HP Color LaserJet Enterprise MFP M578
www.hp.com/videos/LaserJet
www.hp.com/support/colorljM578MFP
User Guide
HP Color LaserJet Enterprise M578
User Guide
Copyright and License
© Copyright 2020 HP Development Company,
L.P.
Reproduction, adaptation, or translation without
prior written permission is prohibited, except as
allowed under the copyright laws.
The information contained herein is subject to
change without notice.
The only warranties for HP products and
services are set forth in the express warranty
statements accompanying such products and
services. Nothing herein should be construed as
constituting an additional warranty. HP shall not
be liable for technical or editorial errors or
omissions contained herein.
Edition 1, 10/2020
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Table of contents
1 Printer overview ........................................................................................................................................................................................ 1
Warning icons ............................................................................................................................................................................ 2
Potential shock hazard ............................................................................................................................................................ 2
Printer views .............................................................................................................................................................................. 4
Printer front view ................................................................................................................................................. 4
Printer back view .................................................................................................................................................. 5
Interface ports ...................................................................................................................................................... 6
Control-panel view ............................................................................................................................................... 7
How to use the touchscreen control panel ................................................................................. 9
Printer specications ............................................................................................................................................................. 10
Technical specications .................................................................................................................................... 10
Supported operating systems ......................................................................................................................... 14
Mobile printing solutions .................................................................................................................................. 15
Printer dimensions ............................................................................................................................................ 16
Power consumption, electrical specications, and acoustic emissions ................................................... 18
Operating-environment range ........................................................................................................................ 18
Printer hardware setup and software installation ............................................................................................................ 19
2 Paper trays .............................................................................................................................................................................................. 21
Load paper to Tray 1 (multipurpose tray) .......................................................................................................................... 22
Introduction ........................................................................................................................................................ 22
Tray 1 paper orientation ................................................................................................................................... 24
Use alternative letterhead mode .................................................................................................................... 25
Enable Alternative Letterhead Mode by using the printer control-panel menus ............... 25
Load paper to Trays 2, 3, 4, and 5 ....................................................................................................................................... 26
Introduction ........................................................................................................................................................ 26
Tray 2 and the 550-sheet trays paper orientation ...................................................................................... 28
Use alternative letterhead mode .................................................................................................................... 29
Enable Alternative Letterhead Mode by using the printer control-panel menus ............... 29
Load and print envelopes ..................................................................................................................................................... 30
Introduction ........................................................................................................................................................ 30
Print envelopes .................................................................................................................................................. 30
ENWW iii
Envelope orientation ......................................................................................................................................... 30
Load and print labels ............................................................................................................................................................. 31
Introduction ........................................................................................................................................................ 31
Manually feed labels ......................................................................................................................................... 31
Use the convenience stapler (c, z model) .......................................................................................................................... 33
3 Supplies, accessories, and parts .......................................................................................................................................................... 35
Order supplies, accessories, and parts ............................................................................................................................... 36
Ordering .............................................................................................................................................................. 36
Supplies and accessories ................................................................................................................................. 36
Customer self-repair parts ............................................................................................................................... 37
Replace the toner cartridges ................................................................................................................................................ 40
Introduction ........................................................................................................................................................ 40
Toner-cartridge information ............................................................................................................................ 40
Remove and replace the cartridges ............................................................................................................... 41
Replace the toner-collection unit ........................................................................................................................................ 44
Introduction ........................................................................................................................................................ 44
Remove and replace the toner-collection unit ............................................................................................. 44
Replace the staple cartridge (c, z models) ......................................................................................................................... 47
Introduction ........................................................................................................................................................ 47
Remove and replace the staple cartridge ..................................................................................................... 47
4 Print .......................................................................................................................................................................................................... 49
Print tasks (Windows) ............................................................................................................................................................ 50
How to print (Windows) .................................................................................................................................... 50
Automatically print on both sides (Windows) ............................................................................................... 50
Manually print on both sides (Windows) ........................................................................................................ 51
Print multiple pages per sheet (Windows) .................................................................................................... 51
Select the paper type (Windows) .................................................................................................................... 52
Additional print tasks ........................................................................................................................................ 53
Print tasks (macOS) ............................................................................................................................................................... 54
How to print (macOS) ........................................................................................................................................ 54
Automatically print on both sides (macOS) ................................................................................................... 54
Manually print on both sides (macOS) ........................................................................................................... 54
Print multiple pages per sheet (macOS) ........................................................................................................ 55
Select the paper type (macOS) ........................................................................................................................ 55
Additional print tasks ........................................................................................................................................ 55
Store print jobs on the printer to print later or print privately ........................................................................................ 57
Introduction ........................................................................................................................................................ 57
Create a stored job (Windows) ........................................................................................................................ 57
Create a stored job (macOS) ............................................................................................................................ 58
iv ENWW
Print a stored job ............................................................................................................................................... 59
Delete a stored job ............................................................................................................................................ 59
Delete a job that is stored on the printer .................................................................................. 59
Change the job storage limit ....................................................................................................... 59
Information sent to printer for Job Accounting purposes ........................................................................... 60
Mobile printing solutions ...................................................................................................................................................... 61
Introduction ........................................................................................................................................................ 61
Wi-Fi, Wi-Fi Direct Print, NFC, and BLE printing ............................................................................................ 61
HP ePrint via email ............................................................................................................................................ 62
AirPrint ................................................................................................................................................................. 62
Android embedded printing ............................................................................................................................. 63
Print from a USB ash drive ................................................................................................................................................. 64
Introduction ........................................................................................................................................................ 64
Enable the USB port for printing ..................................................................................................................... 64
Print USB documents ........................................................................................................................................ 65
Print using high-speed USB 2.0 port (wired) ..................................................................................................................... 66
Enable the high-speed USB port for printing ................................................................................................ 66
5 Copy .......................................................................................................................................................................................................... 67
Make a copy ............................................................................................................................................................................ 68
Copy on both sides (duplex) ................................................................................................................................................. 70
Additional options when copying ........................................................................................................................................ 72
Additional copy tasks ............................................................................................................................................................. 74
6 Scan .......................................................................................................................................................................................................... 75
Set up Scan to Email .............................................................................................................................................................. 76
Introduction ........................................................................................................................................................ 76
Before you begin ............................................................................................................................................... 76
Step one: Access the HP Embedded Web Server (EWS) ............................................................................. 76
Step two: Congure the Network Identication settings ............................................................................ 77
Step three: Congure the Scan to Email feature .......................................................................................... 78
Method one: Basic conguration using the Email Setup Wizard ........................................... 78
Method two: Advanced conguration using the Email Setup ................................................ 81
Step four: Congure the Quick Sets (optional) ............................................................................................. 85
Step ve: Set up Scan to Email to use Oce 365 Outlook (optional) ....................................................... 86
Introduction ................................................................................................................................... 86
Congure the outgoing email server (SMTP) to send an email from an Oce 365
Outlook account ............................................................................................................................ 86
Set up Scan to Network Folder ............................................................................................................................................ 89
Introduction ........................................................................................................................................................ 89
Before you begin ............................................................................................................................................... 89
ENWW v
Step one: Access the HP Embedded Web Server ......................................................................................... 89
Step two: Set up Scan to Network Folder ...................................................................................................... 89
Method one: Use the Scan to Network Folder Wizard ............................................................ 89
Method two: Use Scan to Network Folder Setup ..................................................................... 91
Step one: Begin the conguration ......................................................................... 91
Step two: Congure the Scan to Network Folder settings ................................ 91
Step three: Complete the conguration ............................................................... 98
Set up Scan to SharePoint® .................................................................................................................................................. 99
Introduction ........................................................................................................................................................ 99
Before you begin ............................................................................................................................................... 99
Step one: Access the HP Embedded Web Server (EWS) ............................................................................. 99
Step two: Enable Scan to SharePoint® and create a Scan to SharePoint Quick Set ............................... 99
Quick set scan settings and options for Scan to SharePoint® ................................................................. 101
Set up Scan to USB Drive .................................................................................................................................................... 103
Introduction ...................................................................................................................................................... 103
Step one: Access the HP Embedded Web Server ....................................................................................... 103
Step two: Enable Scan to USB Drive ............................................................................................................. 103
Step three: Congure the Quick Sets (optional) ......................................................................................... 103
Default scan settings for Scan to USB Drive setup .................................................................................... 104
Default le settings for Scan to USB Drive setup ....................................................................................... 105
Scan to email ........................................................................................................................................................................ 107
Introduction ...................................................................................................................................................... 107
Scan to email ................................................................................................................................................... 107
Scan to job storage .............................................................................................................................................................. 110
Introduction ...................................................................................................................................................... 110
Scan to job storage on the printer ................................................................................................................ 110
Print from job storage on the printer ........................................................................................................... 112
Scan to network folder ....................................................................................................................................................... 113
Introduction ...................................................................................................................................................... 113
Scan to network folder ................................................................................................................................... 113
Scan to SharePoint .............................................................................................................................................................. 115
Introduction ...................................................................................................................................................... 115
Scan to SharePoint .......................................................................................................................................... 115
Scan to USB drive ................................................................................................................................................................. 117
Introduction ...................................................................................................................................................... 117
Scan to USB drive ............................................................................................................................................ 117
Additional options when scanning .................................................................................................................................... 119
HP JetAdvantage business solutions ............................................................................................................................... 122
Additional scan tasks .......................................................................................................................................................... 123
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7 Fax .......................................................................................................................................................................................................... 125
Set up fax .............................................................................................................................................................................. 126
Introduction ...................................................................................................................................................... 126
Set up fax by using the printer control panel ............................................................................................. 126
Change fax congurations ................................................................................................................................................. 127
Fax dialing settings ......................................................................................................................................... 127
General fax send settings .............................................................................................................................. 128
Fax receive settings ........................................................................................................................................ 128
Send a fax ............................................................................................................................................................................. 130
Additional fax tasks ............................................................................................................................................................. 132
8 Manage the printer .............................................................................................................................................................................. 133
Advanced conguration with the HP Embedded Web Server (EWS) ........................................................................... 134
Introduction ...................................................................................................................................................... 134
How to access the HP Embedded Web Server (EWS) ............................................................................... 135
HP Embedded Web Server features ............................................................................................................ 135
Information tab ........................................................................................................................... 135
General tab .................................................................................................................................. 136
Copy/Print tab ............................................................................................................................. 137
Scan/Digital Send tab ................................................................................................................ 137
Fax tab .......................................................................................................................................... 138
Supplies tab ................................................................................................................................. 139
Troubleshooting tab .................................................................................................................. 139
Security tab ................................................................................................................................. 140
HP Web Services tab .................................................................................................................. 140
Networking tab ........................................................................................................................... 140
Other Links list ............................................................................................................................ 142
Congure IP network settings ........................................................................................................................................... 143
Printer sharing disclaimer .............................................................................................................................. 143
View or change network settings ................................................................................................................. 143
Rename the printer on a network ................................................................................................................ 143
Manually congure IPv4 TCP/IP parameters from the control panel ..................................................... 144
Manually congure IPv6 TCP/IP parameters from the control panel ..................................................... 144
Link speed and duplex settings .................................................................................................................... 145
Printer security features ..................................................................................................................................................... 146
Introduction ...................................................................................................................................................... 146
Security statements ....................................................................................................................................... 146
Assign or change the system password using the HP Embedded Web Server .................................... 146
IP Security ......................................................................................................................................................... 147
Lock the formatter .......................................................................................................................................... 147
Encryption support: HP High Performance Secure Hard Disks ............................................................... 147
ENWW vii
Energy-conservation settings ........................................................................................................................................... 148
Introduction ...................................................................................................................................................... 148
Set the sleep timer and congure the printer to use 1 watt or less of power ...................................... 148
Set the sleep schedule ................................................................................................................................... 148
HP Web Jetadmin ................................................................................................................................................................. 150
Software and rmware updates ....................................................................................................................................... 151
9 Solve problems ..................................................................................................................................................................................... 153
Customer support ................................................................................................................................................................ 154
Control panel help system ................................................................................................................................................. 155
Reset factory settings ......................................................................................................................................................... 156
Introduction ...................................................................................................................................................... 156
Method one: Reset factory settings from the printer control panel ....................................................... 156
Method two: Reset factory settings from the HP Embedded Web Server (network-connected
printers only) .................................................................................................................................................... 156
A “Cartridge is low” or “Cartridge is very low” message displays on the printer control panel .............................. 157
Change the “Very Low” settings ................................................................................................................... 157
For printers with fax capability ................................................................................................. 158
Order supplies ................................................................................................................................................. 158
Printer does not pick up paper or misfeeds .................................................................................................................... 159
Introduction ...................................................................................................................................................... 159
The printer does not pick up paper .............................................................................................................. 159
The printer picks up multiple sheets of paper ............................................................................................ 161
The document feeder jams, skews, or picks up multiple sheets of paper ............................................ 165
Clear paper jams .................................................................................................................................................................. 166
Introduction ...................................................................................................................................................... 166
Jam locations ................................................................................................................................................... 166
Auto-navigation for clearing paper jams ..................................................................................................... 168
Experiencing frequent or recurring paper jams? ....................................................................................... 168
Clear paper jams in the document feeder .................................................................................................. 169
13.B2.D1 tray 1 paper jam ............................................................................................................................ 172
13.B2.D2 tray 2 paper jam ............................................................................................................................ 174
13.A3, 13.A4, 13.A5 tray 3, tray 4, tray 5 paper jam ................................................................................ 178
13.B right door and fuser area paper jam ................................................................................................... 183
13.E1 output bin paper jam ........................................................................................................................... 188
13.8 staple jams .............................................................................................................................................. 188
Resolve print-quality problems ......................................................................................................................................... 190
Introduction ...................................................................................................................................................... 190
Troubleshoot print quality ............................................................................................................................. 190
Update the printer rmware ..................................................................................................... 190
Print from a dierent software program ................................................................................ 190
viii ENWW
Check the paper-type setting for the print job ...................................................................... 190
Check the paper type setting on the printer ..................................................... 191
Check the paper type setting (Windows) ........................................................... 191
Check the paper type setting (macOS) ............................................................... 191
Check toner-cartridge status .................................................................................................... 191
Print a cleaning page ................................................................................................................. 192
Visually inspect the toner cartridge or cartridges ................................................................. 192
Check paper and the printing environment ............................................................................ 193
Step one: Use paper that meets HP specications .......................................... 193
Step two: Check the environment ....................................................................... 193
Step three: Set the individual tray alignment .................................................... 193
Try a dierent print driver ......................................................................................................... 194
Troubleshoot color quality ............................................................................................................................ 194
Calibrate the printer to align the colors .................................................................................. 194
Troubleshoot image defects ......................................................................................................................... 195
Improve copy image quality ............................................................................................................................................... 204
Check the scanner glass for dirt and smudges .......................................................................................... 204
Calibrate the scanner ...................................................................................................................................... 205
Check the paper settings ............................................................................................................................... 206
Check the paper selection options .......................................................................................... 206
Check the image-adjustment settings ........................................................................................................ 206
Optimize copy quality for text or pictures ................................................................................................... 207
Edge-to-edge copying .................................................................................................................................... 207
Improve scan image quality ............................................................................................................................................... 208
Check the scanner glass for dirt and smudges .......................................................................................... 208
Check the resolution settings ....................................................................................................................... 209
Check the image-adjustment settings ........................................................................................................ 210
Optimize scan quality for text or pictures ................................................................................................... 211
Check the output-quality settings ................................................................................................................ 211
Improve fax image quality .................................................................................................................................................. 212
Check the scanner glass for dirt and smudges .......................................................................................... 212
Check the send-fax resolution settings ....................................................................................................... 213
Check the image-adjustment settings ........................................................................................................ 214
Optimize fax quality for text or pictures ..................................................................................................... 214
Check the error-correction settings ............................................................................................................. 214
Check the t-to-page setting ........................................................................................................................ 215
Send to a dierent fax machine .................................................................................................................... 215
Check the sender's fax machine ................................................................................................................... 215
Solve wired network problems .......................................................................................................................................... 216
Introduction ...................................................................................................................................................... 216
Poor physical connection ............................................................................................................................... 216
ENWW ix
The computer is using the incorrect IP address for the printer ............................................................... 216
The computer is unable to communicate with the printer ....................................................................... 217
The printer is using incorrect link and duplex settings for the network ................................................ 217
New software programs might be causing compatibility problems ...................................................... 217
The computer or workstation might be set up incorrectly ...................................................................... 217
The printer is disabled, or other network settings are incorrect ............................................................. 217
Solve wireless network problems ..................................................................................................................................... 218
Introduction ...................................................................................................................................................... 218
Wireless connectivity checklist ..................................................................................................................... 218
The printer does not print after the wireless conguration completes ................................................. 219
The printer does not print, and the computer has a third-party rewall installed .............................. 219
The wireless connection does not work after moving the wireless router or printer .......................... 219
Cannot connect more computers to the wireless printer ........................................................................ 220
The wireless printer loses communication when connected to a VPN .................................................. 220
The network does not appear in the wireless networks list .................................................................... 220
The wireless network is not functioning ..................................................................................................... 220
Reduce interference on a wireless network ............................................................................................... 221
Solve fax problems .............................................................................................................................................................. 222
Checklist for solving fax problems ............................................................................................................... 222
What type of phone line are you using? ................................................................................. 222
Are you using a surge-protection device? .............................................................................. 222
Are you using a phone company voice-messaging service or an answering machine? . 222
Does your phone line have a call-waiting feature? ............................................................... 223
Check fax accessory status ....................................................................................................... 223
General fax problems ..................................................................................................................................... 224
The fax failed to send ................................................................................................................ 224
An Out of Memory status message displays on the printer control panel ........................ 224
Print quality of a photo is poor or prints as a gray box ........................................................ 224
You touched the Stop button to cancel a fax, but the fax was still sent ............................ 224
No fax address book button displays ...................................................................................... 224
Not able to locate the Fax settings in HP Web Jetadmin ..................................................... 224
The header is appended to the top of the page when the overlay option is enabled .... 224
A mix of names and numbers is in the recipients box .......................................................... 224
A one-page fax prints as two pages ........................................................................................ 224
A document stops in the document feeder in the middle of faxing ................................... 225
The volume for sounds coming from the fax accessory is too high or too low ............... 225
Index ........................................................................................................................................................................................................... 227
x ENWW
1 Printer overview
●
Warning icons
●
Potential shock hazard
●
Printer views
●
Printer specications
●
Printer hardware setup and software installation
For more information
The following information is correct at the time of publication.
For video assistance, see www.hp.com/videos/LaserJet.
For current information, see www.hp.com/support/colorljM578MFP.
HP's all-inclusive help for the printer includes the following information:
● Install and congure
● Learn and use
● Solve problems
● Download software and rmware updates
● Join support forums
● Find warranty and regulatory information
ENWW 1
Warning icons
Warning icon denitions: The following warning icons may appear on HP products. Apply appropriate caution
where applicable.
●
Caution: Electric shock
●
Caution: Hot surface
●
Caution: Keep body parts away from moving parts
●
Caution: Sharp edge in close proximity
Potential shock hazard
Always follow basic safety precautions when using this product to reduce risk of injury from re or electric shock.
● Read and understand all instructions in the user guide.
● Observe all warnings and instructions marked on the product.
● Use only a grounded electrical outlet when connecting the product to a power source. If you do not know
whether the outlet is grounded, check with a qualied electrician.
● Do not touch the contacts on any of the sockets on the product. Replace damaged cords immediately.
2 Chapter 1 Printer overview ENWW
● Unplug this product from wall outlets before cleaning.
● Do not install or use this product near water or when you are wet.
● Install the product securely on a stable surface.
●
Install the product in a protected location where no one can step on or trip over the power cord.
ENWW Potential shock hazard 3
Printer views
●
Printer front view
●
Printer back view
●
Interface ports
●
Control-panel view
Printer front view
1 2
3
4
5
6
7
10
11
12
13
14
15
89
1 Document-feeder cover (access for clearing jams)
2 Document-feeder input tray
3 Document-feeder output bin
NOTE: When feeding long paper through the document feeder, extend the paper stop at the right side of the output bin.
4 Control panel with color touchscreen display (tilts up for easier viewing)
5 Convenience stapler (c, z model only)
6 Right door (access to the fuser and for clearing jams)
7 Tray 1
8 On/o button
9 Model name
10 Tray 2
11 Front door (access to the toner cartridges)
12 Standard output bin
13 Physical keyboard (c and z models only). Pull the keyboard straight out to use it.
4 Chapter 1 Printer overview ENWW
14 Easy-access USB port (on the side of the control panel)
Insert a USB ash drive for printing or scanning without a computer or to update the printer rmware.
NOTE: An administrator must enable this port before use.
15 Hardware integration pocket (for connecting accessory and third-party devices)
Printer back view
1
2
3
6
4
5
1 Toner-collection-unit door
2 Formatter (contains the interface ports)
3 Power connection
4 Serial number and product number label
5 Slot for a cable-type security lock (on the rear cover of the printer)
6 Formatter cover
ENWW Printer views 5
Interface ports
1
2
3
4
1 Fax port (f, c, z models only. The port is covered for the dn model.)
2 Local area network (LAN) Ethernet (RJ-45) network port
3 USB port for connecting external USB devices (this port might be covered)
NOTE: For easy-access USB printing, use the USB port near the control panel.
4 Hi-Speed USB 2.0 printing port
6 Chapter 1 Printer overview ENWW
Control-panel view
The Home screen provides access to the printer features and indicates the current status of the printer.
Return to the Home screen at any time by selecting the Home button.
NOTE: The features that appear on the Home screen can vary, depending on the printer conguration.
3 421
5 6 7
8
9
10
13
12
14
11
1
Home button
Touch the Home button to return to the printer Home screen at any time.
2 Applications area Touch any of the icons to open the application. Swipe the screen sideways to access more applications.
NOTE: The available applications vary by printer. The administrator can congure which applications
appear and the order in which they appear.
3 Reset button Touch the Reset button to clear changes, release the printer from a paused state, display hidden errors,
and restore the default settings (including the language and keyboard layout).
4 Sign In or Sign Out button Touch the Sign In button to access secured features.
Touch the Sign Out button to sign out of the printer. The printer restores all options to the default
settings.
NOTE: This button displays only if the administrator has congured the printer to require permission
for access to features.
ENWW Printer views 7
5
Information button
Touch the information button to access a screen that provides access to several types of printer
information. Touch the buttons at the bottom of the screen for the following information:
● Display Language: Change the language setting from this screen.
● Sleep Mode: Place the printer into sleep mode from this screen.
● Wi-Fi Direct: View information for how to connect directly to the printer using a phone, tablet, or
other device with Wi-Fi.
● Wireless: Use this screen to view and change wireless connection settings (for the c, z model and
for the dn and f models only when an optional wireless accessory is installed).
● Ethernet: Use this screen to view and change Ethernet connection settings.
● HP Web Services: Find information to connect and print to the printer using HP Web Services
(ePrint).
● Fax Number: View the printer fax number (for f, c, and z models and for the dn model only when
the optional fax accessory is installed).
6
Help button
Touch the Help button to open the embedded help system.
7 Current time Displays the current time.
8 Start Copy button Touch the Start Copy button to start a copy job.
9 Copies eld The copies eld indicates the number of copies that the printer is set to make.
10 Home-screen page
indicator
The Home screen has multiple pages. This icon indicates the number of pages and which page is
currently active. Swipe the screen sideways to scroll between pages.
11 Keyboard
(c and z model only)
This printer includes a physical keyboard. The keys are mapped to a language in the same way the
virtual keyboard on the printer touchscreen is mapped. Whenever the keyboard layout for the virtual
keyboard changes, the keys on the physical keyboard are remapped to match the new settings.
NOTE: In some locations, the printer comes with adhesive keyboard overlays to customize the keys
for dierent languages.
12 Near-eld
communication icon
(c and z model only)
This icon indicates the printer includes integrated HP near-eld communication (NFC) and Wi-Fi Direct
13 Easy-access USB port Insert a USB ash drive for printing or scanning without a computer or to update the printer rmware.
NOTE: An administrator must enable this port before use.
14 Hardware integration
pocket
For connecting accessory and third-party devices.
8 Chapter 1 Printer overview ENWW
How to use the touchscreen control panel
Use the following actions to use the printer touchscreen control panel.
Action Description Example
Touch Touch an item on the screen to select that item
or open that menu. Also, when scrolling through
menus, briey touch the screen to stop the
scrolling.
Touch the Settings icon to open the Settings app.
Swipe Touch the screen and then move your nger
horizontally to scroll the screen sideways.
Swipe until the Settings app displays.
Scroll Touch the screen and then move your nger
vertically to scroll the screen up and down. When
scrolling through menus, briey touch the screen
to stop the scrolling.
Scroll through the Settings app.
ENWW Printer views 9
Printer specications
IMPORTANT: The following specications are correct at the time of publication, but they are subject to change.
For current information, see www.hp.com/support/colorljM578MFP.
●
Technical specications
●
Supported operating systems
●
Mobile printing solutions
●
Printer dimensions
●
Power consumption, electrical specications, and acoustic emissions
●
Operating-environment range
Technical specications
Model name Product number
M578dn 7ZU85A
M578f 7ZU86A
M578c 7ZU87A
M578z 7ZU88A
Table 1-1 Paper handling specications
Paper handling features M578dn M578f M578c M578z
Tray 1 (100-sheet capacity)
Tray 2 (550-sheet capacity)
1 x 550-sheet paper feeder
NOTE: Can accept up to three
1 x 550-sheet paper feeders.
Optional Optional Optional Optional
Printer stand Optional Optional Optional Optional
Automatic duplex printing
Table 1-2 Connectivity specications
Connectivity features M578dn M578f M578c M578z
10/100/1000 Ethernet LAN
connection with IPv4 and IPv6
Hi-Speed USB 2.0
Easy-access USB port for printing
without a computer and upgrading
the rmware
10 Chapter 1 Printer overview ENWW
Table 1-2 Connectivity specications (continued)
Connectivity features M578dn M578f M578c M578z
Hardware Integration Pocket for
connecting accessory and third-
party devices
HP Internal USB Ports Optional Optional Optional Optional
HP Jetdirect LAN Accessory Optional Optional Optional Optional
HP Jetdirect 3100w BLE/NFC/
Wireless Accessory for printing
from mobile devices
NOTE: Connected via the
Hardware Integration Pocket or the
rear host USB port. The
HP Jetdirect 3100w BLE/NFC/
Wireless Accessory requires the
HP Internal USB ports accessory.
Optional Optional Optional Optional
Table 1-3 Print specications
Print features M578dn M578f M578c M578z
Prints 56 ppm on A4 and 40 ppm
on letter-size paper
Easy-access USB printing (no
computer required)
Store jobs in the printer memory
to print later or print privately
Table 1-4 Copy and Scan specications
Copy and Scan features
NOTE: Copy and scan
speeds are subject to
change. For the most
current information, go
to www.hp.com/support/
colorljM578MFP M578dn M578f M578c M578z
Copies 38 pages per
minute (ppm) on A4 and
40 ppm on letter-size
paper
100-page document
feeder with dual-head
scanning for single-pass
duplex copying and
scanning
HP EveryPage
Technologies including
ultrasonic multi-feed
detection
ENWW Printer specications 11
Table 1-4 Copy and Scan specications (continued)
Copy and Scan features
NOTE: Copy and scan
speeds are subject to
change. For the most
current information, go
to www.hp.com/support/
colorljM578MFP M578dn M578f M578c M578z
Embedded optical
character recognition
(OCR) provides the ability
to convert printed pages
into text that can be
edited or searched using
a computer.
SMART Label feature
provides paper-edge
detection for automatic
page cropping
Automatic page
orientation for pages that
have at least 100
characters of text.
Automatic tone
adjustment sets contrast,
brightness, and
background removal for
each page.
Table 1-5 Digital Send specications
Digital Send features M578dn M578f M578c M578z
Send documents to
email, USB, and shared
folders on a network
Send documents to
SharePoint®
Table 1-6 Other specications
Feature M578dn M578f M578c M578z
1.75 GB base memory
NOTE: The base memory is
expandable to 3.8 GB by adding a
DIMM memory module.
500 GB Hard Disk Drive
Security: HP Trusted Platform
Module for encrypting all data that
passes through the printer
Color touchscreen control panel
12 Chapter 1 Printer overview ENWW
Table 1-6 Other specications (continued)
Feature M578dn M578f M578c M578z
Convenience stapler Not available
Fax Optional
ENWW Printer specications 13
Supported operating systems
Linux: For information and print drivers for Linux, go to www.hp.com/go/linuxprinting.
UNIX: For information and print drivers for UNIX®, go to www.hp.com/go/unixmodelscripts.
The following information applies to the printer-specic Windows HP PCL 6 print drivers, HP print drivers for
macOS, and to the software installer.
Windows: Download HP Easy Start from 123.hp.com to install the HP print driver. Or, go to the printer-support
website for this printer: www.hp.com/support/colorljM578MFP to download the print driver or the software
installer to install the HP print driver.
macOS: Mac computers are supported with this printer. Download HP Easy Start either from 123.hp.com or from
the Printer Support page, and then use HP Easy Start to install the HP print driver.
1. Go to 123.hp.com.
2. Follow the steps provided to download the printer software.
Table 1-7 Supported operating systems and print drivers
Operating system Print driver (for Windows, or the installer on the web for macOS)
Windows 7, 32-bit and 64-bit The “HP PCL 6” printer-specic print driver is installed for this
operating system as part of the software installation.
Windows 8, 32-bit and 64-bit The “HP PCL 6” printer-specic print driver is installed for this
operating system as part of the software installation.
Windows 8.1, 32-bit and 64-bit The “HP PCL-6” V4 printer-specic print driver is installed for this
operating system as part of the software installation.
Windows 10, 32-bit and 64-bit The “HP PCL-6” V4 printer-specic print driver is installed for this
operating system as part of the software installation.
Windows Server 2008 R2, SP 1, 64-bit The PCL 6 printer-specic print driver is available for download from
the printer-support website. Download the driver, and then use the
Microsoft Add Printer tool to install it.
Windows Server 2012, 64-bit The PCL 6 printer-specic print driver is available for download from
the printer-support website. Download the driver, and then use the
Microsoft Add Printer tool to install it.
Windows Server 2012 R2, 64-bit The PCL 6 printer-specic print driver is available for download from
the printer-support website. Download the driver, and then use the
Microsoft Add Printer tool to install it.
Windows Server 2016, 64-bit The PCL 6 printer-specic print driver is available for download from
the printer-support website. Download the driver, and then use the
Microsoft Add Printer tool to install it.
Windows Server 2019, 64-bit The PCL 6 printer-specic print driver is available for download from
the printer-support website. Download the driver, and then use the
Microsoft Add Printer tool to install it.
macOS 10.13 High Sierra, macOS 10.14 Mojave, macOS 10.15
Catalina
Download HP Easy Start from 123.hp.com, and then use it to install
the print driver.
NOTE: Supported operating systems can change.
14 Chapter 1 Printer overview ENWW
NOTE: For a current list of supported operating systems, go to www.hp.com/support/colorljM578MFP for HP's
all-inclusive help for the printer.
NOTE: For details on client and server operating systems and for HP UPD driver support for this printer, go to
www.hp.com/go/upd. Under Additional information, click the links.
Table 1-8 Minimum system requirements
Windows macOS
● Internet connection
● Dedicated USB 1.1 or 2.0 connection or a network connection
● 2 GB of available hard-disk space
● 1 GB RAM (32-bit) or 2 GB RAM (64-bit)
● Internet connection
● Dedicated USB 1.1 or 2.0 connection or a network connection
● 1.5 GB of available hard-disk space
NOTE: The Windows software installer installs the HP Smart Device Agent Base service. The le size is
approximately 100 kb. Its only function is to check for printers connected via USB hourly. No data is collected. If a
USB printer is found, it then tries to locate a JetAdvantage Management Connector (JAMc) instance on the
network. If a JAMc is found, the HP Smart Device Agent Base is securely upgraded to a full Smart Device Agent
from JAMc, which will then allow printed pages to be accounted for in a Managed Print Services (MPS) account.
The driver-only web packs downloaded from hp.com for the printer and installed through the Add Printer wizard
do not install this service.
To uninstall the service, open the Control Panel, select Programs or Programs and Features, and then select
Add/Remove Programs or Uninstall a Program to remove the service. The le name is
HPSmartDeviceAgentBase.
Mobile printing solutions
HP oers multiple mobile printing solutions to enable easy printing to an HP printer from a laptop, tablet,
smartphone, or other mobile device. To see the full list and to determine the best choice, go to www.hp.com/go/
MobilePrinting.
NOTE: Update the printer rmware to ensure all mobile printing capabilities are supported.
● Wi-Fi Direct (wireless models only, with HP Jetdirect 3100w BLE/NFC/Wireless accessory installed)
● HP ePrint via email (Requires HP Web Services to be enabled and the printer to be registered with
HP Connected)
● HP Smart app
● Google Cloud Print
● AirPrint
● Android Printing
ENWW Printer specications 15
Printer dimensions
Figure 1-1 Dimensions for the printer
1
1
2
2
3
3
Printer fully closed Printer fully opened
1. Height 583 mm (23 in) 837 mm (33 in)
2. Depth 504 mm (19.8 in) 853 mm (33.6 in)
3. Width 482 mm (19 in) 803 mm (31.6 in)
Weight dn model: 38.1 kg (84 lb)
c model: 38.6 kg (85 lb)
Figure 1-2 Dimensions for the 1 x 550-sheet paper feeder
3
2
2
1
3
1. Height 130 mm (5.1 in)
2. Depth Tray closed: 465 mm (18.3 in)
Tray opened: 768 mm (30.2 in)
3. Width Lower-right door closed: 458 mm (18.0 in)
Lower-right door opened: 853 mm (33.6 in)
Weight 5.8 kg (12.8 lb)
16 Chapter 1 Printer overview ENWW
Figure 1-3 Dimensions for the stand
1
1
2
2
3
3
1. Height 295 mm (11.6 in)
2. Depth Door closed: 869 mm (34.2 in)
Door opened: 1113 mm (43.8 in)
3. Width 884 mm (34.8 in)
This value is subject to change. For current information, go to www.hp.com/support/colorljM578MFP.
Weight 17.7 kg (39 lb)
This value is subject to change. For current information, go to www.hp.com/support/colorljM578MFP.
Figure 1-4 Dimensions for the printer with the 1 x 550-sheet paper tray and stand
1
1
2
2
3
3
Printer and accessories fully closed Printer and accessories fully opened
1. Height 1268 mm (49.9 in) 1522 mm (59.9 in)
2. Depth 869 mm (34.2 in) 1113 mm (43.8 in)
ENWW Printer specications 17
Printer and accessories fully closed Printer and accessories fully opened
3. Width 884 mm (34.8 in) 853 mm (33.6 in)
Weight dn model: 73.2 kg (161.4 lb)
c model: 73.7 kg (162.5 lb)
1
These values are subject to change. For current information, go to www.hp.com/support/colorljM578MFP.
2
Do not extend more than one paper tray at a time.
Power consumption, electrical specications, and acoustic emissions
See www.hp.com/support/colorljM578MFP for current information.
CAUTION: Power requirements are based on the country/region where the printer is sold. Do not convert
operating voltages. This will damage the printer and void the printer warranty.
Operating-environment range
Table 1-9 Operating-environment specications
Environment Recommended Allowed
Temperature 15° to 27°C (59° to 80.6°F) 10° to 32.5°C (50° to 90.5°F)
Relative humidity 30% to 70% relative humidity (RH) 10% to 80% RH
18 Chapter 1 Printer overview ENWW
Printer hardware setup and software installation
For basic setup instructions, see the Hardware Installation Guide that came with the printer. For additional
instructions, go to HP support on the Web.
Go to www.hp.com/support/colorljM578MFP for HP's all-inclusive help for the printer. Find the following support:
● Install and congure
● Learn and use
●
Solve problems
● Download software and rmware updates
● Join support forums
● Find warranty and regulatory information
ENWW Printer hardware setup and software installation 19
20 Chapter 1 Printer overview ENWW
2 Paper trays
●
Load paper to Tray 1 (multipurpose tray)
●
Load paper to Trays 2, 3, 4, and 5
●
Load and print envelopes
●
Load and print labels
●
Use the convenience stapler (c, z model)
For more information
The following information is correct at the time of publication.
For video assistance, see www.hp.com/videos/LaserJet.
For current information, see www.hp.com/support/colorljM578MFP.
HP's all-inclusive help for the printer includes the following information:
● Install and congure
● Learn and use
● Solve problems
● Download software and rmware updates
● Join support forums
● Find warranty and regulatory information
ENWW 21
Load paper to Tray 1 (multipurpose tray)
Introduction
The following information describes how to load paper into Tray 1. This tray holds up to 100 sheets of 75 g/m
2
(20 lb) paper or 10 envelopes.
NOTE: Select the correct paper type in the print driver before printing..
NOTE: Tray 1 does not support labels. To print on sheets of labels, use Tray 2, or one of the optional 550-sheet
paper feeders.
CAUTION: To avoid jams, never add or remove paper from Tray 1 during printing.
1. Open Tray 1.
2. Pull out the tray extension to support the paper.
22 Chapter 2 Paper trays ENWW
3. Spread the paper guides to the correct size, and
then load paper in the tray. For information about
how to orient the paper, see Tray 1 paper
orientation on page 24.
4. Make sure that the paper ts under the ll line on
the paper guides.
NOTE: The maximum stack height is 10 mm (0.4
in), or approximately 100 sheets of 75g paper.
5. Adjust the side guides so that they lightly touch the
paper stack, but do not bend it.
ENWW Load paper to Tray 1 (multipurpose tray) 23
Tray 1 paper orientation
When using paper that requires a specic orientation, load it according to the information in the following table.
NOTE: The Alternative Letterhead Mode settings aects the way to load letterhead or preprinted paper. This
setting is disabled by default. When using this mode, load paper as for automatic duplex printing. For more
information, see Use alternative letterhead mode on page 25.
Table 2-1 Tray 1 paper orientation
Paper type Image Orientation Single-sided printing Duplex printing or with Alternative
Letterhead Mode enabled
Letterhead or preprinted Portrait Face-down
Top edge leading into the printer
Face-up
Bottom edge leading into the
printer
Letterhead or preprinted Landscape Face-down
Top edge toward the back of the
printer
Face-up
Top edge toward the back of the
printer
Prepunched Portrait and landscape Holes toward the back of the printer Holes toward the back of the printer
24 Chapter 2 Paper trays ENWW
Use alternative letterhead mode
Use the Alternative Letterhead Mode feature to load letterhead or preprinted paper into the tray the same way
for all jobs, whether printing to one side of the sheet of paper or to both sides. When using this mode, load paper
as for automatic duplex printing.
To use the feature, enable it by using the printer control-panel menus.
Enable Alternative Letterhead Mode by using the printer control-panel menus
1. From the Home screen on the printer control panel, swipe from right to left until the Settings menu
displays. Touch the
Settings icon to open the menu.
2. Open the following menus:
● Manage Trays
● Alternative Letterhead Mode
3. Select Enabled, and then touch the Save button or press the OK button.
ENWW Load paper to Tray 1 (multipurpose tray) 25
Load paper to Trays 2, 3, 4, and 5
Introduction
The following information describes how to load paper in Tray 2 and the optional 550-sheet trays (Trays 3, 4,
and 5; part number B5L34A). These trays hold up to 550 sheets of 75 g/m
2
(20 lb) paper.
NOTE: The procedure to load paper for the optional 550-sheet trays is the same as for Tray 2. Only Tray 2 is
shown here.
NOTE: The paper guides may be locked before use and may not be adjustable.
CAUTION: Do not extend more than one paper tray at a time.
1. Open the tray.
NOTE: Do not open this tray while it is in use.
2. Before loading paper, adjust the paper-width
guides by squeezing the adjustment latches and
sliding the guides to the size of the paper being
used. The arrow on the tray guide should line up
exactly with the marking on the tray.
26 Chapter 2 Paper trays ENWW
3. Adjust the paper-length guide by squeezing the
adjustment latch and sliding the guide to the size
of the paper being used.
4. Load paper into the tray. For information about
how to orient the paper, see Tray 2 and the 550-
sheet trays paper orientation on page 28.
NOTE: Do not adjust the paper guides tightly
against the paper stack. Adjust them to the
indentations or markings in the tray.
NOTE: To prevent jams, adjust the paper guides
to the correct size and do not overll the tray. Be
sure that the top of the stack is below the tray full
indicator, as shown in the enlargement in the
illustration.
5. Close the tray.
ENWW Load paper to Trays 2, 3, 4, and 5 27
6. The tray conguration message displays on the
printer control panel.
7. If the paper size and type shown is not correct,
select Modify to choose a dierent paper size or
type.
For custom-size paper, specify the X and Y
dimensions for the paper when the prompt
displays on the printer control panel.
Y
X
Tray 2 and the 550-sheet trays paper orientation
When using paper that requires a specic orientation, load it according to the information in the following table.
NOTE: The Alternative Letterhead Mode settings aects the way to load letterhead or preprinted paper. This
setting is disabled by default. When using this mode, load paper as for automatic duplex printing. For more
information, see Use alternative letterhead mode on page 29.
Table 2-2 Tray 2 and the 550-sheet trays paper orientation
Paper type Image Orientation Single-sided printing Duplex printing or with Alternative
Letterhead Mode enabled
Letterhead or preprinted Portrait Face-up
Top edge toward the right
Face-down
Top edge toward the left
28 Chapter 2 Paper trays ENWW
Table 2-2 Tray 2 and the 550-sheet trays paper orientation (continued)
Paper type Image Orientation Single-sided printing Duplex printing or with Alternative
Letterhead Mode enabled
Letterhead or preprinted Landscape Face-up
Top edge toward the back of the
printer
Face-down
Top edge toward the back of the
printer
Prepunched Portrait and landscape Holes toward the back of the printer Holes toward the back of the printer
Use alternative letterhead mode
Use the Alternative Letterhead Mode feature to load letterhead or preprinted paper into the tray the same way
for all jobs, whether printing to one side of the sheet of paper or to both sides. When using this mode, load paper
as for automatic duplex printing.
To use the feature, enable it by using the printer control-panel menus.
Enable Alternative Letterhead Mode by using the printer control-panel menus
1. From the Home screen on the printer control panel, swipe from right to left until the Settings menu
displays. Touch the Settings icon to open the menu.
2. Open the following menus:
● Manage Trays
● Alternative Letterhead Mode
3. Select Enabled, and then touch the Save button or press the OK button.
ENWW Load paper to Trays 2, 3, 4, and 5 29
Load and print envelopes
Introduction
The following information describes how to print and load envelopes. Use only Tray 1 to print on envelopes. Tray
1 holds up to 10 envelopes.
To print envelopes using the manual feed option, follow these steps to select the correct settings in the print
driver, and then load the envelopes into the tray after sending the print job to the printer.
Print envelopes
1. From the software program, select the Print option.
2. Select the printer from the list of printers, and then click or tap the Properties or Preferences button to
open the print driver.
NOTE: The name of the button varies for dierent software programs.
NOTE: To access these features from a Windows 8 or 8.1 Start screen, select Devices, select Print, and
then select the printer.
3. Click or tap the Paper/Quality tab.
4. In the Paper size drop-down list, select the correct size for the envelopes.
5. In the Paper type drop-down list, select Envelope.
6. In the Paper source drop-down list, select Manual feed.
7. Click the OK button to close the Document Properties dialog box.
8. In the Print dialog box, click the OK button to print the job.
Envelope orientation
Load envelopes in either of these orientations:
Face-down
Top edge toward the back of the printer
Face-down
Top edge leading into the printer
30 Chapter 2 Paper trays ENWW
Load and print labels
Introduction
To print on sheets of labels, use Tray 2 or one of the optional 550-sheet trays. Tray 1 does not support labels.
To print labels using the manual feed option, follow these steps to select the correct settings in the print driver,
and then load the labels into the tray after sending the print job to the printer. When using manual feed, the
printer waits to print the job until it detects the tray has been opened and closed.
Manually feed labels
1. From the software program, select the Print option.
2. Select the printer from the list of printers, and then click or tap the Properties or Preferences button to
open the print driver.
NOTE: The name of the button varies for dierent software programs.
NOTE: To access these features from a Windows 8 or 8.1 Start screen, select Devices, select Print, and
then select the printer.
3. Click or tap the Paper/Quality tab.
4. In the Paper size drop-down list, select the correct size for the sheets of labels.
5. In the Paper type drop-down list, select Labels.
6. In the Paper source drop-down list, select Manual feed.
NOTE: When using manual feed, the printer prints from the lowest-numbered tray that is congured for
the correct size of paper, so it is not necessary to specify a particular tray. For example, if Tray 2 is
congured for labels, the printer will print from Tray 2. If Tray 3 is installed and congured for labels, but
Tray 2 is not congured for labels, the printer will print from Tray 3.
7. Click the OK button to close the Document Properties dialog box.
8. In the Print dialog box, click the OK button to print the job.
ENWW Load and print labels 31
9. Load sheets of labels face-up with the top of the sheet toward the right side of the printer.
32 Chapter 2 Paper trays ENWW
Use the convenience stapler (c, z model)
The convenience stapler can staple up to 20 sheets of 75 g/m
2
(20 lb) paper.
CAUTION: To avoid damage to the printer, do not attempt to staple materials other than paper.
1. Insert the stack of paper into the slot on the front of the stapler.
2. Wait for the stapler to staple the sheets. The stapler activates when it senses paper, and it makes a
stapling sound.
NOTE: If the printer is in Sleep mode, there might be a short delay.
3. Remove the stapled paper from the slot.
If the stapler does not release the paper, follow these steps to resolve the problem.
WARNING! To avoid injury, do not put your nger inside the stapler area to attempt to release the paper.
1. Open and close the stapler door, and then try removing the paper.
2. If the paper is still stuck, make sure the stapler door is closed, and then turn o the printer and turn it on
again.
ENWW Use the convenience stapler (c, z model) 33
34 Chapter 2 Paper trays ENWW
3 Supplies, accessories, and parts
●
Order supplies, accessories, and parts
●
Replace the toner cartridges
●
Replace the toner-collection unit
●
Replace the staple cartridge (c, z models)
For more information
The following information is correct at the time of publication.
For video assistance, see www.hp.com/videos/LaserJet.
For current information, see www.hp.com/support/colorljM578MFP.
HP's all-inclusive help for the printer includes the following information:
● Install and congure
● Learn and use
● Solve problems
● Download software and rmware updates
● Join support forums
● Find warranty and regulatory information
ENWW 35
Order supplies, accessories, and parts
Ordering
Order supplies and paper www.hp.com/go/suresupply
Order genuine HP parts or accessories www.hp.com/buy/parts
Order through service or support providers Contact an HP-authorized service or support provider.
Order using the HP Embedded Web Server (EWS) To access, in a supported web browser on your computer, enter the
printer IP address or host name in the address/URL eld. The EWS
contains a link to the HP SureSupply website, which provides
options for purchasing Original HP supplies.
Supplies and accessories
In order to purchase toner cartridges, contact your managed service representative. Make sure that you know
your product model number, which appears on the product label on the printer rear cover.
Table 3-1 Supplies
Item Description Part number
HP 212A Black Original LaserJet Toner Cartridge Standard-capacity replacement black toner cartridge W2120A
HP 212A Cyan Original LaserJet Toner Cartridge Standard-capacity replacement cyan cartridge W2121A
HP 212A Yellow Original LaserJet Toner Cartridge Standard-capacity replacement yellow toner cartridge W2122A
HP 212A Magenta Original LaserJet Toner Cartridge Standard-capacity replacement magenta toner
cartridge
W2123A
HP 212X High Yield Black Original LaserJet Toner
Cartridge
High-capacity replacement black toner cartridge W2120X
HP 212X High Yield Cyan Original LaserJet Toner
Cartridge
High-capacity replacement cyan toner cartridge W2121X
HP 212X High Yield Yellow Original LaserJet Toner
Cartridge
High-capacity replacement yellow toner cartridge W2122X
HP 212X High Yield Magenta Original LaserJet Toner
Cartridge
High-capacity replacement magenta toner cartridge W2123X
HP toner-collection unit Replacement toner-collection unit with attached door B5L37A
HP Staple Cartridge Pack Replacement staple cartridges for the c model.
Contains two staple cartridges of 1500 staples each.
Q7432A
HP LaserJet 110 V Fuser Kit Replacement fuser for 110 V models
NOTE: A message displays on the control panel if the
fuser needs to be replaced.
B5L35A
HP LaserJet 220 V Fuser Kit Replacement fuser for 220 V models
NOTE: A message displays on the control panel if the
fuser needs to be replaced.
B5L36A
HP 200 ADF Roller Replacement Kit Replacement feed rollers for the document feeder B5L52A
36 Chapter 3 Supplies, accessories, and parts ENWW
Table 3-2 Accessories
Item Description Part number
HP Color LaserJet 550-sheet Media Tray Optional 550-sheet paper feeder
NOTE: The printer supports up to three 550-sheet
paper feeders.
B5L34A
Printer stand Optional stand to support the printer
Includes installation instructions
B5L51A
HP LaserJet Keyboard Overlay Kit for Simplied Chinese
& Traditional Chinese
(c and z model only)
Language-specic, adhesive overlay for the physical
keyboard
A7W12A
HP LaserJet Keyboard Overlay Kit for Swedish
(c and z model only)
Language-specic, adhesive overlay for the physical
keyboard
A7W14A
HP 1GB DDR3 x32 144-Pin 800MMHz SODIMM Optional DIMM for expanding the memory E5K48A
HP 2GB DDR3 x32 144-pin 800MHz SODIMM Optional DIMM for expanding the memory E5K49A
HP Trusted Platform Module Automatically encrypts all data that passes through the
printer
Includes installation instructions
F5S62A
HP Foreign Interface Harness Optional port for connecting third-party devices B5L31A
HP LaserJet MFP Analog Fax Accessory 600 Optional fax accessory for the dn model B5L53A
HP Jetdirect 2900nw Print Server USB wireless print server accessory J8031A
HP Jetdirect 3100w BLE/NFC/Wireless Accessory Wi-Fi direct accessory for “touch” printing from mobile
devices
3JN69A
Customer self-repair parts
Customer Self-Repair (CSR) parts are available for many HP LaserJet printers to reduce repair time. More
information about the CSR program and benets can be found at www.hp.com/go/csr-support and
www.hp.com/go/csr-faq.
Genuine HP replacement parts can be ordered at www.hp.com/buy/parts or by contacting an HP-authorized
service or support provider. When ordering, one of the following will be needed: part number, serial number
(found on back of printer), product number, or printer name.
● Parts listed as Mandatory self-replacement are to be installed by customers, unless you are willing to pay
HP service personnel to perform the repair. For these parts, on-site or return-to-depot support is not
provided under the HP printer warranty.
● Parts listed as Optional self-replacement can be installed by HP service personnel at your request for no
additional charge during the printer warranty period.
Item
Description Self-replacement options Part number
1 x 550 Sheet Feeder Kit Replacement 1 x 550-sheet feeder Mandatory B5L34-67901
Printer Stand kit Replacement printer stand Mandatory B5L51-67901
ENWW Order supplies, accessories, and parts 37
Item Description Self-replacement options Part number
HP Fuser kit Replacement fuser Mandatory B5L35-67901 (110-volt)
B5L36-67901 (220-volt)
HP Fuser kit, service Replacement fuser, service kit Mandatory B5L35-67902 (110-volt)
B5L36-67902 (220-volt)
ITB and T2 Roller kit, service Replacement transfer belt and secondary
transfer roller
Optional B5L24-67901
T2 Roller Service Kit Replacement secondary transfer roller Mandatory B5L24-67902
Tray 2-X Roller kit Replacement rollers for Trays 2, 3, 4, and 5 Optional B5L24-67904
Control-panel kit Replacement touchscreen control panel Mandatory B5L47-67018
500 GB Hard Disk Drive kit Replacement hard disk drive Mandatory 5851-6712
HP 1GB DDR3 x32 144-Pin 800MHz
SODIMM
Replacement memory DIMM Mandatory E5K48A-67902
HP 2GB DDR3 x32 144-pin 800MHz
SODIMM
Replacement memory DIMM Mandatory 5851-6581
HP Foreign Interface Harness kit Replacement foreign interface harness Mandatory B5L31-67902
Toner Collection Unit Replacement toner-collection unit Mandatory B5L37-67901
Analog FAX 600 Kit Replacement fax board Mandatory B5L53-67901
ADF Maintenance Kit Maintenance kit for the document feeder Mandatory B5L52-67903
Scanner white backing Replacement white plastic backing for the
scanner
Mandatory 5851-6570
Retention Clip Assy Replacement retention clips that are behind
the scanner white backing
Mandatory 5851-6573
U.S. English Keyboard Kit Replacement keyboard for the c and z
model
Mandatory B5L47-67019
U.K. English Keyboard Kit Replacement keyboard for the c and z
model
Mandatory B5L47-67020
Keyboard Overlay Kit
French, Italian, Russian, German, Spanish,
Ukranian
Replacement keyboard overlay for the c
and z model
Mandatory 5851-6019
Keyboard Overlay Kit
Canadian French, Latin American Spanish,
U.S. Spanish
Replacement keyboard overlay for the c
and z model
Mandatory 5851-6020
Keyboard Overlay Kit
Swiss French, Swiss German, Danish
Replacement keyboard overlay for the c
and z model
Mandatory 5851-6021
Keyboard Overlay Kit
Simplied Chinese, Traditional Chinese
Replacement keyboard overlay for the c
and z model
Mandatory 5851-6022
38 Chapter 3 Supplies, accessories, and parts ENWW
Item Description Self-replacement options Part number
Keyboard Overlay Kit
Spanish, Portuguese
Replacement keyboard overlay for the c
and z model
Mandatory 5851-6023
Keyboard Overlay Kit
Japanese (KG and KT)
Replacement keyboard overlay for the c
and z model
Mandatory 5851-6024
ENWW Order supplies, accessories, and parts 39
Replace the toner cartridges
Introduction
The following information provides details about the toner cartridges for the product, and it includes instructions
to replace them.
●
Toner-cartridge information
●
Remove and replace the cartridges
Toner-cartridge information
This product indicates when the toner-cartridge level is low and very low. The actual toner cartridge life
remaining can vary. Consider having a replacement cartridge available to install when print quality is no longer
acceptable.
The product uses four colors and has a dierent toner cartridge for each color: yellow (Y), magenta (M), cyan (C),
and black (K). The toner cartridges are inside the front door.
Continue printing with the current cartridge until redistributing the toner no longer yields acceptable print
quality. To redistribute the toner, remove the toner cartridge from the printer and gently rock the cartridge back
and forth end to end. Reinsert the toner cartridge into the printer and close the cover.
NOTE: High-yield toner cartridges contain more toner than standard cartridges for increased page yield. For
more information, go to www.hp.com/go/learnaboutsupplies.
Do not remove the toner cartridge from its package until it is time to replace it.
CAUTION: To prevent damage to the toner cartridge, do not expose it to light for more than a few minutes.
Cover the green imaging drum if the toner cartridge must be removed from the product for an extended period
of time.
The following illustration shows the toner-cartridge components.
1
2
3
4
1 Handle
2 Imaging drum
40 Chapter 3 Supplies, accessories, and parts ENWW
3 Protective shield
4 Memory chip
CAUTION: If toner gets on clothing, wipe it o by using a dry cloth and wash the clothes in cold water. Hot water
sets toner into fabric.
NOTE: Information about recycling used toner cartridges is in the toner-cartridge box.
Remove and replace the cartridges
1. Open the front door.
K
C
M
Y
2. Grasp the handle of the used toner cartridge and
pull out to remove it.
ENWW Replace the toner cartridges 41
3. Remove the new toner cartridge from its
protective shell by tearing o the plastic strip and
opening the package. Save all packaging for
recycling the used toner cartridge.
1
2
3
4. Hold both ends of the toner cartridge and rock it
5-6 times.
5. Remove the protective shield from the toner
cartridge.
42 Chapter 3 Supplies, accessories, and parts ENWW
6. Support the toner cartridge underneath with one
hand while holding the cartridge handle with the
other. Align the toner cartridge with its slot on the
shelf, and then insert the toner cartridge into the
product.
NOTE: Avoid touching the green imaging drum.
Fingerprints on the imaging drum can cause print
defects.
7. Close the front door.
K
C
M
Y
8. Pack the used toner cartridge into the box that the
new cartridge came in, or use a large cardboard
box and ll it with several cartridges that you need
to recycle. See the enclosed recycling guide for
information about recycling.
In the U.S., a pre-paid shipping label is included in
the box. In other countries/regions, go to
www.hp.com/recycle to print a pre-paid shipping
label.
Adhere the pre-paid shipping label to the box, and
return the used cartridge to HP for recycling.
2
1
3
ENWW Replace the toner cartridges 43
Replace the toner-collection unit
Introduction
The following information provides details about the toner-collection unit for the printer, and it includes
instructions to replace it.
The printer indicates when the toner-collection unit is nearly full and when it is completely full. When it is
completely full, printing stops until the toner-collection unit is replaced.
To purchase a toner-collection unit (part number B5L37A), go to the HP Parts Store at www.hp.com/buy/parts.
NOTE: The toner-collection unit is designed for a single use. Do not attempt to empty the toner-collection unit
and reuse it. Doing so could lead to toner being spilled inside the printer, which could result in reduced print
quality. After use, return the toner-collection unit to HP’s Planet Partners program for recycling.
CAUTION: If toner gets on clothing, wipe it o by using a dry cloth and wash the clothes in cold water. Hot water
sets toner into fabric.
Remove and replace the toner-collection unit
1. Open the front door.
2. Open the toner-collection-unit door on the upper-
left side of the printer.
44 Chapter 3 Supplies, accessories, and parts ENWW
3. Pull out the toner-collection unit and the attached
door.
4. Remove the new toner-collection unit from its
packaging.
5. Install the new toner-collection unit and the
attached door into the printer. Align the tabs on the
door with the slots in the printer.
ENWW Replace the toner-collection unit 45
6. Close the toner-collection unit door.
7. Close the front door.
To recycle the used toner-collection unit, follow the
instructions included with the new toner-collection
unit.
46 Chapter 3 Supplies, accessories, and parts ENWW
Replace the staple cartridge (c, z models)
Introduction
The following information provides details about the staple cartridges for the printer, and it includes instructions
to replace them.
To purchase a package of two staple cartridges (part number Q7432A), go to the HP Parts Store at
www.hp.com/buy/parts. Each cartridge holds 1,500 staples.
Remove and replace the staple cartridge
1. Open the stapler door.
NOTE: Opening the stapler door disables the
stapler.
2. Remove the staple cartridge from the printer.
ENWW Replace the staple cartridge (c, z models) 47
3. Insert the new staple cartridge into the opening
inside the stapler door.
4. Close the stapler door.
48 Chapter 3 Supplies, accessories, and parts ENWW
4 Print
●
Print tasks (Windows)
●
Print tasks (macOS)
●
Store print jobs on the printer to print later or print privately
●
Mobile printing solutions
●
Print from a USB ash drive
●
Print using high-speed USB 2.0 port (wired)
For more information
The following information is correct at the time of publication.
For video assistance, see www.hp.com/videos/LaserJet.
For current information, see www.hp.com/support/colorljM578MFP.
HP's all-inclusive help for the printer includes the following information:
● Install and congure
● Learn and use
● Solve problems
● Download software and rmware updates
● Join support forums
● Find warranty and regulatory information
ENWW 49
Print tasks (Windows)
How to print (Windows)
The following procedure describes the basic printing process for Windows.
1. From the software program, select the Print option.
2. Select the printer from the list of printers. To change settings, click the Properties or Preferences button to
open the print driver.
NOTE: The name of the button varies for dierent software programs.
NOTE: In Windows 10, 8.1, and 8, these applications will have a dierent layout with dierent features
from what is described below for desktop applications. To access the print feature from a Start screen app,
complete the following steps:
● Windows 10: Select Print, and then select the printer.
● Windows 8.1 or 8: Select Devices, select Print, and then select the printer.
NOTE: For more information, click the Help (?) button in the print driver.
3. Click the tabs in the print driver to congure the available options. For example, set the paper orientation
on the Finishing tab, and set the paper source, paper type, paper size, and quality settings on the Paper/
Quality tab.
4. Click the OK button to return to the Print dialog box. Select the number of copies to print from this screen.
5. Click the Print button to print the job.
Automatically print on both sides (Windows)
Use this procedure for printers that have an automatic duplexer installed. If the printer does not have an
automatic duplexer installed, or to print on paper types that the duplexer does not support, print on both sides
manually.
1. From the software program, select the Print option.
2. Select the printer from the list of printers, and then click the Properties or Preferences button to open the
print driver.
NOTE: The name of the button varies for dierent software programs.
NOTE: In Windows 10, 8.1, and 8, these applications will have a dierent layout with dierent features
from what is described below for desktop applications. To access the print feature from a Start screen app,
complete the following steps:
● Windows 10: Select Print, and then select the printer.
● Windows 8.1 or 8: Select Devices, select Print, and then select the printer.
3. Click the Finishing tab.
4. Select Print on both sides. Click OK to close the Document Properties dialog.
5. In the Print dialog, click Print to print the job.
50 Chapter 4 Print ENWW
Manually print on both sides (Windows)
Use this procedure for printers that do not have an automatic duplexer installed or to print on paper that the
duplexer does not support.
1. From the software program, select the Print option.
2. Select the printer from the list of printers, and then click the Properties or Preferences button to open the
print driver.
NOTE: The name of the button varies for dierent software programs.
NOTE: In Windows 10, 8.1, and 8, these applications will have a dierent layout with dierent features
from what is described below for desktop applications. To access the print feature from a Start screen app,
complete the following steps:
● Windows 10: Select Print, and then select the printer.
● Windows 8.1 or 8: Select Devices, select Print, and then select the printer.
3. Click the Finishing tab.
4. Select Print on both sides (manually), and then click OK to close the Document Properties dialog.
5. In the Print dialog, click Print to print the rst side of the job.
6. Retrieve the printed stack from the output bin, and place it in Tray 1.
7. If prompted, select the appropriate control panel button to continue.
Print multiple pages per sheet (Windows)
1. From the software program, select the Print option.
2. Select the printer from the list of printers, and then click the Properties or Preferences button to open the
print driver.
NOTE: The name of the button varies for dierent software programs.
NOTE: In Windows 10, 8.1, and 8, these applications will have a dierent layout with dierent features
from what is described below for desktop applications. To access the print feature from a Start screen app,
complete the following steps:
● Windows 10: Select Print, and then select the printer.
● Windows 8.1 or 8: Select Devices, select Print, and then select the printer.
3. Click the Finishing tab.
4. Select the number of pages per sheet from the Pages per sheet drop-down list.
5. Select the correct Print page borders, Page order, and Orientation options. Click OK to close the Document
Properties dialog.
6. In the Print dialog, click Print to print the job.
ENWW Print tasks (Windows) 51
Select the paper type (Windows)
1. From the software program, select the Print option.
2. Select the printer from the list of printers, and then click the Properties or Preferences button to open the
print driver.
NOTE: The name of the button varies for dierent software programs.
NOTE: In Windows 10, 8.1, and 8, these applications will have a dierent layout with dierent features
from what is described below for desktop applications. To access the print feature from a Start screen app,
complete the following steps:
● Windows 10: Select Print, and then select the printer.
● Windows 8.1 or 8: Select Devices, select Print, and then select the printer.
3. Click the Paper/Quality tab.
4. Select the paper type from the Paper type drop-down list.
5. Click OK to close the Document Properties dialog. In the Print dialog, click Print to print the job.
If the tray needs to be congured, a tray conguration message displays on the printer control panel.
6. Load the tray with the specied type and size of paper, and then close the tray.
7. Select the OK button to accept the detected type and size, or select the Modify button to choose a dierent
paper size or type.
8. Select the correct type and size, and then select the OK button.
52 Chapter 4 Print ENWW
Additional print tasks
Go to www.hp.com/support/colorljM578MFP.
Instructions are available for performing specic print tasks, such as the following:
● Create and use printing shortcuts or presets
● Select the paper size, or use a custom paper size
● Select the page orientation
● Create a booklet
● Scale a document to t a specic paper size
● Print the rst or last pages of the document on dierent paper
● Print watermarks on a document
ENWW Print tasks (Windows) 53
Print tasks (macOS)
How to print (macOS)
The following procedure describes the basic printing process for macOS.
1. Click the File menu, and then click the Print option.
2. Select the printer.
3. Click Show Details or Copies & Pages, and then select other menus to adjust the print settings.
NOTE: The name of the item varies for dierent software programs.
4. Click the Print button.
Automatically print on both sides (macOS)
NOTE: This information applies to printers that include an automatic duplexer.
NOTE: This feature is available if you install the HP print driver. It might not be available if you are using AirPrint.
1. Click the File menu, and then click the Print option.
2. Select the printer.
3. Click Show Details or Copies & Pages, and then click the Layout menu.
NOTE: The name of the item varies for dierent software programs.
4. Select a binding option from the Two-Sided drop-down list.
5. Click the Print button.
Manually print on both sides (macOS)
NOTE: This feature is available if you install the HP print driver. It might not be available if you are using AirPrint.
1. Click the File menu, and then click the Print option.
2. Select the printer.
3. Click Show Details or Copies & Pages, and then click the Manual Duplex menu.
NOTE: The name of the item varies for dierent software programs.
4. Click the Manual Duplex box, and select a binding option.
5. Click the Print button.
6. Go to the printer, and remove any blank paper that is in Tray 1.
7. Retrieve the printed stack from the output bin and place it with the printed side facing down in the input
tray.
8. If prompted, select the appropriate control panel button to continue.
54 Chapter 4 Print ENWW
Print multiple pages per sheet (macOS)
1. Click the File menu, and then click the Print option.
2. Select the printer.
3. Click Show Details or Copies & Pages, and then click the Layout menu.
NOTE: The name of the item varies for dierent software programs.
4. From the Pages per Sheet drop-down list, select the number of pages that you want to print on each sheet.
5. In the Layout Direction area, select the order and placement of the pages on the sheet.
6. From the Borders menu, select the type of border to print around each page on the sheet.
7. Click the Print button.
Select the paper type (macOS)
1. Click the File menu, and then click the Print option.
2. Select the printer.
3. Click Show Details or Copies & Pages, and then click the Media & Quality menu or the Paper/Quality menu.
NOTE: The name of the item varies for dierent software programs.
4. Select from the Media & Quality or Paper/Quality options.
NOTE: This list contains the master set of options available. Some options are not available on all
printers.
● Media Type: Select the option for the type of paper for the print job.
● Print Quality: Select the resolution level for the print job.
● Edge-To-Edge Printing: Select this option to print close to the paper edges.
5. Click the Print button.
Additional print tasks
Go to www.hp.com/support/colorljM578MFP.
Instructions are available for performing specic print tasks, such as the following:
● Create and use printing shortcuts or presets
● Select the paper size, or use a custom paper size
● Select the page orientation
● Create a booklet
● Scale a document to t a specic paper size
ENWW Print tasks (macOS) 55
● Print the rst or last pages of the document on dierent paper
● Print watermarks on a document
56 Chapter 4 Print ENWW
Store print jobs on the printer to print later or print privately
Introduction
The following information provides procedures for creating and printing documents that are stored on the
printer. These jobs can be printed at a later time or printed privately.
●
Create a stored job (Windows)
●
Create a stored job (macOS)
●
Print a stored job
●
Delete a stored job
●
Information sent to printer for Job Accounting purposes
Create a stored job (Windows)
Store jobs on the printer for private or delayed printing.
1. From the software program, select the Print option.
2. Select the printer from the list of printers, and then select Properties or Preferences (the name varies for
dierent software programs).
NOTE: The name of the button varies for dierent software programs.
NOTE: In Windows 10, 8.1, and 8, these applications will have a dierent layout with dierent features
from what is described below for desktop applications. To access the print feature from a Start screen app,
complete the following steps:
● Windows 10: Select Print, and then select the printer.
● Windows 8.1 or 8: Select Devices, select Print, and then select the printer.
3. Click the Job Storage tab.
4. Select a Job Storage Mode option.
● Proof and Hold: Print and proof one copy of a job, and then print more copies.
● Personal Job: The job does not print until you request it at the printer control panel. For this job-
storage mode, you can select one of the Make Job Private/Secure options. If you assign a personal
identication number (PIN) to the job, you must provide the required PIN at the control panel. If you
encrypt the job, you must provide the required password at the control panel. The print job is deleted
from memory after it prints and is lost if the printer loses power.
● Quick Copy: Print the requested number of copies of a job and store a copy of the job in the printer
memory so you can print it again later.
● Stored Job: Store a job on the printer and allow other users to print the job at any time. For this job-
storage mode, you can select one of the Make Job Private/Secure options. If you assign a personal
identication number (PIN) to the job, the person who prints the job must provide the required PIN at
the control panel. If you encrypt the job, the person who prints the job must provide the required
password at the control panel.
ENWW Store print jobs on the printer to print later or print privately 57
5. To use a custom user name or job name, click the Custom button, and then enter the user name or the job
name.
Select which option to use if another stored job already has that name:
● Use Job Name + (1-99): Append a unique number to the end of the job name.
● Replace Existing File: Overwrite the existing stored job with the new one.
6. Click the OK button to close the Document Properties dialog box. In the Print dialog box, click the Print
button to print the job.
Create a stored job (macOS)
Store jobs on the printer for private or delayed printing.
1. Click the File menu, and then click the Print option.
2. In the Printer menu, select the printer.
3. By default, the print driver displays the Copies & Pages menu. Open the menus drop-down list, and then
click the Job Storage menu.
4. In the Mode drop-down list, select the type of stored job.
● Proof and Hold: Print and proof one copy of a job, and then print more copies.
● Personal Job: The job does not print until someone requests it at the printer control panel. If the job
has a personal identication number (PIN), provide the required PIN at the control panel. The print job
is deleted from memory after it prints and is lost if the printer loses power.
● Quick Copy: Print the requested number of copies of a job and store a copy of the job in the printer
memory to print it again later.
● Stored Job: Store a job on the printer and allow other users to print the job at any time. If the job has a
personal identication number (PIN), the person who prints the job must provide the required PIN at
the control panel.
5. To use a custom user name or job name, click the Custom button, and then enter the user name or the job
name.
Select which option to use if another stored job already has that name.
● Use Job Name + (1-99): Append a unique number to the end of the job name.
● Replace Existing File: Overwrite the existing stored job with the new one.
6. If you selected the Stored Job or Personal Job option in step 4, you can protect the job with a PIN. Type a 4-
digit number in the Use PIN to Print eld. When other people attempt to print this job, the printer prompts
them to enter this PIN number.
7. Click the Print button to process the job.
58 Chapter 4 Print ENWW
Print a stored job
Use this procedure to print a document that is in a job storage folder on the printer.
1. From the Home screen on the printer control panel, select Print, and then select Print from Job Storage.
2. Under Stored Jobs to Print, select Choose, and then select the folder where the document is saved.
3. Select the document, and then touch Select.
If the document is private, enter the four-digit PIN in the Password eld, and then select OK.
4. To adjust the number of copies, select the box to the left of the Print button, and then select the number of
copies from the keypad that opens. Select the Close button to close the keypad.
5. Select Print to print the document.
Delete a stored job
You can delete documents that have been saved to the printer when they are no longer needed. You can also
adjust the maximum number of jobs for the printer to store.
●
Delete a job that is stored on the printer
●
Change the job storage limit
Delete a job that is stored on the printer
Follow these steps to delete a job that is stored in the printer memory.
1. From the Home screen on the printer control panel, select Print, and then select Print from Job Storage.
2. Select Choose, and then select the name of the folder where the job is stored.
3. Select the name of the job.
4. Select the Trash button to delete the job.
If the job is private or encrypted, enter the PIN or password, and then select OK.
5. Select Delete Jobs on the conrmation prompt.
Change the job storage limit
When a new job is stored in the printer memory, the printer overwrites any previous jobs with the same user and
job name. If a job is not already stored under the same user and job name, and the printer needs additional
space, the printer might delete other stored jobs starting with the oldest. Follow these steps to change the
number of jobs that the printer can store:
1. From the Home screen on the printer control panel, navigate to the Settings application, and then select
the Settings icon.
2. Open the following menus:
a. Copy/Print or Print
b. Manage Stored Jobs
c. Temporary Job Storage Limit
ENWW Store print jobs on the printer to print later or print privately 59
3. Use the keypad to enter the number of jobs that the printer stores.
4. Select Done to save the setting.
Information sent to printer for Job Accounting purposes
Printing jobs sent from drivers on the client (e.g., PC) may send personally identiable information to HP’s
Printing and Imaging devices. This information may include, but is not limited to, user name and client name
from which the job originated that may be used for job accounting purposes, as determined by the Administrator
of the printing device. This same information may also be stored with the job on the mass storage device (e.g.,
disk drive) of the printing device when using the job storage feature.
60 Chapter 4 Print ENWW
Mobile printing solutions
Introduction
HP oers multiple mobile printing solutions to enable easy printing to an HP printer from a laptop, tablet,
smartphone, or other mobile device. To see the full list and to determine the best choice, go to www.hp.com/go/
MobilePrinting.
NOTE: Update the printer rmware to ensure all mobile printing and ePrint capabilities are supported.
●
Wi-Fi, Wi-Fi Direct Print, NFC, and BLE printing
●
HP ePrint via email
●
AirPrint
●
Android embedded printing
Wi-Fi, Wi-Fi Direct Print, NFC, and BLE printing
HP provides Wi-Fi, Wi-Fi Direct Print, Near Field Communication (NFC), and Bluetooth Low Energy (BLE) printing
for printers with a supported HP Jetdirect 3100w BLE/NFC/Wireless Accessory. This accessory is available as an
option for HP LaserJet printers that include a hardware-integration pocket (HIP).
Wi-Fi, Wi-Fi Direct Print, NFC, and BLE printing enable Wi-Fi capable (mobile) devices to make a wireless network
connection directly to the printer without using a wireless router.
The printer does not need to be connected to the network for this mobile walk-up printing to work.
Use Wi-Fi Direct Print to print wirelessly from the following devices:
● iPhone, iPad, or iPod touch using Apple AirPrint
● Android mobile devices using the Android embedded print solution
For more information on wireless printing, go to www.hp.com/go/wirelessprinting.
NFC and Wi-Fi Direct Print capabilities can be enabled or disabled from the printer control panel.
1. From the Home screen on the printer control panel, open the Settings menu.
2. Open the following menus:
● Networking
● Wi-Fi Direct
● Status
3. Select On, and then select OK to enable wireless printing.
NOTE: In environments where more than one model of the same printer is installed, it might be helpful to
provide each printer a unique Wi-Fi Direct Name for easier printer identication for Wi-Fi Direct printing. The
wireless network names, e.g., Wi-Fi, Wi-Fi Direct, etc. are available on the Information screen by pressing or
touching the Information button on the printer control panel, and then selecting the Network option or the
Wireless option.
Complete the following procedure to change the printer Wi-Fi Direct name:
ENWW Mobile printing solutions 61
1. From the Home screen on the printer control panel, open the Settings menu.
2. Open the following menus:
● Networking
● Wi-Fi Direct
● Wi-Fi Direct name
3. Use the keypad to change the name in the Wi-Fi Direct Name text eld. Select OK.
HP ePrint via email
Use HP ePrint to print documents by sending them as an email attachment to the printer's email address from
any email enabled device.
To use HP ePrint, the printer must meet these requirements:
● The printer must be connected to a wired or wireless network and have Internet access.
● HP Web Services must be enabled on the printer, and the printer must be registered with HP Connected.
Follow this procedure to enable HP Web Services and register with HP Connected:
1. Open the HP Embedded Web Server (EWS):
a. Find the printer IP address. On the printer control panel, press the button, and then use the arrow
keys to select the Ethernet menu. Press the OK button to open the menu and display the IP
address or host name.
b. From a computer on the same network as the printer, open a web browser. In the address line, type
the IP address or host name exactly as it displays on the printer control panel. Press the Enter key on
the computer keyboard. The EWS opens.
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.
2. Click the HP Web Services tab.
3. Select the option to enable Web Services.
NOTE: Enabling Web Services might take several minutes.
4. Go to www.hpconnected.com to create an HP ePrint account and complete the setup process.
AirPrint
Direct printing using Apple’s AirPrint is supported for iOS and from Mac computers running macOS 10.7 Lion and
newer. Use AirPrint to print directly to the printer from an iPad, iPhone (3GS or later), or iPod touch (third
generation or later) in the following mobile applications:
● Mail
● Photos
62 Chapter 4 Print ENWW
● Safari
● iBooks
● Select third-party applications
To use AirPrint, the printer must be connected to the same network (sub-net) as the Apple device. For more
information about using AirPrint and about which HP printers are compatible with AirPrint, go to
www.hp.com/go/MobilePrinting.
NOTE: Before using AirPrint with a USB connection, verify the version number. AirPrint versions 1.3 and earlier
do not support USB connections.
Android embedded printing
HP's built-in print solution for Android and Kindle enables mobile devices to automatically nd and print to HP
printers that are either on a network or within wireless range for Wi-Fi Direct printing.
The print solution is built into the many versions of the operating system.
NOTE: If printing is not available on your device, go to the Google Play > Android apps and install the HP Print
Service Plugin.
For more information on how to use Android embedded printing and which Android devices are supported, go to
www.hp.com/go/MobilePrinting.
ENWW Mobile printing solutions 63
Print from a USB ash drive
Introduction
This printer features easy-access USB printing, for quickly printing les without sending them from a computer.
The printer accepts standard USB ash drives in the USB port near the control panel. The control panel USB port
supports the following types of les:
– .pdf
– .prn
– .pcl
– .ps
– .cht
●
Enable the USB port for printing
●
Print USB documents
Enable the USB port for printing
The USB port is disabled by default. Before using this feature, enable the USB port. Use one of the following
methods to enable the port:
Method one: Enable the USB port from the printer control panel menus
1. From the Home screen on the printer control panel, navigate to the Settings application, and then select
the Settings icon.
2. Open the following menus
a. Copy/Print or Print
b. Enable Print From USB Drive
3. Select the Enabled option.
Method two: Enable the USB port from the HP Embedded Web Server (network-connected printers only)
1. Find the printer IP address: From the Home screen on the printer control panel, select the Information
icon, and then select 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 exactly as it displays on the printer
control panel. Press the Enter key on the computer keyboard. The EWS opens.
NOTE: If the web browser displays a There is a problem with this website’s security certicate message
when attempting to open the EWS, click Continue to this website (not recommended).
Choosing Continue to this website (not recommended) will not harm the computer while navigating within
the EWS for the HP printer.
64 Chapter 4 Print ENWW
3. Select the Copy/Print tab for multi-function printer models, or the Print tab for single-function printer
models.
4. In the left menu, select Print from USB Drive Settings.
5. Select Enable Print from USB Drive.
6. Click Apply.
Print USB documents
1. Insert the USB ash drive into the easy-access USB port.
NOTE: The port might be covered. For some printers, the cover ips open. For other printers, pull the
cover straight out to remove it.
2. From the Home screen on the printer control panel, select Print, and then select Print from USB Drive.
3. Select Choose, select the name of the document to print, and then select Select.
NOTE: The document might be in a folder. Open folders as necessary.
4. To adjust the number of copies, select the eld for the number of copies. Use the keypad to enter the
number of copies to print.
5. Select Print to print the document.
ENWW Print from a USB ash drive 65
Print using high-speed USB 2.0 port (wired)
Enable the high-speed USB port for printing
This printer features a high-speed USB 2.0 port for wired USB printing. The port is located in the interface ports
area on the back of the printer and is disabled by default. Use one of the following methods to enable the port.
Once the port is enabled, install the product software in order to print using this port.
Method one: Enable the high-speed USB 2.0 port from the printer control panel menus
1. From the Home screen on the printer control panel, navigate to the Settings application, and then select
the Settings icon.
2. Open the following menus
a. General
b. Enable Device USB
3. Select the Enabled option.
Method two: Enable the high-speed USB 2.0 port from the HP Embedded Web Server (network-connected printers only)
1. Find the printer IP address: From the Home screen on the printer control panel, select the Information
icon, and then select 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 exactly as it displays on the printer
control panel. Press the Enter key on the computer keyboard. The EWS opens.
NOTE: If the web browser displays a There is a problem with this website’s security certicate message
when attempting to open the EWS, click Continue to this website (not recommended).
Choosing Continue to this website (not recommended) will not harm the computer while navigating within
the EWS for the HP printer.
3. Select the Security tab.
4. On the left side of the screen, select General Security.
5. Scroll down to the Hardware Ports and select the check box to enable both of the items:
● Enable Device USB
● Enable Host USB plug and play
6. Click Apply.
66 Chapter 4 Print ENWW
5 Copy
●
Make a copy
●
Copy on both sides (duplex)
●
Additional options when copying
●
Additional copy tasks
For more information
The following information is correct at the time of publication.
For video assistance, see www.hp.com/videos/LaserJet.
For current information, see www.hp.com/support/colorljM578MFP.
HP's all-inclusive help for the printer includes the following information:
● Install and congure
● Learn and use
● Solve problems
● Download software and rmware updates
● Join support forums
● Find warranty and regulatory information
ENWW 67
Make a copy
Follow these steps to make a copy from the scanner glass or the document feeder.
1. Place the document face-down on the scanner glass, or place it face-up in the document feeder and adjust
the paper guides to t the size of the document.
2. From the Home screen on the printer control panel, select Copy.
3. Select settings from the Sides menu and the Color/Black menu (color printers), and then select Done.
4. If you are using a Quick Set, select Load under Quick Sets and Defaults. Select the Quick Set from the list,
and then select Load in the lower right corner.
NOTE: Quick Sets are predened copy settings for various types of output, such as Text, Photograph, and
High Quality.
5. To adjust settings, such as Reduce/Enlarge and Content Orientation, select Options in the lower left corner,
and then select the settings from the Options menus. Select Done if prompted.
6. Optional Preview: Touch the right pane of the screen to preview the document. You can use the Expand and
Collapse buttons on the left side of the preview pane to expand and collapse the preview screen.
Table 5-1 Preview pane controls
Expand button Collapse button
Use the buttons on the right of the screen to adjust the preview options and to rearrange, rotate, insert, or
remove pages.
Table
5-2 Preview buttons
Button Description
Toggle between the two-page view and the thumbnail view. More options are available in the
thumbnail view than in the two-page view.
Zoom in or out on the selected page.
NOTE: Select only one page at a time to use these buttons.
68 Chapter 5 Copy ENWW
Table 5-2 Preview buttons (continued)
Button Description
Rotate the page 180 degrees.
NOTE: This button is available only in the thumbnail view.
Delete the selected pages.
NOTE: This button is available only in the thumbnail view.
Rearrange the pages within the document. Select one or more pages and move them to the left
or right.
NOTE: These buttons are available only in the thumbnail view.
Add a page to the document. The printer prompts you to scan additional pages.
Clear the changes made in the preview and start over.
7. To adjust the number of copies, touch the box to the left of the Copy button, and then select the number of
copies from the keypad that opens. Select the Close button to close the keypad.
8. When the document is ready, select Copy to begin copying.
ENWW Make a copy 69
Copy on both sides (duplex)
1. Place the document face-down on the scanner glass, or place it face-up in the document feeder and adjust
the paper guides to t the size of the document.
2. From the Home screen on the printer control panel, select Copy.
3. Select the arrow under Sides to view available options.
4. In the Original Sides section, select the option that describes the original document:
● Use 1-sided for originals that are printed on one side of the page.
● Use 2-sided for originals that are printed on both sides of the page.
● Enable or disable Pages Flip Up to determine on which edge of the page a 2-sided original ips.
5. In the Output Sides section, select one of these options:
● Match original: The output will match the format of the original. For example, if the original is 1-sided,
the output will be 1-sided. However, if the administrator has restricted 1-sided printing and the
original is 1-sided, the output will be 2-sided book-style.
NOTE: This feature is not available for all rmware versions. You might need to update the printer
rmware to use this feature.
● 1-sided: The output will be 1-sided. However, if the administrator has restricted 1-sided printing, the
output will be 2-sided book-style.
● 2-sided: The output will be 2-sided.
● Enable or disable Pages Flip Up to determine on which edge of the page the 2-sided output ips.
6. Select Done.
7. Adjust any other settings as needed. Select Done for each setting if prompted.
8. Optional Preview: Touch the right pane of the screen to preview the document. You can use the Expand and
Collapse buttons on the left side of the preview pane to expand and collapse the preview screen.
Table
5-3 Preview pane controls
Expand button Collapse button
Use the buttons on the right of the screen to adjust the preview options and to rearrange, rotate, insert, or
remove pages.
70 Chapter 5 Copy ENWW
Table 5-4 Preview buttons
Button Description
Toggle between the two-page view and the thumbnail view. More options are available in the
thumbnail view than in the two-page view.
Zoom in or out on the selected page.
NOTE: Select only one page at a time to use these buttons.
Rotate the page 180 degrees.
NOTE: This button is available only in the thumbnail view.
Delete the selected pages.
NOTE: This button is available only in the thumbnail view.
Rearrange the pages within the document. Select one or more pages and move them to the left
or right.
NOTE: These buttons are available only in the thumbnail view.
Add a page to the document. The printer prompts you to scan additional pages.
Clear the changes made in the preview and start over.
9. To adjust the number of copies, touch the box to the left of the Copy button, and then select the number of
copies from the keypad that opens. Select the Close button to close the keypad.
10. When the document is ready, select Copy to begin copying.
ENWW Copy on both sides (duplex) 71
Additional options when copying
The following settings are available in the Options list when copying.
NOTE: The following list contains the master set of options available for HP Enterprise MFP printers. Some
options are not available on all printers.
Table 5-5 Copy options
Option Description
Number of Copies Specify the number of copies to make.
Load and Save Settings Load Quick Set: Load copy settings from a saved Quick Set.
NOTE: Use the HP Embedded Web Server to create and save Quick Sets.
Save Defaults: Save the current settings in the Options list as default settings for future copy jobs.
Sides Specify whether the original document is printed on one side or both sides, and whether the copies are
to be printed on one side or both sides.
Color/Black
For color printers only.
Specify whether copies are to be printed in color, black and gray, or black only.
Staple
For printers with automatic
nishing accessories only. This
feature does not apply to
printers with convenience
staplers.)
Specify the placement of staples.
Scan Mode Standard Document: Scan a page or stack of pages through the document feeder, or individually on the
atbed glass.
Book Mode: Scan an open book and output each page of the book onto dierent pages.
2-sided ID Copy: Scan each side of an identication card on the atbed glass and output them onto one
page. After scanning the rst side, the printer prompts to place the second side in the correct position
on the glass.
Reduce/Enlarge Scale the size of the scanned document up or down.
Original Size Specify the paper size for the original document.
Paper Selection Specify the paper size and type for the copies.
Booklet Format and rearrange original scanned images into pages that print as a booklet.
Content Orientation Specify whether the original document is printed in Portrait or Landscape orientation.
Pages per Sheet Copy multiple sheets of paper onto a single sheet. Select one, two, or four pages per sheet.
Output Bin
For printers with multiple output
bins only.
Specify which output bin to use for the job when the printer output bins are congured for mailbox
mode.
NOTE: This option does not appear when the output bins are congured for stacker mode or
function-separator mode.
72 Chapter 5 Copy ENWW
Table 5-5 Copy options (continued)
Option Description
Paper Path
For printers that have an option
to ip pages inside the paper
path.
Select a specic paper path:
Face-up (straightest path): Pages output to the bin in the opposite order that they were placed in the
document feeder.
Face-down (correct order): Pages are stacked in the same order as they were placed in the document
feeder.
Image Adjustment Sharpness: Clarify or soften the image. For example, increasing the sharpness could make text appear
crisper, but decreasing it could make photos appear smoother.
Darkness: Increase or decrease the amount of white and black used in colors in scanned images.
Contrast: Increase or decrease the dierence between the lightest and the darkest color on the page.
Background Cleanup: Remove faint colors from the background of scanned images. For example, if the
original document is printed on colored paper, use this feature to lighten the background without
aecting the darkness of the image.
Automatic Tone: Available for Flow printers only. The printer automatically adjusts the Darkness,
Contrast, and Background Cleanup settings to the most appropriate for the scanned document.
Optimize Text/Picture Optimize the job for the type of image being scanned: text, graphics, or photos.
Edge-to-Edge Scan and print a copy closer to the edge of the page than is normally allowed. Printing close to the
edge can result in some print-quality issues.
Erase Edges Remove blemishes, such as dark borders or staple marks, by cleaning the edges of the scanned image.
Collate Assemble each set of pages in the same order as the original document when making multiple copies
of a document.
Automatically Straighten
NOTE: Available on Flow
models only.
This feature is not available for
all rmware versions. You might
need to update the printer
rmware to use this feature.
Automatically straighten a scanned image.
Blank Page Suppression
NOTE: This feature is not
available for all rmware
versions. You might need to
update the printer rmware to
use this feature.
Exclude blank pages in the original document from scanned images. This feature is useful for scanning
pages printed on both sides to eliminate blank pages in the resulting scanned document.
Multi-feed Detection Enable or disable multi-feed detection. When enabled, scanning stops when the printer detects more
than one page at a time being fed in the document feeder. When disabled, scanning continues when a
multi-feed is detected, to allow scanning pages that are stuck together, originals with self-adhesive
notes on them, or thick paper.
ENWW Additional options when copying 73
Additional copy tasks
Go to www.hp.com/support/colorljM578MFP.
Instructions are available for performing specic copy tasks, such as the following:
● Copy or scan pages from books or other bound documents
● Copy mixed-size documents
● Copy or scan both sides of an identication card
● Copy or scan a document into a booklet format
74 Chapter 5 Copy ENWW
6 Scan
●
Set up Scan to Email
●
Set up Scan to Network Folder
●
Set up Scan to SharePoint®
●
Set up Scan to USB Drive
●
Scan to email
●
Scan to job storage
●
Scan to network folder
●
Scan to SharePoint
●
Scan to USB drive
●
Additional options when scanning
●
HP JetAdvantage business solutions
●
Additional scan tasks
For more information
The following information is correct at the time of publication.
For video assistance, see www.hp.com/videos/LaserJet.
For current information, see www.hp.com/support/colorljM578MFP.
HP's all-inclusive help for the printer includes the following information:
● Install and congure
● Learn and use
● Solve problems
● Download software and rmware updates
● Join support forums
● Find warranty and regulatory information
ENWW 75
Set up Scan to Email
●
Introduction
●
Before you begin
●
Step one: Access the HP Embedded Web Server (EWS)
●
Step two: Congure the Network Identication settings
●
Step three: Congure the Scan to Email feature
●
Step four: Congure the Quick Sets (optional)
●
Step ve: Set up Scan to Email to use Oce 365 Outlook (optional)
Introduction
The printer has a feature that enables it to scan a document and send it to one or more email addresses. To use
this scan feature, the printer must be connected to a network; however, the feature is not available until it has
been congured. There are two methods for conguring Scan to Email, the Scan to Email Setup Wizard for basic
and Email Setup for advanced. Use the following information to set up the Scan to Email feature.
Before you begin
To set up the Scan to Email feature, the printer must have an active network connection.
Administrators need the following information before beginning the conguration process.
● Administrative access to the printer
● DNS sux (e.g., companyname.com)
● SMTP server (e.g., smtp.mycompany.com)
NOTE: If you do not know the SMTP server name, SMTP port number, or authentication information,
contact the email/Internet service provider or system administrator for the information. SMTP server
names and port names are typically found by doing an Internet search. For example, use terms like "Gmail
smtp server name" or "Yahoo smtp server name" to search.
● SMTP server authentication requirements for outgoing email messages, including the user name and
password used for authentication, if applicable.
NOTE: Consult your email service provider's documentation for information on digital sending limits for your
email account. Some providers may temporarily lock your account if you exceed your sending limit.
Step one: Access the HP Embedded Web Server (EWS)
1. 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.
76 Chapter 6 Scan ENWW
2. Open a web browser, and in the address line, type the IP address or host name exactly as it displays on the
printer control panel. Press the Enter key on the computer keyboard. The EWS opens.
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: Congure the Network Identication settings
NOTE: Conguring email setup on the Networking tab is an advanced process and might require the assistance
of a system administrator.
1. Using the EWS top navigation tabs, click Networking.
NOTE: For conguring the network settings for use with Oce 365, see "Step ve: Set up Scan to Email to
use Oce 365 Outlook (optional)."
2. In the left navigation pane, click TCP/IP Settings. A username/password might be required to access the
Network Identication tab of the EWS.
3. On the TCP/IP Settings dialog, click the Network Identication tab.
4. If DNS is required on the network, in the TCP/IP Domain Sux area, verify that the DNS sux for the email
client being used is listed. DNS suxes have this format: companyname.com, gmail.com, etc.
NOTE: If the Domain Name sux is not set up, use the IP address.
5. Click Apply.
6. Click OK.
ENWW Set up Scan to Email 77
Step three: Congure the Scan to Email feature
The two options for conguring Scan to Email are the Email Setup Wizard for basic conguration and Email
Setup for advanced conguration. Use the following options to congure the Scan to Email feature:
●
Method one: Basic conguration using the Email Setup Wizard
●
Method two: Advanced conguration using the Email Setup
Method one: Basic conguration using the Email Setup Wizard
This option opens the Email Setup Wizard in the HP Embedded Web Server (EWS) for basic conguration.
1. Using the EWS top navigation tabs, click Scan/Digital Send.
2. In the left-navigation pane, click Email and Scan to Network Folder Quick Setup Wizards.
3. In the Email and Scan to Network Folder Quick Setup Wizards dialog, click the Email Setup link.
NOTE: If a message displays indicating that the Scan to Email feature is disabled, click Continue to
proceed with the conguration and enable the Scan to Email feature upon completion.
4. On the Congure Email Servers (SMTP) dialog, select one of the following options and complete the steps:
Option one: Use a server already in use by another function
▲ Select Use a server already in use by another function, and then click Next.
78 Chapter 6 Scan ENWW
Option two: Search network for outgoing email server
NOTE: This option nds outgoing SMTP servers inside your rewall only.
a. Select Search the network for outgoing email servers, and then click Next.
b. Select the appropriate server from the Congure Email Server (SMTP) list, and then click Next.
c. Select the option that describes the server’s authentication requirements:
– Server does not require authentication: Select Server does not require authentication, and then
click
Next.
-OR-
– Server requires authentication: From the drop-down list, select an authentication option:
○ Use credentials of user to connect after Sign In at the control panel: Select Use credentials
of user to connect after Sign In at the control panel, and then click Next.
-OR-
○ Always use these credentials: Select Always use these credentials, enter the User name
and Password, and then click Next.
Option three: Add SMTP server
a. Select Add SMTP server
b. Enter the Server Name and Port Number, and then click Next.
NOTE: In most cases, the default port number does not need to be changed.
NOTE: If you are using a hosted SMTP service such as Gmail, verify the SMTP address, port number,
and SSL settings from the service provider’s website or other sources. Typically, for Gmail, the SMTP
address is smtp.gmail.com, port number 465, and the SSL should be enabled.
Please refer to online sources to conrm these server settings are current and valid at the time of
conguration.
c. Select the appropriate server authentication option:
– Server does not require authentication: Select Server does not require authentication, and then
click Next.
-OR-
– Server requires authentication: Select an option from the Server requires authentication drop-
down list:
○ Use credentials of user to connect after Sign In at the control panel: Select Use credentials
of user to connect after Sign In at the control panel, and then click Next.
-OR-
○ Always use these credentials: Select Always use these credentials, enter the User name
and Password, and then click Next.
5. On the Congure Email Settings dialog, enter the following information about for the sender’s email
address, and then click Next.
ENWW Set up Scan to Email 79
NOTE: When setting up the From, Subject, and Message elds, if the User editable check box is
unchecked, users will not be able to edit those elds at the printer control panel when sending an email.
Option Description
From
(Required)
Select one of the following options from the From drop-down list:
● User’s address (sign-in required)
● Default From: Enter a default email address and display name in the Default From
Email Address and Default Display Name elds
NOTE: Create an email account for the printer, and use this address for the default
email address.
NOTE: Congure the email feature so that users must sign in before using it. This
prevents users from sending an email from an address that is not their own.
Subject
(Optional)
Provide a default subject line for the email messages.
Message
(Optional)
Create a custom message.
To use this message for all emails sent from the printer, clear the User editable check box for
Message.
6. In the Congure File Scan Settings area, set the default scanning preferences, and then click Next.
Option Description
File Type Select the default le type that the for the scanned document:
● PDF
● JPEG
● TIFF
● MTIFF
● XPS
● PDF/A
Color/Black Select the default color setting for the scanned document:
● Color
● Black
● Black/Gray
● Automatically detect
80 Chapter 6 Scan ENWW
Option Description
Quality and File Size Select the default output quality for the scanned document:
● Low (small le)
● Medium
● High (large le)
Resolution Select the default scan resolution for the scanned document:
● 75 dpi
● 150 dpi
● 200 dpi
● 300 dpi
● 400 dpi
● 600 dpi
7. Review the Summary area, and then click Finish to complete the setup.
Method two: Advanced conguration using the Email Setup
1. Using the EWS top navigation tabs, click Scan/Digital Send, and then click Email Setup in the left navigation
pane.
NOTE: By default, the Email Setup page displays the basic settings for Scan to Email setup. To access
additional settings, click the Advanced Settings button at the bottom of the page.
2. On the Email Setup dialog, select the Enable Scan to Email check box. If this check box is not selected, the
feature is unavailable at the printer control panel.
3. In the Outgoing Email Servers (SMTP) area, complete the steps for one of the following options:
ENWW Set up Scan to Email 81
● Select one of the displayed servers
● Click Add to start the SMTP wizard.
1. In the SMTP wizard, select one of the following options:
○ Option one: I know my SMTP server address or host name: Enter the address of an SMTP
server, and then click Next
○ Option two: If you do not know the address of the SMTP server, select Search network for
outgoing email server, and then click Next. Select the server, and then click Next.
NOTE: If an SMTP server was already created for another printer function, the Use a server
already in use by another function option displays. Select this option, and then congure it to be
used for the email function.
2. On the Set the basic information necessary to connect to the server dialog, set the options to
use, and then click Next.
NOTE: Some servers have problems sending or receiving emails that are larger than 5
megabytes (MB). These problems can be prevented by entering a number in Split emails if larger
than (MB).
NOTE: In most cases, the default port number does not need to be changed. However, when
using the Enable SMTP SSL Protocol option, port 587 must be used.
NOTE: If you are using Google™ Gmail for email service, select the Enable SMTP SSL Protocol
check box. Typically, for gmail, the SMTP address is smtp.gmail.com, port number 465, and the
SSL should be enabled.
Please refer to online sources to conrm these server settings are current and valid at the time
of conguration.
3. On the Server Authentication Requirements dialog, select the option that describes the server’s
authentication requirements:
○ Server does not require authentication, and then click Next.
○ Server requires authentication
○ From the drop-down box, select Use credentials of user to connect after Sign In at
the control panel, and then click Next.
○ From the drop-down box, select Always use these credentials, enter the Username
and Password, and then click Next.
NOTE: If using a signed-in user's credentials, set email to require sign in by the user on the
printer control panel. Deny device guest access to email by clearing the check box for email in
the Device Guest column in the Sign in and Permission Policies area on the Access Control dialog
of the Security tab. The icon in the check box changes from a check mark to a lock.
4. On the Server Usage dialog, choose the printer functions that will send email through this SMTP
server, and then click the Next button.
NOTE: If the server requires authentication, a user name and password for sending automatic
alerts and reports from the printer will be required.
82 Chapter 6 Scan ENWW
5. On the Summary and Test dialog, enter a valid email address in the Send test email to: eld, and
then click Test.
6. Verify that all of the settings are correct, and then click Finish to complete the outgoing email
server set up.
4. In the Address and Message Field Control area, enter a From: setting and any of the other optional settings.
Address and Message Field Control settings:
Feature Description
Address Field Restrictions
1
Specify whether users must select an email address from an address book or whether users are
allowed to enter in an email address manually.
CAUTION: If Users must select from address book is selected, and any of the address elds are
also set as User editable, changes to those editable elds also change the corresponding values in
the address book.
To prevent users from changing contacts in the Address Book at the printer control panel, go to
the Access Control page on the Security tab, and deny Device Guest access to address book
modications.
Allow invalid email address
formats
1
Select to allow an invalid email address format.
User editable To use the Default From address and Default Display Name for all emails sent from this printer
(unless a user is signed in), do not select the User editable check box.
When setting up the address elds, if the User editable check box is unchecked, users will not be
able to edit those elds at the printer control panel when sending an email. For send-to-me
functionality, clear the User editable check boxes for all of the address elds, including the From:
To: CC:, and BCC: elds, and then set that user's send email From: their own email address and To:
their own email address.
Default From: and Default
Display Name:
Provide an email address and name to use for the From: address for the email message.
NOTE: Create an email account for the printer, and use this address for the default email
address.
NOTE: Congure the email feature so that users must sign in before using it. This prevents users
from sending an email from an address that is not their own.
To:
1
Provide a To (recipient) email address for emails.
CC:
1
Provide a CC email address for emails.
BCC:
1
Provide a BCC email address for emails.
Subject: Provide a default subject line for the email messages.
Message: Create a custom message. To use this message for all emails sent from the printer, clear or do not
select the User editable check box for Message:.
1
This setting is available only on the Advanced Settings page.
5. In the Signing and Encryption area, set the signing and encryption preferences.
NOTE: These settings are available only on the Advanced Settings page.
Signing and Encryption settings:
ENWW Set up Scan to Email 83
Feature Description
Signing Select whether to sign the security certicate.
Select the User editable check box to make this setting editable at the printer control panel.
Hashing Algorithm Select the algorithm to use for signing the certicate.
Encryption Select whether to encrypt the email.
Select the User editable check box to make this setting editable at the printer control panel.
Encryption Algorithm Select the algorithm to use for encrypting the email.
Attribute for Recipient Public
Key
Enter which attribute to use to retrieve the recipient’s public key certicate from LDAP.
Use the recipient public key
certicate to verify the
recipient
Select this setting to use the recipient’s public key certicate to verify the recipient.
6. In the Notication area, select when users will receive notications about sent emails. The default setting is
using the signed in user's email address. If the recipient email address is blank, no notication is sent.
7. In the Scan Settings area, set the default scanning preferences.
NOTE: These settings are available only on the Advanced Settings page.
Scan settings:
Feature Description
Original Size Select the page size of the original document.
Original Sides Select whether the original document is single-sided or double-sided.
Optimize Text/Picture Select to optimize for the output of a particular type of content.
Content Orientation Select the way the content of the original document is placed on the page: Portrait or Landscape.
Background Cleanup Select a value to remove faint images from the background or to remove a light background color.
Darkness Select a value to adjust the darkness of the le.
Contrast Select a value to adjust the contrast of the le.
Sharpness Select a value to adjust the sharpness of the le.
Image Preview Select whether to require or make optional a displayed preview of the job or to disable a preview.
Cropping Options Select whether or not to allow a job to be cropped and the type of cropping option.
Erase Edges Select this setting to specify the width of edge margins to be erased, in either inches or
millimeters, for the front side and back side of a job.
8. In the File Settings area, set the default le settings preferences.
File settings:
Feature
Description
File Name Prex
1
Set the default le name prex used for les saved to a network folder.
84 Chapter 6 Scan ENWW
Feature Description
File Name Default le name for the le to be saved.
Select the User editable check box to make this setting editable at the printer control panel.
File Name Sux
1
Set the default le name sux used for les saved to a network folder.
Duplicate lename sux default [lename]_YYYYMMDDT
File Name Preview
1
Enter a le name, and then click the Update Preview button.
File Numbering Format
1
Select a le name format for when the job is divided into multiple les.
Add numbering when job has
just one le (ex. _1–1)
1
Select this setting to add numbering to a le name when the job is only one le instead of multiple
les.
File Type Select the le format for the saved le.
Select the User editable check box to make this setting editable at the printer control panel.
High Compression (smaller
le)
1
Select this setting to compress the scanned le, which reduces the le size. However, the
scanning process for a High compression le might take longer than for a Normal compression
le.
PDF encryption
1
If the le type is PDF, then this option encrypts the output PDF le. A password must be specied
as part of the encryption. The same password must be used to open the le. The user will be
prompted to enter a password prior to scanning their job if one has not been set prior to pressing
start.
Resolution Set the resolution for the le. 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
le size is smaller.
Quality and File Size Select the quality for the le. Higher-quality images require a larger le size than lower-quality
images, and they take more time to send.
Color/Black Specify whether copies are to be printed in color, black and gray, or black only.
Suppress blank pages
1
If the Suppress blank pages option is enabled, blank pages will be ignored.
Create Multiple Files
1
Select this setting to scan pages into separate les based on a predetermined maximum number
of pages per le.
1
This setting is available only on the Advanced Settings page.
9. Review the selected options to verify that they are accurate, and then click Apply to complete the setup.
Step four: Congure the Quick Sets (optional)
Quick Sets are optional short-cut jobs that can be accessed on the main Home screen or within the Quick Sets
application at the printer.
1. In the Email Setup area of the left navigation pane, click Quick Sets.
2. Select one of the following options:
● Select an existing Quick Set under Quick Sets Application in the table.
-OR-
● Click Add to start the Quick Set Wizard.
3. If you selected Add, the Quick Sets Setup page opens. Complete the following information:
ENWW Set up Scan to Email 85
● Quick Set Name: Enter a title for the new Quick Set.
● Quick Set Description: Enter a description of the Quick Set.
● Quick Set Start Option: To set how the Quick Set starts, click either Enter application, then user
presses Start or Start instantly when selected from the Home Screen.
4. Dene the following settings for the Quick Set: Address and Message Field Control, Signing and Encryption,
Notication, Scan Settings, File Settings.
5. Click Finish to save the Quick Set.
Step ve: Set up Scan to Email to use Oce 365 Outlook (optional)
Introduction
Microsoft Oce 365 Outlook is a cloud-based email system provided by Microsoft which uses Microsoft's Simple
Mail Transfer Protocol (SMTP) server to send or receive emails. Complete the following to enable the printer to
send an email with an Oce 365 Outlook account from the control panel.
NOTE: You must have an email address account with Oce 365 Outlook to congure the settings in the EWS.
Congure the outgoing email server (SMTP) to send an email from an Oce 365 Outlook account
1. Using the EWS top navigation tabs, click Networking.
2. In the left navigation pane, click TCP/IP Settings.
3. In the TCP/IP Settings area, click the Network Identication tab.
4. If DNS is required on the network, in the TCP/IP Domain Sux area, verify that the DNS sux for the email
client being used is listed. DNS suxes have this format: companyname.com, Gmail.com, etc.
NOTE: If the Domain Name sux is not set up, use the IP address.
86 Chapter 6 Scan ENWW
5. Click Apply.
6. Click the Scan/Digital Send tab.
7. On the left navigation pane, click Email Setup.
8. On the Email Setup page, select the Enable Scan to Email check box. If this check box is not available, the
feature is unavailable at the printer control panel.
9. In the Outgoing Email Servers (SMTP) area, click Add to start the SMTP wizard.
10. In the I know my SMTP server address or host name eld, type smtp.onoce.com, and then click Next.
11. On the Set the basic information necessary to connect to the server dialog, in the Port Number eld, type
587.
NOTE: Some servers have problems sending or receiving emails that are larger than 5 megabytes (MB).
These problems can be prevented by entering a number in Split emails if larger than (MB).
12. Select the Enable SMTP SSL Protocol check box, and then click Next.
13. On the Server Authentication Requirements dialog, complete the following information:
a. Select Server requires authentication.
b. From the drop-down list, select Always use these credentials
c. In the Username eld, type the Oce 365 Outlook email address.
d. In the Password eld, type the Oce 365 Outlook account password, and then click Next.
14. On the Server Usage dialog, choose the printer functions that will send email through this SMTP server, and
then click the Next button.
ENWW Set up Scan to Email 87
15. On the Summary and Test dialog, enter a valid email address in the Send test email to: eld, and then click
Test.
16. Verify that all of the settings are correct, and then click Finish to complete the outgoing email server set up.
88 Chapter 6 Scan ENWW
Set up Scan to Network Folder
●
Introduction
●
Before you begin
●
Step one: Access the HP Embedded Web Server
●
Step two: Set up Scan to Network Folder
Introduction
This document explains how to enable and congure the Scan to Network Folder function. The printer has a
feature that enables it to scan a document and save it to a network folder. To use this scan feature, the printer
must be connected to a network; however, the feature is not available until it has been congured. There are two
methods for conguring Scan to Network Folder, the Save to Network Folder Setup Wizard for basic setup and
Save to Network Folder Setup for advanced setup.
Before you begin
NOTE: To set up the Scan to Network Folder feature, the printer must have an active network connection.
Administrators need the following items before beginning the conguration process.
● Administrative access to the printer
● The fully-qualied domain name (FQDN) (e.g., \\servername.us.companyname.net\scans) of the
destination folder OR the IP address of the server (e.g., \\16.88.20.20\scans).
NOTE: The use of the term "server" in this context refers to the computer where the shared folder
resides.
Step one: Access the HP Embedded Web Server
1. 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 exactly as it displays on the
printer control panel. Press the Enter key on the computer keyboard. The EWS opens.
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: Set up Scan to Network Folder
Method one: Use the Scan to Network Folder Wizard
This option opens the setup wizard that is in the HP Embedded Web Server (EWS) for the printer. The setup
wizard includes the options for basic conguration.
1. Using the EWS top navigation tabs, click Scan/Digital Send tab.
2. In the left-navigation pane, click Email and Scan to Network Folder Quick Setup Wizards.
ENWW Set up Scan to Network Folder 89
3. Click the Save to Network Folder Quick Set Wizard link.
4. On the Add or Remove a Save to Network Folder Quick Set dialog, click Add.
NOTE: Quick Sets are short-cut jobs that can be accessed on the printer Home screen or within the Quick
Sets application.
NOTE: The Save to Network Folder feature can be minimally congured without creating a quick set.
However, without the quick set, users must enter the destination folder information at the control panel for
each scan job. A quick set is required to include Save to Network Folder metadata.
5. On the Add Folder Quick Set dialog, complete the following information:
a. In the Quick Set Title eld, type a title.
NOTE: Name the Quick Set something that users can understand quickly (e.g., "Scan and save to a
folder").
b. In the Quick Set Description eld, type a description explaining what the Quick Set will save.
c. Click Next.
6. On the Congure Destination Folder dialog, complete the following information:
a. In the UNC Folder Path eld, type a folder path where the scan will go.
The folder path can either be the fully-qualied domain name (FQDN) (e.g., \
\servername.us.companyname.net\scans) or the IP address of the server (e.g., \\16.88.20.20\scans).
Be sure that the folder path (e.g., \scans) follows the FQDN or IP address.
NOTE: The FQDN can be more reliable than the IP address. If the server gets its IP address via DHCP,
the IP address can change. However, the connection with an IP address might be faster because the
printer does not need to use DNS to nd the destination server.
b. From the Authentication Settings drop-down, select one of the following options:
● Use credentials of user to connect after Sign In at the control panel
● Always use these credentials
NOTE: If Always use these credentials is selected, a user name and password must be entered
in the corresponding elds, and the printer’s access to the folder must be veried by clicking
Verify Access.
c. In the Windows Domain eld, type the Windows domain.
TIP: To nd the Windows domain in Windows 7, click Start, click Control Panel, and then click
System.
To nd the Windows domain in Windows 8, click Search, enter System in the search box, and then
click System.
The domain is listed under Computer name, domain, and workgroup settings.
d. Click Next.
90 Chapter 6 Scan ENWW
7. On the Congure File Scan Settings dialog, set the default scanning preferences for the Quick Set, and then
click Next.
8. Review the Summary dialog, and then click Finish.
Method two: Use Scan to Network Folder Setup
This option enables advanced conguration of the Save to Network Folder feature using the HP Embedded Web
Server (EWS) for the printer.
Step one: Begin the conguration
1. Click the Scan/Digital Send tab.
2. On the left navigation menu, click the Scan to Network Folder Setup link.
Step two: Congure the Scan to Network Folder settings
1. On the Scan to Network Folder Setup page, select the Enable Scan to Network Folder check box. If this box
is not selected, the feature is unavailable at the printer control panel.
2. In the Scan to Network Folder area of the left navigation pane, click Quick Sets. Click Add to open the Quick
Sets Setup dialog.
NOTE: Quick Sets are short-cut jobs that can be accessed on the printer Home screen or within the Quick
Sets application.
NOTE: The Scan to Network Folder feature can be minimally congured without creating a quick set.
However, without the quick set, users must enter the destination folder information at the control panel for
each scan job. A quick set is required to include Scan to Network Folder metadata.
Complete all of the settings in the Quick Set Setup to fully congure the Scan to Network Folder feature.
Dialog one: Set the Quick Set name, description, and options for user interaction at the control panel
Use the Set the button location for the Quick Set and options for user interaction at the control panel dialog to
congure where the Quick Set button will display on the printer control panel and to congure the level of user
interaction at the printer control panel.
1. In the Quick Set Name eld, type a title.
NOTE: Name the Quick Set something that users can understand quickly (e.g., "Scan and save to a
folder").
2. In the Quick Set Description eld, type a description explaining what the Quick Set will save.
3. From the Quick Set Start Option list, select one of the following options:
● Option one: Enter application, then user presses Start
● Option two: Start instantly upon selection
Select one of the following prompt options :
○ Prompt for original sides
○ Prompt for additional pages
○ Require Preview
ENWW Set up Scan to Network Folder 91
NOTE: If Start instantly upon selection is selected, the destination folder must be entered in the
next step.
4. Click Next.
Dialog two: Folder Settings
Use the Folder Settings dialog to congure the types of folders the printer sends scanned documents to.
There are two types of destination folders to select from:
● Shared folders or FTP folders
● Personal shared folders
There are two types of folder permissions to select from:
● Read and write access
● Write access only
The following information describes how to congure the folder settings.
Congure the destination folder for scanned documents
Option 1: Shared folders or FTP folders
To save scanned documents to a standard shared folder or an FTP folder, complete the following steps:
1. If it is not already selected, select Save to shared folders or FTP folders.
2. Click Add.... The Add Network Folder Path dialog opens.
3. On the Add Network Folder Path dialog, select one of the following options:
● Option one: Save to a standard shared network folder
92 Chapter 6 Scan ENWW
NOTE: For more information about creating shared network folders see Set up a shared folder
(c04431534).
1. If it is not already selected, select Save to a standard shared network folder.
2. In the UNC Folder Path eld, type a folder path.
The folder path can either be the fully-qualied domain name (FQDN) (e.g., \
\servername.us.companyname.net\scans) or the IP address of the server (e.g., \
\16.88.20.20\scans). Be sure that the folder path (e.g., \scans) follows the FQDN or IP address.
NOTE: The FQDN can be more reliable than the IP address. If the server gets its IP address via
DHCP, the IP address can change. However, the connection with an IP address might be faster
because the printer does not need to use DNS to nd the destination server.
3. To automatically create a subfolder for scanned documents in the destination folder, select a
format for the subfolder name from the Custom Subfolder list.
To restrict the subfolder access to the user who creates the scan job, select Restrict subfolder
access to user.
4. To view the complete folder path for scanned documents, click Update Preview.
5. From the Authentication Settings list, select one of the following options:
○ Use credentials of user to connect after Sign In at the control panel
○ Always use these credentials
NOTE: If Always use these credentials is selected, a user name and password must be entered
in the corresponding elds.
6. In the Windows Domain eld, type the Windows domain.
ENWW Set up Scan to Network Folder 93
NOTE: To nd the Windows domain in Windows 7, click Start, click Control Panel, and then click
System.
To nd the Windows domain in Windows 8, click Search, enter System in the search box, and
then click System.
The domain is listed under Computer name, domain, and workgroup settings.
NOTE: If a shared folder is set to be accessed by everyone, values for a workgroup name
(default is “Workgroup”), a user name and password must be entered in the corresponding
elds. However, if the folder is within a particular user’s folders and not Public, the user name
and password of that user must be used.
NOTE: An IP address might be necessary instead of a computer name. Many home routers do
not handle computer names well, and there is no Domain Name Server (DNS). In this case, it is
best to set up a static IP address on the shared PC to alleviate the problem of DHCP assigning a
new IP address. On a typical home router, this is done by setting a static IP address that is on
the same subnet, but outside the DHCP address range.
7. Click OK.
● Option two: Save to an FTP Server
NOTE: If an FTP site is outside the rewall, a proxy server must be specied under the network
settings These settings are located in the EWS Networking tab, under the Advanced options.
1. Select Save to an FTP Server.
2. In the FTP Server eld, type the FTP server name or IP address.
3. In the Port eld, type the port number.
NOTE: In most cases, the default port number does not need to be changed.
94 Chapter 6 Scan ENWW
4. To automatically create a subfolder for scanned documents in the destination folder, select a
format for the subfolder name from the Custom Subfolder list.
5. To view the complete folder path for scanned documents, click Update Preview.
6. From the FTP Transfer Mode list, select one of the following options:
○ Passive
○ Active
7. In the Username eld, type the user name.
8. In the Password eld, type the password.
9. Click Verify Access to conrm the destination can be accessed.
10. Click OK.
Option 2: Personal shared folders
To save scanned documents to a personal shared folder, complete the following steps:
NOTE: This option is used in domain environments where the administrator congures a shared folder for each
user. If the Save to a personal shared folder feature is congured, users will be required to sign in at the printer
control panel using Windows credentials or LDAP authentication.
1. Select Save to a personal shared folder.
2. In the Retrieve the device user’s home folder using this attribute eld, type the user’s home folder in the
Microsoft Active Directory.
NOTE: Verify that the user knows where this home folder is located on the network.
3. To add a user name subfolder at the end of the folder path, select Create subfolder based on user name.
To restrict the subfolder access to the user who creates the scan job, select Restrict subfolder access to
user.
Select the destination folder permissions
Option 1: Read and write access
To send scanned documents to a folder congured for read and write access, complete the following steps:
NOTE: Send only to folders with read and write access supports folder verication and job notication.
1. If it is not already selected, select Send only to folders with read and write access.
2. To require the printer to verify folder access before starting a scan job, select Verify folder access prior to
job start.
NOTE: Scan jobs can complete more quickly if Verify folder access prior to job start is not selected;
however, if the folder is unavailable, the scan job will fail.
3. Click Next.
Option 2: Write access only
ENWW Set up Scan to Network Folder 95
To send scanned documents to a folder congured for write access only, complete the following steps:
NOTE: Allow sending to folders with write access only does not support folder verication or job notication.
NOTE: If this option is selected, the printer cannot increment the scan lename. It sends the same lename for
all scans.
Select a time-related lename prex or sux for the scan lename, so that each scan is saved as a unique le,
and does not overwrite a previous le. This lename is determined by the information in the File Settings dialog
in the Quick Set Wizard.
1. Select Allow sending to folders with write access only.
2. Click Next.
Dialog three: Notication settings
▲ On the Notication dialog, complete one of the following tasks:
NOTE: In order to send notication emails, the printer must be set up to use an SMTP server for sending
email jobs. For more information about setting up the SMTP server for sending emails see Set up Scan to
Email (c04017973).
● Option one: Do not notify
1. Select Do not notify.
2. To prompt the user to review their notication settings, select Prompt user prior to job start, and
then click Next.
● Option two: Notify when job completes
1. Select Notify when job completes.
2. Select the method for delivering the notication from the Method Used to Deliver Notication
list.
If the method of notication selected is Email, type the email address in the Notication Email
Address eld.
3. To include a thumbnail of the rst scanned page in the notication, select Include Thumbnail.
4. To prompt the user to review their notication settings, select Prompt user prior to job start, and
then click Next.
● Option three: Notify only if job fails
1. Select Notify only if job fails.
2. Select the method for delivering the notication from the Method Used to Deliver Notication
list.
If the method of notication selected is Email, type the email address in the Notication Email
Address eld.
3. To include a thumbnail of the rst scanned page in the notication, select Include Thumbnail.
4. To prompt the user to review their notication settings, select Prompt user prior to job start, and
then click Next.
96 Chapter 6 Scan ENWW
Dialog four: Scan Settings
On the Scan Settings dialog, set the default scanning preferences for the Quick Set, and then click Next.
Scan settings:
Feature Description
Original Size Select the page size of the original document.
Original Sides Select whether the original document is single-sided or double-sided.
Optimize Text/Picture Select to optimize for the output of a particular type of content.
Content Orientation Select the way the content of the original document is placed on the page: Portrait or Landscape.
Background Cleanup Select a value to remove faint images from the background or to remove a light background color.
Darkness Select a value to adjust the darkness of the le.
Contrast Select a value to adjust the contrast of the le.
Sharpness Select a value to adjust the sharpness of the le.
Image Preview Select whether to require or make optional a displayed preview of the job or to disable a preview.
Cropping Options Select whether or not to allow a job to be cropped and the type of cropping option.
Erase Edges Select this setting to specify the width of edge margins to be erased, in either inches or millimeters, for
the front side and back side of a job.
Dialog ve: File Settings
On the File Settings dialog, set the default le settings for the Quick Set, and then click Next.
File settings:
Feature Description
File Name Prex Set the default le name prex used for les saved to a network folder.
File Name Default le name for the le to be saved.
Select the User editable check box to make this setting editable at the printer control panel.
File Name Sux Set the default le name sux used for les saved to a network folder.
File Name Preview Enter a le name, and then click the Update Preview button.
File Numbering Format Select a le name format for when the job is divided into multiple les.
Add numbering when job has
just one le (ex. _1–1)
Select this setting to add numbering to a le name when the job is only one le instead of multiple les.
File Type Select the le format for the saved le.
Select the User editable check box to make this setting editable at the printer control panel.
High Compression (smaller le) Select this setting to compress the scanned le, which reduces the le size. However, the scanning
process for a High compression le might take longer than for a Normal compression le.
PDF encryption If the le type is PDF, then this option encrypts the output PDF le. A password must be specied as
part of the encryption. The same password must be used to open the le. The user will be prompted to
enter a password prior to scanning their job if one has not been set prior to pressing start.
ENWW Set up Scan to Network Folder 97
Feature Description
Resolution Set the resolution for the le. 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 le size is
smaller.
Quality and File Size Select the quality for the le. Higher-quality images require a larger le size than lower-quality images,
and they take more time to send.
Color/Black Specify whether copies are to be printed in color, black and gray, or black only.
Suppress blank pages If the Suppress blank pages option is enabled, blank pages will be ignored.
Meta Data File Format Use the drop-down list to select the le format for meta-data information.
Create Multiple Files Select this setting to scan pages into separate les based on a predetermined maximum number of
pages per le.
Dialog six: Summary
On the Summary dialog, review the Summary dialog, and then click Finish.
Step three: Complete the conguration
1. In the left-navigation pane, click Scan to Network Folder.
2. On the Scan to Network Folder page, review the selected settings, and then click Apply to complete the
setup.
98 Chapter 6 Scan ENWW
Set up Scan to SharePoint
®
●
Introduction
●
Before you begin
●
Step one: Access the HP Embedded Web Server (EWS)
●
Step two: Enable Scan to SharePoint® and create a Scan to SharePoint Quick Set
●
Quick set scan settings and options for Scan to SharePoint®
Introduction
Use Scan to SharePoint
®
to scan documents directly to a Microsoft
®
SharePoint site. This feature eliminates the
need to scan the documents to a network folder, USB
ash drive, or email message, and then manually upload
the les to the SharePoint site.
Scan to SharePoint
®
supports all scanning options, including the ability to scan documents as images or use the
OCR features to create text les or searchable PDFs.
The feature is disabled by default. Enable Scan to SharePoint
®
in the HP Embedded Web Server (EWS).
Before you begin
Before this procedure can be completed, the destination folder that the scanned les will be saved to must exist
on the SharePoint site, and write access must be enabled to the destination folder. Scan to SharePoint
®
is
disabled by default.
Step one: Access the HP Embedded Web Server (EWS)
1. 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 exactly as it displays on the
printer control panel. Press the Enter key on the computer keyboard. The EWS opens.
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: Enable Scan to SharePoint
®
and create a Scan to SharePoint Quick Set
Follow these steps to enable the feature Scan to SharePoint feature and create a Scan to SharePoint Quick Set:
1. Using the top navigation tabs, click Scan/Digital Send.
2. In the left navigation pane, click Scan to SharePoint®.
NOTE: Quick Sets are short-cut jobs that can be accessed on the printer Home screen or within the Quick
Sets application.
3. Select the Enable Scan to SharePoint® check box, and then click Add....
4. Enter a Quick Set Name (for example, “Scan to SharePoint”) and a Quick Set Description.
ENWW Set up Scan to SharePoint® 99
5. Select a Quick Set Start Option to determine what occurs after selecting a Quick Set on the printer control
panel, and then click the Next button.
6. Use the following steps to add the path to the SharePoint folder.
a. Click Add on the SharePoint® Destination page to open the Add SharePoint® Path page.
b. Open another browser window, navigate to the SharePoint folder to use, and then copy the folder
path for the SharePoint folder from that browser window.
c. Paste the SharePoint folder path into the SharePoint® Path: eld.
d. By default, the printer overwrites an existing le that has the same le name as the new le. Clear
Overwrite existing les so that a new le with the same name as an existing le is given an updated
time/date stamp.
e. Select an option from the Authentication Settings drop-down menu. Select whether it is necessary to
sign in to the SharePoint site with credentials, or store the credentials within the Quick Set.
NOTE: Use credentials of user to connect after Sign In at the control panel is selected in the
Authentication Settings drop-down menu, the logged-in user must have permissions to write to the
specied SharePoint site.
NOTE: For security purposes, the printer does not display credentials entered in the Quick Set
Wizard.
f. Click OK to complete the SharePoint path setup and navigate back to the SharePoint Destination
Settings page.
7. Select Verify folder access prior to job start to ensure that the SharePoint folder specied as the
destination folder is accessible each time the Quick Set is used. If this option is not selected, jobs can be
saved to the SharePoint folder more quickly. However, if this option is not selected and the SharePoint
folder is inaccessible the job will fail.
8. Click Next.
9. Set a Condition on Which to Notify: on the Notication page. This setting congures the Quick Set to either
not notify, or to send email messages or print a summary page if a job either completes successfully or
fails. Select one of the following options from the Condition on Which to Notify: drop-down menu:
● Select Do not notify for the Quick Set to not perform any notication action when a job completes
successfully or fails.
● Select Notify when job completes to for the Quick Set to send a notication when a job completes
successfully.
● Select Notify only if job fails to for the Quick Set to send a notication only when a job fails.
Selecting either Notify when job completes or Notify only if job fails requires the Method Used to Deliver
Notication: to be set. Select from the following options:
● Email: Use this option to send an email when the selected notication condition occurs. This option
requires a valid email address in the Notication Email Address: eld.
NOTE: To use the email notication feature, rst congure the email feature on the printer.
● Print: Use this option to print the notication when the selected notication condition occurs.
100 Chapter 6 Scan ENWW
NOTE: Select Include Thumbnail for either notication option to include a thumbnail image of the rst
page of the scanned page of the job.
10. Click Next.
11. Select options from the Scan Settings page, and then click Next. For more information, see the table “Scan
settings for Scan to SharePoint
®
.”
12. Select options from the File Settings page, and then click Next. For more information, see the table “File
settings for Scan to SharePoint
®
.”
13. Review the summary of settings, and then click the Finish button to save the Quick Set, or click the
Previous button to edit the settings.
Quick set scan settings and options for Scan to SharePoint
®
The following tables list the settings and options available in the Quick Set Wizard when adding, editing, or
copying a Scan to SharePoint
®
Quick Set.
Table
6-1 Scan settings for Scan to SharePoint
®
Feature Description
Original Size Select the page size of the original document.
Original Sides Select whether the original document is single-sided or double-sided.
Optimize Text/Picture Select to optimize for the output of a particular type of content.
Content Orientation Select the way the content of the original document is placed on the page: Portrait or Landscape.
Background Cleanup Select a value to remove faint images from the background or to remove a light background color.
Darkness Select a value to adjust the darkness of the le.
Contrast Select a value to adjust the contrast of the le.
Sharpness Select a value to adjust the sharpness of the le.
Image Preview Select whether to require or make optional a displayed preview of the job or to disable a preview.
Cropping Options Select whether or not to allow a job to be cropped and the type of cropping option.
Erase Edges Select this setting to specify the width of edge margins to be erased, in either inches or millimeters, for
the front side and back side of a job.
Table 6-2 File settings for Scan to SharePoint
Feature Description
File Name Prex Set the default le name prex used for the le to be saved.
File Name Default le name for the le to be saved.
Select the User editable check box to make this setting editable at the printer control panel.
File Name Sux Set the default le name sux used for the le to be saved.
Duplicate lename sux default [lename]_YYYYMMDDT
File Name Preview Enter a le name, and then click the Update Preview button.
ENWW Set up Scan to SharePoint® 101
Table 6-2 File settings for Scan to SharePoint (continued)
Feature Description
File Numbering Format Select a le name format for when the job is divided into multiple les.
Add numbering when job has
just one le (ex. _1–1)
Select this setting to add numbering to a le name when the job is only one le instead of multiple les.
File Type Select the le format for the saved le.
Select the User editable check box to make this setting editable at the printer control panel.
High Compression (smaller le) Select this setting to compress the scanned le, which reduces the le size. However, the scanning
process for a High compression le might take longer than for a Normal compression le.
PDF encryption If the le type is PDF, then this option encrypts the output PDF le. A password must be specied as
part of the encryption. The same password must be used to open the le. The user will be prompted to
enter a password prior to scanning their job if one has not been set prior to pressing start.
Resolution Set the resolution for the le. 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 le size is
smaller.
Quality and File Size Select the quality for the le. Higher-quality images require a larger le size than lower-quality images,
and they take more time to send.
Color/Black Specify whether copies are to be printed in color, black and gray, or black only
Suppress blank pages If the Suppress blank pages option is enabled, blank pages will be ignored.
Create Multiple Files Select this setting to scan pages into separate les based on a predetermined maximum number of
pages per le.
102 Chapter 6 Scan ENWW
Set up Scan to USB Drive
●
Introduction
●
Step one: Access the HP Embedded Web Server
●
Step two: Enable Scan to USB Drive
●
Step three: Congure the Quick Sets (optional)
●
Default scan settings for Scan to USB Drive setup
●
Default le settings for Scan to USB Drive setup
Introduction
The printer has a feature that enables it to scan a document and save it to a USB ash drive. The feature is not
available until it has been congured through the HP Embedded Web Server (EWS).
Step one: Access the HP Embedded Web Server
1. 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 exactly as it displays on the
printer control panel. Press the Enter key on the computer keyboard. The EWS opens.
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: Enable Scan to USB Drive
1. Select the Security tab.
2. Scroll to Hardware Ports and make sure that Enable Host USB plug and play is enabled.
3. Select the Scan/Digital Send tab.
4. Select the Enable Scan to USB Drive check box.
5. Click Apply at the bottom of the page.
NOTE: Most devices ship with Hard disk drives (HDDs) already installed. In some cases, additional storage
devices can be added via USB. Verify whether the Scan to USB Drive feature needs to be expanded to USB and
Hard drive
Step three: Congure the Quick Sets (optional)
NOTE: Quick Sets are short-cut jobs that can be accessed on the printer Home screen or within the Quick Sets
application.
1. In the Scan to USB Drive area of the left navigation pane, click Quick Sets.
2. Select one of the following options:
ENWW Set up Scan to USB Drive 103
● Select an existing Quick Set under Quick Sets Application in the table.
-OR-
● Click Add to start the Quick Set Wizard.
3. If you selected Add, the Quick Sets Setup page opens. Complete the following information, and then click
Next.
● Quick Set Name: Enter a title for the new Quick Set.
● Quick Set Description: Enter a description of the Quick Set.
● Quick Set Start Option: To set how the Quick Set starts, click either Enter application, then user
presses Start or Start instantly when selected from the Home Screen.
4. Select a default location where scanned les are saved on USB storage devices inserted into the USB port
on the control panel, and then click Next. The default location options are:
● Save at root directory of the USB storage device
● Create or place in this folder on the USB Storage Device — The path to the folder on the USB storage
device must be specied when using this le location option. A backslash \ must be used to separate
folder\subfolder names in the path.
5. Select an option from the Condition on Which to Notify: drop-down list, and then click Next.
This setting determines if, or how, users are notied when a Scan To USB Drive Quick Set job completes or
fails. The options for the Condition on Which to Notify: setting are:
● Do not notify
● Notify when job completes
● Notify only if job fails
6. Choose the Scan Settings for the Quick Set, and then click Next.
NOTE: For more information on the available scan settings, see “Default scan settings for Scan to USB
Drive setup.”
7. Choose the File Settings for the Quick Set, and then click Next.
NOTE: For more information on the available le settings, see “Default le settings for Scan to USB Drive
setup”
8. Review the summary of settings, and then click Finish to save the Quick Set, or click Previous to edit the
settings.
Default scan settings for Scan to USB Drive setup
Table
6-3 Scan settings for Scan to USB Drive Setup:
Feature Description
Original Size Select the page size of the original document.
104 Chapter 6 Scan ENWW
Table 6-3 Scan settings for Scan to USB Drive Setup: (continued)
Feature Description
Original Sides Select whether the original document is single-sided or double-sided.
Optimize Text/Picture Select to optimize for the output of a particular type of content.
Content Orientation Select the way the content of the original document is placed on the page: Portrait or Landscape.
Background Cleanup Select a value to remove faint images from the background or to remove a light background color.
Darkness Select a value to adjust the darkness of the le.
Contrast Select a value to adjust the contrast of the le.
Sharpness Select a value to adjust the sharpness of the le.
Image Preview Select whether to require or make optional a displayed preview of the job or to disable a preview.
Cropping Options Select whether or not to allow a job to be cropped and the type of cropping option.
Erase Edges Select this setting to specify the width of edge margins to be erased, in either inches or millimeters, for
the front side and back side of a job.
Default le settings for Scan to USB Drive setup
Table
6-4 File settings for Scan to USB Drive Setup:
Option name Description
File Name Prex Set the default le name prex for the le to be saved.
File Name Set the default le name for the le to be saved.
Select the User editable check box to make this setting editable at the printer control panel.
File Name Sux Set the default le name sux for the le to be saved.
Duplicate lename sux default [lename]_YYYYMMDDT
File Name Preview Enter a le name, and then click the Update Preview button.
File Numbering Format Select a le name format for when the job is divided into multiple les.
Add numbering when job has
just one le (ex. _1–1)
Select this setting to add numbering to a le name when the job is only one le instead of multiple les.
File Type Select the le format for the saved le.
Select the User editable check box to make this setting editable at the printer control panel.
High Compression (smaller le) Select this setting to compress the scanned le, which reduces the le size. However, the scanning
process for a High compression le might take longer than for a Normal compression le.
PDF encryption If the le type is PDF, then this option encrypts the output PDF le. A password must be specied as
part of the encryption. The same password must be used to open the le. The user will be prompted to
enter a password prior to scanning their job if one has not been set prior to pressing start.
Resolution Set the resolution for the le. 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 le size is
smaller.
ENWW Set up Scan to USB Drive 105
Table 6-4 File settings for Scan to USB Drive Setup: (continued)
Option name Description
Quality and File Size Select the quality for the le. Higher-quality images require a larger le size than lower-quality images,
and they take more time to send.
Color/Black Specify whether the le to be saved is color, black and gray, or black only.
Suppress blank pages If the Suppress blank pages option is enabled, blank pages will be ignored.
Create Multiple Files Select this setting to scan pages into separate les based on a predetermined maximum number of
pages per le.
106 Chapter 6 Scan ENWW
Scan to email
Introduction
The printer has a feature that enables it to scan a document and send it to one or more email addresses.
NOTE: Before you can scan to email, your printer administrator or IT department must use the HP Embedded
Web Server to enable the feature and set it up.
Scan to email
1. Place the document face-down on the scanner glass, or place it face-up in the document feeder and adjust
the paper guides to t the size of the document.
2. From the Home screen on the printer control panel, select Scan, and then select Scan to Email.
NOTE: If prompted, type your user name and password.
3. Touch the To eld to open a keyboard.
NOTE: If you are signed in to the printer, your user name or other default information might appear in the
From eld. If so, you might not be able to change it.
4. Specify the recipients by using one of these methods:
Enter addresses manually
▲ Enter the address in the To eld. To send to multiple addresses, separate the addresses with a
semicolon, or select the Enter button on the touchscreen keyboard after typing each address.
Enter addresses from the Contacts list
a. Select the Contacts button that is next to the To eld to open the Contacts screen.
b. Select the appropriate contact list.
c. Select a name or names from the list of contacts to add the name to the recipients list, and then
select Add.
5. Complete the Subject, File Name, and Message elds by touching the eld and using the touchscreen
keyboard to enter information. Select the Close button whenever you need to close the keyboard.
6. To load a Quick Set, select Load, select the Quick Set, and then select Load under the Quick Sets list.
NOTE: Quick Sets are predened settings for various types of output, such as Text, Photograph, and High
Quality. You can select a Quick Set to view the description.
7. To congure settings, such as File Type and Resolution, Original Sides, and Content Orientation, select
Options in the lower left corner, and then select the settings from the Options menus. Select Done if
prompted.
8. Optional Preview: Touch the right pane of the screen to preview the document. You can use the Expand and
Collapse buttons on the left side of the preview pane to expand and collapse the preview screen.
ENWW Scan to email 107
Table 6-5 Preview pane controls
Expand button Collapse button
Use the buttons on the right of the screen to adjust the preview options and to rearrange, rotate, insert, or
remove pages.
Table 6-6 Preview buttons
Button Description
Toggle between the two-page view and the thumbnail view. More options are available in the
thumbnail view than in the two-page view.
Zoom in or out on the selected page.
NOTE: Select only one page at a time to use these buttons.
Rotate the page 180 degrees.
NOTE: This button is available only in the thumbnail view.
Delete the selected pages.
NOTE: This button is available only in the thumbnail view.
Rearrange the pages within the document. Select one or more pages and move them to the left
or right.
NOTE: These buttons are available only in the thumbnail view.
108 Chapter 6 Scan ENWW
Table 6-6 Preview buttons (continued)
Button Description
Add a page to the document. The printer prompts you to scan additional pages.
Clear the changes made in the preview and start over.
9. When the document is ready, select Send to email it.
NOTE: The printer might prompt you to add the email address to the contact list.
ENWW Scan to email 109
Scan to job storage
●
Introduction
●
Scan to job storage on the printer
●
Print from job storage on the printer
Introduction
The printer has a feature that enables it to scan a document and save it to a job storage folder on the printer. You
can retrieve the document from the printer and print it when needed.
NOTE: Before you can scan to a storage folder on the printer, your printer administrator or IT department must
use the HP Embedded Web Server to enable the feature and congure the settings.
Scan to job storage on the printer
Use this procedure to scan a document and save it to a job storage folder on the printer so that you can print
copies at any time.
1. Place the document face-down on the scanner glass, or place it face-up in the document feeder and adjust
the paper guides to t the size of the document.
2. From the Home screen on the printer control panel, select Scan, and then select Scan to Job Storage.
NOTE: If prompted, enter your user name and password.
3. Select the default storage folder name shown under Folder.
NOTE: If the printer administrator has congured the option, you can create a new folder. Follow these
steps to create a new folder:
a. Select the New Folder icon.
b. Select the New Folder eld, type the folder name, and then select OK.
4. Make sure that you have selected the correct folder.
5. Touch the Job Name text eld to open a touchscreen keyboard, type the name for the le, and then select
the Enter button.
6. To make the job private, select the PIN button, enter a four-digit PIN in the PIN eld, and then close the
touchscreen keypad.
7. To congure settings, such as Sides and Content Orientation, select Options in the lower left corner, and
then select the settings from the Options menus. Select Done for each setting if prompted.
8. Optional Preview: Touch the right pane of the screen to preview the document. You can use the Expand and
Collapse buttons on the left side of the preview pane to expand and collapse the preview screen.
110 Chapter 6 Scan ENWW
Table 6-7 Preview pane controls
Expand button Collapse button
Use the buttons on the right of the screen to adjust the preview options and to rearrange, rotate, insert, or
remove pages.
Table 6-8 Preview buttons
Button Description
Toggle between the two-page view and the thumbnail view. More options are available in the
thumbnail view than in the two-page view.
Zoom in or out on the selected page.
NOTE: Select only one page at a time to use these buttons.
Rotate the page 180 degrees.
NOTE: This button is available only in the thumbnail view.
Delete the selected pages.
NOTE: This button is available only in the thumbnail view.
Rearrange the pages within the document. Select one or more pages and move them to the left
or right.
NOTE: These buttons are available only in the thumbnail view.
ENWW Scan to job storage 111
Table 6-8 Preview buttons (continued)
Button Description
Add a page to the document. The printer prompts you to scan additional pages.
Clear the changes made in the preview and start over.
9. When the document is ready, select Save to save the le to the storage folder.
Print from job storage on the printer
Use this procedure to print a scanned document that is in a job storage folder on the printer.
1. From the Home screen on the printer control panel, select Print, and then select Print from Job Storage.
2. Under Stored Jobs to Print, select Choose, select the folder in which the document is saved, select the
document, and then select Select.
3. If the document is private, enter the four-digit PIN in the Password eld, and then select OK.
4. To adjust the number of copies, touch the box to the left of the Print button, and then select the number of
copies from the keypad that opens. Select the Close button to close the keypad.
5. Select Print to print the document.
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Scan to network folder
Introduction
The printer can scan a le and save it in a shared folder on the network.
NOTE: Before you can scan to a network folder, your printer administrator or IT department must use the HP
Embedded Web Server to enable the feature and congure the shared folders.
Scan to network folder
NOTE: You might be required to sign in to the printer to use this feature.
1. Place the document face-down on the scanner glass, or place it face-up in the document feeder and adjust
the paper guides to t the size of the document.
2. From the Home screen on the printer control panel, select Scan, and then select Scan to Network Folder.
3. Specify a folder destination. Folder options must rst be congured by the printer administrator.
● To select a folder location that the administrator already set up, select Load under Quick Sets and
Defaults, select the folder, and then select Load.
● To specify a new folder location, touch the Folder Paths eld to open a touchscreen keyboard, type
the path to the folder, and then select the Enter button. Enter user credentials if prompted and
then select Save to save the path.
NOTE: Use this format for the path: \\server\folder, where “server” is the name of the server
that hosts the shared folder, and “folder” is the name of the shared folder. If the folder is nested
inside other folders, complete all necessary segments of the path to reach the folder. For example: \
\server\folder\folder
NOTE: The Folder Paths eld might have a pre-dened path, and it might not be editable. In this
situation, the administrator has congured this folder for common access.
4. Touch the File Name text eld to open a touchscreen keyboard, type the name for the le, and then select
the Enter button.
5. To congure settings, such as File Type and Resolution, Original Sides, and Content Orientation, select
Options in the lower left corner, and then select the settings from the Options menus. Select Done for each
setting if prompted.
6. Optional Preview: Touch the right pane of the screen to preview the document. You can use the Expand and
Collapse buttons on the left side of the preview pane to expand and collapse the preview screen.
Table
6-9 Preview pane controls
Expand button Collapse button
ENWW Scan to network folder 113
Use the buttons on the right of the screen to adjust the preview options and to rearrange, rotate, insert, or
remove pages.
Table 6-10 Preview buttons
Button Description
Toggle between the two-page view and the thumbnail view. More options are available in the
thumbnail view than in the two-page view.
Zoom in or out on the selected page.
NOTE: Select only one page at a time to use these buttons.
Rotate the page 180 degrees.
NOTE: This button is available only in the thumbnail view.
Delete the selected pages.
NOTE: This button is available only in the thumbnail view.
Rearrange the pages within the document. Select one or more pages and move them to the left
or right.
NOTE: These buttons are available only in the thumbnail view.
Add a page to the document. The printer prompts you to scan additional pages.
Clear the changes made in the preview and start over.
7. When the document is ready, select Send to save the le to the network folder.
114 Chapter 6 Scan ENWW
Scan to SharePoint
Introduction
If you have a workow-equipped printer, you can scan a document and send it to a Microsoft
®
SharePoint site.
This feature eliminates the need to scan the documents to a network folder, USB ash drive, or email message,
and then manually upload the les to the SharePoint site.
Scan to SharePoint
®
supports all scanning options, including the ability to scan documents as images or use the
OCR features to create text les or searchable PDFs.
NOTE: Before you can scan to SharePoint, your printer administrator or IT department must use the HP
Embedded Web Server to enable the feature and set it up.
Scan to SharePoint
1. Place the document face-down on the scanner glass, or place it face-up in the document feeder and adjust
the paper guides to t the size of the document.
2. From the Home screen on the printer control panel, select Scan, and then select Scan to SharePoint®.
NOTE: It might be necessary to sign in to the printer to use this feature.
3. To select a Quick Set, touch Select under Quick Sets, select a Quick Set, and then select Load.
4. Select the File Name: text eld to open a keyboard, type the name for the le, and then select the Enter
button.
5. To congure settings, such as File Type and Resolution, Sides, and Content Orientation, select Options in
the lower left corner, and then select the settings from the Options menus. Select Done if prompted.
6. Optional Preview: Touch the right pane of the screen to preview the document. You can use the Expand and
Collapse buttons on the left side of the preview pane to expand and collapse the preview screen.
Table
6-11 Preview pane controls
Expand button Collapse button
Use the buttons on the right of the screen to adjust the preview options and to rearrange, rotate, insert, or
remove pages.
ENWW Scan to SharePoint 115
Table 6-12 Preview buttons
Button Description
Toggle between the two-page view and the thumbnail view. More options are available in the
thumbnail view than in the two-page view.
Zoom in or out on the selected page.
NOTE: Select only one page at a time to use these buttons.
Rotate the page 180 degrees.
NOTE: This button is available only in the thumbnail view.
Delete the selected pages.
NOTE: This button is available only in the thumbnail view.
Rearrange the pages within the document. Select one or more pages and move them to the left
or right.
NOTE: These buttons are available only in the thumbnail view.
Add a page to the document. The printer prompts you to scan additional pages.
Clear the changes made in the preview and start over.
7. When the document is ready, select Send to save it to the SharePoint location.
116 Chapter 6 Scan ENWW
Scan to USB drive
Introduction
The printer can scan a le and save it to a USB ash drive.
NOTE: Before you can scan to a USB drive, your printer administrator or IT department must use the HP
Embedded Web Server to enable the feature and set it up.
Scan to USB drive
NOTE: You might be required to sign in to the printer to use this feature.
1. Place the document face-down on the scanner glass, or place it face-up in the document feeder and adjust
the paper guides to t the size of the document.
2. Insert the USB drive into the USB port near the printer control panel.
3. From the Home screen on the printer control panel, select Scan, and then select Scan to USB Drive.
4. Select the USB drive under Destination, and then select the save location (either the root of the USB drive
or an existing folder).
5. Touch the File Name text eld to open a touchscreen keyboard, type the name for the le, and then select
the Enter button.
6. To congure settings, such as File Type and Resolution, Original Sides, and Content Orientation select
Options in the lower left corner, and then select the settings from the Options menus. Select Done if
prompted.
7. Optional Preview: Touch the right pane of the screen to preview the document. You can use the Expand and
Collapse buttons on the left side of the preview pane to expand and collapse the preview screen.
Table
6-13 Preview pane controls
Expand button Collapse button
Use the buttons on the right of the screen to adjust the preview options and to rearrange, rotate, insert, or
remove pages.
ENWW Scan to USB drive 117
Table 6-14 Preview buttons
Button Description
Toggle between the two-page view and the thumbnail view. More options are available in the
thumbnail view than in the two-page view.
Zoom in or out on the selected page.
NOTE: Select only one page at a time to use these buttons.
Rotate the page 180 degrees.
NOTE: This button is available only in the thumbnail view.
Delete the selected pages.
NOTE: This button is available only in the thumbnail view.
Rearrange the pages within the document. Select one or more pages and move them to the left
or right.
NOTE: These buttons are available only in the thumbnail view.
Add a page to the document. The printer prompts you to scan additional pages.
Clear the changes made in the preview and start over.
8. When the document is ready, select Save to save the le to the USB drive.
118 Chapter 6 Scan ENWW
Additional options when scanning
The following settings are available in the Options list when scanning.
NOTE: The following list contains the master set of options available for HP Enterprise MFP printers. Some
options are not available on all printers.
ENWW Additional options when scanning 119
Table 6-15 Scan options
Option Description
File Type and Resolution Save a scanned document as one of several types of les.
The following standard le types are available:
● PDF: This le type provides the best overall image and text quality. PDF les require Adobe®
Acrobat® Reader software for viewing.
● JPEG: This le type is a good choice for most graphics. Most computers have a browser that can
view .JPEG les. This le type produces one le per page.
● TIFF: This is a standard le type that many graphics programs support. This le type produces
one le per page.
● MTIFF: MTIFF stands for multi-page TIFF. This le type saves multiple scanned pages in a single
le.
● XPS: XPS (XML Paper Specication) creates an XAML le that preserves the original formatting of
the document and supports color graphics and embedded fonts.
● PDF/A: PDF/A is a type of PDF designed for long-term archival of electronic documents. All format
information in the document is self-contained.
HP Enterprise Flow MFP printers or MFP printers that are connected to a digital send software (DSS)
server also support the following OCR le types:
● Text (OCR): Text (OCR) creates a text le by using optical character recognition (OCR) to scan the
original. A text le can be opened in any word processing program. The formatting of the original
will not be saved using this option.
● Unicode Text (OCR): Unicode Text (OCR) is an industry standard used to consistently represent
and manipulate text. This le type is useful for internationalization and localization.
● RTF (OCR): RTF (OCR) creates a rich text format (RTF) le by using optical character recognition
(OCR) to scan the original. RTF is an alternative text format that can be opened by most word
processing programs. Some of the formatting of the original will be saved using this option.
● Searchable PDF (OCR): Searchable PDF (OCR) creates a searchable PDF le by using optical
character recognition (OCR) to scan the original. When a document is scanned in this way, use
Adobe Acrobat® Reader's search tools to search for specic words or phrases within the PDF.
● Searchable PDF/A (OCR): Searchable PDF/A (OCR) is a type of PDF/A le that includes information
about the document structure, which allows content to be searched.
● HTML (OCR): HTML (OCR) creates a Hypertext Markup Language (HTML) le containing the
contents of the original document. HTML is used to display les on Web sites.
● CSV (OCR): CSV (OCR) is common text le format that contains comma-separated values. This
type of le can be opened by most word processing, spreadsheet, or database programs.
MFP printers that are connected to a DSS server also support the following OCR le types for digital
send jobs:
● XML (OCR): DESCRIPTION NEEDED.
● Searchable XPS (OCR): DESCRIPTION NEEDED.
Original Sides
Specify whether the original document is printed on one side or both sides.
Color/Black
For color printers only.
Specify whether the scanned image will be in color, black and gray, or black only.
120 Chapter 6 Scan ENWW
Table 6-15 Scan options (continued)
Option Description
Scan Mode
NOTE: This feature is not
available for all rmware
versions. You might need to
update the printer rmware to
use this feature.
Standard Document: Scan a page or stack of pages through the document feeder, or individually on the
atbed glass.
Book Mode: Scan an open book and output each page of the book onto dierent pages.
2-sided ID Copy: Scan each side of an identication card on the atbed glass and output them onto one
page. After scanning the rst side, the printer prompts to place the second side in the correct position
on the glass.
Resolution Specify the resolution of scanned images. Select a higher resolution to increase the clarity of the
image. However, as the resolution increases, the le size also increases.
Original Size Specify the paper size for the original document.
Content Orientation Specify whether the original document is printed in Portrait or Landscape orientation.
Image Adjustment Sharpness: Clarify or soften the image. For example, increasing the sharpness could make text appear
crisper, but decreasing it could make photos appear smoother.
Darkness: Increase or decrease the amount of white and black used in colors in scanned images.
Contrast: Increase or decrease the dierence between the lightest and the darkest color on the page.
Background Cleanup: Remove faint colors from the background of scanned images. For example, if the
original document is printed on colored paper, use this feature to lighten the background without
aecting the darkness of the image.
Automatic Tone: Available for Flow printers only. The printer automatically adjusts the Darkness,
Contrast, and Background Cleanup settings to the most appropriate for the scanned document.
Optimize Text/Picture Optimize the job for the type of image being scanned: text, graphics, or photos.
Erase Edges Remove blemishes, such as dark borders or staple marks, by cleaning the edges of the scanned image.
Cropping Options Crop to original size: Crop the image to match the paper size of the original document.
Crop to content: Crop the image to the size of the detectable content in the original document.
Automatically Straighten Automatically straighten a scanned image.
Blank Page Suppression Exclude blank pages in the original document from scanned images. This feature is useful for scanning
pages printed on both sides to eliminate blank pages in the resulting scanned document.
Multi-feed Detection Enable or disable multi-feed detection. When enabled, scanning stops when the printer detects more
than one page at a time being fed in the document feeder. When disabled, scanning continues when a
multi-feed is detected, to allow scanning pages that are stuck together, originals with self-adhesive
notes on them, or thick paper.
Create Multiple Files Divide a larger scan job into several smaller output les.
Notication Select whether to send notications of the status of scan jobs. The printer can print the notication, or
it can send the notication in an email.
Signing and Encryption
NOTE: This feature is
supported for scan to email
only.
Sign: Send an email with a digital signature.
Encrypt: Send an email as an encrypted le.
ENWW Additional options when scanning 121
HP JetAdvantage business solutions
HP JetAdvantage solutions are workow and printing solutions that are easy-to-use, and both network and
cloud-based. HP JetAdvantage solutions are designed to help businesses of all types, including healthcare,
nancial services, manufacturing, and public sector, manage a eet of printers and scanners.
HP JetAdvantage Solutions include:
● HP JetAdvantage Security solutions
● HP JetAdvantage Management solutions
● HP JetAdvantage Workow solutions
● HP JetAdvantage Mobile Printing solutions
For more information about HP JetAdvantage business workow and printing solutions, go to www.hp.com/go/
PrintSolutions.
122 Chapter 6 Scan ENWW
Additional scan tasks
Go to www.hp.com/support/colorljM578MFP.
Instructions are available for performing specic scan tasks, such as the following:
● Copy or scan pages from books or other bound documents
● Copy or scan both sides of an identication card
● Copy or scan a document into a booklet format
ENWW Additional scan tasks 123
124 Chapter 6 Scan ENWW
7 Fax
●
Set up fax
●
Change fax congurations
●
Send a fax
●
Additional fax tasks
For more information
The following information is correct at the time of publication.
For video assistance, see www.hp.com/videos/LaserJet.
For current information, see www.hp.com/support/colorljM578MFP.
HP's all-inclusive help for the printer includes the following information:
● Install and congure
● Learn and use
● Solve problems
● Download software and rmware updates
● Join support forums
● Find warranty and regulatory information
ENWW 125
Set up fax
Introduction
This information applies to fax and Flow models, or to other printers when an optional analog fax accessory has
been installed. Before continuing, connect the printer to a phone line (for analog fax) or to an Internet or network
fax service.
Set up fax by using the printer control panel
1. From the Home screen on the printer control panel, navigate to the Settings application, and then select
the Settings icon.
2. Open the following menus:
a. Fax
b. Internal Fax Modem Setup
NOTE: If the Internal Fax Modem Setup menu does not appear in the menu listing, LAN or Internet
fax might be enabled. When LAN or Internet fax is enabled, the analog fax accessory is disabled and
the Internal Fax Modem Setup menu does not display. Only one fax feature, either LAN fax, analog
fax, or Internet fax, can be enabled at a time. To use analog fax when LAN fax is enabled, use the HP
Embedded Web Server to disable LAN fax.
3. Select the location from the list on the right side of the screen, and then select Next.
4. Touch the Company Name text eld, and use the keypad to type the company name.
5. Touch the Fax Number text eld, and use the keypad to type the sending fax number. Select Next.
6. Verify that the date and time settings are correct. Make changes as necessary, and then select Next.
7. If a dialing prex is required for sending faxes, touch the Dialing Prex text eld, and use the keypad to
enter the number.
8. Review all the information on the left pane, and then select Finish to complete the fax setup.
126 Chapter 7 Fax ENWW
Change fax congurations
NOTE: The settings congured using the control panel override any settings made in the HP Embedded Web
Server.
●
Fax dialing settings
●
General fax send settings
●
Fax receive settings
Fax dialing settings
1. From the Home screen on the printer control panel, navigate to the Settings application, and then select
the Settings icon.
2. Open the following menus:
a. Fax
b. Fax Send Settings
c. Fax Dialing Settings
Congure any of the following settings, and then select Done:
Menu item Description
Redial on Error The Redial on Error feature sets the number of times a fax number will be redialed when an
error occurs during a fax transmission.
Redial on No Answer The Redial on No Answer setting selects the number of times the fax accessory redials if
the number dialed does not answer. The number of retries is either 0 to 1 (used in the U.S.)
or 0 to 2, depending on the location setting. The interval between retries is set by the redial
interval setting.
Redial on Busy The Redial on Busy setting selects the number of times (0 through 9) the fax accessory
redials a number when the number is busy. The interval between retries is set by the Redial
Interval setting.
Redial Interval The Redial Interval setting selects the number of minutes between retries if the number
dialed is busy or not answering, or if an error occurs.
NOTE: You might observe a redial message on the control panel when both the Redial on
Busy and Redial on No Answer settings are set to o. This occurs when the fax accessory
dials a number, establishes a connection, and then loses the connection. As a result of this
error condition, the fax accessory performs three automatic redial attempts regardless of
the redial settings. During this redial operation, a message displays on the control panel to
indicate that a redial is in progress.
Fax Send Speed The Fax Send Speed setting sets the modem bit rate (measured in bits per second) of the
Analog Fax modem while sending a fax.
● Fast (v.34 – 33.6k)
● Medium (v.17 – 14.4k)
● Slow (v.29 – 9.6k)
Line Monitor Volume Use the Line Monitor Volume setting to control the printer's dialing volume level when
sending faxes.
ENWW Change fax congurations 127
Menu item Description
Dialing Mode The Dialing Mode setting sets the type of dialing that is used: either tone (touch-tone
phones) or pulse (rotary-dial phones).
Dialing Prex The Dialing Prex setting allows you to enter a prex number (such as a "9" to access an
outside line) when dialing. This prex number is automatically added to all phone numbers
when dialed.
Detect dial tone The Detect dial tone setting determines whether the fax checks for a dial tone before
sending a fax.
General fax send settings
1. From the Home screen on the printer control panel, navigate to the Settings application, and then select
the Settings icon.
2. Open the following menus:
a. Fax
b. Fax Send Settings
c. General Fax Send Settings
Congure any of the following settings, and then select Done:
Menu item Description
Fax Number Conrmation When the Fax Number Conrmation feature is enabled, the fax number must be entered
twice to ensure that it was entered correctly. The feature is disabled by default.
PC Fax Send Use the PC Fax Send feature to send faxes from a PC. This feature is enabled by default.
Error Correction Mode Normally, the fax accessory monitors the signals on the telephone line while it is sending or
receiving a fax. If the fax accessory detects an error during the transmission and the Error
Correction Mode setting is on, the fax accessory can request that the error portion of the
fax be sent again.
The Error Correction Mode feature is enabled by default. You should turn it o only if you
are having trouble sending or receiving a fax and if you are willing to accept the errors in
the transmission and a probable quality reduction in the image. Turning o the setting
might be useful when you are trying to send a fax overseas or receive one from overseas,
or if you are using a satellite telephone connection.
NOTE: Some VoIP providers might suggest turning o the Error Correction Mode setting.
However, this is not usually necessary.
Fax Header Use the Fax Header feature to control whether the header is appended to the top, and
content is shifted down, or if the header is overlaid on top of the previous header.
Fax receive settings
1. From the Home screen on the printer control panel, navigate to the Settings application, and then select
the Settings icon.
2. Open the following menus:
128 Chapter 7 Fax ENWW
a. Fax
b. Fax Receive Settings
c. Fax Receive Setup
Congure any of the following settings, and then select Done:
Menu item Description
Receive Mode The Receive Mode setting determines how the fax accessory receives fax jobs. Select one
of the following options:
● Automatic
● TAM
● Fax/Tel
● Manual
Rings to Answer The Rings to Answer setting determines the number of times the phone rings before the
call is answered by the fax accessory.
NOTE: The default range for the available options for the Rings to Answer setting is
location-specic. The range of possible Rings to Answer options is limited by location.
If the fax accessory is not answering, and the Rings to Answer setting is 1, try increasing it
to 2.
Ring Volume The Ring Volume setting allows you to adjust the ringer volume.
Fax Receive Speed Touch the Fax Receive Speed drop down menu and select one of the following options:
● Fast (v.34 – 33.6k)
● Medium (v.17 – 14.4k)
● Slow (v.29 – 9.6k)
Extension Phone This setting allows you use a separate telephone in conjunction with the fax functions.
Allow Reprinting This setting allows you to reprint received faxes.
Receive to PC This setting allows you to receive faxes directly to your computer.
Fax Polling This setting allows you to enable or disable the fax polling function.
Fax/Tel Ring Time This setting determines the number of times the phone rings before the fax/tel mode
initiates.
ENWW Change fax congurations 129
Send a fax
1. Place the document face-down on the scanner glass, or place it face-up in the document feeder and adjust
the paper guides to t the size of the document.
2. From the Home screen on the printer control panel, select Fax. You might be prompted to type a user name
and password.
3. Specify the recipients by using one of these methods:
Enter recipients manually
▲ Touch the Fax Recipients text eld, and then use the keypad to enter the fax number. To send to
multiple fax numbers, separate the numbers with a semicolon, or select the Enter
button on the
touchscreen keyboard after typing each number.
Enter recipients from the Contacts list
a. Select the Contacts button that is next to the Fax Recipients eld to open the Contacts screen.
b. Select the appropriate contact list.
c. Select a name or names from the list of contacts to add to the recipients list, and then select Add.
4. To load a Quick Set, select Load, select the Quick Set, and then select Load under the Quick Sets list.
NOTE: Quick Sets are predened settings for various types of output, such as Text, Photograph, and High
Quality. You can select a Quick Set to view the description.
5. To congure settings, such as Resolution, Sides, and Content Orientation, select Options in the lower left
corner, and then select the settings from the Options menus. Select Done if prompted.
6. Optional Preview: Touch the right pane of the screen to preview the document. You can use the Expand and
Collapse buttons on the left side of the preview pane to expand and collapse the preview screen.
Table
7-1 Preview pane controls
Expand button Collapse button
Use the buttons on the right of the screen to adjust the preview options and to rearrange, rotate, insert, or
remove pages.
130 Chapter 7 Fax ENWW
Table 7-2 Preview buttons
Button Description
Toggle between the two-page view and the thumbnail view. More options are available in the
thumbnail view than in the two-page view.
Zoom in or out on the selected page.
NOTE: Select only one page at a time to use these buttons.
Rotate the page 180 degrees.
NOTE: This button is available only in the thumbnail view.
Delete the selected pages.
NOTE: This button is available only in the thumbnail view.
Rearrange the pages within the document. Select one or more pages and move them to the left
or right.
NOTE: These buttons are available only in the thumbnail view.
Add a page to the document. The printer prompts you to scan additional pages.
Clear the changes made in the preview and start over.
7. When the document is ready, select Send to send the fax.
ENWW Send a fax 131
Additional fax tasks
Go to www.hp.com/support/colorljM578MFP.
Instructions are available for performing specic fax tasks, such as the following:
● Create and manage fax speed dial lists
● Congure fax billing codes
● Use a fax printing schedule
● Block incoming faxes
● Fax archiving and forwarding
132 Chapter 7 Fax ENWW
8 Manage the printer
●
Advanced conguration with the HP Embedded Web Server (EWS)
●
Congure IP network settings
●
Printer security features
●
Energy-conservation settings
●
HP Web Jetadmin
●
Software and rmware updates
For more information
The following information is correct at the time of publication.
For video assistance, see www.hp.com/videos/LaserJet.
For current information, see www.hp.com/support/colorljM578MFP.
HP's all-inclusive help for the printer includes the following information:
● Install and congure
● Learn and use
● Solve problems
● Download software and rmware updates
● Join support forums
● Find warranty and regulatory information
ENWW 133
Advanced conguration with the HP Embedded Web Server (EWS)
●
Introduction
●
How to access the HP Embedded Web Server (EWS)
●
HP Embedded Web Server features
Introduction
Use the HP Embedded Web Server to manage printing functions from a computer instead of the printer control
panel.
● View printer status information
● Determine the remaining life for all supplies and order new ones
● View and change tray congurations
● View and change the printer control-panel menu conguration
● View and print internal pages
● Receive notication of printer and supplies events
● View and change network conguration
The HP Embedded Web Server works when the printer is connected to an IP-based network. The HP Embedded
Web Server does not support IPX-based printer connections. Internet access is not needed to open and use the
HP Embedded Web Server.
When the printer is connected to the network, the HP Embedded Web Server is automatically available.
NOTE: The HP Embedded Web Server is not accessible beyond the network rewall.
To use the HP Embedded Web Server, the browser must meet the following requirements:
Table
8-1 Browser requirements
Operating system Browser
Windows® 7 Internet Explorer (version 8.x or greater)
Google Chrome (version 34.x or greater)
Firefox (version 20.x or greater)
Windows® 8 or greater Internet Explorer (version 9.x or greater)
Google Chrome (version 34.x or greater)
Firefox (version 20.x or greater)
macOS Safari (version 5.x or greater)
Google Chrome (version 34.x or greater)
Linux Google Chrome (version 34.x or greater)
Firefox (version 20.x or greater)
134 Chapter 8 Manage the printer ENWW
How to access the HP Embedded Web Server (EWS)
1. Find the printer IP address: From the Home screen on the printer control panel, select the Information
icon, and then select 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 exactly as it displays on the
printer control panel. Press the Enter key on the computer keyboard. The EWS opens.
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.
HP Embedded Web Server features
●
Information tab
●
General tab
●
Copy/Print tab
●
Scan/Digital Send tab
●
Fax tab
●
Supplies tab
●
Troubleshooting tab
●
Security tab
●
HP Web Services tab
●
Networking tab
●
Other Links list
Information tab
Table
8-2 HP Embedded Web Server Information tab
Menu Description
Device Status Shows the printer status and shows the estimated life remaining of HP supplies. The page
also shows the type and size of paper set for each tray. To change the default settings, click
the Change Settings link.
Conguration Page Shows the information found on the conguration page.
Supplies Status Page Shows the status of the supplies for the printer.
Event Log Page Shows a list of all printer events and errors. Use the HP Instant Support link (in the Other
Links area on all HP Embedded Web Server pages) to connect to a set of dynamic web
pages that help solve problems. These pages also show additional services available for
the printer.
Usage Page Shows a summary of the number of pages the printer has printed, grouped by size, type,
and paper print path.
Device Information Shows the printer network name, address, and model information. To customize these
entries, click the Device Information menu on the General tab.
ENWW Advanced conguration with the HP Embedded Web Server (EWS) 135
Table 8-2 HP Embedded Web Server Information tab (continued)
Menu Description
Control Panel Snapshot Shows an image of the current screen on the control panel display.
Printable Reports and Pages Lists the internal reports and pages for the printer. Select one or more items to print or
view.
Open Source Licenses Shows a summary of the licenses for open source software programs that can be used
with the printer.
General tab
Table 8-3 HP Embedded Web Server General tab
Menu Description
Control Panel Customization Reorder, show, or hide features on the control-panel display.
Change the default display language and keyboard layouts.
Quick Sets Congure jobs that are available in the Quick Sets area of the Home screen on the printer
control panel.
Alerts Setup email alerts for various printer and supplies events.
Control Panel Settings App Shows the Settings app options that are available on the printer control panel.
General Settings Congure how the printer recovers from jams and other general printer settings.
AutoSend Congure the printer to send automated emails regarding printer conguration and
supplies to specic email addresses.
Edit Other Links Add or customize a link to another website. This link displays in the footer area on all
HP Embedded Web Server pages.
Ordering Information Enter information about ordering replacement cartridges. This information displays on the
supplies status page.
Device Information Name the printer and assign an asset number to it. Enter the name of the primary contact
who will receive information about the printer.
Language Set the language in which to display the HP Embedded Web Server information.
Firmware Upgrade Download and install printer rmware upgrade les.
Date/Time Settings Set the date and time or synchronize with a network time server.
Energy Settings Set or edit a wake time, sleep time, and sleep delay for the printer. Set a dierent schedule
for each day of the week and for holidays.
Set which interactions with the printer cause it to wake from sleep mode.
Backup and Restore Create a backup le that contains printer and user data. If necessary, use this le to restore
data to the printer.
Reset Factory Settings Restore printer settings to the factory defaults.
Solution Installer Install third-party software packages that extend or modify the functionality of the printer.
Job Statistics Settings Provides connection information about third-party job-statistics services.
Quota Settings Provides connection information about third-party job-quota services.
136 Chapter 8 Manage the printer ENWW
Copy/Print tab
Table 8-4 HP Embedded Web Server Copy/Print tab
Menu Description
Print from USB Drive Settings Enable or disable the Print from USB Drive menu on the control panel.
Manage Stored Jobs Enable or disable the ability to store jobs in the printer memory.
Congure job-storage options.
Default Print Options Congure the default options for print jobs.
Restrict Color
(Color printers only)
Permit or restrict color printing and copying.
Specify permissions for individual users or for jobs that are sent from specic software
programs.
PCL and PostScript Settings Adjust the PCL and PostScript settings for all print jobs, including copy jobs and received
faxes.
Print Quality Congure the print quality settings, including color adjustment, image registration, and
allowed paper types.
Copy Settings Congure the default options and Quick Sets for copy jobs.
NOTE: If job-specic copy setting options are not set from the control panel at the start of
a job, the default settings will be used for the job.
Manage Trays Congure settings for paper trays.
Scan/Digital Send tab
Table
8-5 HP Embedded Web Server Scan/Digital Send tab
Menu Description
Scan to Email Settings Congure the default email settings for digital sending, including the following:
● Settings for the outgoing mail (SMTP) server
● Settings for Email Quick Sets jobs
● Default message settings, such as the "From" address and the subject line
● Settings for digital signatures and encryption
● Settings for email notications
● Default scan settings for email jobs
● Default le settings for email jobs
Scan to Network Folder Settings Congure the network folder settings for digital sending, including the following:
● Settings for Quick Sets jobs saved in a network folder
● Settings for notications
● Default scan settings for jobs saved in a network folder
● Default le settings for jobs saved in a network folder
ENWW Advanced conguration with the HP Embedded Web Server (EWS) 137
Table 8-5 HP Embedded Web Server Scan/Digital Send tab (continued)
Menu Description
Scan to SharePoint® Settings
(Flow models only)
Congure the Microsoft SharePoint® settings for digital sending, including the following:
● Settings for Quick Sets jobs saved in a document library on the SharePoint® site
● Default settings for jobs saved in a document library on the SharePoint® site
Scan to USB Drive Settings Congure the USB settings for digital sending, including the following:
● Settings for Quick Sets jobs saved on a USB ash drive
● Settings for notications
● Default scan settings for jobs saved on a USB ash drive
● Default le settings for jobs saved on a USB ash drive
Contacts Manage contacts, including the following:
● Add email addresses into the printer one at a time.
● Import a large list of frequently-used email addresses on to the printer all at once,
rather than adding them one at a time.
● Export contacts from the printer into a .CSV le on the computer to use as a data
backup, or import the records onto another HP printer.
● Edit email addresses that have already been saved in the printer.
Email and Scan to Network Folder Quick
Setup Wizards
Congure the printer to send scanned images as email attachments.
Congure the printer to save scanned images to network-folder Quick Sets. Quicks Sets
provide easy access to les saved on the network.
Digital Sending Software Setup Congure settings related to using optional Digital Sending software.
Fax tab
Table
8-6 HP Embedded Web Server Fax tab
Menu Description
Fax Send Setup Congure settings for sending faxes, including the following:
● Default settings for outgoing faxes
● Settings for fax Quick Sets jobs
● Settings for notications
● Default setting for sending faxes using the internal fax modem
● Settings for using a LAN fax service
● Settings for using an Internet fax service
Fax Speed Dials Manage speed dials, including the following:
● Import .CSV les containing email addresses, fax numbers, or user records, so that
they can be accessed on this printer.
● Export email, fax, or user records from the printer into a le on the computer to use
as a data backup, or import the records onto another HP printer.
138 Chapter 8 Manage the printer ENWW
Table 8-6 HP Embedded Web Server Fax tab (continued)
Menu Description
Fax Receive Setup Congure default print options for incoming faxes, and set up a fax printing schedule.
Fax Archive and Forwarding Enable or disable fax archiving and fax forwarding, and congure basic settings for each:
● Fax archiving is a method to send a copy of all incoming and outgoing faxes to an
email address, a network folder, or an FTP server.
● Fax forwarding is a method to forward incoming faxes to a dierent fax device.
Fax Activity Log Contains a list of the faxes that have been sent from or received by this printer.
Supplies tab
Table 8-7 HP Embedded Web Server Supplies tab
Menu Description
Manage Supplies Congure how the printer reacts when supplies reach a Very Low state.
Troubleshooting tab
Table
8-8 HP Embedded Web Server Troubleshooting tab
Menu Description
General Troubleshooting Select from a variety of reports and tests to help solve problems with the printer.
Online Help Link to HP cloud-based online help to assist in troubleshooting printing issues.
Diagnostic Data
NOTE: This item is available only if an
administrator password is set from the
Security tab.
Export printer information to a le that can be useful for detailed problem analysis.
Calibration/Cleaning
(Color printers only)
Enable the automatic cleaning feature, create and print the cleaning page, and select an
option to calibrate the printer immediately.
Reset Factory Settings Reset printer settings to factory defaults.
Firmware Upgrade Download and install printer rmware upgrade les.
ENWW Advanced conguration with the HP Embedded Web Server (EWS) 139
Security tab
Table 8-9 HP Embedded Web Server Security tab
Menu Description
General Security Settings for general security, including the following:
● Congure an administrator password to restrict access to certain features on the
printer.
● Set PJL password for processing PJL commands.
● Set le system access and rmware upgrade security.
● Enable or disable the Host USB port on the control panel or the USB connectivity port
on the formatter for printing directly from a computer.
● View the status of all security settings.
Account Policy Enable administrator account settings.
Access Control Congure access to printer functions for specic individuals or groups, and select the
method individuals use to sign in to the printer.
Protect Stored Data Congure and manage the internal hard drive for the printer. This printer includes an
encrypted hard drive for maximum security.
Congure settings for jobs that are stored on the printer hard drive.
Manage Remote Apps Manage or whitelist remote apps by importing or deleting certicates that allow devices to
use this product.
Certicate Management Install and manage security certicates for access to the printer and the network.
Web Service Security Allow resources on this printer to be accessed by web pages from dierent domains. If no
sites are added to the list, then all sites are trusted.
Self Test Verify that the security functions are running according to expected system parameters.
HP Web Services tab
Use the HP Web Services tab to congure and enable HP Web Services for this printer. It is necessary to enable
HP Web Services to use the HP ePrint feature.
Table
8-10 HP Embedded Web Server HP Web Services tab
Menu Description
Web Services Setup Connect this printer to HP's ePrintCenter on the web by enabling HP Web Services.
Web Proxy Congure a proxy server if there are issues enabling HP Web Services or connecting the
printer to the Internet.
HP JetAdvantage Access solutions that extend the capabilities of the printer.
Smart Cloud Print Enable Smart Cloud Print, which allows access to web-based apps that extend the
capabilities of the printer.
Networking tab
Use the Networking tab to congure and secure network settings for the printer when it is connected to an IP-
based network. This tab does not display if the printer is connected to other types of networks.
140 Chapter 8 Manage the printer ENWW
Table 8-11 HP Embedded Web Server Networking tab
Menu Description
Conguration
Wi-Fi Direct Congure Wi-Fi Direct settings for printers that include embedded Wi-Fi Direct Print and
NFC printing or that have a wireless accessory installed.
NOTE: The conguration options available depend on the print server model.
TCP/IP Setting Congure TCP/IP settings for IPv4 and IPv6 networks.
NOTE: The conguration options available depend on the print server model.
Network Settings Congure IPX/SPX, AppleTalk, DLC/LLC, and SNMP settings, depending on the print server
model.
Other Settings Congure general printing protocols and services supported by the print server. The
available options depend on the print server model, but can include rmware update, LPD
queues, USB settings, support information, and refresh rate.
AirPrint Enable, set up, or disable network printing from Apple supported printers.
Select Language Change the language displayed by the HP Embedded Web Server. This page displays if the
web pages support multiple languages. Optionally, select supported languages through
language-preference settings in the browser.
Select Location Select a country/region for the printer
Google Cloud Print
Setup Set up Google Cloud Print options.
Web Proxy Congure proxy settings.
Security
Settings View and restore current security settings to factory-default values.
Congure security settings using the Security Conguration Wizard.
NOTE: Do not use the Security Conguration Wizard to congure security settings using
network-management applications, such as HP Web Jetadmin.
Authorization Control conguration management and use of this printer, including the following:
● Set or change the administrator password to control access to conguration
parameters.
● Request, install, and manage digital certicates on the HP Jetdirect print server.
● Limit host access to this printer through an Access Control List (ACL) (for selected
print servers on IPv4 networks only).
Secure Communication Congure security settings.
ENWW Advanced conguration with the HP Embedded Web Server (EWS) 141
Mgmt. Protocols Congure and manage security protocols for this printer, including the following:
● Set the security management level for the HP Embedded Web Server, and control
trac over HTTP and HTTPS.
● Congure the SNMP (Simple Network Management Protocol) operation. Enable or
disable the SNMP v1/v2c or SNMP v3 agents on the print server.
● Control access through protocols that may not be secure, such as printing protocols,
print services, discovery protocols, name resolution services, and conguration-
management protocols.
802.1X Authentication Congure 802.1X authentication settings on the Jetdirect print server as required for client
authentication on the network, and reset the 802.1X authentication settings to factory-
default values.
CAUTION: When changing the 802.1X authentication settings; the printer might lose its
connection. To reconnect, it might be necessary to reset the print server to a factory-
default state and reinstall the printer.
IPsec/Firewall View or congure a Firewall policy or an IPsec/Firewall policy (for selected HP Jetdirect
models only).
Announcement Agent Enable or disable the HP Device Announcement Agent, set the conguration server, and
congure mutual authentication using certicates.
Diagnostics
Network Statistics Display network statistics that are collected and stored on the HP Jetdirect print server.
Protocol Info View a list of network-conguration settings on the HP Jetdirect print server for each
protocol.
Conguration Page View the HP Jetdirect conguration page, which contains status and conguration
information.
Other Links list
NOTE: Congure which links display in the footer of the HP Embedded Web Server by using the Edit Other Links
menu on the General tab. The following are the default links.
Table 8-12 HP Embedded Web Server Other Links list
Menu Description
HP Instant Support Connect to the HP website to nd solutions to printer problems.
Shop for Supplies Connect to the HP SureSupply website for information on purchasing original HP supplies,
such as cartridges and paper.
Product Support Connect to the support site for the printer to search for help on various topics.
142 Chapter 8 Manage the printer ENWW
Congure IP network settings
●
Printer sharing disclaimer
●
View or change network settings
●
Rename the printer on a network
●
Manually congure IPv4 TCP/IP parameters from the control panel
●
Manually congure IPv6 TCP/IP parameters from the control panel
●
Link speed and duplex settings
Printer sharing disclaimer
HP does not support peer-to-peer networking, as the feature is a function of Microsoft operating systems and
not of the HP printer drivers. Go to Microsoft at www.microsoft.com.
View or change network settings
Use the HP Embedded Web Server to view or change IP conguration settings.
1. Find the printer IP address: From the Home screen on the printer control panel, select the Information
icon, and then select 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 exactly as it displays on the
printer control panel. Press the Enter key on the computer keyboard. The EWS opens.
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.
3. Click the Networking tab to obtain network information. Change settings as needed.
Rename the printer on a network
To rename the printer on a network so that it can be uniquely identied, use the HP Embedded Web Server.
1. Find the printer IP address: From the Home screen on the printer control panel, select the Information
icon, and then select 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 exactly as it displays on the
printer control panel. Press the Enter key on the computer keyboard. The EWS opens.
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.
3. Open the General tab.
4. On the Device Information page, the default printer name is in the Device Name eld. You can change this
name to uniquely identify this printer.
ENWW Congure IP network settings 143
NOTE: Completing the other elds on this page is optional.
5. Click the Apply button to save the changes.
Manually congure IPv4 TCP/IP parameters from the control panel
Use the control-panel Settings menus to manually set an IPv4 address, subnet mask, and default gateway.
1. From the Home screen on the printer control panel, navigate to the Settings application, and then select
the Settings icon.
2. Open the following menus:
a. Networking
b. Ethernet
c. TCP/IP
d. IPV 4 Settings
e. Cong Method
3. Select the Manual option, and then select OK.
4. Open the Manual Settings menu.
5. Select the IP Address, Subnet Mask, or Default Gateway option.
6. Use the numeric keypad to enter the correct digits for the eld, and then select OK.
Repeat the process for each eld to be congured.
Manually congure IPv6 TCP/IP parameters from the control panel
Use the control-panel Settings menus to manually set an IPv6 address.
1. From the Home screen on the printer control panel, navigate to the Settings application, and then select
the Settings icon.
2. To enable manual conguration, open the following menus:
a. Networking
b. Ethernet
c. TCP/IP
d. IPV6 Settings
3. Select Enable, select On, and then select OK.
4. Open the Address menu.
5. Open the Manual Settings menu, and then select Address. Use the keypad to enter the address, and then
select OK.
144 Chapter 8 Manage the printer ENWW
Link speed and duplex settings
NOTE: This information applies only to Ethernet networks. It does not apply to wireless networks.
The link speed and communication mode of the print server must match the network hub. For most situations,
leave the printer in automatic mode. Incorrect changes to the link speed and duplex settings might prevent the
printer from communicating with other network devices. To make changes, use the printer control panel.
NOTE: The printer setting must match the setting for the network device (a network hub, switch, gateway,
router, or computer).
NOTE: Making changes to these settings causes the printer to turn o and then on. Make changes only when
the printer is idle.
1. From the Home screen on the printer control panel, navigate to the Settings application, and then select
the Settings icon.
2. Open the following menus:
a. Networking
b. Ethernet
c. Link Speed
3. Select one of the following options:
● Auto: The print server automatically congures itself for the highest link speed and communication
mode allowed on the network.
● 10T Half: 10 megabytes per second (Mbps), half-duplex operation
● 10T Full: 10 Mbps, full-duplex operation
● 10T Auto: 10 Mbps, automatic-duplex operation
● 100TX Half: 100 Mbps, half-duplex operation
● 100TX Full: 100 Mbps, full-duplex operation
● 100TX Auto: 100 Mbps, automatic-duplex operation
● 1000T Full: 1000 Mbps, full-duplex operation
4. Select OK. The printer turns o and then on.
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Printer security features
Introduction
The printer includes several security features to restrict who has access to conguration settings, to secure data,
and to prevent access to valuable hardware components.
●
Security statements
●
Assign or change the system password using the HP Embedded Web Server
●
IP Security
●
Lock the formatter
●
Encryption support: HP High Performance Secure Hard Disks
Security statements
The printer supports security standards and recommended protocols that help you keep the printer secure,
protect critical information on your network, and simplify the way you monitor and maintain the printer.
Assign or change the system password using the HP Embedded Web Server
Assign an administrator password for access to the printer and the HP Embedded Web Server so that
unauthorized users cannot change the printer settings.
1. Open the HP Embedded Web Server (EWS):
a. 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.
b. Open a web browser, and in the address line, type the IP address or host name exactly as it displays
on the printer control panel. Press the Enter key on the computer keyboard. The EWS opens.
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.
2. Click the Security tab.
3. Open the General Security menu.
4. In the area labeled Set the Local Administrator Password, enter the name to associate with the password in
the
Username eld.
5. Enter the password in the New Password eld, and then enter it again in the Verify Password eld.
NOTE: To change an existing password, rst enter the existing password in the Old Password eld.
6. Click the Apply button.
NOTE: Make note of the password and store it in a safe place. The administrator password cannot be
recovered. If the administrator password is lost or forgotten, contact HP Support at support.hp.com for the
assistance required to completely reset the printer.
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Some features on the printer control panel can be secured so that unauthorized people cannot use them. When
a feature is secured, the printer prompts you to sign in before you can use it. You can also sign in without waiting
for a prompt by selecting Sign In from the printer control panel.
Typically, the credentials for signing in to the printer are the same as for signing in to the network. Consult the
network administrator for this printer if you have questions about which credentials to use.
1. From the Home screen on the printer control panel, select Sign In.
2. Follow the prompts to enter the credentials.
NOTE: To maintain security for the printer, select Sign Out when you have nished using the printer.
IP Security
IP Security (IPsec) is a set of protocols that control IP-based network trac to and from the printer. IPsec
provides host-to-host authentication, data integrity, and encryption of network communications.
For printers that are connected to the network and have an HP Jetdirect print server, you can congure IPsec by
using the Networking tab in the HP Embedded Web Server.
Lock the formatter
The formatter has a slot that you can use to attach a security cable. Locking the formatter prevents someone
from removing valuable components from it.
Encryption support: HP High Performance Secure Hard Disks
The hard disk provides hardware-based encryption so you can securely store sensitive data without impacting
printer performance. This hard disk uses the latest Advanced Encryption Standard (AES) and has versatile time-
saving features and robust functionality.
Use the Security menu in the HP Embedded Web Server to congure the disk.
ENWW Printer security features 147
Energy-conservation settings
Introduction
●
Set the sleep timer and congure the printer to use 1 watt or less of power
●
Set the sleep schedule
Congure sleep settings to reduce power usage when the printer is idle.
Set the sleep timer and congure the printer to use 1 watt or less of power
The sleep settings aect how much power the printer uses, the wake/sleep time, how quickly the printer enters
sleep mode, and how quickly the printer wakes up from sleep mode.
To congure the printer to use 1 watt or less of power while in sleep mode, enter times for both the Sleep after
Inactivity and Auto O after sleep settings.
1. From the Home screen on the printer control panel, navigate to the Settings application, and then select
the Settings icon.
2. Open the following menus:
a. General
b. Energy Settings
c. Sleep Settings
3. Select Sleep after Inactivity to specify the number of minutes the printer is inactive before it enters sleep
mode. Enter the appropriate time period.
NOTE: The sleep-mode default time is 0 minutes. Zero (0) indicates that the printer will go to sleep in less
than 1 minute.
4. Select Auto O after sleep to put the printer into a deeper power save mode after a period of sleep. Enter
the appropriate time period.
NOTE: By default, the printer will wake from Auto O in response to any activity other than USB or Wi-Fi.
For greater energy settings, you can set it to wake only to the power button by selecting Shut down (wake
on power button only).
5. Select Done to save the settings.
Set the sleep schedule
Use the Sleep Schedule feature to congure the printer to automatically wake or go into Sleep mode at specic
times on specic days of the week.
1. From the Home screen on the printer control panel, navigate to the Settings application, and then select
the Settings icon.
2. Open the following menus:
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a. General
b. Energy Settings
c. Sleep Schedule
3. Select the New Event button, and then select the type of event to schedule: Wake Event or Sleep Event.
4. For a wake or sleep event, congure the time and the days of the week for the event. Select Save to save
the setting.
ENWW Energy-conservation settings 149
HP Web Jetadmin
HP Web Jetadmin is an award-winning, industry-leading tool for eciently managing a wide variety of
networked HP products, including printers, multifunction printers, and digital senders. This single solution allows
you to remotely install, monitor, maintain, troubleshoot, and secure your printing and imaging environment —
ultimately increasing business productivity by helping you save time, control costs, and protect your investment.
HP Web Jetadmin upgrades are periodically made available to provide support for specic product features. Go
to www.hp.com/go/webjetadmin for more information.
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Software and rmware updates
HP regularly updates software and rmware to x any issues and to add features. To take advantage of the most
current updates, download the most recent driver le, rmware le, or both from the Web.
Go to www.hp.com/support/colorljM578MFP. Click Software and Drivers.
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152 Chapter 8 Manage the printer ENWW
9 Solve problems
●
Customer support
●
Control panel help system
●
Reset factory settings
●
A “Cartridge is low” or “Cartridge is very low” message displays on the printer control panel
●
Printer does not pick up paper or misfeeds
●
Clear paper jams
●
Resolve print-quality problems
●
Improve copy image quality
●
Improve scan image quality
●
Improve fax image quality
●
Solve wired network problems
●
Solve wireless network problems
●
Solve fax problems
For more information
The following information is correct at the time of publication.
For video assistance, see www.hp.com/videos/LaserJet.
For current information, see www.hp.com/support/colorljM578MFP.
HP's all-inclusive help for the printer includes the following information:
● Install and congure
● Learn and use
● Solve problems
● Download software and rmware updates
● Join support forums
● Find warranty and regulatory information
ENWW 153
Customer support
Table 9-1 Customer support options
Support type Contact information
Get telephone support for your country/region
Have the printer name, serial number, date of purchase, and
problem description ready
Country/region phone numbers are on the yer that was in the box
with the printer or at support.hp.com.
Get 24-hour Internet support, and download software utilities and
drivers
www.hp.com/support/colorljM578MFP
Order additional HP service or maintenance agreements www.hp.com/go/carepack
Register the printer www.register.hp.com
154 Chapter 9 Solve problems ENWW
Control panel help system
The printer has a built-in Help system that explains how to use each screen. To open the Help system, select the
Help button in the upper-right corner of the screen.
For some screens, the Help opens to a global menu where you can search for specic topics. You can browse
through the menu structure by touching the buttons in the menu.
Some Help screens include animations that show specic procedures, such as clearing paper jams.
If the printer alerts of an error or warning, touch the Help button to open a message that describes the
problem. The message also contains instructions to help solve the problem.
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Reset factory settings
Introduction
Use one of the following methods to restore the printer to the original settings from the factory.
NOTE: Restoring factory settings sets most of the printer settings to their factory defaults. However, some
settings are not changed, such as language, date, time, and some network conguration settings.
Method one: Reset factory settings from the printer control panel
1. From the Home screen on the printer control panel, navigate to the Settings application, and then select
the Settings icon.
2. Open the following menus:
a. General
b. Reset Factory Settings
3. Select Reset.
A verication message advises that completing the reset function might result in loss of data.
4. Select Reset to complete the process.
NOTE: The printer restarts automatically after the reset operation completes.
Method two: Reset factory settings from the HP Embedded Web Server (network-
connected printers only)
1. Find the printer IP address: From the Home screen on the printer control panel, select the Information
icon, and then select 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 exactly as it displays on the
printer control panel. Press the Enter key on the computer keyboard. The EWS opens.
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.
3. Open the General tab.
4. On the left side of the screen, click Reset Factory Settings.
5. Click the Reset button.
NOTE: The printer restarts automatically after the reset operation completes.
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A “Cartridge is low” or “Cartridge is very low” message displays on
the printer control panel
Cartridge is low: The printer indicates when a toner cartridge level is low. Actual toner cartridge life remaining
may vary. Consider having a replacement available to install when print quality is no longer acceptable. The toner
cartridge does not need to be replaced now.
Continue printing with the current cartridge until redistributing the toner no longer yields acceptable print
quality. To redistribute the toner, remove the toner cartridge from the printer and gently rock the cartridge back
and forth end to end. Reinsert the toner cartridge into the printer and close the cover.
Cartridge is very low: The printer indicates when the cartridge level is very low. Actual cartridge life remaining
may vary. To extend the life of the toner, gently rock the cartridges back and forth end to end. Consider having a
replacement available to install when print quality is no longer acceptable. The cartridge does not need to be
replaced now unless the print quality is no longer acceptable.
Once an HP toner cartridge has reached Very Low, HP’s Premium Protection Warranty on that toner cartridge has
ended.
Change the “Very Low” settings
You can change the way the printer reacts when supplies reach the Very Low state. You do not have to re-
establish these settings when you install a new toner cartridge.
1. From the Home screen on the printer control panel, scroll to and select Settings.
2. Open the following menus:
●
Manage Supplies
● Very Low Behavior
● Black Cartridge or Color Cartridges
3. Select one of the following options:
ENWW A “Cartridge is low” or “Cartridge is very low” message displays on the printer control panel 157
● Select the Stop option to set the printer to stop printing when the cartridge reaches the Very Low
threshold.
● Select the Prompt to continue option to set the printer to stop printing when the cartridge reaches the
Very Low threshold. You can acknowledge the prompt or replace the cartridge to resume printing.
● Select the Continue option to set the printer to alert you that the cartridge is very low, and to continue
printing beyond the Very Low setting without interaction. This can result in unsatisfactory print
quality.
For printers with fax capability
When the printer is set to the Stop or Prompt to continue option, there is some risk that faxes will not print when
the printer resumes printing. This can occur if the printer has received more faxes than the memory can hold
while the printer is waiting.
The printer can print faxes without interruption when it passes the Very Low threshold if you select the Continue
option for the toner cartridge, but print quality might degrade.
Order supplies
Order supplies and paper www.hp.com
Order through service or support providers Contact an HP-authorized service or support provider.
Order using the HP Embedded Web Server (EWS) To access, in a supported web browser on your computer, enter the
printer IP address or host name in the address/URL eld. The EWS
contains a link to the HP website, which provides options for
purchasing Original HP supplies.
158 Chapter 9 Solve problems ENWW
Printer does not pick up paper or misfeeds
Introduction
The following solutions can help solve problems if the printer is not picking up paper from the tray or is picking
up multiple sheets of paper at one time. Either of these situations can result in paper jams.
●
The printer does not pick up paper
●
The printer picks up multiple sheets of paper
●
The document feeder jams, skews, or picks up multiple sheets of paper
The printer does not pick up paper
If the printer does not pick up paper from the tray, try these solutions.
1. Open the printer and remove any jammed sheets of paper. Verify that no torn remnants of paper remain
inside the printer.
2. Load the tray with the correct size of paper for the job.
3. Make sure the paper size and type are set correctly on the printer control panel.
ENWW Printer does not pick up paper or misfeeds 159
4. Make sure the paper guides in the tray are adjusted correctly for the size of paper. Adjust the guides to the
appropriate indentation in the tray. The arrow on the tray guide should line up exactly with the marking on
the tray.
NOTE: Do not adjust the paper guides tightly against the paper stack. Adjust them to the indentations or
markings in the tray.
The following images show examples of the paper-size indentations in the trays for various printers. Most
HP printers have markings similar to these.
Figure 9-1 Size markings for Tray 1 or the multipurpose tray
Figure 9-2 Size markings for cassette trays
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5. Verify that the humidity in the room is within specications for this printer and that paper is being stored in
unopened packages. Most reams of paper are sold in moisture-proof wrapping to keep paper dry.
In high-humidity environments, paper at the top of the stack in the tray can absorb moisture, and it might
have a wavy or uneven appearance. If this happens, remove the top 5 to 10 sheets of paper from the stack.
In low-humidity environments, excess static electricity can cause sheets of paper to stick together. If this
happens, remove the paper from the tray, and ex the stack by holding it at each end and bringing the
ends up to form a U shape. Then, rotate the ends down to reverse the U shape. Next, hold each side of the
stack of paper, and repeat this process. This process releases individual sheets without introducing static
electricity. Straighten the paper stack against a table before returning it to the tray.
Figure 9-3 Technique for exing the paper stack
1
2
6. Check the printer control panel to see if it is displaying a prompt to feed the paper manually. Load paper,
and continue.
7. The rollers above the tray might be contaminated. Clean the rollers with a lint-free cloth dampened with
warm water. Use distilled water, if it is available.
CAUTION: Do not spray water directly on to the printer. Instead, spray water on the cloth or dab the cloth
in water and wring it out before cleaning the rollers.
The following image shows examples of the roller location for various printers.
Figure 9-4 Roller locations for Tray 1 or the multipurpose tray
The printer picks up multiple sheets of paper
If the printer picks up multiple sheets of paper from the tray, try these solutions.
1. Remove the stack of paper from the tray and ex it, rotate it 180 degrees, and ip it over. Do not fan the
paper. Return the stack of paper to the tray.
ENWW Printer does not pick up paper or misfeeds 161
NOTE: Fanning the paper introduces static electricity. Instead of fanning the paper, ex the stack by
holding it at each end and bringing the ends up to form a U shape. Then, rotate the ends down to reverse
the U shape. Next, hold each side of the stack of paper, and repeat this process. This process releases
individual sheets without introducing static electricity. Straighten the paper stack against a table before
returning it to the tray.
Figure 9-5 Technique for exing the paper stack
1
2
2. Use only paper that meets HP specications for this printer.
3. Verify that the humidity in the room is within specications for this printer, and that paper is being stored in
unopened packages. Most reams of paper are sold in moisture-proof wrapping to keep paper dry.
In high-humidity environments, paper at the top of the stack in the tray can absorb moisture, and it might
have a wavy or uneven appearance. If this happens, remove the top 5 to 10 sheets of paper from the stack.
In low-humidity environments, excess static electricity can cause sheets of paper to stick together. If this
happens, remove the paper from the tray, and ex the stack as described above.
4. Use paper that is not wrinkled, folded, or damaged. If necessary, use paper from a dierent package.
162 Chapter 9 Solve problems ENWW
5. Make sure the tray is not overlled by checking the stack-height markings inside the tray. If it is overlled,
remove the entire stack of paper from the tray, straighten the stack, and then return some of the paper to
the tray.
The following images show examples of the stack-height markings in the trays for various printers. Most
HP printers have markings similar to these. Also make sure that all sheets of paper are below the tabs near
the stack-height marks. These tabs help hold the paper in the correct position as it enters the printer.
Figure 9-6 Stack-height markings
Figure 9-7 Tab for the paper stack
ENWW Printer does not pick up paper or misfeeds 163
6. Make sure the paper guides in the tray are adjusted correctly for the size of paper. Adjust the guides to the
appropriate indentation in the tray. The arrow on the tray guide should line up exactly with the marking on
the tray.
NOTE: Do not adjust the paper guides tightly against the paper stack. Adjust them to the indentations or
markings in the tray.
The following images show examples of the paper-size indentations in the trays for various printers. Most
HP printers have markings similar to these.
Figure 9-8 Size markings for Tray 1 or the multipurpose tray
Figure 9-9 Size markings for cassette trays
7. Make sure the printing environment is within recommended specications.
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The document feeder jams, skews, or picks up multiple sheets of paper
NOTE: This information applies to MFP printers only.
● The original might have something on it, such as staples or self-adhesive notes, that must be removed.
● Check that all rollers are in place and that the roller-access cover inside the document feeder is closed.
● Make sure that the top document-feeder cover is closed.
● The pages might not be placed correctly. Straighten the pages and adjust the paper guides to center the
stack.
● The paper guides must be touching the sides of the paper stack to work correctly. Make sure that the paper
stack is straight and the guides are against the paper stack.
● The document feeder input tray or output bin might contain more than the maximum number of pages.
Make sure the paper stack ts below the guides in the input tray, and remove pages from the output bin.
● Verify that there are no pieces of paper, staples, paper clips, or other debris in the paper path.
● Clean the document-feeder rollers and the separation pad. Use compressed air or a clean, lint-free cloth
moistened with warm water. If misfeeds still occur, replace the rollers.
● From the Home screen on the printer control panel, scroll to and touch the Supplies button. Check the
status of the document-feeder kit, and replace it if necessary.
ENWW Printer does not pick up paper or misfeeds 165
Clear paper jams
Introduction
The following information includes instructions for clearing paper jams from the printer.
●
Jam locations
●
Auto-navigation for clearing paper jams
●
Experiencing frequent or recurring paper jams?
●
Clear paper jams in the document feeder
●
13.B2.D1 tray 1 paper jam
●
13.B2.D2 tray 2 paper jam
●
13.A3, 13.A4, 13.A5 tray 3, tray 4, tray 5 paper jam
●
13.B right door and fuser area paper jam
●
13.E1 output bin paper jam
●
13.8 staple jams
Jam locations
1
2
3
4
5
6
7
1 Document feeder
2 Right door and fuser area
3 Tray 1
4 Lower-right door
5 Optional 550-sheet trays
166 Chapter 9 Solve problems ENWW
6 Tray 2
7 Output bin
ENWW Clear paper jams 167
Auto-navigation for clearing paper jams
The auto-navigation feature assists in clearing jams by providing step-by-step instructions on the control panel.
When you complete a step, the printer displays instructions for the next step until you have completed all steps
in the procedure.
Experiencing frequent or recurring paper jams?
To reduce the number of paper jams, try these solutions.
NOTE: To see a video that demonstrates how to load paper in a way that reduces the number of paper jams,
click here.
1. Use only paper that meets HP specications for this printer.
2. Use paper that is not wrinkled, folded, or damaged. If necessary, use paper from a dierent package.
3. Use paper that has not previously been printed or copied on.
4. Make sure the tray is not overlled. If it is, remove the entire stack of paper from the tray, straighten the
stack, and then return some of the paper to the tray.
5. Make sure the paper guides in the tray are adjusted correctly for the size of paper. Adjust the guides so they
are touching the paper stack without bending it.
6. Make sure that the tray is fully inserted in the printer.
7. If you are printing on heavy, embossed, or perforated paper, use the manual feed feature and feed sheets
one at a time.
8. Open the Trays menu on the printer control panel. Verify that the tray is congured correctly for the paper
type and size.
9. Make sure the printing environment is within recommended specications.
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Clear paper jams in the document feeder
The following information describes how to clear paper jams in the document feeder. When a jam occurs, the
control panel displays an animation that assists in clearing the jam.
1. Lift the latch to release the document-feeder
cover.
2. Open the document-feeder cover.
3. Remove any jammed paper.
ENWW Clear paper jams 169
4. Lift the document-feeder input tray.
5. Remove any jammed paper.
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6. Lower the document-feeder input tray.
7. Close the document-feeder cover.
NOTE: Verify that the latch on the top of the
document-feeder cover is completely closed.
NOTE: To avoid jams, make sure the guides in the document-feeder input tray are adjusted against the
document, without bending the document. To copy narrow documents, use the atbed scanner. Remove all
staples and paper clips from original documents.
NOTE: Original documents that are printed on heavy, glossy paper can jam more frequently than originals that
are printed on plain paper.
ENWW Clear paper jams 171
13.B2.D1 tray 1 paper jam
Use the following procedure to check for paper in all possible jam locations related to Tray 1. When a jam occurs,
the control panel displays an animation that assists in clearing the jam.
1. If most of the sheet of paper is visible in the tray,
slowly pull the jammed paper out of the printer.
Make sure that the entire sheet is removed. If it
tears, continue with the following steps to nd the
remnants.
If most of the sheet of paper has been pulled
inside the printer, continue with the following
steps.
2. Lift the latch on the right door to release it.
3. Open the right door.
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4. If jammed paper is present, gently pull it out.
5. Close the right door.
ENWW Clear paper jams 173
13.B2.D2 tray 2 paper jam
Use the following procedure to check for paper in all possible jam locations related to Tray 2. When a jam occurs,
the control panel displays an animation that assists in clearing the jam.
1. Lift the latch on the right door to release it.
2. Open the right door.
3. Gently pull out any jammed paper from the pick up
area.
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4. Close the transfer assembly.
5. Push down on the green levers to release the jam-
access cover.
6. Gently pull out any jammed paper. If the paper
tears, make sure to remove all remnants.
ENWW Clear paper jams 175
7. Close the jam-access cover, and then lower the
transfer assembly.
8. Pull the tray completely out of the printer by
pulling and lifting it up slightly.
9. Remove any jammed or damaged sheets of paper.
Verify that the tray is not overlled and that the
paper guides are adjusted correctly.
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10. Remove any paper from the feed rollers inside the
printer. First pull the paper to the left to release it,
and then pull it forward to remove it.
11. Reinsert and close the tray.
12. Close the right door.
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13.A3, 13.A4, 13.A5 tray 3, tray 4, tray 5 paper jam
Use the following procedure to check for paper in all possible jam locations related to the optional 550-sheet
paper feeders. When a jam occurs, the control panel displays an animation that assists in clearing the jam.
1. Open the lower-right door.
2. Gently pull out any jammed paper.
3. Pull the tray completely out of the printer by
pulling and lifting it up slightly.
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4. Remove any jammed or damaged sheets of paper.
Verify that the tray is not overlled and that the
paper guides are adjusted correctly.
5. Remove any paper from the feed rollers inside the
printer. First pull the paper to the left to release it,
and then pull it forward to remove it.
6. Close the lower-right door.
ENWW Clear paper jams 179
7. Reinsert and close the tray.
8. Open the right door.
9. Gently pull out any jammed paper from the pick up
area.
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10. Close the transfer assembly.
11. Push down on the green levers to release the jam-
access cover.
12. Gently pull out any jammed paper. If the paper
tears, make sure to remove all remnants.
ENWW Clear paper jams 181
13. Close the jam-access cover, and then lower the
transfer assembly.
14. Close the right door.
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13.B right door and fuser area paper jam
Use the following procedure to check for paper in all possible jam locations inside the right door. When a jam
occurs, the control panel displays an animation that assists in clearing the jam.
CAUTION: The fuser can be hot while the printer is in use. Wait for the fuser to cool before handling it.
1. Lift the latch on the right door to release it.
2. Open the right door.
ENWW Clear paper jams 183
3. Gently pull out any jammed paper from the pick up
area.
4. Close the transfer assembly.
5. Push down on the green levers to release the jam-
access cover.
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6. Gently pull out any jammed paper. If the paper
tears, make sure to remove all remnants.
7. Close the jam-access cover, and then lower the
transfer assembly.
8. If paper is visible entering the bottom of the fuser,
gently pull downward to remove it.
CAUTION: Do not touch the foam on the transfer
roller. Contaminants can aect print quality.
ENWW Clear paper jams 185
9. If paper is jammed as it enters the output bin,
gently pull the paper out to remove it.
10. Paper could be jammed inside the fuser where it
would not be visible. Grasp the fuser handles, lift
up slightly, and then pull straight out to remove
the fuser.
CAUTION: The fuser can be hot while the printer
is in use. Wait for the fuser to cool before handling
it.
11. Open the jam-access door. If paper is jammed
inside the fuser, gently pull it straight up to remove
it. If the paper tears, remove all paper fragments.
CAUTION: Even if the body of the fuser has
cooled, the rollers that are inside could still be hot.
Do not touch the fuser rollers until they have
cooled.
1
2
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12. Close the jam-access door, and push the fuser
completely into the printer until it clicks into place.
13. Check for jammed paper in the duplex path inside
the right door, and remove any jammed paper.
14. Close the right door.
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13.E1 output bin paper jam
Use the following procedure to clear jams in the output bin. When a jam occurs, the control panel displays an
animation that assists in clearing the jam.
1. If paper is visible in the output bin, grasp the
leading edge and remove it.
13.8 staple jams
Use the following procedure to clear jams in the stapler. When a jam occurs, the control panel displays an
animation that assists in clearing the jam.
1. Open the stapler door.
NOTE: Opening the stapler door disables the
stapler.
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2. Remove the staple cartridge from the printer.
3. Reinsert the staple cartridge into the opening
inside the stapler door.
4. Close the stapler door.
ENWW Clear paper jams 189
Resolve print-quality problems
Introduction
Use the information below to troubleshoot print-quality problems, including issues with image quality and color
quality.
The troubleshooting steps can help resolve the following defects:
● Blank pages
● Black pages
● Colors that do not align
● Curled paper
● Dark or light bands
● Dark or light streaks
● Fuzzy print
● Gray background or dark print
● Light print
● Loose toner
● Missing toner
● Scattered dots of toner
● Skewed images
● Smears
● Streaks
Troubleshoot print quality
To resolve print-quality issues, try these steps in the order presented.
To troubleshoot specic image defects, see Troubleshoot image defects.
Update the printer rmware
Try upgrading the printer rmware.
Print from a dierent software program
Try printing from a dierent software program. If the page prints correctly, the problem is with the software
program from which you were printing.
Check the paper-type setting for the print job
Check the paper type setting when printing from a software program and the printed pages have smears, fuzzy
or dark print, curled paper, scattered dots of toner, loose toner, or small areas of missing toner.
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Check the paper type setting on the printer
1. Open the tray.
2. Verify that the tray is loaded with the correct type of paper.
3. Close the tray.
4. Follow the control panel instructions to conrm or modify the paper type settings for the tray.
Check the paper type setting (Windows)
1. From the software program, select the Print option.
2. Select the printer, and then click the Properties or Preferences button.
3. Click the Paper/Quality tab.
4. From the Paper Type drop-down list, click the More... option.
5. Expand the list of Type is: options.
6. Expand the category of paper types that best describes your paper.
7. Select the option for the type of paper you are using, and click the OK button.
8. Click the OK button to close the Document Properties dialog box. In the Print dialog box, click the OK button
to print the job.
Check the paper type setting (macOS)
1. Click the File menu, and then click the Print option.
2. In the Printer menu, select the printer.
3. By default, the print driver displays the Copies & Pages menu. Open the menus drop-down list, and then
click the Finishing menu.
4. Select a type from the Media Type drop-down list.
5. Click the Print button.
Check toner-cartridge status
Follow these steps to check the estimated life remaining in the toner cartridges and if applicable, the status of
other replaceable maintenance parts.
Step one: Print the supplies status page
1. From the Home screen on the printer control panel, select the Reports menu.
2. Select the Conguration/Status Pages menu.
3. Select Supplies Status Page, and then, select Print to print the page.
ENWW Resolve print-quality problems 191
Step two: Check supplies status
1. Look at the supplies status report to check the percent of life remaining for the toner cartridges and, if
applicable, the status of other replaceable maintenance parts.
Print quality problems can occur when using a toner cartridge that is at its estimated end of life. The
supplies status page indicates when a supply level is very low. After an HP supply has reached the very low
threshold, HP’s premium protection warranty on that supply has ended.
The toner cartridge does not need to be replaced now unless the print quality is no longer acceptable.
Consider having a replacement available to install when print quality is no longer acceptable.
If you determine that you need to replace a toner cartridge or other replaceable maintenance parts, the
supplies status page lists the genuine HP part numbers.
2. Check to see if you are using a genuine HP cartridge.
A genuine HP toner cartridge has the word “HP” on it, or has the HP logo on it. For more information on
identifying HP cartridges go to www.hp.com/go/learnaboutsupplies.
Print a cleaning page
During the printing process paper, toner, and dust particles can accumulate inside the printer and can cause
print-quality issues such as toner specks or spatter, smears, streaks, lines, or repeating marks.
Follow these steps to clean the printer's paper path.
1. Load plain paper in Tray 1.
2. From the Home screen on the printer control panel, select the Support Tools menu.
3. Select the following menus:
● Maintenance
● Calibration/Cleaning
● Cleaning Page
4. Select Print to print the page.
A Cleaning... message displays on the printer control panel. The cleaning process takes a few minutes to
complete. Do not turn the printer o until the cleaning process has nished. When it is nished, discard the
printed page.
Visually inspect the toner cartridge or cartridges
Follow these steps to inspect each toner cartridge.
1. Remove the toner cartridges from the printer, and verify that the sealing tape has been removed.
2. Check the memory chip for damage.
3. Examine the surface of the green imaging drum.
CAUTION: Do not touch the imaging drum. Fingerprints on the imaging drum can cause print-quality
problems.
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4. If you see any scratches, ngerprints, or other damage on the imaging drum, replace the toner cartridge.
5. Reinstall the toner cartridge, and print a few pages to see if the problem has resolved.
Check paper and the printing environment
Step one: Use paper that meets HP specications
Some print-quality problems arise from using paper that does not meet HP specications.
● Always use a paper type and weight that this printer supports.
● Use paper that is of good quality and free of cuts, nicks, tears, spots, loose particles, dust, wrinkles, voids,
staples, and curled or bent edges.
● Use paper that has not been previously printed on.
● Use paper that does not contain metallic material, such as glitter.
● Use paper that is designed for use in laser printers. Do not use paper that is designed only for use in Inkjet
printers.
● Use paper that is not too rough. Using smoother paper generally results in better print quality.
Step two: Check the environment
The environment can directly aect print quality and is a common cause for print-quality or paper-feeding
issues. Try the following solutions:
● Move the printer away from drafty locations, such as open windows or doors, or air-conditioning vents.
● Make sure the printer is not exposed to temperatures or humidity outside of printer specications.
● Do not place the printer in a conned space, such as a cabinet.
● Place the printer on a sturdy, level surface.
● Remove anything that is blocking the vents on the printer. The printer requires good air ow on all sides,
including the top.
● Protect the printer from airborne debris, dust, steam, grease, or other elements that can leave residue
inside the printer.
Step three: Set the individual tray alignment
Follow these steps when text or images are not centered or aligned correctly on the printed page when printing
from specic trays.
1. Load plain paper in Tray 1.
2. From the Home screen on the printer control panel, select the Settings menu.
3. Select the following menus:
● Copy/Print or Print
● Print Quality
● Image Registration
ENWW Resolve print-quality problems 193
4. Select Tray, and then select the tray to adjust.
5. Select Print Test Page, and then follow the instructions on the printed pages.
6. Select Print Test Page again to verify the results, and then make further adjustments if necessary.
7. Select Done to save the new settings.
Try a dierent print driver
Try a dierent print driver when printing from a software program and the printed pages have unexpected lines
in graphics, missing text, missing graphics, incorrect formatting, or substituted fonts.
Download any of the following drivers from the HP Web site: www.hp.com/support/colorljM578MFP.
HP PCL 6 V3 driver This printer-specic print driver supports Windows 7 and newer operating systems that
support version 3 drivers. For a list of supported operating systems, go to www.hp.com/go/
support.
HP PCL-6 V4 driver This product-specic print driver supports Windows 8 and newer operating systems that
support version 4 drivers. For a list of supported operating systems, go to www.hp.com/go/
support.
HP UPD PS driver
● Recommended for printing with Adobe
®
software programs or with other highly
graphics-intensive software programs
● Provides support for printing from postscript emulation needs, or for postscript ash
font support
HP UPD PCL 6 ● Recommended for printing in all Windows environments
● Provides the overall best speed, print quality, and printer feature support for most
users
● Developed to align with Windows Graphic Device Interface (GDI) for best speed in
Windows environments
● Might not be fully compatible with third-party and custom software programs that
are based on PCL 5
Troubleshoot color quality
Calibrate the printer to align the colors
Calibration is a printer function that optimizes print quality.
Follow these steps to resolve print-quality problems such as misaligned color, colored shadows, blurry graphics,
or other print-quality issues.
1. From the Home screen on the printer control panel, select the Support Tools menu.
2. Select the following menus:
● Maintenance
● Calibration/Cleaning
● Full Calibration
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3. Select Start to start the calibration process.
A Calibrating message will display on the printer control panel. The calibration process takes a few minutes
to complete. Do not turn the printer o until the calibration process has nished.
4. Wait while the printer calibrates, and then try printing again.
Troubleshoot image defects
Table 9-2 Image defects table quick reference
Table 9-10 Light print on page 201 Table 9-8 Gray background or dark print
on page 200
Table 9-5 Blank page — No print on page 198
Table 9-4 Black page on page 197 Table 9-3 Banding defects on page 197 Table 9-12 Streak defects on page 203
ENWW Resolve print-quality problems 195
Table 9-2 Image defects table quick reference (continued)
Table 9-7 Fixing/fuser defects on page 199 Table 9-9 Image placement defects on page 200 Table 9-6 Color plane registrations defects (color
models only) on page 198
Table 9-11 Output defects on page 202
Image defects, no matter the cause, can often be resolved using the same steps. Use the following steps as a
starting point for solving image defect issues.
1. Reprint the document. Print quality defects can be intermittent in nature or can go away completely with
continued printing.
2. Check the condition of the cartridge or cartridges. If a cartridge is in a Very Low state (it has passed the
rated life), replace the cartridge.
3. Make sure that the driver and tray print mode settings match the media that is loaded in the tray. Try using
a dierent ream of media or a dierent tray. Try using a dierent print mode.
4. Make sure that the printer is within the supported operating temperature/humidity range.
5. Make sure that the paper type, size, and weight are supported by the printer. See the printer support page
at support.hp.com for a list of the supported paper sizes and types for the printer.
NOTE: The term “fusing” refers to the part of the printing process where toner is axed to paper.
The following examples depict letter-size paper that has passed through the printer short-edge rst.
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Table 9-3 Banding defects
Sample Description Possible solutions
Dark or light lines which repeat down the
length of the page, and are wide-pitch
and/or impulse bands. They might be sharp
or soft in nature. The defect displays only in
areas of ll, not in text or sections with no
printed content.
1. Reprint the document.
2. Try printing from another tray.
3. Replace the cartridge.
4. Use a dierent paper type.
5. Enterprise models only: From the
Home screen on the printer control
panel, go to the Adjust Paper Types
menu, and then choose a print mode
that is designed for a slightly heavier
media than what you are using. This
slows the print speed and might
improve the print quality.
6. If the issue persists, go to
support.hp.com.
Table 9-4 Black page
Sample Description Possible solutions
The entire printed page is black. 1. Visually inspect the cartridge to check
for damage.
2. Make sure that the cartridge is
installed correctly.
3. Replace the cartridge
4. If the issue persists, go to
support.hp.com.
ENWW Resolve print-quality problems 197
Table 9-5 Blank page — No print
Sample Description Possible solutions
The page is completely blank and contains
no printed content.
1. Make sure that the cartridges are
genuine HP cartridges.
2. Make sure that the cartridge is
installed correctly.
3. Print with a dierent cartridge.
4. Check the paper type in the paper tray
and adjust the printer settings to
match. If necessary, select a lighter
paper type.
5. If the issue persists, go to
support.hp.com.
Table 9-6 Color plane registrations defects (color models only)
Sample Description Possible solutions
One or more color plane(s) is not aligned
with the other color planes. This registration
error will typically occur with yellow.
1. Reprint the document.
2. From the printer control panel,
calibrate the printer.
3. If a cartridge has reached a Very Low
state, or the printed output is severely
faded, replace the cartridge.
4. From the printer control panel use the
Restore Calibration feature to reset
the printer's calibration settings to the
factory defaults.
5. If the issue persists, go to
support.hp.com.
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Table 9-7 Fixing/fuser defects
Sample Description Possible solutions
Slight shadows or osets of the image are
repeated down the page. The repeated
image might fade with each recurrence.
1. Reprint the document.
2. Check the paper type in the paper tray
and adjust the printer settings to
match. If necessary, select a lighter
paper type.
3. If the issue persists, go to
support.hp.com.
Toner rubs o along either edge of the
page. This defect is more common at the
edges of high-coverage jobs, and on light
media types, but can occur anywhere on the
page.
1. Reprint the document.
2. Check the paper type in the paper tray
and adjust the printer settings to
match. If necessary, select a heavier
paper type.
3. Enterprise models only: From the
printer control panel, go to the Edge-
to-Edge menu and then select
Normal. Reprint the document.
4. Enterprise models only: From the
printer control panel, select Auto
Include Margins and then reprint the
document.
5. If the issue persists, go to
support.hp.com.
ENWW Resolve print-quality problems 199
Table 9-8 Gray background or dark print
Sample Description Possible solutions
The image or text is darker than expected
and/or the background is gray.
1. Make sure that the paper in the trays
has not already been run through the
printer.
2. Use a dierent paper type.
3. Reprint the document.
4. Mono models only: From the Home
screen on the printer control panel, go
to the Adjust Toner Density menu, and
then adjust the toner density to a
lower level.
5. Make sure that the printer is within the
supported operating temperature and
humidity range.
6. Replace the cartridge.
7. If the issue persists, go to
support.hp.com.
Table 9-9 Image placement defects
Sample Description Possible solutions
The image is not centered, or is skewed on
the page. The defect occurs when the paper
is not positioned properly as it is pulled from
the tray and moves through the paper path.
1. Reprint the document.
2. Remove the paper and then reload the
tray. Make sure that all the paper
edges are even on all sides.
3. Make sure that the top of the paper
stack is below the tray-full indicator.
Do not overll the tray.
4. Make sure that the paper guides are
adjusted to the correct size for the
paper. Do not adjust the paper guides
tightly against the paper stack. Adjust
them to the indentations or markings
in the tray.
5. If the issue persists, go to
support.hp.com.
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Table 9-10 Light print
Sample Description Possible solutions
The printed content is light or faded on the
entire page.
1. Reprint the document.
2. Remove the cartridge, and then shake
it to redistribute the toner.
3. Mono models only: Make sure that the
EconoMode setting is disabled, both at
the printer control panel and in the
print driver.
4. Make sure that the cartridge is
installed correctly.
5. Print a Supplies Status Page and check
the life and usage of the cartridge.
6. Replace the cartridge.
7. If the issue persists, go to
support.hp.com.
ENWW Resolve print-quality problems 201
Table 9-11 Output defects
Sample Description Possible solutions
Printed pages have curled edges. The curled
edge can be along the short or long side of
the paper. Two types of curl are possible:
● Positive curl: The paper curls toward
the printed side. The defect occurs in
dry environments or when printing
high-coverage pages.
● Negative curl: The paper curls away
from the printed side. The defect
occurs in high-humidity environments
or when printing low-coverage pages.
1. Reprint the document.
2. Positive curl: From the printer control
panel, select a heavier paper type. The
heavier paper type creates a higher
temperature for printing.
Negative curl: From the printer control
panel, select a lighter paper type. The
lighter paper type creates a lower
temperature for printing. Try storing
the paper in a dry environment prior to
use, or use freshly-opened paper.
3. Print in duplex mode.
4. If the issue persists, go to
support.hp.com.
The paper does not stack well in the output
tray. The stack might be uneven, skewed, or
the pages might be pushed out of the tray
and onto the oor. Any of the following
conditions can cause this defect:
● Extreme paper curl
● The paper in the tray is wrinkled or
deformed
● The paper is a non-standard paper
type, such as envelopes
● The output tray is too full
1. Reprint the document.
2. Extend the output bin extension.
3. If the defect is caused by extreme
paper curl, refer to the
troubleshooting steps for "Output
curl."
4. Use a dierent paper type.
5. Use freshly-opened paper.
6. Remove the paper from the output
tray before the tray gets too full.
7. If the issue persists, go to
support.hp.com.
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Table 9-12 Streak defects
Sample Description Possible solutions
Light vertical streaks that usually span the
length of the page. The defect displays only
in areas of ll, not in text or sections with no
printed content.
1. Reprint the document.
2. Remove the cartridge, and then shake
it to redistribute the toner.
3. If the issue persists, go to
support.hp.com.
NOTE: Both light and dark vertical streaks
can occur when the printing environment is
outside the specied range for temperature
or humidity. Refer to your printer's
environmental specications for allowable
temperature and humidity levels.
Dark vertical lines which occur down the
length of the page. The defect might occur
anywhere on the page, in areas of ll or in
sections with no printed content. On color
models, these lines or streaks will also be
visible on the ITB cleaning page.
1. Reprint the document.
2. Remove the cartridge, and then shake
it to redistribute the toner.
3. Print a cleaning page.
4. Check the toner level in the cartridge.
5. If the issue persists, go to
support.hp.com.
ENWW Resolve print-quality problems 203
Improve copy image quality
If the printer is having copy quality problems, try the following solutions in the order presented to resolve the
issue.
●
Check the scanner glass for dirt and smudges
●
Calibrate the scanner
●
Check the paper settings
●
Check the image-adjustment settings
●
Optimize copy quality for text or pictures
●
Edge-to-edge copying
Try these few simple steps rst:
● Use the atbed scanner rather than the document feeder.
● Use high-quality originals.
● When using the document feeder, load the original document into the feeder correctly, using the paper
guides, to avoid unclear or skewed images.
If the problem still exists, try these additional solutions. If they do not x the problem, see “Improve print quality”
for further solutions.
Check the scanner glass for dirt and smudges
Over time, specks of debris might collect on the scanner glass and white plastic backing, which can aect
performance. Use the following procedure to clean the scanner if the printed pages have streaks, unwanted
lines, black dots, poor print quality, or unclear text.
1. Press the power button to turn the printer o, and
then disconnect the power cable from the
electrical outlet.
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2. Open the scanner lid.
3. Clean the scanner glass and the document feeder
strips with a soft cloth or sponge that has been
moistened with nonabrasive glass cleaner.
CAUTION: Do not use abrasives, acetone,
benzene, ammonia, ethyl alcohol, or carbon
tetrachloride on any part of the printer; these can
damage the printer. Do not place liquids directly on
the glass or platen. They might seep and damage
the printer.
NOTE: If you are having trouble with streaks on
copies when you are using the document feeder,
be sure to clean the small strip of glass on the left
side of the scanner.
1
3
2
4. Dry the glass and white plastic parts with a
chamois or a cellulose sponge to prevent spotting.
5. Connect the power cable to an outlet, and then
press the power button to turn the printer on.
Calibrate the scanner
If the copied image is not positioned correctly on the page, follow these steps to calibrate the scanner.
NOTE: When using the document feeder, make sure to adjust the guides in the input tray so they are against
the original document.
ENWW Improve copy image quality 205
1. From the Home screen on the printer control panel, navigate to the Support Tools application, and then
select the Support Tools icon.
2. Open the following menus:
a. Maintenance
b. Calibration/Cleaning
c. Calibrate Scanner
3. Select the Start button to start the calibration process. Follow the on-screen prompts.
4. Wait while the printer calibrates, and then try copying again.
Check the paper settings
Follow these steps if copied pages have smears, fuzzy or dark print, curled paper, or areas where pigment has
dropped out.
Check the paper selection options
1. From the Home screen on the printer control panel, select Copy.
2. Select Options, and then scroll to and select Paper Selection.
3. Select Paper size, and then select one of the predened options.
4. Select Paper type, and then select one of the predened options.
5. Select Paper tray, and then select one of the predened options.
6. Select Done to save the paper selection options.
Check the image-adjustment settings
Adjust these additional settings to improve copy quality:
● Sharpness: Clarify or soften the image. For example, increasing the sharpness could make text appear
crisper, but decreasing it could make photos appear smoother.
● Darkness: Increase or decrease the amount of white and black used in colors in scanned images.
● Contrast: Increase or decrease the dierence between the lightest and the darkest color on the page.
● Background Cleanup: Remove faint colors from the background of scanned images. For example, if the
original document is printed on colored paper, use this feature to lighten the background without aecting
the darkness of the image.
● Automatic Tone: Available for Flow printers only. The printer automatically adjusts the Darkness, Contrast,
and Background Cleanup settings to the most appropriate for the scanned document.
1. From the Home screen on the printer control panel, select Copy.
2. Select Options, and then scroll to and select Image Adjustment.
3. Adjust the sliders to set the levels, and select Done.
4. Select Copy to start the copy job.
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NOTE: These settings are temporary. After you have nished the job, the printer returns to the default settings.
Optimize copy quality for text or pictures
Optimize the copy job for the type of image being copied: text, graphics, or photos.
1. From the Home screen on the printer control panel, select Copy.
2. Select Options, and then select Optimize Text/Picture.
3. Select one of the predened options.
4. Select Copy to start the copy job.
NOTE: These settings are temporary. After you have nished the job, the printer returns to the default settings.
Edge-to-edge copying
Use this feature to avoid shadows that can appear along the edges of copies when the original document is
printed close to the edges.
1. From the Home screen on the printer control panel, select Copy.
2. Select Options, and then select Edge-To-Edge.
3. Select the Edge-To-Edge output option if the original document is printed close to the paper edges.
4. Select Copy to start the copy job.
ENWW Improve copy image quality 207
Improve scan image quality
●
Check the scanner glass for dirt and smudges
●
Check the resolution settings
●
Check the image-adjustment settings
●
Optimize scan quality for text or pictures
●
Check the output-quality settings
Try these few simple steps rst:
● Use the atbed scanner rather than the document feeder.
● Use high-quality originals.
● When using the document feeder, load the original document into the feeder correctly, using the paper
guides, to avoid unclear or skewed images.
If the problem still exists, try these additional solutions. If they do not x the problem, see “Improve print quality”
for further solutions.
Check the scanner glass for dirt and smudges
Over time, specks of debris might collect on the scanner glass and white plastic backing, which can aect
performance. Use the following procedure to clean the scanner if the printed pages have streaks, unwanted
lines, black dots, poor print quality, or unclear text.
1. Press the power button to turn the printer o, and
then disconnect the power cable from the
electrical outlet.
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2. Open the scanner lid.
3. Clean the scanner glass and the document feeder
strips with a soft cloth or sponge that has been
moistened with nonabrasive glass cleaner.
CAUTION: Do not use abrasives, acetone,
benzene, ammonia, ethyl alcohol, or carbon
tetrachloride on any part of the printer; these can
damage the printer. Do not place liquids directly on
the glass or platen. They might seep and damage
the printer.
NOTE: If you are having trouble with streaks on
copies when you are using the document feeder,
be sure to clean the small strip of glass on the left
side of the scanner.
1
3
2
4. Dry the glass and white plastic parts with a
chamois or a cellulose sponge to prevent spotting.
5. Connect the power cable to an outlet, and then
press the power button to turn the printer on.
Check the resolution settings
NOTE: Setting the resolution to a high value increases the le size and the scan time.
Follow these steps to adjust the resolution setting:
ENWW Improve scan image quality 209
1. From the Home screen on the printer control panel, select Scan.
2. Select one of the following Scan features:
● Scan to Email
● Scan to Network Folder
● Scan to USB Drive
● Scan to SharePoint®
3. Select Options, and then select File Type and Resolution.
4. Select one of the predened Resolution options, and then select Done.
5. Select Send or Save to start the scan.
Check the image-adjustment settings
Adjust these additional settings to improve scan quality:
● Sharpness: Clarify or soften the image. For example, increasing the sharpness could make text appear
crisper, but decreasing it could make photos appear smoother.
● Darkness: Increase or decrease the amount of white and black used in colors in scanned images.
● Contrast: Increase or decrease the dierence between the lightest and the darkest color on the page.
● Background Cleanup: Remove faint colors from the background of scanned images. For example, if the
original document is printed on colored paper, use this feature to lighten the background without aecting
the darkness of the image.
● Automatic Tone: Available for Flow printers only. The printer automatically adjusts the Darkness, Contrast,
and Background Cleanup settings to the most appropriate for the scanned document.
1. From the Home screen on the printer control panel, select Scan.
2. Select one of the following Scan features:
● Scan to E-mail
● Scan to Network Folder
● Scan to USB Drive
● Scan to Job Storage
● Scan to SharePoint®
3. Select Options, and then select Image Adjustment.
4. Adjust the sliders to set the levels, and then select Done.
5. Select Send or Save to start the scan.
NOTE: These settings are temporary. After you have nished the job, the printer returns to the default settings.
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Optimize scan quality for text or pictures
Optimize the scan job for the type of image being scanned: text, graphics, or photos.
1. From the Home screen on the printer control panel, select Scan.
2. Select one of the following Scan features:
● Scan to E-mail
● Scan to Network Folder
● Scan to USB Drive
● Scan to Job Storage
● Scan to SharePoint®
3. Select Options, and then select Optimize Text/Picture.
4. Select one of the predened options.
5. Select Send or Save to start the scan.
NOTE: These settings are temporary. After you have nished the job, the printer returns to the default settings.
Check the output-quality settings
This setting adjusts the level of compression when saving the le. For the highest quality, select the highest
setting.
1. From the Home screen on the printer control panel, select Scan.
2. Select one of the following Scan features:
● Scan to Email
● Scan to Network Folder
● Scan to USB Drive
● Scan to SharePoint®
3. Select Options, and then select File Type and Resolution.
4. Select one of the predened Quality and File Size options, and then select Done.
5. Select Send or Save to start the scan.
ENWW Improve scan image quality 211
Improve fax image quality
If the printer is having fax quality problems, try the following solutions in the order presented to resolve the
issue.
●
Check the scanner glass for dirt and smudges
●
Check the send-fax resolution settings
●
Check the image-adjustment settings
●
Optimize fax quality for text or pictures
●
Check the error-correction settings
●
Check the t-to-page setting
●
Send to a dierent fax machine
●
Check the sender's fax machine
Try these few simple steps rst:
● Use the atbed scanner rather than the document feeder.
● Use high-quality originals.
● When using the document feeder, load the original document into the feeder correctly, using the paper
guides, to avoid unclear or skewed images.
If the problem still exists, try these additional solutions. If they do not x the problem, see “Improve print quality”
for further solutions.
Check the scanner glass for dirt and smudges
Over time, specks of debris might collect on the scanner glass and white plastic backing, which can aect
performance. Use the following procedure to clean the scanner if the printed pages have streaks, unwanted
lines, black dots, poor print quality, or unclear text.
1. Press the power button to turn the printer o, and
then disconnect the power cable from the
electrical outlet.
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2. Open the scanner lid.
3. Clean the scanner glass and the document feeder
strips with a soft cloth or sponge that has been
moistened with nonabrasive glass cleaner.
CAUTION: Do not use abrasives, acetone,
benzene, ammonia, ethyl alcohol, or carbon
tetrachloride on any part of the printer; these can
damage the printer. Do not place liquids directly on
the glass or platen. They might seep and damage
the printer.
NOTE: If you are having trouble with streaks on
copies when you are using the document feeder,
be sure to clean the small strip of glass on the left
side of the scanner.
1
3
2
4. Dry the glass and white plastic parts with a
chamois or a cellulose sponge to prevent spotting.
5. Connect the power cable to an outlet, and then
press the power button to turn the printer on.
Check the send-fax resolution settings
Follow these steps to adjust the resolution of outgoing faxes.
NOTE: Increasing the resolution increases the fax size and send time.
ENWW Improve fax image quality 213
1. From the Home screen on the printer control panel, select Fax.
2. Select Options.
3. In the Options pane, scroll to and select Resolution.
4. Select one of the predened options, and then select Send to send the fax.
Check the image-adjustment settings
Adjust these additional settings to improve send-fax quality:
● Sharpness: Clarify or soften the image. For example, increasing the sharpness could make text appear
crisper, but decreasing it could make photos appear smoother.
● Darkness: Increase or decrease the amount of white and black used in colors in scanned images.
● Contrast: Increase or decrease the dierence between the lightest and the darkest color on the page.
● Background Cleanup: Remove faint colors from the background of scanned images. For example, if the
original document is printed on colored paper, use this feature to lighten the background without aecting
the darkness of the image.
● Automatic Tone: Available for Flow printers only. The printer automatically adjusts the Darkness, Contrast,
and Background Cleanup settings to the most appropriate for the scanned document.
1. From the Home screen on the printer control panel, select Fax.
2. Select Options.
3. In the Options pane, scroll to and select Image Adjustment.
4. Adjust the sliders to set the levels, and then select Done.
5. Select Send to send the fax.
NOTE: These settings are temporary. After you have nished the job, the printer returns to the default settings.
Optimize fax quality for text or pictures
Optimize the fax job for the type of image being scanned: text, graphics, or photos.
1. From the Home screen on the printer control panel, select Fax.
2. Select Options.
3. In the Options pane, scroll to and select Optimize Text/Picture.
4. Select one of the predened options.
5. Select Send to send the fax.
NOTE: These settings are temporary. After you have nished the job, the printer returns to the default settings.
Check the error-correction settings
The Error Correction Mode setting might be disabled, which can reduce image quality. Follow these steps to re-
enable the setting.
214 Chapter 9 Solve problems ENWW
1. From the Home screen on the printer control panel, navigate to the Settings application, and then select
the Settings icon.
2. Open the following menus:
a. Fax
b. Fax Send Settings
c. General Fax Send Settings
3. Select the Error Correction Mode option. Select the Done button.
Check the t-to-page setting
If the Fit to Page setting is enabled, and the incoming fax is larger than the default page size, the printer
attempts to scale the image to t the page. If this setting is disabled, larger images split across multiple pages.
1. From the Home screen on the printer control panel, navigate to the Settings application, and then select
the Settings icon.
2. Open the following menus:
a. Fax
b. Fax Receive Settings
c. Default Job Options
d. Fit to Page
3. Select the On option to enable the setting, or select the O option to disable it.
Send to a dierent fax machine
Try sending the fax to a dierent fax machine. If the fax quality is better, the problem is related to the initial
recipient's fax machine settings or supplies status.
Check the sender's fax machine
Ask the sender to try sending from a dierent fax machine. If the fax quality is better, the problem is with the
sender's fax machine. If a dierent fax machine is unavailable, ask the sender to consider making the following
changes:
● Make sure the original document is on white (not colored) paper.
● Increase the fax resolution, quality level, or contrast settings.
● If possible, send the fax from a computer software program.
ENWW Improve fax image quality 215
Solve wired network problems
Introduction
Certain types of problems can indicate there is a network communication problem. These problems include the
following issues:
● The periodic loss of ability to communicate with the printer
● The printer cannot be found during driver installation
● A periodic failure to print
NOTE: If you have been experiencing intermittent loss of network connectivity, rst update the printer
rmware. For instructions on how to update the printer rmware, go to http://support.hp.com, search for your
printer, and then search on “update the rmware.”
Check the following items to verify that the printer is communicating with the network. Before beginning, print a
conguration page from the printer control panel and locate the printer IP address that is listed on this page.
●
Poor physical connection
●
The computer is using the incorrect IP address for the printer
●
The computer is unable to communicate with the printer
●
The printer is using incorrect link and duplex settings for the network
●
New software programs might be causing compatibility problems
●
The computer or workstation might be set up incorrectly
●
The printer is disabled, or other network settings are incorrect
NOTE: HP does not support peer-to-peer networking, as the feature is a function of Microsoft operating
systems and not of the HP print drivers. For more information, go to Microsoft at www.microsoft.com.
Poor physical connection
1. Verify that the printer is attached to the correct network port using a cable of the correct length.
2. Verify that cable connections are secure.
3. Look at the network port connection on the back of the printer, and verify that the amber activity light
ashes indicating network trac, and the green link-status light is continuously lit indicating a network link.
4. If the problem continues, try a dierent cable or port on the hub.
The computer is using the incorrect IP address for the printer
1. Open the printer properties and click the Ports tab. Verify that the current IP address for the printer is
selected. The printer IP address is listed on the printer conguration page.
2. If you installed the printer using the HP standard TCP/IP port, select the box labeled Always print to this
printer, even if its IP address changes.
216 Chapter 9 Solve problems ENWW
3. If you installed the printer using a Microsoft standard TCP/IP port, use the hostname instead of the IP
address.
4. If the IP address is correct, delete the printer and then add it again.
The computer is unable to communicate with the printer
1. Test network communication by pinging the network.
a. Open a command-line prompt on your computer.
● For Windows, click Start, click Run, type cmd, and then press Enter.
● For macOS, go to Applications, then Utilities, and open Terminal.
b. Type ping followed by the IP address for your printer.
c. If the window displays round-trip times, the network is working.
2. If the ping command failed, verify that the network hubs are on, and then verify that the network settings,
the printer, and the computer are all congured for the same network (also known as subnet).
3. Open the printer properties and click the Ports tab. Verify that the current IP address for the printer is
selected. The printer IP address is listed on the printer conguration page.
4. If you installed the printer using the HP standard TCP/IP port, select the box labeled Always print to this
printer, even if its IP address changes.
5. If you installed the printer using a Microsoft standard TCP/IP port, use the printer’s hostname instead of the
IP address.
6. If the IP address is correct, delete the printer and then add it again.
The printer is using incorrect link and duplex settings for the network
HP recommends leaving these settings in automatic mode (the default setting). If you change these settings,
you must also change them for your network.
New software programs might be causing compatibility problems
Verify that any new software programs are correctly installed and that they use the correct print driver.
The computer or workstation might be set up incorrectly
1. Check the network drivers, print drivers, and the network redirection settings.
2. Verify that the operating system is congured correctly.
The printer is disabled, or other network settings are incorrect
1. Review the printer’s conguration/networking pages to check the status of the network settings and
protocols.
2. Recongure the network settings if necessary.
ENWW Solve wired network problems 217
Solve wireless network problems
●
Introduction
●
Wireless connectivity checklist
●
The printer does not print after the wireless conguration completes
●
The printer does not print, and the computer has a third-party rewall installed
●
The wireless connection does not work after moving the wireless router or printer
●
Cannot connect more computers to the wireless printer
●
The wireless printer loses communication when connected to a VPN
●
The network does not appear in the wireless networks list
●
The wireless network is not functioning
●
Reduce interference on a wireless network
Introduction
Use the troubleshooting information to help resolve issues.
NOTE: To determine whether HP NFC and Wi-Fi Direct printing are enabled on your printer, print a conguration
page from the printer control panel.
NOTE: If you have been experiencing intermittent loss of network connectivity, rst update the printer
rmware. For instructions on how to update the printer rmware, go to http://support.hp.com, search for your
printer, and then search on “update the rmware.”
Wireless connectivity checklist
● For printers that do not support simultaneous wired and wireless connections, verify that the network
cable is not connected.
● Verify that the printer and the wireless router are turned on and have power. Also make sure that the
wireless radio in the printer is turned on. (The wireless network indicator is solid when the printer is
connected to a wireless network, and blinking when it is searching for a wireless network.)
● Verify that the service set identier (SSID) is correct:
– For a wireless connection to your network, conrm that your mobile device is connecting to the
correct router/access point.
– For a Wi-Fi Direct connection, print a conguration page to determine the printer’s SSID.
If you are not sure that the SSID is correct, run the wireless setup again.
● With secured networks, verify that the security information is correct. If the security information is
incorrect, run the wireless setup again.
● If the wireless network is working correctly, try accessing other computers on the wireless network. If the
network has Internet access, try connecting to the Internet over a wireless connection.
218 Chapter 9 Solve problems ENWW
● Verify that the encryption method (AES or TKIP) is the same for the printer as it is for the wireless access
point (on networks using WPA security).
● Verify that the printer is within the range of the wireless network. For most networks, the printer must be
within 30 m (100 ft) of the wireless access point (wireless router).
● Verify that obstacles do not block the wireless signal. Remove any large metal objects between the access
point and the printer. Make sure poles, walls, or support columns containing metal or concrete do not
separate the printer and wireless access point.
● Verify that the printer is located away from electronic devices that might interfere with the wireless signal.
Many devices can interfere with the wireless signal including motors, cordless phones, security system
cameras, other wireless networks, and some Bluetooth devices.
● Verify that the print driver is installed on the computer.
● Verify that you have selected the correct printer port.
● Verify that the computer and printer connect to the same wireless network.
● If your environment has multiple wireless signals and you need the printer to support dual band networks
on both 2.4 GHz and 5 GHz, install the HP Jetdirect 2900nw print server accessory.
● For macOS, verify that the wireless router supports Bonjour.
The printer does not print after the wireless conguration completes
1. Make sure that the printer is turned on and in the ready state.
2. Turn o any third-party rewalls on your computer.
3. Make sure that the wireless network is working correctly.
4. Make sure that your computer is working correctly. If necessary, restart the computer.
5. Verify that you can open the printer HP Embedded Web Server from a computer on the network.
The printer does not print, and the computer has a third-party rewall installed
1. Update the rewall with the most recent update available from the manufacturer.
2. If programs request rewall access when you install the printer or try to print, make sure that you allow the
programs to run.
3. Temporarily turn o the rewall, and then install the wireless printer on the computer. Enable the rewall
when you have completed the wireless installation.
The wireless connection does not work after moving the wireless router or printer
1. Make sure that the router or printer connects to the same network that your computer connects to.
2. Print a conguration page.
3. Compare the service set identier (SSID) on the conguration page to the SSID in the printer conguration
for the computer.
4. If the numbers are not the same, the devices are not connecting to the same network. Recongure the
wireless setup for the printer.
ENWW Solve wireless network problems 219
Cannot connect more computers to the wireless printer
1. Make sure that the other computers are within the wireless range and that no obstacles block the signal.
For most networks, the wireless range is within 30 m (100 ft) of the wireless access point.
2. Make sure that the printer is turned on and in the ready state.
3. Make sure there are not more than 5 concurrent Wireless Print Direct users.
4. Turn o any third-party rewalls on your computer.
5. Make sure that the wireless network is working correctly.
6. Make sure that your computer is working correctly. If necessary, restart the computer.
The wireless printer loses communication when connected to a VPN
● Typically, you cannot connect to a VPN and other networks at the same time.
The network does not appear in the wireless networks list
● Make sure the wireless router is turned on and has power.
● The network might be hidden. However, you can still connect to a hidden network. Make sure the router/
access point is advertising the SSID by checking for its SSID in the available networks seen by your mobile
device.
The wireless network is not functioning
1. For printers that do not support simultaneous wired and wireless connections, make sure that the network
cable is disconnected.
2. To verify if the network has lost communication, try connecting other devices to the network.
3. Test network communication by pinging the network.
a. Open a command-line prompt on your computer.
● For Windows, click Start, click Run, type cmd, and then press Enter.
● For macOS, go to Applications, then Utilities, and open Terminal.
b. Type ping followed by the router IP address.
c. If the window displays round-trip times, the network is working.
4. Make sure that the router or printer connects to the same network that the computer connects to.
a. Print a conguration page.
b. Compare the service set identier (SSID) on the conguration report to the SSID in the printer
conguration for the computer.
c. If the numbers are not the same, the devices are not connecting to the same network. Recongure
the wireless setup for the printer.
220 Chapter 9 Solve problems ENWW
Reduce interference on a wireless network
The following tips can reduce interference in a wireless network:
● Keep the wireless devices away from large metal objects, such as ling cabinets, and other
electromagnetic devices, such as microwaves and cordless telephones. These objects can disrupt radio
signals.
● Keep the wireless devices away from large masonry structures and other building structures. These objects
can absorb radio waves and lower signal strength.
● Position the wireless router in a central location in line of sight with the wireless printers on the network.
ENWW Solve wireless network problems 221
Solve fax problems
●
Checklist for solving fax problems
●
General fax problems
Checklist for solving fax problems
Use the following checklist to help identify the cause of any fax-related problems you encounter:
● Are you using the fax cable supplied with the fax accessory? This fax accessory has been tested with the
supplied fax cable to meet RJ11 and functional
specications. Do not substitute another fax cable; the
analog-fax accessory requires an analog-fax cable. It also requires an analog phone connection.
● Is the fax/phone line connector seated in the outlet on the fax accessory? Make sure that the phone jack is
correctly seated in the outlet. Insert the connector into the outlet until it "clicks."
NOTE: Verify that the phone jack is connected to the fax port rather than to the network port. The ports
are similar.
● Is the phone wall jack working properly? Verify that a dial tone exists by attaching a phone to the wall jack.
Can you hear a dial tone, and can you make or receive a phone call?
What type of phone line are you using?
● Dedicated line: A standard analog fax/phone line assigned to receive or send faxes.
NOTE: The phone line should be for printer fax use only and not shared with other types of telephone
devices. Examples include alarm systems that use the phone line for notications to a monitoring
company.
● PBX system: A business-environment phone system. Standard home phones and the fax accessory use an
analog phone signal. Some PBX systems are digital and might not be compatible with the fax accessory.
You might need an interfacing Analog Telephone Adapter (ATA) to connect the fax machine to digital PBX
systems.
● Roll-over lines: A phone system feature where a new call "rolls over" to the next available line when the
rst incoming line is busy. Try attaching the printer to the rst incoming phone line. The fax accessory
answers the phone after it rings the number of times set in the rings-to-answer setting.
Are you using a surge-protection device?
A surge-protection device can be used between the wall jack and the fax accessory to protect the fax accessory
against electrical power passed through the phone lines. These devices can cause some fax communication
problems by degrading the quality of the phone signal. If you are having problems sending or receiving faxes
and are using one of these devices, connect the printer directly to the phone jack on the wall to determine
whether the problem is with the surge-protection device.
Are you using a phone company voice-messaging service or an answering machine?
If the rings-to-answer setting for the messaging service is lower than the rings-to-answer setting for the fax
accessory, the messaging service answers the call, and the fax accessory cannot receive faxes. If the rings-to-
answer setting for the fax accessory is lower than that of the messaging service, the fax accessory answers all
calls.
222 Chapter 9 Solve problems ENWW
Does your phone line have a call-waiting feature?
If the fax telephone line has an activated call-waiting feature, a call-waiting notice can interrupt a fax call in
progress, which causes a communication error. Ensure that a call-waiting feature is not active on the fax
telephone line.
Check fax accessory status
If the analog-fax accessory does not appear to be functioning, print a Conguration Page report to check the
status.
1. From the Home screen on the printer control panel, navigate to the Reports application, and then select
the Reports icon.
2. Open the following menus:
a. Conguration/Status Pages
b. Conguration Page
3. Touch the Print button to print the report, or touch the View button to view the report on the screen. The
report consists of several pages.
NOTE: The printer IP address or host name is listed on the Jetdirect Page.
On the Fax Accessory Page of the Conguration Page, under the Hardware Information heading, check the
Modem Status. The following table identies the status conditions and possible solutions.
NOTE: If the Fax Accessory Page does not print, there might be a problem with the analog fax accessory. If you
are using LAN fax or Internet fax, those congurations could be disabling the feature.
Table 9-13 Fax accessory status solutions
Status Denition/Solution
Operational / Enabled
1
The analog-fax accessory is installed and ready.
Operational / Disabled
1
The fax accessory is installed, but you have not congured the
required fax settings yet.
The fax accessory is installed and operational; however, the
HP Digital Sending utility has either disabled the printer fax feature
or has enabled LAN fax. When LAN fax is enabled, the analog-fax
feature is disabled. Only one fax feature, either LAN fax or analog
fax, can be enabled at a time.
NOTE: If LAN fax is enabled, the Scan to Fax feature is unavailable
on the printer control panel.
Non-Operational / Enabled/Disabled
1
The printer has detected a rmware failure. Upgrade the rmware.
Damaged / Enabled/Disabled
1
The fax accessory has failed. Reseat the fax accessory card and
check for bent pins. If the status is still DAMAGED, replace the
analog-fax accessory card.
1
ENABLED indicates that the analog-fax accessory is enabled and turned on; DISABLED indicates that LAN fax is enabled (analog fax is
turned o).
ENWW Solve fax problems 223
General fax problems
The following are some common fax problems.
The fax failed to send
JBIG is enabled, and the receiving fax machine does not have JBIG capability.
Turn o the JBIG setting.
An Out of Memory status message displays on the printer control panel
The printer storage disk is full.
Delete some stored jobs from the disk. From the Home screen on the printer control panel, touch the Retrieve
from Device Memory button. Open the list of stored jobs or stored faxes. Select a job to delete, and then touch
the Delete button.
Print quality of a photo is poor or prints as a gray box
You are using the wrong page-content setting or the wrong resolution setting.
Try setting the Optimize Text/Picture option to Photograph setting.
You touched the Stop button to cancel a fax, but the fax was still sent
If the job is too far along in the sending process, you cannot cancel the job.
This is normal operation.
No fax address book button displays
None of the contacts in the selected contacts list have fax information associated with them.
Not able to locate the Fax settings in HP Web Jetadmin
Fax settings in HP Web Jetadmin are located under the device's status page drop-down menu.
Select Digital Sending and Fax from the drop-down menu.
The header is appended to the top of the page when the overlay option is enabled
For all forwarded faxes, the printer appends the overlay header to the top of a page.
This is normal operation.
A mix of names and numbers is in the recipients box
Names and numbers can both display, depending on where they are from. The fax address book lists names,
and all other databases list numbers.
This is normal operation.
A one-page fax prints as two pages
The fax header is being appended to the top of the fax, pushing text to a second page.
224 Chapter 9 Solve problems ENWW
To print a one page fax on one page, set the overlay header to overlay mode, or adjust the t-to-page setting.
A document stops in the document feeder in the middle of faxing
A jam is in the document feeder.
Clear the jam, and send the fax again.
The volume for sounds coming from the fax accessory is too high or too low
The volume setting needs to be adjusted.
Adjust the volume in the Fax Send Settings menu and the Fax Receive Settings menu.
ENWW Solve fax problems 225
226 Chapter 9 Solve problems ENWW
Index
Symbols/Numerics
550-sheet paper trays
part numbers 36
550-sheet trays
jams 178
A
accessories
ordering 36
part numbers 36
acoustic specications 18
AirPrint 62
alternative letterhead mode 25, 29
Android devices
printing from 63
B
bin, output
locating 4
Bonjour
identifying 135
browser requirements
HP embedded Web Server 134
C
calibrate
colors 194
scanner 205
cartridge
replacing 40
cartridges
order numbers 40
checklist
wireless connectivity 218
cleaning
glass 204, 208, 212
paper path 192
colors
calibrate 194
control panel
help 155
locating 4
locating features 7
copy
optimize for text or pictures 207
copy settings
HP Embedded Web Server 137
copying
both sides 70
multiple copies 68
resolution 10
single copies 68
customer support
online 154
D
default gateway, setting 144
deleting
stored jobs 59
digital send settings
HP Embedded Web Server 137
digital sending
folders 113
printer memory 110
sending documents 107
USB 117
dimensions, printer 16
document feeder
capacity 10
jams 169
paper-feeding problems 165
double-sided printing
Mac 54
Windows 51
drivers, supported 14
duplex printing
Mac 54
duplex printing (double-sided)
settings (Windows) 50
Windows 51
duplexing
manually (Mac) 54
manually (Windows) 51
E
easy-access USB printing 64
edge-to-edge copying 207
electrical specications 18
Embedded Web Server
changing network settings 143
changing printer name 143
opening 143
Embedded Web Server (EWS)
assigning passwords 146
features 134
network connection 135
energy use, optimizing 148
envelopes
loading in Tray 1 22
envelopes, loading 30
Ethernet (RJ-45)
locating 6
Explorer, versions supported
HP Embedded Web Server 134
F
fax
feeding problems 224
optimize for text or pictures 214
required settings 126
settings 127
setup 126
fax port
locating 6
ENWW Index 227
fax settings
HP Embedded Web Server 138
required 126
feeding problems 224
folders
sending to 113
formatter
locating 5
fuser
jams 183
G
gateway, setting default 144
general conguration
HP Embedded Web Server 136
glass, cleaning 204, 208, 212
H
hard disks
encrypted 147
hard drive
part number 36
Help button
locating 7
help, control panel 155
Hi-Speed USB 2.0 printing port
locating 6
Home button
locating 7
HP Customer Care 154
HP Embedded Web Server
changing network settings 143
changing printer name 143
copy settings 137
digital send settings 137
fax settings 138
general conguration 136
HP Web Services 140
information pages 135
network settings 140
opening 143
other links list 142
print settings 137
scan settings 137
security settings 140
supplies settings 139
troubleshooting tools 139
HP Embedded Web Server (EWS)
features 134
network connection 135
HP ePrint 62
HP JetAdvantage business solutions
122
HP Web Jetadmin 150
HP Web Services
enabling 140
I
image quality
check toner-cartridge status 191
information pages
HP Embedded Web Server 135
interface ports
locating 6
Internet Explorer, versions supported
HP Embedded Web Server 134
IP Security 147
IPsec 147
IPv4 address 144
IPv6 address 144
J
jams
550-sheet trays 178
auto-navigation 168
causes of 168
document feeder 169
fuser 183
locations 166
output bin 188
right door 183
Tray 1 172
Tray 2 174
Jetadmin, HP Web 150
JetAdvantage 122
jobs, stored
creating (Windows) 57
deleting 59
Mac settings 58
printing 59
K
keypad
locating 4
L
labels
printing (Windows) 52
printing on 31
LAN port
locating 6
loading
paper in Tray 1 22
paper in Tray 2 and the 550-sheet
trays 26
local area network (LAN)
locating 6
lock
formatter 147
M
Mac driver settings
Job Storage 58
managing network 143
manual duplex
Mac 54
Windows 51
margins, small
copying 207
memory
included 10
memory chip (toner)
locating 40
mobile printing
Android devices 63
mobile printing solutions 10
mobile printing, software supported
15
multiple pages per sheet
printing (Mac) 55
printing (Windows) 51
N
Near Field Communication printing
61
Netscape Navigator, versions
supported
HP embedded Web Server 134
network
printer name, changing 143
settings, changing 143
settings, viewing 143
network duplex settings, changing
145
Network Folder, scan to 113
network link speed settings,
changing 145
network settings
HP Embedded Web Server 140
networks
default gateway 144
228 Index ENWW
HP Web Jetadmin 150
IPv4 address 144
IPv6 address 144
subnet mask 144
supported 10
NFC accessory
part number 36
NFC printing 61
number of copies, changing 68
O
on/o button
locating 4
online help, control panel 155
online support 154
operating systems (OS)
supported 10
operating systems, supported 14
optimize copy images 207
optimize fax images 214
optimize scanned images 211
ordering
supplies and accessories 36
OS (operating system)
supported 10
other links list
HP Embedded Web Server 142
output bin
clear jams 188
locating 4
P
pages per minute 10
pages per sheet
selecting (Mac) 55
selecting (Windows) 51
paper
jams 168
loading Tray 1 22
loading Tray 2 and the 550-sheet
trays 26
selecting 193
Tray 1 orientation 24
Tray 2 and the 550-sheet trays
orientation 28
paper jams
550-sheet trays 178
document feeder 169
fuser 183
locations 166
output bin 188
right door 183
Tray 1 172
Tray 2 174
paper pickup problems
solving 159, 161
paper trays
part numbers 36
paper type
selecting (Windows) 52
paper types
selecting (Mac) 55
paper, ordering 36
part numbers
accessories 36
replacement parts 37
supplies 37
toner cartridges 37
ports
locating 6
power
consumption 18
power connection
locating 5
power switch
locating 4
power usage
1 watt or less 148
print drivers, supported 14
print on both sides
Mac 54
manually, Windows 51
Windows 51
print settings
HP Embedded Web Server 137
printer memory
sending to 110
printer memory, scan to 110
printing
from USB storage accessories 64
stored jobs 59
printing on both sides
settings (Windows) 50
private printing 57
product number
locating 5
R
replacement parts
part numbers 37
replacing
staples 47
toner cartridges 40
toner-collection unit 44
required settings
fax 126
resolution
copy and scan 10
restore factory settings 156
right door
jams 183
RJ-45 port
locating 6
S
Save to printer memory 110
scan settings
HP Embedded Web Server 137
Scan to Network Folder 113
initial setup 89
Scan to USB Drive 117
enabling 103
scanner
calibrate 205
glass cleaning 204, 208, 212
scanning
optimize for text or pictures 211
resolution 10
scanning to email
sending documents 107
scanning to folder 113
scanning to printer folder 110
scanning to printer memory 110
scanning to USB 117
secuity settings
HP Embedded Web Server 140
security
encrypted hard disk 147
sending to email
sending documents 107
serial number
locating 5
settings
fax 127
restore factory 156
Sign In button
locating 7
Sign Out button
locating 7
sleep mode 148
ENWW Index 229
small margins 207
special paper
printing (Windows) 52
specications
electrical and acoustic 18
speed, optimizing 148
stand
part number 36
stapler
clear jams 188
troubleshooting 33, 188
using 33
staples
replacing 47
Start Copy button
locating 7
status, fax accessory page 223
storage, job
Mac settings 58
store print jobs 57
stored jobs
creating (Mac) 58
creating (Windows) 57
deleting 59
printing 59
storing jobs
with Windows 57
subnet mask 144
supplies
low threshold settings 157
ordering 36
part numbers 37
replacing staples 47
replacing toner cartridges 40
replacing toner-collection unit 44
using when low 157
supplies settings
HP Embedded Web Server 139
support
online 154
system requirements
HP Embedded Web Server 134
minimum 15
T
TCP/IP
manually conguring IPv4
parameters 144
manually conguring IPv6
parameters 144
technical support
online 154
toner cartridge
low threshold settings 157
using when low 157
toner cartridges
components 40
order numbers 40
part numbers 37
replacing 40
toner-collection unit
locating 5
replacing 44
touchscreen
locating features 7
transparencies
printing (Windows) 52
Tray 1
jams 172
loading envelopes 30
paper orientation 24
Tray 2
jams 174
Tray 2 and the 550-sheet trays
loading 26
paper orientation 28
trays
capacity 10
included 10
locating 4
troubleshooting
check toner-cartridge status 191
jams 168
network problems 216
paper feed problems 159
wired network 216
wireless network 218
troubleshooting tools
HP Embedded Web Server 139
two-sided printing
settings (Windows) 50
U
USB
sending to 117
USB port
enabling 64, 66
locating 6
USB ports, optional
part number 36
USB storage accessories
printing from 64
W
Web browser requirements
HP Embedded Web Server 134
Web sites
customer support 154
HP Web Jetadmin, downloading
150
weight, printer 16
Wi-Fi Direct Print 15
Wi-Fi Direct Printing 61
wireless network
troubleshooting 218
wireless network interference 221
wireless print server
part number 36
230 Index ENWW
