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HP Enterprise MFP - Create and manage fax speed dial lists

Introduction
Use the control panel on the printer or the Embedded Web Server (EWS) to create and manage a fax speed dial list.
  note:
The steps to create and manage a fax speed dial list vary according to the type of control panel and the FutureSmart firmware version.
Control panel interfaces
FutureSmart 3
FutureSmart 4
Embedded Web Server interfaces
FutureSmart 3
FutureSmart 4
Method one: Control Panel
  note:
There are 1000 speed dials (numbered 000–999) available on the printer control panel using the fax job screen. Speed dials are listed on the fax screen by speed dial number, and the speed dial name is also displayed. Speed dials can have multiple destination numbers, and use ( - ), ( * ), and ( # ) characters.
Create a speed dial list using the control panel
FutureSmart 3
Follow these steps to create a speed dial list from a FutureSmart 3 control panel.
  1. From the Home screen on the printer control panel, select Fax.
    Figure : Fax
  2. Select Speed Dials to display the Speed Dials screen.
    Figure : Speed Dials
  3. Select one of the unassigned One Touch Speed Dials numbers.
    Figure : One Touch Speed Dials
  4. Select the Speed Dial Name field to display the keyboard.
    Figure : Speed Dial Name field
  5. Type a name for the speed dial.
    Figure : Speed Dial Name
  6. Type a fax number for the speed dial.
    Figure : Fax number
      note:
    To enter additional fax numbers for a speed dial, touch the screen to the right of the last digit of the previously entered fax number. When the cursor appears, select the enter key to move the cursor to the next line. Repeat this step to enter all the numbers for the speed dial.
    Select OK.
  7. The name and fax number (or numbers) display next to the selected One Touch Speed Dials number.
    Select OK to return to the Fax screen.
    Figure : OK button
FutureSmart 4
  1. From the Home screen on the printer control panel, select Contacts.
    Figure : Contacts icon
  2. Select the arrow next to the contacts list name in the upper left corner, and then select Fax Speed Dials.
  3. Select the Add Contact icon.
  4. Type a name for the speed dial list or speed dial contact in the Display Name field, and then select the Enter icon.
  5. Type a Fax Speed Dial number, or select Next Available.
  6. Type a Fax Number for the contact, or, if creating a list, type numbers for all contacts in the list.
  7. Select the Close icon to close the keypad, and then select Save or Done.
Add a number to an existing speed dial list using the control panel
FutureSmart 3
  1. From the Home screen on the printer control panel, scroll to and select Fax.
  2. Select Speed Dials to display the Speed Dials screen.
  3. Select the One Touch Speed Dials number of the list to be edited.
  4. Select the down arrow on the Speed Dial Name box to open the drop-down menu.
  5. Select the Fax Numbers item.
  6. To add a fax number for a speed dial name, select the screen to the right of the last digit of the last fax number in the list. When the cursor appears, select the enter key to move the cursor to the next line and then type the fax number.
  7. Select OK to return to the Speed Dials screen.
  8. Select OK to return to the Fax screen.
FutureSmart 4
  1. From the Home screen on the printer control panel, select Contacts.
    Figure : Contacts icon
  2. Select the arrow next to the contact list name in the upper left corner, and then select Fax Speed Dials.
  3. Select a speed dial list.
  4. Select the Edit icon.
  5. Select the Fax Numbers field and then type the number for the contact you want to add.
  6. Close the keypad and select Done.
Search a speed dial list by name
  note:
If you do not know the unique name of the speed dial, type a letter to select any portion of the list. For example, to view speed-dial names that begin with the letter N, type the letter N. If no matching entries exist, a message appears before the search shows the entry that is closest to the letter N.
FutureSmart 3
  1. From the Home screen on the printer control panel, select Fax.
  2. Select the Search icon. This icon looks like a magnifying glass and is located to the right of the Speed Dials button.
  3. Type the first letters of the speed dial name for which you want to search. As matches are found, the list at the top of the search screen is populated. If necessary, scroll to see all the entries, or type more letters to narrow the search.
  4. Select the appropriate name from the list and select OK. The speed-dial list on the main fax screen shows the selected entry within the list of numbers.
  5. Select a speed dial number to add it to the recipients list.
  6. Select or search for additional names as needed.
FutureSmart 4
  1. From the Home screen on the printer control panel, select Contacts.
    Figure : Contacts icon
  2. Select the arrow next to the contact list name in the upper left corner, and then select Fax Speed Dials.
  3. Select the Search icon.
  4. Type the first letters of the speed dial name for which you want to search. As matches are found, the list at the top of the search screen is populated. If necessary, scroll to see all the entries, or type more letters to narrow the search.
Delete a single number from a speed dial list using the control panel
FutureSmart 3
  1. From the Home screen on the printer control panel, scroll to and select Fax.
  2. Select Speed Dials to display the Speed Dials screen.
  3. Select the One Touch Speed Dials number of the list to open the keyboard.
  4. Select the down arrow on the Speed Dial Name box to open the drop-down menu and then select the Fax Numbers option.
  5. Scroll through the list of fax numbers and select the screen to the right of last digit of the fax number to be deleted. Use the backspace key to delete the fax number.
  6. Select OK to return to the Speed Dials screen.
  7. Select OK to return to the Fax screen.
FutureSmart 4
  1. From the Home screen on the printer control panel, select Contacts.
    Figure : Contacts icon
  2. Select the arrow next to the contact list name in the upper left corner, and then select Fax Speed Dials.
  3. Select a speed dial list.
  4. Select the Edit icon.
  5. Select the number to delete and then select the “x” that appears at the end of the number.
  6. Close the keypad and select Done.
Delete a speed dial list using the control panel
FutureSmart 3
  1. From the Home screen on the printer control panel, scroll to and select Fax.
  2. Select Speed Dials to display the Speed Dials screen.
  3. Select the One Touch Speed Dials number of the list to be deleted.
  4. Select Delete.
  5. Select Yes to confirm the deletion of the speed dial list and to return to the Fax screen.
FutureSmart 4
  1. From the Home screen on the printer control panel, select Contacts.
    Figure : Contacts icon
  2. Select the arrow next to the contact list name in the upper left corner, and then select Fax Speed Dials.
  3. Select a speed dial list.
  4. Select the Delete icon.
  5. Select Delete on the confirmation prompt.
Method two: Embedded Web Server (EWS)
Open the Embedded Web Server (EWS)
  1. From the Home screen on the printer control panel, touch the Network icon to display the IP address or host name.
  2. Open a Web browser, and in the address field, type the IP address or host name, and then press Enter.
    Figure : Example of an IP address typed in a browser window
  3. Click Continue to this website (not recommended). The EWS opens.
  4. In the upper right corner, click Sign In and login using Administrator credentials.
Create a speed dial list using the Embedded Web Server
  1. In the Embedded Web Server, click the Fax tab.
  2. From the left pane, select Speed Dials or Fax Speed Dials.
  3. Create a .csv file with the appropriate fax fields.
    1. Select the check box next to an empty Speed dial code and select Edit.
    2. Type the Speed Dial Name.
    3. Type the Fax Number and select Add.
        note:
      You do not need to use separators such as “ ()” or “-”. For example, if the fax number is (205) 222-1234, type 2052221234.
    4. Select OK to create an initial contact.
    5. Select Export.
    6. Click Open.
    7. Manually populate the .csv file with the desired Fax recipients and preferred contact information.
    8. Save the file with a different name and make sure the .csv file format is selected.
  4. Select Import.
  5. Select Browse or Choose File, navigate to the location where you saved the file, select the .csv file, and then select Open.
  6. Select Import and then wait while the entries are added.
Add a number to an existing speed dial list using the Embedded Web Server
  1. In the Embedded Web Server, click the Fax tab.
  2. From the left pane, select Speed Dials or Fax Speed Dials.
  3. Select the check box next to an empty Speed dial code and select Edit.
  4. Type the contact in the Speed Dial Name field.
  5. Type the Fax Number and select Add.
  6. Select OK to save the changes and exit.
Export a copy of an existing speed dial list
  1. In the Embedded Web Server, click the Fax tab.
  2. From the left pane, select Speed Dials or Fax Speed Dials.
  3. Select Export.
  4. Wait while the entries are exported.
  5. Click Open and then save the file.
Delete a single number from a speed dial list using the Embedded Web Server
  1. In the Embedded Web Server, click the Fax tab.
  2. From the left pane, select Speed Dials or Fax Speed Dials.
  3. Select the check box next to the Speed dial code that you want to delete.
  4. Select Delete.
  5. Select Delete again to confirm.
Delete a speed dial list using the Embedded Web Server
  1. In the Embedded Web Server, click the Fax tab.
  2. From the left pane, select Speed Dials or Fax Speed Dials.
  3. Select Delete All.
      caution:
    This will delete all speed dial entries including those not shown on the current page. If you are not sure, use the page numbers to scroll the list and verify before deleting.
  4. Select Delete to confirm.

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