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HP Officejet V Series All-in-One - Using the HP Officejet V Series Fax, Fax Settings, and Faxing Features

Introduction

The HP Officejet V series is a full function black and white or color fax machine that can be used by itself or when connected to a computer. To troubleshoot fax communications issues, please review the fax communications troubleshooting document (buu02151) . To cancel a fax at any point in the process, press CANCEL.

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Sending a normal fax using the front panel

Sending a fax on the all-in-one is easier than most people think. Follow these steps:

  1. Place the item(s) to be faxed into the scanner path as shown in Figure 1. The item should be placed face down and top down.

  2. Press the blue FAX button above the front panel display.

  3. Dial the fax number from the keypad. The number should be dialed just like a phone would be. Dial all numbers required to reach the destination fax.

  4. Press the black or color START button below the display. Color faxes will probably take longer to send, and the other fax machine has to be able to receive standard color faxes. The all-in-one will dial the number followed by a connecting noise or a busy signal depending on whether or not the other fax is busy. If the other fax is busy, the all-in-one will wait and then redial automatically. When the fax has been successfully sent, a long tone or beep is heard.

Figure 1: Loading the all-in-one with a fax

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Speed dials

Making speed dials

A speed dial is a number that is entered from the keypad that takes the place of the full fax-number or groups of fax numbers. This makes dialing many faxes much easier. Press the SPEED DIAL button, type in the number on the keypad and hit the black or color START button.

From the front panel

  1. Press the SETUP button.

  2. Press 2 and press 1 from the keypad.

  3. Type in the desired speed dial number or use the left and right arrow buttons to scroll through the speed dials.

  4. Select a number that is unassigned, and press ENTER to select it.

  5. Input the fax number, then the name or company. Use the keypad keys to scroll through the available numbers and letters. Use the arrow buttons to advance to the next or previous character.

  6. Press ENTER when finished followed by 1 to enter another speed dial, or 2 to quit.

From the computer

  1. Select Settings from the Director window and select Speed Dial Settings .

  2. Click New Entry in the Speed Dial Settings dialog box.

  3. Enter a name and fax number and select OK when done.

  4. Repeat as necessary and select Save when finished.

Using group speed dials

This feature is used to send one fax to many different fax numbers from one speed dial number. A speed dial number can hold up to 20 other individual speed-dial numbers.

In order to create a Group Speed Dial, the individual speed dials have to be setup first. Use the section above "Inputting Speed Dials" to enter the individual fax numbers that are not already associated with a speed dial. Use either of the next two sections to assign a speed dial into a group speed dial number. Hint: using the computer software is much easier and less time consuming.

From the front panel

  1. Press the SETUP button.

  2. Press 2 and press 2 from the keypad.

  3. Type in the desired speed dial number, or use the left and right arrow buttons to scroll through available speed dials that have already been created.

  4. Press ENTER followed by 1 to add another speed dial or 2 to finish.

  5. Type in the name of the group using the keypad keys to scroll through the available numbers and letters. Use the arrow buttons to advance to the next or previous character.

  6. Press ENTER again when finished.

From the computer

  1. Open the Director , and select Settings , then Speed Dial Settings .

  2. Select New Group from the Speed Dial Settings dialog box.

  3. Type a name into the Group Name box.

  4. Select the speed dial numbers from the left list and click Add .

  5. When finished, select OK .

  6. Select Save to complete the process.

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Sending a fax from the Director software

Faxes can also be sent from the HP Director. The advantage of this is that it allows access to dialing using the address book and PC generated cover pages. To fax using the Director:

  1. Load the item(s) to be faxed into the scanner path as shown in Figure 1. The Director screen should appear. If not, open the Director desktop icon. Select the large Fax icon as in Figure 2.

  2. The main fax screen appears (see Figure 3). This is the screen where all the fax work is done. In the Fax To area fill in the names and numbers of the recipients. Add the entry to the address book for use with future faxes and/or add it to the list to enter another fax number.

  3. Select a button in the quality section that corresponds to the type of fax being sent, Standard , Fine, or Photo . Fine and Photo take a little longer, but the quality is certainly worth it. Quality should usually be left on Fine for most faxes. If the other fax machine cannot receive in Fine, the all-in-one will automatically adjust and drop the quality to Standard.

  4. Make sure there is a checkmark next to Page(s) In Unit from the Include with Fax section. If a cover page is being used, make sure there is a check in PC-Generated Cover Page . See the section on Cover Pages in this document for more information.

  5. Change the Color , or Black and White setting to match the fax.

  6. Preview the fax if concerned about how it will look. Press the FAX NOW button to send the fax immediately or press SEND FAX LATER to enter a later faxing time.

Figure 2: Faxing from the Director software

Figure 3: Main fax screen

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Using the print-to-fax driver

This feature is often overlooked and can be extremely helpful. It also is the best way to send the highest possible quality of fax because there is no degradation caused by the scanner. To use this feature is almost as easy as performing a regular print job.

  1. Create the intended fax from any application that is capable of printing, a word processor, graphics program, or a spreadsheet.

  2. After the work is done and ready to be faxed, select Print from the programs File menu.

  3. Select the HP Officejet V series Fax driver from the list of available printers. Make any other changes that are normally allowed by the program that is being used (such as, margins, page range, collation).

  4. Select Print to bring up the main Send fax screen as in Figure 3 above. A cover page can be added, more pages can be added into the scanner path to be included, and the fax can be previewed.

  5. Press either the FAX NOW button to send the fax immediately, or press SEND FAX LATER to enter a later faxing time.

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Checking the fax settings

It is generally a good idea to check the fax settings after the first time the HP all-in-one is setup. Do this by printing a Menu Settings report.

  1. Press the SETUP button.

  2. Press the number 1 on the numeric keypad followed by a 4.

  3. Verify that all of the settings on the report match the setup. Pay special attention to the fax header information (this information is required by FCC law in the U.S.) listed in the upper-right corner, the rings to answer in section 5 number 3, fax paper size in section 5 number 4 and the ring pattern to answer in section 6 number 2.

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Fax settings and functions overview

There are many different fax settings and functions available to alter the way the all-in-one behaves. These options can be changed through the front panel setup under Basic and Advanced Fax Setup or from the Fax Settings screen from the Director software. It is much easier to use the software, and this section will deal with each option from each tab of the Fax Settings screen, refer to Figure 5 for assistance.

Accessing fax settings

The basic fax setup information can be changed by running the Fax setup wizard (recommended), using the Fax Settings dialog box or from the front panel. Information about any of the settings is available by clicking Help in the Director and then opening the Onscreen User's Guide .

The Fax Setup Wizard

The fax setup wizard asks a series of questions to determine the best possible fax settings based on the answers. This process runs after the first restart and after installing the HP all-in-one software. It can be run again later from the Director software by clicking Settings and Fax Setup Wizard .

From the Director

Information about any of the settings is available by clicking Help on the tab the setting appears on.

  1. Open the Director by double-clicking the product icon on the desktop.

  2. Click Settings and select Fax Settings .

  3. Adjust the settings to those required by the situation.

From the Front Panel

Settings are adjusted using the SETUP button and the Basic and Advanced Fax Setup sections.

  1. Press SETUP until either the Basic Fax Setup or the Advanced Fax Setup appears in the display, depending on what is to be modified.

  2. Press ENTER to accept that menu option.

  3. Scroll to the setting desired using the right or left ARROW buttons and press ENTER.

  4. Make the desired changes and press ENTER.

Figure 4: Answering settings

Paper fax quality

Resolution of Paper Fax: There are four fax sending options available: Standard, Fine, Photo and Very Fine. For regular faxes leaving the setting on fine should suffice. If the all-in-one connects to another machine that is set to receive at a lower setting, the all-in-one will automatically adjust the resolution down to match that of the receiving machine. The following lists the actual resolutions in the number of dots per inch for each setting:

  • Standard: 200 x 100dpi for black, 200 x 200dpi for color. This is the lowest fax setting and should provide the fastest possible transmission, but the lowest quality of fax. When faxing in color the quality is reduced further by compression to make the size of the fax smaller.

  • Fine: 200 x 200dpi for black or color faxes. This is the normal default setting.

  • Photo: 200 x 200dpi with 256 different shades of gray. Color adjusts down to Fine.

  • Very Fine: 300 x 300dpi black only. Color adjusts down to Fine. Use this setting when the item to be faxed contains thin lines or lots of detail.

Contrast: This adjusts the contrast of the fax send. Does not affect color and does not affect the contrast of received faxes.

Error Correction Mode (ECM)

Noise in the phone line, or a low signal strength during fax transmission can result in intermittent fax failures. Noise or poor signal strength can cause all, or part of the fax information to be lost during transmission. When the Error correction mode is turned on, the receiving fax checks the fax information for errors during reception. If an error is detected, the receiving fax would request that the sending fax resend all, or part of the fax information. Sending all or part of the information again would make the transmission time longer, but would make sure that the quality of the received fax is good. If the phone line quality or signal strength is poor, too many errors can occur, and the fax transmission can fail.

Turning off the Error correction mode can improve the ability of the fax to send a fax successfully when the phone line quality is poor. However, the image quality of the received fax might be poor.

ECM should be turned on under normal conditions. If ECM must be turned off to send faxes successfully, have the phone service provider check the phone line quality. For an HP fax, turning off ECM from its front panel does not necessarily mean that the fax transmission would not use ECM. The ECM would or would not be used as follows.
  • All faxes sent in color would use ECM.

  • All faxes sent at the highest transmission speed would use ECM.

  • The ECM setting affects only faxes sent, not the received ones.

To enable or disable Error Correction Mode from the front panel, perform the following steps:
  1. Press Setup .

  2. Press the Right Arrow (> ) until Advanced Fax Setup appears.

  3. Press Enter .

  4. Press the Right Arrow (> ) until Error Correction Mode appears.

  5. Press Enter .

  6. Press the Right Arrow (> ) to select either On or OFF .

  7. Press Enter .

Dialing

  • Automatic Redial: Checkmark to allow or disallow automatic redialing when a busy signal or no answer occurs. The number of redial attempts is set at 5.

  • Phone Dialing Type: Tone or Pulse (rotary) determined by the line type.

  • Connected to a PBX Phone System: Adjusts dialing settings if the phone system is a PBX.

Personal information

  • Fax header content: This is the name and phone number that appears at the top of a sent fax.

  • Cover page content: Information that is shown on the electronically generated cover page; name, company name, fax and voice numbers.

Answering

  • Phone answering: Switch between Automatic or Manual. To receive a manual fax, one of the START buttons on the front panel must be pressed or 1-2-3 from a remote phone.

  • Automatic Answering: Change the number of rings it takes to pick up the call. Select a number more than 4 if the line is shared with a telephone answering machine. Select 2 if the fax machine is dedicated and has a line of its own. "Answer This Distinctive Ring Pattern" allows the all-in-one to discern between a double-ring, triple ring, or normal ring pattern. Using a distinctive ring feature on the same phone line allows two phone numbers to use the same line. This gives the all-in-one its own number and bypasses incompatible features like voicemail.

Reporting

  • Automatic Report Printing: The all-in-one will automatically print out a report upon one of the following conditions: any send error, any receive error, any error, every fax send and every fax.

  • Print Unit Log: Prints out a log detailing the faxing history of the last 100 faxes.

Receiving

  • Loaded Paper Size: Should match what is actually loaded into the paper tray: letter, legal or A4.

  • Reduce Faxes Automatically to Loaded Paper Size: Under normal operations this should remain on. This allows for incoming faxes to fit on the paper size that is loaded. If a legal fax comes in and letter is in the tray, then the fax will be reduced so that it fits onto the letter paper. If this is off, the last section of a legal page will print over onto a second sheet of letter or A4 paper.

  • Accept Faxes from Older Silent Fax Machines: Checking this will enable the all-in-one to connect with older fax machines that do not emit certain normally necessary tones. The all-in-one may also try to connect for no apparent reason if there is noise or other digital devices on the line. It is, therefore, better to leave this feature unchecked unless absolutely necessary.

Volume

  • Sound Volume: Changes the volume of the all-in-one internal speaker: Off, Soft or Loud.

  • Fax Machine For Incoming Calls: Determines weather or not the ring sound is heard.

  • Buttons Beep When Pressed: Front panel buttons will sound every time they are pressed.

Fax forwarding

  • Forward Incoming Faxes to Another Number: Checking this feature will route any received fax to another different fax number between the entered starting and ending date. This feature is useful when out of the office and it is desired that all faxes to go to another location.

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Cover pages

Using cover pages

To use an electronic cover page, the fax has to be done from the computer. Make sure there is check in PC-Generated Cover Page (Figure 3). Select Edit Contents to bring up the Cover Page Data screen (see Figure 6). From here, information can be added that the recipients of the fax will see. The rest of the data (time, date, fax numbers and names) will automatically be filled in.

Figure 5: Cover page data

Creating custom cover page templates

Create your own custom cover-page templates by using the HP Image Editor. Select Settings from the top of the Director screen, and select Fax Cover Page . The HP Image Editor will appear with a basic template loaded. This template contains all the basic send, receive, and message fields. Use the various image editing tools from the toolbar to select, insert, delete and edit objects inside the template. Use commands from the Annotation menu to edit the date, time, total number of pages and other faxing fields. When finished, select Save As from the File menu and make sure to save using the cvr extension. The cover page will automatically be saved to the proper path, usually: C:\program files\hewlett-packard\hp Officejet v series\coverpgs.

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Using the fax log

The fax log is a record of all faxes received, sent or pending. Individual entries can be sorted by selecting any of the description fields at the top of the log: date, duration, station ID (fax number), pages and status.

Delete log entries by highlighting a given entry and selecting the DELETE button. Delete multiple entries by holding down the SHIFT key while selecting the entries.

Certain fax entries may be stored on the computer. To view these entries, highlight the entry and press the VIEW button.

Blocked faxes

Blocked faxes are faxes that are undesired. The blocked fax is received but not printed out and the log is updated with a blocked fax entry in the receive log. To prevent an undesired fax machine from sending faxes to the all-in-one highlight the associated fax entry, and select Block Fax . To re-activate reception from the fax machine, select the Blocked Faxes tab, select the fax number from the list and select Remove From the List .

Figure 6: Fax log

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Using the Phone Book

The HP Officejet V series makes it easy to store names and fax phone numbers in the Phone Book. When sending a fax using the Director, simply select a Phone Book entry.

The phone book used by the HP all-in-one is the Microsoft(R) Outlook Express address book. This software is probably already being used or is already installed on the computer. If Outlook or Outlook Express is not on the PC, this option is not available. Internet Explorer 4.0 and later include Outlook Express and can be downloaded free of charge from Microsoft's Web site. Microsoft Outlook uses a different file structure than Microsoft Outlook Express. To learn how to use Microsoft Outlook contacts in Microsoft Outlook Express review BPU03312 - Transferring Microsoft Outlook Contacts to Microsoft Outlook Express (http://www.hp.com/cposupport/multifunction/support_doc/bpu03312.html).

Create an address entry

Follow these steps to add an entry to the phone book.

  1. In the Director , click Phone Book .

  2. In the Address Book dialog box, click New Contact .

  3. In the Properties dialog box, click the Home or Business tab, as appropriate.

  4. Enter the contact information, and click OK .

    NOTE: If it is necessary to dial "9" or some other digit to leave the office phone system, enter it in the Fax Number box before the fax number. To set a pause, use the comma key or the dash (-) key.

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