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HP Officejet 6200 Series - Faxing Overview

This document applies to the following products:
  • HP Officejet 6200, 6203, 6205, and 6208
  • HP Officejet 6210, 6210v, 6210xi, 6213, and 6215
Introduction
This document covers the fax function and features of the HP Officejet 6200 series.
For additional information, see the Use the fax features section of the User's Guide.
Set the answer mode
The HP all-in-one can answer incoming calls either automatically or manually.
  1. Press the Auto Answer button to set the answer mode.
  2. When the Auto Answerlight is on, the HP all-in-one automatically answers incoming calls. When the light is off, the HP all-in-one does not answer calls.
Sending a fax
Send a basic single- or multiple-page fax by using the control panel.
  1. Load the original in the automatic document feeder (ADF) or directly on the glass.
      note:
    Use the ADF for multi-page faxes.
  2. Enter the fax number using the keypad.
      note:
    To enter a pause in the fax number, press Redial/Pause.
  3. Press Start Fax Black or Start Fax Color.
  4. If your original is loaded on the glass, press 1 to select Fax original from scanner glass.
Receiving a fax
The HP All-In-One can receive faxes automatically or manually depending on the answer mode.
  note:
If the light next to the Auto Answer button is on, the All-In-One automatically answers incoming calls and receives faxes automatically. If the Auto Answer light is off, you will need to answer faxes manually.
Receiving a fax automatically
If the light next to the Auto Answer button is on, the All-In-One automatically answers incoming calls and receives faxes automatically after a set number of rings.
  note:
The Rings to Answer setting is important if you have an answering machine on the same phone line as the all-in-one. The answering machine must answer the call before the All-In-One. The number of rings to answer for the All-In-One should be greater than the number of rings to answer for the answering machine.
Use the following steps to set the number of rings.
  1. Press Setup.
  2. Press 4, and then press 3. This selects Basic Fax Setup and then selects Rings to Answer.
  3. Type the desired number of rings.
  4. Press OK to save the settings.
Receiving a fax manually
The steps used to receive a fax manually depends on how the phone is connected to the HP all-in-one.
Phone connected directly to the all-in-one
The phone is connected directly to the HP all-in-one with a 2-EXT port.
  1. Press Start Fax Black or Start Fax Color.
  2. Press 2 to receive the fax.
Phone not connected directly to the all-in-one
The phone is connected on the same phone line as the HP all-in-one, but is not connected directly to the HP all-in-one.
  1. Wait five to ten seconds.
  2. Pick up the phone.
  3. On the phone, press 1, press 2, and then press 3.
  4. If the all-in-one does not begin receiving the fax, wait several more seconds and then repeat step 2.
      note:
    When the HP all-in-one receives an incoming call, Ringing displays on the control panel. When the phone is picked up, Phone Off Hook displays after a few seconds. You must wait until Phone Off Hook displays before you press 1,2, and 3 on your phone or you will not be able to receive the fax.
Using the speed dial feature
The maximum number of speed dial entries varies by model. Use the chart below to identify the capability for a specific model.
HP Officejet 6200 series
6200
6203
6205
6208
6210
6210v
6210xi
6213
6215
110
110
100
100
100
110
110
100
120
The first five speed dial entries are assigned to the one-touch speed dial buttons.
  note:
Speed dial entries must be created before they can be used. See the information below on creating individual or group speed dials.
Send a fax using a one-touch button
  1. Load the original on the glass or in the ADF.
  2. Press the correct one-touch speed dial button. The assigned speed dial number will appear in the display.
  3. To send, press Start Fax Black or Start Fax Color. To exit without sending, press Cancel.
Send a fax using speed dial
  1. Load the original on the glass or in the ADF.
  2. Press Speed dial.
  3. Locate the desired speed dial entry in one of the following two ways:
    • Press the Right arrow or Left arrow until the entry appears.
    • Enter the speed dial number using the keypad.
  4. When the desired speed dial number is displayed, press Start Fax Black or Start Fax Color.
Creating individual speed dials
  1. Press Setup.
  2. Press 3, and then press 1. This selects the Speed Dial Setup menu and then selects Individual Speed Dial. The first unassigned speed-dial entry displays on the control panel display.
  3. Press OK to select the displayed speed-dial entry. Or, press the Right arrow or Left arrow buttons or to select another empty entry, and then press OK.
  4. Enter the fax number to assign to that entry, and then press OK.
      note:
    To enter a pause in the fax number, press Redial/Pause.
  5. Enter the name. When finished entering the name, press OK.
  6. Press 1 to set up another number, or press 2 to exit the Speed Dial Setup menu.
Creating group speed-dial entries
Create a group speed-dial entry that contains up to 48 individual speed-dial entries.
  note:
Only black-and-white faxes can be sent to groups. Very Fine resolution is also not supported when using this feature. Only previously entered individual speed-dial numbers can be assigned to a group. Additionally, only individual speed-dial entries can be added; one group cannot be assigned to another group.
  1. Press Setup
  2. Press 3, and then press 2. This displays the Speed Dial Setup menu and then selects Group Speed Dial. The first unassigned speed-dial entry appears on the control panel display.
  3. Press OK to select the displayed speed-dial entry. Or, press the Right arrow or Left arrow button or to select a another empty entry, and then press OK.
  4. Press the Right arrow or Left arrow button to select an individual speed-dial entry to add to the group speed dial.
  5. Press OK.
  6. Enter the group speed-dial name, and then press OK.
  7. Press 1 to add another entry, or press 2 if you are finished.
Deleting speed-dial entries
Delete individual or group speed-dial entries using the control panel.
  note:
Deleting an individual speed-dial entry that is included in a group speed dial will delete the entry from the group as well.
  1. Press Setup.
  2. Press 3 and then press 3 again. This selects Speed Dial Setup and then selects Delete Speed Dial.
  3. Locate the desired speed dial entry in one of following two ways:
    • Press the Right arrow or Left arrow until the entry appears.
    • Enter the speed dial number using the keypad.
  4. Press OK to delete the speed dial entry.
Schedule a fax
Schedule a black-and-white fax to be sent later the same day (for example, when long distance rates are lower). When the specified time is reached, the fax is automatically sent as soon as a connection can be made.
Use the front panel to select a single recipient or group.
  1. Load the originals face up in the document feeder tray with the top of the page on the left.
      note:
    Load the originals in the document feeder tray, and not on the glass. This feature is not supported if the originals are loaded on the glass.
  2. In the Fax area, press Menu until How to Fax displays.
  3. Press the Right arrow button until Send Fax Later displays, and then press OK.
  4. Enter the send time by using the numeric keypad, and then press OK.
  5. Enter the fax number by using the keypad, press a one-touch speed dial button, or press Speed Dial until the appropriate speed-dial entry appears.
  6. Press Start Fax Black. The HP all-in-one sends the fax at the scheduled time. The scheduled time displays on the control panel displays.
Cancel a scheduled fax
Cancel a scheduled fax or one that is currently in progress by using the control panel.
  1. After the scheduled fax time displays on the control panel, press Cancel, and then press 1. The scheduled fax is cancelled.
Set the date and time
The date and time format is based on the language and the country/region setting. Set the date and time from the control panel.
  note:
If your HP all-in-one loses power, you will need to reset the date and time.
  1. Press Setup.
  2. Press 4 and then press 1. This selects Basic Fax Setup and then selects Date and Time.
  3. Enter the month, day, and year by pressing the appropriate numbers on the keypad.
      note:
    The underline cursor is presented initially beneath the first digit. It automatically advances to the next digit when you press a button. The time prompt automatically displays after you enter the last digit of the date.
  4. Enter the hours and minutes.
      note:
    If your time is displayed in the 12-hour format, press 1 for AM, or 2 for PM.
  5. The new date and time settings display on the control panel.
Set the fax header
The fax header prints your name and fax number on the top of every sent fax. It is recommended that the fax header be set up using the Fax Setup Window during the HP Image Zone software installation.
The fax header can also be set up or changed from the control panel.
  note:
The fax header information is required by law in many countries/regions.
  1. Press Setup.
  2. Press 4 and then press 2. This selects Basic Fax Setup and then selects Fax Header.
  3. Enter your personal or company name, up to 25 characters. Then press OK.
  4. Enter your fax number, up to 19 digits. Then press OK.
Printing reports
Configure error and confirmation reports to print automatically and print manual reports as needed.
Automatic reports
If printed confirmation is needed each time a fax is sent, follow these instructions before sending any faxes and select Send Only.
  1. Press Setup.
  2. Press 2, and then press 1. This displays the Print Report menu and then selects Fax Report Setup.
  3. Press the Right arrow button to scroll through the following report types:
    • Every Error: prints whenever there is any kind of fax error (default).
    • Send Error: prints whenever there is a transmission error.
    • Receive Error: prints whenever there is a receiving error.
    • Every Fax: confirms every time a fax is sent or received.
    • Send Only: prints every time a fax is sent indicating whether the fax was successfully sent or not.
    • Off: does not print any error or confirmation reports.
  4. After the desired report is highlighted, press OK.
Manual reports
  1. Press Setup, and then press 2. This displays the Print Report menu.
  2. Press the Right arrow button to scroll through the following report types:
    • Fax Report Setup: prints the automatic fax reports as described in Generate reports automatically.
    • Last Transaction: prints details of the last fax transaction.
    • Fax Log: prints a log of approximately the last 30 fax transactions.
    • Speed Dial List: prints a list of programmed speed-dial entries.
    • Self-Test Report: prints a report to assist in diagnosing print and alignment problems.
  3. After the desired report is highlighted, press OK.
Set the paper size for received faxes
The paper size selected for received faxes should match what is loaded in the paper tray. Faxes can be printed on letter, A4, or legal paper only.
  note:
If an incorrect paper size is loaded in the paper tray when the fax is received, the fax does not print and an error message appears on the control panel display. Load letter, A4, or legal paper, and then press OK to print the fax.
  1. Press Setup.
  2. Press 4 and then press 4 again. This displays the Basic Fax Setup menu and then selects Fax Paper Size.
  3. Press the Right arrow button to select an option, and then press OK.
Reprint or delete the faxes in memory
  note:
The HP all-in-one stores all of the faxes it receives in memory, even when the faxes are printed. This allows the reprinting of faxes later, if needed. After the memory becomes full, the HP all-in-one overwrites the oldest, printed faxes as it receives new faxes.
Reprint faxes in memory using the control panel.
  1. Make sure paper is loaded in the paper tray.
  2. Press Setup.
  3. Press 6 and then press 4. This selects Tools and then selects Reprint Faxes in Memory.
      note:
    The faxes are printed in the reverse order they were received with the most recently received fax printed first.
  4. To skip over a fax that is printing, press Cancel.
      note:
    Press Cancel for each stored fax in order to stop it from printing.
Delete all faxes in memory by pressing the On button on the control panel. This turns the HP all-in-one off.
  note:
All faxes stored in memory will be deleted from memory after the power is turned off to the HP all-in-one.
Stop faxing
Cancel a fax that is sending or receiving at any time.
  1. Press Cancel to stop a fax that is sending or receiving. If Fax Cancelled does not display on the control panel, press Cancel again.
      note:
    The HP all-in-one prints any pages it has already started printing and then cancels the remainder of the fax. This can take a few moments.
  2. To cancel a number you are dialing, press Cancel.
Sending a fax from HP Director
You can also send faxes from the HP Director software on the computer. With the Director software, you can dial numbers in the address book, use PC-generated cover pages, and send faxes to multiple recipients (broadcast faxing). Follow the steps below to fax from the Director:
  1. Load the originals in the ADF.
  2. Click the HP Director icon to open the HP Director software.
  3. Click Send a Fax. The Send Fax window will appear.
    Figure : Send Fax window
  4. In the Send Fax window, do one of the following:
    • Enter the recipient information in the Fax To section. Click Add To in the Address Book area to add the information to the Outlook Express Address Book.
    • If the recipient is already in the Outlook Express Address Book, click Select From in the Address Book area.
      note:
    The all-in-one software uses the Outlook Express Address Book because it is already installed on the computer. If you already have fax numbers in an address book in a different program, (such as Microsoft Outlook), you may be able to import this information into Microsoft Outlook Express. However, HP will not provide assistance with this task. Review the Help file information in the program(s) or contact the program creator. In their knowledge base, Microsoft has instructions for importing the address book from Outlook into Outlook Express.
  5. Select one or more options in the Include with Fax section. If you are faxing pages from the scanner glass, click Page(s) in unit. Click PC-Generated Cover Page to add a cover page. A fax can consist of only a PC-generated cover page if there are no pages to send from the scanner glass.
  6. Make any changes desired to the Quality and Contrast sections.
  7. Select either Black and White or Color.
  8. Click the Preview Fax button to preview or click the Send Fax button to send.
Sending from a software application
Sending from a software application is the best way to send multi-page faxes. This feature is as easy to use as performing a regular print job. Follow the steps below to send a fax directly from a software application.
  1. Create the fax in any software application that you can print from.
  2. Click File and then click Print.
  3. Select the fax driver for the all-in-one from the list of available printers.
  4. Make any other changes that are normally allowed by the software application (such as margins, page range, collation) and then click Print.
  5. The Send Fax window will appear. Enter the information required and then click Send Fax.
Using speed dials
Send faxes from the front panel by pressing Speed Dial or a one-touch speed dial button. Before the speed dial buttons can be used they must be setup. Refer to your product's user guide for information on how to setup speed dial buttons or search HP's website for "entering and editing speed dials".
Sending a fax using speed dials
  1. Load the originals in the ADF.
  2. Press Fax. Phone Number appears in the display.
  3. Do one of the following:
    • Press Speed Dial or Search until the appropriate speed-dial entry appears in the top line of the display. You can also scroll through the speed-dial entries by pressing the right or left arrow.
    • Press Speed Dial and then enter the speed-dial entry code using the keypad.
    • Press a one-touch speed dial button. Press it once to access the first speed-dial entry and twice to access the second speed-dial entry assigned to that button.
      note:
    To print a list of the speed dials, press Setup, press 1, and then press 4.
  4. Press Start Black or Start Color.
Sending to more than one recipient
Sending a fax to more than one recipient, or broadcast faxing, is accomplished by sending the fax from the Director software or from a software application, or by setting up a group speed dial.
Follow the steps below to send a fax from the computer to more than one recipient:
  1. Click Send a Fax in the Director or print to the all-in-one fax driver from within a software application.
  2. Click Add to List to add the information to the Recipient List, and then continue adding recipient information until all recipients have been added to the Recipient List.
  3. The Send Fax window will appear. Fill in the information for the first fax recipient and then click Add to List to add the information to the Recipient List.
  4. Continue adding recipients until all have been added and then click Send Fax.
Forwarding a fax
To forward faxes to another number, set your all-in-one to forward all incoming faxes. Only black and white faxes can be forwarded since they must be received into memory. Follow these steps to setup fax forwarding:
Using the Director software
  1. Open the HP Director.
  2. Click Fax Settings & Setup, and then click Fax Settings.
  3. Select the Fax Forwarding tab and then click Forward Incoming Faxes to Another Number.
  4. Input the start date and time and the end date and time.
  5. Click OK.
Using the front panel
  1. Press Setup, press 3, and then press 8.
  2. Press the Right Arrow to select On, and then press OK.
  3. Enter the number to forward the faxes to and then press OK. Fax forwarding will appear in the display.
    All incoming faxes will be forwarded to the number set until Fax Forwarding is turned off.
Enabling fax confirmation
The default fax confirmation setting is Every Error so the all-in-one prints a report only if there is a problem sending or receiving a fax. A confirmation message indicating whether an item was sent successfully appears briefly on the front panel after each transaction. To print a report confirming every time a fax is sent or received, follow the instructions below:
  1. Press Setup, press 1, and then press 1 again to enter the Automatic Reports Setup.
  2. Press the Right Arrow until Every Fax appears in the display, and then press OK.
Using and creating fax cover pages
The all-in-one software contains tools to use or create fax cover pages.
Using the electronic cover page
To use an electronic cover page, you must send the fax from the computer rather than from the front panel. Follow the steps below to send an electronic cover page:
  1. Initiate the fax from the Director or from a software application.
  2. On the Send Fax window, verify that PC-Generated Cover Page is selected.
  3. Click Edit Contents. The Cover Page Data window will appear.
    Figure : Cover Page Data window
  4. In the Cover Page area, select the style.
  5. Enter the subject and message and then click OK. The rest of the data (time, date, fax numbers, and names) will be filled in automatically from the recipient information and the name and number information from your fax settings.
Creating a custom cover page
Create and use your own fax cover pages. Follow the steps below to create a custom cover page:
  1. Open the HP Director.
  2. Click Settings, click Fax Settings and Setup, and then click Fax Cover Page.
    Figure : HP Fax Editor
  3. Use the editing tools to select, insert, delete, and edit objects in the template. Use commands from the Annotate menu to edit the date, time, total number of pages, and other faxing fields.
  4. When finished, select Save As and save the file using the .cvr extension. The cover page will automatically be saved to the proper path and will be available for use.

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