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HP Enterprise MFP - Customize printer job short-cuts using Quick Sets

Introduction
Quick Sets are short-cut jobs that are available from the Home screen or within the Quick Sets feature on the printer control panel and do not impact the defaults set for the base application. To use a Quick Set on the printer control panel, enable the base application.
Create Quick Sets for the following base applications to improve job accuracy and the time to complete a job:
  • E-mail — Use email Quick Sets to configure and save commonly used settings for sending jobs from the printer via email as email attachments.
  • Fax — Use fax Quick Sets to configure and save commonly used settings for fax jobs.
  • Save to Network Folder — Use Save to Network Folder Quick Sets to configure and save commonly used settings for saving jobs to a network folder.
  • Save to USB — Use Save to USB Quick Sets to configure and save commonly used settings for saving jobs to a USB device.
  • Copy (MFPs only) — Use Copy Quick Sets to configure and save commonly used settings for copy jobs.
  • Save to SharePoint® (workflow printers only) — Use Save to SharePoint Quick Sets to configure and save commonly used settings for saving jobs to a SharePoint site.
Select from various job settings, such as starting a job immediately upon selection of a quick set or requiring an image preview before starting a job.
Step one: Access the HP Embedded Web Server (EWS)
  1. FutureSmart 3: From the Home screen on the printer control panel, touch the Network button to display the IP address or host name.
    FutureSmart 4: From the Home screen on the printer control panel, touch the Information icon, and then touch the Network icon 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 of the printer exactly as it displays 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
      note:
    If the Web browser displays a message indicating that accessing the website might not be safe, select the option to continue to the website. Accessing this website will not harm the computer.
Step two: Add and manage Quick Sets
Add a Quick Set
Use the following steps to add a new Quick Set.
  1. Using the top navigation tabs, click General.
  2. In the left navigation pane, click Quick Sets Setup.
  3. Click Add to begin the Quick Set Wizard.
      note:
    Click Cancel on any page of the Quick Set Wizard to cancel the current changes, exit the Quick Set Wizard, and return to the Quick Sets Setup page.
  4. Select a Quick Set Type, and then click Next. The following Quick Set types are available for selection, depending on your printer:
      note:
    A Quick Set Type only needs to be determined when a quick set is created by using the General EWS tab.
    • E-mail
    • Fax
    • Save to Network Folder
    • Save to USB
    • Copy (MFPs only)
    • Save to SharePoint® (workflow printers only)
  5. Enter a title for the Quick Set in the Quick Set Title (required) field.
  6. Select the location for the quick set to appear on the printer from the Button Location drop-down list. This setting determines whether the Quick Set displays on the Home screen or within the Quick Sets area on the printer control panel.
  7. Enter a description of the Quick Set in the Quick Set Description (required) field.
  8. Select a Quick Set Start Option to determine what occurs after selecting a Quick Set on the printer control panel, and then click Next.
  9. Select settings and complete tasks in the wizard. Click Next to proceed to the next page of available options until reaching the Summary page.
      note:
    The settings available in the Quick Set Wizard vary by the type of Quick Set being added. Refer to the tables in Quick Set settings and options to see the available settings and options for each type of Quick Set.
  10. Review the summary of settings, and then click Finish to save the Quick Set, or click Previous to edit the settings.
Edit a Quick Set
Use the following steps to edit the settings of an existing Quick Set.
  1. Using the top navigation tabs, click General.
  2. In the left navigation pane, click Quick Sets Setup.
  3. In the Quick Sets area, click the check box next to the appropriate Quick Set, and then click Edit. The Quick Set Wizard opens.
      note:
    Click Cancel on any page of the Quick Set Wizard to cancel the current changes, exit the Quick Set Wizard, and return to the Quick Sets Setup page.
  4. If necessary, modify the following settings, and then click Next:
    • Quick Set Title
    • Button Location
    • Control Panel location
    • Quick Set Description
    • Quick Set Start Option
  5. Select settings and complete tasks in the wizard. Click Next to proceed to the next page of available options until reaching the Summary page.
      note:
    The settings available in the Quick Set Wizard vary by the type of Quick Set being edited. Refer to the tables in Quick Set settings and options to see the available settings and options for each type of Quick Set.
  6. Review the Summary page, and then click Finish to save changes made to the Quick Set.
Following is an example of a Scan to USB Drive icon, which displays after that quick set has been created.
Copy a Quick Set
  1. Using the top navigation tabs, click General.
  2. In the left navigation pane, click Quick Sets Setup.
  3. In the Quick Sets area, click the check box next to the appropriate Quick Set, and then click Copy. The Quick Set Wizard opens.
      note:
    Click Cancel on any page of the Quick Set Wizard to cancel the current changes, exit the Quick Set Wizard, and return to the Quick Sets Setup page.
  4. If necessary, modify the following settings, and then click Next:
    • Quick Set Title
    • Button Location
    • Control Panel location
    • Quick Set Description
    • Quick Set Start Option
  5. Select settings and complete tasks in the wizard. Click Next to proceed to the next page of available options until reaching the Summary page.
      note:
    The settings available in the Quick Set Wizard vary by the type of Quick Set being copied. Refer to the tables in Quick Set settings and options to see the available settings and options for each type of Quick Set.
  6. Review the Summary page, and then click Finish to save the Quick Set.
Remove a Quick Set
Use the following steps to remove a Quick Set.
  1. Using the top navigation tabs, click General.
  2. In the left navigation pane, click Quick Sets Setup.
  3. In the Quick Sets area, click the check box next to the appropriate Quick Set, and then click Remove....
  4. When the Confirmation Page opens, click Remove to finish removing the Quick Set.
Quick Set settings and options
The following tables list the settings and options available in the Quick Set Wizard when adding, editing, or copying a Quick Set.
Address and Message Field Control — Email Quick Sets
Option
Description
Address Field Restrictions
Use the Address Field Restrictions drop-down list to specify whether users can type an email address or select an email address from an address book.
From:
Use the From: drop-down list to set the email address that displays in the From: field of the email.
If Default From: is selected, the email address listed in the Default From: field is used.
If User's address (sign-in required) is selected, the user is required to sign in to the printer with their email address when using the Quick Set.
This field can be set to be user-editable.
Default From:
The Default From: field is used to define the email address used when Default From: is selected in the From: drop-down list.
Default Display Name:
Use this field to set the name displayed on the printer's control panel. If this field is not set, the value in the Default From: displays on the printer's control panel.
This field is optional.
To:
CC:
BCC:
Use these drop-down lists to set the email recipient, CC (carbon copy) and BCC (blind carbon copy) values.
The options for each of these fields are:
  • User's address (sign-in required)
  • Blank
  • Specify address
These fields can be set to be user-editable.
Subject:
Use this field to set the value that appears in the subject line of the email.
This field can be set to be user-editable.
Message:
Use this field to set the value for the body of the email.
This field can be set to be user-editable.
Signing and Encryption — Email Quick Sets
Option
Description
Signing
Use the Signing drop-down list to specify whether the email sent using the Quick Set is digitally signed.
This field can be set to be user-editable.
Hashing Algorithm
Use the Hashing Algorithm drop-down list to set the type hashing algorithm used with signed emails. The following hashing algorithms are available:
  • SHA-1
  • SHA-256 (recommended)
  • SHA-384
  • SHA-512
Encryption
Use the Encryption drop-down list to specify whether the email sent using the Quick Set is encrypted.
This field can be set to be user-editable.
Encryption Algorithm
Use the Encryption Algorithm drop-down list to set the encryption algorithm used for encrypted emails sent using the Quick Set.
Attribute for Recipient Public Key
The Attribute for Recipient Public Key field is used to set the attribute used for retrieving the email recipient's public key from LDAP for signed or encrypted emails.
Scan settings — Email, Fax, Save to Network Folder, and Save to USB Quick Sets
Option
Description
Default File Type
Select the default file type that the for the scanned document:
  • PDF
  • JPEG
  • TIFF
  • MTIFF
  • XPS
  • PDF/A
  • Text (OCR)
  • Unicode Text (OCR)
  • RTF (OCR)
  • Searchable PDF (OCR)
  • Searchable PDF/A (OCR)
  • HTML (OCR)
  • CSV (OCR)
Default Color Preferences
Select the default color setting for the scanned document:
  • Color
  • Black
  • Black/Gray
  • Automatically detect
Default Output Quality
Select the default output quality for the scanned document:
  • Low (small file)
  • Medium
  • High (large file)
Default Resolution
Select the default scan resolution for the scanned document:
  • 75 dpi
  • 150 dpi
  • 200 dpi
  • 300 dpi
  • 400 dpi
  • 600 dpi
File settings — Email, Save to Network Folder, and Save to USB Quick Sets
Feature
Description
File Name Prefix
Set the default file name prefix used for files saved to a network folder.
Default File Name
Default file name for the file to be saved.
Select the User editable check box to make this setting editable at the product control panel.
File Name Suffix
Set the default file name suffix used for files saved to a network folder.
Duplicate filename suffix default [filename]_YYYYMMDDT
File Number Format
Select a file name format for when the job is divided into multiple files.
Default File Type
Select the file format for the saved file.
Select the User editable check box to make this setting editable at the product control panel.
File Name Preview
Enter a file name, and then click the Update Preview button.
Default Color Preference
Select whether the file is in black & white or in color.
Default Output Quality
Select the quality for the file. Higher-quality images require a larger file size than lower-quality images, and they take more time to send.
Default Resolution
Set the resolution for the file. Higher resolution images have more dots per inch (dpi), so they show more detail. Lower resolution images have fewer dots per inch and show less detail, but the file size is smaller.
Compression
Specify if the file uses Normal or High compression when saving a scanned document as a PDF or XPS file. If compression is set to High, the scanned file is smaller, but the scanning process might take longer than Normal compression.
Black TIFF Compression
Select the black TIFF compression algorithm to be used to compress the generated TIFF file.
Color/Grayscale TIFF Compression
Select the color/grayscale TIFF compression algorithm to be used to compress the generated TIFF file.
PDF encryption
If the file type is PDF, then this option encrypts the output PDF file. A password must be specified as part of the encryption. The same password must be used to open the file. The user will be prompted to enter a password prior to scanning their job if one has not been set prior to pressing start.
Disable OCR file types
Select this setting to prevent OCR file types from being available from the product control panel.
Enable Blank Page Suppression
If the Enable Blank Page Suppression option is enabled, blank pages will be ignored.
Copy settings — Copy Quick Sets
Option
Description
Copies
Set the default number of copies.
Sides
Select a Copy Sides option:
  • 1-sided original, 1-sided output
  • 2-sided original, 2-sided output
  • 1-sided original, 2-sided output
  • 2-sided original, 1-sided output
Color/Black
Specify whether copies are printed in color or in black and white:
  • Auto Detect: Prints color documents in color (for printers that support color copying), and black and white documents in black and white. For mixed documents, the printer will determine whether to print in color or black and white.
  • Color: Prints documents in color (for printers that support color copying).
  • Black: Prints documents in black and white.
Collate
For printers that support print-job finishing, each set of copied pages are assembled in the same order as the original document.
  note:
If the printer has a stapler installed, select a staple option. To not staple the copies, select None.
Select a Collate option.
  • Collate on (Sets in page order): If making more than one copy, select to assemble pages in the correct order for each set of copies.
  • Collate off (Pages grouped): Select to group the same pages together. For example, if making five copies of an original document that has two pages, all five first pages are grouped together and all five second pages are grouped together.
Reduce/Enlarge
Use the Reduce/Enlarge feature to scale the size of the document up or down.
Select one of the predefined percentages, or touch the Scaling field, and enter a percentage between 25 and 400 for the flatbed scanner and between 25 and 200 for the document feeder. You can also select these options:
  • Auto: The printer automatically scales the image to fit the paper size in the tray.
  • Auto Include Margins: The printer reduces the image slightly to fit the entire scanned image within the printable area on the page.
      note:
    To reduce the image, select a scaling percentage that is less than 100. To enlarge the image, select a scaling percentage that is greater than 100.
Paper Selection
Select which tray to use when printing or making copies:
  • Manually feed: The Paper Selection option is automatically set to Tray 1: Any Type, Any Size
  • Automatically Detect: Automatically matches the paper size of the original to a paper size in one of the trays
  • Tray 1: Any Type, Any Size
  • Tray 2: Plain, Letter (8.5x11)
Image Adjustment
Use the settings to improve the overall quality of the copy. For example, adjust the Darkness and Sharpness, and use the Background Cleanup setting to remove faint images from the background or to remove a light background color.
  • Darkness: Adjust to increase or decrease the amount of white and black in the colors
  • Contrast: Adjust to increase or decrease the difference between the lightest and darkest color on the page
  • Background Cleanup: Adjust if you are having trouble copying a faint image
  • Sharpness: Adjust to sharpen or soften the image. For example, increasing the sharpness could make text look clearer, but decreasing it could make photographs look smoother.
Content Orientation
For some features to work correctly, specify the way the content of the original document is placed on the page.
If you are making two-sided copies, select a 2-sided format option.
Orientation:
  • Portrait: The short edge of the page is along the top.
  • Landscape: The long edge of the page is along the top.
2-Sided Format:
  • Book-style: The back side of the original is printed right-side-up, and the back side of the copy is printed the same way. Use this option for originals and copies that are bound along the left edge.
  • Flip-style: The back side of the original is printed upside-down, and the back side of the copy is printed the same way. Use this option for originals and copies that are to be bound along the top edge.
  • Book-style original; Flip-style copy: The back side of the original is printed right-side-up, but the back side of the copy is printed upside-down. Use this option when the original is bound along the left edge, but the copies need to be bound along the top edge.
  • Flip-style original; Book-style copy: The back side of the original is printed upside-down, but the back side of the copy is printed right-side-up. Use this option when the original is bound along the top edge, but the copies need to be bound along the left edge.
Optimize Text/Picture
Select to an option for how to handle output of a particular type content being printed:
  • Manually adjust: Manually optimize the setting for each document
  • Text: Use for documents that contain mostly text
  • Printed picture: Use for line drawings and preprinted images, such as magazine clippings or pages from books
      note:
    If bands of irregular intensity print on the copies, try selecting Printed picture to improve the quality.
  • Photograph: Use for photographic prints
Select an Optimize For value for the manual adjustment.
Pages per Sheet
Select how many pages to print on one sheet and the page order: to copy to one, two, or four Pages per Sheet and select whether to Add page borders.
Pages per Sheet
  • One (1)
  • Two (2)
  • Four (4)
Page Order
  • Right, then down: Prints the pages in rows
  • Down, then right: Prints the pages in columns
Click the Add page borders check box to add borders on the pages.
Original Size
Specify the size of the original document:
  • Automatically detect
  • Letter (8.5x11)
  • Mixed Letter/Legal
  • Legal (8.5x14)
  • Executive (7.25x10.5)
  • Statement (5.5x8.5)
  • Oficio (8.5x13)
  • A4 (210x297 mm)
  • A5 (148x210 mm)
  • B5 (182x257 mm)
  • 16k (195x270 mm)
  • DPostcard JIS (148x200 mm)
  • Oficio (216x340 mm)
Booklet
Select to have Booklet Format off or on. If on, select either a 1-sided or 2-sided booklets and whether to enable Borders on each page.
Edge-to-Edge
Use to avoid shadows that can display along the edges of copies when the original document is printed close to the edges.
Combine this feature with the Reduce/Enlarge feature to ensure that the entire page is printed on the copies.
When the Edge-to-Edge feature is turned on, the printer minimizes margins and prints as close to the edge of the paper as possible.
Job Build
Enable Job Build to divide a complex job into smaller segments. This is useful when copying or scanning an original document that has more pages than the document feeder can hold, or when needing to combine pages that have different sizes into one job. Use either the glass or the document feeder to scan the original documents.
Multi-feed Detection
Use this feature to detect when multiple pages are fed simultaneously into the ADF (automatic document feeder) or sheet-feed scanner, alert the user, and stop the scanning job so the proper action can be taken. By default this feature is Enabled so that it automatically improves the scanning experience and results.
2-sided ID Scan
Select to have 2-sided ID Scan on or off to scan both sides of a card, such as an identification card or business card.
Book Mode
Select to have Book Mode off or on.
Example Quick Sets
Below is an example of what the Quick Sets area looks like after quick sets have been created.

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