HP mfp digital sending software v. 4 User manual

use
hp mfp digital sending
software v.
4

hp mfp digital sending
software v.
use
4

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© 2004 Copyright
Hewlett-Packard Development Company, L.P.
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ENWW Contents iii
Contents
Introduction to digital sending
About this guide. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
About digital sending . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .2
Control panel methods. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
Steps for sending
Using the Digital Sending Software . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .4
More information
Types of documents created . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
Authentication . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .6
Describe original settings. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
Scan settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .8
Solving digital sending problems
MFP online Help system . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
Possible problems . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10

iv ENWW

ENWW About this guide 1
Introduction to digital sending
About this guide
This guide is your reference for using the HP MFP Digital Sending Software v. (DSS v.
which expands digital sending capabilities for an HP Multifunction Peripheral (MFP).
See the user guide that came with your MFP for instructions about the following tasks:
●Using the control panel, scanner glass, and automatic document feeder (ADF)
●Loading print media
●Resolving mechanical problems (such as jams) and other problems that are not related to
digital sending
4
4

2Introduction to digital sending ENWW
About digital sending
Digital sending is a single process that you can use to scan a hard-copy document at an MFP
and send it directly to several types of destinations.
●E-mail
Send the document as an attachment to one or more Internet e-mail addresses. Recipients
can print, store, and forward the documents that they receive in this way. They can also open
the documents in various programs and edit them to meet their specific needs.
●Fax
Send the document to one or more fax machines. Recipients receive these documents just
like any other fax.
●Folder
Send the document to one or more shared network folders. Users can select from a list of
pre-defined folders or, if authenticated, can specify a destination from the control panel.
●Secondary e-mail
The DSS administrator sets the name of the control panel key on the MFP. This feature is
identical to the e-mail function, and uses the same fields and address books.
●Workflow
Workflows give MFP users the ability to send additional information along with the scanned
document to a specified network location.
The MFP can scan both black-and-white and color originals. You can place originals either on the
glass or in the ADF. The glass accommodates various sizes and types of media, depending on
the capabilities of the particular MFP that you are using.

ENWW Control panel methods 3
Control panel methods
Different MFP models have different methods for working at the control panel—either a keypad
or a touch screen.
Similarities in both methods
Keypad method Unique characteristics:
●A keypad for typing information, similar to
a standard computer keyboard
●arrow buttons for navigating through
elements on the display
●button for selecting elements and
opening menus
Example:
●HP LaserJet 4100mfp
Touch-screen method Unique characteristics:
●A touch-screen display that you can
touch to select the options that you want
and to navigate through elements on the
display
●A touch-screen keyboard that appears as
needed for typing alphabetic characters
Example:
●HP LaserJet 9000mfp series
Example:
●HP LaserJet 9500mfp series
●START, STOP, and RESET buttons for controlling operation
●Ready, Data, and Attention lights for showing status
●Numeric keypad for typing numbers

4Steps for sending ENWW
Steps for sending
Using the Digital Sending Software
1Place the document on the glass or in the ADF.
2Select the type of destination:
E-mail
Fax
Folder
Secondary e-mail
Workflow
Note The secondary e-mail name on the conrol panel can be changed by the Administrator.
3If prompted, type your user name and password.
For more information, see:
“Authentication” on page 6.
4Type the information that is needed for sending to the specific file destination.
5Optional. Use Settings to change the default settings for the scanned document that you are
creating (for example, change the type of file format that you want).
For more information, see:
“Scan settings” on page 8.
6Optional. Use Describe Original to change the default settings (for example, document
size) for the document that you are sending. If you are sending a double-sided document,
you must describe the original as a two-sided document.
For more information, see:
“Describe original settings” on page 7.
7Press START to begin sending.
8When you are finished, remove the document from the glass or ADF.
E-mail Complete the From:, To:, CC:, BCC:, Subject:, and Message: fields. Your user
name or e-mail address might appear in the From: field. If so, you will not beable
to change it.
Fax Complete the Fax Numbers: field.
Folder Select a folder destination from the list, or type a folder path if you are an
authenticated user.
Secondary
e-mail Complete the From:, To:, CC:, BCC:, Subject:, and Message: fields. Your user
name or e-mail address might appear in the From: field. If so, you cannot change
it.
Workflow Select a workflow destination.
Type the requested information for the document.

ENWW Types of documents created 5
More information
Types of documents created
The type of document that you create depends on the send option (see the following table). Each
send option has default settings that your administrator sets. For example, the default file format
for e-mail documents might be .PDF. For the e-mail options, you can use Settings to change the
settings.
Send option Type of document
E-mail The scanned document becomes an attachment to an e-mail message. You
select the file type for the attachment.
The .PDF and .MTIFF file types create a single attachment for all the scanned
pages. The .TIFF and .JPEG file types produce one e-mail attachment for each
scanned page.
Fax The scanned document becomes the fax.
Fax cover sheets are handled in either of the following ways. Check with the
administrator to learn which method is in effect.
●An automatic cover sheet for faxes is generated. The type of fax service that
is used on the network determines the information that is included on the
cover sheet. The information usually identifies the sender, date, and time.
●An automatic cover sheet for faxes is not generated. To include a cover sheet
in your fax, create one for the document that you are scanning and place it at
the front of your document.
The .PDF and .MTIFF file types create a single attachment for all the scanned
pages. The .TIFF and .JPEG file types produce one e-mail attachment for each
scanned page.
Folder The document is placed in a network folder.
Secondary e-
mail The scanned document becomes an attachment to an e-mail message. You choose the file type for the attachment.
The .PDF and .MTIFF file types create a single attachment for all the scanned
pages. The .TIFF and .JPEG file types produce one e-mail attachment for each
scanned page.
Workflow The user does not select the file format; it is determined by the workflow setup
administrator.

6More information ENWW
Authentication
Authentication is a security feature. When the administrator has turned on authentication, you
must type your network credentials to use the MFP digital sending features.
For Windows networking systems, you must supply the following information for authentication.
●Username
●Password
●Domain
For Novell directory systems, you must supply the following information for authentication.
●Username
●Password
●As required
•Tree
•Server
• Internet
Certain digital sending features (e-mail, fax) or destinations within a feature (network folders,
workflows) might require user authentication. After a user has been authenticated, the user will
not be asked to re-authenticate for the remainder of the session.
If the user selects Logoff from the control panel or a Continue or logoff prompt, or clicks the
Reset key, the user will have to re-authenticate.

ENWW Describe original settings 7
Describe original settings
Use Describe Original on the control panel to change the settings for the document that you are
sending. Select the options that most closely match the document (for example, document size).
Setting Options Description
Size Letter
Legal
Ledger
Exec
A3
A4
A5
B4
B5
The options that are available for size depend on the particular
MFP that you are using.
Page
Orientation Portrait Use this option when the original is a document in portrait orientation.
Landscape Use this option when the original is a document in landscape
orientation.
Sides 1-Sided Use this option when the original contains material on one side
only.
2-Sided Use this option when the original contains material on both sides.
Page
Content Text Use this option when the original contains black-and-white text.
Photo Use this option when the original is a photograph or illustration.
Mixed Use this option when the original contains shades of gray, a mix of
text and illustrations, or a mix of color and black-and-white areas.

8More information ENWW
Scan settings
Use Settings on the control panel to change the settings for the scanned document that you are
creating (for example, the file type that you want).
Scan settings do not apply to the fax send options.
Setting Options Description
Color Black & White Use this option when the original is black and white, or when you want
to send a more complex original as black and white in order to reduce
file size and transmission time.
Color Use this option when the original contains shades of gray, a mix of text
and illustrations, or a mix of color and black-and-white areas. This
choice increases file size and transmission time.
File Type .PDF This is the default setting, offering the best overall text and graphics
quality. Recipients must have Adobe® Acrobat®Reader installed on
their computers to read this type of file.
When used for E-mail, this option produces one e-mail attachment that
contains all of the scanned pages.
.TIFF This is a standard file type that can be brought into software programs
and modified by the recipient. When used for E-mail, this option
produces one e-mail attachment for each scanned page.
.MTIFF This is a multipage .TIFF file that saves multiple scanned pages as a
single file. The files can be brought into software programs and modified
by the recipient. When used for E-mail, this option produces one e-mail
attachment that contains all of the scanned pages.
.JPEG This file type is best for viewing through an Internet browser. The files
can be brought into software programs and modified by the recipient.
When used for E-mail, this option produces one e-mail attachment for
each scanned page.
Resolution The following options are available:
●75 DPI
●150 DPI
●200 DPI
●300 DPI
File Size The following options are available:
●Small
●Standard
●Large
Enhance The following options are available:
●Sharpness
●Background Removal

ENWW MFP online Help system 9
Solving digital sending problems
This section contains information to help you resolve problems that might occur while you are
using the digital sending features of the MFP.
Contact the administrator if you need further help.
MFP online Help system
The MFP features an online Help system that provides instructions for resolving common
problems. To gain access to Help, press ?on the control panel.

10 Solving digital sending problems ENWW
Possible problems
Problem Action to take
Digital sending is not
working. ●Make sure that the MFP is turned on.
The MFP does not accept
your password. ●Verify that you are using the correct password.
●Passwords are case-sensitive. Make sure that you type your password
with the correct combination of uppercase and lowercase letters.
Image quality is poor. ●If scanned pages are blank, or white, or have repeated patterns, make
sure that a page is not already on the glass.
●Make sure that the document that you are trying to send is placed
correctly in the ADF or on the glass.
●Make sure that the glass is clean. If the glass is dirty, clean it with a dry,
soft cloth.
When the ADF is in use,
the MFP feeds multiple
sheets, skews papers, or
jams frequently.
●See the MFP support guide for actions to take.
An e-mail transmission
did not arrive at the
destination e-mail
address.
●If you typed the e-mail address at the control panel, resend the e-mail
message, making sure that you type the address correctly and that it is in
the correct format (no spaces, required @ sign, required period).
●Resend the e-mail. Make sure that you type a name in the correct format
in the From: field so that the message is not rejected and so that you
receive a message back if the e-mail transmission fails.
●If the problem persists, contact the administrator.
A fax transmission did not
arrive at the destination
fax machine.
●If you typed the fax number at the control panel, resend the document,
making sure that you type the fax number correctly.
●The receiving fax machine might be turned off or experiencing an error
condition (such as being out of paper or toner). Contact the recipient.
●The system might be busy sending other faxes or waiting to redial other
faxes. The system might also have reached its maximum limit of pending
fax transmissions. Wait and try again.
●For information about the transmission, check any fax notifications that
might have been returned (for example, e-mail notifications in your e-mail
inbox or printed transaction reports, if these reports are available with your
fax service).
●Resend the fax.
●If the problem persists, ask the administrator to check the log for the fax
transport being used. Logs often contain information about why a fax
transmission was unsuccessful.
The bottom of a page that
was sent is cut off. ●If sent from the glass, the document page might be too long. See the MFP
support guide for information about maximum length.

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www.hp.com