HP 640 User Guide

HP 640 - Fax Manual

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  • HP 640 | User Guide - Page 1
    HP 640 Fax series User Guide Part number: CB782-90008 Third edition: 09/2007
  • HP 640 | User Guide - Page 2
    the HP Fax. Replace damaged cords immediately. • Never install telephone wiring during a lightning storm. • Observe all warnings and instructions , see the Troubleshooting section of this user guide. • No operator-serviceable parts inside. Refer servicing to qualified service personnel. • Use
  • HP 640 | User Guide - Page 3
    paper 1 Load documents to fax or copy 2 Send a fax 2 Receive a fax 3 Make a copy 3 Make a telephone call 4 2 HP Fax basics 5 The HP 640 Fax 6 Parts of the HP Fax 6 Control Panel of HP Fax 8 The menus 10 Overview of menu options 11 BASIC FAX menu 11 ADVANCED FAX menu 13 TOOLS menu 13
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    Image TCR 26 Distinctive ring (DRPD 27 Step 1-Teach the HP Fax the ring pattern 27 Step 2-Set up distinctive ring (DRPD) answer mode 27 Answer Reprinting faxes 40 Clearing memory 41 Loudspeaker 41 Redial a number in memory 42 6 Care and maintenance 43 Print cartridge information 43 View ink
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    scanner 51 LCD error messages 51 Troubleshooting 54 Fax problems 54 Print quality problems 56 Paper feeding problems 56 7 Specifications and regulatory information 61 Regulatory notices 62 Use Hewlett-Packard support services 64 Hewlett-Packard LIMITED WARRANTY STATEMENT 65 Contents iii
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    iv Contents
  • HP 640 | User Guide - Page 7
    instructions. Load paper You can load up to 50 sheets of plain paper in the input tray. Before loading the paper, make sure the paper size is set correctly in the BASIC FAX menu. For more information, see Paper Size on page 11. The HP Fax you. 1 2 1 Slide the Paper Guide to Ltr or A4 paper width.
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    4 Push the Paper Tray Cover back into place. 4 Load documents to fax or copy You can load up to 10 pages in the document feeder. Load the documents face down (printed side toward the machine). Adjust guides to document width. Send a fax 1. Place the document to be sent (up to 10 pages) in
  • HP 640 | User Guide - Page 9
    receiving. TEL answer mode If the answer Mode is set to TEL, you must manually receive faxes. 1. Answer the telephone. 2. If you hear fax tones, press the Start/Enter button. 3. Once you hear fax tones from both machines (this may take several seconds), you should hang up the telephone. Make a copy
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    Make a telephone call 7. Press  to select Reverse if you want the last page printed first. Printing the copies in reverse order will cause the first page to be on top when the copy is complete. 8. Pressing either Copy or OK will start copying. Make a telephone call Use one of the following methods
  • HP 640 | User Guide - Page 11
    HP FAX BASICS HP FAX BASICS HP FAX BASICS HP FAX BASICS HP FAX BASICS HP FAX BASICS HP FAX BASICS 2 HP Fax basics This chapter lists the basic features of your new HP Fax and introduces you to the machine. The HP Fax features The HP Fax offers the following features: • 50 page fax memory • 50 page
  • HP 640 | User Guide - Page 12
    The HP 640 Fax The HP 640 Fax Parts of the HP Fax Figure 2-1 Front view 8 7 6 5 Figure 2-2 Rear view 1 1 Document support 2 Paper tray 3 Paper tray cover 1 4 Document guide 2 5 Document feeder 3 6 Handset 4 7 Paper guide 8 Paper support 1 Power cord socket 6 HP Fax basics
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    Bottom view The HP 640 Fax 3 21 1 Connect handset to the HANDSET port. 2 Connect telephone line to the LINE port. 3 Connect answering machine or extension phone to the EXT. port. HP FAX BASICS HP FAX BASICS HP FAX BASICS HP FAX BASICS HP FAX BASICS HP FAX BASICS HP FAX BASICS HP Fax basics 7
  • HP 640 | User Guide - Page 14
    The HP 640 Fax Control Panel of HP Fax Figure 2-4 Control panel of HP Fax 11 13 14 1 15 2 3 16 4 5 6 7 9 10 12 17 8 Label Name and Description 1 Rcv.Mode/Contrast: • dialing without lifting the handset. Allows you to listen only. There is no speakerphone capability. 8 HP Fax basics
  • HP 640 | User Guide - Page 15
    HP FAX BASICS HP FAX BASICS HP FAX BASICS HP FAX BASICS HP FAX BASICS HP FAX BASICS HP FAX BASICS The HP 640 Fax Label Name and Description 11 Menu: Displays the options available for your HP Fax Copy to copy the document. 16 Start/Enter: Starts a fax job. 17 Cancel: • In a Menu, stops an
  • HP 640 | User Guide - Page 16
    The menus The menus 10 HP Fax basics SET FAX HEADER SET DATE & TIME BASIC FAX ADVANCED FAX SET UP SOUND Fax Number Fax Name Date Format Date & Time Silent Mode Language Sending Confirm Paper Size Auto Reduction Discard Size Rings to Answer Man Fax Rcv Code ECM Mode Send From Memory Caller ID
  • HP 640 | User Guide - Page 17
    HP FAX BASICS HP FAX BASICS HP FAX BASICS HP FAX BASICS HP FAX BASICS HP FAX BASICS HP FAX BASICS Overview of menu options Overview of menu options Your fax the right column. BASIC FAX menu Option Settings Silent Mode You can turn off the machine sounds either manually or on a daily schedule
  • HP 640 | User Guide - Page 18
    Fax Rcv Code The Manual Fax Receive Code allows you to start receiving a fax from an extension phone. If you pick up the extension phone and hear a fax tone, enter the code and the fax service, you can program your machine to learn one phone number and distinctive ring for incoming faxes faxing fax.
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    print cartridge to improve print quality. View Ink Level Allows you to see the estimated level of ink remaining in the cartridge. Adjust Scanner Use only if you have dropped the fax machine. Self Test Prints a self test to allow you to troubleshoot problems. Loudspeaker You do not need to pick
  • HP 640 | User Guide - Page 20
    Navigate the menus Navigate the menus Ready mode Whenever the HP Fax is ready for faxing and copying (called Ready mode), it will display the date, time, and answer mode. For example, OCT-05 14:23 FAX. Menu buttons Use the Menu buttons to navigate the menu items. 1 Press the Menu button to access
  • HP 640 | User Guide - Page 21
    enter dates, time or text. • If the date format seems unfamiliar, check that you selected the correct one for your country when setting up your HP Fax (see Set the date and time on page 37). • Some items on the display will show up with the blinking cursor under the item to
  • HP 640 | User Guide - Page 22
    prints on all your faxes (see Set the fax header information on page 38), you can enter some punctuation in the number. To punctuate the telephone number in the fax header, use these keys. Table 2-2 Keys to punctuate the fax header telephone number Key Produces # "space" * + 16 HP Fax basics
  • HP 640 | User Guide - Page 23
    HP FAX BASICS HP FAX BASICS HP FAX BASICS HP FAX BASICS HP FAX BASICS HP FAX BASICS HP FAX BASICS For example, to enter '+123 456 7890' follow these steps. Press * n, o, p # q, r, s # t, ' u, v, m Result '+' will display. '123' will display. Enters a space. '456' will display. Enters a space. '
  • HP 640 | User Guide - Page 24
    step by pressing OK. TIP: If you have subscribed to a Caller ID service, we recommend that you enter a name. 5. Press Cancel to exit. Print the works the same for both faxes and telephone calls. If a document is loaded in the document feeder, the HP Fax sends the fax. One-touch dialing S Press
  • HP 640 | User Guide - Page 25
    HP FAX BASICS HP FAX BASICS HP FAX BASICS HP FAX BASICS HP FAX BASICS HP FAX BASICS HP FAX BASICS Paper types and sizes Paper types and sizes The HP Fax is designed to work optimally with plain paper (cotton bond: 20 lb., 75 g/m2) in the following sizes: A4, Letter, and Legal. TIP: Some papers
  • HP 640 | User Guide - Page 26
    documents, see Acceptable documents on page 57. DO NOT try to send documents that are: • wet • covered with wet ink or paste • wrinkled, curled, or folded • too thin (less than 0.07 mm (0.18 in.) thick-onionskin, airmail copier to make a photocopy first, and then send the copy. 20 HP Fax basics
  • HP 640 | User Guide - Page 27
    can also change the default settings for all documents using the menu. See BASIC FAX menu on page 11. We recommend you use documents with a high contrast, such as, documents printed using a high quality printer, felt tip pen, black ink, or typewriter. The paper should be white or very light, and of
  • HP 640 | User Guide - Page 28
    If you have an extension phone on the same line as your HP Fax you can remotely start receiving a fax. 1. Answer the call on the extension phone. 2. Press *9* (manual fax receive code) in sequence when you hear a fax tone. • Your fax machine detects the code and starts to receive the document. • The
  • HP 640 | User Guide - Page 29
    Ring • Answer/Receive mode: Determines how the HP Fax responds to incoming calls. 1 The "arrow buttons" located at the left and right of OK button on the control panel are designated by  in the 1 instructions. ADDITIONAL FEATURES ADDITIONAL FEATURES ADDITIONAL FEATURES ADDITIONAL FEATURES
  • HP 640 | User Guide - Page 30
    of callers. Once you have subscribed to Caller ID services through your local phone company, your machine can display caller information. Turn 4. Press  to find the Caller ID number you want to register as a junk fax and press OK. You can enter up to 20 numbers. Numbers which have already been
  • HP 640 | User Guide - Page 31
    faxed and send them to selected fax numbers without the originals. NOTE: When you use this feature, set contrast to PHOTO is not supported to scroll to the document you want to send and press OK. 3. Enter the fax number. 4. Press OK when the correct number is displayed. If you have more destinations
  • HP 640 | User Guide - Page 32
    To use image TCR, you must set these Menu options to On: Image TCR and Sending Confirm. Follow these instructions to set the menu options: 1. Press the Menu button repeatedly until BASIC FAX displays and press OK. 2. Use the  buttons to scroll to Sending Confirm and press OK. 3. Use the  buttons
  • HP 640 | User Guide - Page 33
    the same line will be answered if they are in AUTO mode. If you have this service follow both of these instructions in this order to set it up and use it. Step 1-Teach the HP Fax the ring pattern The HP Fax will learn the ring pattern when you call it from another telephone or
  • HP 640 | User Guide - Page 34
    call. How are you going to use your HP Fax? • Fax machine with few or no voice calls. • Telephone and fax machine without an external answering machine connected. • As a fax machine with an external answering machine. • Using Distinctive Ring (DRPD) service to set up a separate telephone number for
  • HP 640 | User Guide - Page 35
    • TAM mode • TEL mode Answer/receive mode You must have an answering machine attached to the EXT line socket located on the bottom of your HP Fax. • In Ready mode, TAM appears in the right hand corner of the display. • When a call comes in, the answering machine answers and listens. If it
  • HP 640 | User Guide - Page 36
    Answer/receive mode 30 Additional features
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    at the left and right of OK button on the control panel are designated by  in the 1 instructions. Broadcasting With Broadcasting you can have your HP Fax send your fax to up to 5 fax numbers at once. The documents are automatically erased from memory when Broadcasting is finished. 1. Turn the
  • HP 640 | User Guide - Page 38
    it into the machine. 2. Press Menu repeatedly until ADVANCED FAX appears and press OK. 3. Select Set Delayed Fax by pressing  and press OK. 4. Enter the fax number. TIP: One touch buttons do not work with Delayed Fax. • You can enter 5 fax numbers into one job. 5. Press OK when the number appears
  • HP 640 | User Guide - Page 39
    they are in the office or when their calling rates are lower. Setting send polling You can program your fax machine to send a document when it is requested by a remote fax machine. NOTE: Your HP Fax allows you to set one poll job at a time and it can be retrieved once. 1. Turn the document
  • HP 640 | User Guide - Page 40
    , and press OK. NOTE: If the other fax machine does not have a poll code, enter 0000. The HP Fax receives and prints the polled document. NOTE: Not all fax machines have polling capability, and polling incompatibility sometimes occurs between fax machines made by different manufacturers. To cancel
  • HP 640 | User Guide - Page 41
    away from your home or office, you do not have to miss important faxes. Your machine can forward any faxes it receives to a fax machine at your current location, and if you choose, it can print a copy for you to review when you get back as well. A Sending Confirm report will print for every
  • HP 640 | User Guide - Page 42
    Forward faxes 36 Advanced faxing
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    FEATURE REFERENCE FEATURE REFERENCE FEATURE REFERENCE Set the date and time 5 Feature reference This chapter contains instructions for other features of the HP Fax that you may want to use from time to time. 1 The "arrow buttons" located at the left and right of OK button on the control
  • HP 640 | User Guide - Page 44
    Off and press OK. Silent mode You can turn the sounds of the HP Fax (including ringing) on and off using the control panel button. You can all the sounds off between 8 pm and 8 am. 1. Press Menu repeatedly until BASIC FAX appears and press OK. 2. Silent Mode will display. Press OK. 3. Select On-
  • HP 640 | User Guide - Page 45
    OK when the name in the display is correct. Print reports Your fax machine can print many reports for your use. Automatic reports These reports and commands. It can also be used as a quick reference guide. Sent Journal Received Journal These reports show information concerning the transmission
  • HP 640 | User Guide - Page 46
    menu" on page 11. This report shows the document currently stored for Delayed FAX and Send Polling along with the fax number, starting time and type of scheduled event. This report shows the current settings of your HP Fax. After you have changed any setting, print this report to check your changes
  • HP 640 | User Guide - Page 47
    the numbers. When your party answers, pick up the handset to talk to them. This feature is especially useful for checking voicemail messages. NOTE: Your HP Fax does not have speakerphone capabilities. The loudspeaker enables you to hear calls but you must speak using the handset. TIP: If you want to
  • HP 640 | User Guide - Page 48
    Redial a number in memory Redial a number in memory These steps allow you to dial one of the last 10 numbers called that is in memory. 1. Hold Redial/Pause for about two seconds. 2 Press  until Recent Numbers displays and press OK. 3 Press  to find the number you want to dial. 4 Press Start/
  • HP 640 | User Guide - Page 49
    cartridges, maintaining your HP Fax, the menu settings, error messages, and troubleshooting. Print cartridge information The print cartridge life is very sensitive to the content of received faxes or copies you make. To increase its life, we recommend you follow the instructions below: • Always use
  • HP 640 | User Guide - Page 50
    . Replace the print cartridge When you notice that the print becomes light or ink low or when install new ink cartridge appears in the display, replace the print cartridge. The part number for replacement cartridges is HP 701. 1. Take out a cartridge from its packaging and carefully remove the tape
  • HP 640 | User Guide - Page 51
    CARE AND MAINTENANCE CARE AND MAINTENANCE Replace the print cartridge 3. Open the control panel and cartridge compartment cover (it will click and remain open). 2 1 Control panel 2 Cartridge compartment cover 1 4. Push the cartridge down and remove it. 5. To load the cartridge insert the
  • HP 640 | User Guide - Page 52
    2:Used. This helps you to check the correct amount of ink you have left. TIP: If you mix up several used cartridges, it is not panel firmly until it clicks into place. Paper jams during printing If the fax paper jams while you are receiving or printing, Remove jammed paper and press
  • HP 640 | User Guide - Page 53
    finished. 4. If this was a fax, reprint the fax. For more information, see Reprinting faxes on page 40. Maintain the print ink, the problem may be caused by dried ink on the print cartridge nozzles and contacts or the print cartridge carrier contacts. Follow these two sets of instructions for manual
  • HP 640 | User Guide - Page 54
    or 2 for the old one. Clean the cartridge carrier contacts Before cleaning these parts, there should be no scheduled job such as delayed fax, send polling, or faxes received into memory. CAUTION: Once you have unplugged the power cord from the machine, all data in memory will be lost. 1. Press
  • HP 640 | User Guide - Page 55
    machine working properly, occasionally clean the white roller, document feeder rubber piece, and the scanning glass. If they are dirty, documents sent to another fax machine will not be clear. CAUTION: When you turn the power off to clean the scanner, documents stored in memory will be lost. 1. Open
  • HP 640 | User Guide - Page 56
    Clean the document scanner area 4. Clean the document feeder rubber piece at the back of the control panel. 5. Carefully wipe the scanning glass with a soft, dry, lint free cloth. • If the glass is very dirty, first wipe it with a slightly dampened cloth, then with a dry one. • Be careful not to
  • HP 640 | User Guide - Page 57
    Display Status/Solution Adjust scanner Adjust the scanner to fix this problem as described in Adjust first in TOOLS menu the scanner on page a report. Incoming faxes will be stored in memory. You must manually print them, see Reprinting faxes on page 40. Install ink cartridge Print cartridge
  • HP 640 | User Guide - Page 58
    . There might be a jam. Clear the jam as described in Paper jams during printing on page 46. Memory Received Install ink cartridge There is no print cartridge in the machine. Install a print cartridge. No answer from remote fax The other machine has not answered after all redial attempts to send
  • HP 640 | User Guide - Page 59
    jam, see Document jams during transmission on page 46. You tried to copy or fax a document which is longer than 390 mm (15.4 in.). Remove jammed paper The minutes) to automatically redial the fax number that was busy or did not answer. You have the option to manually redial by pressing Start/Enter.
  • HP 640 | User Guide - Page 60
    Troubleshooting Troubleshooting Your problem may be listed in "LCD error messages" on page 51. The chart below shows other problems you can solve yourself. For problems you cannot resolve here, see Use Hewlett-Packard support services on page 64. TIP: You can test your HP Fax to make sure it is set
  • HP 640 | User Guide - Page 61
    AND MAINTENANCE CARE AND MAINTENANCE Troubleshooting Problem Solution The machine does not send anything. Check that the document is loaded face down.Send should appear in the display after it dials. Check if the machine to which you are sending can receive your fax. You cannot poll another
  • HP 640 | User Guide - Page 62
    Troubleshooting Print quality problems Problem Light or blurred characters. Smudged or dark characters. Characters with white lines. Improperly formed or misaligned characters. Abnormal black horizontal lines Solution Check ink level as described in View ink level on page 43. To install a new print
  • HP 640 | User Guide - Page 63
    and regulatory information This chapter contains product and supplies specifications, ordering information, and regulatory statements. Paper types and sizes The HP Fax is designed to work optimally with plain cotton bond paper. The following paper sizes and weight can be used with your
  • HP 640 | User Guide - Page 64
    Print cartridge Print cartridge The HP Fax uses the following print cartridge. HP 701 black inkjet print cartridge CC635A Product specifications The specifications are subject to change without notice. Item Specification Type of unit Inkjet Desktop Facsimile Transceiver
  • HP 640 | User Guide - Page 65
    Resolution Copy Standard/Fine: 300 x 300 dpi Super Fine/Photo: 600 x 300 dpi Faxing Standard: 100 x 200 dpi Fine: 200 x 200 dpi Super Fine: 400 x levels User memory capacity 640 Kbyte (capable of 50 pages at ITU#1 test chart (2.5% coverage on A4) Ink Cartridge Part Number HP 701 (17ml) (CC635A
  • HP 640 | User Guide - Page 66
    A sample of ITU #1 test chart (reduced to 60.5%) A sample of ITU #1 test chart (reduced to 60.5%) 60 Specifications and regulatory information
  • HP 640 | User Guide - Page 67
    . This product has been designed with several attributes to minimize impacts on our environment. For more information, visit HP Commitment to the Environment website at: http://www.hp.com/go/environment Ozone production This product generates no appreciable ozone gas (O3). Paper use This product is
  • HP 640 | User Guide - Page 68
    serviceable parts inside the HP 640 Fax. If trouble is experienced with the HP 640 Fax, for repair or warranty information, please contact Hewlett-Packard technical support by calling 866-331-9600. If you have Internet access, you can go to www.hp.com/support for more information on the HP 640 Fax
  • HP 640 | User Guide - Page 69
    into your FAX machine, you should follow the instructions for setting the Fax header on page 38 and 39 of this manual. Automatic Dialers Communications Commission helpful: How to Identify and Resolve Radio-TV Interference Problems. This booklet is available from the U.S. Government Printing Office,
  • HP 640 | User Guide - Page 70
    product or on the web, you can contact one of the HP support services listed in the following pages. If a support service number is not listed for your country, contact your nearest authorized HP dealer for help. Before calling customer support 1 Make sure that • Your unit is plugged in and turned
  • HP 640 | User Guide - Page 71
    either the warranty to the customer or any HP support contract with the customer. However, if product failure or damage is attributable to the use of a non-HP or refilled ink cartridge, HP will charge its standard labor and materials charges to service the product for the failure or damage. If
  • HP 640 | User Guide - Page 72
    Hewlett-Packard LIMITED WARRANTY STATEMENT Local law This Warranty Statement gives the customer specific legal rights. The customer may also have other rights which vary from state to state in the United States, from province to province in Canada, and from country to country elsewhere in the world.
  • HP 640 | User Guide - Page 73
    13 cancelling a scheduled job 34 cartridge cleaning 47 maintenance 43 part number 59 replacing 44 changing language 11 clean cartridge menu 13 cleaning the fax 49 clearing jams document 46 clearing memory 41 clearing paper jams 46 contrast 21 default 12 menu 12 control panel buttons 8 copies collate
  • HP 640 | User Guide - Page 74
    38 fax problems 54 fax receiving 3 fax tones. See sounds faxes reprinting 40 faxing color documents 21 images/embedded pictures 21 forwarding faxes 13, 35 front panel 8 front view 6 G getting help 64 H HANDSET port 7 help 64 help list 39 HP Fax parts of 6 HP support 64 I image TCR 26 menu 12 ink
  • HP 640 | User Guide - Page 75
    17, 39 dialing 18 print 18 searching 18 photo faxing 21 polling 13, 33 receive 34 send 33 ports location of 7 print cartridge ink level 43 maintenance 47 part number 43, 58 replacing 44 print fax 40 print quality self test 44 print quality problems 56 R rcv.mode/contrast button 8 ready mode 14 rear
  • HP 640 | User Guide - Page 76
    T TAM mode 29 TEL mode 29 telephone dialing 4 telephone numbers entering 15 text entering 15 time, setting 37 troubleshooting fax problems 54 messages 51 paper feeding 56 print quality 56 U unwanted faxes 12 V view ink level menu 13 volume ring 22 speaker 22 W WakeUp 37 WakeUp sounds 37 warranty 65
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HP 640 Fax series
User Guide
Part number: CB782-90008
Third edition: 09/2007