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HP Officejet 5505, 5508, 5510, 5510v, 5510xi, 5515 All-in-One - Faxing Overview

Introduction

This document covers basic fax features of the HP Officejet 5500 series.

The HP Officejet 5500 series can send either black-and-white or color faxes.

To send a color fax, the receiving fax machine must be able to receive a color fax. If the receiving fax machine is not capable of receiving a color fax, the HP Officejet will default to black-and-white. A message will appear after the fax has been sent indicating that the fax was sent in black and white. Press OK to clear the message.

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Sending a fax

Sending a fax from the computer

  1. Place the original on the glass or in the automatic document feeder (ADF).

    Photos should be placed directly on the glass.

  2. In the HP Director, click Send a Fax.

    The Send Fax dialog box will appear.

  3. In the Send Fax dialog box, type the fax number (or select one from the address book or Recent Faxes list) and other recipient information.

  4. Go to the Include with Fax area, and select the Page(s) in unit check box.

    To include a cover page, select the PC-Generated Cover Page check box, and edit the cover page by clicking Edit Contents.

  5. In the Quality area, make a selection based on the following information:
    • For the quickest processing of the fax, click Standard.

    • For high-quality text, click Fine.

    • For photographs, click Photo.

    This Quality setting will be used as the default setting for all future faxes sent from the computer until it is changed.

  6. In the Color area, make a selection based on the following information:
    • For black-and-white faxes, click Black and White.

    • For color faxes, click Color.

    This Color setting will be used as the default setting for all future faxes sent from the computer until it is changed.

  7. In the Contrast area, adjust the slider as needed.

    This Contrast setting will be used as the default setting for all future faxes sent from the computer until it is changed.

  8. Click Send Fax.

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Sending a fax from the front panel

  1. Place the original on the glass or in the ADF.

    Photos should be placed directly on the glass.

  2. Press Fax.

    Enter Fax Number will display.

  3. Using the number buttons, enter the fax number.

    To use a speed dial entry, do one of the following:
    • Press Speed Dial repeatedly until the desired speed-dial entry displays.

    • Press a one-touch speed-dial button.

    • Enter the two-digit speed dial code.

  4. To send the fax now, go directly to Step 6.

    To set additional fax options continue to the next step.

  5. To change any of the optional fax settings, follow the steps below:
    • To select a Resolution setting, press Fax until Resolution displays and then press the Right Arrow to the desired setting and press OK.

      When faxing a photo, it is recommended that you change the resolution to Photo.

    • To select a Contrast setting, press Fax until Lighter/Darker displays and then press the right arrow or left arrow to the desired setting and press OK.

    • To save these selections as default, press Fax until Set New Defaults displays and then press the Right Arrow to Yes and press OK.

  6. Press Start Black or Start Color.

  7. If the original was placed directly on the glass, press 1 to fax from the glass.

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Sending a fax from memory

Originals are scanned into memory before sending.

This feature only supports black-and-white faxing.
  1. Load the original in the ADF.

    The original must be loaded in the ADF, not placed on the glass.

  2. Press Fax.

    Enter Fax Number will display.

  3. Enter a fax number using the keypad or speed dial options.

  4. Press Fax until How to Fax displays.

  5. Press the Right Arrow until Fax from Memory displays and press OK.

  6. Press Start Black.

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Scheduling a fax

Schedule a fax to be sent at a later time.

This feature only supports black-and-white faxing.
  1. Load the original in the ADF.

    The original must be loaded in the ADF, not placed on the glass.

  2. Press Fax.

    Enter Fax Number will display.

  3. Enter a fax number using the keypad or speed dial options.

  4. Press Fax until How to Fax displays.

  5. Press the Right Arrow until Send Fax Later displays and press OK.

  6. Enter a send time using the numeric keypad.

  7. If prompted, press 1 for AM or 2 for PM.

  8. Press Start Black.

Canceling a scheduled fax

When the scheduled time is displayed, press Cancel.

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Setting the fax header

The fax header information prints on the top of every fax you send. This information is automatically set during the Fax Setup Wizard during the software installation. To change or verify the information, follow the steps below.
NOTE: Fax header information is required by law in many countries.

Setting the fax header from the computer

  1. Open the HP Director icon from the desktop.

  2. Click Settings, point to Fax Settings & Setup, and then click Fax Settings.

  3. From the Fax Settings box, click the Personal Information tab.

  4. Enter to fax header content and click OK.

Setting the fax header from the front panel

  1. Press Setup.

  2. Press 3, and then press 2.

  3. Enter a personal or company name at the prompt.

    For additional assistance see the "Entering text from the front panel" section in this document.

  4. Press OK.

  5. Enter the fax number.

  6. Press OK.

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Entering text from the front panel

When setting up fax options from the front panel requiring text entry, use the front panel keypad.
  1. Press the keypad number that corresponds to the desired letter.

  2. Press the button repeatedly to see all the available characters for that number.

    For example, pressing 2 repeatedly will cycle through the following options: a, b, c, A, B, C, 2.

    Pressing Symbols (*) will scroll through a set of available symbols.

    Pressing Space (#) will insert a space.

  3. When the desired letter displays, press the Right Arrow to move to the next position.

    Pressing the Left Arrow will clear an entry.

  4. Repeat Step 3 until the entry is complete and press OK.

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Manually dialing to send a fax

Monitor or manual dialing allows you to dial a number as you would dial a regular telephone. This feature is useful when using a calling card or when responding to tone prompts while dialing.
  1. Load the original in the ADF.

    Sending faxes manually is only supported using the ADF.

  2. Press FAX.

  3. Press Start Black or Start Color.

  4. At the dial tone, dial the number as you would if using a regular telephone.

Manually dialing from an attached telephone

You can also send a fax manually by using a telephone directly connected to the HP Officejet. The telephone must be connected to the port labeled 2-EXT on the back of the HP Officejet.
  1. Load the original in the ADF.

  2. Dial the fax number using the telephone.

  3. When you hear fax tones, press Fax, and press Start Black or Start Color.

    If the recipient answers the telephone, instruct them to press Start on their fax machine once they hear your fax tones.
    NOTE: You must press Fax, and then Start Black or Start Color before they press Start on the receiving machine.
  4. Wait for fax tones and then hang up the telephone.

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Receiving a fax

The HP Officejet is set by default to receive faxes automatically.

Some situations may require receiving faxes manually. If you have one telephone line to receive both fax and voice calls, and you do not have a distinctive ring service or telephone answering machine (TAM), you will need to receive faxes manually. To receive faxes manually, turn Auto Answer to Off.

Changing the Auto Answer setting

  1. Press Setup.

  2. Press 3, and then press 3 again.

  3. Press the Right Arrow to select On or Off.

  4. Press OK.

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Receiving a fax manually

When the telephone rings, pick up a telephone either attached to the HP Officejet or on the same line. When you hear fax tones, do one of the following:
  • When using a telephone plugged into the HP Officejet, follow the steps below:
    1. Press Fax.

    2. Press Start Black or Start Color.

    3. Wait for fax tones and then hang up the telephone.

  • When using a phone not attached to the HP Officejet, but on the same line, follow the steps below:
    1. Press 1, 2, and then 3 from the telephone keypad.

    2. Wait for fax tones and then hang up the telephone.

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Receiving a fax automatically with a telephone answering machine (TAM)

  • The Auto Answer setting should be set to On.

  • Connect the TAM either to the 2-EXT port on the back of the HP Officejet, or to another wall jack on the same line.

  • Set the Rings to Answer setting on the HP Officejet to 6.

    Set the TAM to answer in 4 rings. The TAM will answer the line first and the HP Officejet will listen for fax tones. If fax tones are detected, the HP Officejet will take the call.

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Changing the Rings to Answer setting

  1. Press Setup.

  2. Press 3, and then press 4.

  3. Press the Right Arrow to the desired number of rings.

  4. Press OK.

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Polling to receive a fax

Polling allows the HP Officejet to request another fax machine to send a fax. The other fax machine must be set for polling and have a fax ready to send.
  1. Press Fax.

    Enter Fax Number will display.

  2. Enter a fax number of the other machine.

  3. Press Fax until How to Fax displays.

  4. Press the Right arrow until Poll to Receive displays.

  5. Press Start Black or Start Color.

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Sending a fax from HP Director

You can also send faxes from the HP Director software on the computer. With the Director software, you can dial numbers in the address book, use PC-generated cover pages, and send faxes to multiple recipients (broadcast faxing). Follow the steps below to fax from the Director:

  1. Load the originals in the ADF.

  2. Click the HP Director icon to open the HP Director software.

  3. Click Send a Fax. The Send Fax window will appear.

    Figure 1: Send Fax window

  4. In the Send Fax window, do one of the following:
    • Enter the recipient information in the Fax To section. Click Add To in the Address Book area to add the information to the Outlook Express Address Book.

    • If the recipient is already in the Outlook Express Address Book, click Select From in the Address Book area.

    NOTE: The all-in-one software uses the Outlook Express Address Book because it is already installed on the computer. If you already have fax numbers in an address book in a different program, (such as Microsoft Outlook), you may be able to import this information into Microsoft Outlook Express. However, HP will not provide assistance with this task. Review the Help file information in the program(s) or contact the program creator. In their knowledge base, Microsoft has instructions for importing the address book from Outlook into Outlook Express.
  5. Select one or more options in the Include with Fax section. If you are faxing pages from the scanner glass, click Page(s) in unit. Click PC-Generated Cover Page to add a cover page. A fax can consist of only a PC-generated cover page if there are no pages to send from the scanner glass.

  6. Make any changes desired to the Quality and Contrast sections.

  7. Select either Black and White or Color.

  8. Click the Preview Fax button to preview or click the Send Fax button to send.

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Sending from a software application

Sending from a software application is the best way to send multi-page faxes. This feature is as easy to use as performing a regular print job. Follow the steps below to send a fax directly from a software application.
  1. Create the fax in any software application that you can print from.

  2. Click File and then click Print.

  3. Select the fax driver for the all-in-one from the list of available printers.

  4. Make any other changes that are normally allowed by the software application (such as margins, page range, collation) and then click Print.

  5. The Send Fax window will appear. Enter the information required and then click Send Fax.

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Using speed dials

Send faxes from the front panel by pressing Speed Dial or a one-touch speed dial button. Before the speed dial buttons can be used they must be setup. Refer to your product's user guide for information on how to setup speed dial buttons or search HP's website for "entering and editing speed dials".

Sending a fax using speed dials

  1. Load the originals in the ADF.

  2. Press Fax. Phone Number appears in the display.

  3. Do one of the following:
    • Press Speed Dial or Search until the appropriate speed-dial entry appears in the top line of the display. You can also scroll through the speed-dial entries by pressing the right or left arrow.

    • Press Speed Dial and then enter the speed-dial entry code using the keypad.

    • Press a one-touch speed dial button. Press it once to access the first speed-dial entry and twice to access the second speed-dial entry assigned to that button.

    NOTE: To print a list of the speed dials, press Setup, press 1, and then press 4.
  4. Press Start Black or Start Color.

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Sending to more than one recipient

Sending a fax to more than one recipient, or broadcast faxing, is accomplished by sending the fax from the Director software or from a software application, or by setting up a group speed dial.

Follow the steps below to send a fax from the computer to more than one recipient:
  1. Click Send a Fax in the Director or print to the all-in-one fax driver from within a software application.

  2. Click Add to List to add the information to the Recipient List, and then continue adding recipient information until all recipients have been added to the Recipient List.

  3. The Send Fax window will appear. Fill in the information for the first fax recipient and then click Add to List to add the information to the Recipient List.

  4. Continue adding recipients until all have been added and then click Send Fax.

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Forwarding a fax

To forward faxes to another number, set your all-in-one to forward all incoming faxes. Only black and white faxes can be forwarded since they must be received into memory. Follow these steps to setup fax forwarding:

Using the Director software

  1. Open the HP Director.
  2. Click Fax Settings & Setup, and then click Fax Settings.

  3. Select the Fax Forwarding tab and then click Forward Incoming Faxes to Another Number.

  4. Input the start date and time and the end date and time.
  5. Click OK.

Using the front panel

  1. Press Setup, press 3, and then press 8.

  2. Press the Right Arrow to select On, and then press OK.

  3. Enter the number to forward the faxes to and then press OK. Fax forwarding will appear in the display.

    All incoming faxes will be forwarded to the number set until Fax Forwarding is turned off.

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Enabling fax confirmation

The default fax confirmation setting is Every Error so the all-in-one prints a report only if there is a problem sending or receiving a fax. A confirmation message indicating whether an item was sent successfully appears briefly on the front panel after each transaction. To print a report confirming every time a fax is sent or received, follow the instructions below:
  1. Press Setup, press 1, and then press 1 again to enter the Automatic Reports Setup.

  2. Press the Right Arrow until Every Fax appears in the display, and then press OK.

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Using and creating fax cover pages

The all-in-one software contains tools to use or create fax cover pages.

Using the electronic cover page

To use an electronic cover page, you must send the fax from the computer rather than from the front panel. Follow the steps below to send an electronic cover page:

  1. Initiate the fax from the Director or from a software application.

  2. On the Send Fax window, verify that PC-Generated Cover Page is selected.

  3. Click Edit Contents. The Cover Page Data window will appear.

    Figure 2: Cover Page Data window

  4. In the Cover Page area, select the style.

  5. Enter the subject and message and then click OK. The rest of the data (time, date, fax numbers, and names) will be filled in automatically from the recipient information and the name and number information from your fax settings.

Creating a custom cover page

Create and use your own fax cover pages. Follow the steps below to create a custom cover page:
  1. Open the HP Director.

  2. Click Settings, click Fax Settings and Setup, and then click Fax Cover Page.

    Figure 3: HP Fax Editor

  3. Use the editing tools to select, insert, delete, and edit objects in the template. Use commands from the Annotate menu to edit the date, time, total number of pages, and other faxing fields.

  4. When finished, select Save As and save the file using the .cvr extension. The cover page will automatically be saved to the proper path and will be available for use.

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