HP LaserJet Pro printers - Tips for using a shared printer

Shared or network printers are designed to handle more complex tasks, heavier print volumes, and often have better paper handling and advanced finishing capabilities compared to personal printers. Network printers can be installed in a convenient location, shared among multiple users, and allow anytime access.

As with sharing any item in an office environment, there are often some best practices and tips that can help reduce issues. Following are a few tips for using a shared printer:

The HP printer driver for Windows contains the Printer Status Notification feature. When enabled, this feature displays a small status-notification window in the lower-right corner of the PC screen. This window is visible while printing a document or while viewing the printer driver settings. It provides information about the status of the document being printed as well as information about the printer.

The Printer Status Notification window provides:

• Print status and error messages. Shows if the printer is ready to print, and when the print job is complete.
• Dashboard view of supply levels. Shows if sufficient supplies exist in the printer.
• Links to the HP SureSupply ordering system. The “Shop for Supplies” link makes it convenient to order genuine HP supplies from the HP SureSupply ordering system.
• Links to HP Support pages. Links to instant support for many printer problems.

You can use the HP printer driver for Windows to insert a page at the beginning of each print job to separate the jobs; making it easier to find yours.

Click here to see this video on YouTube.

To insert a blank page between print jobs, complete the following steps:

1. Open the Devices and Printers folder, right-click the printer, and then select Printer Properties.
2. Click the Device Settings tab.
3. In the Installable Options section, set Job Separator to Enabled.
4. Click OK to exit the Printer Properties.

To insert a custom page between print jobs, complete the following steps:

1. Open the Devices and Printers folder, right-click the printer, and then select Printer Properties.
2. Click the Device Settings tab.
3. In the Installable Options section, set Job Separator to Enabled.
4. Click the Advanced tab.
5. Click the Separator Page button.
6. Browse to find a separator page. Any printable document can be used as a separator page by selecting to view All Files.
7. Click the Open button to select the separator page.
8. Click OK to use the selected separator page.
9. Click OK to exit the Printer Properties.

For HP LaserJet Pro multifunction printers only.

You can use the Scan to Email feature on your printer to scan documents and photos and send them to one or more email addresses as attachments. If you want to receive an automatic confirmation of the emails sent from the printer, enable the Auto CC feature in the Embedded Web Server (EWS).

note:

The Scan to Email function is not available until it has been configured. For instructions, refer to HP LaserJet Pro MFP - Set up the Scan to E-mail feature.

To enable Auto CC, complete the following steps:

1. From the Home screen on the printer control panel, touch the Network button or the Wireless button to display the IP address or host name.
2. Open a Web browser, and in the address line, type the IP address or host name exactly as it appears on the printer control panel. Press the Enter key on the computer keyboard. The EWS opens.
   Figure : Example of an IP address in a browser window
   
   If the Web browser displays a There is a problem with this website’s security certificate message or Safari can’t verify the identity of the website message when attempting to open the EWS, click Continue to this website (not recommended) or Continue.

   note:

   Choosing Continue will not harm the computer while navigating within the EWS for the HP printer.

3. Click the Scan tab.
   Figure : Click Scan tab
   
4. On the left navigation pane, click the Outgoing E-mail Profiles link.
   Figure : Outgoing E-mail Profiles page
   
5. On the Outgoing E-mail Profiles page, select the Display Name of the sender.
6. Click Edit to open the sender’s profile.

   note:

   If you do not have an existing email profile, click the New button to create a profile.

7. To automatically copy the sender on email messages sent using this profile, select the Auto CC check box in the E-mail Message Preferences area.
8. Click Save Only.
9. When sending an email from the printer, the Display Name will automatically appear in the To: field.

For HP LaserJet printers supported by HP JetAdvantage On Demand

For HP LaserJet printer that are supported by HP JetAdvantage On Demand, you may also enable HP JetAdvantage Private Print. HP JetAdvantage Private Print utilizes a secure HP cloud print queue to store jobs until you authenticate the job at your supported HP printer.

For more information about this cloud business printing solution, refer to the HP JetAdvantage Private Print web page.

For a list of supported HP LaserJet printers, refer to HP JetAdvantage On Demand - Supported printers.

You can also use this feature to print the job on special media.