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HP LaserJet 1220, 3200 and 3300 Series Products - Scanning, Linking, and Sending to Email

This document contains information about using an HP LaserJet 1220, 3200, or 3300 series product with the software to send scanned items with an e-mail program, including sending e-mail from the product and sending e-mail in an alternative mode.

NOTE: An e-mail program and an active e-mail service provider must already be installed and functioning in order to use the e-mail-related features of the HP LaserJet software. (The product software does not contain an e-mail program.) See the software Help for additional information.

Linking e-mail applications

During installation, applications supported by the HP LaserJet software, such as word processors, spreadsheets, image editors, and active e-mail software that are selected during installation, are detected on the system and integrated into the Document Manager desktop.

In addition, each time the computer is started, the software updates the list of applications available for linking. Reconfigure the applications links from the Document Manager as described below:

  1. Select Link Properties from the Document Manager. A dialog box appears that allows for creating, editing, deleting, enabling and disabling of links.

  2. To access the Link Properties dialog box, click the Tools menu in the Document Manager , then select Options . Click New . A wizard is activated.

  3. Select E-mail . Specify the e-mail system to use for this link.

  4. Click Next to go to the common finishing Wizard page.

    NOTE: The application linking and integration feature is not available for Windows 95. It requires the HP Document Manager, which is not available for Windows 95 systems.

Supported e-mail applications

The HP LaserJet 1220 and 3200 software for Windows 98, Windows Me, Windows NT 4.0, Windows 2000 and Windows XP supports 32-bit MAPI (Messaging Application Program Interface), Internet mail, VIM, and other types of programs listed below:

  • Microsoft (R) Outlook (97, 98, 2000)

  • Microsoft Outlook Express

  • Netscape Mail (4.0)

  • Lotus Mail, CC:Mail

  • Lotus Notes

  • AOL (3.0, 4.0, 5.0)

    NOTE: The HP LaserJet 1220 series products only support Lotus Notes version 4.5.
NOTE: Any e-mail program can be associated with the generic e-mail icon on the Document Manager toolbar on the Desktop. (No e-mail program creates and displays a custom icon on this toolbar.)

Sending scanned items as e-mail attachments

The product and the software that come with the product, work with compatible e-mail programs so that e-mail documents can be sent in PDF format; other options are also available depending on what file formats are supported by each individual e-mail program. Once a scan is completed, the e-mail application is automatically launched with the document attached. Simply address the e-mail and send it. The recipient can read and print these documents using Adobe(R) Acrobat (R) Reader, a program that can be downloaded free from Adobe’s Web site. Click here to go to the Adobe Web site and download the Adobe Acrobat Reader Non-HP site (

E-mail can be sent from the HP LaserJet 1220, 3200 and 3300 series products using Windows 98, 2000, NT 4.0 and XP. The HP LaserJet 1220 series product also supports Windows Millennium Edition and Macintosh operating systems. Windows 95 must use a TWAIN-enabled program, and in alternative modes, a scanned file must be attached to an e-mail.

Sending Default File Format for Attachments

Change the default file format through HP LaserJet Document Manager.

NOTE: Changing the default file format through the Customize option in HP LaserJet Director does not save the setting and must be set using the method below.

To change the default document format through HP LaserJet Document Manager , perform the following steps:

  1. Open HP LaserJet Document Manager .

  2. Click Tools , Options , then Applinking Properties , or right-click the bottom toolbar (where the application links are located), and click Properties .

  3. Highlight the application from the right side of the Application Links dialog box.

  4. Click Edit in the Application Links dialog box.

  5. Select the document format from the list of file types in the drop-down list (*.bmp , *.jpg , *.tif , *.hpd , *.pdf , *.txt ).

  6. Choose Next to select an icon.

  7. Click Finish , and exit the E-mail Application dialog box.

  8. Select Apply and then OK to exit the Application Links dialog box.

Scanning to e-mail with the HP LaserJet 3200 or 3300 series product

Sending e-mail in Windows 98, Windows Me, Windows 2000, Windows NT 4.0, and Windows XP

  1. Place the item in the document feeder tray. If the product is connected directly to the computer and the HP LaserJet Director opens after inserting an item into the document feeder tray, proceed to Step 2. If on a network, or the HP LaserJet Director does not open automatically, continue to Step 3.

  2. Open the HP LaserJet Director by clicking the HP LaserJet Director icon located on the taskbar.

    Figure 1: Clicking the HP LaserJet Director icon

  3. Click E-mail on the HP LaserJet Director.

    Figure 2: Clicking E-mail on the HP LaserJet Director

  4. When the default e-mail program opens, type a message.

  5. Address the e-mail.

  6. Click Send . The scanned document will be sent as an attachment with the e-mail.

Scanning to e-mail with the HP LaserJet 1220 series product

Sending e-mail (Windows 98, 2000, Millennium, NT 4.0 and XP)

  1. Load the original with the narrow side forward and the side to be scanned facing up.

  2. Adjust the media guides.

  3. Press the SCAN button on the scanner. HP LaserJet Director launches automatically unless the default settings are changed, or are networked.

  4. In HP LaserJet Director, click E-Mail .

  5. The original is scanned, and the computer e-mail software application launches, and automatically attaches the scanned image as a file.

Sending e-mail (Macintosh OS) with the HP LaserJet 1220, 3200, and 3300 series products

  1. Open the HP LaserJet Director by double-clicking the alias for the HP LaserJet Director that appears on the desktop.

  2. Click E-mail on the HP LaserJet Director.

  3. If e-mail application is in the link setting (not all e-mail applications are supported), it will launch the e-mail application. To check link setting, click Customize in the HP LaserJet Director.

  4. Click tab Link Setting to look for the e-mail application.

  5. When the e-mail message window appears with the scanned item attached, enter the e-mail address and click Send .


Follow the instructions on the wizard.

Sending e-mail in Windows 95

  1. Open a TWAIN-enabled program and scan a document from it.

  2. Save the file.

  3. Open the e-mail program.

  4. Attach the document and send the e-mail.

    NOTE: For more information, see the product's User Guide section on scanning with TWAIN-enabled software.

Sending e-mail in an alternative mode

Use an alternative mode to send a document in e-mail if:

  • There is not a compatible e-mail program.

  • The E-MAIL button does not appear on the HP LaserJet Director.

To e-mail in an alternative mode

  1. Load the item into the document feeder tray.

  2. Use the HP LaserJet Director or Document Manager to scan the document to the desktop, or Document Manager.

  3. Save the file in the desired format.

  4. Open the e-mail program and attach the file.

Sending a document in the Document Manager

This function is similar to scanning a document into e-mail. Instead of scanning a document, however, simply drag-and-drop a file icon from the HP Document Manager into the e-mail link. Any of the supported image file types (such as PDF, JPEG, TIFF, or BMP) can be dragged-and-dropped to the e-mail link. The e-mail program launches automatically and creates a new message with the document already attached; the e-mail can be addressed and sent.

NOTE: One or more of the links above are outside the Hewlett-Packard Web site. HP does not control and is not responsible for information outside the HP Web site.

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