Learn how to set up and configure the Address Book.
An address book is a stored list of frequently-used contacts for quick selection when sending a document from the printer control panel. Use the Address Book page to configure and enable the following printer features:
Configure search parameters
Add individual or group contacts
Edit existing contacts
Use the Network Contacts Setup area of the Address Book page to enable network contacts and to specify the search methods for locating network contacts.
Perform this step before setting up stored contacts on the printer.
Use the following steps to set the search method for network contacts.
Using the top navigation tabs, click Scan/Digital Send.
In the left navigation pane, click Address Book or Contacts.
Select a search method:
Quick Search (Find matches beginning with the search string.)
Detailed Search (Find matches containing the search string.)
Use the following steps to enable personal contacts.
Access individual users' personal contacts from their Microsoft Exchange Server personal contacts lists. These addresses are available when the user signs in at the printer control panel using Windows, and then selects the Personal Contacts address book view.
If any problems are encountered when importing address books from newer Microsoft Exchange servers, contact HP support for help.
Using the top navigation tabs, click Scan/Digital Send.
In the left navigation pane, click Address Book or Contacts.
Select the Enable Personal Contacts (when users sign in to Windows at the device) check box.
Click the Test Exchange Server button to test the connection with the Microsoft Exchange Server.
Windows Domain: Enter a Windows domain name.
User name: Enter a username
Password: Enter a password
Test: Enter at least three letters of a contact name, and then click the Test button
Click Apply to save the settings.
Learn how to enable network contacts.
The Lightweight Directory Access Protocol (LDAP) feature provides access to a network address book. Use the following sections to set up the Network Contacts feature.
The printer must have the correct firmware version to be compatible with the LDAP feature.
Administrators need the following information before beginning the configuration process.
Network contacts setup
Server authentication requirements
Path to start search (BaseDN, Search Root) (e.g., o=mycompany.com)
Attributes for matching the name entered (e.g., cn or samAccountName), retrieving the email address (e.g., mail), and how the name will be displayed on the control panel (e.g., displayName)
Default SMTP Configuration
SMTP server (e.g., smtp.mycompany.com)
SMTP port (e.g., 25, 587, 465)
Secure connection requirements (e.g., Always use secure connection (SSL/TLS))
SMTP server authentication requirements for outgoing email messages, including the user name and password used for authentication, if applicable
Obtain addresses from a LDAP server so they are available to users at the printer control panel. These addresses are available when the user selects the All Contacts address book view.
Use the Import button to load a large list of frequently-used contacts on to the printer all at once, rather than adding them one at a time.
To add contacts to more than one printer, it is best to add them on one printer, make any edits to the list, and then use the Import and Export All buttons to transfer the addresses to other printers.
Learn how to perform Address Book tasks.
Add a contact or group by clicking Add Contact or Add Group, which opens the Add Contact or Add Group page.
Use the following steps to add a contact.
Use the following steps to add a group.
Click Add Group. The Add Group page displays.
Add an e-mail group:
Select Add Email Group.
Enter a name for the new group in the Group Name or Display Name field.
To add a member to the group, either enter their email address in the Add Member field, or add them from an address book.
Add a folder group:
Select Add Folder Group.
Enter a name for the new group in the Group Name field.
Add the folders from an address book.
After adding all of the members or groups for the group, click the OK button to save the group.
Use the following steps to edit a contact or group.
Select the contact or group to edit. Enter a name into the search field to find a specific contact.
Click the Edit button.
Make the necessary changes to the contact or group.
Click the OK button to save your edits.
Use the following steps to delete a contact or group.
Select the contact or group to delete. Enter a name into the search field to find a specific contact or group.
Click the Delete button.
In the page that displays you are prompted to confirm the deletion of the selected contact or group. There is no way to recover a contact or group once it has been deleted. Click OK to confirm your selection. The contact or group is deleted.
Use this page to import and export address book and user information to and from the printer.
When data is imported to the printer, new contacts, fax speed dials, or user accounts are added, so that this information can be accessed on this printer. This can help make it easy to create initial lists or to keep the HP printer current with changes to the information.
The export of records saves email, fax, or user records from the printer into a file on a computer. Use this file as a data backup, or use it to import the records onto another HP printer.
To import address-book information, first create a file with a comma-separated value (CSV) format. The CSV format is a common data format that is often used to transfer data between database programs or printers.
This file can be created using either a spreadsheet program such as Microsoft Excel, or a text program such as Microsoft Notepad. After creating the file, be sure to save or export it as a .CSV file type. Another option is to create a data file by exporting contacts from Microsoft Outlook or another email client and saving it as a .CSV file.
To help with creating or importing a .CSV file, try exporting an existing address book to use as a template.
Use the following steps to import an address book.
Review the data and record limits for each record type.
Record type |
Required data |
Maximum field length |
---|---|---|
E-mail address |
name (or "first name" and "last name") address1
|
64 unicode characters 256 unicode characters |
User record |
name pin address1 |
245 characters 4-8 digits 255 characters |
E-mail distribution list |
name address1 dlname |
64 unicode characters 256 unicode characters 64 unicode characters2
|
Fax number |
name faxnumber1 |
64 unicode characters 80 unicode characters |
Fax speed-dial |
faxnumber1 speeddial2 code2 |
80 unicode characters 64 unicode characters 2 digits A maximum of 100 speed-dials, each with a maximum of 100 entries |
1 The “address” field can also be called ”emailaddress”, “email”, “email address”, “e-mail”, or “e-mail address”. The “faxnumber” field can also be called “business fax”, “home fax”, or “other fax”.
2 The "speeddial" field contains the name of the speed-dial, for example "Johnson Janitorial", and the "code" field contains the speed dial code (a number between 0 and 99), for example 08. Either one- or two-digit numbers are accepted; for example, either 06 or 6 can be used.
If contacts are saved in Microsoft Outlook, export them into a .CSV file, and then use that file to import them into the printer.
From the Outlook File menu, choose Import and Export....
In the Import and Export Wizard, choose Export to a file, and then click Next.
Select Comma Separated Values (DOS), and then click Next.
Select the Contacts folder, and then click Next.
Enter in a name for the file, with a .CSV extension. Click Browse to choose a location on the computer to save the file. Click Next.
Click Finish to finish the wizard and export the file.
To import the .CSV file into the printer, follow Steps 4 and 5 of Importing an address book.
The address book or user information saved in the printer can be exported into a .CSV file with the format of one header row followed by a row for each user or address book record.
Open the export file in either a spreadsheet program like Microsoft Excel or in a text program like Notepad.
Click the Export All... button.
Select the check boxes next to the objects you want to export. If the file was encrypted, enter the encryption key. The following choices are available:
Address Books
Fax Speed Dials
User Access Code List
Click the Export button.
Click the Save File button.
In the dialog box that displays, click Save, and then select the location to save the file.