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HP Scanjet Enterprise 8500 fn1 Document Capture Workstation - Send a scanned document to one or more e-mails

The e-mail feature offers the following benefits:
  • Sends documents to multiple e-mail addresses, saving time and delivery costs.
  • Delivers files in black-and-white or in color. Files can be sent in different file formats that the recipient can manipulate.
In order to use the e-mail feature, the product needs to be connected to a valid SMTP local area network that includes Internet access.
Use the address book
You can send e‑mail to a list of recipients using the address book feature. See your system administrator for information about configuring address lists.
  note:
You can also use the Embedded Web Server (EWS) to create and manage the address book. The EWS address book can be used to add, edit, or delete single addresses or distribution lists.
Create a recipient list
  1. From the Home screen, touch the E-mail button.
  2. Touch the To: field and then type the recipients' e-mail addresses. Separate multiple entries with a semicolon or by pressing enter on the keyboard.
      note:
    You can also use the address book to enter e-mail addresses. For more information, see the built-in Help.
  3. The names in the recipient list are placed in the text line of the keyboard screen. To add a recipient that is not found in the address book, type the e‑mail address.
  4. Touch the OK button.
  5. Finish typing information in the cc:, bcc:, Subject:, and Message: fields on the Send E‑mail screen, if necessary. To check the list of recipients, touch the down arrow in the To: text line.
  6. Touch the Start button.
Use the Personal or Shared Contacts address book
Use the Personal or Shared Contacts address book to store frequently-used e-mail addresses and to insert them into the From:, To:, cc:, or bcc: fields.
To open an address book, touch the Address Book button , and then select the appropriate contact entry.
Add entries to the Personal or Shared Contacts address books
  1. Touch the add button .
  2. Touch the Name field, and type a name for the new entry.
    The name is the alias for the entry.
  3. Type the e‑mail address for the new entry, complete any additional optional fields, and then touch the OK button.
Delete entries from the Personal Contacts address book
You can delete entries that you no longer use.
  note:
To change an entry, highlight the text you want to change, and then type the new text.
  1. Touch the entry that you want to delete from the Personal Contacts address book.
  2. Touch the Remove button in the lower right corner.
  3. In the confirmation dialog box that appears, touch the Delete button to delete the entry or touch the Cancel button to return to the Address Book screen.
Use the Send E-mail screen
Use the touch screen to navigate through the options on the E-mail screen.
    Figure : E-mail screen
  1. Home button
  2. Send E‑mail button
  3. Error/warning button
  4. Help button
  5. Preview button
  6. Scroll bar
  7. Address book buttons
  8. More Options button
  9. File Name: field
  10. Subject: field
  11. cc: field
  12. To: field
  13. From: field
Send documents
The product scans both black-and-white and color originals. You can use default settings or change the scanning preferences and file formats.
  note:
You can perform these tasks for a single-page document by placing the document face-down on the scanner glass.
Send a document
  1. Place the document face up in the document feeder.
  2. From the Home screen, touch the E-mail button.
  3. If prompted, type your user name and password.
  4. Complete the From: and To: fields. Scroll down and complete the cc:, bcc:, and Message: fields if appropriate. Your user name or other default information might appear in the From: field. If so, you might not be able to change it.
  5. (Optional) Touch the More Options button to change the settings for the document that you are sending (for example, the document’s original size). If you are sending a two-sided document, you should select Sides and an option with a two-sided original. For information about other available features, see the built-in Help.
  6. Touch the Start button to begin sending.
  7. When you are finished, remove the original document from the output tray.
Use the auto-complete function
When you type characters into the To:, cc:, or From: fields on the Send E‑mail screen, the auto-complete function is activated. As you type the required address or name, the product automatically searches the address book list and completes the address or name by using the first match. You can then select that name by pressing enter on the keyboard, or continue typing the name until auto-complete finds the correct entry. If you type a character that does not match any entry in the list, the auto-complete text is removed from the display to indicate that you are typing an address that is not in the address book.

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