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HP Officejet 4620 User Guide - Page 43

Scanning documents as editable text, Windows, Start, Programs, All Programs, HP Scan, Mac OS X

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Scanning documents as editable text When scanning documents, you can use the HP software to scan documents into a format that you can search, copy, paste, and edit. This allows you to edit letters, newspaper clippings, and many other documents. This section contains the following topics: • To scan documents as editable text • Guidelines for scanning documents as editable text To scan documents as editable text Use the following guidelines for scanning documents as editable text. Follow the instructions for your operating system. Windows 1. Load your original print-side down in the right-front corner of the glass or in the ADF. For more information, see Load an original on the scanner glass or Load an original in the automatic document feeder (ADF). 2. From the computer desktop, click Start, select Programs or All Programs, select the folder for your HP printer, and then select HP Scan. 3. Select the type of editable text you want to use in the scan: I want to... Extract just the text, without any of the formatting of the original Extract the text, as well as some of the formatting of the original Follow these steps Select the Save as Editable Text (OCR) shortcut from the list, and then select Text (.txt) from the File Type drop-down menu. Select the Save as Editable Text (OCR) shortcut from the list, and then select Rich Text (.rtf) from the File Type drop-down menu. Or Select the Save as PDF shortcut from the list, and then select Searchable PDF (.pdf) from the File Type drop-down menu. 4. To start the scan, click Scan, and then follow the onscreen instructions. Mac OS X 1. Load your original print-side down in the right-front corner of the glass or in the ADF. For more information, see Load an original on the scanner glass or Load an original in the automatic document feeder (ADF). 2. Double-click the HP Scan 3 icon. This icon is located in the Hewlett-Packard folder in the Applications folder at the top level of the hard disk. 3. From the HP Scan menu, click Preferences. 4. Select the Documents preset from the Presets pop-up menu. 5. To start the scan, click Scan. Scanning documents as editable text 39

Section	Page
Contents	5
Get started	13
Accessibility	13
Eco	14
Manage Power	14
Conserve Printing Supplies	14
Understand the printer parts	15
Front view	15
Printing supplies area	16
Back view	16
Use the printer control panel	17
Overview of buttons and lights	17
Change printer settings	18
Select a mode	18
Change the mode settings	18
Change the printer settings	18
HP Digital Solutions	18
Scan to Computer	19
HP Digital Fax (Fax to PC and Fax to Mac)	19
Select print media	19
Recommended papers for printing and copying	19
Recommended papers for photo printing	21
Tips for selecting and using media	21
Load an original on the scanner glass	22
Load an original in the automatic document feeder (ADF)	23
Load media	24
Load standard-size media	24
Load envelopes	26
Load cards and photo paper	27
Maintain the printer	29
Clean the scanner glass and lid backing	29
Clean the exterior	30
Clean the ADF	31
Update the printer	33
Turn off the printer	33
Print	34
Print documents	34
Print documents (Windows)	34
Print documents (Mac OS X)	35
Print brochures	35
Print brochures (Windows)	36
Print brochures (Mac OS X)	36
Print on envelopes	36
Print on envelopes (Windows)	37
Print on envelopes (Mac OS X)	37
Print photos	38
Print photos on photo paper (Windows)	38
Print photos on photo paper (Mac OS X)	38
Print borderless documents or photos	39
Print borderless documents or photos (Windows)	39
Print borderless documents or photos (Mac OS X)	40
Scan	41
Scan an original	41
Scan to a computer	41
Scan using Webscan (HP Officejet 4620 e-All-in-One series)	42
Scanning documents as editable text	43
To scan documents as editable text	43
Guidelines for scanning documents as editable text	44
Copy	46
Copy documents	46
Change copy settings	46
Fax	48
Send a fax	48
Send a fax using the printer control panel	48
Send a fax	49
Send a fax using monitor dialing	49
Send a fax from memory	50
Schedule a fax to send later	50
Send a fax to multiple recipients	52
Send a fax from the computer	52
Send a fax manually from a phone	53
Receive a fax	54
Receive a fax manually	54
Set up backup fax	55
Reprint received faxes from memory	56
Poll to receive a fax	56
Forward faxes to another number	56
Set the paper size for received faxes	57
Set automatic reduction for incoming faxes	57
Block unwanted fax numbers	58
Add numbers to the junk fax list	58
Remove numbers from the junk fax list	59
Print a Junk List	59
Receive faxes to your computer using HP Digital Fax (Fax to PC and Fax to Mac)	59
Fax to PC and Fax to Mac requirements	60
Activate Fax to PC and Fax to Mac	60
Modify Fax to PC and Fax to Mac settings	60
Set up speed-dial entries	61
Set up and change Quick Contact entries	62
Set up and change Quick Contact group entries	62
Delete Quick Contact entries	63
Print a list of speed-dial entries	63
Change fax settings	63
Configure the fax header	64
Set the answer mode (Auto answer)	64
Set the number of rings before answering	64
Change the answer ring pattern for distinctive ring	65
Set the dial type	66
Set the redial options	66
Set the fax speed	67
Set the fax sound volume	67
Set the Error Correction Mode	67
Fax and digital phone services	68
Fax over Internet Protocol	68
Clear the fax log	69
View the Call History	69
Use reports	69
Print fax confirmation reports	70
Print fax error reports	71
Print and view the fax log	71
Print the details of the last fax transaction	71
Print a Caller ID Report	71
Print a T30 fax trace report	72
HP ePrint	73
Set up HP ePrint	73
Set up HP ePrint using the HP printer software	73
Set up HP ePrint using the printer’s control panel	74
Set up HP ePrint using the embedded web server	74
Use HP ePrint	75
Print using HP ePrint	75
Find the printer’s email address	75
Turn off HP ePrint	76
Remove Web Services	76
Work with ink cartridges	77
Information on ink cartridges and the printhead	77
Check the estimated ink levels	78
Replace the ink cartridges	78
Store printing supplies	80
Usage information collection	81
Solve a problem	82
HP support	82
Obtain electronic support	83
HP support by phone	83
Before you call	83
Phone support period	84
Telephone support numbers	84
After the phone support period	86
General troubleshooting tips and resources	86
Solve printer problems	86
The printer shuts down unexpectedly	87
The printer is making some unexpected noises	87
Alignment fails	87
The printer is not responding (nothing prints)	87
The printer prints slowly	88
Blank or partial page printed	89
Something on the page is missing or incorrect	89
Placement of the text or graphics is wrong	90
Print quality troubleshooting	91
Solve paper-feed problems	93
Solve copy problems	95
No copy came out	95
Copies are blank	95
Size is reduced	95
Copy quality is poor	96
The printer prints half a page, then ejects the paper	97
Paper mismatch	97
Solve scan problems	97
Scanner did nothing	98
Scan takes too long	98
Part of the document did not scan or text is missing	98
Text cannot be edited	99
Error messages appear	100
Scanned image quality is poor	100
Scan defects are apparent	101
Solve fax problems	102
The fax test failed	102
Solve problems using HP ePrint and HP websites	115
Solve problems using HP ePrint (HP Officejet 4620 e-All-in-One series)	115
Solve problems using HP websites	116
Solve wireless problems (HP Officejet 4620 e-All-in-One series)	116
Basic wireless troubleshooting	117
Advanced wireless troubleshooting	117
Step 1: Make sure your computer is connected to your network	118
Step 2: Make sure that the printer is connected to your network	118
Step 3: Check to see if the firewall software is blocking communication	119
Step 4: Make sure the printer is online and ready	120
Step 5: Make sure the wireless version of the printer is set as the default printer driver (Windows ...	120
Step 6: Make sure your computer is not connected to your network over a Virtual Private Network (VPN ...	121
After resolving the problems	121
Configure your firewall software to work with the printer	122
Solve printer management problems (HP Officejet 4620 e-All-in-One series)	123
Embedded web server cannot be opened	123
Troubleshoot installation issues	124
Hardware installation suggestions	124
HP software installation suggestions	125
Solve network problems (HP Officejet 4620 e-All-in-One series)	125
Understand the Printer Status Report	126
Understand the network configuration page (HP Officejet 4620 e-All-in-One series)	127
Uninstall and reinstall the HP software	129
Printhead maintenance	130
Clean the printhead	130
Align the printhead	131
Print and evaluate a print quality report	132
To print a print quality report	132
To evaluate the Print Quality Diagnostic Page	133
Clear jams	138
Clear paper jams	138
Avoid paper jams	140
Technical information	142
Warranty information	142
Hewlett-Packard limited warranty statement	143
Ink cartridge warranty information	144
Printer specifications	145
Physical specifications	145
Product features and capacities	145
Processor and memory specifications	146
System requirements	146
Network protocol specifications	146
Embedded web server specifications	146
Media specifications	147
Understand specifications for supported media	147
Set minimum margins	149
Print specifications	150
Copy specifications	150
Fax specifications	150
Scan specifications	151
HP ePrint specifications (HP Officejet 4620 e-All-in-One series)	151
HP website specifications	151
Environmental specifications	152
Electrical specifications	152
Acoustic emission specifications	152
Regulatory information	153
Regulatory Model Number	153
FCC statement	154
Notice to users in Korea	154
VCCI (Class B) compliance statement for users in Japan	154
Notice to users in Japan about the power cord	155
Noise emission statement for Germany	155
Gloss of housing of peripheral devices for Germany	155
Notice to users of the U.S. telephone network: FCC requirements	156
Notice to users of the Canadian telephone network	157
Notice to users of the German telephone network	157
Notice to users in the European Economic Area	158
Australia wired fax statement	158
European Union Regulatory Notice	158
Regulatory information for wireless products	159
Exposure to radio frequency radiation	160
Notice to users in Brazil	160
Notice to users in Canada	160
Notice to users in Taiwan	161
Environmental product stewardship program	162
Paper use	162
Plastics	162
Material safety data sheets	162
Recycling program	162
HP inkjet supplies recycling program	162
Disposal of waste equipment by users in private households in the European Union	163
Power consumption	164
Chemical Substances	164
Battery information	164
Battery disposal in Taiwan	164
Attention California users	164
Battery disposal in Netherlands	165
EU battery directive	166
RoHS notices (China only)	167
RoHS notices (Ukraine only)	167
Third-party licenses	168
HP supplies and accessories	176
Order printing supplies online	176
Supplies	176
Ink cartridges	176
HP media	177
Additional fax setup	178
Set up faxing (parallel phone systems)	178
Select the correct fax setup for your home or office	179
Case A: Separate fax line (no voice calls received)	181
Case B: Set up the printer with DSL	182
Case C: Set up the printer with a PBX phone system or an ISDN line	183
Case D: Fax with a distinctive ring service on the same line	184
Case E: Shared voice/fax line	185
Case F: Shared voice/fax line with voice mail	186
Case G: Fax line shared with computer modem (no voice calls received)	187
Set up the printer with a computer dial-up modem	188
Set up the printer with a computer DSL/ADSL modem	189
Case H: Shared voice/fax line with computer modem	190
Shared voice/fax with computer dial-up modem	190
Shared voice/fax with computer DSL/ADSL modem	192
Case I: Shared voice/fax line with answering machine	194
Case J: Shared voice/fax line with computer modem and answering machine	195
Shared voice/fax line with computer dial-up modem and answering machine	195
Shared voice/fax line with computer DSL/ADSL modem and answering machine	197
Case K: Shared voice/fax line with computer dial-up modem and voice mail	199
Serial-type fax setup	200
Test fax setup	201
Network setup (HP Officejet 4620 e-All-in-One series)	202
Set up the printer for wireless communication	202
Before you begin	202
Set up the printer on your wireless network	203
Set up the printer using the HP printer software (Recommended)	203
Set up the printer using WiFi Protected Setup (WPS)	203
To connect the printer using the Push Button Method	203
To connect the printer using the PIN Method	204
Set up the printer using the embedded web server (EWS)	204
Change the connection type	204
Test the wireless connection	205
Guidelines for ensuring wireless network security	205
Overview of security settings	205
Add hardware addresses to a wireless router (MAC filtering)	205
Other wireless security guidelines	206
Guidelines for reducing interference on a wireless network	206
Change basic network settings	206
View and print network settings	207
Turn the wireless radio on and off	207
Change advanced network settings	207
View IP settings	207
Change IP settings	207
Reset network settings	208
Printer management tools	209
Toolbox (Windows)	209
HP Utility (Mac OS X)	209
Embedded web server (HP Officejet 4620 e-All-in-One series)	209
About cookies	210
To open the embedded web server	210

Match case Limit results 1 per page

Scanning documents as editable text

When scanning documents, you can use the HP software to scan documents into a

format that you can search, copy, paste, and edit. This allows you to edit letters,

newspaper clippings, and many other documents.

This section contains the following topics:

•

To scan documents as editable text

•

Guidelines for scanning documents as editable text

To scan documents as editable text

Use the following guidelines for scanning documents as editable text.

Follow the instructions for your operating system.

Windows

Load your original print-side down in the right-front corner of the glass or in the

ADF. For more information, see

Load an original on the scanner glass or

Load an

original in the automatic document feeder (ADF).

From the computer desktop, click

Start

, select

Programs

All Programs

, select

the folder for your HP printer, and then select

HP Scan

Select the type of editable text you want to use in the scan:

I want to...

Follow these steps

Extract just the text, without any of the

formatting of the original

Select the

Save as Editable Text (OCR)

shortcut from the list, and then select

Text

(.txt)

from the

File Type

drop-down menu.

Extract the text, as well as some of the

formatting of the original

Select the

Save as Editable Text (OCR)

shortcut from the list, and then select

Rich

Text (.rtf)

from the

File Type

drop-down

menu.

Select the

Save as PDF

shortcut from the

list, and then select

Searchable PDF (.pdf)

from the

File Type

drop-down menu.

To start the scan, click

Scan

, and then follow the onscreen instructions.

Mac OS X

Load your original print-side down in the right-front corner of the glass or in the

ADF. For more information, see

Load an original on the scanner glass or

Load an

original in the automatic document feeder (ADF).

Double-click the

HP Scan 3

icon. This icon is located in the

Hewlett-Packard

folder in the

Applications

folder at the top level of the hard disk.

From the

HP Scan

menu, click

Preferences

Select the

Documents

preset from the

Presets

pop-up menu.

To start the scan, click

Scan

Scanning documents as editable text