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HP LaserJet 4100 MFP and 4101 MFP Series Products - Sending to E-mail

Introduction

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.

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Digital sending overview

Send to e-mail (part of the Digital-sending suite) is similar to faxing information, but offers these advantages:

  • Sends mail to multiple e-mail addresses simultaneously, saving time and delivery costs.

  • Ensures privacy by sending information directly to e-mail in-boxes rather than to a fax machine, which might have many users.

  • Delivers files at near-original quality in black and white or in color.

  • Sends files in JPEG, PDF, and TIFF file formats, which can be modified by the recipient in computer programs.

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.

E-mail processing

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.

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Sending documents

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:

  1. Place your original document face-down on the scanner glass or face-up in the ADF.

  2. If your original matches the default settings (mixed text and graphics, default media size, standard resolution, single-sided), proceed to Step 3. Otherwise, use the control panel display to describe the document by using the DescribeOriginal screen.

  3. On the control panel display, select Send Options.

    Figure 3: Select E-Mail in the Send Options screen

    Figure 4: Type your e-mail address in the From: field

  4. Using the keyboard, type your e-mail address in the From: field.

  5. Type the addresses of the recipient(s), or select the addressees from the address book. Press the checkmark button ( ) on the printer control panel to add the names to the recipient list. Navigate to OK and press the checkmark button ( ) on the printer control panel. The main e-mail screen appears.

  6. Using the same method, enter the names of any CC: (copy) recipients, and type the subject of the e-mail.

  7. Navigate to the Settings field. Here you can select document parameters from the following:

    • Color: Black and white (B/W) or Color

    • File type: PDF, TIFF, M-TIFF, or JPEG

  8. Make your selections, navigate to OK, and press the checkmark button ( ) on the printer control panel. You then return to the e-mail screen.

  9. Press the checkmark button ( ) on the printer control panel once more. You are then prompted to Press Start To Scan and Send. Press START. When the file has been sent, you receive the following message: SEND COMPLETE! x DESTINATIONS RECEIVED x COPY!

    NOTE: Press RESETat any time to cancel the e-mail settings and return to the top-level screen. You can also press STOP to terminate the sending operation.
  10. When sending is complete, remove the original document from the scanner glass or the ADF.

    NOTE: You can review and edit the recipient list using the View List option, shown in Figure 3 below.

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.
  1. Enter the Describe Original menu displayed on the Control Panel of the printer by pressing the checkmark button .

  2. Navigate to the Job Mode menu item using the arrow keys.

  3. Select the Job Mode Item by pressing the checkmark button . This will show the available options. Change the Job Mode to ON , then navigate to OK .

  4. Enter the Menu Send Options using the arrow keys and perform the wanted send activity.

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:

  • Color

  • Black and white (B/W)

By using the File option, you can select any of these file formats:

  • PDF: the default setting, which renders the best overall text and graphic quality. These files are viewed through Acrobat (R) Reader.

  • JPEG: best for viewing through an Internet browser.

  • TIFF: a standard file type that works well with many programs.

  • M-TIFF (multipage TIFF): this format compresses a multi-page document into a compact, single-file format.

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.

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Address books

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.

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