HP 1240 Series manual

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  • Brand: HP
  • Product: Fax machine
  • Model/name: 1240 Series
  • Filetype: PDF
  • Available languages: English

Table of Contents

Page: 2
hp fax 1240 series
Page: 3
© 2004 Copyright Hewlett-Packard
Development Company, L.P.
The information herein is subject to
change without notice.
Reproduction, adaptation or
translation without prior written
permission is prohibited, except as
allowed under the copyright laws.
Publication number: Q5621-90108
First edition: January 2004
notice
The only warranties for HP products
and services are set forth in the
express warranty statements
accompanying such products and
services. Nothing herein should be
construed as constituting an
additional warranty. HP shall not be
liable for technical or editorial errors
or omissions contained herein.
The Hewlett-Packard Company shall
not be liable for incidental or
consequential damages in connection
with, or arising out of the furnishing,
performance, or use of this document
and the program material which it
describes.
Note: Regulatory information can be
found in the Technical Information
chapter of this guide.
It is not lawful in many places to make
copies of the following items. When in
doubt, check with a legal
representative first.
• Governmental paper or
documents:
- Passports
- Immigration papers
- Selective service papers
- Identification badges, cards, or
insignias
• Governmental stamps:
- Postage stamps
- Food stamps
• Checks or drafts drawn on
Governmental agencies
• Paper currency, traveler’s checks,
or money orders
• Certificates of deposit
• Copyrighted works
safety information
Warning! To prevent
fire or shock hazard, do
not expose this product
to rain or any type of
moisture.
Always follow basic safety
precautions when using this product to
reduce risk of injury from fire or
electric shock.
Warning! Potential
shock hazard
1 Read and understand all
instructions in the setup poster.
2 Use only a grounded electrical
outlet when connecting the
device to a power source. If you
do not know whether the outlet is
grounded, check with a qualified
electrician.
3 Observe all warnings and
instructions marked on the
product.
4 Unplug this product from wall
outlets before cleaning.
5 Do not install or use this product
near water or when you are wet.
6 Install the product securely on a
stable surface.
7 Install the product in a protected
location where no one can step
on or trip over the line cord, and
where the line cord will not be
damaged.
8 If the product does not operate
normally, see the online
Troubleshooting help.
9 No operator-serviceable parts
inside. Refer servicing to
qualified service personnel.
10 Use in a well-ventilated area.
Page: 4
i
contents
1 get started . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
get help . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
hp fax overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
the hp fax at a glance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
front panel overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
menu overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
2 load paper and load originals. . . . . . . . . . . . . . . . . . . . . . . . . . . 7
open and close the hp fax. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
open and close the paper tray . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
open and close the document feeder tray and document catcher . . . . 8
papers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
recommended papers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
papers to avoid . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
load paper . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
load papers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
load other types of paper in the paper tray . . . . . . . . . . . . . . . . . 12
set the paper type . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
paper type settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
set the paper type . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
set the paper size . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
paper size setting for copying . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
paper size setting for receiving a fax . . . . . . . . . . . . . . . . . . . . . . 14
avoid jams . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
load originals . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
3 use the fax features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
send a fax . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
enable fax confirmation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
send a basic fax . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
send a color original or photo fax . . . . . . . . . . . . . . . . . . . . . . . 19
send a fax using speed dials . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
send a fax using redial . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
schedule a fax . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
cancel a scheduled fax . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
send a fax from memory . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
send a fax using monitor dialing . . . . . . . . . . . . . . . . . . . . . . . . 22
send a fax manually from a telephone . . . . . . . . . . . . . . . . . . . . 23
set the answer mode . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
receive a fax . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27
set the number of rings before answering . . . . . . . . . . . . . . . . . . . 27
receive a fax manually using the handset . . . . . . . . . . . . . . . . . . 28
receive a fax manually from a phone . . . . . . . . . . . . . . . . . . . . . 28
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hp fax 1240 series
ii
receive a fax manually from the front panel . . . . . . . . . . . . . . . . . .29
poll to receive a fax . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .29
use the handset . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .30
answer incoming calls using the handset . . . . . . . . . . . . . . . . . . . .30
make phone calls using the handset . . . . . . . . . . . . . . . . . . . . . . .30
receive faxes using the handset. . . . . . . . . . . . . . . . . . . . . . . . . . .31
send faxes using the handset . . . . . . . . . . . . . . . . . . . . . . . . . . . .31
adjust the handset volume . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .31
set the fax header . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .31
enter text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .32
enter a phone number . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .32
print reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .33
generate reports automatically . . . . . . . . . . . . . . . . . . . . . . . . . . .33
generate reports manually . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .35
set up speed dialing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .36
create individual speed-dial entries . . . . . . . . . . . . . . . . . . . . . . . .36
add group speed-dial entries . . . . . . . . . . . . . . . . . . . . . . . . . . . .37
update speed-dial entries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .37
delete speed-dial entries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .38
change fax resolution and lighter/darker settings. . . . . . . . . . . . . . . . .38
change the fax resolution . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .38
change lighter/darker setting . . . . . . . . . . . . . . . . . . . . . . . . . . .39
set new defaults . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .40
set fax options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .41
set the date and time . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .41
set the paper size for received faxes . . . . . . . . . . . . . . . . . . . . . . .42
set tone or pulse dialing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .42
adjust the ring volume . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .42
adjust the phone line monitor volume . . . . . . . . . . . . . . . . . . . . . .43
forward faxes to another number . . . . . . . . . . . . . . . . . . . . . . . . .43
edit or cancel fax forwarding . . . . . . . . . . . . . . . . . . . . . . . . . . .43
change the answer ring pattern (distinctive ringing) . . . . . . . . . . . .44
redial a busy or unanswered number automatically . . . . . . . . . . . .44
set automatic reduction for incoming faxes . . . . . . . . . . . . . . . . . .45
use error correction mode . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .46
set the fax speed . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .46
use caller ID . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .47
block junk fax numbers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .47
set backup fax reception . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .48
set the country and language . . . . . . . . . . . . . . . . . . . . . . . . . . . .49
reprint the faxes in memory . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .49
stop faxing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .49
4 use the copy features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .51
overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .51
use the copy features from the front panel . . . . . . . . . . . . . . . . . . .51
increase copy speed or quality. . . . . . . . . . . . . . . . . . . . . . . . . . .52
change default copy settings . . . . . . . . . . . . . . . . . . . . . . . . . . . .52
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user guide iii
copy a two-page black-and-white document . . . . . . . . . . . . . . . . . . . 53
make multiple copies of the same original . . . . . . . . . . . . . . . . . . . . 54
copy a washed-out original . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54
reduce or enlarge . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55
copy a legal-size document onto letter paper . . . . . . . . . . . . . . . . . . 55
copy a full page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56
copy a document that has been faxed several times . . . . . . . . . . . . . . 57
enhance light areas of your copy . . . . . . . . . . . . . . . . . . . . . . . . . . 58
enhance the colors of your original . . . . . . . . . . . . . . . . . . . . . . . . . 59
stop copying . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59
5 order supplies. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61
order media . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61
order print cartridges . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61
order other supplies . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61
6 maintain your hp fax . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63
clean the glass . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63
clean the white strip . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64
clean the exterior . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65
work with print cartridges . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65
print cartridge information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65
print a self-test report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66
handle the print cartridges . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67
replace the print cartridges . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67
align the print cartridges . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70
clean the print cartridges . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70
clean the print cartridge contacts . . . . . . . . . . . . . . . . . . . . . . . . 71
replace the telephone cord . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72
restore factory defaults . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72
set the scroll speed . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73
set the prompt delay time . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73
set the language and country/region . . . . . . . . . . . . . . . . . . . . . . . . .74
self-maintenance sounds . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .74
7 fax setup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75
faxing from a DSL line . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 76
faxing with a PBX phone system or an ISDN line . . . . . . . . . . . . . . . . 77
how to tell if the following instructions apply to you . . . . . . . . . . . . . . 77
how to choose the right fax setup for your office. . . . . . . . . . . . . . . . . 78
select your fax setup case from this table. . . . . . . . . . . . . . . . . . . . . . 80
case A: separate fax line (no voice calls received) . . . . . . . . . . . . . . . 81
how your hp fax will answer fax calls . . . . . . . . . . . . . . . . . . . . . 81
case B: faxing with a distinctive ring service on the same line . . . . . . . 82
how your hp fax will answer fax calls . . . . . . . . . . . . . . . . . . . . . 82
case C: shared voice/fax line . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 83
how your hp fax will answer fax calls . . . . . . . . . . . . . . . . . . . . . 83
case D: fax line shared with PC modem (no voice calls received) . . . . . 84
how your hp fax will answer fax calls . . . . . . . . . . . . . . . . . . . . . 85
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hp fax 1240 series
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iv
case E: shared voice/fax line with PC modem. . . . . . . . . . . . . . . . . . .85
how your hp fax will answer fax calls . . . . . . . . . . . . . . . . . . . . . .86
case F: shared voice/fax line with answering machine . . . . . . . . . . . . .86
how your hp fax will answer fax calls . . . . . . . . . . . . . . . . . . . . . .87
case G: shared voice/fax line with PC modem and answering machine .88
how your hp fax will answer fax calls . . . . . . . . . . . . . . . . . . . . . .89
case H: shared voice/fax line with voice mail . . . . . . . . . . . . . . . . . . .90
how to answer fax calls manually . . . . . . . . . . . . . . . . . . . . . . . . .90
case I: shared voice/fax line with PC modem and voice mail . . . . . . . .91
how to answer fax calls manually . . . . . . . . . . . . . . . . . . . . . . . . .92
8 troubleshooting information . . . . . . . . . . . . . . . . . . . . . . . . . . . .93
status lights. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .93
installation troubleshooting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .94
paper jams. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .97
print cartridge problems . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .98
copy problems . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .99
fax problems. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .104
front panel messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .109
print cartridge messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .109
alignment messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .110
fax messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .111
copy messages. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .112
general status messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .113
automatic document feeder messages . . . . . . . . . . . . . . . . . . . . .114
severe error messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .114
fax log error codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .115
9 technical information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .117
paper specifications. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .117
paper-tray capacities. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .117
automatic document feeder paper capacity . . . . . . . . . . . . . . . . .117
paper sizes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .118
print margin specifications . . . . . . . . . . . . . . . . . . . . . . . . . . . . .118
fax specifications. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .118
physical specifications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .118
power specifications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .119
environmental specifications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .119
environmental product stewardship program . . . . . . . . . . . . . . . . . . .119
recycling program. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .120
regulatory notices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .121
declaration of conformity . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .124
10 hp fax 1240 series support . . . . . . . . . . . . . . . . . . . . . . . . . . .125
get support and other information from the Internet . . . . . . . . . . . . . .125
hp customer support . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .125
call in the U.S. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .126
call in Canada . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .126
prepare your hp fax for shipment . . . . . . . . . . . . . . . . . . . . . . . . . .127
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v
11 warranty information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 129
duration of limited warranty . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 129
warranty service . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 129
warranty upgrades . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 129
returning your hp fax for service . . . . . . . . . . . . . . . . . . . . . . . . . . 130
hewlett-packard limited global warranty statement . . . . . . . . . . . . . . 130
index . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 133
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1
1
get
started
get started
get help
This User Guide contains information on using your HP Fax and provides
additional troubleshooting assistance for the installation process. The User
Guide also contains information on how to order supplies and accessories,
technical specifications, support, and warranty information.
The table below lists additional sources of information for your HP Fax.
hp fax overview
Your HP Fax is ready to use whenever you are. Tasks such as sending a fax or
making a copy of a document or photo can be accomplished quickly and easily
from the front panel of your HP Fax.
This section contains the following topics:
• the hp fax at a glance on page 2
• front panel overview on page 3
• menu overview on page 5
help description
Setup information The Setup Poster provides instructions for setting up and configuring your
HP Fax. The Setup Poster is in the box with your HP Fax.
General product
information
The HP Fax 1240 Series User Guide contains information on using your
HP Fax. The User Guide also contains information on how to order
supplies and accessories, technical specifications, support, and warranty
information.
Internet help and
technical support
If you have Internet access, you can get help from the HP website at:
www.hp.com/support
The website also provides answers to frequently-asked questions.
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the hp fax at a glance
1 3
4
5
6
7
8
9
11
2
10
feature purpose
1 Automatic document feeder tray
2 Automatic document feeder
3 Document guides
4 Front panel
5 Print-carriage access door
6 Paper tray
7 Paper tray extender
8 Paper guides
9 Document catcher
10 Document catcher extender
11 Handset
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front panel overview
12
15
17
13
14
16
feature purpose
12 Power connector
13 1-LINE port
14 2-EXT port
15 Handset port
16 Rear cleanout door
17 Rear cleanout door access tab
1 2 3 4 7 8 9 10
5 6
11
12
13
14
15
16
17
18
19
20
21
feature purpose
1 Answer Mode: Switch between four answer settings, Fax mode
(Fax), Telephone (Tel) mode, Fax and Telephone (FaxTel) mode,
and Answering Machine (AnswerMachine) mode. See set the
answer mode on page 24 for an explanation of these settings.
2 Fax Resolution: Choose the resolution in which a fax will be sent.
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3 Redial/Pause: Redial the most recently dialed fax number. Also,
use to insert a pause while entering a telephone number.
4 Speed Dial: Select a number from programmed speed dial entries.
Use the Speed Dial button, the arrows, or the keypad numbers on
the front panel to navigate to a speed dial fax number.
5 Status Light: Indicates whether the HP Fax is on, off, or busy.
6 Attention Light: Indicates an error condition.
7 Front Panel Display: View menus, prompts, status messages, and
error messages.
8 Flash: Cancel a number being dialed and bring up a dial tone.
Also, use to answer call waiting.
9 Search: Search for a speed dial code by name.
10 Setup: Access the menu system for reports, speed dial setup, fax
settings, tools, and preferences.
11 Fax: Select the fax function. After entering the phone number, press
the Fax button repeatedly to scroll through the Fax menu settings.
12 Scan & Fax: Scans the entire fax into memory before sending. After
entering the phone number, press the Fax button repeatedly to
scroll through the Scan & Fax menu settings
13 Copy: Select the copy function. Press the Copy button repeatedly to
scroll through the Copy menu settings.
14 Start Black, Start Color: Start a black or color fax or copy job.
15 Cancel: Stop a job, exit a menu, exit settings, or exit the speed dial
menu.
16 OK: Select the current menu setting on the front panel display. Also,
use to respond to prompts on the front panel display.
17 Right Arrow: increase values, or go forward when viewing settings
on the front panel display.
18 Left Arrow: Decrease values, or go back when viewing settings on
the front panel display.
19 On: Turn the HP Fax on or off.
Warning! When the HP Fax is off, a minimal amount of power
is still supplied to the device. Unplug the power cord to
completely disconnect the power supply to the HP Fax.
20 Keypad: Enter fax numbers, values, or text.
21 One-Touch Speed Dial: Dial a fax number quickly by pressing a
one-touch speed dial button. The 5 one-touch speed dial buttons
each hold 2 numbers and correspond to the first 10 fax numbers
entered during speed dial setup.
feature purpose
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menu overview
The following provides a quick reference to top-level menus that appear on the
HP Fax front panel display.
*You must enter the Phone Number before you can access the other
menu items.
Copy
Number of Copies
Copy Quality
Lighter/Darker
Reduce/Enlarge
Paper Type
Copy Paper Size
Enhancements
Color Intensity
Set New Defaults
Fax
Phone Number *
Resolution
Lighter/Darker
How to Fax
Set New Defaults
Setup
1: Print Report
2: Speed Dial Setup
3: Basic Fax Setup
4: Advanced Fax Setup
5: Tools
6: Preferences
Scan & Fax
Phone Number*
Lighter/Darker
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load paper and load originals
The HP Fax 1240 Series allows you to load different types and sizes of paper
in your HP Fax, including letter, and photo papers. You can also change settings
for paper types and paper sizes to get the highest quality copies from your
HP Fax.
This section contains the following topics:
• open and close the hp fax on page 7
• papers on page 9
• load paper on page 11
• set the paper type on page 12
• set the paper size on page 13
• avoid jams on page 14
• load originals on page 15
open and close the hp fax
The HP Fax’s trays are designed to close in order to save space in your office.
These procedures show you how to open and close the paper tray, document
catcher, and the document feeder tray.
Tip: You can automatically receive and print faxes with the
document feeder tray and document catcher in the closed
position, as shown below.
This section contains the following topics:
• open and close the paper tray on page 8
• open and close the document feeder tray and document catcher on page 8
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open and close the paper tray
The paper tray must be open with paper loaded for the HP Fax to print, copy,
and receive faxes.
1 Open the paper tray door.
2 Unfold the paper tray.
3 Only unfold the paper tray extender if you are using Draft or Fast mode
and paper is overshooting the paper tray. The paper tray extender may
cause jams in other cases.
open and close the document feeder tray and document catcher
The document feeder tray and document catcher must be open to copy, send
faxes and scan. However, you can print and receive faxes with them closed.
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1 Lift the document feeder tray to open it.
2 Lower the document catcher and unfold the document catcher extender to
open it.
Note: The document catcher must be closed before the document feeder
tray can be closed.
papers
You can use several types and sizes of paper in your HP Fax. Review the
following recommendations to get the best quality. Whenever you change
paper types or sizes, remember to change those settings.
This section contains the following topics:
• recommended papers on page 10
• papers to avoid on page 10
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recommended papers
These are the types and sizes of papers recommended for copying
paper types
If you want the best print quality, we recommend HP Papers. Using paper that
is too thin, paper that has a slick texture, or paper that stretches easily can cause
paper jams. Using paper that has a heavy texture or does not accept ink can
cause printed images to smear, bleed, or not be filled in completely. For more
information about HP Papers, go to our website at:
www.hp.com/support
• HP Premium Paper is the ultimate coated paper for high-resolution usage.
A smooth, matte finish makes it ideal for your special documents.
• HP Bright White Paper delivers high-contrast colors and sharp text. It is
opaque enough for two-sided color usage, with no show-through, which
makes it ideal for newsletters, reports, and flyers.
• HP Premium Photo Paper, Glossy and Matte, and HP Premium Plus Photo
Paper, Glossy and Matte are high-quality, glossy-finish or matte-finish,
photo-based papers. They look and feel like photographs and can be
mounted under glass or in an album. Photo papers dry rapidly and resist
fingerprints and smudges.
• HP Premium Inkjet Transparency Film makes your color presentations vivid
and even more impressive. This film is easy to use and handle and dries
quickly without smudging.
• HP Matte Greeting Cards, HP Glossy Greeting Card Paper, HP Textured
Greeting Cards, Ivory, Half-Fold and HP Textured Greeting Cards, White,
Half-Fold allow you to make your own greeting cards.
• HP Brochure & Flyer Paper, Glossy or HP Brochure & Flyer Paper, Matte is
matte-coated or glossy-coated on both sides for two-sided use. It is the
perfect choice for near-photographic reproductions and business graphics
for report covers, special presentations, brochures, mailers, and
calendars.
paper sizes
You may copy only onto full size pages (letter, legal and A4) of plain and photo
paper and transparency film.
papers to avoid
We do not recommend the following papers:
• Paper with cutouts or perforations.
• Photo paper other than HP Premium Plus Photo Paper.
• Envelopes.
• Transparency film other than HP Premium or Premium Plus.
• Multiple-part forms or label stock.
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load paper
These procedures describe how to load different sizes and types of papers into
the paper tray for copying.
This section contains the following topics:
• load papers on page 11
• load other types of paper in the paper tray on page 12
load papers
The following procedure describes how to load letter, legal, and A4 size paper
into the paper tray. There are specific considerations for loading certain types
of paper. After you review this procedure, see load other types of paper in the
paper tray on page 12.
For best results, adjust the paper settings each time you change paper types or
paper sizes. For more information, see set the paper type on page 13.
Tip: Help prevent rips, wrinkles, and curled or bent edges by
storing all media flat in a resealable bag. Extreme changes in
temperature and humidity might result in curled media that does
not work well in the HP Fax if the media is not stored properly.
1 Open the paper tray door and unfold the paper tray. See open and close
the paper tray on page 8.
2 If it is open, fold up the document catcher.
3 Slide the paper guide to its outermost position.
4 Tap the stack of paper on a flat surface to align the edges of the paper,
and then check to make sure all of the paper in the stack is the same size
and type.
5 Insert the short edge of the paper into the paper tray (print side down) until
it stops. To avoid bending the paper, make sure you do not push the
paper in too far, or push too hard. If you are using letterhead, insert the
top of the page first.
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6 Slide the paper guide in until it stops at the edge of the paper. Make sure
that the stack of paper lies flat in the paper tray and fits under the tab of
the paper guide.
load other types of paper in the paper tray
The following table provides guidelines for loading certain types of paper and
transparency film. For best results, adjust the paper type each time you change
paper types and paper sizes. For more information, see set the paper type on
page 13.
set the paper type
Whenever you change paper types, be sure to set the paper type for your
HP Fax.
paper type settings
Select the Paper Type setting that matches the paper or transparency film you
are using. Use the paper types listed for best copy quality.
paper tips
HP Papers • HP Premium Paper: Locate the gray arrow on the
nonprinting side of the paper, and then insert the
paper with the arrow side facing up.
• HP Premium Inkjet Transparency Film: Insert the film
so that the white transparency strip (with arrows
and the HP logo) is on top and goes into the paper
tray first.
• HP Greeting Card Paper, HP Glossy Greeting Card
Paper, or HP Textured Greeting Cards: slide a small
stack of greeting cards with the print side down,
completely forward into the paper tray until it can
go no further.
paper front panel setting
Copier paper or letterhead Plain
Other plain paper Plain
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set the paper type
The following procedure describes how to set the paper type for the Copy option
on your HP Fax. Select the Paper Type setting that matches the paper or
transparency film you are using.
1 Press the Copy button until Paper Type appears.
2 Press ! until the appropriate paper type appears.
3 Press OK to choose the displayed paper type.
Note: This setting returns to its default setting two minutes after the job has
been completed. For information on changing the default setting, see
change default copy settings on page 52.
set the paper size
The following procedure describes how to set the paper size on your HP Fax.
This section contains the following topics:
• paper size setting for copying on page 13
• paper size setting for receiving a fax on page 14
paper size setting for copying
Copies can be made onto letter, A4, or legal paper only.
Note: This setting returns to its default setting two minutes after the job has
been completed. For information on changing the default copy setting, see
change default copy settings on page 52.
1 Press the Copy button until Copy Paper Size appears.
2 Press ! until the appropriate paper size appears.
3 Press OK to choose the displayed paper size.
HP Premium Paper Plain
HP Bright White Paper Plain
Other Inkjet papers Plain
HP Premium Photo Paper Photo
HP Premium Plus Photo Paper Photo
Other photo paper1
Photo
HP Premium Inkjet Transparency Film Transparency
Other transparency paper Transparency
1 Not all photo papers are compatible.
paper front panel setting
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paper size setting for receiving a fax
You can select the paper size for received faxes. The paper size selected should
match what is loaded in your paper tray. Faxes can be printed on letter, A4, or
legal paper only.
Note: If an incorrect paper size is loaded in the paper tray when a fax is
received, the fax will not print. Load letter, A4, or legal paper, and then
press OK to print the fax.
1 Press Setup.
2 Press 3, then press 4.
This selects Basic Fax Setup and then Fax Paper Size.
3 Press ! to highlight an option, and then press OK.
avoid jams
To help avoid paper jams, follow these guidelines:
• Prevent curled or wrinkled paper by storing all unused media flat in a
resealable bag.
• Remove printed papers from the output tray frequently.
• Ensure that media loaded in the automatic document feeder and the paper
tray lay flat and the edges are not bent or torn.
• Do not combine different paper types and paper sizes in either the
automatic document feeder or in the paper tray. Always load the same
paper type and paper size in the automatic document feeder or in the
paper tray.
• Adjust paper guides in the automatic document feeder and the paper tray
to fit snugly against all media. Make sure the paper guides do not bend
the media.
• Do not force media too far forward in the paper tray.
• Use paper types that are recommended for your HP Fax.
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load originals
You can copy or fax an original by placing it in the document feeder tray. The
following procedure describes how to load originals into the HP Fax automatic
document feeder.
Note: The document feeder tray holds a maximum of 20 sheets of paper.
1 Load your original in the center of the document feeder tray face down
and top first.
Tip: Always load small originals in a portrait orientation, with the
shorter edge going into the HP Fax first.
2 Slide the document guides inward until they stop at the edges of the
original.
3 Press Copy, Fax, or Scan & Fax on the front panel.
Note: If you want to change a Copy, Fax, or Scan & Fax setting, press the
Copy, Fax, or Scan & Fax button repeatedly until the appropriate setting or
destination appears on the front panel display (You will need to enter the
Phone Number to go to the other menu items for Fax and Scan & Fax.).
Once the setting you want to change appears, press ! to move to a
specific value (such as a specific paper size) and then press OK to select
the setting or destination.
4 Press Start Black or Start Color on the front panel to start the job.
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use the fax features
Using your HP Fax, you can send and receive faxes, including color faxes. You
can set up speed dials to send faxes quickly and easily to frequently used
numbers. From the front panel, you can set a number of fax options, such as
resolution.
This section contains the following topics:
• send a fax on page 18
• set the answer mode on page 24
• receive a fax on page 27
• use the handset on page 30
• set the fax header on page 31
• enter text on page 32
• enter a phone number on page 32
• print reports on page 33
• set up speed dialing on page 36
• change fax resolution and lighter/darker settings on page 38
• set fax options on page 41
• reprint the faxes in memory on page 49
• stop faxing on page 49
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send a fax
Using the front panel, you can send a black-and-white or color fax from your
HP Fax.
This section contains the following topics:
• enable fax confirmation on page 18
• send a basic fax on page 19
• send a color original or photo fax on page 19
• send a fax using speed dials on page 20
• send a fax using redial on page 20
• schedule a fax on page 20
• cancel a scheduled fax on page 21
• send a fax from memory on page 21
• send a fax using monitor dialing on page 22
• send a fax manually from a telephone on page 23
enable fax confirmation
If you need printed confirmation that your faxes are successfully sent, follow
these instructions before sending any faxes.
The default fax confirmation setting is Every Error. This means that your HP Fax
prints a report only if there is a problem with sending or receiving a fax. A
confirmation message indicating whether an item was successfully sent appears
briefly on the front panel display after each transaction. To have a confirmation
printed for every fax, follow these instructions. For more information, see
generate reports automatically on page 33.
1 Press Setup.
2 Press 1, then press 1.
This selects Print Report and then selects Automatic Reports Setup.
Print Report
1: Automatic Reports Setup
2: Last Transaction
3: Fax Log
4: Speed Dial List
5: Self-Test Report
6: Caller ID Report *
7: Junk Fax Report *
* Not available in all countries/
regions. If Caller ID service is not
supported in your country/
region, this menu item will not
appear in the Print Report menu.
Automatic Reports Setup
Every Error
Send Error
Receive Error
Every Fax
Send Only
Off
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3 Press ! until Every Fax appears in the second line of the display, and then
press OK.
The HP Fax will print a confirmation report every time you send a fax
informing you whether the fax was sent successfully or not.
For more information on printing reports, see print reports on page 33.
send a basic fax
This section describes how to send a basic black-and-white fax from the front
panel.
If you are interested in sending a color or photo fax, see send a color original
or photo fax on page 19.
1 Load your original face down and top first in the document feeder tray.
For more information, see load originals on page 15.
2 Press Fax.
Phone Number appears in the top line of the display.
3 Enter the fax number by using the keypad.
Tip: To enter a pause in the fax number, press Redial/Pause.
4 Press Start Black.
Tip: You must press Start to send a fax. Pressing OK is for menu
choices.
send a color original or photo fax
You can fax a color original or photo from your HP Fax. If your HP Fax
determines that the recipient’s fax machine only supports black-and-white faxes,
the HP Fax sends the fax in black and white.
We recommend that you use only color originals for color faxing.
1 Load your original face down and top first in the document feeder tray.
For more information, see load originals on page 15.
2 Press Fax.
Phone Number appears in the top line of the display.
3 Enter the fax number by using the keypad.
Tip: To enter a pause in the fax number, press Redial/Pause.
4 If you are faxing a photo, change the resolution to Photo.
For information on changing the resolution, see change the fax resolution
on page 38.
5 Press Start Color.
Note: If the recipient’s fax machine only supports black-and-white faxes,
the HP Fax automatically sends the fax in black and white. A message
appears once 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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send a fax using speed dials
You can quickly send a fax from the front panel by pressing Speed Dial or a
one-touch speed dial button on the front panel.
Speed Dials will not appear until you have set them up. For more information,
see set up speed dialing on page 36.
1 Load your original face down and top first in the document feeder tray.
For more information, see load originals on page 15.
2 Press Fax.
Phone Number appears in the top line of 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 " or !.
– Press Speed Dial and then enter the speed-dial entry code from the
front panel.
– 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.
Tip: You can print out a list of the speed-dial entries for your
reference. For information, see generate reports manually on
page 35.
4 Press Start Black or Start Color.
Note: If you send a fax to a group speed dial, you can only send the fax
in black and white. The fax is scanned into memory and the first number in
the group speed dial list is dialed. When a connection is made, the fax is
sent and the next number is dialed, and so on. If a number is busy or not
answering, the HP Fax follows the settings for Busy Redial and No Answer
Redial. If a connection cannot be made, the next number in the group
speed dial list is dialed and an error report is generated for your
information.
send a fax using redial
You can send a fax to the last fax number dialed by using the Redial/Pause
button.
1 Load your original face down and top first in the document feeder tray.
For more information, see load originals on page 15.
2 Press Redial/Pause.
The last number dialed appears in the display.
3 Press Start Black or Start Color.
schedule a fax
You can schedule a black-and-white fax to be sent later the same day (for
example, when telephone lines are not as busy or phone rates are lower). When
scheduling a fax, the originals must be loaded in the automatic document feeder
so they can be scanned into memory.
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fax
Tip: The date and time must be set in order to use this feature.
See set the date and time on page 41.
When the specified time is reached, your fax is automatically sent as soon as a
connection can be made.
Note: Use the front panel to schedule a fax for later. If you use the handset,
the fax is sent immediately.
You can only schedule one fax to be sent at a time. However, you can continue
to send other faxes while a fax is scheduled.
1 Load your original face down and top first in the document feeder tray.
For more information, see load originals on page 15.
2 Press Fax.
Phone Number appears in the top line of the display.
3 Enter the fax number by using the keypad, press a one-touch speed dial
button, or press Speed Dial until the appropriate speed-dial entry appears.
For more information on speed dials, see set up speed dialing on
page 36.
Tip: To enter a pause in the fax number, press Redial/Pause.
4 Press Fax until How to Fax appears in the top line of the display.
5 Press ! until Send Fax Later appears in the top line of the display, and
then press OK.
Black Only will appear on the display followed by Enter Time.
6 Enter the Send Time by using the numeric keypad.
7 If prompted, press 1 for AM or 2 for PM.
8 Press Start Black.
Note: If you press Start Color, the fax will be sent in black and white and
a message will appear on the display.
The HP Fax scans the originals into memory and sends them at the
scheduled time. The scheduled time appears on the front panel display.
cancel a scheduled fax
You can cancel a scheduled fax or one that is currently in progress. Once you
schedule a fax, the scheduled time appears on the front panel display.
! When the scheduled time appears on the display, press Cancel, and then
press 1.
send a fax from memory
Your HP Fax can scan a black-and-white fax from the automatic document
feeder into memory before sending it. This feature is useful if the fax number you
are trying to reach is busy. The HP Fax scans the originals into memory, and
sends them once it is able to connect. You can immediately remove the originals
from the HP Fax once the pages are scanned.
Note: Do not lift the handset if you want to send a fax from memory. If you
use the handset, the fax is sent by scanning and sending each page.
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You can send a fax from memory using either the Fax button or the Scan & Fax
button.
to send a fax from memory using the scan & fax button
1 Load your original face down and top first in the document feeder tray.
For more information, see load originals on page 15.
2 Press Scan & Fax.
Phone Number appears in the top line of the display.
3 Enter the fax number by using the keypad, press a one-touch speed dial
button, or press Speed Dial until the appropriate speed-dial entry appears.
For more information on speed dials, see set up speed dialing on
page 36.
Tip: To enter a pause in the fax number, press Redial/Pause.
4 Press Start Black.
Note: If you press Start Color, the fax is sent in black and white and a
message appears on the display.
The HP Fax scans the originals into memory and sends them when the
receiving fax machine is available.
to send a fax from memory using the fax button
1 Load your original face down and top first in the document feeder tray.
For more information, see load originals on page 15.
2 Press Fax.
Phone Number appears in the top line of the display.
3 Enter the fax number by using the keypad, press a one-touch speed dial
button, or press Speed Dial until the appropriate speed-dial entry appears.
For more information on speed dials, see set up speed dialing on
page 36.
Tip: To enter a pause in the fax number, press Redial/Pause.
4 Press Fax until How to Fax appears in the top line of the display.
5 Press ! until Fax from Memory appears in the top line of the display.
6 Press Start Black.
Note: If you press Start Color, the fax is sent in black and white and a
message appears on the display.
The HP Fax scans the originals into memory and sends them when the
receiving fax machine is available.
send a fax using monitor dialing
Monitor dialing allows you to dial a number from the front panel as you would
dial a regular telephone. This feature is useful when you want to use a calling
card to charge the call. You can also use it when you need to respond to tone
prompts while dialing and must pace your dialing speed.
You can send a fax using monitor dialing from the front panel or using the
handset.
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to send a fax using monitor dialing from the front panel
1 Load your original face down and top first in the document feeder tray.
For more information, see load originals on page 15.
2 Press Start Black or Start Color.
3 Once you hear the dial tone, enter the number by using the keypad on the
front panel. You can also use speed dials. For information on using speed
dials, see send a fax using speed dials on page 20.
4 Follow any prompts that might occur.
Your fax is sent when the receiving fax machine answers.
to send a fax using monitor dialing from the handset
1 Load your original face down and top first in the document feeder tray.
For more information, see load originals on page 15.
2 Pick up the handset.
3 Once you hear the dial tone, enter the number by using the keypad on the
front panel. You can also use speed dials. For information on using speed
dials, see send a fax using speed dials on page 20.
4 Follow any prompts that might occur.
5 Press Start Black or Start Color.
Your fax is sent when the receiving fax machine answers.
send a fax manually from a telephone
Sending a fax manually allows you to make a phone call and talk with the
recipient before you send the fax. This is useful if you want to inform the recipient
that you are going to send them a fax before sending it.
You can send a fax manually by the handset or by using an extension phone
that is directly connected to your HP Fax.
Note: The extension phone must be connected to the “2-EXT” port on the
back of the HP Fax. For information on setting up your HP Fax with your
phone, see fax setup on page 75.
to send a fax manually using the handset
1 Load your original face down and top first in the document feeder tray.
For more information, see load originals on page 15.
2 Pick up the handset on the HP Fax and dial the number by using the
keypad on the front panel.
3 Do one of the following:
– If after dialing the number you hear fax tones, press Start Black or Start
Color within three seconds.
– If the recipient answers the telephone, instruct them to press Start on
their fax machine once they hear fax tones. Make sure you press Start
Black or Start Color on the HP Fax before the recipient presses Start on
the receiving fax machine.
4 Wait for the fax tones, and then hang up the telephone.
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to send a fax manually from a connected phone
1 Load your original face down and top first in the document feeder tray.
For more information, see load originals on page 15.
2 Dial the number by using the keypad on the phone that is connected to
your HP Fax.
Note: You must use the keypad on the phone to dial the number. Do not
use the keypad on the front panel of the HP Fax.
3 Do one of the following:
– If after dialing the number you hear fax tones, press Start Black or Start
Color within three seconds.
– If the recipient answers the telephone, instruct them to press Start on
their fax machine once they hear fax tones. Make sure you press Start
Black or Start Color on the HP Fax before the recipient presses Start on
the receiving fax machine.
4 Wait for the fax tones, and then hang up the telephone.
set the answer mode
By default, your HP Fax automatically answers incoming calls and receives
faxes. You can change the Answer Mode to receive faxes manually or
automatically, based on the types of equipment and services (if any) share the
same phone line with your HP Fax. This section explains the various ways of
answering fax calls.
Note: For information on setting up your office equipment with the HP Fax,
see fax setup on page 75.
to change the answer mode from the front panel
! Press Answer Mode until the appropriate answer mode setting appears on
the display.
The selected Answer Mode setting appears on the display and becomes
the default setting.
Refer to the following table to determine which Answer Mode setting you should
use. From the first column in the table, choose the type of equipment and
services applicable to your office setup. Then, look up the appropriate setting in
the second column. The third column describes how the HP Fax will answer
incoming calls.
equipment/services sharing
your fax line
recommended
answer mode
setting
description
None.
(You have a separate fax line
on which you do not receive
voice calls.)
Fax The HP Fax automatically answers all
incoming calls using the Rings to Answer
setting. See set the number of rings before
answering on page 27.
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A shared voice and fax line
and no answering machine.
FaxTel The HP Fax automatically answers all
incoming calls using the Rings to Answer
setting. See set the number of rings before
answering on page 27.
If the call is a fax call, the HP Fax will
receive the fax. If the call is a voice call, the
HP Fax will create a special ring to
indicate it is a voice call. You will need to
answer the incoming voice call using the
handset.
Note: If the HP Fax determines the call
is a voice call, only the HP Fax will
ring with the special ring tone. The
other phones on the same phone line
will not ring at all. You will need to
answer the incoming voice call using
the handset.
You should not answer voice calls
from other telephones on the line. The
device cannot tell that you picked up
the extension phone and will keep
ringing. You will have to press Cancel
on the HP Fax to stop the ringing.
A shared voice and fax line. Tel The HP Fax will not automatically answer
calls. You will need to receive faxes
manually by pressing Start Black or Start
Color. For information on receiving faxes
manually, see receive a fax on page 27.
You might use this setting if the majority of
calls on this phone line are voice calls and
you rarely receive faxes.
Voice mail service provided
by your telephone company.
Tel The HP Fax will not automatically answer
calls. You will need to receive faxes
manually by pressing Start Black or Start
Color. For information on receiving faxes
manually, see receive a fax on page 27.
equipment/services sharing
your fax line
recommended
answer mode
setting
description
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An answering machine and a
shared voice and fax line.
AnswerMachine The HP Fax will not automatically answer
calls. Instead, the answering machine will
answer the call and the HP Fax will monitor
the line. If fax tones are detected, the
HP Fax will receive the fax. Otherwise, the
answering machine will record the
incoming message.
Note: This is the recommended
default setting if you have an
answering machine. Make sure the
answering machine is set up properly
with the HP Fax. For more
information, see fax setup on
page 75.
Distinctive ringing service. Fax The HP Fax automatically answers all
incoming calls.
Make sure the ring pattern the phone
company set for your fax line matches the
Answer Ring Pattern set for the HP Fax. For
more information, see change the answer
ring pattern (distinctive ringing) on
page 44.
equipment/services sharing
your fax line
recommended
answer mode
setting
description
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receive a fax
By default, your HP Fax automatically receives and prints incoming faxes.
Depending on your Answer Mode setting, the HP Fax can receive faxes
automatically or manually. For more information on Answer Mode, see set the
answer mode on page 24.
Note: If you set the Answer Mode to Tel, you need to receive faxes
manually and respond in person to the incoming fax call. If Fax, FaxTel, or
AnswerMachine is set, you can receive faxes automatically or manually.
You can receive faxes manually from the following:
• A phone directly connected to the HP Fax (on the “2-EXT” port)
• A phone that is on the same telephone line, but not directly connected to
the HP Fax
• The front panel
• The handset
Refer to the following topics for information on receiving faxes.
This section contains the following topics:
• set the number of rings before answering on page 27
• receive a fax manually using the handset on page 28
• receive a fax manually from a phone on page 28
• receive a fax manually from the front panel on page 29
• poll to receive a fax on page 29
set the number of rings before answering
You can specify how many rings should occur before your HP Fax automatically
answers the phone. The default is 2 rings (varies by country/region).
Note: This setting applies only if you set the Answer Mode to Fax or FaxTel.
1 Press Setup.
2 Press 3, then press 3.
This selects Basic Fax Setup and then Rings to Answer.
Basic Fax Setup
1: Date and Time
2: Fax Header
3: Rings to Answer
4: Fax Paper Size
5: Tone or Pulse Dialing
6: Ring Volume
7: Phone Line Monitor Volume
8: Fax Forwarding Black Only
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3 Enter the appropriate number of rings to answer by using the keypad.
4 Press OK to accept the setting.
receive a fax manually using the handset
You can receive faxes manually by using the handset.
1 Remove any originals from the automatic document feeder.
2 Set the Answer Mode to Tel so that the HP Fax does not automatically
answer incoming calls. Or, set the Rings to Answer setting to a high
number to allow you to answer the incoming call before the HP Fax.
For information on setting the Answer Mode, see set the answer mode on
page 24. For information on setting the number of Rings to Answer, see
set the number of rings before answering on page 27.
3 To receive a fax manually from a phone, do one of the following:
– If the HP Fax rings, pick up the handset. If you hear fax tones from a
sending fax machine, press Start Black or Start Color, and then press
2.
– If you are currently talking to the sender using the handset, instruct
them to press Start on their fax machine first. Once you hear fax tones
from a sending fax machine, press Start Black or Start Color.
4 Wait until you hear the HP Fax send answering fax tones, and then hang
up the telephone.
The HP Fax receives the fax.
receive a fax manually from a phone
You can receive faxes manually from a phone that is:
• Directly connected to the HP Fax (by using “2-EXT” port)
• On the same phone line, but is not connected to the HP Fax
Note: If you would like to receive a fax manually using the handset, see
receive a fax manually using the handset on page 28.
1 Remove any originals from the automatic document feeder.
2 Set the Answer Mode to Tel so that the HP Fax does not automatically
answer incoming calls. Or, set the Rings to Answer setting to a high
number to allow you to answer the incoming call before the HP Fax.
For information on setting the Answer Mode, see set the answer mode on
page 24. For information on setting the number of Rings to Answer, see
set the number of rings before answering on page 27.
3 To receive a fax manually from a phone, do one of the following:
– If your phone is plugged into the back of the HP Fax and you hear fax
tones from a sending fax machine, press Start Black or Start Color.
– If your phone is not plugged into the back of the HP Fax (but is on the
same phone line) and you hear fax tones from a sending fax machine,
press 1 2 3 on your phone.
– If you are currently on the phone with the sender using a phone
connected to the HP Fax, instruct them to press Start on their fax
machine. Once you hear fax tones from a sending fax machine, press
Start Black or Start Color.
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4 Wait until you hear the HP Fax send answering fax tones, then hang up
the telephone.
The HP Fax receives the fax.
receive a fax manually from the front panel
You can receive faxes manually from the front panel.
1 Remove any originals from the automatic document feeder.
2 Set the Answer Mode to Tel so that the HP Fax does not automatically
answer incoming calls. Or, set the Rings to Answer setting to a high
number to allow you to answer the incoming call before the HP Fax.
For information on setting the Answer Mode, see set the answer mode on
page 24. For information on setting the number of Rings to Answer, see
set the number of rings before answering on page 27.
3 When your HP Fax rings, press Start Black or Start Color.
The HP Fax receives the fax.
poll to receive a fax
Polling allows your HP Fax to ask another fax machine to send a fax that it has
in its queue. When you use the Poll to Receive feature, the HP Fax calls the
designated fax machine and requests the fax from it. The designated fax
machine must be set for polling and have a fax ready to send.
1 Remove any originals from the automatic document feeder.
2 Press Fax.
Phone Number appears in the top line of the display.
3 Enter the fax number of the other fax machine.
4 Press Fax until How to Fax appears in the top line of the display.
5 Press ! until Poll to Receive appears in the top line of the display.
6 Press Start Black or Start Color.
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use the handset
You can use the handset to answer incoming calls, make phone calls, receive
faxes, and send faxes. While the HP Fax is processing another job, such as
copying, scanning, or printing, you can still use the handset for phone calls.
Note: If the HP Fax is sending or receiving fax data, you will not be able
to use the handset for phone calls. If you pick up the handset during faxing,
you will not hear a dial tone. Wait for the HP Fax to finish sending or
receiving the fax before using the handset.
This section contains the following topics:
• answer incoming calls using the handset on page 30
• make phone calls using the handset on page 30
• receive faxes using the handset on page 31
• send faxes using the handset on page 31
• adjust the handset volume on page 31
answer incoming calls using the handset
! Pick up the handset.
Note: If you are currently on the phone and receive another call, press
Flash to answer the call waiting. Call waiting is a subscription service and
is not available in all areas. Contact your phone company for information.
make phone calls using the handset
You can make phone calls using the handset. You can use Redial, Speed Dial,
or a one-touch speed dial button to quickly dial numbers.
1 Pick up the handset.
2 Do one of the following:
– Dial the number by using the numeric keypad.
– Press Redial to dial the last number dialed.
– Press Speed Dial until the appropriate individual speed-dial entry
appears in the top line of the display (do not select a group speed-dial
entry) and press OK.
You can also scroll through the speed-dial entries by pressing " or !
or enter the speed-dial entry code from the front panel.
– Press a one-touch speed dial button and press OK.
Press it once to access the first speed-dial entry and twice to access the
second speed-dial entry assigned to that button.
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receive faxes using the handset
! For information on receiving faxes by using the handset, see receive a fax
manually using the handset on page 28.
send faxes using the handset
! For information on sending faxes by using the handset, see to send a fax
manually using the handset on page 23.
adjust the handset volume
You can adjust the handset volume from Normal to Loud.
1 Pick up the handset.
2 Press " to decrease the volume or ! to increase the volume.
Note: You can also adjust volume of the ring tones and dial tone. For more
information, see adjust the ring volume and adjust the phone line monitor
volume.
set the fax header
The fax header prints your name and fax number on the top of every fax you
send.
The fax header information is required by law in many countries/regions.
Note: In Hungary, the subscriber identification code (fax header) can be
set or changed only by authorized personnel. For more information, contact
your authorized HP dealer.
1 Press Setup.
2 Press 3, then press 2.
This selects Basic Fax Setup and then selects Fax Header.
3 Enter your personal or company name at the prompt. For information on
entering text from the front panel, see enter text on page 32.
4 Press OK.
5 Enter your fax number by using the numeric keypad.
6 Press OK.
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enter text
The following list provides tips for entering text by using the front panel keypad.
Use these instructions to enter speed dial names and the fax header name.
• Press the keypad numbers that correspond to the letters of a name.
• Press a button multiple times to see the available characters.
Note: Depending on your language and country/region setting, additional
characters might be available.
• After the correct letter appears, wait for the cursor to automatically
advance to the right, or press !. Press the number that corresponds to the
next letter in the name. Press the button multiple times until the correct letter
appears. The first letter of a word is automatically set to uppercase.
Tip: The cursor will automatically advance to the right after two
seconds.
• To insert a space, press Space (#) or !.
• To enter a symbol, such as *, press Symbols (*) repeatedly to scroll
through the list of symbols. The symbols are available to visually separate
text for easier reading. The list of available symbols for a name is:
@ . _ - & / : ; , ? * ( ) ‘ = + # ! % “
• If you make a mistake, press " to clear it, and then make the correct
entry.
• After you are done entering text, press OK to store your entries.
enter a phone number
The following list provides tips for entering phone numbers. Use these
instructions to enter speed dial phone numbers and the fax header number.
• Press the keypad number and wait for the cursor to automatically advance
to the right, or press !.
Tip: The cursor will automatically advance to the right after two
seconds.
• To enter a three-second pause, press Redial/Pause.
2
ABC
The letters A, B, and C correspond to the number 2,
and so on.
5
JKL
For example, to get this
character:
j k l J K L 5
Press 5 this many times: 1 2 3 4 5 6 7
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• To enter a symbol, such as *, press Symbols (*) repeatedly to scroll
through the list of symbols. The following table represents the available
symbols.
• If you make a mistake, press " to clear it, and then make the correct
entry.
• After you are done entering text, press OK to store your entries.
print reports
You can set up your HP Fax to automatically print error reports and confirmation
reports for each fax you send and receive. You can also manually print system
reports as you need them; these reports provide useful system information about
your HP Fax.
By default, your HP Fax is set to print a report only if there is a problem with
sending or receiving a fax. A confirmation message that indicates whether a fax
was successfully sent appears briefly on the front panel display after each
transaction.
This section contains the following topics:
• generate reports automatically on page 33
• generate reports manually on page 35
generate reports automatically
This setting lets you configure your HP Fax so that it automatically prints error
and confirmation reports.
Note: If you need printed confirmation each time your faxes are
successfully sent, follow these instructions before sending any faxes.
1 Press Setup.
2 Press 1, then press 1.
available
symbols:
description:
* Provides the Dual Tone Multiple-Frequency (DTMF) tones
assigned to the asterisk character.
– When auto-dialing, the HP Fax enters a three-second pause
in the number sequence.
( ) Displays a left or right parenthesis to visually separate
numbers, such as area codes, for easier reading. These
symbols do not affect dialing.
W When auto-dialing, W causes the HP Fax to wait for a dial
tone before continuing to dial.
R During auto-dialing, the R functions the same as the Flash
button.
+ Displays a plus symbol in the fax header. This symbol does
not affect dialing
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This selects Print Report and then selects Automatic Reports Setup.
3 Press ! to scroll through the following report types:
– Every Error: prints whenever there is any kind of fax error (default).
– Send Error: prints whenever there is a transmission error.
– Receive Error: prints whenever there is a receiving error.
– Every Fax: confirms every time a fax is sent or received.
– Send Only: prints every time a fax is sent.
– Off: does not print fax reports.
Note: If you select Send Only, you will also receive error reports if there is
any kind of error generated.
4 Press OK to select a report.
Print Report
1: Automatic Reports Setup
2: Last Transaction
3: Fax Log
4: Speed Dial List
5: Self-Test Report
6: Caller ID Report *
7: Junk Fax Report *
* Not available in all countries/
regions. If Caller ID service is not
supported in your country/
region, this menu item will not
appear in the Print Report menu.
Automatic Reports Setup
Every Error
Send Error
Receive Error
Every Fax
Send Only
Off
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generate reports manually
You can manually generate reports about your HP Fax, such as the status of the
last fax you sent, a list of programmed speed-dial entries, or a Self-Test Report
for diagnostic purposes.
1 Press Setup, then press 1.
This selects Print Report.
2 Press ! to scroll through the following report types:
– Automatic Reports Setup: prints automatic reports as described in
generate reports automatically on page 33.
– Last Transaction: prints details of the last fax transaction.
– Fax Log: prints a log of the last 30 fax transactions.
– Speed Dial List: prints a list of programmed speed-dial entries.
– Self-Test Report: prints a report to assist you in diagnosing print and
alignment problems. For more information, see print a self-test report
on page 66.
– Caller ID Report: prints a log of the last 30 Caller ID calls. The report
prints the phone number, the date and time, and the name of the caller
(if available).
Note: Caller ID service is not available in all countries/regions. If Caller ID
service is not supported in your country/region, this menu item will not
appear in the Print Report menu. For information, see use caller ID on
page 47.
– Junk Fax Report: prints a report of the fax numbers you designated to
block. For more information, see block junk fax numbers on page 47.
3 Press OK to select a report.
Print Report
1: Automatic Reports Setup
2: Last Transaction
3: Fax Log
4: Speed Dial List
5: Self-Test Report
6: Caller ID Report *
7: Junk Fax Report *
*Not available in all countries/
regions. If Caller ID service is not
supported in your country/
region, this menu item will not
appear in the Print Report menu.
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set up speed dialing
You can assign speed-dial entries to frequently used fax numbers. Use the one-
touch speed dial buttons on the front panel to quickly send faxes. You can also
press Speed Dial to scroll through and select from the list of speed-dial entries.
The first 10 speed-dial entries are automatically saved to the 5 one-touch speed
dial buttons on the front panel. When you create more than 5 speed-dial entries,
2 speed-dial entries will be assigned to a button. Press the one-touch speed dial
button repeatedly to toggle between the numbers. For example, press the first
one-touch button to toggle between speed-dial entries 1 and 6, press the second
one-touch button to toggle between speed dial entries 2 and 7, and so on,
through the fifth one-touch button. For information on using one-touch speed dial
buttons, see send a fax using speed dials on page 20.
This section contains the following topics:
• create individual speed-dial entries on page 36
• add group speed-dial entries on page 37
• update speed-dial entries on page 37
• delete speed-dial entries on page 38
create individual speed-dial entries
You can create speed-dial entries for fax numbers that you use frequently.
1 Press Setup.
2 Press 2, then press 1.
This selects Speed Dial Setup and then selects Individual Speed Dial.
The first unassigned speed-dial entry appears on the display.
3 Press OK to select the displayed speed-dial entry.
Tip: To select another empty entry, press " or !, and then press
OK.
4 Enter the fax number to assign to that entry, and then press OK.
The fax number can be up to 62 digits in length.
Tip: To enter a pause in the fax number, press Redial/Pause.
5 Enter the name, and then press OK.
The name is limited to 40 characters in length.
For more information on entering text, see enter text on page 32.
6 After Enter Another? appears, press 1 (Yes), if you want to set up another
number, or press 2 (No) to exit.
Speed Dial Setup
1: Individual Speed Dial
2: Group Speed Dial
3: Delete Speed Dial
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add group speed-dial entries
This feature allows you create groups of up to 50 individual speed-dial entries
so that you can send black-and-white faxes to specific groups of people with one
speed-dial button.
Note: You can only send black-and-white faxes to groups; color faxes and
Very Fine resolution are not supported for group faxing.
You can only assign previously entered speed-dial numbers to a group.
Additionally, only individual speed-dial entries can be added; you can’t assign
a group to another group.
1 Press Setup.
2 Press 2, then press 2.
This selects Speed Dial Setup and then selects Group Speed Dial.
The first unassigned speed-dial entry appears on the display.
3 Press OK to select the displayed speed-dial entry.
Tip: To select another empty entry, press " or !, and then press
OK.
4 Press " or ! to select an individual speed-dial entry to add the to the
group. You can also enter the speed-dial code by using the front panel.
5 Press OK.
6 After Enter Another? appears, press 1 (Yes), to add another individual
speed-dial entry.
7 When you have added all your entries, press 2 (No).
8 Enter the group speed-dial name, and then press OK.
The name is limited to 40 characters in length.
For more information on entering text, see enter text on page 32.
9 After Another Group? appears, press 1 (Yes), if you want to set up another
group speed dial, or press 2 (No) to exit.
update speed-dial entries
You can change the phone number or name of an individual speed-dial entry.
Note: If the individual speed-dial entry is also a part of a speed-dial group,
the speed-dial group will reflect the any updates made to the individual
speed-dial entry.
1 Press Setup.
2 Press 2, then press 1.
This selects Speed Dial Setup and then selects Individual Speed Dial.
Speed Dial Setup
1: Individual Speed Dial
2: Group Speed Dial
3: Delete Speed Dial
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3 Press " or ! to scroll through the speed-dial entries, and then press OK to
select the appropriate entry.
4 When the current fax number appears, press " to erase it.
5 Reenter the fax number.
Tip: To enter a pause in the fax number, press Redial/Pause.
6 Press OK to save the new number.
7 If you need to change the name, press " to erase it, and then reenter the
name using the keypad.
8 Press OK.
9 Press 1 (Yes) to update another entry or 2 (No) to exit.
delete speed-dial entries
Follow these steps to delete an individual or group speed-dial entry.
1 Press Setup.
2 Press 2, then press 3.
This selects Speed Dial Setup and then selects Delete Speed Dial.
3 Press ! until the speed-dial entry that you want to delete appears, and
then press OK. You can also enter the speed-dial code by using the front
panel.
Note: Deleting a group speed-dial entry will not delete the individual
speed-dial entries that make up the group.
change fax resolution and lighter/darker settings
You can change the fax resolution and lighter/darker settings of documents that
you are sending.
Note: These settings do not affect copy settings. Copy resolution and copy
contrast are set independently from fax resolution and fax contrast.
This section contains the following topics:
• change the fax resolution on page 38
• change lighter/darker setting on page 39
• set new defaults on page 40
change the fax resolution
The Fax Resolution setting affects the transmission speed and quality of faxed
black-and-white documents. The HP Fax only sends faxes at the highest
resolution supported by the receiving fax machine. You can only change the fax
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resolution for faxes that you are sending in black and white. All color faxes will
be sent using Fine resolution. The following Fax Resolution settings are
available:
• Fine: this is the default setting. It provides high-quality text suitable for
faxing most documents.
• Very Fine: use this setting when you are faxing documents with very fine
detail. If you choose this option, be aware that the faxing process takes
longer to complete and you can only send black-and-white faxes.
• Photo: this setting provides the best quality fax when sending
photographs. If you choose Photo, be aware that the faxing process takes
longer to complete. When faxing photographs, we recommend that you
choose Photo.
• Standard: this setting provides the fastest possible transmission with the
lowest quality of fax.
1 Load your original face down and top first in the document feeder tray.
For more information, see load originals on page 15.
2 Press Fax Resolution until the desired resolution setting appears.
Note: The Fax Resolution setting you select is retained until you change it
again.
Tip: You can also change the Fax Resolution by pressing Fax,
then using " or ! to scroll to Fax Resolution and then press OK.
Use " or ! to scroll to the setting you want and press OK again.
3 Enter the fax number by using the keypad, press a one-touch speed dial
button, or press Speed Dial until the appropriate speed-dial entry appears.
4 Press Start Black.
Note: If you press Start Color, the fax will be sent using the Fine setting.
change lighter/darker setting
Use this setting to change the contrast of a fax to be darker or lighter than the
original. This feature is useful if you are faxing a document that is faded,
washed out, or hand written. You can darken the original by adjusting the
contrast.
Your changes revert to the default values after two minutes of inactivity, unless
you set them as the default. For information, see set new defaults on page 40.
1 Load your original face down and top first in the document feeder tray.
For more information, see load originals on page 15.
2 Press Fax.
Phone Number appears in the top line of the display.
3 Enter the fax number by using the keypad, press a one-touch speed dial
button, or press Speed Dial until the appropriate speed-dial entry appears.
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4 Press Fax until Lighter/Darker appears in the top line of the display.
The range of values appears as a circle on a scale on the display.
5 Press " to lighten the fax or ! to darken it.
The circle moves left or right as you press a button.
6 Press Start Black or Start Color.
set new defaults
You can change the default values for the Lighter/Darker setting through the
front panel.
1 Load your original face down and top first in the document feeder tray.
For more information, see load originals on page 15.
2 Press Fax.
Phone Number appears in the top line of the display.
3 Enter the fax number by using the keypad, press a one-touch speed dial
button, or press Speed Dial until the appropriate speed-dial entry appears.
For more information on speed dials, see set up speed dialing on
page 36.
4 Press Fax until Lighter/Darker appears in the top line of the display.
5 Make your changes, as needed.
6 Press Fax again until Set New Defaults appears in the top line of the
display.
7 Press ! to select Yes.
8 Press Start Black or Start Color.
The HP Fax uses the new default setting to send your fax.
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set fax options
There are numerous fax options that you can set, such as controlling whether the
HP Fax redials a busy number automatically. When you make changes to the
following options, the new setting becomes the default. Review this section for
information on changing fax options.
This section contains the following topics:
• set the date and time on page 41
• set the paper size for received faxes on page 42
• set tone or pulse dialing on page 42
• adjust the ring volume on page 42
• adjust the phone line monitor volume on page 43
• forward faxes to another number on page 43
• edit or cancel fax forwarding on page 43
• change the answer ring pattern (distinctive ringing) on page 44
• redial a busy or unanswered number automatically on page 44
• set automatic reduction for incoming faxes on page 45
• use error correction mode on page 46
• set the fax speed on page 46
• use caller ID on page 47
• block junk fax numbers on page 47
• set backup fax reception on page 48
• set the country and language on page 49
set the date and time
You can set the date and time from the front panel. When a fax is transmitted,
the current date and time are printed along with the fax header. The date and
time format is based upon the language and country/region setting.
1 Press Setup.
2 Press 3, then press 1.
This selects Basic Fax Setup and then selects Date and Time.
3 Enter the month, day, and year (last two digits only) by pressing the
appropriate number on the keypad. Depending on your country/region
setting, you might enter the date in a different order.
The underline cursor presented initially beneath the first digit advances
automatically to each digit each time you press a button. The time prompt
automatically appears after you enter the last digit of the date.
4 Enter the hours and minutes.
The AM/PM prompt automatically appears after the last digit of the time is
entered if your time is displayed in the 12-hour format.
5 If prompted, press 1 for AM or 2 for PM.
The new date and time settings appear on the front panel display.
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hp fax 1240 series
chapter 3
42
fax
set the paper size for received faxes
You can select the paper size for received faxes. The paper size selected should
match what is loaded in your paper tray. Faxes can be printed on letter, A4, or
legal paper only (varies by country/region).
Note: If an incorrect paper size is loaded in the paper tray when a fax is
received, the fax will not print and an error message appears on the
display. Load letter, A4, or legal paper, and then press OK to print the fax.
1 Press Setup.
2 Press 3, then press 4.
This selects Basic Fax Setup and then Fax Paper Size.
3 Press ! to select an option, and then press OK.
set tone or pulse dialing
You can set the dial mode for tone or pulse dialing. Most phone systems work
with either type of dialing. If you have a public phone system or a private branch
exchange (PBX) system that requires pulse dialing, you may need to select Pulse
Dialing. The default setting is Tone Dialing. Some phone system features might
not be accessible if pulse dialing is used. In addition, it can take longer to dial
a fax number with pulse dialing. Contact your local phone company if you are
unsure which setting to use.
Note: If your phone system does not require pulse dialing, we recommend
using the default setting of Tone Dialing.
1 Press Setup.
2 Press 3, then press 5.
This selects Basic Fax Setup and then Tone or Pulse Dialing.
3 Press ! to select between Tone or Pulse.
4 Press OK.
adjust the ring volume
The HP Fax provides four levels for adjusting how loud it will ring when there is
an incoming fax or phone call. You can select Off, Low, Medium, or High. The
default setting is Medium.
1 Press Setup.
2 Press 3, then press 6.
This selects Basic Fax Setup and then selects the Ring Volume.
3 Press ! to select an option, and then press OK.
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user guide
use the fax features
43
fax
adjust the phone line monitor volume
The Phone Line Monitor Volume setting allows you to control the volume of the
dial tones and fax tones. You can select Low, Medium, or High. The default
setting is Medium.
1 Press Setup.
2 Press 3, then press 7.
This selects Basic Fax Setup and then selects the Phone Line Monitor
Volume.
3 Press ! to select an option, and then press OK.
forward faxes to another number
Use the Fax Forwarding feature to forward your received faxes to another fax
number. During the period you have Fax Forwarding enabled, your HP Fax will
not print received faxes. If a color fax is received, it will be forwarded in black-
and-white.
1 Press Setup.
2 Press 3, then press 8.
This selects Basic Fax Setup and then selects the Fax Forwarding Black
Only.
3 Press ! to select On, and then press OK.
4 At the prompt, enter the number of the fax machine that will receive the
forwarded faxes.
5 Press OK.
Fax Forwarding appears on the display.
edit or cancel fax forwarding
Once fax forwarding is enabled, you might need to change the number you are
forwarding to or you might want to cancel your fax forwarding setup altogether.
Follow the steps below to edit or turn off fax forwarding.
1 Press Setup.
2 Press 3, then press 8.
This selects Basic Fax Setup and then selects Fax Forwarding Black Only.
3 Press ! to select Off, and then press OK.
Tip: You can also cancel fax forwarding by pressing Cancel and
then 2, when “Fax Forwarding” appears on the front panel
display.

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