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HP Color LaserJet Enterprise MFP M681 User Guide - Page 100

Set up Scan to Email, Introduction, Before you begin

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Set up Scan to Email ● Introduction ● Before you begin ● Step one: Access the HP Embedded Web Server (EWS) ● Step two: Configure the Network Identification settings ● Step three: Configure the Send to Email feature ● Step four: Configure the Quick Sets (optional) ● Step five: Set up Send to Email to use Office 365 Outlook (optional) Introduction The printer has a feature that enables it to scan a document and send it to one or more email addresses. To use this scan feature, the printer must be connected to a network; however, the feature is not available until it has been configured. There are two methods for configuring Scan to Email, the Scan to Email Setup Wizard for basic and Email Setup for advanced. Use the following information to set up the Scan to Email feature. Before you begin To set up the Scan to Email feature, the printer must have an active network connection. Administrators need the following information before beginning the configuration process. ● Administrative access to the printer ● DNS suffix (e.g., companyname.com) ● SMTP server (e.g., smtp.mycompany.com) NOTE: If you do not know the SMTP server name, SMTP port number, or authentication information, contact the email/Internet service provider or system administrator for the information. SMTP server names and port names are typically found by doing an Internet search. For example, use terms like "Gmail smtp server name" or "Yahoo smtp server name" to search. ● SMTP server authentication requirements for outgoing email messages, including the user name and password used for authentication, if applicable. NOTE: Consult your email service provider's documentation for information on digital sending limits for your email account. Some providers may temporarily lock your account if you exceed your sending limit. Step one: Access the HP Embedded Web Server (EWS) 1. From the Home screen on the printer control panel, touch the Information Network icon to display the IP address or host name. icon, and then touch the 86 Chapter 6 Scan ENWW

Section	Page
Printer overview	15
Printer views	16
Printer front view	16
Printer back view	19
Interface ports	20
Control-panel view	21
How to use the touchscreen control panel	23
Printer specifications	24
Technical specifications	24
Supported operating systems	28
Mobile printing solutions	30
Printer dimensions	30
Power consumption, electrical specifications, and acoustic emissions	33
Operating-environment range	33
Printer hardware setup and software installation	34
Paper trays	35
Introduction	36
Load Tray 1	36
Introduction	36
Tray 1 paper orientation	38
Use alternative letterhead mode	40
Enable Alternative Letterhead Mode by using the printer control-panel menus	40
Load Tray 2 and the 550-sheet trays	41
Introduction	41
Tray 2 and the 550-sheet trays paper orientation	43
Use alternative letterhead mode	45
Enable Alternative Letterhead Mode by using the printer control-panel menus	45
Load the 2,000-sheet high-capacity input tray	46
Introduction	46
High-capacity input tray paper orientation	48
Use alternative letterhead mode	50
Enable Alternative Letterhead Mode by using the printer control-panel menus	50
Load and print envelopes	51
Introduction	51
Print envelopes	51
Envelope orientation	51
Load and print labels	52
Introduction	52
Manually feed labels	52
Label orientation	52
Configure the 3-bin stapler/stacker accessory	53
Configure the default staple location	53
Configure the operation mode	53
Supplies, accessories, and parts	55
Order supplies, accessories, and parts	56
Ordering	56
Supplies and accessories	56
Maintenance/long-life consumables	57
Customer self-repair parts	58
Configure the HP toner-cartridge-protection supply settings	60
Introduction	60
Enable or disable the Cartridge Policy feature	60
Use the printer control panel to enable the Cartridge Policy feature	60
Use the printer control panel to disable the Cartridge Policy feature	60
Use the HP Embedded Web Server (EWS) to enable the Cartridge Policy feature	61
Use the HP Embedded Web Server (EWS) to disable the Cartridge Policy feature	61
Troubleshoot Cartridge Policy control panel error messages	62
Enable or disable the Cartridge Protection feature	62
Use the printer control panel to enable the Cartridge Protection feature	62
Use the printer control panel to disable the Cartridge Protection feature	62
Use the HP Embedded Web Server (EWS) to enable the Cartridge Protection feature	62
Use the HP Embedded Web Server (EWS) to disable the Cartridge Protection feature	63
Troubleshoot Cartridge Protection control panel error messages	63
Replace the toner cartridges	64
Toner-cartridge information	64
Remove and replace the cartridges	65
Replace the toner-collection unit	68
Replace the staple cartridge (M681z and M682z models)	71
Introduction	71
Remove and replace the staple cartridge	71
Print	73
Print tasks (Windows)	74
How to print (Windows)	74
Automatically print on both sides (Windows)	75
Print multiple pages per sheet (Windows)	76
Select the paper type (Windows)	76
Additional print tasks	77
Print tasks (OS X)	78
How to print (OS X)	78
Automatically print on both sides (OS X)	78
Print multiple pages per sheet (OS X)	78
Select the paper type (OS X)	78
Additional print tasks	80
Store print jobs on the printer to print later or print privately	81
Introduction	81
Create a stored job (Windows)	81
Create a stored job (OS X)	83
Print a stored job	83
Delete a stored job	84
Information sent to printer for Job Accounting purposes	84
Mobile printing	85
Introduction	85
Wireless Direct Print and NFC Printing	85
HP ePrint via email	86
HP ePrint software	87
AirPrint	87
Android embedded printing	87
Print from the USB port	89
Introduction	89
Enable the USB port for printing	89
Print USB documents	90
Copy	91
Make a copy	92
Copy on both sides (duplex)	94
Additional options when copying	96
Additional copy tasks	98
Scan	99
Set up Scan to Email	100
Introduction	100
Before you begin	100
Step one: Access the HP Embedded Web Server (EWS)	100
Step two: Configure the Network Identification settings	101
Step three: Configure the Send to Email feature	102
Method one: Basic configuration using the Email Setup Wizard	102
Method two: Advanced configuration using the Email Setup	106
Step four: Configure the Quick Sets (optional)	110
Step five: Set up Send to Email to use Office 365 Outlook (optional)	111
Introduction	111
Configure the outgoing email server (SMTP) to send an email from an Office 365 Outlook account	111
Set up Scan to Network Folder	113
Introduction	113
Before you begin	113
Step one: Access the HP Embedded Web Server	113
Step two: Set up Scan to Network Folder	114
Method one: Use the Scan to Network Folder Wizard	114
Method two: Use Scan to Network Folder Setup	115
Step one: Begin the configuration	115
Step two: Configure the Scan to Network Folder settings	116
Dialog one: Set the Quick Set name, description, and options for user interaction at the control pan ...	116
Dialog two: Folder Settings	116
Configure the destination folder for scanned documents	117
Select the destination folder permissions	120
Dialog three: Notification settings	121
Dialog four: Scan Settings	122
Dialog five: File Settings	122
Dialog six: Summary	123
Step three: Complete the configuration	123
Set up Scan to USB Drive	124
Introduction	124
Step one: Access the HP Embedded Web Server	124
Step two: Enable Scan to USB Drive	125
Step three: Configure the Quick Sets (optional)	125
Default scan settings for Scan to USB Drive setup	126
Default file settings for Save to USB Setup	126
Set up Save to SharePoint® (Flow models only)	128
Introduction	128
Before you begin	128
Step one: Access the HP Embedded Web Server (EWS)	128
Step two: Enable Save to SharePoint® and create a Save to SharePoint Quick Set	129
Scan and save a file directly to a Microsoft® SharePoint site	131
Quick set scan settings and options for Save to SharePoint®	132
Create a Quick Set	134
Introduction	134
Step one: Access the HP Embedded Web Server (EWS)	134
Step two: Add and manage Quick Sets	135
Add a Quick Set	135
Edit a Quick Set	136
Copy a Quick Set	136
Remove a Quick Set	137
Quick Set settings and options	137
Send a scanned document to one or more email addresses	143
Introduction	143
Scan and send a document to email	143
Scan and send to network folder	145
Introduction	145
Scan and save the document to a folder	145
Scan and send to USB Flash Drive	147
Introduction	147
Scan and save the document to a USB flash drive	147
Additional options when scanning	149
HP JetAdvantage business solutions	151
Additional scan tasks	152
Fax	153
Set up fax	154
Introduction	154
Set up fax by using the printer control panel	154
Change fax configurations	155
Fax dialing settings	155
General fax send settings	156
Fax receive settings	156
Send a fax	158
Additional options when faxing	160
Additional fax tasks	161
Manage the printer	163
Advanced configuration with HP Embedded Web Server (EWS)	164
Introduction	164
How to access the HP Embedded Web Server (EWS)	164
HP Embedded Web Server features	165
Information tab	165
General tab	166
Copy/Print tab	167
Scan/Digital Send tab	168
Fax tab	169
Troubleshooting tab	169
Security tab	170
HP Web Services tab	170
Networking tab	170
Other Links list	172
Configure IP network settings	173
Printer sharing disclaimer	173
View or change network settings	173
Rename the printer on a network	173
Manually configure IPv4 TCP/IP parameters from the control panel	174
Manually configure IPv6 TCP/IP parameters from the control panel	174
Link speed and duplex settings	175
Printer security features	176
Introduction	176
Security statements	176
Assign an administrator password	176
IP Security	177
Lock the formatter	177
Encryption support: HP High Performance Secure Hard Disks	177
Energy-conservation settings	178
Introduction	178
Set the idle settings	178
Set the sleep timer and configure the printer to use 1 watt or less of power	178
Set the sleep schedule	179
HP Web Jetadmin	180
Software and firmware updates	181
Solve problems	183
Customer support	184
Control panel help system	185
Restore factory settings	186
Introduction	186
Method one: Restore factory settings from the printer control panel	186
Method two: Restore factory settings from the HP Embedded Web Server (network-connected printers onl ...	186
A “Cartridge is low” or “Cartridge is very low” message displays on the printer control panel	187
Change the “Very Low” settings	187
For printers with fax capability	187
Order supplies	187
Printer does not pick up paper or misfeeds	189
Introduction	189
The printer does not pick up paper	189
The printer picks up multiple sheets of paper	191
The document feeder jams, skews, or picks up multiple sheets of paper	195
Clear paper jams	196
Introduction	196
Paper jam locations	197
Auto-navigation for clearing paper jams	199
Experiencing frequent or recurring paper jams?	199
Clear paper jams in the document feeder	200
13.E1 output bin paper jam	202
13.A1 tray 1 paper jam	203
13.A2 tray 2 paper jam	205
13.A3, 13.A4, 13.A5 tray 3, tray 4, tray 5 paper jam	209
13.A 2000-sheet tray paper jam	214
13.B9, 13.B2, 13.FF fuser paper jam	218
13.B2 right door paper jam	221
13.70.stapler/stacker paper jam	222
Clear staple jams in the 3-bin stapler/stacker	224
Improve print quality	226
Introduction	226
Print from a different software program	226
Check the paper-type setting for the print job	226
Check the paper type setting (Windows)	226
Check the paper type setting (OS X)	226
Check toner-cartridge status	227
Print a cleaning page	227
Visually inspect the toner cartridge	228
Check paper and the printing environment	228
Step one: Use paper that meets HP specifications	228
Step two: Check the environment	228
Step three: Set the individual tray alignment	229
Try a different print driver	229
Calibrate the printer to align the colors	230
Image defects table	231
Improve copy image quality	238
Check the scanner glass for dirt and smudges	238
Calibrate the scanner	239
Check the paper settings	240
Check the paper size and type configuration	240
Select the tray to use for the copy	240
Check the image-adjustment settings	240
Optimize copy quality for text or pictures	241
Edge-to-edge copying	241
Improve scan image quality	242
Check the scanner glass for dirt and smudges	242
Check the resolution settings	243
Check the color settings	244
Check the image-adjustment settings	244
Optimize scan quality for text or pictures	245
Check the output-quality settings	245
Improve fax image quality	247
Check the scanner glass for dirt and smudges	247
Check the send-fax resolution settings	248
Check the image-adjustment settings	249
Optimize fax quality for text or pictures	249
Check the error-correction settings	249
Check the fit-to-page setting	250
Send to a different fax machine	250
Check the sender's fax machine	250
Solve wired network problems	251
Introduction	251
Poor physical connection	251
The computer is using the incorrect IP address for the printer	251
The computer is unable to communicate with the printer	252
The printer is using incorrect link and duplex settings for the network	252
New software programs might be causing compatibility problems	252
The computer or workstation might be set up incorrectly	252
The printer is disabled, or other network settings are incorrect	252
Solve wireless network problems	253
Introduction	253
Wireless connectivity checklist	253
The printer does not print after the wireless configuration completes	254
The printer does not print, and the computer has a third-party firewall installed	254
The wireless connection does not work after moving the wireless router or printer	254
Cannot connect more computers to the wireless printer	254
The wireless printer loses communication when connected to a VPN	255
The network does not appear in the wireless networks list	255
The wireless network is not functioning	255
Reduce interference on a wireless network	255
Solve fax problems	256
Checklist for solving fax problems	256
What type of phone line are you using?	256
Are you using a surge-protection device?	256
Are you using a phone company voice-messaging service or an answering machine?	256
Does your phone line have a call-waiting feature?	257
Check fax accessory status	257
General fax problems	258
The fax failed to send	258
An Out of Memory status message displays on the printer control panel	258
Print quality of a photo is poor or prints as a gray box	258
You touched the Stop button to cancel a fax, but the fax was still sent	258
No fax address book button displays	258
Not able to locate the Fax settings in HP Web Jetadmin	258
The header is appended to the top of the page when the overlay option is enabled	258
A mix of names and numbers is in the recipients box	258
A one-page fax prints as two pages	258
A document stops in the document feeder in the middle of faxing	259
The volume for sounds coming from the fax accessory is too high or too low	259