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HP LaserJet 4100 MFP and 4101 MFP Series Products - Sending to E-mail
The HP LaserJet 4100 MFP and 4101 MFP series products can scan documents to any e-mail address. This document will address the concept of digital sending, how to send documents, available file formats, and how to use and manage address books.
NOTE: The MFP can send color images, although it cannot copy or print in color.
Digital sending overview
Send to e-mail (part of the Digital-sending suite) is similar to faxing information, but offers these advantages:
Documents are scanned and sent as attachments to an e-mail address. Digital documents can be sent in the formats shown above, enabling recipients to manipulate the document in various programs to meet their specific needs. The e-mailed document can be printed for your records.
Optional HP Digital Sending Software v.3.0
If the optional HP MFP Digital Sending Software v.3.0 has been installed and the network supports NT Authentication with an LDAP server then the security features of an NT domain can be used with the Digital Sending Software v.3.0 to authenticate users of the MFP. For more information on NT authentication, click here (http://www.hp.com/cposupport/printers/support_doc/bpl12188.html).
HP Smart Compression technology
By using HP Smart Compression technology, digital-sending keeps file sizes small, minimizing impact on the network. Documents arrive in near-original quality. Like other e-mail messages, the documents can be printed, stored, or forwarded.
The HP LaserJet 4100 MFP and 4101 MFP series products connect directly to the LAN, so that you can send digital documents without a dedicated computer. E-mail processing is done entirely within the product, from scanning through communicating with the network SMTP gateway. E-mail addresses can be acquired from an at-device address book or an LDAP server. The system administrator can configure e-mail parameters either over the network using the embedded Web server or HP Web Jetadmin, or at the control panel.
NOTE: The product's Jetdirect card must be connected to an Internet-enabled network in order for e-mail capabilities.
Use the digital-sending feature with either the scanner glass or the ADF.
NOTE: When using the scanner glass, place the original face down. When using the ADF, place the originals face up. Irregular, worn, or previously folded documents, as well as photographs, should be scanned using the scanner glass.
Describe Original screen
If necessary, describe your original before entering the Send Options screen.
Send Options screen
The Send Options screen on the control panel display allows you to describe parameters for sending a document to an e-mail address.
Figure 1: Send Options screen
Basic sending procedures
Using the address books
Use the control panel keyboard to type data into the From:, To:, CC:, or Subject: fields. As you begin to type e-mail addresses, the MFP automatically searches the address book and displays the first matching name or address. You can select that name, or continue to type the name until auto-complete finds the correct entry. You can also scroll through the name listings to locate the desired names.
Figure 2: Using the address books
NOTE: If a recipient’s e-mail address is not recognized, you will be asked if you wish to add the entry to the local address book.
Sending a document
To digitally send a document:
Figure 5: View list option
Sending a two-sided document
To send a two-sided document successfully, make sure you describe the original as a two-sided document on the Describe Original screen. After scanning the page on the scanner glass or scanning the stack of originals in the ADF, the MFP prompts you to turn over the originals so the second side can be scanned and ordered correctly before the file is sent.
Scanning and sending a multiple-page document
This can be performed using the Job Mode selection from the control panel of the MFP. The following instructions detail how to do this using the control panel on the HP LaserJet 4100 MFP.
Available file formats
Select Settings in the e-mail screen to designate color and file type options for the document to be sent. In the Color option, you can select:
By using the File option, you can select any of these file formats:
NOTE: The format for the file to be sent is selected in the Send Options screens.
Documents that are sent as JPEG or TIFF files can be brought into various software programs and modified by the recipient. The recipient must have Acrobat Reader installed to read PDF files.
The HP LaserJet 4100 MFP and 4101 MFP series can use your network e-mail server’s address lists (LDAP), and can also develop a local address book. Your network address list is automatically configured for use during initial product configuration. After configuration, the list can be used to select e-mail recipients when digitally sending documents. E-mail addresses that are not resident in the network address book can be added to the local address book for future use.