HP OfficeJet J4580 User Manual

							
5.Press the right arrow  to select a resolution setting, and then press  OK.
6. Press  Start.
If the device detects an original loaded in the automatic document feeder, it sends
the document to the number you entered.
Change the Lighter / Darker setting
You can change the contrast of a fax to be darker or lighter than the original. This
feature is useful if you are faxing a document that is faded, washed out, or
handwritten. You can darken the original by adjusting the contrast.
NOTE: The Lighter / Darker  setting applies to black-and-white faxes only, not
color faxes.
When you exit the Fax menu, this option returns to the default setting unless you set
your changes as the default.
To change the Lighter / Darker setting from the device control panel
1. Load your originals. For additional information, see 
Load originals .
2. Press the the left arrow 
 or the right arrow  to select  Fax B&W , 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 the right arrow 
 until  Lighter / Darker  appears, and then press  OK.
5. Press the the left arrow 
 to lighten the fax or press the right arrow  to darken it,
and then press  OK.
The indicator moves to the left or right as you press an arrow button.
6. Press  Start.
If the device detects an original loaded in the automatic document feeder, it sends
the document to the number you entered.
Set new default settings
You can change the default value for the  Resolution and Lighter / Darker  settings
through the device control panel.
To set new default settings from the device control panel
1. Make changes to the  Resolution and Lighter / Darker  fax settings, and then
press  OK.
2. Press the right arrow 
 until  Set As Default  appears, and then press  OK.
3. Press the right arrow 
 until  Yes appears, and then press  OK.
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 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.
Send a fax 47
 
						

							
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 the right arrow 
 until  Fax Settings  appears, and then press  OK.
3. Press the right arrow 
 until  Error Correction Mode  appears, and then press  OK.
4. Press the 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
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.
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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 the left arrow 
 or the 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 49
 
						

							
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 the right arrow 
 until  Tools  appears, and then press  OK.
3. Press the right arrow 
 until  Backup fax  appears, and then press  OK.
4. Press the 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 the right arrow 
 until  Print Report  appears, and then press  OK.
4. Press the 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.
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50 Fax
 
						

							
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 the left arrow 
 or the right arrow  to select  Black-and-white fax  or Color
fax , and then press  OK.
2. Press the right arrow 
 until  Fax Method  appears, and then press  OK.
3. Press the 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 the right arrow 
 until  Fax Settings  appears, and then press  OK.
3. Press the right arrow 
 until  Fax Forwarding  appears, and then press  OK.
4. Press the 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.
Receive a fax 51
 
						

							
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.
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 the right arrow 
 until  Fax Settings  appears, and then press  OK.
3. Press the right arrow 
 until  Paper Options  appears, and then press  OK.
4. Press the right arrow 
 until  Fax Paper Size  appears, and then press  OK.
5. Press the 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 the right arrow 
 until  Fax Settings  appears, and then press  OK.
3. Press the right arrow 
 until  Paper Options  appears, and then press  OK.
4. Press the right arrow 
 until  Auto Fax Resize  appears, and then press  OK.
5. Press the 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.
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52 Fax
 
						

							
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
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 the right arrow 
 to select  Fax Settings , and then press  OK.
3. Press the right arrow 
 to select  Junk Fax Blocker , and then press OK.
4. Press the 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.
Receive faxes to your computer
Use Fax to PC to automatically receive faxes and save faxes directly to your
computer. With Fax to PC, you can store  digital copies of your faxes easily and also
Receive a fax53
 
						

							
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 a 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 is available for receiving black-and-white faxes only. Color
faxes are printed instead of being saved to the computer.
NOTE: Fax to PC is only supported on Windows.
NOTE: Faxes stored in the device memory will be lost if power is lost.
This section contains the following topics:
•
Activate Fax to PC
•
Modify Fax to PC settings
Activate Fax to PC
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.
NOTE: If you turn on Fax to PC, make  sure the Backup Fax Reception is set to
On.
Fax to PC requirements:
• The administrator program, the computer that activated the Fax to PC feature,
must be on at all times. Only one computer  can act as the Fax to PC administrator
computer.
• The destination folders computer or server, if different than the Fax to PC administrator computer, 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.
To start the Fax to PC Setup Wizard from the Solution Center
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.
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Fax
 
						

							
Modify Fax to PC 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 turn off Fax to PC and disable printing
faxes from the device control panel.
To modify Fax to PC settings from the device control panel
1. Press the  Setup button, select  Fax Settings, and then Fax to PC.
2. 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.
• Turn Off : Turn off Fax to PC.
NOTE:Use the Solution Center to turn on Fax to PC.
•Disable Fax Print : Choose this option to print faxes as they are received. If
you turn off printing, color faxes will still print.
NOTE: Because color faxes are not saved to the computer, color faxes
are still printed. However, some multi-page color faxes may be too large for
the device memory.
To modify Fax to PC settings from the Solution Center
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.
4. Make any changes to the settings you want to modify. Press  OK.
NOTE: Any changes you make will overwrite the original settings.
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
•
Set the fax error correction mode
•
Set the dial type
•
Set the redial options
•
Set the fax speed
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
Change fax settings 55
 
						

							
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 the right arrow 
 to select  Fax Settings , and then press  OK.
3. Press the 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 the right arrow 
 to select  Fax Settings , and then press  OK.
3. Press the right arrow 
 to select  Answer Options , and then press OK.
4. Press the right arrow 
 to select  Auto Answer , and then press  OK.
5. Press the 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 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
Chapter 6
56 Fax