HP 2140 manual

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  • Brand: HP
  • Product: Fax machine
  • Model/name: 2140
  • Filetype: PDF
  • Available languages: English

Table of Contents

Page: 2
© Copyright 2009 Hewlett-Packard Development Company,
L.P.
The information contained herein is subject to change
without notice. No part of the document may be
photocopied, reproduced, or translated to another language
without the prior written consent of Hewlett-Packard
Company.
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 and 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 program material which it describes.
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
Always follow basic safety precautions when using this
product to reduce risk of injury from fire or electric shock.
• Read and understand all instructions in the setup poster.
• Telephone lines can develop hazardous voltages. To avoid
electrical shock, do not touch the contacts on the end of
the cord, or any of the sockets on the HP Fax. Replace
damaged cords immediately.
• Never install telephone wiring during a lightning storm.
• Observe all warnings and instructions marked on the
product.
• Unplug this product from wall outlets and telephone jacks
before cleaning.
• Do not install or use this product near water or when you
are wet.
• Install the product securely on a stable surface.
• 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.
• If the product does not operate normally, see the
Troubleshooting section of this user guide.
• No operator-serviceable parts inside. Refer servicing to
qualified service personnel.
• Use in a well ventilated area.
Note: Regulatory information can be found in the
Specification section of this guide.
WARNING! To prevent fire or shock hazard, do not
expose this product to rain or any type of moisture.
WARNING! Potential shock hazard
Page: 3
Contents 1
1 Quick start . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
Load paper . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
Load documents to fax or copy. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
Send a fax. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
Receive a fax . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
Make a copy . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
Make a telephone call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
2 HP Fax basics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
The HP 2140 Fax . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
Parts of the HP Fax. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
Control Panel of HP Fax . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
The menus . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
Overview of menu options. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
BASIC FAX menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
ADVANCED FAX menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
TOOLS menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
Loudspeaker . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
Navigate the menus . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
Ready mode . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
Menu buttons . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
Enter dates, times, text, and telephone numbers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
Most text fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
Fax header telephone number . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
Speed dialing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
Store a number in the phone book . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
Print the phone book. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
Dial from the phone book . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
One-touch dialing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
Phone book dialing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
Paper types and sizes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
Document types and sizes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
Set document resolution and contrast for a single copy . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
Adjust volume . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
Ringer volume. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
Speaker volume . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
Automatic fax redial. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
Contents
Page: 4
2 Contents
3 Additional features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
Set rings to answer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
Use Caller ID . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
Turn Caller ID on . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
See who called with Caller ID . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
Print a list of Caller ID numbers. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
Block junk fax numbers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
Add a junk fax number . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
Delete a number . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
Favorites . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
Save a document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
Delete a document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
Send a document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
Print a document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
Image TCR . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
Distinctive ring (DRPD) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
Step 1—Teach the HP Fax the ring pattern . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27
Step 2—Set up distinctive ring (DRPD) answer mode . . . . . . . . . . . . . . . . . . . . . . . . . . 27
Answer/receive mode . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27
4 Advanced faxing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
Broadcasting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
Delayed fax . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
Polling . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30
Setting send polling . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30
Polling another fax to receive . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31
To cancel the scheduled job . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31
Forward faxes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31
5 Feature reference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33
Set the date and time . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33
Turn on and off sounds . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33
WakeUp sounds . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33
Alarm sounds . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33
Key sounds . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34
Silent mode . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34
Set the fax header information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34
Print reports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34
Automatic reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34
Reports you can print . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35
Reprinting faxes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36
Clearing memory . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36
Loudspeaker . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37
Redial a number in memory . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37
Page: 5
Contents 3
6 Care and maintenance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38
Print cartridge information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38
View ink level . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38
Print the self test . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39
Replace the print cartridge . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39
Clear jammed documents and paper . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41
Document jams during transmission. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41
To clear document jam:. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41
Paper jams during printing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41
If the paper is jammed in the printing area . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41
If the paper is jammed in the paper feed area . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42
Maintain the print cartridge . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42
Clean the print cartridge . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42
Wipe the print cartridge contacts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42
Clean the contacts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42
Clean the cartridge carrier contacts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43
Clean the document scanner area . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44
Adjust the scanner . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45
LCD error messages. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46
Troubleshooting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48
Fax problems . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48
Print quality problems . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50
Paper feeding problems . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51
7 Specifications and regulatory information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52
Paper types and sizes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52
Document types and sizes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52
Acceptable documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52
Print cartridge . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53
Product specifications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53
A sample of ITU #1 test chart (reduced to 60.5%) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55
Environmental product stewardship program . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56
Regulatory notices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57
Use Hewlett-Packard support services . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59
Declaration of conformity . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61
Hewlett-Packard LIMITED WARRANTY STATEMENT . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62
Index. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63
Page: 6
4 Quick start
1 Quick start
This chapter gives you a quick introduction to the basic functions of your new fax
machine. Please refer to the later chapters for detailed instructions.
Load paper
You can load up to 50 sheets of plain paper in the input tray. Before loading the paper,
make sure the paper size is set correctly in the BASIC FAX menu. For more
information, see Paper Size on page 13.
The HP Fax is designed to work with a variety of plain papers (cotton bond 75–90 g/m2
(20–24 lb.)) in A4, Letter, and Legal sizes.
1 The “arrow buttons” located at the left and right of OK button on the control panel are
designated by in the instructions.
1
TIP: Some papers have a side that’s been conditioned for printing. The “print
side” is indicated on the paper’s packaging. Always load with the print side facing
you.
1 Slide the Paper Guide to Ltr or A4 paper width. Be sure not to bind the paper stack.
2 Pull the Paper Tray Cover toward you to open it.
NOTE: You must open the Paper Tray Cover to properly insert the paper.
2
1
Page: 7
Quick start 5
Load documents to fax or copy
Load documents to fax or copy
You can load up to 15 pages in the document feeder. Load the documents face down
(printed side toward the machine).
Send a fax
1. Place the document to be sent (up to 15 pages) in the document feeder.
2. Dial the number by using one of these methods:
• Entering the number and pressing Start.
• Lifting the handset, entering the number, and pressing Start.
• Using the Loudspeaker button to listen as you dial, then pressing Start.
• Pressing and holding a One Touch button. For more information, see One-
touch dialing on page 19.
• Pressing the Speed Dial button, when Search & Dial appears in the display,
press OK and search for the number. When the correct number appears,
press Start. For more information, see Phone book dialing on page 19.
3 Fan, neatly stack, then insert up to 50 sheets of paper with the print side facing you.
4 Push the Paper Tray Cover back into place.
4
3
Adjust guides to document width.
NOTE: One touch and speed dial locations must have been previously
programmed.
For more information, see Store a number in the phone book on
page 18.
Page: 8
6 Quick start
Receive a fax
Receive a fax
How faxes are received depends on how the Answer Mode/Receive Mode is set.
For more information, see Set rings to answer on page 23.
FAX answer mode
The fax machine will answer the telephone, automatically detect fax tones, and receive
a fax.
AUTO answer mode
In AUTO mode the telephone rings for a certain number of rings (see Set rings to
answer on page 23), then switches to FAX receiving.
TEL answer mode
If the answer Mode is set to TEL, you must manually receive faxes.
1. Answer the telephone.
2. If you hear fax tones, press the Start button.
3. Once you hear fax tones from both machines (this may take several seconds),
you should hang up the telephone.
Make a copy
You can make multiple copies of a 15 page document.
Single copy—default settings
1. Turn the page face down and insert it into the document feeder.
2. Press Copy twice.
Multiple copies or copies with options/settings
1. Turn the page face down and insert it into the document feeder.
2. Press Copy.
Number of Copies then 01 [01-50] will display.
3. If you want more than one copy, use the phone pad to enter the number of copies.
4. Press Copy to start copying or press OK to go to the next option.
Zoom Rate then 97% will display.
5. Press to select the reduction or enlargement percentage you want (50 –150).
6. Press Copy to start copying or press OK to go to the next option.
Print Order then Normal will display.
7. Press  to select Reverse if you want the last page printed first.
Printing the copies in reverse order will cause the first page to be on top when the
copy is complete.
8. Pressing either Copy or OK will start copying.
TIP: However, if you accidentally answer the telephone and hear fax tones,
press the Start button to receive the fax.
Page: 9
Quick start 7
Make a telephone call
Make a telephone call
Use one of the following methods:
• Pick up the handset and dial the number.
• Press and hold a One Touch number. This turns on the speaker. When you are
connected, pick up the handset. For more information, see One-touch dialing on
page 19.
• Press the Speed Dial button, when Search & Dial appears in the display, press
OK and search for the number. When the correct number appears, press Start.
This turns on the speaker. When you are connected, pick up the handset. For more
information, see Phone book dialing on page 19.
NOTE: One touch and speed dial locations must have already been entered
before you can use them. For more information, see Store a number in the
phone book on page 18.
Page: 10
8 HP Fax basics
2 HP Fax basics
This chapter lists the basic features of your new HP Fax and introduces you to the
machine.
The HP Fax features
The HP Fax offers the following features:
• 200 page fax memory
• 50 page paper tray
• 15 page document feeder
• Favorites capability: Scan the entire document into memory before sending
(see page 25).
• 100 speed dialing locations (including10 One-Touch speed dials) (see page 18).
• Distinctive Ring (DRPD) capability: Multiple numbers on the same phone line that
are differentiated by ring pattern (see page 26).
• Broadcasting: Send the same document to multiple destinations (see page 29).
• Fax forwarding: Forward documents to another fax machine (see page 31).
• Delayed fax: Send the document at a later time (see page 29).
• Send/Receive Polling: Retrieve a waiting fax or hold a fax to be picked up
(see page 30).
• Caller ID (see page 24).
• Last 10 number redial (see page 37).
• Junk fax blocking (with Caller ID) (see page 24).
• Reports to help you manage your work (see page 34).
Page: 11
HP Fax basics 9
The HP 2140 Fax
The HP 2140 Fax
Parts of the HP Fax
Figure 2-1 Front view
Figure 2-2 Rear view
1 Document support 5 Document feeder
2 Paper tray 6 Handset
3 Paper tray cover 7 Paper guide
4 Document guide 8 Paper support
1 Power cord socket
2 Connect handset to the HANDSET port.
3 Connect telephone line to the LINE port.
4
3
2
1
8
7
6
5
1
3
2
Page: 12
10 HP Fax basics
The HP 2140 Fax
Control Panel of HP Fax
Figure 2-3 Control panel of HP Fax
4
3
2
1
12
11
10
9
17
15
14
13
5
6
16
7 8
Label Icon Name and Description
1 Mode/Contrast:
• When no document is loaded, pressing this button changes the Receive Mode.
See Answer/receive mode on page 27.
• When a document is loaded, pressing this button changes the contrast for
faxing and copying.
2 Resolution: Improves the clarity of a document that you are faxing or copying.
3 Access Cartridge: Moves the print cartridge to the center so it can easily be
replaced.
4 Favorites: Enables you to store documents that are frequently faxed and send
them to selected fax numbers without the originals. Press Favorites repeatedly to
save, delete, send or print the documents.
5 Menu: Displays the options available for your HP Fax.
6  Scroll/Volume:
• When you are entering numbers or text, moves the cursor to the digit or
character to be edited.
• When Menu has been pressed, displays the next and previous menu options.
Referred to as the arrow keys in text and are designated by: .
• When no other button has been pressed, adjusts the ringer volume.
• If the handset is off hook, adjusts the handset volume.
• When Loudspeaker has been pressed, adjusts the speaker volume.
7 OK: Accepts the selection shown in the display.
8 Back: Allows you to return to the previous menu level.
Page: 13
HP Fax basics 11
The HP 2140 Fax
9 Number keypad: Dials telephone and fax numbers and enters letters and symbols
in text fields. The phone key pad is also used for one-touch dialing.
10 Symbols: [The 0 key]. Used to enter special characters when entering a name in a
text field.
11 Speed Dial: Stores and dials 100 telephone/fax numbers.
12 Redial/Pause:
• Automatically redials the last number or allows you to select one of the last 10
numbers to redial.
• Adds a pause while entering a speed dial number.
13 Mute: Mutes the telephone during a telephone call.
14 Loudspeaker: Allows you to listen to the telephone while dialing without lifting the
handset. Allows you to listen only. There is no speakerphone capability.
15 Cancel:
• In a Menu, stops an operation and returns to Ready mode.
• When entering text or numbers:
- Press once to backspace delete numbers or letters when editing.
- Hold down to delete entire field.
- Press again after holding down to return to Ready mode.
16 Start: Starts a fax job.
17 Copy:
• Press twice to copy a document with the default copy settings.
• Press once then set options. Press OK between options. Press Copy to copy
the document.
(continued)
Label Icon Name and Description
Page: 14
12 HP Fax basics
The menus
The menus
Help
List
Sent
Journal
Received
Journal
Phonebook
Sending
Confirm
Schedule
Inform
System
Data
Caller
ID
Junk
Fax
Print
Fax
REPORTS
Silent
Mode
Language
Country/Region
Sending
Confirm
Paper
Size
Auto
Reduction
Discard
Size
Rings
to
Answer
ECM
Mode
Send
From
Memory
Caller
ID
Set
Junk
Fax
No.
Auto
Journal
DRPD
Mode
Resolution
Contrast
Image
TCR
Dial
Mode
SET
DATE
&
TIME
SET
FAX
HEADER
BASIC
FAX
ADVANCED
FAX
SET
UP
SOUND
MEMORY
CLEAR
TOOLS
Fax
Number
Fax
Name
Date
Format
Date
&
Time
Set
Broadcasting
Set
Delayed
Fax
Set
Polling
Send
Cancel
Schedule
Set
Fax
Forward
WakeUp
Sound
Alarm
Sound
Key
Sound
Clean
Cartridge
Align
Cartridge
View
Ink
Level
Adjust
Scanner
Self
Test
Fax
Header
Dial/Schedule
Journal
Factory
Default
Page: 15
HP Fax basics 13
Overview of menu options
Overview of menu options
Your fax machine has settings that you can change. To find out how the options are
currently set, print the System Data report (see Print reports on page 34).
To change these settings, see Navigate the menus on page 15.
The tables below shows the options for a menu in the left column and their setting
choices in the right column.
BASIC FAX menu
Option Settings
Silent Mode You can turn off the machine sounds either manually or on a daily schedule (for
example, to turn off the sounds after work hours and overnight).
The settings are: Off, On-Always, and On-Daily. For more information, see Silent
mode on page 34.
Language There are 4 languages you can use for display and reports: English, French,
Spanish and Portuguese.
Sending Confirm A confirmation report shows whether the transmission was successful or not, how
many pages were sent, etc.
ON: prints a confirmation report automatically each time you send a fax.
OFF: never prints a confirmation report (You can print one manually
(see Print reports on page 34)).
ERROR: prints only when an error occurs.
Note that this report can include the Image TCR (see Image TCR on page 26).
Paper Size A4, Letter and Legal are the paper sizes you can use to receive faxes and copy.
Auto Reduction When receiving a document as long as or longer than the paper loaded, the
machine can automatically reduce the data to fit your paper. If the fax machine
cannot fit the data into one page with the feature enabled, the data is divided and
printed in actual size on two or more sheets. The settings are On and Off.
Discard Size If you turn the Automatic Reduction option off, you can set the fax machine
to discard any excess image at the bottom of the page when receiving a document
as long as or longer than the paper loaded in your machine. If the incoming fax is
out of the margin you have set, it will be printed on two sheets of paper.
The Discard Size can be 00 to 30 mm.
Rings To Answer You can select the number of rings before answering an incoming call. If you are
using your machine as both a telephone and a fax machine (AUTO mode), we
suggest you set the ring count to at least 4 to give you time to answer.
The number of rings can be 2 to 7.
ECM Mode Error correction mode compensates for poor line quality and ensures accurate,
error-free transmission with any other ECM-equipped facsimile machine. If the line
quality is poor, transmission time may be increased when ECM is enabled.
The settings are On and Off.
Page: 16
14 HP Fax basics
Overview of menu options
ADVANCED FAX menu
Send From Memory You can set your machine to scan a document into memory and then send the fax.
The settings are On and Off.
Caller ID
(This option is not
available in all
countries/regions.)
You can see the number of the person calling you. Before using this feature, Caller
ID service must be installed on your telephone line by the telephone company.
The settings are On, On w/ Junk Fax, and Off. For more information, see Use
Caller ID on page 24.
Set Junk Fax No.
(This option is not
available in all
countries/regions.)
If you have Caller ID set to On w/ Junk Fax, you can block faxes from particular
numbers. You must have received a fax from that number to block it. Even though
you have added junk fax numbers, if you turned off the Caller ID option above, the
Junk Fax protection will be removed. The settings are Add and Delete.
Auto Journal The Auto Journal shows the specific information concerning transmission or
reception activities, the time and date of most recent 40 transmissions or
receptions.
The settings are On and Off.
DRPD Mode Distinctive ring (DRPD—distinctive ring pattern detection) is a service provided by
some telephone companies that assigns two phone numbers to one phone line,
each of which makes your phone ring differently. If you subscribe to this service,
you can program your machine to learn one phone number and distinctive ring for
incoming faxes. For more information, see Distinctive ring (DRPD) on page 26.
Resolution Sets the default resolution when copying and faxing.
The settings are: Standard, Fine, and Superfine. For more information, see Set
document resolution and contrast for a single copy on page 21.
Contrast Sets the default contrast when copying and faxing.
The settings are: Normal, Lighten, Photo, and Darken. For more information, see
Set document resolution and contrast for a single copy on page 21.
Image TCR Image TCR prints a sending confirm page with a miniature image of the first page
of the fax. The settings are On and Off. For more information, see Image TCR on
page 26.
Dial Mode
(This option is not
available in all
countries/regions.)
Set the dialing mode to the type of the exchange to which you are connected: Tone
or Pulse.
(continued)
Option Settings
Option Settings
Set Broadcasting Allows you to send a fax to several fax numbers at once.
Set Delayed Fax Allows you to set up a fax to be sent at any time in the next 24 hours.
Set Polling Send Allows you to set up a fax to be polled by another machine.
Page: 17
HP Fax basics 15
Loudspeaker
TOOLS menu
Loudspeaker
You do not need to pick up the handset to make a phone call. When dialing, just press
the Loudspeaker button and enter the numbers. When your party answers, pick up
the handset to talk to them. This feature is especially useful for checking voicemail
messages.
While you are using Loudspeaker, do not place the handset beside the speaker, as
this may result in noise interference.
Navigate the menus
Ready mode
Whenever the HP Fax is ready for faxing and copying (called Ready mode), it will
display the date, time, and answer mode. For example, OCT-05 14:23 FAX.
Menu buttons
Use the Menu buttons to navigate the menu items.
Cancel Schedule Cancels all scheduled faxes.
Set Fax Forward Allows you to forward incoming faxes to another fax number.
(continued)
Option Settings
Option Settings
Clean Cartridge Cleans the print cartridge to improve print quality.
Align Cartridge Aligns the print cartridge to improve print quality.
View Ink Level Allows you to see the estimated level of ink remaining in the cartridge.
Adjust Scanner Use only if you have dropped the fax machine.
Self Test Prints a self test to allow you to troubleshoot problems.
NOTE: Your HP Fax does not have speakerphone capabilities. The loudspeaker
enables you to hear calls but you must speak using the handset.
TIP: If you want to share the conversation with somebody beside you, pick up
the handset and press Loudspeaker. The line is still connected and everybody
can listen to the conversation.
Page: 18
16 HP Fax basics
Enter dates, times, text, and telephone numbers
Example To change the default Resolution setting to Fine, you would take the
following steps.
1. Press the Menu button repeatedly until BASIC FAX displays.
2. Press OK.
Silent Mode will display.
3. Use the  to scroll until Resolution displays.
4. Press OK.
Standard will display.
5. Use the  to scroll until Fine displays.
6. Press OK.
7. Press Cancel to return to Ready mode.
Enter dates, times, text, and telephone numbers
Use these buttons when menu items ask you to enter dates, time or text.
• If the date format seems unfamiliar, check that you selected the correct one for
your country when setting up your HP Fax (see Set the date and time on
page 33).
• Some items on the display will show up with the blinking cursor under the item to
change. Simply press the key for the new character or number or use the to
move to the one you want to change.
• To enter a pause in a telephone number, press Redial/Pause. A P will appear in
the display. Press the button multiple times for a longer pause.
• When entering text, press the phone pad button repeatedly to scroll through the
characters. Use the following table for reference.
1 Press the Menu button to access the menu system.
2 Use the  buttons to scroll through the options on a particular level.
3 Press OK to select a particular menu option.
4 Press Cancel to return to Ready mode.
4
2
3
1
Page: 19
HP Fax basics 17
Enter dates, times, text, and telephone numbers
Most text fields
The letters and numbers scroll as shown next to each button for text fields such as the
phone book. Press the 2 to display an A and press  for the cursor to advance
before pressing 3 to select D. If you want a B, press 2 twice in rapid succession.
For example, to enter ‘Jacque & Baja,Inc.’ follow these steps.
Table 2-1 Keys to enter text and numbers
Key Produces Key Produces
1 “space” 1 6 M N O 6
2 A B C 2 7 P Q R S 7
3 D E F 3 8 T U V 8
4 G H I 4 9 W X Y Z 9
5 J K L 5 0 + - , . ‘ / * # & 0
Press Result
r, o, , ooo, tt, uu, pp ‘JACQUE’ will display.
n Enters a space.
mmmmmmmmm ‘&’ will display.
n Enters a space.
oo, , o, r, o ‘BAJA’ will display.
mmm ‘,’ will display.
qqq, ss, ooo ‘INC’ will display
mmmm ‘.’ will display.
Page: 20
18 HP Fax basics
Speed dialing
Fax header telephone number
For most telephone numbers you can only enter the numbers (for example,
1234567890). For the fax header that prints on all your faxes (see Set the fax header
information on page 34), you can enter some punctuation in the number.
To punctuate the telephone number in the fax header, use these keys.
For example, to enter ‘+123 456 7890’ follow these steps.
Speed dialing
Your HP Fax has a built-in phone book that allows you to enter up to 100 names and
numbers for faxing or telephone use. Once entered, you can dial the number by any of
these methods.
• One-Touch (first 10 numbers)
• Searching the phone book through the Speed Dial button
All numbers must be stored in the phone book before use.
Store a number in the phone book
Once in the phone book these numbers can be dialed using one touch buttons, or by
searching the phone book through the Speed Dial button.
1. Press Speed Dial button repeatedly until New & Edit appears and press OK.
The display shows Speed [00-99]>##.
2. Enter a two-digit number and press OK.
Numbers from 00 to 09 will be used for One-Touch dialing.
3. Enter the telephone/fax number you want to store (up to 40 digits) and press OK.
Table 2-2 Keys to punctuate the fax header telephone number
Key Produces
# “space”
* +
Press Result
* ‘+‘ will display.
n, o, p ‘123’ will display.
# Enters a space.
q, r, s ‘456’ will display.
# Enters a space.
t, u, v, m ‘7890’ will display.
Page: 21
HP Fax basics 19
Speed dialing
• If you want a pause between numbers (for example, when entering an access
code where you need to wait for a second dial tone), press Redial/Pause. A P
appears in the display. For a longer pause, simply press Redial/Pause again.
• If you make a mistake while entering a number, use  to move the cursor
under the digit, then enter the correct digit.
• Cancel will backspace delete in the field.
• Holding down Cancel will clear the whole field.
4. Enter the name (up to 20 characters) and press OK.
If you do not want a name, just skip this step by pressing OK.
5. Press Cancel to exit.
Print the phone book
1. Press Menu repeatedly until REPORTS appears and press OK.
2. Press  until Phonebook displays and press OK.
Dial from the phone book
Dialing works the same for both faxes and telephone calls. If a document is loaded in
the document feeder, the HP Fax sends the fax.
One-touch dialing
S Press and hold the number (0 through 9) on the phone pad.
You can refer to the number assigned to each code by printing the phone book.
See Print the phone book on page 19.
Phone book dialing
You can search the entire phone book to find the number you want to dial.
Search sequentially through the phone book
1. Press Speed Dial button once and when Search & Dial appears, press OK.
2. Press  to move upward or downward through the directory until you find the
number you want.
3. When the number you want appears in the display, press Start to dial.
Search for a particular first letter
1. Press Speed Dial button once and when Search & Dial appears, press OK.
2. Press the phone pad button labelled with the letter you want to find.
• For example, if you want to find the name ‘NEW YORK’, press the 6 button,
which is labelled with ‘MNO’.
• The machine finds the closest entry.
• If the machine cannot find a name that begins with the given letter, the machine
shows the message Not Found.
3. When the name and number you want appears in the display, press Start.
TIP: If you have subscribed to a Caller ID service, we recommend that you enter
a name.
Page: 22
20 HP Fax basics
Paper types and sizes
Paper types and sizes
The HP Fax is designed to work optimally with plain paper (cotton bond: 20 lb.,
75 g/m2
) in the following sizes: A4, Letter, and Legal.
You can load up to 50 sheets of paper in the paper tray. Satisfactory print and receive
quality can be obtained with many types of plain paper. Since the quality of plain paper
varies widely, test the print quality before buying large quantities of paper.
Your machine uses a variety of papers including:
• Copier paper
• Bond paper
• Dual-purpose paper
Because all paper varies in physical characteristics, you can receive mixed results
from different packages of paper even though the packages contain the same type of
paper. If you encounter undesirable results, try the other side of the paper, a different
type, or another package of the same kind of paper.
Do not use the following types of paper with your machine:
• Continuous form feed paper
• Synthetic paper (Tyvek®, etc.)
• Thermal paper
• Multi-sheet forms and documents
• Chemically treated paper (pressure-sensitive paper, carbon-coated paper, etc.)
• Coated (glossy, photo, etc.)
• Papers with raised, embossed lettering
Document types and sizes
The following document size is acceptable when you send a fax.
• The minimum document size is 148 mm (5.8 in.) wide by 128 mm (5 in.) long.
• The maximum size is 216 mm (8.5 in.) wide by 356 mm (14 in.) long.
Follow these tips to ensure worry-free faxing.
• Be sure that your document is dry and free of staples, paper clips, and other
foreign objects.
• If you are sending more than one sheet, make sure the bottom sheet enters first.
Insert the sheets with a slight push to ensure smooth feeding.
• For multiple sheets, all pages of the document must be the same size and paper
type.
TIP: Some papers have a side that’s been conditioned for printing. The print side
is usually indicated on the paper’s packaging. Always load with the print side
facing you.
Page: 23
HP Fax basics 21
Set document resolution and contrast for a single copy
• If you are loading pages that are unusually thick or thin, feed one sheet at a time.
If the document does not feed correctly, open the control panel, remove the
document, and try loading it again.
• For more information on what kind of paper you can use for documents,
see Acceptable documents on page 52.
DO NOT try to send documents that are:
• wet
• covered with wet ink or paste
• wrinkled, curled, or folded
• too thin (less than 0.07 mm (0.18 in.) thick—onionskin, airmail paper, etc.)
• too thick (more than 0.15 mm (0.38 in.) thick—index cards, file folders)
• chemically processed (pressure-sensitive paper, carbon-coated paper, etc.)
• coated (glossy, etc.)
• too small or short (such as a label, voucher, etc.)
• made of cloth or metal
To send these documents, use an office copier to make a photocopy first, and then
send the copy.
Set document resolution and contrast for a single copy
Document resolution and contrast are set in the same manner for both faxes and
copies. For most faxes and copies, default settings will work well.
If you need to send/copy a document with unusual contrast characteristics, including
images/embedded pictures, you can adjust the resolution and contrast for that
document using the control panel buttons.
We recommend you use documents with a high contrast, such as, documents printed
using a high quality printer, felt tip pen, black ink, or typewriter. The paper should be
white or very light, and of normal weight, not cardboard or onionskin.
Blue lines on a ruled pad don’t fax well. For more information on the types of paper you
can use for documents, see Document types and sizes on page 20.
1. Turn the page face down and insert it into the document feeder. For more
information, see Load documents to fax or copy on page 5.
2. Press Resolution repeatedly to select the option you want:
• STANDARD works well for printed or typewritten originals with normal-sized
characters.
• FINE is good for documents containing a lot of detail.
TIP: You can also change the default settings for all documents using the menu.
See BASIC FAX menu on page 13.
NOTE: You must set the resolution and contrast before dialing the number.
Page: 24
22 HP Fax basics
Adjust volume
• SUPER FINE works well for documents containing extremely fine detail;
for example, a map or engineering drawing. SUPER FINE only works if the
remote machine also has the SUPER FINE feature.
3. Press Mode/Contrast repeatedly to select the option you want:
• NORMAL is used for normal handwritten, typed, or printed documents.
• LIGHTEN is used with very dark print.
• DARKEN is used with light print or faint pencil markings.
• PHOTO is used when faxing images/embedded pictures or other documents
containing color or gray shades. When Photo is chosen, the resolution is
automatically set to FINE.
4. Dial the number and press Start or press Copy.
When sending/copying is finished, resolution/contrast automatically returns to default.
Adjust volume
You can adjust the volume level for both the ringer and the speaker.
Ringer volume
S Press  when the fax is in Ready mode to adjust the volume of the ringer.
Whenever you press the button, it will increase or decrease the volume.
Speaker volume
1. Press Loudspeaker.
2. Then press to adjust the volume of the speaker.
Automatic fax redial
When you send a fax, if the number you have dialed is busy or there is no answer,
the machine will automatically redial the number every three minutes up to two times.
If you wish to manually redial the number immediately, press Start after the display
shows To redial now, press Start.
Or, press Cancel to stop redialing and the machine returns to Ready mode.
NOTE: SUPER FINE mode is not used when sending documents scanned into
memory (i.e., Broadcasting and Delayed Fax). If you are sending document using
one of these methods, SUPER FINE will be changed back to FINE even though
you selected SUPER FINE.
NOTE: The volume 0 indicates that the machine will not ring when a call is
received.
Page: 25
23
Additional features
3 Additional features
This chapter contains information on additional features you may want to set or change
for your HP Fax.
• Rings to answer: Sets the number of rings before the HP Fax answers the phone.
• Caller ID: If you subscribe to Caller ID through your local phone company, you can
use it with your HP Fax.
• Block Junk Faxes: In conjunction with Caller ID, you can block certain numbers
from sending you a fax.
• Favorites
• Image TCR
• Distinctive Ring
• Answer/Receive mode: Determines how the HP Fax responds to incoming calls.
Set rings to answer
You can select the number of rings that will occur before the fax answers an incoming
call.
1. Press Menu repeatedly until BASIC FAX displays and press OK.
2. Press  until Rings to Answer displays and press OK.
3. Enter the number of rings you want (2–7) and press OK.
The HP Fax rings the set number of times and then answers. It then produces a
different sounding ring to alert you to which type of call is incoming.
• The additional ring may occur once for a fax call
• The additional ring occurs 5 times for a voice call.
1 The “arrow buttons” located at the left and right of OK button on the control panel are
designated by  in the instructions.
1
NOTE: If you are using your machine as both a telephone and a fax machine,
we suggest you set the ring count to at least 4 to give you time to answer.
Page: 26
24 Additional features
Use Caller ID
Use Caller ID
Many countries have the Caller ID system that enables the receiver to view the
numbers or names of callers. Once you have subscribed to Caller ID services through
your local phone company, your machine can display caller information.
Turn Caller ID on
1. Press Menu repeatedly until BASIC FAX displays and press OK.
2. Use the  to scroll to Caller ID and press OK.
3. Use the  to scroll to the desired option and press OK.
• On: Activates the Caller ID feature.
• On w/ Junk Fax: Activates Caller ID and ignores any fax registered as a junk
fax (Block junk fax numbers on page 24).
• Off: Deactivates the Caller ID feature.
See who called with Caller ID
This function allows you to see who has called. You cannot dial these numbers.
1. Hold Redial/Pause for about two seconds.
2. Press  until Caller ID displays and press OK.
3. Scroll through the numbers by pressing .
Print a list of Caller ID numbers
1. Press Menu repeatedly until REPORTS displays and press OK.
2. Press  until Caller ID displays and press OK.
Block junk fax numbers
If you subscribe to Caller ID through your local phone company, you can block future
faxes from numbers on the Caller ID List. Before using this feature, you must set the
Caller ID option to On w/ Junk Fax (see Use Caller ID on page 24).
Add a junk fax number
1. Press Menu repeatedly until BASIC FAX appears and press OK.
2. Press  until Set Junk Fax No. displays and press OK.
3. Press  until Add displays and press OK.
The machine shows the first Caller ID number.
4. Press  to find the Caller ID number you want to register as a junk fax and
press OK.
You can enter up to 20 numbers. Numbers which have already been entered as a junk
number are marked by * at the end of the display.
NOTE: This option is not available in all countries/regions.
NOTE: This option is not available in all countries/regions.
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Additional features 25
Favorites
Delete a number
1. Press Menu repeatedly until BASIC FAX appears and press OK.
2. Press  until Set Junk Fax No. displays and press OK.
3. Press  until Delete displays and press OK.
The machine shows the first junk number.
4. Press  to scroll to the junk fax number you want to delete and press OK.
Favorites
Favorites enables you to store documents that are frequently faxed and send them to
selected fax numbers without the originals.
Save a document
1. Load the documents face down in the document feeder.
2. Press Favorites repeatedly until Save appears and press OK.
3. Enter the document ID name (up to 15 characters) by using the number keypad.
4. Press OK.
The document will be scanned into memory.
Exceeded Job Memory message appears when you try to save more than
five Favorites.
Delete a document
1. Press Favorites repeatedly until Delete appears and press OK.
2. Press  and then OK to select one or all documents. If you select one
document, press  and when the correct document ID is displayed, press OK.
3. Select Y and press OK when the machine asks if you are sure.
Send a document
1. Press Favorites repeatedly until Send appears and press OK.
2. Press  to scroll to the document you want to send and press OK.
3. Enter the fax number.
4. Press OK when the correct number is displayed.
If you have more destinations, select Y and press OK when asked Another? Y/N
and repeat from step 3.
Print a document
1. Press Favorites repeatedly until Print appears and press OK.
2. Press  and then OK to select one or all documents. If you select one
document, press  and when the correct document ID is displayed, press OK.
NOTE: When you use this feature, PHOTO contrast and SUPER FINE resolution
are not supported.
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26 Additional features
Image TCR
Image TCR
Image TCR (Transmission Confirmation Report) is a valuable tool for keeping records
of faxes you send. It prints a Sending Confirm page with a miniaturized image of the
first page of the fax on it. See the following example.
To use image TCR, you must set these Menu options to On: Image TCR and Sending
Confirm. Follow these instructions to set the menu options:
1. Press the Menu button repeatedly until BASIC FAX displays and press OK.
2. Use the  buttons to scroll to Sending Confirm and press OK.
3. Use the  buttons to select On and press OK.
4. Use the  buttons to scroll to Image TCR and press OK.
5. Use the  buttons to select On and press OK.
6. Press Cancel to return to Ready mode.
Distinctive ring (DRPD)
Distinctive ring or distinctive ring pattern detection (DRPD) is a service offered by
some telephone companies. When you subscribe to this service through your local
phone company, you have different ring patterns; such as double ring and triple ring,
that allow you to have different telephone numbers on one physical line. Your HP Fax
works with distinctive ring service.
Use Distinctive Ring to set your HP Fax to answer one of your phone numbers as a fax
only line. The phone number (ring pattern) that you teach the HP Fax will be answered
as if the machine is in FAX mode. All other numbers on the same line will be answered
if they are in AUTO mode.
NOTE: Image TCR is unavailable if the resolution is set to Super Fine.
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Additional features 27
Answer/receive mode
If you have this service follow both of these instructions in this order to set it up and
use it.
Step 1—Teach the HP Fax the ring pattern
The HP Fax will learn the ring pattern when you call it from another telephone or fax
machine.
1. Be ready to call the fax machine.
2. Press Menu repeatedly until BASIC FAX displays and press OK.
3. Use  to scroll through the options until DRPD Mode displays and press OK.
Call this fax from another fax machine... Waiting Ring...
will display.
4. Call the HP Fax.
DRPD OK will display when the pattern has been learned and the HP Fax will return
to Ready mode.
Step 2—Set up distinctive ring (DRPD) answer mode
Once you have activated distinctive ring, it becomes one of the answering modes you
can select by pressing the Mode/Contrast button.
S Press Mode/Contrast repeatedly until DRPD Mode appears in the display.
• In Ready mode, DRPD appears in the right hand corner of the display.
• Now, the HP Fax will manage calls and faxes as if it were set to AUTO mode
(AUTO mode on page 28)
Answer/receive mode
How the product receives faxes depends on the answer/receive mode you chose when
you set up the product. You can send faxes in any answer/receive mode. The answer/
receive mode setting determines how the device answers the incoming call.
TIP: Distinctive ring must be set up again if you reassign your fax number
or connect the machine to another telephone line. Once set up again (that
is, the fax machine has learned the ring pattern and the answering mode is
correctly set), you should test the fax machine by calling the fax number
and another number on the same line. The machine should respond
appropriately to a call placed to the fax number with fax tones, and to a
normal telephone call with the expected ring pattern.
How are you going to use your HP Fax? Read about...
• Fax machine with few or no voice calls. FAX mode
• Telephone and fax machine. AUTO mode
• Using Distinctive Ring (DRPD) service to
set up a separate telephone number for
your fax on the same physical line as your
other numbers.
See Distinctive ring (DRPD) on
page 26.
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28 Additional features
Answer/receive mode
S When no document is loaded, press the Mode/Contrast button until the desired
option displays.
• Telephone with few or no fax calls. TEL mode
• FAX
mode
• In Ready mode, FAX appears in the right hand corner of the
display.
• When you get a call, the machine answers and receives the fax
automatically. When reception is complete, the machine returns to
Ready mode.
• If you want to change the number of rings before it answers,
see Set rings to answer on page 23.
• AUTO
mode
• In Ready mode, AUTO appears in the right hand corner of the
display.
• When a call comes in, the machine answers it. If a fax is being sent,
the device receives the fax. If the machine does not sense a fax
signal, it will ring 5 times in a different tone to tell you it may be a
regular telephone call. If you do not pick up the handset it will try
again to receive a fax after several more rings.
• If you want to change the number of rings before it answers,
see Set rings to answer on page 23.
• TEL
mode
• In Ready mode, TEL appears in the right hand corner of the display.
• Automatic fax reception is turned off. You can receive a fax only by
lifting the handset and pressing Start.
(continued)
How are you going to use your HP Fax? Read about...
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29
Advanced faxing
4 Advanced faxing
In this chapter, you will learn how to use the advanced fax features of your machine.
Broadcasting
With Broadcasting you can have your HP Fax send your fax up to 20 fax numbers at
once. The documents are automatically erased from memory when Broadcasting is
finished.
1. Turn the document face down and feed it into the machine.
2. Press Menu repeated until ADVANCED FAX displays and press OK.
3. Select Set Broadcasting by pressing  and press OK.
4. Enter the fax number.
• You can enter 20 fax numbers into one job.
5. Press OK when the correct number appears in the display.
• If you have more destinations, select Y by using  and press OK when
asked Another? Y/N and repeat steps from 4.
• If you have finished entering all the numbers, answer N and press OK.
The document will be scanned into memory before transmission.
Delayed fax
You can set your machine to send a fax any time in the next 24 hours. For example, it
is usually cheaper to send a fax at night because telephone rates are lower than they
are during the day. To cancel a scheduled fax, see To cancel the scheduled job on
page 31.
1. Turn the document face down and feed it into the machine.
2. Press Menu repeatedly until ADVANCED FAX appears and press OK.
3. Select Set Delayed Fax by pressing  and press OK.
4. Enter the fax number.
• You can enter 20 fax numbers into one job.
1 The “arrow buttons” located at the left and right of OK button on the control panel are
designated by  in the instructions.
1
TIP: One touch buttons do not work with this Broadcasting function.
TIP: One touch buttons do not work with Delayed Fax.
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30 Advanced faxing
Polling
5. Press OK when the number appears in the display.
• If you have more destinations, select Y by using  and press OK when
asked Another? Y/N and repeat steps from 4.
• If you have finished entering all the numbers, answer N and press OK.
6. Enter the name if you want to name the transmission.
If not, skip this step.
7. Press OK.
8. Enter the time (in the next 24 hours) for the transmission to start.
9. Press OK when the time appears correctly in the display.
The document will be scanned into memory before transmission and be sent at the
programmed time.
Polling
Polling enables you to set up a document so it can be retrieved at a later time.
For example, you can place the document in your machine, and the other party can
retrieve it when they are in the office or when their calling rates are lower.
Setting send polling
You can program your fax machine to send a document when it is requested by a
remote fax machine.
1. Turn the document face down and feed it into the machine.
2. Press Menu repeatedly until ADVANCED FAX appears and press OK.
3. Select Set Polling Send by pressing  and press OK.
Poll Code [0000] will display.
4. Enter the poll code you want to use for this document and press OK.
• The poll code is preset to 0000, which means that the receiver does not need
to enter a poll code to receive the document.
• The poll code is not static. You enter a new one for each document.
• The poll code is used to prevent your document from being retrieved by an
unauthorized caller.
• Your machine starts scanning the document(s) into memory and shows
POLLING SEND in the display. If the answer mode was TEL, the machine
changes it to FAX mode automatically.
• When it is polled, the page in memory will be deleted automatically. To cancel
Send Polling, see To cancel the scheduled job on page 31.
NOTE: Your HP Fax allows you to set one poll job at a time and it can be
retrieved once.
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Advanced faxing 31
To cancel the scheduled job
Polling another fax to receive
You can dial another fax machine that has a document waiting and request it to be sent
to your fax machine.
1. Dial the telephone number of the remote machine that is ready to be polled.
2. Press Menu when you hear a fax tone from the remote machine.
The display shows To poll documents press Start.
3. Press Start.
4. Enter the other fax’s Poll Code to retrieve the document, and press OK.
The HP Fax receives and prints the polled document.
To cancel the scheduled job
All scheduled jobs remain in memory after they have been set. To make more memory
available, cancel unnecessary scheduled jobs.
1. Press Menu repeatedly ADVANCED FAX appears and press OK.
2. Select Cancel Schedule by pressing  and press OK.
3. Select the scheduled job you want to cancel by pressing .
4. Press OK to cancel the selected schedule.
Forward faxes
While you are away from your home or office, you do not have to miss important faxes.
Your machine can forward any faxes it receives to a fax machine at your current
location, and if you choose, it can print a copy for you to review when you get back
as well.
A Sending Confirm report will print for every fax that is forwarded.
1. Press Menu repeatedly until ADVANCED FAX appears and press OK.
2. Select Set Fax Forward by pressing  and press OK.
3. Use  to select the option you want and press OK.
• Off: disables fax forwarding
• Forward: forwards a fax to your new location
• Forward & Print: prints a fax and also forwards it to your new location
4. If you selected Forward or Forward & Print, Tel: will display.
a. Enter the fax number and press OK.
TIP: One touch buttons do not work in this area.
NOTE: If the other fax machine does not have a poll code, enter 0000.
NOTE: Not all fax machines have polling capability, and polling
incompatibility sometimes occurs between fax machines made by different
manufacturers.
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32 Advanced faxing
Forward faxes
Start Date&Time will display.
b. Press OK.
The current date and time will display.
c. Enter the start time and press OK.
End Date&Time will display.
d. Press OK.
e. Enter the end time and press OK.
• The machine returns to Ready mode and FWD will appear in the display at
the start time and every fax will be forwarded to your new location till the
end time.
• During forwarding time, the answer mode temporarily changes to FAX.
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33
Feature reference
5 Feature reference
This chapter contains instructions for other features of the HP Fax that you may want
to use from time to time.
Set the date and time
The current date and time are shown in the display when the machine is on and ready
for use (Ready mode). The date and time will be printed on all faxes you send.
1. Press Menu.
2. Press  to choose SET DATE & TIME and press OK.
3. Press OK when the display shows Date Format.
4. Press  to select either Europe (day month year) or USA (month day year) and
press OK.
5. Press OK when the display shows Date & Time.
6. Use the keypad to enter the date and time. You can move the cursor by
pressing . Enter the hour in 24-hour format.
7. Press OK.
Turn on and off sounds
You can turn on and off the sounds the HP Fax makes.
WakeUp sounds
WakeUp sound will ring at a specific time set even when Silent Mode is enabled.
1. Press Menu repeatedly until SET UP SOUND appears and press OK.
2. WakeUp Sound will display. Press OK.
3. Select On and enter the time you want the HP Fax to ring. Press OK.
Select Off to turn off WakeUp Sound. Press OK.
Alarm sounds
Alarm sounds include the fax tones and beeps.
1. Press Menu repeatedly until SET UP SOUND appears and press OK.
2. Press  to select Alarm Sound and press OK.
3. Select On or Off and press OK.
1 The “arrow buttons” located at the left and right of OK button on the control panel are
designated by  in the instructions.
1
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34 Feature reference
Set the fax header information
Key sounds
The Key sounds are the beeps the keys make.
1. Press Menu repeatedly until SET UP SOUND appears and press OK.
2. Press  to select Key Sounds and press OK.
3. Select On or Off and press OK.
Silent mode
You can turn the sounds of the HP Fax (including ringing) on and off using the control
panel button. You can also set all sounds to turn off on a daily schedule; for example,
turn all the sounds off between 8 pm and 8 am.
1. Press Menu repeatedly until BASIC FAX appears and press OK.
2. Silent Mode will display. Press OK.
3. Select On-Daily and press OK.
From: 00h To: 23h will display.
4. Enter a start time and an end time and press OK.
Set the fax header information
This information is required by law in many countries. The fax header prints your name
and fax number on the top of every fax you send.
1. Press Menu repeatedly until  SET FAX HEADER displays and press OK.
2. Press OK when the display shows Fax Number.
3. Enter the fax number to which your machine is connected.
• You can enter up to 20 digits, and include special characters (space, plus sign,
etc). For more information, see Fax header telephone number on page 18.
• To enter a space, press # once.
• To enter a plus sign +, press *.
• If you enter a wrong number, use  to move to the number and correct it.
4. Press OK when finished.
5. Press OK when the display shows Fax Name.
6. Enter the fax name (up to 40 characters) by using the number keypad.
• You can include special characters (space, plus sign, etc.). For more
information, see Enter dates, times, text, and telephone numbers on
page 16.
7. Press OK when the name in the display is correct.
Print reports
Your fax machine can print many reports for your use.
Automatic reports
These reports print automatically.
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Feature reference 35
Print reports
Reports you can print
You can print these reports whenever you need to. Some of these reports can be set to
print automatically also.
1. Press Menu repeatedly until REPORTS appears and press OK.
2. Choose the report you want by using .
3. Press OK when the desired report is displayed.
4. The selected report will be printed. The available reports are shown below:
Report name Content
Multi-Communication This report prints automatically if you have faxed documents to more
than one location by using Broadcasting.
Power Fail Report If you have a scheduled job (such as, delayed fax and send poll) and
there is a power failure, this report is printed automatically when
power is restored.
Report name Content
Help List This report covers the machine’s basic functions and commands. It
can also be used as a quick reference guide.
Sent Journal
Received Journal
These reports show information concerning the transmission and
reception activities. They can be printed on command. Or if the
machine is set to do so, they will automatically print after every 40
transmissions or receptions. For more information, see Auto
Journal under the “BASIC FAX menu” on page 13.
Phonebook This report shows all of the numbers currently stored in the fax
machine’s memory as One-Touch Dial and Speed Dial.
Sending Confirm This report shows the fax number, the number of pages, elapsed time
of the operation, the communication mode, and the communication
results. To set up your machine to automatically print, see Sending
Confirm under the “BASIC FAX menu” on page 13.
Schedule Inform This report shows the document currently stored for Delayed FAX and
Send Polling along with the fax number, starting time and type of
scheduled event.
System Data This report shows the current settings of your HP Fax. After you have
changed any setting, print this report to check your changes.
Caller ID If Caller ID is turned on, this report shows the most recent 30 callers
who have called your machine. The report will be empty if you don’t
have Caller ID turned on.
Junk Fax This report shows the telephone numbers that are marked as a junk
fax to be blocked.
Print Fax Your machine stores fax data into memory as far as the memory is
available and lets you print it at later time. For more information, see
Reprinting faxes on page 36.
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36 Feature reference
Reprinting faxes
Reprinting faxes
You may sometimes need to reprint a received fax. Your machine stores the most
recently received faxes in memory (approximately 200 pages). As this memory is filled,
old faxes that have been printed will be erased to make room for new faxes.
1. Press Menu repeatedly until REPORTS appears and press OK.
2. Press  to choose Print Fax and press OK.
• If there are only old faxes, the machine will automatically print all of them and
return to Ready mode without moving to the next step.
• If there are no faxes in memory, the machine will inform you by displaying
Memory Empty.
• If there are both old faxes and unprinted faxes in memory, the machine will go
to step 3.
3. Select between Print New Fax or Reprint Old Fax and press OK.
• Print New Fax: The machine prints all new faxes which have never been
printed.
• Reprint Old Fax: The machine prints all faxes regardless of new or old.
Clearing memory
You can selectively clear information stored in your machine’s memory.
1. Press Menu repeatedly until MEMORY CLEAR appears, and press OK.
The display shows the type of information you can clear from memory.
2. Select what you want to delete by pressing  and press OK.
3. Select Y and press OK when the machine asks if you are sure.
The types of information you can clear are:
NOTE: Unplugging the fax machine power cord and plugging it back in again
clears the memory including all unprinted or unsent faxes. A power outage also
clears the fax machine memory.
Item It will
Fax Header Delete the name and phone number from your fax header
information.
Dial/Schedule Clear the stored numbers in the phone book. In addition, all
the scheduled jobs are also cancelled.
Journal Clear all records of transmissions and receptions.
Factory Default Return all settings to factory defaults.
Page: 39
Feature reference 37
Loudspeaker
Loudspeaker
You do not need to pick up the handset to make a phone call. When dialing, just press
the Loudspeaker button and enter the numbers. When your party answers, pick up
the handset to talk to them. This feature is especially useful for checking voicemail
messages.
While you are using Loudspeaker, do not place the handset beside the speaker, as
this may result in noise interference.
Redial a number in memory
These steps allow you to dial one of the last 10 numbers called that is in memory.
1. Hold Redial/Pause for about two seconds.
2. Press  until Recent Numbers displays and press OK.
3. Press  to find the number you want to dial.
4. Press Start when the correct number appears.
If a document is loaded, the machine automatically begins to send.
NOTE: Your HP Fax does not have speakerphone capabilities. The loudspeaker
enables you to hear calls but you must speak using the handset.
TIP: If you want to share the conversation with somebody beside you, pick up
the handset and press Loudspeaker. The line is still connected and everybody
can listen to the conversation.
Page: 40
38 Care and maintenance
6 Care and maintenance
This chapter contains information about changing print cartridges, maintaining your HP
Fax, the menu settings, error messages, and troubleshooting.
Print cartridge information
The print cartridge life is very sensitive to the content of received faxes or copies you
make. To increase its life, we recommend you follow the instructions below:
• Always use the HP 701 (CC635A) black inkjet print cartridge.
• DO NOT unpack the cartridge until you are ready to use it.
• Store it in the same environment as the fax machine.
• If you have unpacked the cartridge but are not using it, store it in an airtight plastic
bag.
• DO NOT leave it exposed for an extended period.
• DO NOT refill the cartridge. The warranty will not cover damage caused by using
refilled cartridges.
View ink level
When using the 17ml print cartridge, your machine allows you to check the amount of
ink remaining. To view the current ink level:
1. Press Menu repeatedly until TOOLS appears and press OK.
2. Scroll to View Ink Level by pressing  and press OK.
The machine displays a fractional number. For examples, 1/8 means that ink is
low and you need to replace the cartridge. 8/8 means that a new cartridge is
installed.
NOTE: Your HP Fax was shipped with a starter ink cartridge. Replace the
starter cartridge when it runs out of ink with the HP 701 cartridge.
NOTE: If the print cartridges were used before being installed in the HP Fax,
the estimated ink levels may be inaccurate or unavailable.
NOTE: If the HP Fax is low on ink (ink level is 1/8), new faxes that come in
will not be printed. They will be stored in memory. You must manually print the
faxes from memory (see Reprinting faxes on page 36) until you replace the
ink cartridge (see Replace the print cartridge on page 39).
TIP: If memory become full before the print cartridge is replaced, the HP Fax
will stop answering the phone. Be sure to print the faxes out of memory
regularly if you do not immediately replace the ink cartridge.
Page: 41
Care and maintenance 39
Print the self test
Print the self test
When you want to test if the machine is working correctly, you can check it by printing
the self test.
1. Press Menu repeatedly until TOOLS appears and press OK.
2. Scroll to Self Test by pressing  and press OK.
The machine runs self test and prints a report which shows the current status of the
machine.
Replace the print cartridge
When you notice that the print becomes light or ink low or when install new ink
cartridge appears in the display, replace the print cartridge. The part number for
replacement cartridges is HP 701.
1. Press the Access Cartridge button on the control panel.
The cartridge carrier moves to the install position.
2. Open the control panel and cartridge compartment cover (it will click and remain
open).
1 Access Cartridge
1 Control panel
2 Cartridge compartment cover
1
1
2
Page: 42
40 Care and maintenance
Replace the print cartridge
3. Push the cartridge down and remove it.
4. Take out a new cartridge from its packaging and carefully remove the tape covering
the printhead.
Hold the cartridge by the colored top or black areas only. Do not touch the copper
area.
5. To load the cartridge insert the cartridge as shown below. When the cartridge is
pushed to the back of the cartridge carrier, push the top of the cartridge until it
clicks into place.
If the cartridge moves loosely in the carrier, it has not clicked into place. Repeat
this step.
6. Close the cartridge compartment cover and control panel.
7. Press Start.
8. Press 1 for new cartridge, or 2 for the old one.
• When you put in a new cartridge, you must choose 1:New
• When you put in a used cartridge, choose 2:Used. This helps you to check the
correct amount of ink you have left.
TIP: If you mix up several used cartridges, it is not possible to check the
correct amount of remaining ink. Once you have put in a new cartridge, use it
until it is completely exhausted.
1 2
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Care and maintenance 41
Clear jammed documents and paper
Clear jammed documents and paper
Document jams during transmission
If a document jams during transmission or copying, Remove jammed document
appears in the display. DO NOT pull the document out of the slot. Doing so could harm
your machine.
To clear document jam:
1. Open the control panel.
2. Carefully remove the jammed document.
3. Close the control panel firmly until it clicks into place.
Paper jams during printing
If the fax paper jams while you are receiving or printing, Remove jammed paper and
press Cancel appears in the message.
If the paper is jammed in the printing area
1. Remove the jammed paper by pulling it out smoothly in the direction of the arrow
as shown.
If the paper tears when it is being removed check to ensure that no small pieces
have been left inside the machine.
2. Press Cancel.
3. If this was a fax, reprint the fax. For more information, see Reprinting faxes on
page 36.
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42 Care and maintenance
Maintain the print cartridge
If the paper is jammed in the paper feed area
1. Remove the jammed paper as shown.
If the paper tears when it is being removed check to ensure that no small pieces
have been left inside the machine.
2. Reload new paper with the print side facing toward you.
3. Press Cancel when finished.
4. If this was a fax, reprint the fax. For more information, see Reprinting faxes on
page 36.
Maintain the print cartridge
To maintain good printing quality, we recommend you occasionally maintain the print
cartridge and its associated parts:
Clean the print cartridge
If characters are not printing completely or white streaks appear in your text, you may
have clogged nozzles. Clean the print cartridge as described below:
1. Press Menu repeatedly until TOOLS appears and press OK.
2. Scroll to Clean Cartridge by pressing  and press OK.
3. Examine the printed test pattern.
• If print quality does not improve, remove and reinstall the cartridge and repeat
these steps.
• If the line is still broken, wipe the print cartridge contacts. For more information,
see Wipe the print cartridge contacts on page 42.
Wipe the print cartridge contacts
If cleaning the print cartridge as discussed above does not help and you are certain the
cartridge has plenty of ink, the problem may be caused by dried ink on the print
cartridge contacts or the print cartridge carrier contacts. Follow these two sets of
instructions for manual cleaning.
Clean the contacts
1. Press Access Cartridge.
Page: 45
Care and maintenance 43
Maintain the print cartridge
2. Open the control panel and cartridge compartment cover and remove the cartridge.
See Replace the print cartridge on page 39.
3. Gently blot and wipe the contacts dry.
• Use a clean cloth dampened with water to gently clean the entire copper-
colored contacts.
• To dissolve any dried ink, hold the damp cloth against the contacts for about
three seconds.
4. Reinstall the cartridge and close the cover and panel.
If you spend a long time cleaning the cartridge, the cartridge carrier may have
moved back to the original position. If so, press Access Cartridge again to move
the carrier to the install position.
5. Press Start.
6. Press 1 for new cartridge or 2 for the old one.
Clean the cartridge carrier contacts
Before cleaning these parts, there should be no scheduled job such as delayed fax,
send polling, or faxes received into memory.
1. Press Access Cartridge.
2. Open the control panel and cartridge compartment cover and remove the cartridge.
See Replace the print cartridge on page 39.
3. Remove the print cartridge.
4. Unplug the power cord from the electrical outlet of the rear of the machine.
1 Copper-colored contacts
2 Ink nozzles (do not clean)
CAUTION: Do not touch or clean the ink nozzles.
CAUTION: Once you have unplugged the power cord from the machine, all data
in memory will be lost.
WARNING! Shock Hazard. Be sure to unplug the power cord before
proceeding.
2
1
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44 Care and maintenance
Clean the document scanner area
5. Clean the cartridge carrier contacts with clean cotton swab.
6. Plug in the power cord and reinstall the cartridge.
Clean the document scanner area
To keep your machine working properly, occasionally clean the white roller, document
feeder rubber piece, and the scanning glass. If they are dirty, documents sent to
another fax machine will not be clear.
1. Open the control panel.
2. Remove the white roller.
a. At the right-hand end of the white roller there is a bushing that is secured with a
small tab.
b. Push the tab slightly inward, then rotate towards you. Then pull up the right-
hand end of the roller to remove it.
CAUTION: When you turn the power off to clean the scanner, documents stored
in memory will be lost.
1 White roller
2 White roller latch
2
1
Page: 47
Care and maintenance 45
Adjust the scanner
3. Wipe the white roller surface with a soft cloth dampened with water.
4. Clean the document feeder rubber piece at the back of the control panel.
5. Carefully wipe the scanning glass with a soft, dry, lint free cloth.
• If the glass is very dirty, first wipe it with a slightly dampened cloth, then with a
dry one.
• Be careful not to scratch the glass surface.
6. Replace the roller in reverse order, and then close the control panel firmly until it
clicks into place.
Adjust the scanner
The scanner is adjusted at the factory. If, however, you drop your machine while
moving it, we recommend you adjust scanner.
1. Press Menu repeatedly until TOOLS appears and press OK.
2. Scroll to Adjust Scanner by pressing  and press OK.
3. Load a plain WHITE sheet of paper (no writing or graphics) into the document
feeder and press OK.
• The machine starts to scan the document to adjust the scanner.
• Printing quality may be unexpectedly worse if you do not use a plain WHITE
paper for the adjustment.
Page: 48
46 Care and maintenance
LCD error messages
LCD error messages
These are the error message that may display along with solutions for you.
Display Status/Solution
Adjust scanner first
in TOOLS menu
Adjust the scanner to fix this problem as described in Adjust the
scanner on page 45.
Check white paper
document and try
again
You must use plain, white paper when adjusting the scanner. See
Adjust the scanner on page 45.
Clean white roller,
glass and try again
For more information, see Clean the document scanner area
on page 44.
Duplicated with
[Speed No.xx]
The same number has already been registered into another
speed dial location.
Exceeded Job Memory The machine can hold only 5 Favorites.
Exceeded Job Memory
Cancel scheduled job
and try again
The broadcasting and delayed fax can hold 5 jobs in total.
Cancel a scheduled job and try again.
Ink Low. Install new
ink cartridge
The print cartridge is low or has run out of ink. To install a new
print cartridge, see Replace the print cartridge on page 39.
Although this message is displayed, you can make a copy or
print a report. Incoming faxes will be stored in memory. You must
manually print them, see Reprinting faxes on page 36.
Install ink
cartridge
Print cartridge is not installed or improperly installed.
Invalid Time The time you set for fax forwarding is wrong.
Job Not Assigned You attempted to cancel a scheduled job but no jobs are
scheduled.
You attempted to delete, print or send the Favorites document
when there is no document stored.
Junk Fax Empty You attempted to delete a junk fax number when there is no junk
fax number.
Junk Fax Full The machine can hold only 20 junk fax numbers.
Load Document You must load a document before proceeding.
Memory Full Memory has become full while receiving a fax. It will not answer
the telephone until memory has been cleared. Print any faxes
stored in memory and, if necessary, clear scheduled jobs. See
Reprinting faxes on page 36 and see Clearing memory on
page 36.
Page: 49
Care and maintenance 47
LCD error messages
Memory Full
Press OK to continue
Memory has become full while scanning a document. Press OK
to send or copy the scanned pages only. To cancel the job press
Cancel and try again when memory becomes available, or split
the new document into smaller parts. See Clearing memory on
page 36.
Memory Received
Ink Low. Install new
ink cartridge
The machine has data stored in memory. Replace the print
cartridge with new one in order to print the faxes.
Memory Received
Load paper and
press OK
Load paper and press OK. There might be a jam. Clear the jam
as described in Paper jams during printing on page 41.
Memory Received
Install ink
cartridge
There is no print cartridge in the machine. Install a print cartridge.
No answer from
remote fax
The other machine has not answered after all redial attempts to
send a fax.
No CID Number The machine could not detect the CID (Caller ID) number.
No Dial Number There is no number in the redial memory.
Not available while
reprinting fax
The machine could not receive a new fax while printing the
stored faxes.
Not Found The number you are searching for does not exist in memory.
Number already
registered
The number you are trying to enter already exists in the phone
book or junk fax list.
Number Not Assigned There is no number assigned to this One-Touch or two-digit
Speed number.
Poll Code Error The remote user entered the wrong poll code.
Poll job exists
already
You have already programmed a polling send. Cancel scheduled
job and try again.
Polling Error
Check remote site
The machine you want to poll is not ready to answer your poll.
Check with the other person.
Receiving Error.
Ask sender to
try again.
There is an error while receiving a fax.
Remove jammed
document
The document you are sending has jammed in the document
feeder. To clear the document jam, see Document jams during
transmission on page 41.
You tried to copy or fax a document which is longer than 390 mm
(15.4 in.).
(continued)
Display Status/Solution
Page: 50
48 Care and maintenance
Troubleshooting
Troubleshooting
Your problem may be listed in “LCD error messages” on page 46. The chart below
shows other problems you can solve yourself. For problems you cannot resolve here,
see Use Hewlett-Packard support services on page 59.
Fax problems
Remove jammed paper
and press Cancel
The paper has jammed during printing. To clear the paper jam,
see Paper jams during printing on page 41.
Send Error.
Try again.
There is an error while sending a fax.
System Busy
Try again later
The fax machine is busy doing something else.
To redial now, press
Start
The machine is waiting (three minutes) to automatically redial the
fax number that was busy or did not answer.
You have the option to manually redial by pressing Start.
Processing Job You attempted to enter Favorites while sending or printing
Favorites document.
Unknown ink level A previously used cartridge has been detected. Remaining ink
reported in View Ink Level and Ink Low message may be
inaccurate.
(continued)
Display Status/Solution
TIP: (For U.S. only) You can test your HP Fax to make sure it is set up properly
for faxing. Place a document in the document feeder, dial 1-888 HP FAX ME
(1-888-473-2963) and press Start. Please wait approximately 1 minute and you
will receive a “Fax Back System Test” page, confirming your product is working
correctly. The Fax Header must be set up in order to test the fax machine.
Problem Solution
The machine is not working, there is no
display, and the buttons are not working.
Unplug the power cord and plug it in again. Check that your
socket is live.
No dial tone. Check that the phone line is connected properly to the port in the
bottom of the fax. Unplug and replug it. Make sure it clicks. Check
the phone socket in the wall by plugging in another phone.
Someone calls and gets a busy signal
even though the fax is not busy.
This may rarely occur if the answer mode is set to AUTO, a voice
call comes in and is hung up without being answered, and another
call is immediately received. In AUTO mode the machine goes
back to fax receive mode if the voice call is not answered. The line
will appear busy until the machine resets.
Page: 51
Care and maintenance 49
Troubleshooting
The numbers stored in memory do not
dial correctly.
Make sure the numbers are programmed correctly. To print a
Phone book list, see Print reports on page 34.
The document does not feed into the
machine.
Be sure the document is not wrinkled, and you are putting it in
correctly. Check that the document is the right size and not too
thick or too thin. See Document types and sizes on page 52.
You cannot receive faxes automatically. Check if TEL appears on the right side of the display. In TEL
mode, you cannot receive a fax automatically. Be sure the
handset is seated on the cradle properly.
If the ink is low, the fax will stop printing faxes. Replace the print
cartridge.
If the fax memory is full, the fax will stop answering the phone.
Load paper and print the faxes in memory to clear out the
memory.
The machine cannot receive faxes
manually.
Do not hang up the handset before pressing Start to receive a fax.
The machine does not send anything. Check that the document is loaded face down.Send should
appear in the display after it dials. Check if the machine to which
you are sending can receive your fax.
You cannot poll another machine. The fax machine you are polling may be using a poll code
(password).
The fax you received has blank bits on it. The machine sending to you may be faulty. A noisy phone line can
cause line errors. Check your machine by making a copy.
Spots or lines missing from the fax you
receive.
Check if the print cartridge is ok by making a copy. See Maintain
the print cartridge on page 42. Check with the telephone
company to see if your phone line is noisy.
You are receiving poor quality copies. The fax machine sending to you may have a dirty scan glass.
Also, check with the telephone company to see if your phone line
is noisy.
Some of the words on the fax you
received appear stretched.
The machine sending to you had a temporary document jam.
Your machine does not make copies. Make sure your document is loaded face down.
There are lines on copies or documents
you send.
Check your scan glass for marks and clean it (see Clean the
document scanner area on page 44).
The machine dials a number, but fails to
make a connection with a remote fax
machine.
The remote fax machine may be turned off or unable to answer
incoming calls. Speak with the other fax operator to solve the
problem.
(continued)
Problem Solution

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