HP Officejet Pro 8500 User Manual

							6 HP Digital Solutions (somemodels only)
Your HP Officejet Pro device includes a collection  of digital solutions that can help you
simplify and streamline your work. These digital solutions include the following:
• HP DIrect Digital Filing (including Scan to Network Folder and Scan to E-mail)
• HP Digital Fax (including Fax to Network Folder and Fax to E-mail)
This section contains the following topics:
•
What are HP Digital Solutions?
•
Requirements
•
Setting up the HP Digital Solutions
•
HP Direct Digital Filing
•
Set Up HP Digital Fax
•
Using HP Digital Fax
What are HP Digital Solutions?
HP Digital Solutions are a set of tools provided with this HP Officejet Pro device that
can help improve your office productivity.
This section contains the following topics:
•
HP Direct Digital Filing
•
HP Digital Fax
HP Direct Digital Filing
HP Direct Digital Filing provides robust, general-office scanning, as well as basic,
versatile, document management capabilities, for multiple users over a network. With
HP Direct Digital Filing, you can simply walk  up to your HP Officejet Pro device, press
a button on the devices control panel, and scan documents directly to computer
folders on your network or quickly share  them with business partners as e-mail
attachments — and all without using additional scanning software.
These scanned documents can be sent to a shared network folder for personal or
group access or to one or more e-mail addresses for quick sharing. In addition, you
can configure specific scan settings for each scan destination, allowing you to make
sure that the best settings are being used for each specific task.
HP Digital Fax
Never lose important faxes misplaced within a stack of paper pages again!
With HP Digital Fax, you can save incoming,  black-and-white faxes to a computer
folder on your network for easy sharing and  storage, or you can forward faxes through
e-mail — allowing you to receive important faxes from anywhere while working away
from the office.
HP Digital Solutions (some models only) 57
 
						

							In addition, you can turn off fax printing altogether — saving money on paper and ink,
as well as helping reduce paper consumption and waste.
Requirements
The HP Digital Solutions are available with HP Officejet Pro devices that are
connected directly to the network either through a wireless connection or with an
Ethernet cable.
Before you set up the digital solutions, make sure you have the following:
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. Scan to
Network Folder is supported only in Mac  OS X (v10.5). Fax to Network Folder is
supported in Mac OS X (v10.4) and Mac OS X (v10.5) or later.
Scan to E-mail, Fax to E-mail
• A valid e-mail address
• Outgoing SMTP server information
• An active Internet connection
NOTE: Scan to E-mail and Fax to E-mail are supported in Mac OS X (10.4) and
Mac OS X (10.5) or later.
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							Setting up the HP Digital Solutions
You can set up the HP Digital Solutions using the HP software provided with the HP
Officejet Pro device.
• If you are using a computer running Windows, this software consists of softwarewizards that you can open from the HP Solution Center software. To use these
wizards, you must be using a computer  running Windows XP (32-bit version) or
Windows Vista (32-bit or 64-bit version).
• If you are using a computer running Mac OS  X, you can set up the digital solutions
either while you are installing the HP software  on your computer for the first time or
after youve installed the software (using the HP Setup Assistant on your computer).
NOTE: 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 2000 (Windows XP)
• Microsoft Outlook 2003–2007 (WIndows XP and Windows Vista)
• Outlook Express (Windows XP)
• Windows Mail (Windows Vista)
• Mozilla Thunderbird (Windows XP and Windows Vista)
• 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.
TIP: In addition to the methods listed in this guide, you can also set up the HP
Digital Solutions using the HP devices embedded Web server (EWS). For more
information about using the EWS, see 
Use the Embedded Web server .
NOTE: If you are using the HP device in an IPv6-only network environment, you
must set up the digital solutions using the EWS.
HP Direct Digital Filing
With HP Direct Digital Filing, you can use your HP Officejet Pro device to scan
documents — without using any scanning software. You can scan documents directly
to any folders shared on computers on your network or you can send scanned
documents as e-mail attachments.
This section contains the following topics:
•
Set Up Scan to Network Folder
•
Use HP Scan to Network Folder
•
Set Up Scan to E-mail
•
Use Scan to E-mail
HP Direct Digital Filing 59
 
						

							Set Up Scan to Network Folder
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 HP devices control panel.
To set up a shared folder and enable Scan to Network Folder, complete the following
steps for your operating system.
NOTE: You can also use these steps to change  settings in the future or turn off
the feature.
To set up Scan to Network Folder on a Windows computer
1. After you have installed the HP Officejet Pro device software, open the HP
Solution Center.
• Double-click the HP Solution Center icon on the desktop.
- Or -
• On the Windows taskbar, click  Start, select  Programs  or All Programs , select
HP, select the folder for the HP device, and then click  HP Solution Center.
2. Click  Settings .
3. In the  Scan Settings  part of the windows, click  Digital Filing Settings, and then
click  Scan to Network Folder Setup Wizard .
4. Follow the onscreen instructions in the wizard to create and share the network
folder. The wizard automatically saves the configurations to the HP device. Also,
you can configure up to 10  destination folders for each HP device.
NOTE:At the end of the Scan to Network Folder Setup Wizard, the EWS for the
HP device is opened automatically in your computers default Web browser. You
can use the EWS to customize the scan settings for each destination folder. For
more information on the embedded Web server, see 
Use the Embedded Web server .
To set up Scan to Network Folder on a Macintosh computer
NOTE: You can set up Scan to Network  Folder either while you are installing the
HP software on your computer for the first time or after youve installed the
software (using the HP Setup Assistant on your computer).
1. If you are installing the HP software for the first time, go to step 2.
- Or -
If you have already installed the HP software, open the HP Setup Assistant:
a. Click the  HP Device Manager  icon in the Dock. (If HP Device Manager is not
in the Dock, click the Spotlight icon on the right side of the menu bar, type  HP
Device Manager  in the box, and then click the  HP Device Manager entry.)
b . Select  Setup Assistant  from the Information and Settings  menu.
2. Follow the onscreen instructions in the HP Setup Assistant to create and share the
network folder.
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							The HP Setup Assistant automatically saves the configurations to the HP device. Also,
you can configure up to 10 destination folders for each HP device.
Set up Scan to Network Folder from the embedded Web server
1.Create a folder on a computer connected to the network.
2. Share the folder.
NOTE: Make sure the folder preferences 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.
3. Open a supported Web browser (such as Microsoft Internet Explorer, Opera,
Mozilla Firefox, or Safari) on your computer.
4. Type the IP address that has been assigned to HP Officejet Pro device.
For example, if you are using an IPv4 network environment and the IP address is
123.123.123.123, type the following address into the Web browser:
http://123.123.123.123. If you are using an IPv6-only network environment and the
IP address is FE80::BA:D0FF:FE39:73E7, type the following address into the Web
browser: http://[FE80::BA:D0FF:FE39:73E7].
The EWS page appears in the Web browser window.
NOTE: For more information about using the EWS, see Use the Embedded
Web server.
5.On the Home tab, click Scan to  Network Folder Setup in the Setup box.
- Or -
Click the  Settings tab, and then, under  Scan - Digital Filing, click Network
Folder Setup .
6. Click  Add Network Folder Entry , and then follow the onscreen instructions.
NOTE:You can customize the scan settings for each destination folder.
7.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 properly. The
entry is added to the  Network Folder list.
Use HP Scan to Network Folder
1.Load the document on the HP Officejet Pro devices scanner glass or automatic
document feeder (ADF).
2. In the  Scan area of the control panel, press the  Network Folder button.
3. On the control panel display, select the name that corresponds to the folder you
awnt to use. If prompted, type the PIN.
4. Change any scan settings, and then touch  Start Scan.
NOTE:The connection might take some time, depending on network traffic and
connection speed.
Set Up Scan to E-mail
Set up outgoing e-mail profile
HP Direct Digital Filing 61
 
						

							To send e-mail messages, the HP Officjet Pro device must use a valid, existing e-mail
address. This address, also known as an “outgoing e-mail profile,” appears in the
FROM portion of the e-mail messages sent from the HP device.
To set up the outgoing e-mail profile used by the HP device, complete the following
steps for your operating system.
NOTE:You can also use these steps to change  settings in the future or turn off
the feature.
Set up Scan to E-mail on a Windows computer
1. After you have installed the HP Officejet Pro device software, open the HP
Solution Center.
a. Double-click the HP Solution Center icon on the desktop.
- Or -
b . On the Windows taskbar, click  Start, select  Programs  or All Programs , select
HP, select the folder for the HP device, and then click  HP Solution Center.
2. Click  Settings .
3. In the  Scan Settings  part of the windows, click  Digital Filing Settings, and then
click  Scan to E-mail Setup Wizard .
NOTE:At the end of the Scan to E-mail Setup Wizard, the EWS for the HP
Officejet Pro is opened automatically in your computers default Web browser. You
can add up to 15 contact e-mail addresses, as well as their corresponding contact
names. These e-mail addresses are listed in  the E-mail Address Book in the EWS.
(Contact names appear on the HP devices  control panel display and in your e-mail
application.) For more information about the embedded Web server, see 
Use the
Embedded Web server
Set up Scan to E-mail on a Macintosh computer
NOTE: You can set up Scan to E-mail  either while you are installing the HP
software on your computer for the first time or after youve installed the software
(using the HP Setup Assistant on your computer).
1. If you are installing the HP software for the first time, go to step 2.
- Or -
If you have already installed the HP software, open the HP Setup Assistant:
a. Click the  HP Device Manager  icon in the Dock. (If HP Device Manager is not
in the Dock, click the Spotlight icon on the right side of the menu bar, type  HP
Device Manager  in the box, and then click the  HP Device Manager entry.)
b . Select  Setup Assistant  from the Information and Settings  menu.
2. Follow the onscreen instrutions in the setup assistant.
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							Set up Scan to E-mail using the embedded Web server
1.Open a supported Web browser (such as Microsoft Internet Explorer, Opera,
Mozilla Firefox, or Safari) on your computer.
2. Type the IP address that has been assigned to HP Officejet Pro device.
For example, if you are using an IPv4 network environment and the IP address is
123.123.123.123, type the following address into the Web browser:
http://123.123.123.123. If you are using an IPv6-only network environment and the
IP address is FE80::BA:D0FF:FE39:73E7, type the following address into the Web
browser: http://[FE80::BA:D0FF:FE39:73E7].
The EWS page appears in the Web browser window.
NOTE: For more information about using the EWS, see Use the Embedded
Web server.
3.On the  Home tab, click  Scan to E-mail Setup  in the Setup box.
- Or -
Click the  Settings tab, and then, under  E-mail - Digital Filing , click Outgoing E-
mail Profile Setup .
4. Click  Add Outgoing E-mail Profile , and then follow the onscreen instructions.
5. When you have finished entering the required information, click  Save and Test to
make sure profile has been configured correctly. (The HP device sends an e-mail
message to the address you have set as the outgoing e-mail profile if this profile
has been set up successfully.)
The entry is added to the  Outgoing E-mail Profile List .
6. If you like, add up to 15 contact e-mail addresses:
a. On the  Home tab, click  E-mail Address Book  in the Manage  box.
- Or -
Click the  Settings tab, and then, under  E-mail - Digital Filing , click E-mail
Address Book .
b . Enter the required information for the entry, and then click  Add.
The new e-mail address will be added in the  E-mail Address Book.
NOTE:The address book list below reflects any changes made to the
address book from the device control panel.
NOTE: You can add up to 15 contact e-mail addresses, as well as their
corresponding, contact names. (Contact names appear on the HP device’s
control panel display and in your e-mail application.)
Use Scan to E-mail
1. Load the document on the HP Officejet Pro devices scanner glass or automatic
document feeder (ADF).
2. In the  Scan area of the control panel, press the  E-mail button.
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.
HP Direct Digital Filing 63
 
						

							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.
Set Up HP Digital Fax
With HP Digital Fax, the HP Officejet Pro device automatically receives faxes and
saves the faxes directly to a network folder (Fax to Network Folder) or forwards these
faxes as e-mail attachments (Fax to E-mail).
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.
Set up HP Digital Fax on a Windows computer
1. After you have installed the HP Officejet Pro device software, open the HP
Solution Center.
• Double-click the HP Solution Center icon on the desktop.
- Or -
• On the Windows taskbar, click  Start, select  Programs  or All Programs , select
HP, select the folder for the HP device, and then click  HP Solution Center.
2. Click  Settings .
3. In the  Fax Settings  part of the windows, click  Fax Settings, click More Fax
Settings , and then click  Digital Fax Setup Wizard.
4. Follow the onscreen instructions in the wizard.
Set up HP Digital Fax on a Macintosh computer
NOTE: You can set up HP Digital Fax either while you are installing the HP
software on your computer for the first time or after youve installed the software
(using the HP Setup Assistant on your computer).
1. If you are installing the HP software for the first time, go to step 2.
- Or -
If you have already installed the HP software, open the HP Fax Setup Utility:
a. Click the  HP Device Manager  icon in the Dock. (If HP Device Manager is not
in the Dock, click the Spotlight icon on the right side of the menu bar, type  HP
Device Manager  in the box, and then click the  HP Device Manager entry.)
b . Select  Fax Setup Utility  from the Information and Settings  menu.
2. Follow the onscreen instrutions in the Fax Setup Utility.
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							Set up HP Digital Fax from the embedded Web server
1.Open a supported Web browser (such as Microsoft Internet Explorer, Opera,
Mozilla Firefox, or Safari) on your computer.
2. Type the IP address that has been assigned to HP Officejet Pro device.
For example, if you are using an IPv4 network environment and the IP address is
123.123.123.123, type the following address into the Web browser:
http://123.123.123.123. If you are using an IPv6-only network environment and the
IP address is FE80::BA:D0FF:FE39:73E7, type the following address into the Web
browser: http://[FE80::BA:D0FF:FE39:73E7].
The EWS page appears in the Web browser window.
NOTE: For more information about using the EWS, see Use the Embedded
Web server.
3.On the  Home tab, click  Digital Fax Setup  in the Setup box.
- Or -
Click the  Settings tab, and then, under  Fax, click HP Digital Fax .
4. Click  Start Wizard , and then follow the onscreen instructions.
Using HP Digital Fax
After you set up HP Digital Fax, any bla ck-and-white faxes that you receive will be
printed, by default, and then saved to the designated destination—either the network
folder or e-mail 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.
Using HP Digital Fax 65
 
						

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66 HP Digital Solutions (some models only)