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HP Officejet V Series All-in-One - Using the HP Officejet V Series Fax, Fax Settings, and Faxing Features
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.
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:
Figure 1: Loading the all-in-one with a fax
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
From the computer
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
From the computer
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:
Figure 2: Faxing from the Director software
Figure 3: Main fax screen
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.
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.
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.
From the Front Panel
Settings are adjusted using the SETUP button and the Basic and Advanced Fax Setup sections.
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:
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.
To enable or disable Error Correction Mode from the front panel, perform the following steps:
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.
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 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
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.