HP Officejet Pro 8500 A Manual

							
Requirements
Before you set up the digital solutions, make sure you have the following:
For all HP Digital Solutions
•A network connection
The printer can be connected either through a wireless connection or using an
Ethernet cable.
NOTE: If the printer is connected using a USB cable, you scan documents to
a computer or attach scans to an e-mail message using the HP software. For
more information, see 
Scananoriginal. You can receive faxes to your
computer using Fax to PC or Fax to Mac. For more information, see 
Receive
faxestoyourcomputer(FaxtoPCandFaxtoMac).
• The HP software
HP recommends that you set up the HP Digital Solutions using the HP software
provided with the printer.
TIP: If you would like to set up the HP Digital Solutions without installing the
HP software, you can use the printer’s embedded Web server.
For Scan to Network Folder, Fax to Network Folder
• Appropriate privileges on the network
You must have write access to the folder.
• The name of the computer where the folder is located
For information about finding the computer name, see the documentation for your
operating system.
• The network address for the folder
On computer running Windows, network addresses are usually written in this
format:  \\mypc\sharedfolder\
• A Windows shared folder or an SMB Shared Folder (Mac OS X only)
For information about finding the computer name, see the documentation for your
operating system.
• A username and password for the network (if necessary)
For example, the Windows or Mac OS X username and password used to log onto
the network.
NOTE: HP Direct Digital Filing does not support Active Directory.
Requirements 47 
						

							
For Scan to E-mail, Fax to E-mail
Note: If you are using the HP Officejet Pro 8500A (A910a-f), you can only use Scan to
Network Folder and Fax to Network Folder. To find your model number, see 
Finding
theprintermodelnumber.
• A valid email address
• Outgoing SMTP server information
• An active Internet connection
If you are setting up Scan to E-mail or Fax to E-mail on a computer running Windows,
the setup wizard can automatically detect the e-mail settings for the following e-mail
applications:
• Microsoft Outlook 2003–2007 (Windows XP, Windows Vista, and Windows 7)
• Outlook Express (Windows XP)
• Windows Mail (Windows Vista)
• Mozilla Thunderbird (Windows XP, Windows Vista, and Windows 7)
• Qualcomm Eudora (version 7.0 and above) (Windows XP and Windows Vista)
• Netscape (version 7.0) (Windows XP)
However, if your e-mail application is not listed above, you can still set up and use
Scan to E-mail and Fax to E-mail if your e-mail application meets the requirements
listed in this section.
Set up the HP Digital Solutions
You can set up the HP Digital Solutions using the HP software provided with the printer
—either using software wizards that you can open from the HP printer software
(Windows) or the HP Utility (Mac OS X).
TIP: You can also use the printer's embedded Web server (EWS) to set up the
HP Digital Solutions. For more information about using the EWS, see 
Embedded
Webserver.
NOTE: If you are using the printer in an IPv6-only network environment, you must
set up the digital solutions using the EWS.
This section contains the following topics:
•
SetupHPDirectDigitalFiling
•
SetUpHPDigitalFax
Set up HP Direct Digital Filing
To set up HP Direct Digital Filing, follow the appropriate instructions.
NOTE: You can also use these steps to change settings in the future or turn off
the feature.
This section contains the following topics:
•
SetUpScantoNetworkFolder
•
SetUpScantoE-mail
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48 HP Digital Solutions  
						

							
Set Up Scan to Network Folder
You can configure up to 10 destination folders for each printer.
NOTE:To use Scan to Network Folder, you must have created and configured
the folder you are using on a computer connected to the network. You cannot
create a folder from the printer's control panel. Also, make sure the folder
preferences are set to provide read and write access. For more information about
creating folders on the network and setting folder preferences, see the
documentation for your operating system.
After you finish setting up Scan to Network Folder, the HP software automatically
saves the configurations to the printer.
To set up Scan to Network Folder, complete the following steps for your operating
system.
Windows
1. Open the HP Printer Software. Fore more information, see 
HPprintersoftware
(Windows).
2. Double-click  Scanner Actions , and then double-click  Scan to Network Folder
Wizard .
3. Follow the onscreen instructions.
NOTE: After you create destination folders, you can use the printer’s EWS to
customize the scan settings for these folders. On the last screen of the Scan to
Network Folder Wizard, make sure the  Launch embedded Web server when
finished  checkbox is selected. When you click  Finish, the EWS is displayed in
your computer’s default Web browser. For more information about the embedded
Web server, see 
EmbeddedWebserver.
Mac OS X
1. Open the HP Utility. For more information, see
HPUtility(MacOSX).
2. Click Additional Settings . The printer’s embedded Web server (EWS) opens in
your computer’s default Web browser.
3. On the  Home tab, click  Network Folder Setup  in the Setup box.
4. Click New, and then follow the onscreen instructions.
NOTE: You can customize the scan settings for each destination folder.
5.After you have entered the required information about the network folder, click
Save and Test  to make sure the link to the network folder is working correctly. The
entry is added to the  Network Folder list.
Embedded Web server (EWS)
1. Open the embedded Web server (EWS). For more information, see
Embedded
Webserver.
2. On the  Home tab, click  Network Folder Setup  in the Setup box.
Set up the HP Digital Solutions 49 
						

							
3.Click New, and then follow the onscreen instructions.
NOTE: You can customize the scan settings for each destination folder.
4.After you have entered the required information about the network folder, click
Save and Test  to make sure the link to the network folder is working correctly. The
entry is added to the  Network Folder list.
Set Up Scan to E-mail
You can use the printer to scan documents and send them to one or more e-mail
addresses as attachments—without additional scanning software. You do not need to
scan files from your computer and attach them to e-mail messages.
NOTE: If you are using the HP Officejet Pro 8500A (A910a-f), you can only use
Scan to Network Folder and Fax to Network Folder. To find your model number,
see
Findingtheprintermodelnumber.
To use the Scan to E-mail feature, complete the following steps:
Step 1: Set the Outgoing E-mail Profiles
Configure the e-mail address which will appear in the FROM portion of the e-mail
message sent by the printer. You can add up to 10 Outgoing E-mail Profiles. You can
use the HP software installed on your computer to create these profiles.
Step 2: Add e-mail addresses to the E-mail Address Book
Manage the list of people to whom you can send e-mail messages from the printer.
You can add up to 5 e-mail addresses or e-mail groups, as well as their corresponding
contact names. To add e-mail addresses, you must use the printer’s embedded Web
server (EWS).
Step 3: Configure other e-mail options
You can configure default SUBJECT and body text that is included in all e-mail
messages sent from the printer. To configure these options, you must use the printer’s
EWS.
Step 1: Set up the outgoing e-mail profiles
To set up the outgoing e-mail profile used by the printer, complete the following steps
for your operating system.
Windows
1. Open the HP printer software. For more information, see 
HPprintersoftware
(Windows).
2. Double-click  Scanner Actions , and then double-click  Scan to E-mail Wizard ..
3. Click New, and then follow the onscreen instructions.
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50 HP Digital Solutions  
						

							
NOTE:After you set the Outgoing E-mail Profile, you can use the printer’s
embedded Web server (EWS) to add more Outgoing E-mail Profiles, add e-mail
addresses to the E-mail Address Book, and configure other e-mail options. To
open the EWS automatically, make sure the  Launch embedded Web server
when finished  checkbox is selected on the last screen of the Scan to E-mail
Wizard. When you click  Finish, the EWS is displayed in your computer’s default
Web browser. For more information about the embedded Web server, see
EmbeddedWebserver
Mac OS X
1. Open the HP Utility. For more information, see 
HPUtility(MacOSX).
2. Click Additional Settings . The printer’s embedded Web server (EWS) opens in
your computer’s default Web browser.
3. On the  Home tab, click  Outgoing E-mail Profiles  in the Setup box.
4. Click New, and then follow the onscreen instructions.
5. After you have entered the required information about the network folder, click
Save and Test  to make sure the link to the network folder is working correctly. The
entry is added to the  Outgoing E-mail Profiles  list.
Embedded Web server (EWS)
1. Open the embedded Web server (EWS). For more information, see 
Embedded
Webserver.
2. On the  Home tab, click  Outgoing E-mail Profiles  in the Setup box.
3. Click New, and then follow the onscreen instructions.
4. After you have entered the required information about the network folder, click
Save and Test  to make sure the link to the network folder is working correctly. The
entry is added to the  Outgoing E-mail Profile List .
Step 2: Add e-mail addresses to the E-mail Address Book
To add e-mail addresses to the E-mail Address Book, complete the following steps:
1. Open the embedded Web server (EWS). For more information, see 
Embedded
Webserver.
2. On the  Scan tab, click  E-mail Address Book .
3. Click New to add a single e-mail address.
-Or-
Click Group  to create an e-mail distribution list.
NOTE: Before you can create an e-mail distribution list, you must have
already added at least one e-mail address to the E-mail Address Book.
4. Follow the onscreen instructions. The entry is added to the  E-mail Address Book.
NOTE:Contact names appear on the printer’s control-panel display and in
your e-mail application.
Set up the HP Digital Solutions 51 
						

							
Step 3: Configure other e-mail options
To configure other e-mail options (such as configuring default SUBJECT and body text
that is included in all e-mail messages sent from the printer, as well as scan settings
used when sending e-mail from the printer), complete the following steps:
1.Open the embedded Web server (EWS). For more information, see 
Embedded
Webserver.
2. On the  Scan tab, click  E-mail Options .
3. Change any settings, and then click  Apply.
Set Up HP Digital Fax
With HP Digital Fax, the printer automatically receives faxes and saves the faxes
directly to a network folder (Fax to Network Folder) or forwards these faxes as email
attachments (Fax to E-mail).
NOTE: You can configure HP Digital Fax either to use Fax to Network Folder or
to use Fax to E-mail. You cannot use both at the same time.
NOTE: If you are using the HP Officejet Pro 8500A (A910a-f), you can only use
Scan to Network Folder and Fax to Network Folder. To find your model number,
see
Findingtheprintermodelnumber.
Received faxes are saves as TIFF (Tagged Image File Format) files.
CAUTION: HP Digital Fax is available for receiving black-and-white faxes only.
Color faxes are printed instead of being saved to the computer.
Windows
1. Open the HP printer software.
2. Double–click  Fax Actions, and then double-click  Digital Fax Setup Wizard .
3. Follow the onscreen instructions.
NOTE: After you set up HP Digital Fax, you can use the printer’s embedded Web
server (EWS) to edit HP Digital Fax settings. To open the EWS automatically,
make sure the  Launch embedded Web server  when finished checkbox is
selected on the last screen of the Digital Fax Setup Wizard. When you click  Finish,
the EWS is displayed in your computer’s default Web browser. For more
information about the embedded Web server, see 
EmbeddedWebserver.
Mac OS X
1. Open the HP Utility. For more information, see 
HPUtility(MacOSX).
2. Click Additional Settings . The printer’s embedded Web server (EWS) opens in
your computer’s default Web browser.
3. On the  Home tab, click  Fax to E-mail/Network Folder  in the Setup box.
4. Follow the onscreen instructions.
5. After you have entered the required information, click  Save and Test to make sure
the link to the network folder is working correctly.
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52 HP Digital Solutions  
						

							
Embedded Web server (EWS)
1.On the  Home tab, click  Fax to E-mail/Network Folder  in the Setup box.
2. Follow the onscreen instructions.
3. After you have entered the required information, click  Save and Test to make sure
the link to the network folder is working correctly.
Use the HP Digital Solutions
To use the HP Digital Solutions available with the printer, follow the appropriate
instructions.
Use HP Scan to Network Folder
1. Load your original print-side down in the right-front corner of the glass or in the
ADF. For more information, see 
Loadanoriginalonthescannerglass or Loadan
originalintheautomaticdocumentfeeder(ADF).
2. Touch  Scan, and then touch  Network Folder.
3. On the control-panel display, select the name that corresponds to the folder you
want to use.
4. If prompted, enter the PIN.
5. Change any scan settings, and then touch  Start Scan.
NOTE:The connection might take some time, depending on network traffic and
connection speed.
Use Scan to E-mail
NOTE: If you are using the HP Officejet Pro 8500A (A910a-f), you can only use
Scan to Network Folder and Fax to Network Folder. To find your model number,
see
Findingtheprintermodelnumber.
1. Load your original print-side down in the right-front corner of the glass or in the
ADF. For more information, see 
Loadanoriginalonthescannerglass or Loadan
originalintheautomaticdocumentfeeder(ADF).
2. Touch  Scan, and then touch  E-mail.
3. On the control-panel display, select the name that corresponds to the Outgoing E-
mail Profile you want to use.
4. If prompted, enter the PIN.
5. Select the TO e-mail address (the e-mail recipient) or enter an e-mail address.
6. Enter or change the SUBJECT for the e-mail message.
7. Change any scan settings, and then touch  Start Scan.
NOTE:The connection might take some time, depending on network traffic and
connection speed.
Use the HP Digital Solutions 53 
						

							
Use HP Digital Fax
After you set up HP Digital Fax, any black-and-white faxes that you receive print, by
default, and then are saved to the designated destination—either the network folder or
email address that you have specified:
• If you are using Fax to Network Folder, this process happens in the background.HP Digital Fax does not notify you when faxes are saved to the network folder.
• If you are using Fax to E-mail and if your e-mail application is set to notify you when new e-mail messages arrive in your inbox, you can see when new faxes
arrive.
NOTE: If you are using the HP Officejet Pro 8500A (A910a-f), you can only use
Scan to Network Folder and Fax to Network Folder. To find your model number,
see
Findingtheprintermodelnumber.
Chapter 4
54 HP Digital Solutions  
						

							
5 Copy
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
printer's memory until the copying finishes. This can reduce the number of fax
pages stored in memory.
This section contains the following topics:
•
Copydocuments
•
Changecopysettings
Copy documents
You can make quality copies from the printer control panel.
To copy documents
1. Make sure you have paper loaded in the main tray.
2. Place your original face down on the scanner glass or face up in the ADF.
NOTE: If you are copying a photo, place the photo on the scanner glass face
down, as shown on the icon on the edge of the scanner glass.
3. Touch  Copy.
4. Change any additional settings. For more information, see 
Changecopysettings
5. To start the copy job, touch one of the following:
•Start Black : To select a black-and-white copy job.
• Start Color  : To select a color copy job.
NOTE:If you have a color original, selecting the  Black function produces
a black-and-white copy of the color original, while selecting the  Color  function
produces a full-color copy of the color original.
Change copy settings
You can customize copy jobs using the various settings available from the printer's
control panel, including the following:
• Number of copies
• Copy paper size
• Copy paper type
• Copy speed or quality
• Lighter/Darker settings
• Resizing originals to fit on different paper sizes
Copy 55 
						

							
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.Touch Copy.
2. Select the copy function settings you want to change.
3. Touch Start Black  or Start Color .
To save the current settings as defaults for future jobs
1. Touch Copy.
2. Make any changes to the copy function settings, and then touch  Settings.
3. Touch down arrow 
, and then select  Set As New Defaults  .
4. Touch Yes, change defaults , and then select Done.
Chapter 5
56 Copy