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HP Pro 8500A Plus - A910g manual Set up the HP Digital Solutions, Set up HP Direct Digital Filing

Models: Pro 8500A Premium - A910n Pro 8500A - A910a Pro 8500A Plus - A910g

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Chapter 4

For Scan to E-mail, Fax to E-mail

Note: If you are using the HP Officejet Pro 8500A (A910a-f), you can only use Scan to Network Folder and Fax to Network Folder. To find your model number, see Finding the printer model number.

•A valid email address

•Outgoing SMTP server information

•An active Internet connection

If you are setting up Scan to E-mail or Fax to E-mail on a computer running Windows, the setup wizard can automatically detect the e-mail settings for the following e-mail applications:

•Microsoft Outlook 2003–2007 (Windows XP, Windows Vista, and Windows 7)

•Outlook Express (Windows XP)

•Windows Mail (Windows Vista)

•Mozilla Thunderbird (Windows XP, Windows Vista, and Windows 7)

•Qualcomm Eudora (version 7.0 and above) (Windows XP and Windows Vista)

•Netscape (version 7.0) (Windows XP)

However, if your e-mail application is not listed above, you can still set up and use Scan to E-mail and Fax to E-mail if your e-mail application meets the requirements listed in this section.

Set up the HP Digital Solutions

You can set up the HP Digital Solutions using the HP software provided with the printer —either using software wizards that you can open from the HP printer software (Windows) or the HP Utility (Mac OS X).

TIP: You can also use the printer's embedded Web server (EWS) to set up the HP Digital Solutions. For more information about using the EWS, see Embedded Web server.

NOTE: If you are using the printer in an IPv6-only network environment, you must set up the digital solutions using the EWS.

This section contains the following topics:

•Set up HP Direct Digital Filing

•Set Up HP Digital Fax

Set up HP Direct Digital Filing

To set up HP Direct Digital Filing, follow the appropriate instructions.

NOTE: You can also use these steps to change settings in the future or turn off the feature.

This section contains the following topics:

•Set Up Scan to Network Folder

•Set Up Scan to E-mail

48 HP Digital Solutions

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HP Pro 8500A Plus - A910g, Pro 8500A - A910a manual Set up the HP Digital Solutions, Set up HP Direct Digital Filing

Contents

Officejet PRO 8500A Page HP Officejet Pro 8500A A910 e-All-in-One series Safety information AccessibilityCopyright information Hewlett-Packard Company notices Contents Scan HP Digital SolutionsCopy Fax Web Solve a problemWork with ink cartridges Contents Solve copy problems Technical information HP supplies and accessories Network setup Additional fax setupPrinter management tools Embedded Web server Accessibility Get startedVisual Mobility Understand the printer parts Eco-TipsFront view Printing supplies area Back view Use the printer control panelOverview of buttons and lights HP Officejet Pro 8500A A910a-f Label HP OfficeJet Pro 8500A A910g-z Control-panel display icons Icon Purpose Icon Purpose Change printer settings Finding the printer model number Select print media Recommended papers for printing and copying HP Advanced Photo Paper Recommended papers for photo printingHP Everyday Photo Paper Load an original on the scanner glass Tips for selecting and using mediaHP Photo Value Packs To load an original on the scanner glass Load an original in the automatic document feeder ADFTo load an original in the document feeder tray Load standard-size media Load mediaTo load media Load envelopes To load envelopes Load cards and photo paper To load cards and photo paper Load custom-size media Load transparenciesTo load transparencies Insert a memory device To insert a memory card Install the accessories To connect a storage device Install the duplexer Install TrayTo install the duplexer To install Tray Clean the scanner glass Turn on accessories in the printer driverMaintain the printer Clean the exterior Clean the automatic document feeder To clean the rollers or separator pad Turn the printer off Print Print documents Print brochures Print documents WindowsPrint documents Mac OS Print brochures Windows Print on envelopes Print brochures Mac OSPrint on envelopes Windows Quality Normal or Best Print on envelopes Mac OS Print photosPrint photos on photo paper Windows Print photos on photo paper Mac OS Print photos from a memory deviceQuality Best or Maximum dpi To print selected photos To print camera-selected photos using the Dpof standard Print Dpof photos Set up custom sizes Mac OS Print on special and custom-size paperPrint borderless documents Print on special or custom-size paper Mac OS Print borderless documents Mac OS Print borderless documents WindowsBorderless Printing option, click Print Borderless Print on both sides duplexing HP ePrintPerform two-sided printing Windows Chapter Scan an original ScanScan to a computer Scan to a memory card Scan using WebscanTouch Start Scan To scan using Webscan Make sure the scanner glass or ADF window is cleanScanning documents as editable text Make sure the document is loaded correctly HP Digital Solutions What are HP Digital Solutions?HP Direct Digital Filing HP Digital Fax Requirements Set up HP Direct Digital Filing Set up the HP Digital SolutionsFor Scan to E-mail, Fax to E-mail Set Up Scan to Network Folder WindowsMac OS Embedded Web server EWS Set Up Scan to E-mail Configure other e-mail optionsSet up the outgoing e-mail profiles Set the Outgoing E-mail Profiles On the Scan tab, click E-mail Address Book Set Up HP Digital Fax Use HP Scan to Network Folder Use the HP Digital SolutionsUse Scan to E-mail Use HP Digital Fax Change copy settings CopyCopy documents To copy documents To change copy settings for a single job Send a fax FaxSend a standard fax Send a standard fax from the computer To send a standard fax from the printer control panel Send a fax manually from a phone To send a fax manually from an extension phone Send a fax using monitor dialing Send a fax from memory Schedule a fax to send later To send a fax from memoryTouch Start Fax To schedule a fax from the printer control panel Send a fax in Error Correction Mode Send a fax to multiple recipients Receive a fax manually Receive a faxTo receive a fax manually Set up backup fax To set backup fax from the printer control panelOn Error Only Off Reprint received faxes from memory Poll to receive a faxForward faxes to another number To reprint faxes in memory from the printer control panel Set automatic reduction for incoming faxes Set the paper size for received faxesTo forward faxes from the printer control panel Block unwanted fax numbers Receive faxes to your computer Fax to PC and Fax to Mac To set up Fax to PC Windows To set up Fax to Mac Mac OSModify Fax to PC or Fax to Mac settings To modify settings from the printer’s control panel Set up speed-dial entries Set up and change speed-dial entries Set up and change group speed-dial entries To set up group speed-dial entriesTo change speed-dial entries To change group speed-dial entries Change fax settings Configure the fax headerDelete speed-dial entries Print a list of speed-dial entries Set the number of rings before answering Set the answer mode Auto answerChange the answer ring pattern for distinctive ring To change the answer ring pattern for distinctive ring Set the dial typeTo set the dial type Set the redial options Set the fax speedTouch to select Tone Dialing or Pulse Dialing To set the redial options Fax and digital phone services Set the fax sound volumeTo set the fax sound volume Touch Fax Sound Volume Use reports Print fax confirmation reports Print fax error reports Print and view the fax log Clear the fax logPrint the details of the last fax transaction Print a Caller ID Report To view the Call History Web HP Apps Marketsplash by HP Work with ink cartridges Information on ink cartridges and the printheads Replace the ink cartridges Check the estimated ink levelsRelated topics To replace the ink cartridges Store ink cartridges Store printing suppliesStore printheads If you have a problem, follow these steps Solve a problemHP support HP support by phone Obtain electronic supportBefore you call Phone support period Telephone support numbers $OJ«ULH Solve printing problems General troubleshooting tips and resourcesAfter the phone support period Alignment fails Printer shuts down unexpectedlyPrinter is not responding nothing prints Blank or partial page printed Printer takes a long time to printSomething on the page is missing or incorrect Solve print quality problems Placement of the text or graphics is wrong General print quality troubleshooting Meaningless characters printCheck the printheads and ink cartridges Check the paper quality Check the print settings Ink is smearingInk is not filling the text or graphics completely Check the document file Output is faded or dull colored Colors are printing as black and whiteWrong colors are printing Printout shows bleeding colors Use a higher print quality setting Check the graphics placementColors do not line up correctly Check the paper type Printhead maintenance Text or graphics are streaked To print the print quality diagnostic To check printhead health To align the printheads Printheads To clean the printheadsTo calibrate the linefeed To clean the printhead contacts manually Chapter To replace the printheads Chapter Solve print quality problems 107 Solve paper-feed problems Media is not supported for the printer or trayMedia is not picked up from a tray Media is not coming out correctly Solve copy problems No copy came out Documents are missing or faded Copies are blankSize is reduced Copy quality is poor Copy defects are apparent Solve scan problems Printer prints half a page, then ejects the paperPaper mismatch Scanner did nothing Scan takes too long Part of the document did not scan or text is missingText cannot be edited Check the originals Error messages appear Scanned image quality is poorReload document and then restart job Original is a second-generation photo or picture Image quality is better when printed Scan defects are apparentGraphics look different from the original Take steps to improve the scan quality Fax test failed Solve fax problemsSize is reduced Fax Hardware Test failed Solution Phone Cord Connected to Correct Port on Fax test failed Back view of the printer Solve fax problems 119 Dial Tone Detection test failed Solution Fax Line Condition test failed Solution Display always shows Phone Off Hook Printer is having problems sending and receiving faxes Solve fax problems 123 Printer is having problems sending a manual fax Solution Printer cannot receive faxes, but can send faxes Solution Fax again Printer cannot send faxes, but can receive faxes Solution Fax tones are recorded on my answering machine Solution Phone cord that came with my printer is not long enoughTo extend your phone cord Color faxes do not print Solve problems using HP Web services Solve problems using HP Web sites and servicesComputer cannot receive faxes Fax to PC and Fax to Mac Solve HP Digital Solutions problems Solve problems using HP Web sitesSolving HP Direct Digital Filing problems Printer is not set up correctly on the network Server name cannot be found or resolved Network folder has not been set up correctlyDisk is full Filename prefix has not been set up correctly Solving HP Digital Fax problemsSending large e-mail messages Internal memory is full Error conditions are interfering with HP Digital FaxIncorrect date and time on faxes Printer cannot read the memory device Solve memory device problemsCheck the memory device Solve wired Ethernet network problems General network troubleshootingPrinter cannot read photos on the memory device Check the memory device slot Solve wireless problems Basic wireless troubleshootingMake sure the wireless 802.11 light is turned on Restart components of the wireless network Advanced wireless troubleshooting Run the Wireless Network Test To check a wireless connection Make sure that the printer is connected to your network Check to see if you can access the EWS To access the EWSMake sure the printer is on the network Network Status Make sure the printer is online and ready Add hardware addresses to a wireless access point WAP Configure your firewall to work with printers Solve printer management problems Advanced firewall informationIncoming UDP ports 137, 138, 161 Ports are used for the following functions Printing Check your network setup Embedded Web server cannot be openedCheck the computer Check your Web browser Troubleshoot installation issues Hardware installation suggestionsHP software installation suggestions Check the hardware connections Solve network problems Verify installation preliminariesGeneral network troubleshooting Problems connecting to a wired network Understand the Self Test Diagnostic To reset the printers network settings Understand the network configuration To print the Self Test Diagnostic Understand the network configuration 149 Clear jams Clear paper jams To clear a jam Chapter Avoid paper jams To clear a paper jam in the automatic document feeder Warranty information Technical information Hewlett-Packard limited warranty statement HP product Duration of limited warranty Ink cartridge warranty information Printer specifications Physical specificationsProduct features and capacities Feature Capacity Processor and memory specifications System requirementsPrinter processor Operating system compatibility Embedded Web server specifications Network protocol specificationsMedia specifications Understand specifications for supported media Understand supported sizes Media size Tray DuplexerStandard media sizes Envelopes Media size Tray Duplexer CardsPhoto media Other media Duplexer Paper 60 to 105 g/m2 Tray Type Weight Capacity Set minimum marginsGuidelines for printing on both sides of a Media Left Right Top Bottom Margin Copy specifications Print specificationsFax specifications Scan specifications HP Web site specificationsEnvironmental specifications Electrical specifications Acoustic emission specifications Memory device specificationsMemory card specifications USB flash drives Regulatory information FCC statement Vcci Class B compliance statement for users in Japan Gloss of housing of peripheral devices for Germany LED indicator statementNoise emission statement for Germany Appendix a Regulatory information 171 Australia wired fax statement Regulatory information for wireless products Exposure to radio frequency radiation Appendix a Technical information European Union regulatory notice Regulatory model number Declaration of Conformity Declaration of conformity Environmental product stewardship program Απόρριψη άχρηστων συσκευών στην Ευρωπαϊκή Ένωση Power consumption Third-party licenses Page Page Third-party licenses 183 Technical information Third-party licenses 185 Appendix a Page HP supplies and accessories Order printing supplies onlineSupplies Ink cartridges and printheads HP media Additional fax setup Set up faxing parallel phone systems Select the correct fax setup for your home or office USA Other equipment or services sharing your fax line Case a Separate fax line no voice calls received Case B Set up the printer with DSL To set up the printer with a separate fax line To set up the printer with DSL Case D Fax with a distinctive ring service on the same line To set up the printer with a distinctive ring service To set up the printer with a shared voice/fax line Case E Shared voice/fax line Case F Shared voice/fax line with voice mail Set up the printer with a computer dial-up modem To set up the printer with voice mail To set up the printer with a computer dial-up modem Set up the printer with a computer DSL/ADSL modem To set up the printer with a computer DSL/ADSL modem Case H Shared voice/fax line with computer modemShared voice/fax with computer dial-up modem Example of a parallel splitter Back view of the printer Shared voice/fax with computer DSL/ADSL modem To set up the printer with a computer DSL/ADSL modem Case I Shared voice/fax line with answering machine Set up faxing parallel phone systems 207 Back view of the printer Page To set up the printer with a computer DSL/ADSL modem Set up faxing parallel phone systems 211 Back view of the printer Serial-type fax setup Test fax setup To test fax setup via the printer control panel Network setup Change basic network settingsChange advanced network settings View and print network settings View IP settings Change IP settingsConfigure the printer’s firewall settings Set link speed Creating and using firewall rules Limit Reset network settings Set up the printer for wireless communicationTouch Restore Network Defaults, and then select Yes Understand 802.11 wireless network settings Communication modeSecurity settings Network name Ssid Guidelines for ensuring wireless network security Test the wireless connectionChange the connection method Uninstall and reinstall the HP software Guidelines for reducing interference on a wireless networkTo add hardware addresses to a WAP Other guidelines To uninstall from a Windows computer, method To uninstall from a Macintosh computer, methodPage Printer management tools HP printer software WindowsHP Utility Mac OS Embedded Web server About cookies To open the embedded Web server How do I? Errors Windows Printhead problemFax memory full Printer disconnected Cartridge Problem Solution 1 Turn the printer off and onSolution 2 Install the printheads correctly Solution 3 Clean the electrical contacts Solution 2 Install the ink cartridges correctly Solution 3 Replace the ink cartridgePaper Mismatch Cartridge cradle cannot move Printer is out of paper Printer OfflinePrinter Paused Document failed to print Previously used ink cartridge installed Symbols/Numerics IndexPage Page OCR Page Page Twain 240