HP 1040/1050 Fax series User Guide Part number: Q7270-90102 First edition: 10/2004 © Copyright 2004 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 HewlettPackard 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. Note: Regulatory information can be found in the Specification section of this guide. · Certificates of deposit · Copyrighted works Safety information WARNING! To prevent fire or shock hazard, do not expose this product to rain or any type of moisture. Always follow basic safety precautions when using this product to reduce risk of injury from fire or electric shock. WARNING! Potential shock hazard · 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 lightening storm. · Use only a grounded electrical outlet when connecting the device to a power source. If you do not know whether the outlet is grounded, check with a qualified electrician. 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 · 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. Contents 1 Quick start Load paper 1 Load documents to fax or copy 2 Send a fax 2 Receive a fax 3 Make a copy 3 Make a telephone call 4 2 HP Fax basics The HP Fax 1040/1050 6 Parts of the HP Fax 6 Control Panel of HP FAX 7 The menus 12 Overview of menu options 13 BASIC FAX menu 13 ADVANCED FAX menu 14 SET UP SOUND menu 15 TOOLS menu 15 SET UP TAM menu 15 Loudspeaker--HP 1040 Fax 16 Speakerphone--HP 1050 Fax 16 Navigate the menus 17 Ready mode 17 Menu buttons 17 Enter dates, times, text, and telephone numbers 18 Most text fields 18 Fax header telephone number 19 Speed dialing 21 Store a number in the phone book 21 Print the phone book 22 Dial from the phone book 22 One-touch dialing 22 Speed dialing 22 Phone book dialing 22 Paper types and sizes 23 Document types and sizes 23 Set document resolution and contrast for a single copy 24 Adjust volume 25 Ringer volume 25 Speaker volume 25 Automatic fax redial 26 Receiving via an extension telephone (HP 1040 Fax only) 26 Contents i 3 Additional features Set rings to answer 27 Use Caller ID 28 Turn Caller ID on 28 See who called with Caller ID 28 Print a list of Caller ID numbers 28 Block junk fax numbers 28 Add a junk fax number 28 Delete a number 29 Scan & Fax Mode 29 Image TCR 29 Distinctive ring (DRPD) 30 Step 1--Teach the HP Fax the ring pattern 30 Step 2--Set up distinctive ring (DRPD) answer mode 31 Answer/receive mode 31 HP1040 Fax 31 HP1050 Fax 32 4 Digital message center (HP 1050 Fax only) Turn on the message center 35 Record your greeting 36 Play your greeting 36 Screen or monitor your calls 37 Announcement only 37 Play back messages 37 Play back new messages only 37 Play back all messages 37 Skip or repeat messages 37 Repeating a message or skipping backwards 37 Skipping a message 38 Erase messages 38 Erase selected messages 38 Erase all messages in memory 38 Remote Access 39 Remote Password 39 Access the message center 39 Toll Saver 40 Message paging 41 Set up message paging 41 Receive a message page 41 Record a conversation 41 5 Advanced faxing Broadcasting 43 Delayed fax 44 Polling 45 Setting send polling 45 Polling another fax to receive 46 To cancel the scheduled job 46 Forward faxes 47 ii Contents 6 Feature reference Set the date and time 49 Turn on and off sounds 49 Alarm sounds 49 Key sounds 50 Silent mode 50 Set the fax header information 50 Print reports 51 Automatic reports 51 Reports you can print 51 Reprinting faxes 52 Clearing memory 53 Loudspeaker--HP 1040 Fax 53 Speakerphone--HP 1050 Fax 53 Redial a number in memory 54 7 Care and maintenance Print cartridge information 55 View ink level 55 Print the self test 56 Replace the print cartridge 56 Clear jammed documents and paper 58 Document jams during transmission 58 To clear document jam: 58 Paper jams during printing 58 If the paper is jammed in the printing area 58 If the paper is jammed in the paper feed area 59 Maintain the print cartridge 59 Clean the print cartridge nozzles 59 Wipe the print nozzles and contacts 59 Clean the nozzles 59 Clean the cartridge carrier contacts 60 Clean the document scanner area 61 Adjust the scanner 63 LCD error messages 63 Troubleshooting 66 Fax problems 66 Print quality problems 68 Digital Message Center problems 69 69 8 Specifications and regulatory information Paper types and sizes 71 Document types and sizes 71 Acceptable documents 71 Print cartridge 72 Product specifications 72 A sample of ITU #1 test chart (reduced to 60.5%) 74 Environmental product stewardship program 75 Regulatory notices 76 Contents iii Contents Declaration of conformity 78 Use Hewlett-Packard support services 79 Hewlett-Packard LIMITED WARRANTY STATEMENT 80 iv Contents 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. 1 The "arrow buttons" located under the Menu button on the control panel are designated by !"in the instructions. 1 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 75­90 g/ m2 (20­24 lb.)) in A4, Letter, and Legal sizes. 1 Slide the Paper Guide to Ltr or A4 paper width. Be sure not to bind the paper stack. 1 2 Quick start 1 QUICK START QUICK START QUICK NOTE: You must open the Paper Tray Cover to properly insert the paper. START 2 Pull the Paper Tray Cover toward you to open it. QUICK START 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. QUICK START QUICK START QUICK START QUICK START Load documents to fax or copy 3 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 Load documents to fax or copy You can load up to 10 pages in the document feeder. Load the documents face down (printed side toward the machine). Adjust guides to document width. Send a fax 1. Place the document to be sent (up to 10 pages) in the document feeder. 2. Dial the number by using one of these methods: · Entering the number and pressing Start/Enter. · Lifting the handset, entering the number, and pressing Start/Enter. · Using the Loudspeaker or Speakerphone button to listen as you dial, then pressing Start/Enter. · Pressing and holding a One Touch button. For more information, see One-touch dialing on page 24. · Pressing the Speed Dial button, entering a speed dial code and pressing Start/ Enter. For more information, see Dial from the phone book on page 24. NOTE: One touch and speed dial codes must have been previously programmed. For more information, see Store a number in the phone book on page 23. Quick start 2 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 27. FAX or TAM answer mode The fax machine will answer the telephone, automatically detect fax tones, and receive a fax. START In AUTO mode the telephone rings for a certain number of rings (see Set rings to answer on page 27), 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/Enter button. 3. Once you hear fax tones from both machines (this may take several seconds), you should hang up the telephone. You can make multiple copies of a10 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 Start/Enter to go to the next option. Zoom Rate then 97% will display. Quick start 3 QUICK START QUICK TIP: The maximum number of copies depends on the model you purchased. START QUICK START QUICK Make a copy START QUICK START QUICK AUTO answer mode START TIP: If you answer the telephone and hear fax tones, press the Start/Enter button to receive the fax. QUICK Make a telephone call 5. Press TIP: !"to select the reduction or enlargement percentage you want (50 ­125). The maximum enlargement percent depends on the model you purchased. 6. Press Copy to start copying or press Start/Enter to go to the next option. Collate then Off will display. 7. Press !" to select On if you want the copies collated. If Collate is Off, pressing either Copy or Start/Enter will start copying. 8. If Collate is On, press Copy to start copying or press Start/Enter to go to the next option. Print Order then Normal will display. 9. 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. 10.Pressing either Copy or Start/Enter will start copying. 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 (HP 1050 Fax does not have to pick up handset since it has a speakerphone.) For more information, see One-touch dialing on page 24. · Press the Speed Dial button, enter a speed dial code and press Start/Enter. This turns on the speaker. When you are connected, pick up the handset (HP 1050 Fax does not have to pick up handset as it has a speakerphone.) For more information, see Dial from the phone book on page 24. · HP 1050 Fax: Press the Speakerphone button and dial the number. NOTE: One touch and speed dial codes must have already been entered before you can use them. For more information, see Store a number in the phone book on page 23. Quick start 4 2 HP Fax basics This chapter lists the basic features of your new HP Fax and introduces you to the machine. For detailed instructions, refer to the later chapters. The HP Fax features The HP Fax offers the following features: · 100 page fax memory · 50 page paper tray · 10 page document feeder · Scan & Fax capability: Scan the entire document into memory before sending (see page 29). · 80 to 100 (depends on model) speed dialing locations (including10 One-Touch speed dials) (see page 23). · Distinctive Ring (DRPD) capability: Multiple numbers on the same phone line that are differentiated by ring pattern (this feature only is available in certain areas) (see page 30). · Broadcasting: Send the same document to multiple destinations (see page 43). · Fax forwarding: Forward documents to another fax machine (see page 47). · Delayed fax: Send the document at a later time (see page 44). · Send/Receive Polling: Retrieve a waiting fax or hold a fax to be picked up (see page 45). · Caller ID (see page 28). · Last 10 number redial (see page 54). · Junk fax blocking (with Caller ID) (see page 28). · Reports to help you manage your work (see page 51). The HP 1050 Fax only The HP 1050 Fax also offers a Digital Message Center with these features: · 30 minutes of incoming message memory · 30 second greeting · Message paging: Calls you when you have received a message. · Remote access · Toll saver · Speakerphone 5 HP Fax basics The HP Fax 1040/1050 The HP Fax 1040/1050 Parts of the HP Fax Figure 2-1 Front view 1 Document support 8 2 Paper tray 1 3 Paper tray cover 4 Document guide 7 2 6 3 4 5 Document feeder 6 Handset 7 Paper guide 8 Paper support 5 Figure 2-2 Rear view 1 Power cord socket 1 6 HP Fax basics The HP Fax 1040/1050 Figure 2-3 Bottom view 1 Connect handset to the HANDSET port. 2 Connect telephone line to the LINE port. 3 2 1 3 HP 1040 only: Connect answering machine or extension phone to the EXT. port. Control Panel of HP FAX Figure 2-4 Control panel of HP 1040 Fax HP Fax basics 7 HP Fax basics HP Fax basics HP Fax basics HP Fax basics HP Fax basics HP Fax basics HP Fax basics The HP Fax 1040/1050 Figure 2-5 Control panel of HP 1050 Fax ABC DEF GHI JKL MNO PQRS TUV WXYZ HP 1050 Fax Figure 2-6 HP 1040 & HP 1050 Fax control panel--Left side 1 Scan & Fax Mode: When Scan & Fax mode is turned on, the device scans all pages before starting to send the fax. The button is lit when Scan & Fax Mode is turned on. 2 Silent Mode: Will mute most sounds made by the device. To do this automatically at certain hours, See Adjust volume on page 28 for instructions on using the menu. The button is lit when Silent Mode is turned on. 3 Report/Help: Prints status reports or the Help file, which will provide information on using your HP Fax. 4 Access Cartridge: Moves the print cartridge to the center so it can easily be replaced. 5 Resolution: Improves the clarity of a document that you are faxing or copying. 2 3 4 5 1 HP 1050 Fax 8 HP Fax basics The HP Fax 1040/1050 Figure 2-7 HP 1040 & HP 1050 Fax control panel--Middle 6 Space: [The 1 key]. Enters a space between words when entering a name in a text field. 7 Display: Displays menu items and messages from the HP Fax. 8 Key pad: Dials telephone and fax numbers and enters letters and symbols in text fields. The phone key pad is also used for one-touch dialing. 9 Symbols: [The 0 key]. Used to enter special characters when entering a name in a text field. 10 Speed Dial: [The # key]. Stores and dials 80 or 100 (varies by model) telephone/fax numbers. 4 6 7 ABC DEF GHI JKL MNO 8 9 10 Figure 2-8 HP 1040 & HP 1050 Fax control panel--Right side upper 11 Menu: Displays the options available for your HP Fax. 12 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 or Speakerphone has been pressed, adjusts the speaker volume. 11 12 · · · HP Fax basics 9 HP Fax basics HP Fax basics HP Fax basics HP Fax basics HP Fax basics HP Fax basics PQRS TUV WXYZ HP Fax basics The HP Fax 1040/1050 Figure 2-9 HP 1040 & HP 1050 Fax control panel--Right side lower 13 Copy: · 13 14 · Press twice to copy a document with the default copy settings. Press once then set options. Press Start/Enter between options. Press Copy to copy the document. Starts a fax or printing a report. Accepts the selection shown in the display. 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. 14 Start/Enter: 15 · · · · 15 Cancel: Figure 2-10 HP 1040 Fax only control panel--Right middle 19 18 20 16 Mute/Search: · · Mutes the telephone during a telephone call. Search for a number stored in memory. 16 17 Loudspeaker: Allows you to listen to the telephone while dialing or accessing voice mail without lifting the handset. Allows you to listen only. There is no speakerphone capability. 18 Redial/Pause: · 17 · 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. 19 R or Flash: Switches between telephone functions; for example, call waiting. Contact your local telephone company for information. The name of this button varies by country. 20 Ans. Mode/Contrast: · When no document is loaded, pressing this button changes the Answer Mode. See Answer/receive mode on page 31. When a document is loaded, pressing this button changes the contrast for faxing and copying. · 10 HP Fax basics The HP Fax 1040/1050 Figure 2-11 HP 1050 Fax only control panel--Right middle 16 Mute/Search: 18 19 20 17 Speakerphone: The HP 1050 provides a fully functional speaker phone. DEF 18 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. MNO 19 R or Flash: Switches between telephone functions; for example, call waiting. Contact your local telephone company for information. The name of this button varies by country. 17 16 20 Rcv. Mode/Contrast: · When no document is loaded, pressing this button changes the Receive Mode. See Answer/receive mode on page 31. When a document is loaded, pressing this button changes the contrast for faxing and copying. · Figure 2-12 HP 1050 Fax only control panel--Upper right 21 Greeting: Press and hold to record the greeting for the Digital Messaging Center. Press again to stop the recording. 22 Play/Rec: Use to play answering machine messages or to record messages. 23 Erase: · · Press during a message to delete that message. Press and hold to delete all messages. 21 22 23 24 25 24 Answer: Turns the answering machine on and off. Button is lit when the answering machine is on. 25 Microphone: This icon shows the location of the microphone used for the Speakerphone and to record the answering machine greeting. HP Fax basics 11 HP Fax basics HP Fax basics HP Fax basics HP Fax basics HP Fax basics HP Fax basics WXYZ HP Fax basics · · Mutes the telephone during a telephone call. Search for a number stored in memory. The menus The menus 12 HP Fax basics SET FAX HEADER Rings to Answer Fax Header Dial/Schedule Fax Log Faxes in Memory Caller ID Set Junk Fax No. Print Quality Paper Size Sending Confirm Image TCR Auto Reduction Fax Log *HP 1040 Fax only SET DATE & TIME Set Broadcasting Set Delayed Fax Set Fax Forward Set Polling Send Cancel Schedule Man Fax Rcv Code* ECM Mode Distinctive Ring Silent Mode Key Sound Alarm Sound BASIC FAX ADVANCED FAX SET UP SOUND MEMORY CLEAR TOOLS Clean Cartridge Align Cartridge View Ink Level Adjust Scanner Factory Default Language Dial Mode Discard Size Self Test Fax Number Date Format Fax Name Date & Time Resolution Contrast SET UP TAM Toll Saver Call Monitor ICM Record Time Remote Password Silence Action Off Hook Action Message Paging (HP 1050 Fax only) 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 51.) To change these settings, see Navigate the menus on page 17. 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 Rings To Answer Settings 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 or TAM mode), we suggest you set the ring count to at least 4 (HP 1040) or 2 (HP 1050 with Toll Saver turned on) to give you time to answer. The number of rings can be 2 to 7. 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 28. Caller ID Print Quality Paper Size Allows you to set the print quality to Normal or Draft. A4, Letter and Legal are the paper sizes you can use to receive faxes and copy. 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 using the Report/Help button (see Print reports on page 51). ERROR: prints only when an error occurs. Note that this report can include the Image TCR (see Image TCR on page 29). Sending Confirm Image TCR Image TCR prints a sending confirm page with a miniature image of the first page of the fax. When receiving a document as long as or longer than the paper loaded, the machine can 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. Auto Reduction HP Fax basics 13 HP Fax basics HP Fax basics HP Fax basics HP Fax basics Set Junk Fax No. 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. HP Fax basics HP Fax basics HP Fax basics Overview of menu options Option Fax Log Settings The Fax Log 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. 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 26. 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 26. Resolution Contrast ADVANCED FAX menu Option Set Broadcasting Set Delayed Fax Set Fax Forward Set Polling Send Cancel Schedule Settings Allows you to send a fax to several fax numbers at once. Allows you to set up a fax to be sent at any time in the next 24 hours. Allows you to forward incoming faxes to another fax number. Allows you to set a fax to be polled by another machine. Cancels all scheduled faxes. Man Fax Rcv Code The Manual Fax Receive Code allows you to start receiving a fax from an (HP 1040 only) extension phone. If you pick up the extension phone and hear a fax tone, enter the code and the fax will start receiving. You cannot change the * *, just the number between them. The code can be 0 to 9. 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. Distinctive Ring 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 30. 14 HP Fax basics