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HP LaserJet Enterprise, HP PageWide Enterprise - Set up and configure the fax archive

Learn how to configure settings for archiving and forwarding faxes.

Introduction

Use the Fax Archive and Forwarding page to configure settings for archiving and forwarding faxes on the printer control panel.

Use the Fax Archive settings to send a copy of all incoming and outgoing faxes to an email address, a network folder, or an FTP server.

Use the Fax Forwarding settings to send a copy of all incoming and outgoing faxes to another fax number.

Before you begin

The fax feature must be configured on the printer to archive and forward faxes.

Connect the fax cable to the fax port on the printer and to the phone port on the wall.

Administrators need the following information before beginning the configuration process:

  • Administrative access to the printer

  • DNS suffix (e.g., companyname.com)

  • SMTP server (e.g., smtp.mycompany.com)

    Note:

    If you do not know the SMTP server name, SMTP port number, or authentication information, contact the e-mail/Internet service provider or system administrator for the information. SMTP server names and port names are typically found by doing an Internet search. For example, use terms like "Gmail SMTP server name" or "yahoo SMTP server name" to search.

  • SMTP server authentication requirements for outgoing e-mail messages, including the user name and password used for authentication, if applicable.

Step one: Set up Fax Archive

Use the Fax Archive settings to send a copy of all incoming and outgoing faxes to an email address, a network folder, or an FTP server.

  1. Using the top navigation tabs, click Fax.

  2. In the left navigation pane, click Fax Archive and Forwarding.

  3. From the Fax Archiving drop-down list, select one of the following options:

    • Do not archive (print only)

    • Archive and print

    • Archive only

  4. Configure the settings.

    Configure the Archive and print settings:

    1. Select the Type of Fax Job to Archive.

    2. Choose whether to select to enable the Print archive failure notice check box.

    3. Select the Archive Destination:

      • E-mail: Select an outgoing SMTP server in the Outgoing E-mail Servers (SMTP) area, or click Add... to start the Outgoing E-mail Servers (SMTP) wizard, and add a new outgoing SMTP server.

        1. In the SMTP wizard, select one of the following options:

          • Enter the address of an SMTP server, and then click Next

          • Select Search network for outgoing e-mail server, and then click Next. Select the server, and then click Next.

          Note:

          If an SMTP server was already created for another product function, the Use a server already in use by another function option displays. Select this option, and then configure it to be used for the email function.

        2. On the Set the basic information necessary to connect to the server dialog, set the options to use, and then click Next.

          Note:

          Some servers have problems sending or receiving emails that are larger than 5 megabytes (MB). These problems can be prevented by entering a number in Split e-mails if larger than (MB).

          Note:

          In most cases, the default port number does not need to be changed.

          Note:

          If you are using Google™ Gmail for email service, select the Enable SMTP SSL Protocol check box. Typically, for gmail, the SMTP address is smtp.gmail.com, port number 465, and the SSL should be enabled.

          Please refer to online sources to confirm these server settings are current and valid at the time of configuration.

        3. On the Server Authentication Requirements dialog, select the option that describes the server’s authentication requirements:

          • Server does not require authentication, and then click Next.

          • Server requires authentication

            • From the drop-down box, select Use credentials of user to connect after Sign In at the control panel, and then click Next.

            • From the drop-down box, select Always use these credentials, enter the Username and Password, and then click Next.

          Note:

          If using a signed-in user's credentials, set email to require sign in by the user on the product control panel. Deny device guest access to email by clearing the check box for email in the Device Guest column in the Sign in and Permission Policies area on the Access Control dialog of the Security tab. The icon in the check box changes from a check mark to a lock.

        4. On the Server Usage dialog, choose the product functions that will send email through this SMTP server, and then click the Next button.

          Note:

          If the server requires authentication, a user name and password for sending automatic alerts and reports from the product will be required.

        5. On the Summary and Test dialog, enter a valid email address in the Send a test e-mail to: field, and then click Test.

        6. Verify that all of the settings are correct, and then click Finish to complete the outgoing email server set up.

      • Network folder: Enter the settings in the Folder Settings area.

      • FTP server: Enter the settings in the FTP Server area.

    Configure the Archive only settings:

    1. Select the Type of Fax Job to Archive.

    2. Select an On Archive Failure option.

    3. Choose whether to select to enable the Print archive failure notice check box.

    4. Select the Archive Destination:

      • E-mail: Select an outgoing SMTP server in the Outgoing E-mail Servers (SMTP) area, or click Add... to start the Outgoing E-mail Servers (SMTP) wizard, and add a new outgoing SMTP server

      • Network folder: Enter the settings in the Folder Settings area

      • FTP server: Enter the settings in the FTP Server area

Step two: Set up Fax Forwarding

Use the Fax Forwarding settings to send a copy of all incoming and outgoing faxes to another fax number.

  1. Select the Enable Fax Forwarding check box.

  2. Select the Type of Fax Job to Forward.

  3. Enter a fax number in the Fax Forwarding Number field.

Step three: Complete the setup

On the Fax Archive and Forwarding page, review the selected settings, and then click Apply to complete the setup.


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