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HP 3300mfp HP LaserJet 3300mfp Series - User Guide - Page 74

Scanning with OCR, To edit scanned text (Windows and Macintosh)

UPC - 088698450581

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Scanning with OCR Note Note To edit scanned text (Windows and Macintosh) You can use the OCR software to import scanned text into your preferred word processing application for editing. This allows you to edit faxes, letters, newspaper clippings, and many other documents. The HP LaserJet Director allows you to specify the word processing application you want to use for editing. OCR cannot recognize handwritten text. To change the OCR word processing application You can change the default word processing program that is used for OCR. 1 Open the HP LaserJet Director. 2 Click the Customize button. 3 Select the Button Customization tab. 4 Select OCR, then click the Options button. 5 Select the desired word processing application from the Select Application drop-down list. 6 Click Next and select the application's icon if it is not already selected. 7 Click Finish. 8 Click Apply or OK to save your selection. Due to the complexity of some word processing applications and their interaction with the product, it is sometimes preferable to scan to Wordpad (a Windows accessory) and then cut and paste the text into your preferred word processing application. To use HP LaserJet Director's OCR feature 1 Load the originals to be scanned face up in the ADF input tray, with the top of the document forward, and adjust the media guides. OR Lift the flatbed cover and load the original to be scanned face down on the flatbed scanner with the top left corner of the document located in the lower right corner of the glass. Gently close the lid. See Loading originals to copy or scan for more information. 2 Press start scan on the product's control panel. If you are using the ADF, the HP LaserJet Director launches automatically. If you are on a network, scanning from the flatbed scanner, or the HP LaserJet Director does not automatically open, click the Start button on the Windows task bar, point to Programs, and click HP LaserJet Director or click on it in the System Tray. 3 In HP LaserJet Director, click OCR. 4 The original is scanned, and your word processing software application launches automatically. 5 The scanned text has been optically recognized and is now ready to edit using your word processing application. 72 6 Scanning EN

Section	Page
Getting to know your product	15
Identifying your product	16
HP LaserJet 3300mfp	16
HP LaserJet 3300se mfp	17
HP LaserJet 3310mfp	18
HP LaserJet 3320mfp	19
HP LaserJet 3320n mfp	20
HP LaserJet 3330mfp	21
Identifying your product’s hardware components	22
HP LaserJet 3300 series hardware components	22
Identifying your product’s control panel components	23
Fax controls	23
Alphanumeric buttons	24
Menu and cancel controls	24
Copy, scan, and start controls	25
Identifying HPJetdirect 310x print server components	25
Identifying your product’s software components	26
Getting started	27
Finding a location for your product	28
Connecting a printer cable to your product	29
Installing a print cartridge	30
Installing and loading the media input trays	31
Installing the ADF input tray	32
Connecting the power cord	32
Loading originals to copy or scan	33
To load originals onto the flatbed scanner	33
To load originals into the ADF input tray	34
Verifying your work	35
To self-test the printer	35
To self-test the copier using the ADF input tray	35
To self-test the copier using the flatbed scanner	36
To print a control panel menu map	36
Changing your product’s general default settings	37
HPLaserJet 3300 series product settings	38
Printing a configuration page	38
To print a configuration page	38
Printing a control panel menu map	38
To print a control panel menu map	38
Restoring the factory default settings	38
To restore the factory default settings	38
Changing the display panel language	39
To change the display panel language	39
Changing the default paper size	39
To change the default paper size	39
Using the product’s volume controls	39
To change the alarm volume	39
To change the volume for the fax product	40
To change the ring volume of the fax product	40
To change the control panel key press volume	40
Changing settings from your computer	40
To change default settings across all applications (Windows)	41
To change default settings across all applications (Macintosh)	41
To temporarily change settings from a software application (Windows)	41
To temporarily change settings from a software application (Macintosh)	41
Printing	43
Printing with manual feed	44
To print using manual feed	44
Stopping or canceling a print job	44
Printer drivers	44
Understanding print quality settings	44
To temporarily change print quality settings	45
To change print quality settings for all future jobs	45
To enable EconoMode (save toner)	45
Optimizing print quality for media types	46
To access the optimizing feature	46
Printing envelopes	47
To print one envelope	47
To print multiple envelopes	48
Printing transparencies and labels	49
To print transparencies or labels	49
Printing letterhead or preprinted forms	50
To print letterhead or preprinted forms	50
Printing custom-sized media or card stock	51
To print custom-sized media or card stock	51
Printing on both sides of the media (manual duplexing)	51
To duplex manually on lightweight media	52
To duplex manually on heavy media or card stock (straight-through output path)	53
Printing multiple pages on a single sheet of media	54
To print multiple pages on a single sheet (Windows)	54
To print multiple pages on a single sheet (Macintosh)	54
Printing booklets	55
To print booklets	55
Printing watermarks	56
To access the watermark feature	56
Copying	57
Starting a copy job	58
Canceling a copy job	58
Adjusting copy quality for the current job	58
To adjust the copy quality for the current job	58
Adjusting the default copy quality	59
To adjust the copy quality	59
Adjusting the lighter/darker (contrast) setting for the current job	59
To adjust the lighter/darker setting for the current job	59
Adjusting the default lighter/darker (contrast) setting	59
To adjust the default lighter/darker setting	59
Reducing or enlarging copies for the current job	60
To reduce or enlarge copies for the current job	60
Adjusting the default copy size	60
To change the default copy size	61
Changing the copy collation setting	61
To change the copy collation setting for the current job	61
To change the default copy collation setting	61
Changing the number of copies	62
To change the number of copies for the current job	62
To change the default number of copies	62
Using HP LaserJet Copier software	62
To access HP LaserJet Copier (Windows or Macintosh)	62
Using HP LaserJet Copy Plus software	63
To access HP LaserJet Copy Plus (Windows)	63
To access HPLaserJet Copy Plus (Macintosh)	63
Copying photos, two-sided originals, or books	64
To copy or scan a photo	64
To copy a multiple page stack of 2-sided originals	64
To copy a book	65
Scanning	67
Understanding scanning methods	68
Scanning from the product’s control panel	68
To scan from the product’s control panel using the start scan button	68
To use the scan to button via USB or parallel connection	69
To use the scan to button via network connection	69
To reprogram the scan to button destinations	69
To reprogram the start scan button	70
Canceling a scan job	70
Scanning with the product software	70
To scan using HP LaserJet Director (Windows)	70
To scan using HP LaserJet Director (Macintosh)	71
To use page-by-page scanning (Windows)	71
To use page-by-page scanning (Macintosh)	72
Scanning with TWAIN-compliant software	72
To use flatbed scanner preview scan	72
Archiving scanned text or images	73
To archive a scanned image	73
To use the archive feature (Macintosh)	73
Scanning with OCR	74
To edit scanned text (Windows and Macintosh)	74
To change the OCR word processing application	74
To use HP LaserJet Director’s OCR feature	74
Enhancing images with HP LaserJet Document Manager or HPPhoto Center	76
To access image enhancement features (Windows)	76
Adding annotations to HP documents	76
To access HP LaserJet Document Manager’s annotation features	77
To change the annotation settings	77
Adding annotations to scanned image files	77
Sending scanned items as e-mail attachments	77
To scan to e-mail (Windows)	77
To scan to e-mail (Macintosh)	78
To e-mail scanned files in an alternative mode	78
Scanner resolution and color	78
Resolution and color guidelines	79
Color	80
Faxing	81
Setting the information in the fax header	82
To set the fax header	82
Setting the answer mode	82
To set the answer mode	82
Loading originals to fax	83
To load fax documents into the ADF input tray	83
Sending faxes	83
To send a fax to one recipient	83
To send a fax to multiple recipients	84
To send a fax using a group-dial code	84
To send a fax to an ad hoc group	84
Canceling a fax job	85
To cancel the current fax job	85
To cancel a fax job using fax job status	85
Using manual dial	85
To use manual dial	85
Deleting faxes from memory	86
To delete faxes from memory	86
Redialing manually	86
To redial manually	86
Sending a fax at a future time	86
To send a fax at a future time	87
Receiving faxes	87
To receive faxes when you hear fax tones	87
To reprint a fax	87
To block or unblock fax numbers	88
Receiving faxes to your computer	88
To turn the receive to PC setting off from the control panel	89
About speed-dial codes, one-touch keys, and group-dial codes	89
To program speed-dial codes and one-touch keys	89
To delete speed-dial codes and one-touch keys	90
To quickly program speed-dial codes or one-touch keys	90
To program a one-touch key for alternate long distance	91
Managing group-dial codes	91
To program group-dial codes	91
To delete group-dial codes	92
To delete an individual from a group-dial code	92
Deleting all phone book entries	93
To delete all phone book entries	93
Using dialing characters	93
Dialing character table	93
To insert a pause or wait	94
Inserting a dial prefix	94
To set the dial prefix	94
Using fax forwarding	95
To use fax forwarding	95
Using fax polling	95
To poll (request a fax from) another fax machine	95
Enabling an extension phone	95
To enable an extension phone	95
Sending a fax by dialing from a telephone	96
To send a fax by dialing from a telephone	96
Changing the HPLaserJet 3330 product’s volume settings	96
To change the fax sounds (line monitor) volume	96
To change the ring volume	96
Changing the default resolution	97
To change the default resolution	97
Changing the default contrast	97
To change the default contrast	97
Changing the detect dial tone setting	97
To change detect dial tone	97
Changing how the product answers incoming faxes	98
To set the answer mode to automatic or manual	98
Changing rings-to-answer	98
To set the number of rings-to-answer	98
Changing answer ring patterns	99
What is ring pattern service?	99
How do I get the service?	99
How will I know if it is working?	99
To change answer ring patterns	99
Changing the silence-detect mode	99
To change the silence detect mode	100
Changing autoreduction settings for incoming faxes	100
To change autoreduction for incoming faxes	100
Enabling stamp received faxes	100
To enable stamp received faxes	100
Setting the fax error correction	101
To change the error correction setting	101
Selecting tone- or pulse-dialing mode	101
To select tone- or pulse-dialing	101
Changing redial settings	101
To turn the redial on busy option on or off	102
To turn the redial on no answer on or off	102
Using billing codes	102
To turn billing codes on or off	102
Changing the V.34 setting	102
To turn the V.34 setting on or off	102
Managing fax logs and reports	103
Printing the fax activity log	103
To print the fax activity log	103
Setting the fax activity log to print automatically	104
To set the fax activity log to print automatically	104
Printing a fax call report	104
To print a fax call report	104
Setting fax call report print times	104
To set fax call report print times	105
Including the first page of each fax on the fax call report	105
To include the first page of each fax on the fax call report	105
Printing a phone book report	105
To print a phone book report	105
Printing the billing codes report	105
To print the billing codes report	106
Printing a T.30 protocol trace report	106
To print a T.30 protocol trace report	106
To set T.30 protocol trace report print times	106
Printing the block fax list	106
To print the block fax list	106
Printing all fax reports	107
To print all fax reports	107
Networking	109
Understanding the print server’s features and benefits	110
Using network protocols	110
Printing protocols	110
Scanning protocols	110
Software installation	110
Network connection requirements	111
Installing the 310x print server	113
To connect the product to a network	113
Installing the network software	115
Using the embedded web server	115
Prerequisites	115
Compatible web browsers	115
To start the embedded web server	116
Using HP Web JetAdmin	116
Using BOOTP	116
Setting up the BOOTP server	117
Windows 2000 or NT servers:	117
UNIX servers:	117
NetWare BOOTP servers:	117
Bootptab file entries	117
Using DHCP	120
UNIX servers:	120
Windows NT 4.0 servers:	120
Windows NT Procedure	120
Windows 2000 servers:	121
Windows 2000 Procedure	122
Configuring the print server for DHCP configuration	123
Changing the BOOTP/DHCP configuration method	123
Returning to factory defaults	123
Moving to another network	124
Printing a print server configuration page	124
To print a Jetdirect configuration page	124
For more information	124
Cleaning and maintenance	125
Cleaning the outside of the product	126
To clean the exterior	126
To clean the glass	126
To clean the lid backing	126
Cleaning the print cartridge area	127
To clean the print cartridge area	127
Cleaning the printer media path	128
To clean the printer media path	128
Cleaning the pickup roller	128
To clean the pickup roller	128
Changing the pickup roller	129
To change the pickup roller	129
Changing the printer separation pad	131
To change the printer separation pad	131
Installing a new ADF	133
To install a new or replacement ADF	133
Changing an ADF pickup roller assembly	135
Removing and replacing the control panel bezel	137
Media	139
Product media specifications	140
Supported media sizes (printer)	140
Guidelines for using media	140
Paper	140
Common media problems table	141
Labels	141
Transparencies	141
Envelopes	142
Envelope construction	142
Envelopes with double-side seams	142
Envelopes with adhesive strips or flaps	142
Envelope storage	142
Card stock and heavy media	142
Card stock construction	143
Card stock guidelines	143
Selecting media for the ADF	143
ADF specifications	143
HP parts and accessories	145
Ordering HPparts and accessories	146
HP parts and accessories chart	146
Power modules (network model only)	147
HPLaserJet print cartridges	148
HP policy on non-HP print cartridges	148
To install a print cartridge	149
Storing print cartridges	149
Print cartridge life expectancy	150
Recycling print cartridges	150
Saving toner	150
DIMMs (memory or font)	150
To test a DIMM installation or removal	150
To install a DIMM	151
To remove a DIMM	153
Troubleshooting printing problems	155
Product will not turn on or print	156
Is the parallel or USB cable working and connected correctly?	156
Are other devices running on your computer?	156
Is the product getting power?	156
Pages print but are totally blank	156
Is the sealing tape still in the print cartridge?	156
Does the file have blank pages?	156
Is the original loaded correctly?	156
Pages did not print	157
Is there a message on your computer screen?	157
Is media being pulled into the printer correctly?	157
Are there media jams?	157
Pages printed, but there was a problem	157
Is the print quality poor?	157
Is the printed page different than what appeared onscreen?	157
Are the printer settings appropriate for the media?	157
Onscreen error messages	157
Printer not responding/error writing to LPT1	157
Cannot access port (in use by another application)	157
Paper handling problems	158
Print is skewed (crooked)	158
Are the media guides adjusted properly?	158
More than one sheet feeds at one time	158
Is the media input tray too full?	158
Is the media wrinkled, folded, or damaged?	158
Is the printer separation pad worn?	158
Product does not pull media from the media input tray	158
Is the product in manual feed mode?	158
Is the pickup roller dirty or damaged?	158
Media curls when fed through product	158
Printed page is different from what appeared onscreen	158
Is the text garbled, incorrect, or incomplete?	158
Are graphics or text missing? Are there blank pages?	159
Is the page format different than on another printer?	159
Is graphics quality poor?	159
Clearing media jams	160
To clear a media jam	160
To clear other media jams	161
Tips to avoid media jams	161
Improving print quality	162
Light print or fade	162
Toner specks	162
Dropouts	162
Vertical lines	163
Gray background	163
Toner smear	164
Loose toner	164
Vertical repetitive defects	164
Misformed characters	165
Page skew	165
Curl or wave	166
Wrinkles or creases	166
Toner scatter outline	167
Control panel error messages	167
Door Open or No Print Cartridge	167
Printer Tray is Empty, Add Paper	167
Critical error messages	167
Alert messages	168
Warning messages	168
Troubleshooting copy problems	169
No copy came out	170
Is media loaded in the input tray?	170
Is the original loaded correctly?	170
Is the wrong device selected?	170
Copies are blank, or images are missing or faded	170
Is the sealing tape still in the printer print cartridge?	170
Is the print cartridge low on toner?	170
Is the original of poor quality?	170
Does the original have a colored background?	170
Improving copy quality	170
Preventing problems	170
Clearing ADF media jams	171
To clear a media jam from the ADF	171
Typical ADF jam locations	171
Removing a jammed ADF page	172
Identifying and correcting copy defects	173
Vertical white or faded stripes	173
Blank pages	174
Too light or dark	174
Unwanted lines	174
Black dots or streaks	174
Unclear text	174
Reduced size	175
Troubleshooting scanning problems	177
Scanned image is of poor quality	178
Is the original a second generation photo or picture?	178
Is the image quality better when printed?	178
Is the image skewed (crooked)?	178
Does the scanned image have blots, lines, vertical white stripes, or any other defect?	178
Is the scanner dirty?	178
Do graphics appear different from the original?	178
Part of the image did not scan or text is missing	178
Was the original loaded correctly?	178
Does the original have a colored background?	179
Is the original longer than 381 mm (15 inches)?	179
Is the original too small?	179
Are you using HP LaserJet Director?	179
Is the paper size correct?	179
Did you check for missing text in selected regions?	179
The text cannot be edited	179
Was the original loaded correctly?	179
Are you using the correct word processing application?	179
Does the original have tightly spaced text?	180
Is the original of poor quality?	180
Does the original have a colored background?	180
The scan takes too long	180
Is your resolution or color level set too high?	180
Is your software set to scan in color?	180
Did you send a print or copy job before you tried to scan?	180
Is your computer set for bi-directional communication?	180
Error messages appear on the screen	180
Unable to activate TWAIN source	180
The scanner did nothing	181
Is the original loaded correctly?	181
Improving scan quality	181
Preventing problems	181
Identifying and correcting scan defects	182
Blank pages	182
Too light or dark	182
Unwanted lines	182
Black dots or streaks	182
Unclear text	182
Reduced size	182
Troubleshooting faxing problems	183
Fax phone problems	184
Are you using the phone cord supplied with the product?	184
Is the fax/phone line connector installed in the correct socket on the product?	184
Is the fax/phone line connector seated into the socket on the product?	184
Is the phone wall jack working properly?	184
Can you hear a dial tone and can you make a phone call?	184
What type of phone line are you using?	184
Are you using a phone line splitter?	185
Are you using a surge protection device?	185
Are you using a phone company’s voice messaging service?	185
Are you using an answering machine?	185
The document stops feeding during faxing	185
Is the document too large or too small for the ADF?	185
Are there problems with the fax machine you are sending to?	186
Are there problems with the phone line?	186
The product is receiving faxes but not sending them	186
Is your product on a PBX system?	186
Is there a poor phone connection?	186
Outgoing fax calls keep dialing	186
Faxes you send are not arriving	186
Is the receiving fax machine off or does it have an error condition?	186
Is the fax still waiting in memory?	186
All of the numbers in a long fax number cannot be dialed	187
Unable to start receiving faxes from an extension phone	187
Is the extension phone setting disabled?	187
Is the telephone cord securely connected?	187
Voice calls are not being received by the phone or answering machine connected to the line	187
Is the phone cord connected properly?	187
Are the answer mode and rings-to-answer settings set properly?	187

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6 Scanning

Scanning with OCR

To edit scanned text (Windows and Macintosh)

You can use the OCR software to import scanned text into your preferred word processing

application for editing. This allows you to edit faxes, letters, newspaper clippings, and many other

documents. The HP LaserJet Director allows you to specify the word processing application you

want to use for editing.

Note

OCR cannot recognize handwritten text.

To change the OCR word processing application

You can change the default word processing program that is used for OCR.

Open the HP LaserJet Director.

Click the

Customize

button.

Select the

Button Customization

tab.

Select

OCR

, then click the

Options

button.

Select the desired word processing application from the

Select Application

drop-down list.

Click

and select the application’s icon if it is not already selected.

Click

Finish

Click

Apply

to save your selection.

Note

Due to the complexity of some word processing applications and their interaction with the product,

it is sometimes preferable to scan to Wordpad (a Windows accessory) and then cut and paste the

text into your preferred word processing application.

To use HP LaserJet Director’s OCR feature

Load the originals to be scanned face up in the ADF input tray, with the top of the document

forward, and adjust the media guides.

Lift the flatbed cover and load the original to be scanned face down on the flatbed scanner

with the top left corner of the document located in the lower right corner of the glass. Gently

close the lid. See

Loading originals to copy or scan

for more information.

Press

start scan

on the product’s control panel. If you are using the ADF, the HP LaserJet

Director launches automatically. If you are on a network, scanning from the flatbed scanner, or

the HP LaserJet Director does not automatically open, click the

Start

button on the Windows

task bar, point to

Programs

, and click

HP LaserJet Director

or click on it in the System Tray.

In HP LaserJet Director, click

OCR

The original is scanned, and your word processing software application launches

automatically.

The scanned text has been optically recognized and is now ready to edit using your word

processing application.