HP OfficeJet J4660 User Manual
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NOTE:To edit a scanned image, OCR software must be installed on your computer. •Edit a scanned photo or graphic • Edit a scanned document using optical character recognition (OCR) software Edit a scanned photo or graphic You can edit a scanned photo or graphic using the HP Photosmart Software. Use this software to adjust the brightness, contrast, color saturation, and more. You can also rotate the image using the HP Photosmart Software. For more information, see the onscreen HP Photosmart Software Help. Edit a scanned document using optical character recognition (OCR) software You can use OCR software to import scanned text into your preferred word-processing program for editing. This allows you to edit letters, newspaper clippings, and many other documents. You can specify the word-processing program that you want to use for editing. If the word-processing icon is not present or active, either you do not have word-processing software installed on your computer, or the scanner software did not recognize the program during the installation. See the onscreen Help for the HP photo and imaging software for information about how to create a link to the word-processing program. The OCR software does not support scanning colored text. Colored text is always converted to black-and-white text before being sent to OCR. Thus, all text in the final document is in black and white, regardless of the original color. Because of the complexity of some word-processing programs and their interaction with the device, it is sometimes preferable to scan to Wordpad (a Windows accessory), and then cut and paste the text into the preferred word-processing program. Change scan settings To change scan settings • HP Device Manager (Mac OS) : Launch HP Device Manager , click Information and Settings , and then select Scan Preferences from the drop-down list. • Windows : Open the device software, select Settings, select Scan Settings and Preferences , then select from the available options and make your selections. Cancel a scan job To cancel a scan job, press Cancel on the device control panel. Cancel a scan job 37
5 Copy You can produce high-quality color and grayscale copies on a variety of paper types and sizes. NOTE:To make a copy, the HP All-in-One must be connected to a computer, the computer must be turned on and you must be logged on, and the software must be installed and running. Also, the HP Digital Imaging Monitor in the Windows Taskbar must be installed and turned on at all times. On a Macintosh computer, once the software is installed, it is always available when you turn on the computer. 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: • Make copies • Cancel a copy job Make copies NOTE: To make a copy, the HP All-in-One must be connected to a computer, the computer must be turned on and you must be logged on, and the software must be installed and running. Also, the HP Digital Imaging Monitor in the Windows Taskbar must be installed and turned on at all times. On a Macintosh computer, once the software is installed, it is always available when you turn on the computer. To make a copy 1. Make sure you have paper loaded in the main tray. 2. Place your original face down on the scanner glass. For more information, see Load originals . 3. Use the the left arrow or the right arrow to select one of the following functions: • PC Copy B&W : To select a black-and-white copy job. • PC Copy Color : To select a color copy job. NOTE:If you have a color original, selecting the PC Copy B&W function produces a black-and-white copy of the color original, while selecting the PC Copy Color function produces a full-color copy of the color original. 4.Press OK. 5. Press Start. 38 Copy
NOTE:If you are using a computer running Windows, the product makes one copy and launches the HP Copy software so you can make additional copies. If you are using a Macintosh computer, refer to your computer for a preview of your copy. If necessary, edit the preview image, then click Accept and print your copies. Cancel a copy job To stop copying, press Cancel on the device control panel. Cancel a copy job 39
6Fax 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. If the device is directly connected to a computer, you can use the HP photo and imaging software to perform fax procedures that are not available from the device control panel. For more information, see Use the HP photo and imaging software . 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 the Internet • Test fax setup • Use reports • Cancel a fax 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. • 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 color original or photo fax • Change the fax resolution and Lighter / Darker settings • Send a fax in Error Correction Mode Send a basic fax You can easily send a single- or multiple-page black-and-white fax by using the device control panel. 40 Fax
NOTE:If you need printed confirmation that your faxes were successfully sent, enable fax confirmation before sending any faxes. 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. NOTE: The Speed Dial and Redial buttons are only available with the HP Officejet J4660 All-in-One. To send a basic fax 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 or Fax Color , and then press OK. 3. Enter the fax number by using the keypad, or by pressing Speed Dial or Redial to redial the last number dialed (HP Officejet J4660). TIP: To add a pause in the fax number you are entering, press Redial, or press the * button repeatedly, until a dash ( -) appears on the display. NOTE: After entering a number, you can select a fax number from the speed dial list. You can also select a number from the speed dial list, and then enter a phone number after the number. You cannot enter a fax number that has more than 50 characters. 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. For additional information, see Load originals . 2. Press the the left arrow or the right arrow to select Fax B&W or Fax Color , and then press OK. Send a fax 41
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. 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, and then place the original in the ADF. 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. To send a fax manually from a phone using the attached handset (HP Officejet J4660) 1. Load your originals. For additional information, see Load originals . 2. Pick up the handset that is attached to the HP All-in-One and dial the number by using the keypad on the device control panel. TIP: To switch between Fax B&W or Fax Color , press the Back button. 3.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. 4. Press the the left arrow or the right arrow to select Fax B&W or Fax Color , and then press OK. 5. When you are ready to send the fax, press Start. NOTE: If prompted, select Send Fax, and then press Start again. 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. NOTE: When sending a fax manually using the All-in-Ones handset, the Scan and Copy functions are not available. Chapter 6 42 Fax
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 in the automatic document feeder (ADF) . 2. Press the the left arrow or the 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 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 originals . 2. Press the the left arrow or the 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 the right arrow until Fax Method appears, and then press OK. Send a fax 43
5.Press the 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 originals . 2. Press the the left arrow or the right arrow to select Fax B&W or Fax Color , and then press OK. 3. Press the right arrow until Fax Method appears, and then press OK. 4. Press the 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. 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 the left arrow or the right arrow to select Fax B&W or Fax Color , and then press OK. 2. Press the right arrow until Fax Method appears, and then press OK. 3. Press the 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 This section contains the following topics: • Send a fax to multiple recipients from the device control panel Chapter 6 44 Fax
Send a fax to multiple recipients from the device control panel 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 originals . 2. Press the the left arrow or the right arrow to select Fax B&W , and then press OK . 3. Press the the left arrow or the 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 or you can press the Speed Dial button repeatedly (HP Officejet J4660 only). 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 color original or photo fax You can fax a color original or photo from the device. If it determines that the recipients fax machine only supports black-and-white faxes, the fax is sent in black and white. HP recommends that you use only color originals for color faxing. To send a color original or photo fax 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 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 Start. If the device detects an original loaded in the automatic document feeder, it sends the document to the number you entered. NOTE: If the recipients fax machine only supports black-and-white faxes, the HP All-in-One automatically sends the fax in black and white. A message appears after the fax has been sent indicating that the fax was sent in black and white. Press OK to clear the message. Send a fax 45
Change the fax resolution and Lighter / Darker settings You can change the Resolution and Lighter / Darker settings for documents that you are faxing. NOTE: These settings do not affect copy settings. Copy quality and lightness/ darkness are set independentl y from fax resolution and lightness/darkness. Also, the settings that you change from the device control panel do not affect faxes you send from your computer. This section contains the following topics: • Change the fax resolution • Change the Lighter / Darker setting • Set new default settings Change the fax resolution The Resolution setting affects the transmission speed and quality of faxed black-and- white documents. If the receiving fax machine does not support the resolution you have chosen, the HP All-in-One sends faxes at the highest resolution supported by the receiving fax machine. NOTE: You can only change the resolution for faxes that you are sending in black and white. The device sends all color faxes using Fine resolution. The following resolution settings are available for sending faxes: Fine, Very Fine , Photo , and Standard . • Fine : provides high-quality text suitable for faxing most documents. This is the default setting. When sending faxes in color, the device always uses the Fine setting. • Very Fine : provides the best quality fax when you are faxing documents with very fine detail. If you choose Very Fine, be aware that the faxing process takes longer to complete and you can only send blac k-and-white faxes using this resolution. If you send a color fax, it will be sent using Fine resolution instead. • Photo : provides the best quality fax when sending photographs in black and white. If you choose Photo, be aware that the faxing process takes longer to complete. When faxing photographs in black and white, HP recommends that you choose Photo . • Standard : provides the fastest possible fax transmission with the lowest quality. When you exit the Fax menu, this option returns to the default setting unless you set your changes as the default. To change the resolution 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 Resolution appears, and then press OK. Chapter 6 46 Fax