hp mfp digital sending software v.

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hp mfp digital sending software v. 4

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Copyright information 2004 Copyright Hewlett-Packard Development Company, L.P. Reproduction, adaptation or translation without prior written permission is prohibited, except as allowed under the copyright laws. The information contained herein is subject to change without notice. The only warranties for HP products and services are set forth in the express warranty statements accompanying such products and services. Nothing herein should be construed as constituting an additional warranty. HP shall not be liable for technical or editorial errors or omissions contained herein. A user of the Hewlett-Packard software product associated with this guide is granted a license to: a) print hard copies of this guide for PERSONAL, INTERNAL, or COMPANY use subject to the restriction not to sell, resell or otherwise distribute the hard copies; and b) place an electronic copy of this guide on a network server provided access to the electronic copy is limited to PERSONAL, INTERNAL users of the Hewlett-Packard software product associated with this guide. Edition 3, 12/2007

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Contents
Introduction to digital sending
About this guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1 About digital sending . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 Control panel methods. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3

Steps for sending

Using the Digital Sending Software . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4

More information
Types of documents created . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5 Authentication . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6 Describe original settings. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7 Scan settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8

Solving digital sending problems

MFP online Help system . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9 Possible problems . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10

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Contents iii

iv

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Introduction to digital sending

About this guide

This guide is your reference for using the HP MFP Digital Sending Software v. 4 (DSS v. 4 which expands digital sending capabilities for an HP Multifunction Peripheral (MFP). See the user guide that came with your MFP for instructions about the following tasks:

Using the control panel, scanner glass, and automatic document feeder (ADF) Loading print media Resolving mechanical problems (such as jams) and other problems that are not related to digital sending

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About this guide 1

About digital sending

Digital sending is a single process that you can use to scan a hard-copy document at an MFP and send it directly to several types of destinations.

E-mail Send the document as an attachment to one or more Internet e-mail addresses. Recipients can print, store, and forward the documents that they receive in this way. They can also open the documents in various programs and edit them to meet their specific needs. Fax Send the document to one or more fax machines. Recipients receive these documents just like any other fax. Folder Send the document to one or more shared network folders. Users can select from a list of pre-defined folders or, if authenticated, can specify a destination from the control panel. Secondary e-mail The DSS administrator sets the name of the control panel key on the MFP. This feature is identical to the e-mail function, and uses the same fields and address books. Workflow Workflows give MFP users the ability to send additional information along with the scanned document to a specified network location.

The MFP can scan both black-and-white and color originals. You can place originals either on the glass or in the ADF. The glass accommodates various sizes and types of media, depending on the capabilities of the particular MFP that you are using.

2 Introduction to digital sending

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Control panel methods

Different MFP models have different methods for working at the control paneleither a keypad or a touch screen.

Similarities in both methods

START, STOP, and RESET buttons for controlling operation Ready, Data, and Attention lights for showing status Numeric keypad for typing numbers

Keypad method
Unique characteristics: A keypad for typing information, similar to a standard computer keyboard arrow buttons for navigating through elements on the display button for selecting elements and opening menus Example: HP LaserJet 4100mfp

Touch-screen method
Unique characteristics: A touch-screen display that you can touch to select the options that you want and to navigate through elements on the display A touch-screen keyboard that appears as needed for typing alphabetic characters Example: HP LaserJet 9000mfp series

Example:
HP LaserJet 9500mfp series

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Control panel methods 3

Steps for sending

Using the Digital Sending Software

1 2 Place the document on the glass or in the ADF. Select the type of destination: E-mail Fax Folder Secondary e-mail Workflow Note The secondary e-mail name on the conrol panel can be changed by the Administrator. 3 If prompted, type your user name and password. For more information, see: Authentication on page 6. 4 Type the information that is needed for sending to the specific file destination.
Complete the From:, To:, CC:, BCC:, Subject:, and Message: fields. Your user name or e-mail address might appear in the From: field. If so, you will not be able to change it. Complete the Fax Numbers: field. Select a folder destination from the list, or type a folder path if you are an authenticated user. Complete the From:, To:, CC:, BCC:, Subject:, and Message: fields. Your user name or e-mail address might appear in the From: field. If so, you cannot change it. Select a workflow destination. Type the requested information for the document.

E-mail

Fax Folder Secondary e-mail Workflow

Optional. Use Settings to change the default settings for the scanned document that you are creating (for example, change the type of file format that you want). For more information, see: Scan settings on page 8.

Optional. Use Describe Original to change the default settings (for example, document size) for the document that you are sending. If you are sending a double-sided document, you must describe the original as a two-sided document. For more information, see: Describe original settings on page 7.

7 8

Press START to begin sending. When you are finished, remove the document from the glass or ADF.

4 Steps for sending

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More information

Types of documents created

The type of document that you create depends on the send option (see the following table). Each send option has default settings that your administrator sets. For example, the default file format for e-mail documents might be .PDF. For the e-mail options, you can use Settings to change the settings.

Send option
E-mail

Type of document
The scanned document becomes an attachment to an e-mail message. You select the file type for the attachment. The .PDF and .MTIFF file types create a single attachment for all the scanned pages. The .TIFF and .JPEG file types produce one e-mail attachment for each scanned page.

Fax

The scanned document becomes the fax. Fax cover sheets are handled in either of the following ways. Check with the administrator to learn which method is in effect.
An automatic cover sheet for faxes is generated. The type of fax service that

is used on the network determines the information that is included on the cover sheet. The information usually identifies the sender, date, and time. An automatic cover sheet for faxes is not generated. To include a cover sheet in your fax, create one for the document that you are scanning and place it at the front of your document. The .PDF and .MTIFF file types create a single attachment for all the scanned pages. The .TIFF and .JPEG file types produce one e-mail attachment for each scanned page. Folder Secondary email The document is placed in a network folder. The scanned document becomes an attachment to an e-mail message. You choose the file type for the attachment. The .PDF and .MTIFF file types create a single attachment for all the scanned pages. The .TIFF and .JPEG file types produce one e-mail attachment for each scanned page. Workflow The user does not select the file format; it is determined by the workflow setup administrator.

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Types of documents created 5

Authentication
Authentication is a security feature. When the administrator has turned on authentication, you must type your network credentials to use the MFP digital sending features. For Windows networking systems, you must supply the following information for authentication.

Username Password Domain

For Novell directory systems, you must supply the following information for authentication.

Username Password As required Tree Server Internet

Certain digital sending features (e-mail, fax) or destinations within a feature (network folders, workflows) might require user authentication. After a user has been authenticated, the user will not be asked to re-authenticate for the remainder of the session. If the user selects Logoff from the control panel or a Continue or logoff prompt, or clicks the Reset key, the user will have to re-authenticate.

6 More information

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Describe original settings

Use Describe Original on the control panel to change the settings for the document that you are sending. Select the options that most closely match the document (for example, document size).

Setting
Size

Options
Letter Legal Ledger Exec A3 Portrait Landscape A4 A5 B4 B5

Description
The options that are available for size depend on the particular MFP that you are using.

Page Orientation

Use this option when the original is a document in portrait orientation. Use this option when the original is a document in landscape orientation. Use this option when the original contains material on one side only. Use this option when the original contains material on both sides. Use this option when the original contains black-and-white text. Use this option when the original is a photograph or illustration. Use this option when the original contains shades of gray, a mix of text and illustrations, or a mix of color and black-and-white areas.

Sides

1-Sided 2-Sided

Page Content

Text Photo Mixed

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Describe original settings 7

Scan settings
Use Settings on the control panel to change the settings for the scanned document that you are creating (for example, the file type that you want). Scan settings do not apply to the fax send options.

Setting
Color

Options
Black & White

Description
Use this option when the original is black and white, or when you want to send a more complex original as black and white in order to reduce file size and transmission time. Use this option when the original contains shades of gray, a mix of text and illustrations, or a mix of color and black-and-white areas. This choice increases file size and transmission time. This is the default setting, offering the best overall text and graphics quality. Recipients must have Adobe Acrobat Reader installed on their computers to read this type of file. When used for E-mail, this option produces one e-mail attachment that contains all of the scanned pages. This is a standard file type that can be brought into software programs and modified by the recipient. When used for E-mail, this option produces one e-mail attachment for each scanned page. This is a multipage .TIFF file that saves multiple scanned pages as a single file. The files can be brought into software programs and modified by the recipient. When used for E-mail, this option produces one e-mail attachment that contains all of the scanned pages. This file type is best for viewing through an Internet browser. The files can be brought into software programs and modified by the recipient. When used for E-mail, this option produces one e-mail attachment for each scanned page. The following options are available: 75 DPI 150 DPI 200 DPI 300 DPI The following options are available:
Small Standard Large

Color

File Type

.PDF

.TIFF

.MTIFF

.JPEG

Resolution

File Size

Enhance

The following options are available:

Sharpness Background Removal

8 More information

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Solving digital sending problems

This section contains information to help you resolve problems that might occur while you are using the digital sending features of the MFP. Contact the administrator if you need further help.

MFP online Help system

The MFP features an online Help system that provides instructions for resolving common problems. To gain access to Help, press ? on the control panel.

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MFP online Help system 9

Possible problems
Problem
Digital sending is not working.

Action to take
Make sure that the MFP is turned on.

The MFP does not accept Verify that you are using the correct password. your password. Passwords are case-sensitive. Make sure that you type your password with the correct combination of uppercase and lowercase letters. Image quality is poor.
If scanned pages are blank, or white, or have repeated patterns, make

sure that a page is not already on the glass.

Make sure that the document that you are trying to send is placed

correctly in the ADF or on the glass.

Make sure that the glass is clean. If the glass is dirty, clean it with a dry,

soft cloth. When the ADF is in use, the MFP feeds multiple sheets, skews papers, or jams frequently. An e-mail transmission did not arrive at the destination e-mail address.
See the MFP support guide for actions to take.

If you typed the e-mail address at the control panel, resend the e-mail

message, making sure that you type the address correctly and that it is in the correct format (no spaces, required @ sign, required period). Resend the e-mail. Make sure that you type a name in the correct format in the From: field so that the message is not rejected and so that you receive a message back if the e-mail transmission fails. If the problem persists, contact the administrator.

A fax transmission did not If you typed the fax number at the control panel, resend the document, arrive at the destination making sure that you type the fax number correctly. fax machine. The receiving fax machine might be turned off or experiencing an error condition (such as being out of paper or toner). Contact the recipient. The system might be busy sending other faxes or waiting to redial other faxes. The system might also have reached its maximum limit of pending fax transmissions. Wait and try again. For information about the transmission, check any fax notifications that might have been returned (for example, e-mail notifications in your e-mail inbox or printed transaction reports, if these reports are available with your fax service). Resend the fax. If the problem persists, ask the administrator to check the log for the fax transport being used. Logs often contain information about why a fax transmission was unsuccessful. The bottom of a page that If sent from the glass, the document page might be too long. See the MFP was sent is cut off. support guide for information about maximum length.

10 Solving digital sending problems

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 2004 Hewlett-Packard Development Company, LP www.hp.com