HP Officejet J5780 User Manual

							6.Now you need to decide how you want the HP All-in-One to answer calls,
automatically or manually:
• If you set up the HP All-in-One to answer calls automatically, it answers all
incoming calls and receives faxes. The HP All-in-One will not be able to
distinguish between fax and voice calls in this case; if you suspect the call is a
voice call, you will need to answer it before the HP All-in-One answers the call.
To set up the HP All-in-One to answer calls automatically, turn on the Auto
Answer setting.
• If you set up the HP All-in-One to answer faxes manually, you must be available
to respond in person to incoming fax calls or the HP All-in-One cannot receive
faxes. To set up the HP All-in-One to answer calls manually, turn off the Auto
Answer setting.
7.Run a fax test.
If you pick up the phone before the HP All-in-One answers the call and hear fax tones
from a sending fax machine, you will need to answer the fax call manually.
Case I: Shared voice/fax line with answering machine
If you receive both voice calls and fax calls at the same phone number, and you also have
an answering machine that answers voice calls at this phone number, set up the HP All-
in-One as described in this section.
Figure 4-9 Back view of the HP All-in-One
1Telephone wall jack
2IN port on your answering machine
3OUT port on your answering machine
4Telephone (optional)
5Answering machine
6Use the phone cord supplied in the box with the HP All-in-One to connect to the 1-LINE port
Fax setup 39
 
						

							To set up the HP All-in-One with a shared voice/fax line with answering machine
1.Remove the white plug from the port labeled 2-EXT on the back of the HP All-in-One.
2.Unplug your answering machine from the telephone wall jack, and connect it to the
port labeled 2-EXT on the back of the HP All-in-One.
NOTE:If you do not connect your answering machine directly to the HP All-in-
One, fax tones from a sending fax machine might be recorded on your answering
machine, and you probably will not be able to receive faxes with the HP All-in-
One.
3.Using the phone cord supplied in the box with the HP All-in-One, connect one end to
your telephone wall jack, then connect the other end to the port labeled 1-LINE on
the back of the HP All-in-One.
NOTE:If you do not use the supplied cord to connect from the telephone wall
jack to the HP All-in-One, you might not be able to fax successfully. This special
phone cord is different from the phone cords you might already have in your home
or office.
4.(Optional) If your answering machine does not have a built-in phone, for convenience
you might want to connect a phone to the back of your answering machine at the
OUT port.
NOTE:If your answering machine does not let you connect an external phone,
you can purchase and use a parallel splitter (also known as a coupler) to connect
both the answering machine and telephone to the HP All-in-One. You can use
standard phone cords for these connections.
5.Turn on the Auto Answer setting.
6.Set your answering machine to answer after a low number of rings.
7.Change the Rings to Answer setting on the HP All-in-One to the maximum number
of rings supported by your device. (The maximum number of rings varies by country/
region.)
8.Run a fax test.
When the phone rings, your answering machine will answer after the number of rings you
have set, and then play your recorded greeting. The HP All-in-One monitors the call during
this time, listening for fax tones. If incoming fax tones are detected, the HP All-in-One
will emit fax reception tones and receive the fax; if there are no fax tones, the HP All-in-
One stops monitoring the line and your answering machine can record a voice message.
Case J: Shared voice/fax line with computer dial-up modem and answering
machine
If you receive both voice calls and fax calls at the same phone number, and you also have
a computer dial-up modem and answering machine connected on this phone line, set up
the HP All-in-One as described in this section.
Since your computer dial-up modem shares the phone line with the HP All-in-One, you
will not be able to use both your modem and the HP All-in-One simultaneously. For
example, you cannot use the HP All-in-One for faxing if you are using your computer dial-
up modem to send an e-mail or access the Internet.
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40 Finish setting up the HP All-in-One
 
						

							There are two different ways to set the HP All-in-One with your computer based on the
number of phone ports on your computer. Before you begin, check your computer to see
if it has one or two phone ports.
•If your computer has only one phone port, you will need to purchase a parallel splitter
(also called a coupler), as shown below. (A parallel splitter has one RJ-11 port on the
front and two RJ-11 ports on the back. Do not use a 2-line phone splitter, a serial
splitter, or a parallel splitter which has two RJ-11 ports on the front and a plug on the
back.)
Figure 4-10 Example of a parallel splitter
•If your computer has two phone ports, set up the HP All-in-One as described below.
Figure 4-11 Back view of the HP All-in-One
1Telephone wall jack
2IN phone port on your computer
3OUT phone port on your computer
4Telephone (optional)
5Answering machine
6Computer with modem
7Use the phone cord supplied in the box with the HP All-in-One to connect to the 1-LINE
port
Fax setup 41
 
						

							To set up the HP All-in-One on the same phone line as a computer with two phone
ports
1.Remove the white plug from the port labeled 2-EXT on the back of the HP All-in-One.
2.Find the phone cord that connects from the back of your computer (your computer
dial-up modem) to a telephone wall jack. Disconnect the cord from the telephone wall
jack and plug it into the port labeled 2-EXT on the back of the HP All-in-One.
3.Unplug your answering machine from the telephone wall jack, and connect it to the
“OUT” port on the back of your computer modem.
This allows a direct connection between the HP All-in-One and your answering
machine, even though the computer modem is connected first in line.
NOTE:If you do not connect your answering machine in this way, fax tones from
a sending fax machine might be recorded on your answering machine, and you
might not be able to receive faxes with the HP All-in-One.
4.Using the phone cord supplied in the box with the HP All-in-One, connect one end to
your telephone wall jack, then connect the other end to the port labeled 1-LINE on
the back of the HP All-in-One.
NOTE:If you do not use the supplied cord to connect from the telephone wall
jack to the HP All-in-One, you might not be able to fax successfully. This special
phone cord is different from the phone cords you might already have in your home
or office.
5.(Optional) If your answering machine does not have a built-in phone, for convenience
you might want to connect a phone to the back of your answering machine at the
OUT port.
NOTE:If your answering machine does not let you connect an external phone,
you can purchase and use a parallel splitter (also known as a coupler) to connect
both the answering machine and telephone to the HP All-in-One. You can use
standard phone cords for these connections.
6.If your modem software is set to receive faxes to your computer automatically, turn
off that setting.
NOTE:If you do not turn off the automatic fax reception setting in your modem
software, the HP All-in-One will not be able to receive faxes.
7.Turn on the Auto Answer setting.
8.Set your answering machine to answer after a low number of rings.
9.Change the Rings to Answer setting on the HP All-in-One to the maximum number
of rings supported by your device. (The maximum number of rings varies by country/
region.)
10.Run a fax test.
When the phone rings, your answering machine will answer after the number of rings you
have set, and then play your recorded greeting. The HP All-in-One monitors the call during
this time, listening for fax tones. If incoming fax tones are detected, the HP All-in-One
will emit fax reception tones and receive the fax; if there are no fax tones, the HP All-in-
One stops monitoring the line and your answering machine can record a voice message.
Chapter 4
42 Finish setting up the HP All-in-One
 
						

							Case K: Shared voice/fax line with computer dial-up modem and voice mail
If you receive both voice calls and fax calls at the same phone number, use a computer
dial-up modem on the same phone line, and subscribe to a voice mail service through
your telephone company, set up the HP All-in-One as described in this section.
NOTE:You cannot receive faxes automatically if you have a voice mail service at
the same phone number you use for fax calls. You must receive faxes manually; this
means you must be available to respond in person to incoming fax calls. If you want
to receive faxes automatically instead, contact your telephone company to subscribe
to a distinctive ring service, or to obtain a separate phone line for faxing.
Since your computer dial-up modem shares the phone line with the HP All-in-One, you
will not be able to use both your modem and the HP All-in-One simultaneously. For
example, you cannot use the HP All-in-One for faxing if you are using your computer dial-
up modem to send an e-mail or access the Internet.
There are two different ways to set up the HP All-in-One with your computer based on
the number of phone ports on your computer. Before you begin, check your computer to
see if it has one or two phone ports.
•If your computer has only one phone port, you will need to purchase a parallel splitter
(also called a coupler), as shown below. (A parallel splitter has one RJ-11 port on the
front and two RJ-11 ports on the back. Do not use a 2-line phone splitter, a serial
splitter, or a parallel splitter which has two RJ-11 ports on the front and a plug on the
back.)
Figure 4-12 Example of a parallel splitter
Fax setup 43
 
						

							•If your computer has two phone ports, set up the HP All-in-One as described below.
Figure 4-13 Back view of the HP All-in-One
1Telephone wall jack
2IN phone port on your computer
3OUT phone port on your computer
4Telephone
5Computer with modem
6Use the phone cord supplied in the box with the HP All-in-One to connect to the 1-LINE
port
To set up the HP All-in-One on the same phone line as a computer with two phone
ports
1.Remove the white plug from the port labeled 2-EXT on the back of the HP All-in-One.
2.Find the phone cord that connects from the back of your computer (your computer
dial-up modem) to a telephone wall jack. Disconnect the cord from the telephone wall
jack and plug it into the port labeled 2-EXT on the back of the HP All-in-One.
3.Connect a phone to the OUT port on the back of your computer dial-up modem.
4.Using the phone cord supplied in the box with the HP All-in-One, connect one end to
your telephone wall jack, then connect the other end to the port labeled 1-LINE on
the back of the HP All-in-One.
NOTE:If you do not use the supplied cord to connect from the telephone wall
jack to the HP All-in-One, you might not be able to fax successfully. This special
phone cord is different from the phone cords you might already have in your home
or office.
5.If your modem software is set to receive faxes to your computer automatically, turn
off that setting.
NOTE:If you do not turn off the automatic fax reception setting in your modem
software, the HP All-in-One will not be able to receive faxes.
6.Turn off the Auto Answer setting.
7.Run a fax test.
You must be available to respond in person to incoming fax calls, or the HP All-in-One
cannot receive faxes.
Chapter 4
44 Finish setting up the HP All-in-One
 
						

							Change settings on the HP All-in-One to receive faxes
In order to receive faxes successfully, you might need to change some settings on the
HP All-in-One. If you are unsure which setting to choose for a specific fax option, refer to
the detailed fax setup instructions provided in the printed documentation.
This section contains the following topics:
•
Choose the recommended answer mode for your setup
•
Set the answer mode
•
Set the number of rings before answering
•
Change the answer ring pattern for distinctive ringing
Choose the recommended answer mode for your setup
Refer to the table below to determine how you should answer incoming fax calls based
on your home or office setup. From the first column in the table, choose the type of
equipment and services applicable to your office setup. Then, look up the appropriate
setting in the second column. The third column describes how the HP All-in-One answers
incoming calls.
After you have determined the recommended answer mode setting for your home or office
setup, see 
Set the answer mode for more information.
Equipment/services sharing
your fax lineRecommended
Auto Answer
settingDescription
None.
(You have a separate phone line
on which you receive only fax
calls.)OnThe HP All-in-One automatically answers all incoming
calls using the Rings to Answer setting.
A shared voice and fax line and no
answering machine.
(You have a shared phone line in
which you receive both voice and
fax calls.)OffThe HP All-in-One will not automatically answer calls.
You must press Start Fax Black or Start Fax Color
to receive a fax.
You might use this setting if the majority of calls on this
phone line are voice calls and you rarely receive
faxes.
Voice mail service provided by
your telephone company.OffThe HP All-in-One will not automatically answer calls.
You must press Start Fax Black or Start Fax Color
to receive a fax.
An answering machine and a
shared voice and fax line.OnThe HP All-in-One will not automatically answer calls.
Instead, the HP All-in-One will monitor the line when
the call is answered by a person or by the answering
machine. If the HP All-in-One detects fax tones on the
line, the HP All-in-One receives the fax. If the
answering machine answers a voice call, the
answering machine records the incoming message.
In addition to the Auto Answer setting, set the
number of rings to answer on the HP All-in-One to a
greater number of rings than the answering machine.
You want the answering machine to answer before the
HP All-in-One.
Fax setup 45
 
						

							Equipment/services sharing
your fax lineRecommended
Auto Answer
settingDescription
Distinctive ringing service.OnThe HP All-in-One automatically answers all incoming
calls. Make sure the ring pattern the phone company
set for your fax line matches the Distinctive Ring
setting on the HP All-in-One.
Related topics
•
Set the number of rings before answering
•
Receive a fax manually
•
Change the answer ring pattern for distinctive ringing
Set the answer mode
The answer mode determines whether the HP All-in-One answers incoming calls or not.
•Turn on the Auto Answer setting if you want the HP All-in-One to answer faxes
automatically. The HP All-in-One will answer 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 HP All-in-One will not
receive faxes.
To set the answer mode
1.Press Setup.
2.Press 4, and then press 2.
This selects Basic Fax Setup and then selects Rings to Answer.
3.Enter the appropriate number of rings by using the keypad, or press 
 or  to change
the number of rings.
4.Press OK to accept the setting.
Related topics
•
Receive a fax manually
•
Choose the recommended answer mode for your setup
Set the number of rings before answering
If you turn on the Auto Answer setting, you can specify how many rings should occur
before the HP All-in-One automatically answers the incoming call.
The Rings to Answer setting is important if you have an answering machine on the same
phone line as the HP All-in-One, because you want the answering machine to answer
the phone before the HP All-in-One does. The number of rings to answer for the HP All-
in-One 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 HP All-in-One
to answer in the maximum number of rings. (The maximum number of rings varies by
country/region.) In this setup, the answering machine will answer the call and the HP All-
in-One will monitor the line. If the HP All-in-One detects fax tones, the HP All-in-One will
receive the fax. If the call is a voice call, the answering machine will record the incoming
message.
Chapter 4
(continued)
46 Finish setting up the HP All-in-One
 
						

							To set the number of rings before answering from the control panel
1.Press Setup.
2.Press 4, and then press 3.
This selects Basic Fax Setup and then selects Rings to Answer.
3.Enter the appropriate number of rings by using the keypad, or press 
 or  to change
the number of rings.
4.Press OK to accept the setting.
Related topics
Set the answer mode
Change the answer ring pattern for distinctive ringing
Many phone companies offer a distinctive ringing feature that allows you to have several
phone numbers on one phone line. When you subscribe to this service, each number will
have a different ring pattern. You can set up the HP All-in-One to answer incoming calls
that have a specific ring pattern.
If you connect the HP All-in-One to a line with distinctive ringing, 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 HP All-
in-One detects the specified ring pattern, it will answer the call and receive the fax.
If you do not have a distinctive ring service, use the default ring pattern, which is All
Rings.
To change the distinctive ring pattern from the control panel
1.Verify that the HP All-in-One is set to answer fax calls automatically.
2.Press Setup.
3.Press 5, and then press 1.
This selects Advanced Fax Setup and then selects Distinctive Ring.
4.Press 
 to select an option, and then press OK.
When the phone rings with the ring pattern assigned to your fax line, the HP All-in-
One answers the call and receives the fax.
Related topics
Set the answer mode
Test your fax setup
You can test your fax setup to check the status of the HP All-in-One and to make sure it
is set up properly for faxing. Perform this test after you have completed setting up the
HP All-in-One for faxing. The test does the following:
•Tests the fax hardware
•Verifies the correct type of phone cord is connected to the HP All-in-One
•Checks that the phone cord is plugged into the correct port
•Checks for a dial tone
Fax setup 47
 
						

							•Checks for an active phone line
•Tests the status of your phone line connection
The HP All-in-One prints a report with the results of the test. If the test fails, review the
report for information on how to fix the problem and rerun the test.
To test your fax setup from the control panel
1.Set up the HP All-in-One for faxing according to your particular home or office setup
instructions.
2.Insert the print cartridges and load full-size paper in the input tray before starting the
test.
3.Press Setup.
4.Press 6, then press 6 again.
This selects the Tools menu and then selects Run Fax Test.
The HP All-in-One displays the status of the test on the display and prints a report.
5.Review the report.
• If the test passes and you are still having problems faxing, check the fax settings
listed in the report to verify the settings are correct. A blank or incorrect fax setting
can cause problems faxing.
• If the test fails, review the report for more information on how to fix any problems
found.
6.After you pick up the fax report from the HP All-in-One, press OK.
If necessary, resolve any problems found and rerun the test.
Set 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 HP All-in-One. You can also set up the fax header from the control panel, as described
here.
NOTE:In some countries/regions the fax header information is a legal requirement.
To set a default fax header from the control panel
1.Press Setup.
2.Press 4, and then press 1.
This selects Basic Fax Setup and then selects Fax Header.
3.Enter your personal or company name, and then press OK.
4.Enter your fax number by using the numeric keypad, and then press OK.
Related topics
Text and symbols
Set up speed dialing
You can assign speed dial entries to fax numbers you use often. This lets you dial those
numbers quickly by using the control panel.
Chapter 4
48 Finish setting up the HP All-in-One