HP 9200c Digital Sender
User Guide
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HP 9200C Digital Sender
User Guide
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Copyright and License
Trademark Credits
© 2004 Copyright Hewlett-Packard
Development Company, LP
Microsoft®, Windows®, and Windows NT®
are U.S. registered trademarks of Microsoft
Corporation.
Reproduction, adaptation, or translation
without prior written permission is
prohibited, except as allowed under the
copyright laws.
Adobe® and Acrobat® are trademarks of
Adobe Systems Incorporated.
The information contained in this document
is subject to change without 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.
Part number Q5916-90910
Edition 1, 11/2004
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Table of contents
User-guide links ..................................................................................................................2
HP 9200C Digital Sender features ............................................................................................3
Digital-sender parts ...................................................................................................................4
Media specifications ..................................................................................................................5
Digital-sender software .......................................................................................................6
Network authentication .......................................................................................................7
Understanding digital-sender status .................................................................................11
Loading documents .................................................................................................................13
Changing settings .............................................................................................................15
File formats .......................................................................................................................17
Using e-mail to send a document .....................................................................................17
Using Secondary E-mail ...................................................................................................22
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Quick access to digital-sender information
Use these resources to find information about the HP 9200C Digital Sender.
User-guide links
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●
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Where to look for more information
Several references are available for use with this digital sender. See http://www.hp.com/
support/9200C for more documentation information.
HP 9200C Digital Sender Getting Started Guide (part number Q5916-90901)—Provides
step-by-step instructions for installing and setting up the digital sender. This manual comes
in the box with the digital sender.
HP 9200C Digital Sender User Guide (this document)—Contains detailed information
about using the digital sender and troubleshooting problems. This guide is available on the
documentation CD-ROM that came with the digital sender. It is provided in both .PDF file
and Web-based help (.CHM) format.
HP 9200C Digital Sender Support Guide (part number Q5916-90930)—Contains
information for the administrator of the digital sender, including complete instructions for
configuring all of the digital-sending features, and maintenance and cleaning tasks. This
guide is also available on the CD-ROM that came with the digital sender. It is provided in
both .PDF and Web-based help (.CHM) format.
Online Help—The HP MFP Digital Sending Software Configuration Utility includes online
help that contains information about digital-sending options.
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HP 9200C Digital Sender features
The HP 9200C Digital Sender helps you quickly and conveniently distribute paper
documents in an electronic format. It scans all kinds of documents and then uses the
included HP Digital Sending Software (HP DSS) to send them to e-mail addresses, fax
destinations, or network folders. The digital sender can also be set up to send documents to
workflow destinations, along with metadata files containing workflow information that is
captured at the device control-panel interface.
Hardware features
The device includes the following hardware features:
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●
●
●
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ADF—The device comes with a legal-size Automatic Document Feeder (ADF) that
accepts up to 50 pages.
Interactive touchscreen control panel—Intuitive onscreen menus and wizards help
you complete digital-sending tasks.
Flatbed scanner—The letter/A4-size scanner can scan both black-and-white and color
documents, with the ability to scan up to 1 mm (0.04 inch) from the paper edge.
Memory—The device comes standard with 128 megabytes (MB) of random access
memory (RAM).
Hard disk—The device includes a 20-gigabyte (GB) internal hard drive for storing
documents and settings.
Connectivity—The device provides a 10/100Base-T port and an enhanced input/output
(EIO) port for connectivity.
HP Jetdirect Inside— An embedded network interface ensures reliable network
connectivity.
Software features
The HP DSS program provides the digital sender with the following digital sending features:
●
●
●
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Send to e-mail—Scan a document and send it to one or more e-mail recipients in the
form of a .PDF, .JPEG, .TIFF, or .MTIFF file.
Send to secondary (secure) e-mail—Send a document by using a secure third-party
e-mail solution.
Send to fax—Scan a document and send it to a Local Area Network (LAN) fax, Internet
fax, or Windows® 2000 fax destination. (This device does not have analog fax capability.)
Send to workflow—Scan a document and save it to a network folder or file transfer
protocol (FTP) site along with a file containing additional information about the
document. A third-party software program can then retrieve and decipher the
information, and perform the appropriate operation on the scanned image. A printer can
also be set up as a workflow destination, allowing scanned documents to be printed.
●
Send to network folder—Scan a document and send it to a folder on the network.
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Digital-sender parts
Before using the digital sender, familiarize yourself with its parts.
1
2
3
4
5
Jam release button
Control panel
On/off switch
Output bin
ADF input bin
6
7
8
9
ADF cable
Control-panel cable
10/100Base-T network port
EIO port
10 Power connector
11 Scanner lock
12 Serial number
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Media specifications
The HP 9200C Digital Sender supports the following standard paper sizes:
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●
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Letter: 215.9 x 279 mm (8.5 x 11 inches)
Executive: 190 x 254 mm (7.5 x 10 inches)
A4: 210 x 297 mm (8.3 x 11.7 inches)
A5: 148 x 210 mm (5.83 x 8.27 inches)
B5: 176 x 250 mm (6.9 x 9.8 inches)
Legal (from the ADF only): 215.9 x 355.6 mm (8.5 x 14 inches)
Paper weight: 60 to 120 g/m2 (16 to 32 lb)
Up to 50 sheets of paper can be stacked in the ADF, for a maximum height of 5 mm (0.2
inch).
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Software
Digital-sender software
To take advantage of the full range of digital-sender features, you must install the HP Digital
Sending Software Version 4.0 (HP DSS) that is provided on a CD-ROM with the product.
This software runs as a service on a network server. It is not necessary to install any
software or drivers on individual users' computers.
See the HP 9200C Digital Sender Getting Started Guide for software installation instructions,
and see the Install Notes file on the HP DSS CD-ROM for the latest software information.
See the HP 9200C Digital Sender Support Guide for complete software configuration
instructions.
The most recent software updates are available on the Internet at http://www.hp.com/support/
dss.
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Controlling digital-sending security
The digital sender has been designed with security in mind. It includes a variety of features
that work to protect the security of the digital-sending process.
Network authentication
The digital sender's most basic security feature is its ability to require a network login before
a user can use the digital sending functions. This prevents unauthorized users from walking
up to the device and sending documents.
Secure e-mail
For those users concerned about e-mail security, the digital sender comes with a secure
e-mail option. A number of third-party software vendors offer services for secure e-mail
delivery. The Secondary e-mail feature is designed to work with one of these third-party
software programs for users that require an extra measure of data security. It differs from the
regular e-mail feature in that the data between the device and the HP DSS server is
encrypted. An rfc822-compliant e-mail message that includes the scanned data as an
attachment is created in a folder on the HP DSS server. The third-party software program,
which is monitoring this folder, processes the e-mail message and sends it out in a secure
manner.
Software security
There are also security features that can protect access to the HP DSS software and other
software programs that have access to digital-sender settings. See the HP 9200C Digital
Sender Support Guide for more information.
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Controlling digital-sending security
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Control-panel features
The digital-sender control panel contains the following items.
3
4
1
2
5
6
7
8
12
11
10
9
1
2
3
4
5
6
7
8
9
Touch-screen graphical display
Numeric key pad
RESET button
MENU button
SLEEP button and LED
STATUS button
STOP button
START button and LED
Attention LED
10 Data LED
11 Ready LED
12 Contrast control wheel
Using the control-panel buttons
Button
Function
RESET
Logs off the current user. Resets the job settings to factory or user-defined
default values.
MENU
Shows the control-panel menu interface on the control-panel display. For a
complete list of control-panel menu items, see the HP 9200C Digital Sender
Support Guide.
SLEEP
STATUS
STOP
Puts the device into sleep mode, in which it shuts down some functions to
conserve energy.
Shows the digital-sender supply status information on the control-panel
display.
Cancels the job that is currently being scanned. After scanning is complete,
the job cannot be canceled.
START
Begins a digital-sending job or continues a job that has been interrupted.
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Understanding digital-sender status
The digital sender has two buttons and three lights to indicate and control the digital-sender
status. To interpret the control-panel lights, see the follow table. For information about
Digital Sender status indications
Element
Status indication
SLEEP button
When in Sleep mode, the green LED on the button is lit. Push this
button to enter or end Sleep mode.
START button
Ready LED
Data LED
The Start LED is green when the device is ready to scan. It is amber
if an error exists.
The Ready LED is on when the device is online and able to send
data, or flashing when attempting to pause a job.
The Data LED is on if the job has been paused. It flashes when the
device is transmitting data.
Attention LED
If the red Attention LED is lit or flashing, the device has encountered
an error.
Sleep mode
After 60 minutes of inactivity, the device automatically enters Sleep mode. In Sleep mode,
many of the digital sender's processes are shut down to conserve energy. The user can
press any button on the control panel to bring the device out of Sleep mode. The device
takes approximately 30 seconds to warm up and return to Ready mode. The settings for
Sleep mode can be changed by using the Configure Device menu on the control panel.
See the HP 9200C Digital Sender Support Guide for instructions about using this menu.
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Digital-sending tasks
3
This section provides instructions for how to carry out common digital-sending tasks.
Loading documents
You can use either the automatic document feeder (ADF) or the scanner glass to load
documents for digital sending. Use the following instructions to load documents.
Loading documents in the ADF
Using the ADF, you can scan up to 50 pages at a time (depending on the thickness of the
pages).
To load the ADF
specifications.
2. Adjust the paper guides to fit the document size.
3. If you are scanning legal-size documents, pull out the paper support for the output bin to
accommodate the larger paper size.
4. Make any image modifications, and select any scan settings (see the following sections
for more information). Press START.
If you are scanning a double-sided document, be sure to select the double-sided option in
the Original Settings screen before starting so that the ADF duplexer automatically scans
NOTE
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Avoiding ADF jams
Use the following information to avoid jams when using the ADF.
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●
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When loading paper into the ADF, ensure that the paper stack is square and straight
and the paper guides are adjusted to the width of the page to be scanned
Do not overload the ADF. The ADF was designed to hold 50 sheets of 75 g/m2 (20 lb)
bond paper.
If the paper to be scanned using the ADF was previously folded, flatten it to the best of
your ability. Try to remove all wrinkles and folds from the paper.
If the paper to be scanned using the ADF was previously stapled, it might be necessary
to “fan” the corner of the page where the staple was inserted. Often, the hole that the
staple created makes the pages stick together (that is, interlocks the pages).
●
Remove any stick-on notes or labels that are affixed to the pages being scanned. If the
labels have deposited excessive residual adhesive to the paper, you might have to clean
it off the paper before it is sent through the ADF.
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●
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Paper that has been three-hole punched, been removed from a wire-comb or plastic
comb binding, or has perforations might be difficult to send through the ADF.
If the leading edge of the page to be scanned is excessively worn or frayed, try rotating
the paper before scanning.
Paper can acclimatize to the environment around it. If the operating environment is
excessively dry, the paper might become dry and subject to static electricity. Excessively
dry sheets of paper tend to stick together, which might lead to difficulty when feeding
through the ADF.
Loading documents onto the glass
Use the scanner glass to scan small, lightweight (less than 46 g/m2 or 12 lb), or irregularly
sized originals, such as receipts, newspaper clippings, photographs, or old or worn
documents. The scanner glass can also be used to copy books, magazines, and manuals.
To use the scanner glass
1. Open the top of the device.
2. Place the document face-down on the scanner glass.
3. Close the top of the device.
4. Make any image modifications, and select any scan settings, if necessary. Press START.
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Sending documents
The digital sender uses the HP Digital Sending Software (HP DSS) to send scanned
documents directly to several types of destinations.
Logging in
When you walk up to the digital sender, you will see the following "home" screen. The
options displayed are the digital-sending options that have been enabled by your system
administrator.
The system administrator can configure the device to require a username and password in
order to use some or all of the digital-sender features. If you try to use a feature that requires
authentication, a Login screen like the one in the following figure appears. Touch the
Username and Password buttons and type your network login information to continue.
Contact your system administrator if you are unsure of what to use.
Different login information is required for different network configurations:
●
●
●
Windows networking systems: Username, Password, Domain
Novel Bindery: Username, Password, Server
Novell NDS: Username, Password, Tree, Context
After you have logged in, a LOG OUT button appears on the home screen of the control
panel. Touch this button, or press the RESET button on the control panel, to log out when you
have finished your job. You are also automatically logged out after a period of inactivity. The
default timeout setting is 60 seconds. The system administrator can change this setting.
Changing settings
Two types of settings can be changed before scanning a document:
●
●
The original (source document) settings
The scan settings
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Changing the Original Settings
Use the Original Settings screen to describe the original document. Changing these
settings is not required unless your original is different from the default, which is single-sided
letter or A4-size (depending on your country/region). The system administrator can change
these default settings.
1
2
3
4
5
Advanced tab
Original size
Page orientation
Number of sides (1-sided or 2-sided)
Page Content button
Touch the Page Content button to specify whether the content to be scanned is text, photo,
or mixed.
option).
Changing the scan settings
For each type of send operation, a specific settings screen sets up the scan settings for the
final scanned document. See the individual send tasks in the following sections for a
description of these scan settings options.
Job Mode
You can use Job Mode to process multiple originals, possibly of different sizes, into a single
send job. Activate Job Mode by specifying it on the Advanced tab of the Describe Original
settings. Job Mode is also activated automatically if you specify a two-sided job in the
Describe Original settings and then use the flatbed to scan the document.
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File formats
Documents can be scanned and sent in any of these file formats:
●
.PDF: The .PDF file format is the default setting, and it offers the best overall text and
graphics quality. However, the recipient must have an Adobe® Acrobat® viewer installed
to read .PDF files. This file format produces one e-mail attachment that contains all the
scanned pages.
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.JPG: While a .JPG file does not have the same quality as a .PDF, the recipient can
view a .JPG file easily with an Internet browser. This file format produces one e-mail
attachment for each scanned page. The recipient can manipulate the .JPG files and
import them into various programs.
●
●
.TIFF: This standard file format interfaces well with many computer programs and can
be manipulated by the recipient. This file format produces one e-mail attachment for
each scanned page.
.MTIFF: An .MTIFF is a multipage .TIFF file that saves multiple scanned pages into a
single e-mail attachment.
If the network limits the file size of e-mail attachments, .MTIFF and .PDF files might be
divided into multiple e-mail attachments.
NOTE
Using e-mail to send a document
You can use the device to scan black-and-white or color documents and send them to an
e-mail address as an e-mail attachment. The attachment can be sent in one of several file
manipulate the document file in various programs to meet their specific needs. Documents
retain near-original quality, and can be printed, stored, or forwarded.
The product scans at up to 600 dots-per-inch (dpi) resolution, but the default resolution for
e-mail is 150 dpi in order to make the e-mail attachment smaller. You can place originals
either on the scanner glass or in the ADF. You can accept the default settings or change the
scanning preference and file formats. The following are the default settings:
●
Color .PDF file (requires the recipient to have an Adobe® Acrobat® viewer to view the
e-mail attachment)
●
Letter or A4-size originals (depending on your country/region)
The system administrator can change these defaults.
NOTE
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When you touch E-MAIL on the device control-panel display, the following screen appears.
1
2
3
4
5
6
To: button
E-Mail Settings button
Start button
Message: button (if enabled)
Subject: button
CC: button
Sending a basic e-mail message
Use the following instructions to scan and send letter or A4-size originals by using the
product default settings.
1. Place the document face-up in the ADF or face-down on the scanner glass.
2. On the touch screen of the control panel, touch E-MAIL.
3. If prompted, provide your network login information.
4. Touch From: and, using the pop-up keyboard, type your e-mail address. Touch the
backspace key to delete any incorrect keystrokes.
If you are required to log in before using the e-mail function, the From: button is not active.
The software automatically retrieves your return e-mail address and adds it as the From
address in the e-mail.
NOTE
5. Touch To: and then type the recipient e-mail address.
6. Touch CC: and then type the e-mail address of any copy recipients. If you want to send
a blind copy to an e-mail address, scroll down and touch BCC:, and then type the
address of the blind-copy recipient.
7. Touch Subject: and then type the subject of your e-mail.
8. Touch Message: and then type in any message that you want to send in the body of the
e-mail. The length of the message is limited to 200 characters.
The Message button is only be available if the system administrator has enabled this option.
If no Message button is available, the software includes a default message in the e-mail.
NOTE
9. Press Start to scan the document and send the e-mail.
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Using the auto-complete function
When you type text into the To:, CC:, BCC: or From: text boxes in the E-mail screen, the
auto-complete function is invoked. As you type the required address or name at the
keyboard screen, the device automatically searches the address book list and shows the first
matching address. You can then accept that name by touching OK, or continue typing the
name until auto-complete finds the correct entry. If you type a character that does not match
any entry in the list, the auto-complete text disappears from the display to show that you are
typing an address that is not in the address book.
Changing the settings
Touch the E-Mail Settings button to open the E-Mail Settings screen.
1
2
3
4
5
6
Black and white or color
Sharpness setting
Background Removal setting
File size (small, standard, or large)
Resolution (dpi)
File type
Before you send a document in e-mail, you can change the following settings:
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Color: Select black-and-white or color.
File Type: Select .PDF, .TIFF, .MTIFF, or .JPG.
If the document has multiple pages, the .PDF and .MTIFF formats produce a single e-mail
attachment that contains all of the pages. The .TIFF and .JPG formats produce a single file
NOTE
NOTE
●
●
Resolution: 75, 150, 200, or 300 dpi.
File size: Small, standard, or large file size.
information on file size.
●
Image enhancement: Change the sharpness or background-removal settings for the
scanned image. The sharpness setting enhances the edges of the printing so that faint
or fine text and graphics are reproduced more sharply. The background removal setting
is useful when the original is on colored paper or is two-sided. Removing the
background can prevent blurring or streaking in the output image.
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In addition to these settings, you can also specify the settings of your original document by
Original Settings for details about these settings.
Controlling file size
When sending files with e-mail, it is especially important to be aware of the file size. Large
files take a long time for the recipient to download, and if the file is too large it might be split
into multiple e-mails or rejected by the receiving e-mail server.
Here are some approximate sample file sizes for different types of documents:
Document type
File type
DPI setting
File size setting
Scanned file size
Legal-sized
single page with
color graphics
content
JPG
300 dpi
Large
2 MB
Letter-sized
PDF
TIFF
150 dpi
75 dpi
Standard
Small
517 KB
9 KB
single page with
mixed text and
color graphics
Executive-sized
single page with
black-and-white
text content
You can control the file size of your e-mail attachment in two ways:
●
●
Adjust the scan resolution
Adjust the File size setting
document in the E-Mail Settings form before you scan the document. The resolution options
for e-mail are 75, 150, 200, and 300 dpi. The default setting for e-mail attachments is 150
dpi. If you are scanning a very large document, or if you are concerned that your file
attachment will be too large, you can try the 75 dpi setting. Some image quality will be lost,
but the file will be much smaller.
When selecting a dpi setting, you should consider how the scanned document will be used.
If the document is text that will only be viewed on a computer monitor, 75 dpi should be
sufficient. If it is text that is to be printed out, 150 dpi should be sufficient. The only time 300
dpi should be required is for scanning color graphics, such as photos, that need to be printed.
The File Size setting controls how much compression the HP DSS service performs on the
file before sending the e-mail. The options are small, standard, or large. Standard is the
default. If you are concerned about the size of your file, you should try the small setting.
Some image quality will be lost, but the file size will be smaller.
The system administrator can also limit the size of digital-sending e-mail attachments during
the digital-sender configuration process. If a file-size limit is set and the e-mail attachment
exceeds the limit, the e-mail attachment will be divided up and sent using multiple e-mails.
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Using the address book
You can send to a list of recipients by using the address book feature of the digital sender.
Touch the
button on the keyboard screen to open the address book.
1
2
3
4
5
6
7
All button (shows all address books)
Personal button (shows the user's personal address book)
Details button (shows details about the selected address)
Add button
List of selected addresses
Remove button
Address list
Up to four types of address books are available on the device:
●
Public: These addresses are available to all users. They are usually retrieved from a
network Lightweight Directory Access Protocol (LDAP) server by the HP DSS service.
●
Personal: These addresses are retrieved from the user's Outlook contacts list. They are
only available if the user logs in to the device, and if Microsoft® Exchange is being used
as the network mail server.
●
●
Guest: Non-authenticated users can save addresses to the Guest address book. All non-
authenticated users can see the contents of this address book. The contents of this
address book also include the Guest addresses from all digital senders and other
devices that use the same HP DSS service.
Private: Authenticated users can save addresses on the device and can use these
addresses the next time they log in. The user can also use this private address book
when logging in to any other digital sender or device that uses the same HP DSS service.
Creating a recipient list
To create a recipient list, follow these steps on the touchscreen of the graphical display:
1. Touch E-MAIL.
2. Touch To: to open the keyboard screen.
3. Type the first letter of the name. Touch
to open the address book. Navigate
through the address book by using the scroll bar. Hold your finger on the arrow to scroll
quickly through the list.
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4. Highlight the name to select a recipient, and then touch the Add button. You can change
the address book that appears by selecting the All button to view all available address
books, or the Personal button to see only the addresses from your Outlook address
book. You can remove a recipient from the recipient list by scrolling to highlight the
recipient, and then touching the Remove button.
5. When you are satisfied with your recipient list, touch OK. The names in the recipient list
appear in the text line of the keyboard screen. You can also add a recipient that is not
found in the address book by using the keyboard to type the e-mail address.
6. Touch OK on the keyboard screen. Finish typing any necessary information in the CC:,
Subject:, and Message text lines on the E-mail screen. You can verify the list of
recipients by touching the down arrow in the To: text line.
7. Touch Start or press the START button on the control panel to send the e-mail.
Editing the address book
If you are viewing your Personal address book, an Edit button appears in the lower-left
corner of the Address Book screen. Touch the Edit button to add or delete addresses from
your address book.
More information
For information about configuring digital sending with e-mail and all other send-to options,
and for more information about the digital-sender address books, see the HP 9200C Digital
Sender Support Guide.
Using Secondary E-mail
If the system administrator has made the feature available, a Secondary E-mail option will
appear on the home screen. Secondary E-mail is designed for solutions that require an extra
measure of data security. It differs from the regular e-mail feature in that the data between
the device and the HP DSS server is encrypted. An rfc822-compliant e-mail message that
includes the scanned data as an attachment is created in a folder on the HP DSS server. A
third-party secure e-mail program, which is monitoring this folder, processes the e-mail
message and sends it out in a secure manner. See the HP 9200C Digital Sender Support
Guide for more information about configuring the Secondary E-mail feature.
The process of sending an e-mail message on the digital sender by using the Secondary E-
mail option is exactly the same as it is for normal e-mail.
Faxing a document
If the system administrator has made the feature available, the device can scan a document
and send it to a LAN fax, Internet fax, or Windows 2000 fax service destination.
Analog fax functionality is not available on the digital sender.
NOTE
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When you touch FAX on the control-panel display, the following screen appears.
2
1
9
8
7
4
3
6
5
1
2
3
4
5
6
7
8
9
Fax recipients list
One-touch speed-dial buttons
Configure button
Speed Dial button
Remove button
Notify button
Settings button
Next Number button
Phone Book button
Follow these instructions to send a fax.
1. Place the document face-up in the ADF or face-down on the scanner glass.
2. Touch FAX on the control panel.
3. Use the control-panel keypad to type the fax number(s) to which you want to send the
document, or use one of the one-touch buttons (see the following section for instructions
on setting up the the one-touch buttons).
If you are sending to more than one fax number, touch Next Number to move down to a
new line and type the next number.
NOTE
NOTE
4. Touch Start to send the fax. Status messages show the progress of the fax operation.
If the system administrator has enabled billing codes, you might be prompted for a billing
code after you touch Start. The fax is not sent until the billing code has been typed.
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Changing the settings
Touch the Settings button on the Fax screen, and then touch Fax Settings to see the
Settings screen.
1
1
Sharpness and Background Removal settings
Before you send a fax, you can change the Image enhancement settings to control the
sharpness or background removal settings of the scanned image.
Fax success or failure notifications
If you are using a LAN fax product that supports it, you can have e-mail sent to you with the
status of faxes you have sent. If you select an applicable LAN fax product, a Notify button
will appear on the fax home screen. Click this button to select whether you want to receive a
status message for every fax sent, or only if there is an error.
Fax notifications are not available if you are using Internet fax or Windows 2000 fax.
Using speed dials and one-touch buttons
The one-touch buttons on the right side of the fax screen can store frequently used fax
numbers or lists of numbers. You must first create speed dial numbers, and then assign
them to the one-touch buttons.
Adding a new speed dial
Follow these instructions to add a new speed-dial number.
1. Touch the Speed Dial button on the Fax screen.
2. Touch the Advanced tab.
3. Touch the New Speed Dial button.
4. Type the number(s) by using the control-panel keypad. You can type either a single fax
number or a list of numbers.
5. Touch the Name button to add a name to the speed dial entry. Type the name by using
the keyboard interface that appears.
6. Touch OK to save the entry.
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Assigning a speed dial number to a one-touch button
Follow these instructions to assign a speed-dial number to a one-touch button.
1. Touch the Configure button on the control-panel Fax screen.
2. Touch the button to which you want to assign a speed dial number.
3. Select a speed-dial entry by touching the check box.
4. Touch OK to return to the Fax screen. A message on the screen indicates that the
button has been programmed.
Deleting a speed dial
Follow these instructions to delete a speed-dial number that is no longer needed.
1. Touch the Speed Dial button on the Fax screen.
2. Touch the Advanced tab.
3. Touch the Delete Speed Dial button.
4. Use the arrows to scroll through the list. Touch the check box next to each speed dial
entry that you want to delete.
5. Touch the OK button.
6. The program asks you to confirm the delete operation. Touch the Yes button to delete
the selected speed-dial entries.
If the speed-dial number is associated with a one-touch button, it is automatically unassigned.
NOTE
Using the phone book
You can send to a list of fax recipients by using the phone book feature of the device.
1. Touch the Phone Book button on the control-panel Fax screen to open the fax phone
book. Any available fax numbers or lists appear in the Fax Phone Book list on the left
side of the screen.
If you are logged in to the device, it can retrieve fax numbers from your Exchange contacts
list. Touch the Personal button to see this list, if it is available. See your system
administrator for more information.
NOTE
2. Select one or more entries and touch the Add button to add them to the address list for
your fax.
3. Touch OK to accept the address list and return to the Fax screen.
4. Touch Start to send the fax.
See your system administrator for information about adding items to the phone book.
Sending to a folder
If the system administrator has made the feature available, the device can scan a file and
send it to a folder on the network. Supported operating systems for folder destinations
include Windows 98, Windows NT®, Windows 2000, Windows XP, Windows Server 2003,
and Novell NetWare.
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Authentication might be required in order to use this option, or to send to certain folders. See
your system administrator for more information.
NOTE
When you touch the FOLDER option on the control-panel display, the following screen
appears.
1
2
3
4
File Name button
Folder Settings button
Other button
Folders list
Follow these instructions to scan a document and send it to a folder.
1. Place the document face-up in the ADF or face-down on the scanner glass.
2. On the control-panel display touch FOLDER.
3. Any folders that the administrator has specified are listed in the Folders list. Touch the
check box to select an existing path. To specify a new folder, touch the Other button.
Type the path for the folder by using the keyboard interface that appears. Touch OK on
the keyboard screen to save the new path. The software verifies that a valid path name
has been specified.
Specifying a folder does not add it to the list permanently. See the system administrator if
you want to add a new folder destination to the default list.
NOTE
4. Specify a file name by touching the File Name button. The File Name interface provides
a keyboard for typing the file name. Specifying a file name is optional. If you do not
specify one, the software assigns a unique file name to the file when it is saved.
5. When you are ready to send, touch Start to begin scanning the document. Status
messages show the progress of the send operation.
Changing the settings
Before you send to a folder, you can change the following settings by touching the Folder
Settings button:
●
●
Scan Preferences: Select black and white or color.
File Type: Select .PDF, .TIFF, .MTIFF, or .JPG.
If the document has multiple pages, the .PDF and .MTIFF formats produce one file
containing all of the pages. The .TIFF and .JPEG formats produce a single file for each
NOTE
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●
●
●
Scanning resolution: 75, 150, 200, 300, 400, or 600 dpi
File size: Small, standard, or large file size
Image enhancement: Change the sharpness or background removal settings of the
scanned image.
Sending to workflow
If the system administrator enables workflow functionality, you can scan a document and
send it to a custom workflow destination. A workflow destination gives you the ability to send
additional information along with the scanned document to a specified network or FTP
location. Prompts at the control panel are used to collect specific information. A third-party
software program monitoring the network folder or FTP site can then retrieve and decipher
the information, performing the specified operation on the scanned image. The system
administrator can also set up a printer as a workflow destination, which allows users to scan
a document and then send it directly to a network printer to be printed.
When you touch WORKFLOW on the control-panel display, the following screen appears.
1
Custom workflow buttons
To send to a workflow, touch one of the custom workflow buttons. The administrator sets up
the custom workflow buttons. Some workflow buttons might require you to fill in more
information to complete the operation. They might specify a certain file type for the scanned
document or might interact with third-party software, such as a document management
system, so files that are sent to a particular destination can be automatically processed. For
more information about setting up custom workflows, see the HP 9200C Digital Sender
Support Guide.
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Jams
Follow the instructions in this section to clear and avoid paper jams.
Hint
Clearing jams
Follow these instructions to clear paper jams in the digital-sender ADF.
1. Press the release button to open the ADF cover.
2. Remove any jammed media from this area.
3. Make sure that you have removed all of the pieces of torn media.
4. Close the ADF cover.
Cleaning
To help avoid paper jams, use the following instructions for cleaning the digital sender.
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Cleaning the rollers too frequently could introduce dust into the device.
1. Open the ADF.
CAUTION
2. Locate the rollers near the vinyl calibration strips.
3. Wipe the rollers gently with a clean, water-dampened, lint-free cloth.
Do not pour water directly onto the rollers. Doing so might damage the device.
4. Close the ADF.
CAUTION
5. Push the release button to open the ADF cover.
6. Locate the rollers.
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7. Wipe the rollers with a clean, water-dampened, lint-free cloth.
Do not pour water directly onto the rollers. Doing so might damage the device.
8. Locate the separation pad.
CAUTION
9. Wipe the pad with a clean, water-dampened, lint-free cloth.
10. Close the ADF cover.
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Replacing the mylar sheet
If you start to see vertical streaks on the scanned images, as shown in the figure below, you
might need to replace the mylar sheet at the base of the ADF. The device ships with an
envelope containing three extra mylar sheets and installation instructions. The envelope is in
a pocket behind the ADF vinyl backing, as shown in the following figure.
C
C
C
C
A
a
A
a
A
a
A
a
A
a
B
B
B
B
c
c
c
c
c
b
b
b
b
B C
b
Follow the instructions that come in the envelope to replace the mylar sheet.
If necessary, you can order extra mylar sheet replacement kits from you HP sales
representative. The HP part number is Q6496A.
NOTE
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Troubleshooting
Use the following instructions to troubleshoot specific digital-sending problems.
Problem
Action to take
The digital sender is not working.
●
Make sure that the power cord is securely
connected to the device and that it is
plugged into the power outlet.
●
●
Make sure that the device is turned on.
Clear any error messages on the control-
panel display.
●
●
Verify that the network cable is securely
connected to the device.
Verify that one of the two green LEDs just
above the device network port is on.
●
●
Verify that you are using the correct
password.
The device does not accept your password.
Passwords are case-sensitive. Make sure
that you type your password with the correct
combination of uppercase and lowercase
letters.
●
Have the system administrator check the
HP DSS Authentication settings.
Scanned pages are blank or have repeated
patterns when using the ADF.
Make sure that a page is not already on the glass.
Vertical streaks appear on the scanned image.
does not solve the problem, replace the mylar
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Problem
Action to take
Placement of the scanned image appears to be
wrong.
The scanner might need to be recalibrated. See
the HP 9200C Digital Sender Support Guide for
instructions.
●
Make sure that the document you are trying
to send is placed correctly: face-up in the
ADF or face-down on the glass.
The image quality is poor.
●
●
Make sure that the glass is clean. If the
glass is dirty, clean it with a dry, soft cloth.
If you are scanning from the ADF, try
scanning from the glass. If the image that
was scanned from the glass is better, clean
●
If possible, try changing some of the scan
settings, such as resolution or file type, to
improve the image quality.
The ADF feeds multiple sheets, skews papers,
or jams frequently.
●
●
Adjust the guides so that they are snug
against the stack but do not bend the stack.
The maximum number of pages that the
ADF can hold is 50 or fewer, depending on
the type of paper that is being loaded.
●
The maximum number of pages that the
output tray can hold is 50 or fewer. Make
sure that more pages are not stacking up in
the output tray.
●
●
Clean the separation pad and the rollers.
If the mylar sheet has recently been
replaced, verify that it was correctly
●
●
The type of paper that is being loaded might
not meet the required specifications. See
Loading documents in the ADF for paper
specifications.
suggestions.
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Problem
Action to take
An e-mail transmission did not arrive at the
destination e-mail address.
●
If you typed the e-mail address at the
control panel, resend the e-mail message,
making sure that you type the address
correctly and that it is in the correct format
(has no spaces, contains the required @
sign, and contains the required period).
●
Resend the e-mail. Make sure that you type
the name in the correct format in the From:
field so that the message is not rejected and
so that you receive a message back if the
e-mail transmission fails.
●
●
Have the administrator check the activity log
to see if it reflects a problem.
A fax transmission did not arrive at the
destination fax machine.
If you typed the fax number at the control
panel, resend the document, making sure
that you type the fax number correctly.
●
●
The receiving fax machine might be turned
off or experiencing an error condition (such
as out of paper or toner). Contact the
recipient.
The system might be busy sending other
faxes or waiting to redial other faxes. The
system might also have reached its
maximum limit of pending fax transmissions.
Wait and then try again.
●
For information about the transmission,
check any fax notifications that might have
been returned (for example, e-mail
notifications in your e-mail inbox, if these
reports are available with your fax service).
●
●
Resend the fax.
If the problem persists, check the log for the
fax transport that is being used. Logs often
contain information about why a fax
transmission was unsuccessful. The
location of the fax log depends on the fax
method that you are using.
A document that was sent to a folder did not
arrive at the destination folder.
●
●
Resend the document.
Verify whether the file name was modified to
resolve a duplicate-file-name error.
●
Have the administrator check the activity log
for error messages.
If sent from the glass, the document page might
be too long. The maximum length for documents
scanned from the glass is A4, or 210 x 297 mm
(8.27 x 11.69 inches).
The bottom of a page that you sent is cut off.
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Problem
Action to take
Use the control-panel menu to set the correct
language.
The control panel is using the wrong language.
1. Push the MENU button.
2. Touch Configure Device on the control-
panel display (the third menu item).
3. Touch System Setup (the fourth menu item).
4. Touch Language (the last menu item).
5. Touch the correct language.
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Understanding control-panel error messages
These error messages can appear on the digital-sender control-panel display. Use the
instructions to clear the error message, if necessary.
Error message
Explanation or action needed
Address book is full. To add an address, you
must first delete an address.
You cannot add another address to the address
book because it is full. The address book is
limited to 200,000 entries. You can delete
addresses by touching the Edit button on the
control-panel Address Book screen and then
selecting the Delete option.
Access denied
You are trying to use a feature that you do not
have authorization to use. Contact your system
administrator.
Access denied MENUS LOCKED
ADF COVER OPEN
The system administrator has restricted access
to the menu that you selected.
Close the ADF cover. Follow the instructions in
the onscreen dialog box.
ADF Empty
You must have a document in the ADF or on the
glass before you can begin a digital-send
operation.
ADF Overfill
Too many sheets have been put into the ADF.
Remove some of the sheets. Up to 50 sheets of
paper can be put into the ADF, with a maximum
height of 5 mm, or 0.2 inches.
ADF Paper Jam
ADF Pick Error
ADF Skew Error
A jam has occurred in the ADF. Follow the
instructions in the onscreen dialog box (see
Jams).
Make sure that your original contains no more
than 50 pages. Follow the instructions in the
Make sure that the paper guides are aligned on
the sides of the originals, and that all of the
originals are the same size. Follow the
instructions in the onscreen dialog box. See
Authentication information is incorrect.
Please re-enter information.
The user name or password that you used is
incorrect. Type the information again. See your
system administrator for more information.
Authentication Required
Canceling send job
A username and password are required in order
to gain access to the feature you selected. See
your system administrator for more information.
The device is canceling a send job. The
message continues while the job is stopped and
any remaining data is discarded.
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Error message
Explanation or action needed
CHECK CABLES. CHECK SCANNER LOCK.
A problem exists with the scanner. Make sure
that the scanner lock is in the unlocked position.
scanner lock.) Turn the device off and then on
again.
Check the glass and remove any paper, then
press "Start"
A document needs to be removed from the
scanner glass.
Clearing event log
The device is clearing the event log.
Digital Send server is not responding
alternates with
The digital sender cannot communicate with the
HP DSS server. Check the network connection
and have the system administrator verify that the
HP DSS server is running.
Contact administrator
E-mail Gateway did not accept the job
because the attachment was too large
The scanned documents have exceeded the
size limit of the e-mail server. Resend the job by
using a lower resolution, smaller file size setting,
or fewer pages.
E-mail Gateway did not respond
An e-mail gateway has exceeded the time-out
value. Try resending. If the problem persists,
contact the system administrator.
E-mail Gateway rejected the job because of
the addressing information.
One or more of the e-mail addresses is incorrect.
Double check the e-mail addresses and send the
job again.
alternates with
Job failed
Error executing digital send job. Job failed
An error occurred during an e-mail send job.
Verify that you have typed the correct e-mail
recipient addresses and try sending again. If this
error persists, have the network administrator
verify that the SMTP server is functioning
correctly.
Event Log Empty
You are attempting to view an empty event log
by selecting Show Event Log from the control
panel.
Flash File System is Full
Flash is Write Protected
The flash disk or file system has reached
maximum capacity. Wait for all pending jobs to
be sent and then try again.
The flash file is protected, and no new files can
be written to it.
To remove this message from the display, turn
the device off and then on.
If the message returns, contact your system
administrator.
HP Digital Sending: Delivery Error
Initializing permanent storage
Try sending the job again. If you continue to
experience problems, check the network
connection and contact the system administrator.
This message appears momentarily during
power-up when the device hard disk is initializing.
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Error message
Explanation or action needed
Internal disk not functional
The internal hard disk has failed. Turn the device
off, and then on. If this message persists,
contact your system administrator.
LDAP Server is not responding. Contact
Administrator.
The device is unable to communicate with the
LDAP server. Contact the system administrator.
Name is already added to list
You have tried to add a duplicate name in one of
the digital-sender address books.
Network connection required for Digital
Sending. Contact administrator.
The device is unable to establish a connection
with the network. Contact the network
administrator.
Novell Login Required
The device has been configured to require a
Novell login in order to use the selected feature.
Password or name is incorrect. Please enter
correct login.
The user name or password is incorrect or was
mistyped. Retype the user name and password.
See your system administrator for more
information.
Phone book is full. To add a phone number
you must first delete a phone number.
You cannot add another phone number to the
phone book because it is full.
Please refine your search
Your search has returned more results than the
device can show. Try to narrow your search.
Replace Document Feeder Kit
The scan count indicates that it is time to replace
the ADF Maintenance Kit. See the HP 9200C
Digital Sender Support Guide.
Scan carriage locked
Make sure that the scanner lock is in the
the location of the scanner lock.)
Sleep mode on
The device is in sleep mode. Press any control-
panel key to bring it out of sleep mode.
SMTP Gateway Not Responding
The SMTP gateway has exceeded a timeout
value. Try resending. If the problem persists,
contact the system administrator.
The Digital Sender is currently processing
the maximum number of active jobs allowed.
Please try to send your job later.
The digital sender is busy sending other jobs.
Wait and try your job in a few minutes.
The folder you have entered is not a valid
folder.
The device was unable to validate the path you
typed in for the send-to-folder feature. Verify that
you have typed the correct path.
Too many addresses were found to display.
Please refine your search.
Your search has returned more results than the
device can show. Try to narrow your search.
Username or password is incorrect. Please
re-enter.
The user name or password is incorrect or was
mistyped. Retype the user name and password.
Windows Login Required to use this feature
Provide your Windows network credentials to
use the digital-sending feature.
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Error message
Explanation or action needed
11.xx Internal Clock Error
The internal clock is not working. The digital
sender can still send, but you are prompted to
set the date and time whenever the device is
turned off and then turned on.
Contact your system administrator.
20 Insufficient Memory
22 EIO Buffer Overflow
22 Embedded I/O Buffer Overflow
30.1.yy Scan Failure
The the scanned document contains more data
than can fit in the device's available memory.
Press START to send the available data (some
data might be lost), and then try to make the
scan job smaller.
Too much data was sent to the EIO card. An
incorrect communications protocol might be in
use. Turn the device off and then on. If this
message persists, contact your system
administrator.
Too much data was sent to the embedded
HP Jetdirect network interface. Turn the device
off and then on. Try to send the job again. If this
message persists, contact your system
administrator.
An error has occurred in the flatbed scanner.
Turn the device off and then on.
A 30.18 Scan Failure message might indicate
that the scanner head is locked. Verify that the
scanner lock is in the unlocked position. (See
Digital-sender parts for the location of the
scanner lock.) If the error persists, contact your
system administrator.
40 EIO Bad Transmission
40 Embedded I/O Bad Transmission
52.xy Error
The connection between the device and the EIO
card has failed. Press START to clear the error
and continue sending.
The connection with the embedded HP Jetdirect
network interface has failed. Turn the device off
and then on.
The scanner has encountered an error. Turn the
device off and then on. If this message persists,
contact your system administrator.
57.xx Error
The fan motor has encountered an error. Turn
the device off and then on. If this message
persists, contact your system administrator.
64 ERROR
A scan buffer error occurred. Turn the device off
and then on. If this message persists, contact
your system administrator.
alternates with
To continue turn off then on
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Error message
Explanation or action needed
68.x Storage Error Settings Changed
An error occurred in the device nonvolatile
memory (NVRAM), and one or more device
settings have been reset to their factory default.
Sending can continue, but some unexpected
functions might result because the error
occurred in permanent storage.
Pressing START should clear the message. If this
message persists, contact your system
administrator.
68.x Permanent Storage Full
The printer NVRAM is full. Some settings saved
in the NVRAM might have been reset to the
factory defaults.
Sending can continue, but some unexpected
functions might result because the error
occurred in permanent storage.
Pressing START should clear the message. If this
message persists, contact your system
administrator.
68.x Permanent Storage Write Fail
The printer NVRAM is failing to write.
Sending can continue, but there might be some
unexpected functions because the error
occurred in permanent storage.
Pressing START should clear the message. If this
message persists, contact your system
administrator.
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Support
A
Refer to one of the following resources for HP 9200C Digital Sender support.
HP Customer support
For additional information about the product, see the HP 9200C Digital Sender Getting
Started Guide, or the HP 9200C Digital Sender Support Guide on the CD-ROM. For HP
Customer Care information, see the support flyer that came with the product. You can also
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44
Appendix A Support
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Index
A
documentation
address books
troubleshooting 38
using 21
documents, loading
ADF
E
cleaning 30
loading 13
e-mail
locating
media specifications
secondary 22
troubleshooting 36, 39
e-mail
troubleshooting 35, 38
attachments, e-mail
attachments, e-mail
security
sending 17
settings 19
F
faxing
B
sending 22
bins, ADF
troubleshooting 36
features
folders
C
cleaning 30
troubleshooting 36, 40
G
getting started guide
control panel
language 37
H
hard disk
hardware features
help, online
locating
security
HP Jetdirect Inside
I
D
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interface ports
passwords 7, 34
PDF 17
J
jams
ports
clearing 30
release button, locating
power switch
Jetdirect Inside
JPG 17
Q
K
R
RAM
L
loading documents
S
lock, scanner
scanner head lock
security
sending to
e-mail 17
M
manuals
margins, scanning
media
jam release button, locating
fax 22
folder 25
workflow 27
serial number, locating
settings
specifications
memory
included
e-mail 19
troubleshooting 41
fax 24
folder 26
MTIFF 17
scanning 15
software 3, 6
specifications
N
network card, included
O
on/off switch
online help
digital sender features
media
output bins, ADF
P
paper
support guide
jam release button, locating
T
TIFF 17
specifications
46
Index
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48
Index
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© 2004 Hewlett-Packard Development Company, L.P.
www.hp.com
*Q5916-90910*
*Q5916-90910*
Q5916-90910
Download from Www.Somanuals.com. All Manuals Search And Download.
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