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HP LaserJet 2300 Printer Series - Printing on Envelopes

Introduction

This document explains how to print on envelopes from the printer. It also provides information about envelope specifications and standard envelope sizes that are supported.

For complete media specifications for all HP printers, click here to see the HP LaserJet Printer Family Print Media Guide at http://www.hp.com/support/ljpaperguide.

To order supplies and accessories, visit one of the following HP Web sites:

HP provides a variety of useful and creative templates and logo graphics designed for projects that use different kinds of media. These templates include such things as brochures, business cards, fax cover sheets, and shipping labels. Click here to view and download these templates free of charge from the HP Web site at http://www.hp.com/sbso/productivity/office/.

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Guidelines and cautions for printing on envelopes

Note the following guidelines for printing on envelopes:

  • Envelopes can be printed only from tray 1. Many types of envelopes can be printed from tray 1, which holds up to 10 envelopes and supports standard or custom sizes.

  • Use the rear output bin to reduce the potential for curl.

  • For printing on any size of envelope, be sure to set the margins in the software program at least 15 mm (0.6 inch) from the edge of the envelope.

  • The printer might print at a slower speed when printing envelopes. In addition, printing performance depends on the construction of the envelope. Always test a few sample envelopes before purchasing a large quantity.

  • Jams might be experienced when using any media with a length less than 178 mm (7 inches). This might be caused by paper that has been affected by environmental conditions. For optimum performance, make sure the paper is being stored and handled correctly (click here to go to "Printing and paper storage environment" below) .

  • Closely inspect the leading edge of the envelopes before feeding them into the printer. Verify that the leading edge is flat. Watch for envelope curl and loose folds. If necessary, flatten the leading edge of the envelope before feeding.

  • Be patient. In manual-feed mode, the printer displays a message when prepared to accept the next envelope. Always wait for this message to appear before loading or feeding envelopes into the printer.

  • Do not allow a large quantity of envelopes to accumulate in the output tray. If too many envelopes accumulate, they can interfere with the output path.

Note the following special cautions for printing on envelopes:

  • Never use envelopes with coated linings, exposed self-stick adhesives, or other synthetic materials. These items can emit noxious fumes.

  • Envelopes with clasps, snaps, windows, coated linings, exposed self-stick adhesives, or other synthetic materials can severely damage the printer.

  • To avoid jamming and possible printer damage, never try to print on both sides of an envelope.

  • Before loading envelopes, make that sure they are flat and not damaged or stuck together.

  • Do not use envelopes with pressure-sensitive adhesive.

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Loading envelopes in tray 1

After loading the envelopes, choose envelopes in the printer driver (click here to go to "Printing by type and size of media" below) .

Use the following steps to load envelopes.

  1. Open tray 1 by pulling the front cover down.

    Figure 1: Front cover pulled down

  2. Open the rear output bin by pulling down on the top section of the bin. Slide out the extender until it extends fully.

    Figure 2: Rear output bin pulled down and extender slid out

    1 - Extender
    NOTE: Using the rear output bin reduces envelope curl.
  3. Slide the width guides on tray 1 outward to a position that is slightly wider than the media.

    Figure 3: Side width guides slid outward

  4. Place the envelopes into the tray short-edge in, print-side up. The stamp end must enter the printer first.

    Figure 4: Envelopes placed into tray

  5. Slide the width guides inward until they lightly touch the envelope stack without bending it. The envelopes should be centered between the paper guides and under the tabs on the paper-width guides.

    Figure 5: Side width guides slid inward to touch envelope stack

    NOTE: If the envelope has a flap on the short edge, this edge must enter the printer first.

    Jams might be experienced when using any media with a length less than 178 mm (7 inches). This might be caused by paper that has been affected by environmental conditions. For optimum performance, make sure that the paper is being handled and stored correctly (click here to go to "Printing and paper storage environment" below) . Using media from another manufacturer might also help.

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Envelope specifications

Envelope construction is critical. Envelope fold lines can vary considerably, not only between manufacturers, but also within a box from the same manufacturer. Successful printing on envelopes depends upon the quality of the envelopes. When selecting envelopes, consider the following components:

Component
Specification
Weight
The weight of the envelope paper should not exceed 105 g/m2 (28 pounds) or jamming might occur.
Construction
Under no circumstances should envelopes have clasps, snaps, or windows, or use synthetic materials.
Corner folds must be well-creased, and contain no more than two thicknesses of paper.
Paper grain should be diagonal.
Condition
Envelopes should not be wrinkled, nicked, or otherwise damaged.
Prior to printing, envelopes should lie flat with less than 6 mm (0.25 inch) curl, and should not contain air.
Temperature
Use envelopes that are compatible with the heat and pressure of the printer.
Size
Use only envelopes within the following size ranges (only tray 1 can be used for envelopes).
  • Minimum: 76 x 127 mm (3 x 5 inches)
  • Maximum: 216 x 356 mm (8.5 x 14 inches)

Envelope margins

The following table gives typical address margins for a commercial #10 or DL envelope.

Type of address
Top margin
Left margin
Return address
15 mm (0.6 inch)
15 mm (0.6 inch)
Delivery address
51 mm (2 inches)
89 mm (3.5 inches

For the best print quality, position margins no closer than 15 mm (0.6 inch) from the edges of the envelope.

Avoid printing over the area where the envelope seams meet.

Envelopes with double side seams

Double side-seam construction has vertical seams at both ends of the envelope rather than diagonal seams. This style might be more likely to wrinkle. Be sure the seam extends all the way to the corner of the envelope as illustrated in the following table.

Good construction
Poor construction

Envelopes with adhesive strips or multiple flaps

Envelopes with a peel-off adhesive strip, or with more than one flap that folds over to seal, must use adhesives that are compatible with the heat and pressure of the printer. The extra flaps might cause wrinkling, creasing, or jams.

Make sure that the adhesive labels used on envelopes will not scorch, melt, offset, or release undesirable emissions when heated to 105 degrees C (401 degrees F) for 0.1 second.

Envelope storage

Proper storage of envelopes helps contribute to print quality. Envelopes should be stored flat. If air is trapped in an envelope, creating an air bubble, the envelope might wrinkle during printing.

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Printing and paper storage environment

Ideally, the printing and paper storage environment should be at or near room temperature, and not too dry or too humid. Remember that paper absorbs and loses moisture rapidly.

Heat works with humidity to damage paper. Heat causes the moisture in paper to evaporate, while cold causes it to condense on the sheets. Heating systems and air conditioners remove most of the humidity from a room. As paper is opened and used, it loses moisture, causing streaks and smudging. Humid weather or water coolers can cause the humidity to increase in a room. As paper is opened and used it absorbs any excess moisture, causing light print and dropouts. Also, as paper loses and gains moisture it can distort. This can cause jams.

As a result, paper storage and handling are as important as the paper-making process itself. Paper storage environmental conditions directly affect the feed operation.

Care should be taken not to purchase more paper than can be easily used in a short time (about three months). Paper stored for long periods might experience heat and moisture extremes, which can cause damage. Planning is important to prevent damage to a large supply of paper.

Unopened paper in sealed reams can remain stable for several months before use. Opened packages of paper have more potential for environmental damage, especially if they are not wrapped with a moisture-proof barrier.

The paper storage environment should be properly maintained to ensure optimum printer performance. The required condition is 20 to 24 degrees C (68 to 75 degrees F), with a relative humidity of 45% to 55%. The following guidelines should be helpful when evaluating the paper storage environment:

  • Paper should be stored at or near room temperature.

  • The air should not be too dry or too humid (due to the hygroscopic properties of paper).

  • The best way to store an opened ream of paper is to rewrap it tightly in its moisture-proof wrapping. If the printer environment is subject to extremes, unwrap only the amount of paper to be used during the operation of a day to prevent unwanted moisture changes.

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Printing by type and size of media

It is possible to configure the printer to select media by Type (such as plain, glossy, or letterhead) and Size (such as letter or A4), rather than by Source (a tray).

Printing by type or size means that the printer pulls paper or print media from the first tray that is loaded with the type or size that has been chosen. Selecting media by type and size results in significantly better print quality for heavy paper and glossy paper. Using the wrong setting can result in unsatisfactory print quality. Always print by type for special print media such as labels or grayscale transparencies. Always print by size for envelopes.

To print by type or size when the trays have not been configured for a certain type or size, load the paper or print media into tray 1, and then select the type or size from the Page Setup dialog box, the Print dialog box, or the Print Properties dialog box.

NOTE: The type and size settings can also be configured from the HP Web Jetadmin software for networked printers. For Macintosh operating systems, these settings can be configured by using the HP LaserJet Utility. See the user's guide for information about HP Web Jetadmin and the HP LaserJet Utility.

Use the following steps to print by type and size of paper in tray 1.

  1. Load and adjust the tray.

  2. At the printer control panel, press (Select).

  3. Use (Up button) or (Down button) to scroll to PAPER HANDLING , and then press (Select button).

  4. Do one of the following:
    • To allow the printer to print automatically from tray 1, if it is loaded: Set TRAY 1 SIZE=ANY SIZE and TRAY 1 TYPE=ANY TYPE (First mode).

    • To print by type and size from tray 1, but to have the printer prompt to load paper before printing: Set TRAY 1 SIZE to the size that is loaded and set TRAY 1 TYPE to anything except ANY TYPE (Cassette mode).

  5. In the software program, click File .

  6. Click Print .

  7. Click Properties .

  8. In the printer driver, select a type other than Auto Select.

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Canceling a print job

It is possible to stop a print job from a software program or a print queue, or by pressing the Cancel Job button on the printer control panel.

  • If the printer has not started printing, first try to cancel the job within the software program that sent the print job.

  • If the print job is waiting in a print queue or print spooler such as the Printers group on a Windows computer or Print Monitor on a Macintosh computer, delete the job there.

  • If the print job is already printing, press the Cancel Job button. The printer will finish printing any pages that are already moving through the printer and delete the rest of the print job.

If the control panel status lights continue to cycle after a job has been canceled, the computer is still sending the job to the printer. Either delete the job from the print queue or wait until the computer has finished sending data (the printer will return to the ready state, with the Ready light on).

Pressing Cancel Job cancels only the current job in the printer. If more than one print job is in printer memory, Cancel Job must be pressed once for each job.

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