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HP CM8060/CM8050 Color MFP with Edgeline Technology - Address Book

When a user adds an e-mail address to the address book at the device control panel, that address is stored on the device hard disk.
You can also connect to a shared LDAP server or a Microsoft Exchange server to obtain addresses, or you can import addresses from a .CSV file. Addresses that are imported from a .CSV file are stored on the device hard disk.
The address book on the device has three view options. When users open the address book feature, they filter the list of available addresses by selecting one of the three view options.
Address-book view options
View option
Addresses included
All Contacts
  • Network contacts from a shared LDAP server
  • Addresses stored on the device hard disk
  • Personal addresses for the user who is currently signed in
  • Public addresses that are imported from a .CSV file and stored on the device hard disk.
Shared Contacts
  • Network contacts from a shared LDAP server
  • Public addresses that are imported from a .CSV file and stored on the device hard disk
Personal Contacts
  • Personal addresses for the user who is currently signed in. These addresses can come from the Microsoft Exchange server, from address book entries at the device, or from a .CSV file if the username field matches the name of the user who is signed in.
If a user is signed in at the device and adds a contact to the e-mail address book, that contact is stored in the Personal Contacts for that user, and it is not available for other users.
Obtain e-mail addresses from a shared LDAP server
You can obtain addresses from a shared LDAP server. These addresses are available when the user selects the All Contacts or Shared Contacts address book view.
  1. Select the Network Contacts Setup tab.
  2. Click Find Servers to obtain a list of available LDAP servers. Select the LDAP server to use, and then click OK.
      note:
    If the LDAP server that you want to use is not in this list, contact the administrator for that server and obtain the network address and the attribute codes to use.
  3. In the Server Connection Settings area, select the appropriate authentication type for the LDAP server. Depending on the type of authentication, some of the other fields in this area might not be available because they are not required. Type the information for the required fields. Make sure to use the exact names that match the settings for the LDAP server.
    You can secure the connection between the LDAP server and the device by using TLS/SSL.
      note:
    For individual users who sign in using Windows credentials, you can select the option to use those credentials for the LDAP server authentication.
    The following table describes the types of authentication for the device to communicate with the LDAP server:
    Authentication type
    Description
    Anonymous
    The server does not require user credentials to access the LDAP database.
    The option to use the MFP user credentials is unavailable.
    Simple
    The server requires user credentials to access the LDAP database, but the password is not encrypted when it is sent across the network.
    The username and password fields are enabled.
    Windows Negotiated (SPNEGO)
    The server requires user credentials to access the LDAP database, and it encrypts passwords and credentials that are sent across the network.
    The domain field and the option to use the MFP user credentials are enabled.
  4. In the area for LDAP Database Search Settings, click Find to browse for the point to begin searching the database.
  5. Select the appropriate source for attribute names. These fields should be populated automatically.
  6. In the Test for LDAP Retrieval area, you can test the LDAP retrieval by typing part of an attribute value, such as part of the recipient's name, and then clicking Test. Use at least three characters.
Import e-mail addresses from a .CSV file
You can import addresses from a comma-separated value (.CSV) file that is stored on the network. These addresses are stored on the device hard disk and are available when a user selects the Shared Contacts or the All Contacts address book view. If a contact is private for a particular user, that address is available in the user's Personal Contacts when the user signs in.
The following methods are available for importing e-mail addresses:
  • Create an e-mail address .CSV file for this device. See .
  • Export a .CSV file from an older HP MFP device and import that file to this device. See .
Create an e-mail address .CSV file for this device
The .CSV file that contains the address information has 12 required fields, and the fields must occur in a particular order. However, you do not need to provide a value for each field.
An easy way to create the .CSV file is to use a spreadsheet program such as Microsoft Excel. Create a spreadsheet that has 12 columns, and use one column for each required field. Include a column header row in the spreadsheet that has the exact names of the required fields. The names are always in English. (These fields are listed in the next section.) After you enter the data, save the file as type .CSV.
You can also create the .CSV file in a text editor by typing the data for each field, and separating the entries with commas. If a field has no value, type a comma as a placeholder for the field. The first row in this file should contain the names of the required fields. Save the file as type .CSV, and use UTF-8 encoding.
Required fields
The following fields are required, and they must occur in the order listed.
Required fields for the e-mail address .CSV file
Field
Description
name
Alias name for the entry
address
E-mail destination address. This field cannot be empty.
faxnumber
Fax destination number
lastname
User’s last name
firstname
User’s first name
phonenumber
User’s phone number
organization
Name of an organization
unit
Name of a unit
city
name of a city
country/region
name of a country/region
username
User's sign-in name. This field cannot be empty. If the value is “MFP PUBLIC”, the record can be accessed or used by anyone who uses the device. If the value is user’s sign-in name, the record is available only to that user.
dlname
Name of a distribution list to which this user belongs. This field can be empty if the record is for a standalone user who is not part of a distribution list. However, if the user is part of a distribution list, this field must contain a value.
Example e-mail address .CSV records
Following are two examples of valid records.
  • Recipient 1 is a public entry because the value for the username field is “MFP PUBLIC”. This entry can be seen by anyone who uses the device. Recipient 1 is not a member of a distribution list.
  • Recipient 2 is a private entry for the person whose username is “cblack”. When cblack signs in, he or she can see the address-book entry for Recipient 2, but no other users can see it. Recipient 2 also belongs to a distribution list named “Project managers”.
  note:
These examples show how the data appears if you open the .CSV file with a text editor.
Recipient 1 description
  • name: Andrew.Smith
  • address: A.Smith@companyname.com
  • faxnumber: (empty)
  • lastname: Smith
  • firstname: Andrew
  • phonenumber: (empty)
  • organization: (empty)
  • unit: (empty)
  • city: (empty)
  • country/region: (empty)
  • username: MFP PUBLIC
  • dlname: (empty)
Recipient 2 description
  • name: b.green
  • address: b.green@companyname.com
  • faxnumber: (empty)
  • lastname: (empty)
  • firstname: (empty)
  • phonenumber: (empty)
  • organization: (empty)
  • unit: (empty)
  • city: (empty)
  • country/region: (empty)
  • username: cblack
  • dlname: Project managers
Recipient 1 data in the .CSV file
Andrew.Smith,A.Smith@companyname.com,,Smith,Andrew,,,,,,MFP PUBLIC,,
Recipient 2 data in the .CSV file
b.green,b.green@companyname.com,,,,,,,,,cblack,Project managers
Import e-mail address and fax speed-dial records from another device
You can import e-mail address and fax speed-dial data to this device from older HP MFP devices that are able to export data.
  1. To export the data from some older devices, use the embedded Web server for that device. The export feature is not available for all HP devices. See the documentation that came with that device for more information. Save the .CSV file on the network.
  2. The .CSV file that is exported from the older device can have as many as 12 fields, but this device requires only the first seven fields. The following fields are required, and they must occur in the order listed. Some fields can be empty, but others must contain values. The names of the fields are always in English.
    Required fields for the .CSV file from other devices
    Field
    Description
    name
    Alias name for the entry
    emailaddress
    E-mail destination address.
    dlname
    Name of a distribution list to which this user belongs. This field can be empty if the record is for a standalone user who is not part of a distribution list.
    faxnumber
    Fax destination number. This field cannot be empty if the emailaddress field is empty.
    speeddial
    Speed-dial name for a list of fax numbers. This field cannot be empty if the emailaddress field is empty and the faxnumber field is not empty.
    code
    A unique number that is associated with the speed-dial name. This field cannot be empty if the emailaddress field is empty and the faxnumber field is not empty.
    pin
    PIN that is used to access the older HP device.
  3. To import the .CSV file to the device, see the next section.
      note:
    This process also imports the fax speed-dial records at the same time.
Import an e-mail address .CSV file
  1. Select the Device Contacts Import tab.
  2. Click Browse to find the .CSV file on the network. Or, if you know the network path, type it in the box below File to Import. Use UNC format:
    \\servername\foldername\filename.csv
  3. Click Import to import the data to the device.
    The device checks the file for validity, checks for errors, and imports all records that meet the requirements. If a field is missing or if a field is empty that must contain data, that record is not imported.
  4. Click Apply to save the settings.
  note:
You can remove all contacts that are imported from a .CSV file or that a user added at the device control panel. To do this, click Delete All Device Contacts.
Access e-mail addresses from a user's Microsoft Exchange personal contacts
You can access individual users' personal contacts from their Microsoft Exchange Server personal contacts lists. These addresses are available when the user signs in using Windows and then selects the Personal Contacts address book view.
  1. Select the Personal Contacts Setup tab.
  2. Select Enable Personal Contacts.
      note:
    In order to import personal contacts, you must first enable the Windows sign-in method, and the Microsoft Exchange Server must be version 5.5 or newer. To enable the Windows sign-in method, click the Settings tab and then select Device Sign In. Select Sign In Methods.
  3. At the bottom of the page, you can test the functionality by entering a username and password. Then type at least three letters of a contact name and click Test.
  4. Click Apply to save the settings.

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