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HP Officejet Pro 8500A User Guide - Page 54

Set Up Scan to E-mail, Step 1: Set the Outgoing E-mail Profiles

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Chapter 4 3. Click New, and then follow the onscreen instructions. NOTE: You can customize the scan settings for each destination folder. 4. 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 correctly. The entry is added to the Network Folder list. Set Up Scan to E-mail You can use the printer to scan documents and send them to one or more e-mail addresses as attachments-without additional scanning software. You do not need to scan files from your computer and attach them to e-mail messages. NOTE: If you are using the HP Officejet Pro 8500A (A910a-f), you can only use Scan to Network Folder and Fax to Network Folder. To find your model number, seeFinding the printer model number. To use the Scan to E-mail feature, complete the following steps: Step 1: Set the Outgoing E-mail Profiles Configure the e-mail address which will appear in the FROM portion of the e-mail message sent by the printer. You can add up to 10 Outgoing E-mail Profiles. You can use the HP software installed on your computer to create these profiles. Step 2: Add e-mail addresses to the E-mail Address Book Manage the list of people to whom you can send e-mail messages from the printer. You can add up to 5 e-mail addresses or e-mail groups, as well as their corresponding contact names. To add e-mail addresses, you must use the printer's embedded Web server (EWS). Step 3: Configure other e-mail options You can configure default SUBJECT and body text that is included in all e-mail messages sent from the printer. To configure these options, you must use the printer's EWS. Step 1: Set up the outgoing e-mail profiles To set up the outgoing e-mail profile used by the printer, complete the following steps for your operating system. Windows 1. Open the HP printer software. For more information, see HP printer software (Windows). 2. Double-click Scanner Actions, and then double-click Scan to E-mail Wizard.. 3. Click New, and then follow the onscreen instructions. 50 HP Digital Solutions

Section	Page
Contents	5
Get started	14
Accessibility	14
Eco-Tips	15
Understand the printer parts	15
Front view	15
Printing supplies area	16
Back view	17
Use the printer control panel	17
Overview of buttons and lights	17
HP Officejet Pro 8500A (A910a-f)	18
HP OfficeJet Pro 8500A (A910g-z)	19
Control-panel display icons	20
Change printer settings	22
Select the mode	22
Change printer settings	22
Finding the printer model number	22
Select print media	23
Recommended papers for printing and copying	23
Recommended papers for photo printing	24
Tips for selecting and using media	25
Load an original on the scanner glass	25
Load an original in the automatic document feeder (ADF)	26
Load media	27
Load standard-size media	27
Load envelopes	28
Load cards and photo paper	29
Load transparencies	30
Load custom-size media	30
Insert a memory device	31
Install the accessories	32
Install the duplexer	33
Install Tray 2	33
Turn on accessories in the printer driver	34
To turn on accessories on Windows computers	34
To turn on accessories on Macintosh computers	34
Maintain the printer	34
Clean the scanner glass	34
Clean the exterior	35
Clean the automatic document feeder	35
Turn the printer off	36
Print	37
Print documents	37
Print documents (Windows)	38
Print documents (Mac OS X)	38
Print brochures	38
Print brochures (Windows)	38
Print brochures (Mac OS X)	39
Print on envelopes	39
Print on envelopes (Windows)	39
Print on envelopes (Mac OS X)	40
Print photos	40
Print photos on photo paper (Windows)	40
Print photos on photo paper (Mac OS X)	41
Print photos from a memory device	41
Print DPOF photos	42
Print on special and custom-size paper	43
Print on special or custom-size paper (Mac OS X)	43
Print borderless documents	43
Print borderless documents (Windows)	44
Print borderless documents (Mac OS X)	44
Scan	47
Scan an original	47
Scan to a computer	47
Scan to a memory card	48
Scan using Webscan	48
Scanning documents as editable text	49
HP Digital Solutions	50
What are HP Digital Solutions?	50
HP Direct Digital Filing	50
HP Digital Fax	50
Requirements	51
Set up the HP Digital Solutions	52
Set up HP Direct Digital Filing	52
Set Up Scan to Network Folder	53
Set Up Scan to E-mail	54
Set Up HP Digital Fax	56
Use the HP Digital Solutions	57
Use HP Scan to Network Folder	57
Use Scan to E-mail	57
Use HP Digital Fax	58
Copy	59
Copy documents	59
Change copy settings	59
Fax	61
Send a fax	61
Send a standard fax	61
Send a standard fax from the computer	62
Send a fax manually from a phone	63
Send a fax using monitor dialing	64
Send a fax from memory	64
Schedule a fax to send later	65
Send a fax to multiple recipients	66
Send a fax in Error Correction Mode	66
Receive a fax	67
Receive a fax manually	67
Set up backup fax	68
Reprint received faxes from memory	69
Poll to receive a fax	69
Forward faxes to another number	69
Set the paper size for received faxes	70
Set automatic reduction for incoming faxes	70
Block unwanted fax numbers	71
Add numbers to the junk fax list	71
Remove numbers from the junk fax list	72
Print a Junk Fax Report	72
Receive faxes to your computer (Fax to PC and Fax to Mac)	72
Fax to PC and Fax to Mac requirements	73
Activate Fax to PC and Fax to Mac	73
Modify Fax to PC or Fax to Mac settings	73
Set up speed-dial entries	74
Set up and change speed-dial entries	74
Set up and change group speed-dial entries	75
Delete speed-dial entries	76
Print a list of speed-dial entries	76
Change fax settings	76
Configure the fax header	76
Set the answer mode (Auto answer)	77
Set the number of rings before answering	77
Change the answer ring pattern for distinctive ring	77
Set the dial type	78
Set the redial options	79
Set the fax speed	79
Set the fax sound volume	80
Fax and digital phone services	80
Fax over Internet Protocol	80
Use reports	81
Print fax confirmation reports	81
Print fax error reports	82
Print and view the fax log	83
Clear the fax log	83
Print the details of the last fax transaction	83
Print a Caller ID Report	83
View the Call History	83
Web	85
HP Apps	85
Marketsplash by HP	86
Work with ink cartridges	87
Information on ink cartridges and the printheads	87
Check the estimated ink levels	88
Replace the ink cartridges	88
Store printing supplies	90
Store ink cartridges	90
Store printheads	90
Solve a problem	91
HP support	91
Obtain electronic support	92
HP support by phone	92
Before you call	92
Phone support period	93
Telephone support numbers	93
After the phone support period	95
General troubleshooting tips and resources	95
Solve printing problems	95
The printer shuts down unexpectedly	96
Alignment fails	96
The printer is not responding (nothing prints)	96
Printer takes a long time to print	97
Blank or partial page printed	97
Something on the page is missing or incorrect	97
Placement of the text or graphics is wrong	98
Solve print quality problems	98
General print quality troubleshooting	99
Meaningless characters print	99
Ink is smearing	100
Ink is not filling the text or graphics completely	100
Output is faded or dull colored	101
Colors are printing as black and white	101
Wrong colors are printing	101
Printout shows bleeding colors	101
The printout has a horizontal band of distortion near the bottom of a borderless print	102
Colors do not line up correctly	102
Text or graphics are streaked	103
Something on the page is missing or incorrect	103
Printhead maintenance	103
To check printhead health	104
To print the print quality diagnostic page	104
To align the printheads	105
To calibrate the linefeed	106
To clean the printheads	106
To clean the printhead contacts manually	107
To replace the printheads	109
Solve paper-feed problems	112
Solve copy problems	113
No copy came out	113
Copies are blank	114
Documents are missing or faded	114
Size is reduced	114
Copy quality is poor	115
Copy defects are apparent	115
The printer prints half a page, then ejects the paper	116
Paper mismatch	116
Solve scan problems	116
Scanner did nothing	116
Scan takes too long	117
Part of the document did not scan or text is missing	117
Text cannot be edited	117
Error messages appear	118
Scanned image quality is poor	118
Scan defects are apparent	119
Solve fax problems	120
The fax test failed	120
Solve problems using HP Web sites and services	133
Solve problems using HP Web services	133
Solve problems using HP Web sites	134
Solve HP Digital Solutions problems	134
Solving HP Direct Digital Filing problems	134
Common problems	134
Unable to scan to network folder	135
Unable to scan to e-mail	136
The sharing dialog box is different after setting up HP Direct Digital Filing (Windows)	136
Solving HP Digital Fax problems	136
Solve memory device problems	138
The printer cannot read the memory device	138
The printer cannot read photos on the memory device	139
Solve wired (Ethernet) network problems	139
General network troubleshooting	139
Network port created does not match printer IP address (Windows)	140
Solve wireless problems	140
Basic wireless troubleshooting	140
Advanced wireless troubleshooting	141
Step 1: Make sure your computer is connected to your network	141
Step 2: Make sure that the printer is connected to your network	142
Step 3: Check to see if the firewall software is blocking communication	143
Step 4: Make sure the printer is online and ready	144
Step 5: Make sure the wireless version of the printer is set as the default printer driver (Windows ...	144
Step 6: Make sure the HP Network Devices Support service is running (Windows only)	145
Add hardware addresses to a wireless access point (WAP)	145
Configure your firewall to work with printers	146
Solve printer management problems	147
Embedded Web server cannot be opened	148
Troubleshoot installation issues	149
Hardware installation suggestions	149
HP software installation suggestions	149
Solve network problems	150
Understand the Self Test Diagnostic Page	151
Understand the network configuration page	152
Clear jams	154
Clear paper jams	155
Avoid paper jams	157
Technical information	158
Warranty information	158
Hewlett-Packard limited warranty statement	159
Ink cartridge warranty information	160
Printer specifications	161
Physical specifications	161
Product features and capacities	161
Processor and memory specifications	162
System requirements	162
Network protocol specifications	163
Embedded Web server specifications	163
Media specifications	163
Understand specifications for supported media	164
Set minimum margins	167
Guidelines for printing on both sides of a page	167
Print specifications	168
Copy specifications	168
Fax specifications	168
Scan specifications	169
HP Web site specifications	169
Environmental specifications	169
Electrical specifications	169
Acoustic emission specifications	170
Memory device specifications	170
Memory card specifications	170
USB flash drives	170
Regulatory information	171
FCC statement	172
Notice to users in Korea	172
VCCI (Class B) compliance statement for users in Japan	172
Notice to users in Japan about the power cord	173
Noise emission statement for Germany	173
LED indicator statement	173
Gloss of housing of peripheral devices for Germany	173
Notice to users of the U.S. telephone network: FCC requirements	174
Notice to users of the Canadian telephone network	175
Notice to users in the European Economic Area	176
Notice to users of the German telephone network	176
Australia wired fax statement	176
Regulatory information for wireless products	176
Exposure to radio frequency radiation	177
Notice to users in Brazil	177
Notice to users in Canada	177
Notice to users in Taiwan	178
European Union regulatory notice	179
Regulatory model number	179
Declaration of conformity	180
Environmental product stewardship program	181
Paper use	181
Plastics	181
Material safety data sheets	181
Recycling program	181
HP inkjet supplies recycling program	181
Disposal of waste equipment by users in private households in the European Union	182
Power consumption	183
Chemical Substances	183
RoHS notices (China only)	183
Third-party licenses	184
HP supplies and accessories	192
Order printing supplies online	192
Supplies	192
Ink cartridges and printheads	192
HP media	193
Additional fax setup	194
Set up faxing (parallel phone systems)	194
Select the correct fax setup for your home or office	195
Case A: Separate fax line (no voice calls received)	197
Case B: Set up the printer with DSL	198
Case C: Set up the printer with a PBX phone system or an ISDN line	199
Case D: Fax with a distinctive ring service on the same line	200
Case E: Shared voice/fax line	201
Case F: Shared voice/fax line with voice mail	202
Case G: Fax line shared with computer modem (no voice calls received)	203
Set up the printer with a computer dial-up modem	203
Set up the printer with a computer DSL/ADSL modem	205
Case H: Shared voice/fax line with computer modem	206
Shared voice/fax with computer dial-up modem	206
Shared voice/fax with computer DSL/ADSL modem	208
Case I: Shared voice/fax line with answering machine	210
Case J: Shared voice/fax line with computer modem and answering machine	211
Shared voice/fax line with computer dial-up modem and answering machine	211
Shared voice/fax line with computer DSL/ADSL modem and answering machine	213
Case K: Shared voice/fax line with computer dial-up modem and voice mail	215
Serial-type fax setup	217
Test fax setup	217
Network setup	219
Change basic network settings	219
View and print network settings	219
Turn the wireless radio on and off	219
Change advanced network settings	219
Set link speed	220
View IP settings	220
Change IP settings	220
Configure the printer’s firewall settings	220
Creating and using firewall rules	221
Reset network settings	223
Set up the printer for wireless communication	223
To set up a wireless communication using the Wireless Setup Wizard	223
Understand 802.11 wireless network settings	224
Test the wireless connection	225
Change the connection method	225
Guidelines for ensuring wireless network security	225
To add hardware addresses to a WAP	226
Other guidelines	226
Guidelines for reducing interference on a wireless network	226
Uninstall and reinstall the HP software	226
Printer management tools	229
HP printer software (Windows)	229
HP Utility (Mac OS X)	229
Embedded Web server	229
About cookies	230
To open the embedded Web server	230

Match case Limit results 1 per page

Click

New

, and then follow the onscreen instructions.

NOTE:

You can customize the scan settings for each destination folder.

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 correctly. The

entry is added to the

Network Folder

list.

Set Up Scan to E-mail

You can use the printer to scan documents and send them to one or more e-mail

addresses as attachments—without additional scanning software. You do not need to

scan files from your computer and attach them to e-mail messages.

NOTE:

If you are using the HP Officejet Pro 8500A (A910a-f), you can only use

Scan to Network Folder and Fax to Network Folder. To find your model number,

see

Finding

the

printer

model

number.

To use the Scan to E-mail feature, complete the following steps:

Step 1: Set the Outgoing E-mail Profiles

Configure the e-mail address which will appear in the FROM portion of the e-mail

message sent by the printer. You can add up to 10 Outgoing E-mail Profiles. You can

use the HP software installed on your computer to create these profiles.

Step 2: Add e-mail addresses to the E-mail Address Book

Manage the list of people to whom you can send e-mail messages from the printer.

You can add up to 5 e-mail addresses or e-mail groups, as well as their corresponding

contact names. To add e-mail addresses, you must use the printer’s embedded Web

server (EWS).

Step 3: Configure other e-mail options

You can configure default SUBJECT and body text that is included in all e-mail

messages sent from the printer. To configure these options, you must use the printer’s

EWS.

Step 1: Set up the outgoing e-mail profiles

To set up the outgoing e-mail profile used by the printer, complete the following steps

for your operating system.

Windows

Open the HP printer software. For more information, see

printer

software

(Windows).

Double-click

Scanner Actions

, and then double-click

Scan to E-mail Wizard

Click

New

, and then follow the onscreen instructions.

Chapter 4

HP Digital Solutions