnThe default setting. When Backup fax is On, the device stores all received
faxes in memory. This enables you to reprint up to eight of the most recently
printed faxes if they are still saved in memory.
NOTE:When device memory is low, it overwrites the oldest, printed faxes
as it receives new faxes. If the memory becomes full of unprinted faxes, the
device stops answering incoming fax calls.
NOTE:If you receive a fax that is too large, such as a very detailed color
photo, it might not be stored in memory due to memory limitations.
On Error OnlyCauses the device to store faxes in memory only if an error condition exists
that prevents the device from printing the faxes (for example, if the device
runs out of paper). The device continues to store incoming faxes as long
as there is memory available. (If the memory becomes full, the device stops
answering incoming fax calls.) When the error condition is resolved, the
faxes stored in memory print automatically, and then they are deleted from
memory.
OffFaxes are never stored in memory. For example, you might want to turn off
Backup fax for security purposes. If an error condition occurs that prevents
the device from printing (for example, the device runs out of paper), the
device stops answering incoming fax calls.
Receive a fax 45
 
						

							NOTE:If Backup fax is enabled and you turn off the device, all faxes stored in
memory are deleted, including any unprinted faxes that you might have received while
the device was in an error condition. You must contact the senders to ask them to
resend any unprinted faxes. For a list of the faxes you have received, print the Fax
Log. The Fax Log is not deleted when the device is turned off.
To set backup fax from the device control panel
1.Press Setup.
2.Press right arrow 
 until Tools appears, and then press OK.
3.Press right arrow 
 until Backup fax appears, and then press OK.
4.Press right arrow 
 to select On, On Error Only, or Off.
5.Press OK.
Reprint received faxes from memory
If you set the Backup fax mode to On, the received faxes are stored in memory, whether
the device has an error condition or not.
NOTE:After the memory becomes full, the oldest, printed faxes are overwritten as
new faxes are received. If all the stored faxes are unprinted, the device does not
receive any fax calls until you print or delete the faxes from memory. You might also
want to delete the faxes in memory for security or privacy purposes.
Depending on the sizes of the faxes in memory, you can reprint up to eight of the most
recently printed faxes, if they are still in memory. For example, you might need to reprint
your faxes if you lost the copy of your last printout.
To reprint faxes in memory from the device control panel
1.Make sure you have paper loaded in the main tray.
2.Press Setup.
3.Press right arrow 
 until Print Report appears, and then press OK.
4.Press right arrow 
 until Reprint Faxes appears, and then press OK.
The faxes are printed in the reverse order from which they were received with the
most recently received fax printed first, and so on.
5.Press Start.
6.If you want to stop reprinting the faxes in memory, press Cancel.
To delete all the faxes in memory from the device control panel
▲Turn off the device by pressing the Power button.
All faxes stored in memory are deleted from memory when you turn off the power.
Poll to receive a fax
Polling allows the HP All-in-One to ask another fax machine to send a fax that it has in
its queue. When you use the Poll to Receive feature, the HP All-in-One calls the
designated fax machine and requests the fax from it. The designated fax machine must
be set for polling and have a fax ready to send.
Chapter 5
46 Fax