HP MFP Sending Software 4.0 to 4.20 Using address books, Adding addresses, Clearing addresses

Software features

Using address books

An address book is available at each digital-sending device to speed up the process of selecting e-mail and fax destinations from the control panel. The e-mail addresses and fax numbers in the address book can be located on the LDAP server on the network or at a destination that has been previously specified at the control panel. (This function is not supported in older MFP models.)

Firmware inside the device initiates and resolves name queries directly with the LDAP server. The address book does not have to be synchronized with the LDAP server, either manually or on a schedule. To initiate a search at the control panel, the user types a partial name. On the device, the list of resulting names from the LDAP server appears. When a name is selected, the associated e-mail address or fax number is automatically entered.

Adding addresses

Addresses can be added to the device address book in three ways:

●The HP Address Book Manager can add addresses to the Guest, Global, Private, or Public Distribution List address books.

●The user can touch Add on the device control panel to add a specific address.

●If the Personal Address Book feature is enabled, the user can add addresses to their Outlook contact list and these addresses will automatically be made available at the device .

Clearing addresses

HP DSS uses address books to store e-mail addresses that a user types at the device. If user authentication is enabled on the device, addresses are stored in a user's individual HP DSS address book. Otherwise, the addresses are stored in a public HP DSS address book. HP DSS address books are available to every digital sender or MFP that the HP DSS server supports. If the addresses contained in these address books are no longer needed, they can be deleted by clicking Clear on the Addressing tab in the HP MFP DSS Configuration utility.

The effect of authentication on address book availability

Addresses that the user types at the device are saved differently depending on whether the user has been authenticated at the control panel.

●Authenticated: Addresses are saved to a “Private” address book, and e-mail addresses that are stored in Outlook contacts are available.

●Not Authenticated: Addresses are saved to a “Guest” address book. All non-authenticated users can see the contents of the “Guest” address book.

Personal address books

HP DSS can gain access to an authenticated user’s personal e-mail addresses that are stored in their Outlook contacts folder. The device provides a list of personal e-mail addresses combined with addresses from public address books. To enable this feature, select the Enable PABs check box on the Addressing tab in the HP MFP DSS Configuration Utility.

NOTE The availability of personal address books has the following requirements: Windows authentication must be enabled on the device (Novell is not supported), and the HP DSS server must have a MAPI-compliant e-mail client installed.

64 Chapter 3 Software features ENWW