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HP LaserJet Pro MFP - Setting up the printer to send and receive faxes

Follow the steps in the order presented to set up the fax.

Applicable printers

The information in this document pertains to the following HP LaserJet Pro multifunction printers (MFPs):

HP LaserJet Pro 300 color MFP M375
HP LaserJet Pro 400 MFP M425
HP LaserJet Pro MFP M426
HP LaserJet Pro MFP M427
HP LaserJet Pro 400 color MFP M475
HP Color LaserJet Pro MFP M476
HP Color LaserJet Pro MFP M477
HP LaserJet Pro MFP M521
HP LaserJet Pro 500 color MFP M570

For HP LaserJet Pro MFP M428, M429, or M479 models, refer to the following document for steps to set up your printer to send and receive faxes:

HP LaserJet Pro MFP M428, M429, M479 - Setting up the printer to send and receive faxes

Before you begin

Complete the printer setup before connecting the fax service.

Important:

When connecting the printer to the telephone jack, use the phone cord and adapters that shipped with the printer.

Do not use other phone cords as it might cause problems with fax transmission.

Note:

In countries/regions that use serial telephone systems, an adapter is shipped with the printer. Use the adapter to connect other telecom devices to the same telephone jack that the printer is connected to.

Depending on the phone connection type, you might need a line-splitter and additional two-wire phone cords to complete the fax setup.

To identify the fax port and the telephone line-out port, look for the following icons on the rear of the printer:

Fax port icon

Telephone line-out port

Step one: Identify the phone connection type

Review the following equipment and service types to determine which setup method to use. The method used depends on the equipment and services already installed on the phone system.

Note:

The printer is an analog device. HP recommends using the printer on a dedicated analog telephone line.

Dedicated phone line: The printer is the only piece of equipment or service connected to the phone line
Voice calls: Voice and fax calls use the same phone line
Answering machine: An answering machine answers voice calls on the same phone line used for fax calls
Voice mail: A voice-mail subscription service uses the same phone line as the fax
Distinctive ring service: A service from the telephone company that allows several phone numbers to be associated with one phone line, and each number has a different ring pattern; the printer detects the ring pattern assigned to it and answers the call
Computer dial-up modem: A computer uses the phone line to connect to the Internet through a dial-up connection
DSL line: A digital subscriber line (DSL) service from the telephone company; this service might be called ADSL in some countries/regions
PBX or ISDN phone system: A private branch exchange (PBX) phone system or an integrated services digital network (ISDN) system
VoIP phone system: Voice over Internet protocol (VoIP) through an Internet provider

Step two: Set up the fax

Choose one of the options below that best describes the environment in which the printer will be sending and receiving faxes, and then follow the steps provided to set up the fax.

Note:

This printer is an analog fax device. HP recommends using the printer on a dedicated analog telephone line. For a digital environment, such as DSL, PBX, ISDN, or VoIP, make sure to use the correct filters and configure the digital settings correctly. For more information, contact the digital service provider.

Note:

Do not connect more than three devices to the telephone line.

Note:

Voicemail is not supported with this printer.

Dedicated phone line

Follow these steps to set up the printer on a dedicated phone line with no additional services.

Connect the phone cord that came with the printer to the fax port on the printer, and then to the telephone jack.

Note:
Some countries/regions might require an adapter for the phone cord that came with the printer.
Turn on the printer.
Set the printer to answer fax calls automatically:
1. From the Home screen on the printer control panel, touch the Setup button .
2. Open the following menus:
  1. Fax Setup
  2. Basic Setup
  3. Answer Mode
3. Select Automatic.
Continue to Step 3: Configure the fax time, date, and header in this document.

Shared phone line with a distinctive ring service

Follow these steps to set up the printer on a dedicated phone line with no additional services.

Connect the phone cord that came with the printer to the fax port on the printer, and then to the telephone jack.

Note:
Some countries/regions might require an adapter for the phone cord that came with the printer.
Turn on the printer.
Set the printer to answer fax calls automatically:
1. From the Home screen on the printer control panel, touch the Setup button .
2. Open the following menus:
  1. Fax Setup
  2. Basic Setup
  3. Answer Mode
3. Select Automatic.
Change the distinctive ring pattern setting:

Note:
By default, the printer is set to answer all ring patterns. If you do not set the Distinctive Ring to match the ring pattern assigned by the phone company, the printer might answer both voice calls and fax calls, or it might not answer at all.
1. From the Home screen on the printer control panel, touch the Setup button .
2. Opening the following menus:
  1. Fax Setup
  2. Basic Setup
  3. Distinctive Ring
3. Select the ring pattern assigned by the telephone company.
  
  Note:
  If you do not know the ring pattern assigned by the telephone company, check with the company and then repeat this procedure to set the ring pattern.
Continue to Step 3: Configure the fax time, date, and header in this document.

Shared voice/fax line

Follow these steps to set up the printer on a shared voice/fax line.

Disconnect any devices that are connected to the telephone jack.
Connect the phone cord that came with the printer to the fax port on the printer, and then to the telephone jack.

Note:
Some countries/regions might require an adapter to the phone cord that came with the printer.
Connect the phone cord that is connected to the telephone to the telephone line-out port on the rear of the printer.
Turn on the printer.
Set the Answer Mode to Automatic or Manual:
1. From the Home screen on the printer control panel, touch the Setup button .
2. Open the following menus:
  1. Fax Setup
  2. Basic Setup
  3. Answer Mode
3. Select Automatic or Manual.
Set the printer to check for a dial tone before sending a fax:

Note:
Enabling the Detect Dial Tone setting prevents the printer from sending a fax while someone is on the telephone.
1. From the Home screen on the printer control panel, touch the Setup button .
2. Open the following menus:
  1. Fax Setup
  2. Advanced Setup
  3. Detect Dial Tone
3. Select On.
Continue to Step 3: Configure the fax time, date, and header in this document.

Shared voice/fax line with an answering machine

Follow these steps to set up the printer on a shared voice/fax line with an answering machine.

Disconnect any devices that are connected to the telephone jack.
Connect the phone cord that came with the printer to the fax port on the printer, and then to the telephone jack.

Note:
Some countries/regions might require an adapter for the phone cord that came with the printer.
Connect the answering machine phone cord to the telephone line-out port on the rear of the printer.

Note:
Connect the answering machine directly to the printer, or the answering machine might record fax tones from a sending fax machine and the printer might not receive faxes.

Note:
If the answering machine does not have a built-in telephone, connect a telephone to the OUT port on the answering machine for convenience.
Turn on the printer.
Configure the Rings to Answer setting on the printer:
1. From the Home screen on the printer control panel, touch the Setup button .
2. Open the following menus:
  1. Fax Setup
  2. Basic Setup
  3. Rings to Answer
3. Use the numeric keypad on the printer control panel to set the number of rings to 5 or more, and then touch the OK button.
Set the printer to answer fax calls automatically:
1. From the Home screen on the printer control panel, touch the Setup button .
2. Open the following menus:
  1. Fax Setup
  2. Basic Setup
  3. Answer Mode
3. Select Automatic.
Set the printer to check for a dial tone before sending a fax:

Note:
Enabling the Detect Dial Tone setting prevents the printer from sending a fax while someone is on the telephone.
1. From the Home screen on the printer control panel, touch the Setup button .
2. Open the following menus:
  1. Fax Setup
  2. Advanced Setup
  3. Detect Dial Tone
3. Select On.
Continue to Step 3: Configure the fax time, date, and header in this document.

Shared voice/fax line with voice mail

Follow these steps to set up the printer on a shared voice/fax line with voicemail.

Connect the phone cord that came with the printer to the fax port on the printer, and then to the telephone jack.

Note:
Some countries/regions might require an adapter for the phone cord that came with the printer.
Turn on the printer.
Set the Answer Mode to Manual:
1. From the Home screen on the printer control panel, touch the Setup button .
2. Open the following menus:
  1. Fax Setup
  2. Basic Setup
  3. Answer Mode
3. Select Manual.
Set the printer to check for a dial tone before sending a fax:

Note:
Enabling the Detect Dial Tone setting prevents the printer from sending a fax while someone is on the telephone.
1. From the Home screen on the printer control panel, touch the Setup button .
2. Open the following menus:
  1. Fax Setup
  2. Advanced Setup
  3. Detect Dial Tone
3. Select On.
Continue to Step 3: Configure the fax time, date, and header in this document.

Fax line with a computer modem (no voice calls)

Follow these steps to set up the printer on a fax line with a computer modem and no voice calls:

Connect the phone cord that came with the printer to the fax port on the printer, and then to the telephone jack.

Note:
Some countries/regions might require an adapter for the phone cord that came with the printer.
Connect the dial-up connection phone cord to the telephone line-out port on the rear of the printer.
Continue to Step 3: Configure the fax time, date, and header in this document.

Voice/fax line with a computer modem

Follow these steps to set up the printer on a voice/fax line with a computer modem.

Note:

This procedure requires a line splitter and additional two-wire phone cords.

Connect a phone cord between the telephone line-out port on the rear of the printer and the single port on the front of a line splitter.
Connect the dial-up connection phone cord to one of the two ports on the rear of the line splitter.
Connect the phone cord that is connected to the telephone to the other port on the rear of the line splitter.
Connect the phone cord that came with the printer to the fax port on the printer, and then to the telephone jack.
If the modem software is set to automatically receive faxes sent to the computer, turn off the setting.

Note:
If you do not turn off the automatic fax reception setting in your modem software, the printer cannot receive faxes.
Set the Answer Mode to Automatic or Manual:
1. From the Home screen on the printer control panel, touch the Setup button .
2. Open the following menus:
  1. Fax Setup
  2. Basic Setup
  3. Answer Mode
3. Select Automatic or Manual.
Set the printer to check for a dial tone before sending a fax:

Note:
Enabling the Detect Dial Tone setting prevents the printer from sending a fax while someone is on the telephone.
1. From the Home screen on the printer control panel, touch the Setup button .
2. Open the following menus:
  1. Fax Setup
  2. Advanced Setup
  3. Detect Dial Tone
3. Select On.
Continue to Step 3: Configure the fax time, date, and header in this document.

Shared voice/fax line with a computer modem and an answering machine

Follow these steps to set up the printer on a voice/fax line with a computer modem and an answering machine.

Connect the dial-up connection phone cord to the telephone line-out port on the rear of the printer.
Connect the answering machine phone cord to the OUT port on the rear of the computer.

Note:
If the answering machine does not have a built-in telephone, connect a telephone to the OUT port on the answering machine for convenience.
Connect the phone cord that came with the printer to the fax port on the printer, and then to the telephone jack.
If the modem software is set to automatically receive faxes sent to the computer, turn off the setting.

Note:
If you do not turn off the automatic fax reception setting in your modem software, the printer cannot receive faxes.
Turn on the printer.
Set the printer to answer fax calls automatically:
1. From the Home screen on the printer control panel, touch the Setup button .
2. Open the following menus:
  1. Fax Setup
  2. Basic Setup
  3. Answer Mode
3. Select Automatic.
Configure the Rings to Answer setting on the printer:
1. From the Home screen on the printer control panel, touch the Setup button .
2. Open the following menus:
  1. Fax Setup
  2. Basic Setup
  3. Rings to Answer
3. Use the numeric keypad on the printer control panel to set the number of rings to two rings more than the answering machine or computer voicemail, and then touch the OK button.
Set the printer to check for a dial tone before sending a fax:

Note:
Enabling the Detect Dial Tone setting prevents the printer from sending a fax while someone is on the telephone.
1. From the Home screen on the printer control panel, touch the Setup button .
2. Open the following menus:
  1. Fax Setup
  2. Advanced Setup
  3. Detect Dial Tone
3. Select On.
Continue to Step 3: Configure the fax time, date, and header in this document.

Shared voice/fax line with a computer modem and voicemail

Follow these steps to set up the printer on a shared voice/fax line with a computer modem and voicemail.

Note:

This procedure requires a line splitter and additional two-wire phone cords.

Connect the dial-up connection phone cord to one of the two ports on the rear of the line splitter.
Connect the phone cable that is connected to the telephone to the other port on the rear of the line splitter.
Connect a phone cord between the telephone line-out port on the printer and the single port on the front of the line splitter.
Connect the phone cord that came with the printer to the fax port on the printer, and then to the telephone jack.
Turn on the printer.
Set the Answer Mode to Manual:
1. From the Home screen on the printer control panel, touch the Setup button .
2. Open the following menus:
  1. Fax Setup
  2. Basic Setup
  3. Answer Mode
3. Select Manual.
Set the printer to check for a dial tone before sending a fax:

Note:
Enabling the Detect Dial Tone setting prevents the printer from sending a fax while someone is on the telephone.
1. From the Home screen on the printer control panel, touch the Setup button .
2. Open the following menus:
  1. Fax Setup
  2. Advanced Setup
  3. Detect Dial Tone
3. Select On.
Continue to Step 3: Configure the fax time, date, and header in this document.

DSL line

Follow these steps to set up the printer on a DSL line with no additional services.

Connect the phone cord that came with the printer to the fax port on the printer, and then to the DSL filter.

Note:
Some countries/regions might require an adapter for the phone cord that came with the printer.
Connect the DSL-filter cord to the telephone jack.
Turn on the printer.
Set the printer to answer fax calls automatically:
1. From the Home screen on the printer control panel, touch the Setup button .
2. Open the following menus:
  1. Fax Setup
  2. Basic Setup
  3. Answer Mode
3. Select Automatic.
Continue to Step 3: Configure the fax time, date, and header in this document.

DSL fax line with an external modem

Follow these steps to set up the printer on a DSL fax line with an external modem.

Note:

This procedure requires a line splitter and additional two-wire phone cords.

Connect the phone cord that came with the printer to the fax port on the printer, and then to the DSL filter.

Note:
Some countries/regions might require an adapter for the phone cord that came with the printer.
Connect the DSL-filter cord to one of the two ports on the rear of the line splitter.
Connect a phone cord between the single port on the front of the line splitter and the telephone jack.
Connect a phone cord between the other port on the rear of the line splitter and the OUT port of the DSL/ADSL modem.
Connect a phone cord between the computer and the IN port of the DSL/ADSL modem.
Turn on the printer.
Set the printer to answer fax calls automatically:
1. From the Home screen on the printer control panel, touch the Setup button .
2. Open the following menus:
  1. Fax Setup
  2. Basic Setup
  3. Answer Mode
3. Select Automatic.
Configure the Rings to Answer setting on the printer:
1. From the Home screen on the printer control panel, touch the Setup button .
2. Open the following menus:
  1. Fax Setup
  2. Basic Setup
  3. Rings to Answer
3. Use the numeric keypad on the printer control panel to set the number of rings to 5 or more, and then touch the OK button.
Set the printer to check for a dial tone before sending a fax:

Note:
Enabling the Detect Dial Tone setting prevents the printer from sending a fax while someone is on the telephone.
1. From the Home screen on the printer control panel, touch the Setup button .
2. Open the following menus:
  1. Fax Setup
  2. Advanced Setup
  3. Detect Dial Tone
3. Select On.
Continue to Step 3: Configure the fax time, date, and header in this document.

DSL voice/fax line with a computer modem

Follow these steps to set up the printer on DSL voice/fax line with a computer modem.

Note:

This procedure requires a line splitter and additional two-wire phone cords.

Connect the phone cord that came with the printer to the fax port on the printer, and then to the DSL filter.

Note:
Some countries/regions might require an adapter for the phone cord that came with the printer.
Connect the DSL-filter cord to one of the two ports on the rear of the line splitter.
Connect a phone cord between the single port on the front of the line splitter and the telephone jack.
Connect a phone cord between the telephone line-out port on the rear of the printer and the port on the telephone.
Connect a phone cord between the other port on the rear of the line splitter and the OUT port on the DSL/ADSL modem.
Connect a phone cord between the computer and the IN port on the DSL/ADSL modem.
Connect a DSL filter to each phone that shares the phone number of the DSL service.

Note:
Telephones that share the phone number of the DSL service must connect to additional DSL filters to avoid noise when they are used to make voice calls.
Set the printer to check for a dial tone before sending a fax:

Note:
Enabling the Detect Dial Tone setting prevents the printer from sending a fax while someone is on the telephone.
1. From the Home screen on the printer control panel, touch the Setup button .
2. Open the following menus:
  1. Fax Setup
  2. Advanced Setup
  3. Detect Dial Tone
3. Select On.
Continue to Step 3: Configure the fax time, date, and header in this document.

Shared DSL voice/fax line with a computer modem and an answering machine

Follow these steps to set up the printer on a shared DSL voice/fax line with a computer modem and an answering machine.

Note:

This procedure requires a line splitter and additional two-wire phone cords.

Connect the phone cord that came with the printer to the fax port on the printer, and then to the DSL filter.

Note:
Some countries/regions might require an adapter for the phone cord that came with the printer.
Connect the DSL-filter cord to one of the two ports on the rear of the line splitter.
Connect a phone cord between the single port on the front of the line splitter and the telephone jack.
Connect a phone cord between the other port on the rear of the line splitter and the OUT port on the DSL/ADSL modem.
Connect a phone cord between the phone port on the computer, and the IN port on the DSL/ADSL modem.
Connect the answering machine phone cord to the telephone line-out port on the rear of the printer.
Connect a DSL filter to each phone that shares the phone number of the DSL service.

Note:
Telephones that share the phone number of the DSL service must connect to additional DSL filters to avoid noise when they are used to make voice calls.
Continue to Step 3: Configure the fax time, date, and header in this document.

PBX phone system

Follow these steps to set up the printer on a PBX phone system.

Make sure that the PBX converter/terminal adapter is set to the correct switch type for the country/region.

Note:
If you do not know the switch type for your country/region, check with the local phone company.
Connect the phone cord that came with the printer to the fax port on the printer, and then to the PBX converter/terminal adapter designated for phone and fax use.

Note:
Some countries/regions might require an adapter for the phone cord that came with the printer.
Continue to Step 3: Configure the fax time, date, and header in this document.

ISDN phone line

Follow these steps to set up the printer on an ISDN phone line.

Make sure that the ISDN converter/terminal adapter is set to the correct switch type for the country/region.

Note:
If you do not know the switch type for your country/region, check with the local phone company.
Connect the phone cord that came with the printer to the fax port on the printer, and then to the ISDN converter/terminal adapter designated for phone and fax use.

Note:
Some countries/regions might require an adapter for the phone cord that came with the printer.
Continue to Step 3: Configure the fax time, date, and header in this document.

VoIP phone system

Follow these steps to set up the printer on a VoIP phone system.

Note:

The printer is not guaranteed to send and receive faxes on a VoIP phone network.

Connect the phone cord that came with the printer to the fax port on the printer, and then to the rear of the hardware used to convert the analog voice/fax signal into a digital signal (e.g. cable phone modem, analog adapter, or network switch).

Note:
Some countries/regions might require an adapter for the phone cord that came with the printer.
Turn on the printer.
Reduce the fax speed:
1. From the Home screen on the printer control panel, touch the Setup button .
2. Open the following menus:
  1. Fax Setup
  2. Advanced Setup
  3. Fax Speed
3. Select Medium (V.17).
Turn off Error Correction:
1. From the Home screen on the printer control panel, touch the Setup button .
2. Open the following menus:
  1. Service
  2. Fax Service
  3. Error Correction
3. Select Off.
Continue to Step 3: Configure the fax time, date, and header in this document.

Step three: Configure the fax time, date, and header

Choose one of the methods below to configure the fax time, date, and header.

Note:

In the United States and many other countries/regions, setting the time, date, and other fax header information is a legal requirement.

Method one: Use the HP Fax Setup Wizard

Follow these steps to set the date, time, and header for the fax using the HP Fax Setup Wizard.

Note:

The Fax Setup Wizard is only available in the Windows 7 operating system.

Click Start, and then click Programs.
Click HP, click the name of the printer, and then click HP Fax Setup Wizard.
Follow the on-screen instructions in the HP Fax Setup Wizard to configure the fax settings.
Continue to Step four: Run a fax test in this document.

Method two: Use the printer control panel

Follow these steps to set the date, time, and header for the fax using the printer control panel.

From the Home screen on the printer control panel, touch the Setup button .
Open the following menus:
1. Fax Setup
2. Basic Setup
Select Time/Date.
Select 12-hour clock or 24-hour clock.
Use the keypad to enter the current time, and then touch the OK button.

Note:
Touch the 123 button to open a keypad that contains special characters, if needed.
Select the date format.
Use the keypad to enter the current date, and then touch the OK button.
Select the Fax Header menu.
Use the keypad to enter the fax number, and then touch OK.

Note:
The maximum number of characters for the fax number is 20.
Use the keypad to enter the company name or header, and then touch OK.

Note:
The maximum number of characters for the fax header is 25.
Continue to Step four: Run a fax test in this document.

Method three: Use the HP Embedded Web Server (EWS)

Follow these steps to set the date, time, and header for the fax using the HP Embedded Web Server (EWS).

Note:

To access the EWS, you must first obtain the printer's IP address on the printer control panel.

Obtain the printer's IP address:
1. From the Home screen on the printer control panel, touch the Connection Information icon .
2. Touch the Network Connected icon , or the Network Wi-Fi On icon , to display the IP address or host name.
Open the Embedded Web Server:
1. On your computer, open a Web browser, and in the address bar, type the IP address or host name exactly as it displayed on the printer control panel.
  
  Example of an IP address in the browser address bar
2. Press Enter on the computer keyboard.
  
  Note:
  If the browser displays a message indicating that accessing the website might not be safe, select the option to continue to the website. Accessing the website will not harm the computer.
  
  The EWS opens.
On the EWS Home page, click the Fax tab.
Follow the on-screen instructions to configure the fax settings.
Continue to Step four: Run a fax test in this document.

Step four: Run a fax test

Run a fax test to make sure that the fax is set up correctly.

From the Home screen on the printer control panel, touch the Setup button .
Open the following menus:
1. Service
2. Fax Service
3. Run Fax Test
Review the test report.
- If the report indicates that the printer passed the test, the printer is ready to send and receive faxes.
- If the report indicates that the printer failed the test, review the report for more information about fixing the problem. The fax troubleshooting checklist has more information on resolving fax problems.

Additional information to configure the fax receive settings

For more information on configuring the fax receive settings, go to the following document:

HP LaserJet Pro MFP - Configure the receive fax settings

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