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HP LaserJet Enterprise MFP M634 User Guide - Page 132

Scan to email, Introduction, Select the Contacts

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Scan to email Introduction The printer has a feature that enables it to scan a document and send it to one or more email addresses. NOTE: Before you can scan to email, your printer administrator or IT department must use the HP Embedded Web Server to enable the feature and set it up. Scan to email 1. Place the document face-down on the scanner glass, or place it face-up in the document feeder and adjust the paper guides to fit the size of the document. 2. From the Home screen on the printer control panel, select Scan, and then select Scan to Email. NOTE: If prompted, type your user name and password. 3. Touch the To field to open a keyboard. NOTE: If you are signed in to the printer, your user name or other default information might appear in the From field. If so, you might not be able to change it. 4. Specify the recipients by using one of these methods: Enter addresses manually ▲ Enter the address in the To field. To send to multiple addresses, separate the addresses with a semicolon, or select the Enter button on the touchscreen keyboard after typing each address. Enter addresses from the Contacts list a. Select the Contacts button that is next to the To field to open the Contacts screen. b. Select the appropriate contact list. c. Select a name or names from the list of contacts to add the name to the recipients list, and then select Add. 5. Complete the Subject, File Name, and Message fields by touching the field and using the touchscreen keyboard to enter information. Select the Close button whenever you need to close the keyboard. 6. To load a Quick Set, select Load, select the Quick Set, and then select Load under the Quick Sets list. NOTE: Quick Sets are predefined settings for various types of output, such as Text, Photograph, and High Quality. You can select a Quick Set to view the description. 7. To configure settings, such as File Type and Resolution, Original Sides, and Content Orientation, select Options in the lower left corner, and then select the settings from the Options menus. Select Done if prompted. 8. Optional Preview: Touch the right pane of the screen to preview the document. You can use the Expand and Collapse buttons on the left side of the preview pane to expand and collapse the preview screen. ENWW Scan to email 119

Section	Page
Printer overview	14
Warning icons	14
Potential shock hazard	15
Printer views	16
Printer front view	16
Printer back view	18
Interface ports	19
Control-panel view	19
How to use the touchscreen control panel	22
Printer specifications	23
Technical specifications	23
Paper handling specifications	23
Connectivity specifications	25
Print specifications	26
Copy and Scan specifications	28
Digital Send specifications	30
Memory specifications	31
Other specifications	31
Supported operating systems	32
Mobile printing solutions	34
Printer dimensions	34
Power consumption, electrical specifications, and acoustic emissions	37
Operating environment range	38
Printer hardware setup and software installation	39
Paper trays	40
Introduction	41
Load paper to Tray 1 (multipurpose tray)	42
Tray 1 paper orientation	43
Use alternative letterhead mode	46
Enable Alternative Letterhead Mode by using the printer control-panel menus	46
Load Tray 2 and the 550-sheet trays	47
Introduction	47
Tray 2 and the 550-sheet trays paper orientation	48
Use alternative letterhead mode	50
Enable Alternative Letterhead Mode by using the printer control-panel menus	50
Load the 2,000-sheet high-capacity input tray	51
Load and print envelopes	53
Introduction	53
Print envelopes	53
Envelope orientation	54
Load and print labels	55
Introduction	55
Manually feed labels	55
Label orientation	56
Configure the 900-sheet 3-bin Stapling Mailbox	57
Configure the default staple location	57
Configure the operation mode	57
Supplies, accessories, and parts	60
Order supplies, accessories, and parts	61
Ordering	61
Supplies and accessories	61
Maintenance/long-life consumables	62
Customer self-repair parts	63
Configure the HP toner-cartridge-protection supply settings	64
Introduction	64
Enable or disable the Cartridge Policy feature	64
Use the printer control panel to enable the Cartridge Policy feature	64
Use the printer control panel to disable the Cartridge Policy feature	64
Use the HP Embedded Web Server (EWS) to enable the Cartridge Policy feature	65
Use the HP Embedded Web Server (EWS) to disable the Cartridge Policy feature	65
Troubleshoot Cartridge Policy control panel error messages	66
Enable or disable the Cartridge Protection feature	66
Use the printer control panel to enable the Cartridge Protection feature	66
Use the printer control panel to disable the Cartridge Protection feature	66
Use the HP Embedded Web Server (EWS) to enable the Cartridge Protection feature	66
Use the HP Embedded Web Server (EWS) to disable the Cartridge Protection feature	67
Troubleshoot Cartridge Protection control panel error messages	67
Replace the toner cartridge	68
Replace the staple cartridge	72
Print	74
Print tasks (Windows)	75
How to print (Windows)	75
Automatically print on both sides (Windows)	75
Manually print on both sides (Windows)	76
Print multiple pages per sheet (Windows)	76
Select the paper type (Windows)	77
Additional print tasks	78
Print tasks (macOS)	79
How to print (macOS)	79
Automatically print on both sides (macOS)	79
Manually print on both sides (macOS)	79
Print multiple pages per sheet (macOS)	80
Select the paper type (macOS)	80
Additional print tasks	80
Store print jobs on the printer to print later or print privately	82
Introduction	82
Create a stored job (Windows)	82
Create a stored job (macOS)	83
Print a stored job	84
Delete a stored job	84
Delete a job that is stored on the printer	84
Change the job storage limit	84
Information sent to printer for Job Accounting purposes	85
Mobile printing solutions	86
Introduction	86
Wi-Fi, Wi-Fi Direct Print, NFC, and BLE printing	86
HP ePrint via email	87
AirPrint	87
Android embedded printing	88
Print from a USB flash drive	89
Introduction	89
Enable the USB port for printing	89
Print USB documents	90
Print using high-speed USB 2.0 port (wired)	91
Enable the high-speed USB port for printing	91
Copy	92
Make a copy	93
Copy on both sides (duplex)	95
Additional options when copying	97
Additional copy tasks	99
Scan	100
Set up Scan to Email	101
Introduction	101
Before you begin	101
Step one: Access the HP Embedded Web Server (EWS)	101
Step two: Configure the Network Identification settings	102
Step three: Configure the Scan to Email feature	103
Method one: Basic configuration using the Email Setup Wizard	103
Method two: Advanced configuration using the Email Setup	106
Step four: Configure the Quick Sets (optional)	110
Step five: Set up Scan 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	114
Introduction	114
Before you begin	114
Step one: Access the HP Embedded Web Server	114
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	116
Step one: Begin the configuration	116
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	117
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 SharePoint® (Flow models only)	124
Introduction	124
Before you begin	124
Step one: Access the HP Embedded Web Server (EWS)	124
Step two: Enable Scan to SharePoint® and create a Scan to SharePoint Quick Set	124
Quick set scan settings and options for Scan to SharePoint®	126
Set up Scan to USB Drive	128
Introduction	128
Step one: Access the HP Embedded Web Server	128
Step two: Enable Scan to USB Drive	128
Step three: Configure the Quick Sets (optional)	128
Default scan settings for Scan to USB Drive setup	129
Default file settings for Scan to USB Drive setup	130
Scan to email	132
Introduction	132
Scan to email	132
Scan to job storage	135
Introduction	135
Scan to job storage on the printer	135
Print from job storage on the printer	137
Scan to network folder	138
Introduction	138
Scan to network folder	138
Scan to SharePoint	140
Introduction	140
Scan to SharePoint	140
Scan to USB drive	142
Introduction	142
Scan to USB drive	142
Additional options when scanning	144
HP JetAdvantage business solutions	147
Additional scan tasks	148
Fax	150
Set up fax	151
Introduction	151
Set up fax by using the printer control panel	151
Change fax configurations	152
Fax dialing settings	152
General fax send settings	153
Fax receive settings	153
Send a fax	155
Additional fax tasks	157
Manage the printer	158
Advanced configuration with the HP Embedded Web Server (EWS)	159
Introduction	159
How to access the HP Embedded Web Server (EWS)	160
HP Embedded Web Server features	160
Information tab	160
General tab	161
Copy/Print tab	162
Scan/Digital Send tab	162
Fax tab	163
Supplies tab	164
Troubleshooting tab	164
Security tab	165
HP Web Services tab	165
Networking tab	165
Other Links list	167
Configure IP network settings	168
Printer sharing disclaimer	168
View or change network settings	168
Rename the printer on a network	168
Manually configure IPv4 TCP/IP parameters from the control panel	169
Manually configure IPv6 TCP/IP parameters from the control panel	169
Link speed and duplex settings	170
Printer security features	171
Introduction	171
Security statements	171
Assign or change the system password using the HP Embedded Web Server	171
IP Security	172
Lock the formatter	172
Encryption support: HP High Performance Secure Hard Disks	172
Energy-conservation settings	173
Introduction	173
Print with EconoMode	173
Set the sleep timer and configure the printer to use 1 watt or less of power	173
Set the sleep schedule	174
HP Web Jetadmin	175
Software and firmware updates	176
Solve problems	178
Customer support	179
Control panel help system	180
Reset factory settings	181
Introduction	181
Method one: Reset factory settings from the printer control panel	181
Method two: Reset factory settings from the HP Embedded Web Server (network-connected printers only)	181
A “Cartridge is low” or “Cartridge is very low” message displays on the printer control panel	182
Change the “Very Low” settings	182
For printers with fax capability	182
Order supplies	183
Printer does not pick up paper or misfeeds	184
Introduction	184
The printer does not pick up paper	184
The printer picks up multiple sheets of paper	186
The document feeder jams, skews, or picks up multiple sheets of paper	190
Clear paper jams	191
Introduction	191
Paper jam locations	192
Auto-navigation for clearing paper jams	193
Experiencing frequent or recurring paper jams?	193
Clear paper jams in the document feeder (31.13)	194
Clear paper jams in Tray 1 (13.A1)	196
Clear paper jams in Trays 2, 3, 4, 5 (13.A2, 13.A3, 13.A4, 13.A5)	198
Clear paper jams in the 2,000-sheet high-capacity input tray (13.A, 13.F)	201
Clear paper jams in the right door and fuser area (13.B9, 13.B2, 13.FF)	205
Clear paper jams in the output bin (13.E1)	208
Clear paper jams in the duplexer (13.C, 13.D, 13.B)	208
Clear paper jams in the envelope feeder (13.A)	209
Clear paper jams in the HP 900-sheet 3-bin Stapling Mailbox (13.E, 13.7)	211
Clear staple jams (13.8)	213
Resolving mono print quality problems	216
Introduction	216
Troubleshoot print quality	216
Update the printer firmware	216
Print from a different software program	216
Check the paper-type setting for the print job	216
Check the paper type setting on the printer	217
Check the paper type setting (Windows)	217
Check the paper type setting (macOS)	217
Check toner-cartridge status	217
Print a cleaning page	218
Visually inspect the toner cartridge or cartridges	218
Check paper and the printing environment	219
Step one: Use paper that meets HP specifications	219
Step two: Check the environment	219
Step three: Set the individual tray alignment	219
Try a different print driver	220
Check the EconoMode settings	220
Adjust print density	221
Troubleshoot image defects	221
Improve copy image quality	229
Check the scanner glass for dirt and smudges	229
Calibrate the scanner	230
Check the paper settings	231
Check the paper selection options	231
Check the image-adjustment settings	231
Optimize copy quality for text or pictures	232
Edge-to-edge copying	232
Improve scan image quality	233
Check the scanner glass for dirt and smudges	233
Check the resolution settings	234
Check the image-adjustment settings	235
Optimize scan quality for text or pictures	235
Check the output-quality settings	236
Improve fax image quality	237
Check the scanner glass for dirt and smudges	237
Check the send-fax resolution settings	238
Check the image-adjustment settings	239
Optimize fax quality for text or pictures	239
Check the error-correction settings	239
Check the fit-to-page setting	240
Send to a different fax machine	240
Check the sender's fax machine	240
Solve wired network problems	241
Introduction	241
Poor physical connection	241
The computer is using the incorrect IP address for the printer	241
The computer is unable to communicate with the printer	242
The printer is using incorrect link and duplex settings for the network	242
New software programs might be causing compatibility problems	242
The computer or workstation might be set up incorrectly	242
The printer is disabled, or other network settings are incorrect	242
Solve wireless network problems	243
Introduction	243
Wireless connectivity checklist	243
The printer does not print after the wireless configuration completes	244
The printer does not print, and the computer has a third-party firewall installed	244
The wireless connection does not work after moving the wireless router or printer	244
Cannot connect more computers to the wireless printer	245
The wireless printer loses communication when connected to a VPN	245
The network does not appear in the wireless networks list	245
The wireless network is not functioning	245
Reduce interference on a wireless network	246
Solve fax problems	247
Checklist for solving fax problems	247
What type of phone line are you using?	247
Are you using a surge-protection device?	247
Are you using a phone company voice-messaging service or an answering machine?	247
Does your phone line have a call-waiting feature?	248
Check fax accessory status	248
General fax problems	249
The fax failed to send	249
An Out of Memory status message displays on the printer control panel	249
Print quality of a photo is poor or prints as a gray box	249
You touched the Stop button to cancel a fax, but the fax was still sent	249
No fax address book button displays	249
Not able to locate the Fax settings in HP Web Jetadmin	249
The header is appended to the top of the page when the overlay option is enabled	249
A mix of names and numbers is in the recipients box	249
A one-page fax prints as two pages	249
A document stops in the document feeder in the middle of faxing	250
The volume for sounds coming from the fax accessory is too high or too low	250

Match case Limit results 1 per page

Scan to email

Introduction

The printer has a feature that enables it to scan a document and send it to one or more email addresses.

NOTE:

Before you can scan to email, your printer administrator or IT department must use the HP Embedded

Web Server to enable the feature and set it up.

Scan to email

Place the document face-down on the scanner glass, or place it face-up in the document feeder and adjust

the paper guides to ﬁt the size of the document.

From the Home screen on the printer control panel, select

Scan

, and then select

Scan to Email

NOTE:

If prompted, type your user name and password.

Touch the

ﬁeld to open a keyboard.

NOTE:

If you are signed in to the printer, your user name or other default information might appear in the

From

ﬁeld. If so, you might not be able to change it.

Specify the recipients by using one of these methods:

Enter addresses manually

▲

Enter the address in the

ﬁeld. To send to multiple addresses, separate the addresses with a

semicolon, or select the Enter

button on the touchscreen keyboard after typing each address.

Enter addresses from the Contacts list

Select the Contacts

button that is next to the

ﬁeld to open the

Contacts

screen.

Select the appropriate contact list.

Select a name or names from the list of contacts to add the name to the recipients list, and then

select

Add

Complete the

Subject

File Name

, and

Message

ﬁelds by touching the ﬁeld and using the touchscreen

keyboard to enter information. Select the Close

button whenever you need to close the keyboard.

To load a Quick Set, select

Load

, select the Quick Set, and then select

Load

under the

Quick Sets

list.

NOTE:

Quick Sets

are predeﬁned settings for various types of output, such as

Text

Photograph

, and

High

Quality

. You can select a Quick Set to view the description.

To conﬁgure settings, such as

File Type and Resolution

Original Sides

, and

Content Orientation

, select

Options

in the lower left corner, and then select the settings from the

Options

menus. Select

Done

prompted.

Optional Preview: Touch the right pane of the screen to preview the document. You can use the

Expand

and

Collapse

buttons on the left side of the preview pane to expand and collapse the preview screen.

ENWW

Scan to email

119