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HP Color LaserJet Enterprise CM4540 HP Color LaserJet Enterprise CM4540 MFP - - Page 222

Use the address book, Add contacts to the address book from the product control panel, All Contacts

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Use the address book You can send e-mail to a list of recipients by using the address book. Depending on how the product is configured, you might have one or more of the following address book viewing options. ● All Contacts: Lists all the contacts that are available to you. ● Personal Contacts: Lists all the contacts that are associated with your user name. These contacts are not visible to other people who use the product. NOTE: You must be signed in to the product to see the Personal Contacts list. ● Local Contacts: Lists all the contacts that are stored in the product memory. These contacts are visible to all people who use the product. Add contacts to the address book from the product control panel If you are signed in to the product, contacts that you add to the address book will not be visible to other people who use the product. If you are not signed in to the product, contacts that you add to the address book will be visible to all people who use the product. NOTE: You can also use the HP Embedded Web Server (EWS) to create and manage the address book. 1. From the Home screen, touch the E-mail button. NOTE: If prompted, type your user name and password. 2. Touch the address book button that is next to the To field to open the Address Book screen. 3. Touch the Add contact button that is in the lower left corner of the screen. 202 Chapter 11 Scan and send documents ENWW

Section	Page
Product basics	21
Product comparison	22
Environmental features	23
Accessibility features	24
Product views	25
Front view	25
CM4540 MFP	25
CM4540f MFP	26
CM4540fskm MFP	27
Back view	28
Interface ports	29
Serial number and model number location	29
Control-panel layout	30
Control-panel help	31
Touchscreen navigation	32
Buttons on the touchscreen	34
Control panel menus	35
Control panel menus	36
Administration menu	38
Reports menu	38
General Settings menu	39
Copy Settings menu	43
Scan/Digital Send Settings menu	47
Fax Settings menu	49
Print Settings menu	53
Print Options menu	54
Display Settings menu	55
Manage Supplies menu	57
Manage Trays menu	58
Stapler/Stacker Settings menu	59
Network Settings menu	59
Troubleshooting menu	62
Device Maintenance menu	65
Backup/Restore menu	65
Calibration/Cleaning menu	65
USB Firmware Upgrade menu	66
Service menu	66
Software for Windows	67
Supported operating systems for Windows	68
Supported printer drivers for Windows	69
Select the correct printer driver for Windows	70
HP Universal Print Driver (UPD)	71
UPD installation modes	71
Priority for print settings	72
Change printer-driver settings for Windows	73
Change the settings for all print jobs until the software program is closed	73
Change the default settings for all print jobs	73
Change the product configuration settings	73
Remove software for Windows	74
Supported utilities for Windows	75
HP Web Jetadmin	75
HP Embedded Web Server	75
Software for other operating systems	76
Use the product with Mac	77
Software for Mac	78
Supported operating systems for Mac	78
Supported printer drivers for Mac	78
Install software for Mac operating systems	78
Install software for Mac computers connected directly to the product	78
Install software for Mac computers on a wired network	79
Configure the IP address	79
Install the software	80
Remove software from Mac operating systems	81
Priority for print settings for Mac	83
Change printer-driver settings for Mac	83
Software for Mac computers	84
HP Utility for Mac	84
Open the HP Printer Utility	84
HP Utility features	84
Supported utilities for Mac	85
HP Embedded Web Server	85
Print with Mac	86
Cancel a print job with Mac	86
Change the paper size and type with Mac	86
Create and use printing presets with Mac	86
Resize documents or print on a custom paper size with Mac	87
Print a cover page with Mac	87
Use watermarks with Mac	87
Print multiple pages on one sheet of paper with Mac	88
Print on both sides (duplex) with Mac	88
Store jobs with Mac	89
Set the color options with Mac	89
Solve problems with a Mac	90
Connect the product	91
Printer sharing disclaimer	92
Connect with USB	93
CD installation	93
Connect to a network	93
Supported network protocols	94
Install the product on a wired network	95
Configure the IP address	95
Install the software	97
Configure network settings	98
View or change network settings	98
Set or change the network password	98
Manually configure IPv4 TCP/IP parameters from the control panel	99
Manually configure IPv6 TCP/IP parameters from the control panel	100
Paper and print media	101
Understand paper use	102
Special paper guidelines	102
Change the printer driver to match the paper type and size in Windows	104
Supported paper sizes	105
Supported paper types	108
Load paper trays	110
Load Tray 1	110
Load Tray 2 and optional Trays 3, 4, and 5 with standard-size paper	112
Load Tray 2 and optional Trays 3, 4, and 5 with custom-size paper	113
Tray and bin capacity	116
Paper orientation for loading trays	118
Paper orientation for loading Tray 1	118
Paper orientation for loading Tray 2 or Trays 3, 4, and 5	120
Configure trays	121
Configure a tray when loading paper	121
Configure a tray to match print job settings	121
Configure a tray by using the control panel	121
Automatic paper sensing (auto-sense mode)	122
Auto-sense settings	122
Select an output bin (fskm models only)	123
Manage supplies	125
Print cartridge information	126
Supplies views	127
Print cartridge views	127
Manage print cartridges	128
Settings for print cartridges	128
Print when a print cartridge is at estimated end of life	128
Enable or disable the Very Low Settings options from the control panel	128
Recycle supplies	129
Print-cartridge storage	129
HP policy on non-HP print cartridges	129
HP fraud hotline and Web site	129
Replacement instructions	130
Replace print cartridges	130
Replace the toner collection unit	132
Replace the staple cartridge	135
Solve problems with supplies	136
Check the print cartridges	136
Inspect the print cartridge for damage	137
Repeating defects	138
Print the Supplies Status page	139
Interpret control panel messages for supplies	140
Print tasks	147
Cancel a print job with Windows	148
Basic print tasks with Windows	149
Open the printer driver with Windows	149
Get help for any printing option with Windows	150
Change the number of print copies with Windows	150
Save custom print settings for reuse with Windows	151
Use a printing shortcut with Windows	151
Create printing shortcuts	152
Improve print quality with Windows	155
Select the page size with Windows	155
Select a custom page size with Windows	155
Select the paper type with Windows	155
Select the paper tray with Windows	155
Select the gloss level with Windows	155
Print on both sides (duplex) with Windows	156
Print multiple pages per sheet with Windows	157
Select page orientation with Windows	159
Set color options with Windows	161
Additional print tasks with Windows	163
Print colored text as black (grayscale) with Windows	163
Print on preprinted letterhead or forms with Windows	163
Print on special paper, labels, or transparencies	165
Print the first or last page on different paper with Windows	168
Scale a document to fit page size with Windows	170
Add a watermark to a document with Windows	172
Create a booklet with Windows	172
Select output options with Windows (fskm models only)	174
Select an output bin with Windows	174
Select staple options with Windows	175
Use job storage features with Windows	177
Create a stored job with Windows	177
Print a stored job	178
Delete a stored job	179
Set job storage options with Windows	179
Print one copy for proof before printing all the copies	179
Temporarily store a personal job on the product and print it later	180
Temporarily store a job on the product	180
Permanently store a job on the product	180
Make a permanently stored job private so that anyone who tries to print it must provide a PIN	181
Receive notification when someone prints a stored job	181
Set the user name for a stored job	181
Specify a name for the stored job	181
Print special jobs with Windows	182
Print business graphics or marketing material	182
Supported glossy paper	182
Print weatherproof maps and outdoor signs	183
Supported tough paper	183
Set the duplex alignment	183
Walk-up USB printing	184
Color	187
Adjust color	188
Change the color theme for a print job	188
Change the color options	189
Manual color options	190
Use the HP EasyColor option	191
Match colors	192
Sample book color matching	192
Print color samples	193
PANTONE® color matching	193
Copy	195
Use copy functions	196
Copy	196
Cancel a copy job	196
Reduce or enlarge a copy image	197
Collate a copy job	198
Make color copies or black and white copies	198
Copy settings	199
Change copy quality	199
Optimize the copy image for text or pictures	199
Check the scanner glass for dirt or smudges	199
Adjust the copy lightness/darkness	201
Define custom copy settings	203
Set the paper size and type for copying on special paper	203
Restore copy default settings	204
Copy a book	205
Copy a photo	206
Create a stored copy job	207
Copy mixed-size originals	208
Copy on both sides (duplex)	209
Use Job Build mode	210
Scan and send documents	211
Set up scan/send features	212
Use scan/send functions	214
Sign in	214
Change default scan/send settings from the product control panel	214
Send a scanned document	215
Send a scanned document to a network folder	215
Send a scanned document to a folder in the product memory	216
Send a scanned document to a USB flash drive	217
Send to e-mail	218
Supported protocols	219
Configure e-mail server settings	219
Send a scanned document to one or more e-mail addresses	220
Use the address book	222
Add contacts to the address book from the product control panel	222
Send a document to e-mail by using the address book	223
Fax	225
Setup	226
Introduction	226
HP LaserJet Analog Fax Accessory 500 features	226
Verify fax operation	227
Required fax settings	227
Fax Setup Wizard	228
Set or verify the date and time	229
Set or verify the date/time format	229
Set fax settings	230
Remote fax configuration	230
Web browser	230
HP Web Jetadmin	230
HP MFP Digital Sending Software Configuration Utility	231
Send fax settings	231
Fax send setup	231
Fax Setup Wizard	231
Fax dialing settings	233
Set the fax dial volume	233
Set the dialing mode	233
Set fax send speed	234
Set the redial interval	234
Set redial on error	235
Set redial-on-busy	235
Set redial-on-no-answer	236
Set the dial tone detection	236
Set a dialing prefix (if required)	236
General fax send settings	237
Activate Fax Number Confirmation	237
Enable PC fax send	238
Fax header	238
Set the JBIG compression mode	238
Set the error correction mode	239
Set billing codes	239
Default job options	240
Image preview	241
Set the outgoing fax resolution	241
Original sides	242
Notification	242
Content orientation	243
Original size	243
Image adjustment	244
Optimize text/picture	244
Job build	245
Blank page suppression	245
Receive fax settings	246
Fax receive setup	246
Set the ringer volume	246
Set rings-to-answer	246
Set fax receive speed	247
Set ring interval	247
Set ring frequency	247
Enable or disable the fax printing schedule	248
Block incoming faxes	248
Create a blocked-fax list	249
Delete numbers from the blocked-fax list	249
Initiate polling receive	249
Default job options	250
Notification	250
Stamp received faxes (incoming faxes)	251
Set fit-to-page	251
Set the paper selection	252
Set the output bin	252
Set the sides	253
Set the paper tray	253
Fax archive and forwarding	253
Enable fax archiving	254
Enable fax forwarding	254
Use Fax	255
Fax feature screen	255
Status message bar	256
Send a fax	256
Send a fax by entering numbers manually	257
Send a fax using speed dial	258
Search a speed-dial list by name	258
Send a fax by using fax address book numbers	259
Fax address book search	260
Cancel a fax	260
Cancel the current fax transmission	260
Cancel pending faxes	260
Receive faxes	261
Create or delete speed dial lists	261
Create a speed dial list	261
Delete a speed dial list	263
Delete a single number from the speed dial list	264
Add a number to an existing speed dial list	265
Voice Calls and Retries	266
Fax Call Report	266
Fax Activity Log	267
T.30 Report	267
Scheduling fax printing (memory lock)	267
Use Fax over VoIP networks	268
Solve fax problems	269
Is your fax set up correctly?	269
What type of phone line are you using?	269
Are you using a surge-protection device?	269
Are you using a phone company voice-messaging service or an answering machine?	270
Does your phone line have a call-waiting feature?	270
Check fax accessory status	270
Fax feature is not operating	271
General fax problems	271
Problems with receiving faxes	272
Problems with sending faxes	273
Error codes	274
Fax error messages	274
Send-fax messages	276
Receive-fax messages	278
Fax reports	279
Fax activity log	279
Billing code report	280
Blocked fax list report	280
Speed dial list report	280
Fax call report	280
Clear the fax activity log	280
Service settings	281
Settings in the Troubleshooting menu	281
Settings in the Resets menu	281
Firmware upgrades	282
Manage and maintain	283
Print information pages	284
Use the HP Embedded Web Server	286
Open the HP Embedded Web Server by using a network connection	286
HP Embedded Web Server features	287
Information tab	287
General tab	287
Copy/Print tab	288
Scan/Digital Send tab	288
Fax tab	289
Troubleshooting tab	290
Security tab	290
Networking tab	291
Other Links list	291
Use HP Web Jetadmin software	292
Product security features	293
Security statements	293
IP Security	293
Secure the HP Embedded Web Server	293
Encryption support: HP Encrypted High Performance Hard Disks	293
Secure stored jobs	294
Lock the control panel menus	294
Lock the formatter	294
Economy settings	295
Optimize speed or energy use	295
Powersave modes	295
Set sleep mode	295
Set sleep delay	296
Set the sleep schedule	296
Install external I/O cards	297
Clean the product	299
Clean the paper path	299
Clean the scanner glass	299
Product updates	302
Solve problems	303
Self help	304
Solve problems checklist	305
Factors that affect product performance	306
Restore factory settings	307
Interpret control-panel messages	308
Control-panel message types	308
Control-panel messages	308
Paper feeds incorrectly or becomes jammed	309
The product does not pick up paper	309
The product picks up multiple sheets of paper	309
Prevent paper jams	309
Clear jams	310
Jam locations	310
Clear jams in the document feeder	312
Clear paper jams in the stapler	313
Clear staple jams	314
Clear jams in the output bin area	317
Clear jams from under the top cover	317
Clear jams in the right door	319
Clear jams in Tray 1	322
Clear jams in Trays 2, 3, 4, or 5	324
Clear jams in the lower-right door (Trays 3, 4, or 5)	325
Change jam recovery	326
Improve print quality	327
Select a paper type	327
Use paper that meets HP specifications	327
Print a cleaning page	328
Calibrate the product	328
Set the image registration	328
Internal print-quality-test pages	329
Check the print cartridge	329
Use the printer driver that best meets your printing needs	330
Improve print quality for copies	331
The product does not print or it prints slowly	332
The product does not print	332
The product prints slowly	333
Solve walk-up USB printing problems	334
The Open from USB menu does not open when you insert the USB accessory	334
The file does not print from the USB storage accessory	334
The file that you want to print is not listed in the Open from USB menu	335
Solve connectivity problems	336
Solve direct-connect problems	336
Solve network problems	336
Poor physical connection	336
The computer is using the incorrect IP address for the product	336
The computer is unable to communicate with the product	337
The product is using incorrect link and duplex settings for the network	337
New software programs might be causing compatibility problems	337
The computer or workstation might be set up incorrectly	337
The product is disabled, or other network settings are incorrect	337
Solve product software problems with Windows	338
Solve product software problems with Mac	339
The printer driver is not listed in the Print & Fax list	339
The product name does not appear in the product list in the Print & Fax list	339
The printer driver does not automatically set up the selected product in the Print & Fax list	339
A print job was not sent to the product that you wanted	340
When connected with a USB cable, the product does not appear in the Print & Fax list after the drive ...	340
You are using a generic printer driver when using a USB connection	340
Product supplies and accessories	341
Order parts, accessories, and supplies	342
Part numbers	343
Accessories	343
Cables and interfaces	343
Customer self-repair parts	343
Service and support	347
Hewlett-Packard limited warranty statement	348
HP's Premium Protection Warranty: LaserJet print cartridge limited warranty statement	349
Color LaserJet Fuser Kit, Transfer Kit, and Roller Kit Limited Warranty Statement	350
Data stored on the print cartridge	351
End User License Agreement	352
OpenSSL	354
Customer self-repair warranty service	355
Customer support	356
Product specifications	357
Physical specifications	358
Power consumption, electrical specifications, and acoustic emissions	358
Environmental specifications	358
Regulatory information	359
FCC regulations	360
Environmental product stewardship program	361
Protecting the environment	361
Ozone production	361
Power consumption	361
Paper use	361
Plastics	361
HP LaserJet print supplies	361
Return and recycling instructions	362
United States and Puerto Rico	362
Multiple returns (more than one cartridge)	362
Single returns	362
Shipping	362
Residents of Alaska and Hawaii	362
Non-U.S. returns	363
Paper	363
Material restrictions	363
Disposal of waste equipment by users in private households in the European Union	364
Chemical substances	364
Material Safety Data Sheet (MSDS)	364
For more information	364
Declaration of Conformity	365
Declaration of Conformity (fax models)	367
Safety statements	369
Laser safety	369
Canadian DOC regulations	369
VCCI statement (Japan)	369
Power cord instructions	369
Power cord statement (Japan)	369
EMC statement (China)	370
EMC statement (Korea)	370
EMI statement (Taiwan)	370