HP Officejet 4500 User Manual

							NOTE:The HP All-in-One does not support polling pass codes. Polling pass codes
are a security feature that require the receiving fax machine to provide a pass code
to the device it is polling in order to receive the fax. Make sure the device you are
polling does not have a pass code set up (or has not changed the default pass code)
or the HP All-in-One will not be able to receive the fax.
To set up poll to receive a fax from the device control panel
1.Press left arrow 
 or right arrow  to select Black-and-white fax or Color fax, and
then press OK.
2.Press right arrow 
 until Fax Method appears, and then press OK.
3.Press right arrow 
 until Poll to Receive appears, and then press OK.
4.Enter the fax number of the other fax machine.
5.Press Start.
NOTE:If you selected Color Fax but the sender sent the fax in black and white,
the device prints the fax in black and white.
Forward faxes to another number
You can set up the device to forward your faxes to another fax number. A received color
fax is forwarded in black and white.
HP recommends that you verify the number you are forwarding to is a working fax line.
Send a test fax to make sure the fax machine is able to receive your forwarded faxes.
To forward faxes from the device control panel
1.Press Setup.
2.Press right arrow 
 until Fax Settings appears, and then press OK.
3.Press right arrow 
 until Fax Forwarding appears, and then press OK.
4.Press right arrow 
 until On appears, and then press OK.
NOTE:If the device is not able to forward the fax to the designated fax machine
(for example, if it is not turned on), the device prints the fax. If you set up the device
to print error reports for received faxes, it will also print an error report.
5.At the prompt, enter the number of the fax machine that will receive the forwarded
faxes, and then press OK.
Fax Forwarding appears on the device control panel display.
If the device loses power when Fax Forwarding is set up, it saves the Fax
Forwarding setting and phone number. When the power is restored to the device,
the Fax Forwarding setting is still On.
NOTE:You can cancel fax forwarding by pressing Cancel on the device control
panel when the Fax Forwarding message is visible on the display, or you can
select Off from the Fax Fwd, Black menu.
Set the paper size for received faxes
You can select the paper size for received faxes. The paper size you select should match
what is loaded in your main tray. Faxes can be printed on letter, A4, or legal paper only.
Receive a fax 47
 
						

							NOTE:If an incorrect paper size is loaded in the main tray when you receive a fax,
the fax does not print and an error message appears on the display. Load letter, A4,
or legal paper, and then press OK to print the fax.
To set the paper size for received faxes from the device control panel
1.Press Setup.
2.Press right arrow 
 until Fax Settings appears, and then press OK.
3.Press right arrow 
 until Paper Options appears, and then press OK.
4.Press right arrow 
 until Fax Paper Size appears, and then press OK.
5.Press right arrow 
 to select an option, and then press OK.
Set automatic reduction for incoming faxes
The Automatic Reduction setting determines what the HP All-in-One does if it receives
a fax that is too large for the default paper size. This setting is turned on by default, so
the image of the incoming fax is reduced to fit on one page, if possible. If this feature is
turned off, information that does not fit on the first page is printed on a second page.
Automatic Reduction is useful when you receive a legal-size fax and letter-size paper
is loaded in the main tray.
To set automatic reduction from the device control panel
1.Press Setup.
2.Press right arrow 
 until Fax Settings appears, and then press OK.
3.Press right arrow 
 until Paper Options appears, and then press OK.
4.Press right arrow 
 until Auto Fax Resize appears, and then press OK.
5.Press right arrow 
 to select Off or On.
6.Press OK.
Block junk fax numbers
If you subscribe to a caller ID service through your phone provider, you can block specific
fax numbers so the device does not print faxes received from those numbers. When an
incoming fax call is received, the device compares the number to the list of junk fax
numbers to determine if the call should be blocked. If the number matches a number in
the blocked fax numbers list, the fax is not printed. (The maximum number of fax numbers
you can block varies by model.)
NOTE:This feature is not supported in all countries/regions. If it is not supported in
your country/region, Junk Fax Blocker does not appear in the Fax Settings menu.
NOTE:If no phone numbers are added in the Caller ID list, it is assumed that the
user has not signed up for the Caller ID service with the phone company.
•Add numbers to the junk fax list
•
Remove numbers from the junk fax list
•
Print a Junk Fax Report
Chapter 5
48 Fax
 
						

							Add numbers to the junk fax list
You can block specific numbers by adding them to the junk fax list.
To manually enter a number to block
1.Press Setup.
2.Press right arrow 
 to select Fax Settings, and then press OK.
3.Press right arrow 
 to select Junk Fax Blocker, and then press OK.
4.Press right arrow 
 to select Add, and then press OK.
5.To select a fax number to block from the caller ID list, select Select no.
- or -
To manually enter a fax number to block, select Enter no.
6.After entering a fax number to block, press OK.
Make sure you enter the fax number as it appears on the control-panel display, and
not the fax number that appears on the fax header of the received fax, as these
numbers can be different.
7.When the Enter Another? prompt appears, do one of the following:
•If you want to add another number to the list of junk fax numbers, press
Yes, and then repeat step 5 for each number you want to block.
•If you are done, press No.
Remove numbers from the junk fax list
If you no longer want to block a fax number, you can remove a number from your junk
fax list.
To remove numbers from the list of junk fax numbers
1.Press Setup.
2.Press Fax Settings, and then press OK.
3.Press Junk Fax Blocker, and then press OK.
4.Press Delete, and then press OK.
5.Press the right arrow button to scroll through the numbers you have blocked. When
the number you want to remove appears, press OK to select it.
6.When the Delete Another? prompt appears, do one of the following:
•If you want to remove another number from the list of junk fax numbers,
press Yes, and then repeat step 5 for each number you no longer want to block.
•If you are done, press No.
Print a Junk Fax Report
Use the following procedure to print a list of blocked junk fax numbers.
To print a Junk Fax Report
1.Press the 
 (Setup) button.
2.Select Print Report, select Junk Fax Report, and then press OK.
Receive a fax 49
 
						

							Receive faxes to your computer (Fax to PC and Fax to Mac)
Use Fax to PC and Fax to Mac to automatically receive faxes and save faxes directly to
your computer. With Fax to PC and Fax to Mac, you can store digital copies of your faxes
easily and also eliminate the hassle of dealing with bulky paper files.
Received faxes are saved as TIFF (Tagged Image File Format). Once the fax is received,
you get an on-screen notification with a link to the folder where the fax is saved.
The files are named in the following method: XXXX_YYYYYYYY_ZZZZZZ.tif, where X is
the senders information, Y is the date, and Z is the time that the fax was received.
NOTE:Fax to PC and Fax to Mac are available for receiving black-and-white faxes
only. Color faxes are printed instead of being saved to the computer.
This section contains the following topics:
•
Fax to PC and Fax to Mac requirements
•
Activate Fax to PC and Fax to Mac
•
Modify Fax to PC or Fax to Mac settings
•
Turn off Fax to PC or Fax to Mac
Fax to PC and Fax to Mac requirements
• The administrator computer, the computer that activated the Fax to PC or Fax to Mac
feature, must be on at all times. Only one computer can act as the Fax to PC or Fax
to Mac administrator computer.
• The destination folders computer or server, must be on at all times. The destination
computer must also be awake, faxes will not be saved if the computer is asleep or in
hibernate mode.
• HP Digital Imaging monitor in Windows Taskbar must be on at all times.
• Paper must be loaded in the input tray.
Activate Fax to PC and Fax to Mac
Use the Fax to PC Setup Wizard to activate Fax to PC. The Fax to PC Setup Wizard can
be started from the Solution Center or the Fax to PC Setup Wizard on the control panel.
To set up Fax to Mac on Mac OS X, use the HP Setup Assistant (which can be launched
from the HP Utility).
To set up the Fax to PC from the Solution Center (Windows)
1.Open the Solution Center. For more information, see 
Use the HP Solution Center
(Windows).
2.Select Settings, and then select Fax to PC Setup Wizard.
3.Follow the onscreen instructions to set up Fax to PC.
To set up Fax to Mac (Mac OS X)
1.Launch the HP Utility. For instructions, see 
Open the HP Utility.
2.Click the Application icon on the toolbar.
3.Double-click HP Setup Assistant, and then follow the onscreen instructions.
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50 Fax
 
						

							Modify Fax to PC or Fax to Mac settings
You can update the Fax to PC settings from your computer at any time from the Fax
Settings page in the Solution Center. You can update the Fax to Mac settings from the
HP Setup Assistant. You can turn off Fax to PC or Fax to Mac and disable printing faxes
from the device control panel.
To modify settings from the device control panel
1.Press the 
 (Setup) button.
2.Select Basic Fax Setup, select Fax to PC, and then press OK.
3.Select the setting that you want to change. You can change the following settings:
•View PC hostname: View the name of the computer that is set up to administer
Fax to PC or Fax to Mac.
•Turn Off: Turn off Fax to PC or Fax to Mac.
NOTE:Use the Solution Center to turn on Fax to PC or Fax to Mac.
•Disable Fax Print: Choose this option to print faxes as they are received. If you
turn off printing, color faxes will still print.
To modify Fax to PC settings the HP Software
Follow the instructions for your operating system:
Windows
1.Open the Solution Center. For more information, see 
Use the HP Solution Center
(Windows).
2.Select Settings, and then select Fax Settings.
3.Select the Fax to PC Settings tab, change the settings, and then click OK.
Mac OS X
1.Launch the HP Utility. For instructions, see 
Open the HP Utility.
2.Click the Application icon on the toolbar.
3.Double-click HP Setup Assistant, and then follow the onscreen instructions.
Turn off Fax to PC or Fax to Mac
1.Press the 
 (Setup) button.
2.Select Basic Fax Setup, select Fax to PC, and then press OK.
3.Select Turn Off.
Change fax settings
After completing the steps in the getting started guide that came with the device, use the
following steps to change the initial settings or to configure other options for faxing.
•
Configure the fax header
•
Set the answer mode (Auto answer)
•
Set the number of rings before answering
•
Change the answer ring pattern for distinctive ring
Change fax settings 51
 
						

							•Set the fax error correction mode
•
Set the dial type
•
Set the redial options
•
Set the fax speed
•
Set the fax sound volume
Configure the fax header
The fax header prints your name and fax number on the top of every fax you send. HP
recommends that you set up the fax header by using the software that you installed with
the device. You can also set up the fax header from the device control panel, as described
here.
NOTE:In some countries/regions, the fax header information is a legal requirement.
To set or change the fax header
1.Press Setup.
2.Press right arrow 
 to select Fax Settings, and then press OK.
3.Press right arrow 
 to select Fax Header, and then press OK.
4.Enter your personal or company name using the numeric keypad, and then press
OK.
5.Enter your fax number by using the numeric keypad, and then press OK.
Set the answer mode (Auto answer)
The answer mode determines whether the device answers incoming calls.
• Turn on the Auto Answer setting if you want the device to answer faxes
automatically. The device answers all incoming calls and faxes.
• Turn off the Auto Answer setting if you want to receive faxes manually. You must
be available to respond in person to the incoming fax call or the device does not
receive faxes.
To set the answer mode to manual or automatic via the device control panel
1.Press Setup.
2.Press right arrow 
 to select Fax Settings, and then press OK.
3.Press right arrow 
 to select Answer Options, and then press OK.
4.Press right arrow 
 to select Auto Answer, and then press OK.
5.Press right arrow 
 to select On or Off as appropriate for your setup, and then press
OK.
When Auto Answer is On, the device answers calls automatically. When Auto
Answer is Off, it does not answer calls.
Set the number of rings before answering
If you turn on the Auto Answer setting, you can specify how many rings occur before
incoming calls are automatically answered.
The Rings to Answer setting is important if you have an answering machine on the same
phone line as the device, because you want the answering machine to answer the phone
Chapter 5
52 Fax
 
						

							before the device does. The number of rings to answer for the device should be greater
than the number of rings to answer for the answering machine.
For example, set your answering machine to a low number of rings and the device to
answer in the maximum number of rings. (The maximum number of rings varies by
country/region.) In this setup, the answering machine answers the call and the device
monitors the line. If the device detects fax tones, it receives the fax. If the call is a voice
call, the answering machine records the incoming message.
To set the number of rings before answering via the device control panel
1.Press Setup.
2.Press right arrow 
 to select Fax Settings, and then press OK.
3.Press right arrow 
 to select Answer Options, and then press OK.
4.Press right arrow 
 to select Rings to Answer, and then press OK.
5.Enter the appropriate number of rings by using the keypad, or press left arrow 
 or
right arrow 
 to change the number of rings.
6.Press OK to accept the setting.
Change the answer ring pattern for distinctive ring
Many phone companies offer a distinctive ring feature that allows you to have several
phone numbers on one phone line. When you subscribe to this service, each number is
assigned a different ring pattern. You can set up the device to answer incoming calls that
have a specific ring pattern.
If you connect the device to a line with distinctive ring, have your telephone company
assign one ring pattern to voice calls and another ring pattern to fax calls. HP
recommends that you request double or triple rings for a fax number. When the device
detects the specified ring pattern, it answers the call and receives the fax.
If you do not have a distinctive ring service, use the default ring pattern, which is All
Rings.
NOTE:The HP fax cannot receive faxes when the main phone number is off the
hook.
To change the answer ring pattern for distinctive ring via the device control panel
1.Verify that the device is set to answer fax calls automatically.
2.Press Setup.
3.Press right arrow 
 to select Basic Settings, and then press OK.
4.Press right arrow 
 to select Ring Pattern, and then press OK.
When the phone rings with the ring pattern assigned to your fax line, the device
answers the call and receives the fax.
Set the fax error correction mode
Typically, the device monitors the signals on the phone line while it is sending or receiving
a fax. If it detects an error signal during the transmission and the error-correction setting
is on, the device can request that a portion of the fax be resent.
Turn off error correction only if you are having trouble sending or receiving a fax, and you
want to accept the errors in the transmission. Turning off the setting might be useful when
Change fax settings 53
 
						

							you are trying to send a fax to another country/region or receive a fax from another
country/region, or if you are using a satellite phone connection.
To set the fax error-correction mode
1.Press Setup.
2.Press right arrow 
 to select Fax Settings, and then press OK.
3.Press right arrow 
 to select Error Correction, and then press OK.
4.Press right arrow 
 to select On or Off, and then press OK.
Set the dial type
Use this procedure to set tone-dialing or pulse-dialing mode. The factory-set default is
Tone. Do not change the setting unless you know that your phone line cannot use tone
dialing.
NOTE:The pulse-dialing option is not available in all countries/regions.
To set the dial type
1.Press Setup.
2.Press right arrow 
 to select Basic Settings, and then press OK.
3.Press right arrow 
 to select Tone or Pulse, and then press OK.
4.Press right arrow 
 to select the appropriate option, and then press OK.
Set the redial options
If the device was unable to send a fax because the receiving fax machine did not answer
or was busy, the device attempts to redial based on the settings for the busy-redial and
no-answer-redial options. Use the following procedure to turn the options on or off.
•Busy redial: If this option is turned on, the device redials automatically if it receives
a busy signal. The factory-set default for this option is ON.
•No answer redial: If this option is turned on, the device redials automatically if the
receiving fax machine does not answer. The factory-set default for this option is
OFF.
To set the redial options
1.Press Setup.
2.Press right arrow 
 to select Fax Settings, and then press OK.
3.Press right arrow 
 to select Redial Options, and then press OK.
4.Press right arrow 
 to select the appropriate Busy Redial or No Answer Redial
options, and then press OK.
Set the fax speed
You can set the fax speed used to communicate between your device and other fax
machines when sending and receiving faxes.
Chapter 5
54 Fax
 
						

							If you use one of the following, setting the fax speed to a slower speed might be required:
• An Internet phone service
• A PBX system
• Fax over Internet Protocol (FoIP)
• An integrated services digital network (ISDN) service
If you experience problems sending and receiving faxes, try using a lower Fax Speed.
The following table provides the available fax speed settings.
Fax speed settingFax speed
Fastv.34 (33600 baud)
Mediumv.17 (14400 baud)
Slowv.29 (9600 baud)
To set the fax speed from the device control panel
1.Press Setup.
2.Press right arrow 
 to select Fax Settings, and then press OK.
3.Press right arrow 
 to select Fax Speed, and then press OK.
4.Select an option using the arrow keys, and then press OK.
Set the fax sound volume
Use this procedure to increase or decrease the volume of the fax sounds.
To set the fax sound volume via the device control panel
▲Press Setup, select Fax Sound Volume, and then use the arrow keys to increase or
decrease the volume. Press OK to select the volume.
Fax over Internet Protocol (FoIP)
You may subscribe to a low cost phone service that allows you to send and receive faxes
with your device by using the Internet. This method is called Fax over Internet Protocol
(FoIP). You probably use a FoIP service (provided by your telephone company) if you:
• Dial a special access code along with the fax number, or
• Have an IP converter box that connects to the Internet and provides analog phone
ports for the fax connection.
NOTE:You can only send and receive faxes by connecting a phone cord to the port
labeled 1-LINE on the device. This means that your connection to the Internet must
be done either through a converter box (which supplies regular analog phone jacks
for fax connections) or your telephone company.
Some Internet faxing services do not work properly when the device is sending and
receiving faxes at high speed (33600 bps) or when sending color faxes. If you experience
problems sending and receiving faxes while using an Internet fax service, use a slower
fax speed and only send black-and-white faxes. You can do this by using a lower Fax
Speed setting. For information on changing this setting, see 
Set the fax speed.
Fax over Internet Protocol (FoIP) 55
 
						

							NOTE:If you have questions about Internet faxing, contact your Internet faxing
services support department or your local service provider for further assistance.
Use reports
You can set up the device to print error reports and confirmation reports automatically for
each fax you send and receive. You can also manually print system reports as required;
these reports provide useful system information about the device.
By default, the device is set to print a report only if there is a problem sending or receiving
a fax. A confirmation message that indicates whether a fax was successfully sent appears
briefly on the control-panel display after each transaction.
NOTE:If the reports are not legible, you can check the estimated ink levels from the
control panel, HP Solution Center (Windows), or HP Utility (Mac OS X).
NOTE:Ink level alerts and indicators provide estimates for planning purposes only.
When you receive a low-ink alert, consider having a replacement cartridge available
to avoid possible printing delays. You do not need to replace the ink cartridges until
print quality becomes unacceptable.
NOTE:Ensure that the printhead and ink cartridges are in good conditions and
installed properly.
This section contains the following topics:
•
Print fax confirmation reports
•
Print fax error reports
•
Print and view the fax log
•
Clear the fax log
•
Print the details of the last fax transaction
•
Print a Caller ID History Report
Print fax confirmation reports
If you require printed confirmation that your faxes were successfully sent, follow these
instructions to enable fax confirmation before sending any faxes. Select either On Fax
Send or Send & Receive.
The default fax confirmation setting is Off. This means that a confirmation report is not
printed for each fax sent or received. A confirmation message indicating whether a fax
was successfully sent appears briefly on the control-panel display after each transaction.
NOTE:You can include an image of the first page of the fax on the Fax Sent
Confirmation report if you choose On Fax Send or Send & Receive, and if you scan
the fax to send from memory.
To enable fax confirmation
1.Press the 
 (Setup) button.
2.Press right arrow 
 to select Print Report, and then press OK.
Chapter 5
56 Fax