HP Officejet Pro 8500A User Manual

							
6Fax
You can use the printer 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 printer 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.
NOTE: Before you begin faxing, make sure you have set up the printer correctly
for faxing. You might have already done this as part of the initial setup, by using
either the control panel or the HP software provided with the printer. You can verify
the fax is set up correctly by running the fax setup test from the control panel. For
more information on the fax test, see 
Testfaxsetup.
This section contains the following topics:
•
Senda fax
•
Receivea fax
•
Setupspeed-dialentries
•
Changefaxsettings
•
Faxanddigitalphoneservices
•
FaxoverInternetProtocol
•
Usereports
Send a fax
You can send a fax in a variety of ways. Using the printer 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.
This section contains the following topics:
•
Senda standardfax
•
Senda standardfaxfromthecomputer
•
Senda faxmanuallyfroma phone
•
Senda faxusingmonitordialing
•
Senda faxfrommemory
•
Schedulea faxtosendlater
•
Senda faxtomultiplerecipients
•
Senda faxinErrorCorrectionMode
Send a standard fax
You can easily send a single- or multiple-page black-and-white or color fax by using
the printer control panel.
NOTE: If you need printed confirmation that your faxes were successfully sent,
enable fax confirmation  before sending any faxes.
Fax  57
 
						

							
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.
To send a standard fax from the printer control panel
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 Fax.
3. Enter the fax number by using the keypad.
TIP: To add a pause in the fax number you are entering, touch  * repeatedly,
until a dash ( -) appears on the display.
4. Touch Start Black  or Start Color .
If the printer 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 standard fax from the computer
You can send a document on your computer as a fax, without printing a copy and
faxing it from the printer.
NOTE: Faxes sent from your computer by this method use the printer’s fax
connection, not your Internet connection or computer modem. Therefore, make
sure the printer is connected to a working telephone line and that the fax function is
set up and functioning correctly.
To use this feature, you must install the printer software using the installation program
provided on the HP software CD provided with the printer.
Windows
1. Open the document on your computer that you want to fax.
2. On the  File menu in your software application, click  Print.
3. From the  Name list, select the printer that has  “fax” in the name.
4. To change settings (such as selecting to send the document as a black fax or
a color fax), click the button that opens the  Properties dialog box. Depending on
your software application, this button might be called  Properties,Options ,Printer
Setup ,Printer , or Preferences .
5. After you have changed any settings, click  OK.
6. Click Print or OK .
7. Enter the fax number and other information for the recipient, change any further
settings for the fax, and then click  Send Fax. The printer begins dialing the fax
number and faxing the document.
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58 Fax
 
						

							
Mac OS X
1.Open the document on your computer that you want to fax.
2. From the  File menu in your software application, click  Print.
3. Select the printer that has  “(Fax)” in the name.
4. Select  Fax Recipients  from the pop-up menu below the  Orientation setting.
NOTE:If you cannot find the pop-up menu, try clicking the blue disclosure
triangle next to the  Printer selection.
5.Enter the fax number and other information in the boxes provided, and then click
Add to Recipients .
6. Select the  Fax Mode and any other fax options you want, and then click  Send Fax
Now  to begins dialing the fax number and faxing the document.
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 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  Fax.
3. Dial the number by using the keypad on the phone that is connected to the printer.
NOTE: Do not use the keypad on the control panel of the printer when
manually sending a fax. You must use the keypad on your phone to dial the
recipient's number.
Send a fax 59
 
						

							
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, touch  Start Black or Start Color .
NOTE:If prompted, select  Send Fax.
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.
Send a fax using monitor dialing
Monitor dialing allows you to dial a number from the printer 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 printer.
This enables you to respond to prompts while dialing, as well as control the pace of
your dialing.
TIP: If you are using a calling card and do not enter your PIN fast enough, the
printer 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. For more information, see 
Setup
speed-dialentries.
NOTE: Make sure the volume is turned on to hear a dial tone.
To send a fax using monitor dialing from the printer control panel
1.Load your originals. For additional information, see 
Loadanoriginalonthe
scannerglass or Loadanoriginalintheautomaticdocumentfeeder(ADF).
2. Touch Fax, and then touch  Start Black or Start Color .
If the printer detects an original loaded in the automatic document feeder, you hear
a dial tone.
3. When you hear the dial tone, enter the number by using the keypad on the printer
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, touch 
(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
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60 Fax
 
						

							
unavailable. The printer scans the originals into memory and sends them once it is
able to connect to the receiving fax machine. After the printer scans the pages into
memory, you can immediately remove the originals from the document feeder tray or
scanner glass.
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 
Loadanoriginalonthe
scannerglass or Loadanoriginalintheautomaticdocumentfeeder(ADF).
2. Touch  Fax, and then touch  Fax Options orFax Settings .
3. Touch  Scan and Fax .
4. Enter the fax number by using the keypad, touch 
 (Speed Dial) to select
a speed dial, or touch 
 (Call History) to select a previously dialed or received
number.
5. Touch  Start Fax .
The printer 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 printer 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.
To schedule a fax from the printer control panel
1.Load your originals. For additional information, see 
Loadanoriginalonthe
scannerglass or Loadanoriginalintheautomaticdocumentfeeder(ADF).
2. Touch  Fax, and then touch  Fax Options or Fax Settings .
3. Touch  Send Fax Later .
4. Enter the send time by using the numeric keypad, touch  AM or PM , and then
select  Done.
5. Enter the fax number by using the keypad, touch 
 (Speed Dial) to select
a speed dial, or touch 
 (Call History) to select a previously dialed or received
number.
6. Touch  Start Fax .
The printer scans all pages and the scheduled time appears on the display. The
fax is sent at the scheduled time.
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To cancel a scheduled fax
1.Touch the  Send Fax Later  message on the display.
– OR –
Touch Fax, and then select  Fax Options or Fax Settings .
2. Touch Cancel Scheduled Fax  .
Send a fax to multiple recipients
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 
Loadanoriginalonthe
scannerglass or Loadanoriginalintheautomaticdocumentfeeder(ADF).
2. Touch Fax, touch 
 (Speed Dial), and then select the group you want to fax to.
3. Touch Start Black .
If the printer 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 printer 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 printer 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 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.
Turn ECM off only if it increases phone charges substantially, and if 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 no longer send or receive faxes in color.
To change the ECM setting from the control panel
1. From the Home screen, touch right arrow 
, and then select  Setup.
2. Touch Fax Setup  and then select  Advanced Fax Setup .
3. Touch down arrow 
, and then select  Error Correction Mode .
4. Select On or  Off.
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Fax
 
						

							
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 printer 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 or larger fax and the printer is not currently set to use Legal-
size paper, the printer reduces the fax so that it fits on the paper that is loaded. If you
have disabled the  Automatic Reduction  feature, the printer prints the fax on two
pages.
NOTE: If you are copying a document when a fax arrives, the fax is stored in the
printer memory until the copying finishes. This can reduce the number of fax pages
stored in memory.
•Receivea faxmanually
•
Setupbackupfax
•
Reprintreceivedfaxesfrommemory
•
Polltoreceivea fax
•
Forwardfaxestoanothernumber
•
Setthepapersizeforreceivedfaxes
•
Setautomaticreductionforincomingfaxes
•
Blockunwantedfaxnumbers
•
Receivefaxestoyourcomputer(FaxtoPCandFaxtoMac)
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.
You can receive faxes manually from a phone that is:
• Directly connected to the printer (on the 2-EXT port)
• On the same phone line, but not directly connected to the printer
To receive a fax manually
1.Make sure the printer 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 printer answers. Or, turn off the  Auto Answer setting so
that the printer does not automatically answer incoming calls.
Receive a fax 63
 
						

							
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. Touch  Fax, and then select  Start Black or Start Color .
b . After the printer 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 printer to
store all the faxes it receives, only the faxes it receives while the printer 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 printer 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 printer memory is low, it overwrites the oldest, printed
faxes as it receives new faxes. If the memory becomes full of unprinted
faxes, the printer 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 printer to store faxes in memory only if an error condition
exists that prevents the printer from printing the faxes (for example, if the
printer runs out of paper). The printer continues to store incoming faxes
as long as there is memory available. (If the memory becomes full, the
printer 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 printer from printing (for example, the printer runs out of
paper), the printer stops answering incoming fax calls.
NOTE: If backup fax is enabled and you turn the printer off, all faxes stored in
memory are deleted, including any unprinted faxes that you might have received
while the printer 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 printer is turned off.
To set backup fax from the printer control panel
1.Touch right arrow 
, and then select  Setup.
2. Touch Fax Setup , and then select  Advanced Fax Setup .
3. Touch Backup Fax Reception .
4. Touch On,On Error Only , or Off.
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Fax
 
						

							
Reprint received faxes from memory
If you set the Backup fax mode to On, the received faxes are stored in memory,
whether the printer 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 printer 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 printer control panel
1. Make sure you have paper loaded in the main tray.
2. Touch right arrow 
, and then select  Setup.
3. Touch  Tools or Fax Tools , and then select  Reprint Faxes in Memory .
The faxes are printed in the reverse order from which they were received with the
most recently received fax printed first, and so on.
4. If you want to stop reprinting the faxes in memory, touch  Cancel.
Poll to receive a fax
Polling allows the printer to ask another fax machine to send a fax that it has in its
queue. When you use the  Poll to Receive feature, the printer 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.
NOTE: The printer 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 printer it is polling in order to receive the fax. Make sure the printer you are
polling does not have a pass code set up (or has not changed the default pass
code) or the printer cannot receive the fax.
To set up poll to receive a fax from the printer control panel
1. Touch  Fax, and then select  Fax Settings orOther Methods .
2. Touch  Poll to Receive .
3. Enter the fax number of the other fax machine.
4. Touch  Start Fax .
Forward faxes to another number
You can set up the printer to forward your faxes to another fax number. A received
color fax is forwarded in black and white.
Receive a fax 65
 
						

							
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 printer control panel
1.Touch Setup .
2. Touch Fax Settings  or Fax Setup , and then select  Advanced Fax Setup .
3. Touch Fax Forwarding .
4. Touch On (Print and Forward)  to print and forward the fax, or select  On
(Forward)  to forward the fax.
NOTE:If the printer is not able to forward the fax to the designated fax
machine (for example, if it is not turned on), the printer prints the fax. If you set
up the printer to print error reports for received faxes, it also prints an error
report.
5. At the prompt, enter the number of the fax machine intended to receive the
forwarded faxes, and then touch  Done. Repeat for each of the following prompts:
start date, start time, end date, and end time.
6. Fax forwarding is activated. Touch  Ok to confirm.
If the printer loses power when fax forwarding is set up, it saves the fax forwarding
setting and phone number. When the power is restored to the printer, the fax
forwarding setting is still  On.
NOTE: You can cancel fax forwarding by selecting  Off from the  Fax
Forwarding  menu.
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 touch  OK to print the fax.
To set the paper size for received faxes from the printer control panel
1. Touch right arrow 
, and then select  Setup.
2. Touch Fax Setup , and then select  Basic Fax Setup .
3. Touch Fax Paper Size , and then select an option.
Set automatic reduction for incoming faxes
TheAutomatic Reduction  setting determines what the printer 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.
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66 Fax