HP 9200c Digital Sender User Guide
HP 9200C Digital Sender User Guide
Copyright and License Trademark Credits © 2004 Copyright Hewlett-Packard Development Company, LP Microsoft®, Windows®, and Windows NT® are U.S. registered trademarks of Microsoft Corporation. Reproduction, adaptation, or translation without prior written permission is prohibited, except as allowed under the copyright laws. The information contained in this document is subject to change without notice.
Table of contents 1 Digital-sender basics Quick access to digital-sender information ...............................................................................2 User-guide links ..................................................................................................................2 Where to look for more information ....................................................................................2 HP 9200C Digital Sender features ..........................................................
Appendix A Support HP Customer support ..............................................................................................................
1 Digital-sender basics This section provides information about the following topics: ENWW ● Quick access to digital-sender information ● HP 9200C Digital Sender features ● Digital-sender parts ● Media specifications ● Software ● Controlling digital-sending security 1
Quick access to digital-sender information Use these resources to find information about the HP 9200C Digital Sender. User-guide links ● Control-panel features ● Digital-sending tasks ● Problem solving Where to look for more information Several references are available for use with this digital sender. See http://www.hp.com/ support/9200C for more documentation information.
HP 9200C Digital Sender features The HP 9200C Digital Sender helps you quickly and conveniently distribute paper documents in an electronic format. It scans all kinds of documents and then uses the included HP Digital Sending Software (HP DSS) to send them to e-mail addresses, fax destinations, or network folders. The digital sender can also be set up to send documents to workflow destinations, along with metadata files containing workflow information that is captured at the device control-panel interface.
Digital-sender parts Before using the digital sender, familiarize yourself with its parts.
Media specifications The HP 9200C Digital Sender supports the following standard paper sizes: ● Letter: 215.9 x 279 mm (8.5 x 11 inches) ● Executive: 190 x 254 mm (7.5 x 10 inches) ● A4: 210 x 297 mm (8.3 x 11.7 inches) ● A5: 148 x 210 mm (5.83 x 8.27 inches) ● B5: 176 x 250 mm (6.9 x 9.8 inches) ● Legal (from the ADF only): 215.9 x 355.6 mm (8.5 x 14 inches) Paper weight: 60 to 120 g/m2 (16 to 32 lb) Up to 50 sheets of paper can be stacked in the ADF, for a maximum height of 5 mm (0.2 inch).
Software Digital-sender software To take advantage of the full range of digital-sender features, you must install the HP Digital Sending Software Version 4.0 (HP DSS) that is provided on a CD-ROM with the product. This software runs as a service on a network server. It is not necessary to install any software or drivers on individual users' computers.
Controlling digital-sending security The digital sender has been designed with security in mind. It includes a variety of features that work to protect the security of the digital-sending process. Network authentication The digital sender's most basic security feature is its ability to require a network login before a user can use the digital sending functions. This prevents unauthorized users from walking up to the device and sending documents.
8 Chapter 1 Digital-sender basics ENWW
2 Control panel The device comes with an interactive control panel that includes a touchscreen for easy access to digital-sending functions. This section provides information about the control-panel features.
Control-panel features The digital-sender control panel contains the following items. 3 1 2 4 5 6 12 7 11 8 10 9 1 2 3 4 5 6 7 8 9 10 11 12 Touch-screen graphical display Numeric key pad RESET button MENU button SLEEP button and LED STATUS button STOP button START button and LED Attention LED Data LED Ready LED Contrast control wheel Using the control-panel buttons 10 Button Function RESET Logs off the current user. Resets the job settings to factory or user-defined default values.
Understanding digital-sender status The digital sender has two buttons and three lights to indicate and control the digital-sender status. To interpret the control-panel lights, see the follow table. For information about troubleshooting digital-sender problems, see Problem solving. Digital Sender status indications Element Status indication SLEEP button When in Sleep mode, the green LED on the button is lit. Push this button to enter or end Sleep mode.
12 Chapter 2 Control panel ENWW
3 Digital-sending tasks This section provides instructions for how to carry out common digital-sending tasks. Loading documents You can use either the automatic document feeder (ADF) or the scanner glass to load documents for digital sending. Use the following instructions to load documents. Loading documents in the ADF Using the ADF, you can scan up to 50 pages at a time (depending on the thickness of the pages). To load the ADF 1. Load the document face-up into the ADF.
Avoiding ADF jams Use the following information to avoid jams when using the ADF. ● When loading paper into the ADF, ensure that the paper stack is square and straight and the paper guides are adjusted to the width of the page to be scanned ● Do not overload the ADF. The ADF was designed to hold 50 sheets of 75 g/m2 (20 lb) bond paper. ● If the paper to be scanned using the ADF was previously folded, flatten it to the best of your ability. Try to remove all wrinkles and folds from the paper.
Sending documents The digital sender uses the HP Digital Sending Software (HP DSS) to send scanned documents directly to several types of destinations. Logging in When you walk up to the digital sender, you will see the following "home" screen. The options displayed are the digital-sending options that have been enabled by your system administrator. The system administrator can configure the device to require a username and password in order to use some or all of the digital-sender features.
Changing the Original Settings Use the Original Settings screen to describe the original document. Changing these settings is not required unless your original is different from the default, which is single-sided letter or A4-size (depending on your country/region). The system administrator can change these default settings.
File formats Documents can be scanned and sent in any of these file formats: NOTE ● .PDF: The .PDF file format is the default setting, and it offers the best overall text and graphics quality. However, the recipient must have an Adobe® Acrobat® viewer installed to read .PDF files. This file format produces one e-mail attachment that contains all the scanned pages. ● .JPG: While a .JPG file does not have the same quality as a .PDF, the recipient can view a .JPG file easily with an Internet browser.
When you touch E-MAIL on the device control-panel display, the following screen appears. 1 2 3 4 5 6 To: button E-Mail Settings button Start button Message: button (if enabled) Subject: button CC: button Sending a basic e-mail message Use the following instructions to scan and send letter or A4-size originals by using the product default settings. 1. Place the document face-up in the ADF or face-down on the scanner glass. 2. On the touch screen of the control panel, touch E-MAIL. 3.
Using the auto-complete function When you type text into the To:, CC:, BCC: or From: text boxes in the E-mail screen, the auto-complete function is invoked. As you type the required address or name at the keyboard screen, the device automatically searches the address book list and shows the first matching address. You can then accept that name by touching OK, or continue typing the name until auto-complete finds the correct entry.
In addition to these settings, you can also specify the settings of your original document by touching the Describe Original button on the control-panel display. See Changing the Original Settings for details about these settings. Controlling file size When sending files with e-mail, it is especially important to be aware of the file size.
Using the address book You can send to a list of recipients by using the address book feature of the digital sender. button on the keyboard screen to open the address book.
4. Highlight the name to select a recipient, and then touch the Add button. You can change the address book that appears by selecting the All button to view all available address books, or the Personal button to see only the addresses from your Outlook address book. You can remove a recipient from the recipient list by scrolling to highlight the recipient, and then touching the Remove button. 5. When you are satisfied with your recipient list, touch OK.
When you touch FAX on the control-panel display, the following screen appears. 2 1 9 1 2 3 4 5 6 7 8 9 8 7 6 5 4 3 Fax recipients list One-touch speed-dial buttons Configure button Speed Dial button Remove button Notify button Settings button Next Number button Phone Book button Follow these instructions to send a fax. 1. Place the document face-up in the ADF or face-down on the scanner glass. 2. Touch FAX on the control panel. 3.
Changing the settings Touch the Settings button on the Fax screen, and then touch Fax Settings to see the Settings screen. 1 1 Sharpness and Background Removal settings Before you send a fax, you can change the Image enhancement settings to control the sharpness or background removal settings of the scanned image. Fax success or failure notifications If you are using a LAN fax product that supports it, you can have e-mail sent to you with the status of faxes you have sent.
Assigning a speed dial number to a one-touch button Follow these instructions to assign a speed-dial number to a one-touch button. 1. Touch the Configure button on the control-panel Fax screen. 2. Touch the button to which you want to assign a speed dial number. 3. Select a speed-dial entry by touching the check box. 4. Touch OK to return to the Fax screen. A message on the screen indicates that the button has been programmed.
NOTE Authentication might be required in order to use this option, or to send to certain folders. See your system administrator for more information. When you touch the FOLDER option on the control-panel display, the following screen appears. 1 2 3 4 File Name button Folder Settings button Other button Folders list Follow these instructions to scan a document and send it to a folder. 1. Place the document face-up in the ADF or face-down on the scanner glass. 2. On the control-panel display touch FOLDER.
● Scanning resolution: 75, 150, 200, 300, 400, or 600 dpi ● File size: Small, standard, or large file size ● Image enhancement: Change the sharpness or background removal settings of the scanned image. Sending to workflow If the system administrator enables workflow functionality, you can scan a document and send it to a custom workflow destination. A workflow destination gives you the ability to send additional information along with the scanned document to a specified network or FTP location.
28 Chapter 3 Digital-sending tasks ENWW
4 Problem solving This chapter contains troubleshooting information to help you resolve problems with the device. See the HP 9200C Digital Sender Support Guide for more advanced troubleshooting information.
Jams Follow the instructions in this section to clear and avoid paper jams. Hint To avoid paper jams, be sure to follow the instructions found in Avoiding ADF jams. Clearing jams Follow these instructions to clear paper jams in the digital-sender ADF. 1. Press the release button to open the ADF cover. 2. Remove any jammed media from this area. 3. Make sure that you have removed all of the pieces of torn media. 4. Close the ADF cover.
CAUTION Cleaning the rollers too frequently could introduce dust into the device. 1. Open the ADF. 2. Locate the rollers near the vinyl calibration strips. 3. Wipe the rollers gently with a clean, water-dampened, lint-free cloth. CAUTION Do not pour water directly onto the rollers. Doing so might damage the device. 4. Close the ADF. 5. Push the release button to open the ADF cover. 6. Locate the rollers.
7. Wipe the rollers with a clean, water-dampened, lint-free cloth. CAUTION Do not pour water directly onto the rollers. Doing so might damage the device. 8. Locate the separation pad. 9. Wipe the pad with a clean, water-dampened, lint-free cloth. 10. Close the ADF cover.
Replacing the mylar sheet If you start to see vertical streaks on the scanned images, as shown in the figure below, you might need to replace the mylar sheet at the base of the ADF. The device ships with an envelope containing three extra mylar sheets and installation instructions. The envelope is in a pocket behind the ADF vinyl backing, as shown in the following figure. Aa BbCc Aa BbCc Aa BbCc Aa BbCc Aa BbCc Follow the instructions that come in the envelope to replace the mylar sheet.
Troubleshooting Use the following instructions to troubleshoot specific digital-sending problems. Problem Action to take The digital sender is not working. ● Make sure that the power cord is securely connected to the device and that it is plugged into the power outlet. ● Make sure that the device is turned on. ● Clear any error messages on the controlpanel display. ● Verify that the network cable is securely connected to the device.
Problem Action to take Placement of the scanned image appears to be wrong. The scanner might need to be recalibrated. See the HP 9200C Digital Sender Support Guide for instructions. The image quality is poor. ● Make sure that the document you are trying to send is placed correctly: face-up in the ADF or face-down on the glass. ● Make sure that the glass is clean. If the glass is dirty, clean it with a dry, soft cloth. ● If you are scanning from the ADF, try scanning from the glass.
Problem Action to take An e-mail transmission did not arrive at the destination e-mail address. ● If you typed the e-mail address at the control panel, resend the e-mail message, making sure that you type the address correctly and that it is in the correct format (has no spaces, contains the required @ sign, and contains the required period). ● Resend the e-mail.
ENWW Problem Action to take The control panel is using the wrong language. Use the control-panel menu to set the correct language. 1. Push the MENU button. 2. Touch Configure Device on the controlpanel display (the third menu item). 3. Touch System Setup (the fourth menu item). 4. Touch Language (the last menu item). 5. Touch the correct language.
Understanding control-panel error messages These error messages can appear on the digital-sender control-panel display. Use the instructions to clear the error message, if necessary. 38 Error message Explanation or action needed Address book is full. To add an address, you must first delete an address. You cannot add another address to the address book because it is full. The address book is limited to 200,000 entries.
Error message Explanation or action needed CHECK CABLES. CHECK SCANNER LOCK. A problem exists with the scanner. Make sure that the scanner lock is in the unlocked position. (See Digital-sender parts for the location of the scanner lock.) Turn the device off and then on again. Check the glass and remove any paper, then press "Start" A document needs to be removed from the scanner glass. Clearing event log The device is clearing the event log.
40 Error message Explanation or action needed Internal disk not functional The internal hard disk has failed. Turn the device off, and then on. If this message persists, contact your system administrator. LDAP Server is not responding. Contact Administrator. The device is unable to communicate with the LDAP server. Contact the system administrator. Name is already added to list You have tried to add a duplicate name in one of the digital-sender address books.
Error message Explanation or action needed 11.xx Internal Clock Error The internal clock is not working. The digital sender can still send, but you are prompted to set the date and time whenever the device is turned off and then turned on. Contact your system administrator. 20 Insufficient Memory The the scanned document contains more data than can fit in the device's available memory. Press START to send the available data (some data might be lost), and then try to make the scan job smaller.
Error message Explanation or action needed 68.x Storage Error Settings Changed An error occurred in the device nonvolatile memory (NVRAM), and one or more device settings have been reset to their factory default. Sending can continue, but some unexpected functions might result because the error occurred in permanent storage. Pressing START should clear the message. If this message persists, contact your system administrator. 68.x Permanent Storage Full The printer NVRAM is full.
A Support Refer to one of the following resources for HP 9200C Digital Sender support. HP Customer support For additional information about the product, see the HP 9200C Digital Sender Getting Started Guide, or the HP 9200C Digital Sender Support Guide on the CD-ROM. For HP Customer Care information, see the support flyer that came with the product. You can also visit http://www.hp.com/support/9200c for more information.
44 Appendix A Support ENWW
Index A access denied 38 address books troubleshooting 38 using 21 ADF cleaning 30 jams, clearing 30 loading 13 locating 4 media specifications 5 mylar sheet, replacing 33 Replace Document Feeder Kit 40 troubleshooting 35, 38 attachments, e-mail file size 20 attachments, e-mail file formats 17 sending 17 authentication error message 38 auto-complete function, e-mail 19 B background removal 19 bins, ADF 4 blank pages 34 buttons, control panel 10 C canceling jobs 38 check cables message 39 check scanner lock
interface ports 4 internal clock errors 41 passwords 7, 34 PDF 17 personal address books 21 phone book, fax 25 ports 4 power switch 4 private address books 21 public address books 21 J jams ADF, preventing 14 clearing 30 release button, locating 4 Jetdirect Inside 3 Job Mode 16 JPG 17 K keys, control panel Q quality, troubleshooting 35 R RAM 3 recipient lists 21 release button, jams 4, 30 Replace Document Feeder Kit replacing the mylar sheet 33 Reset button 10 rollers, cleaning 30 10 L language, contro
troubleshooting about 34 address book 38 ADF 35, 38 ADF jams, preventing 14 authentication errors 38 blank pages 34 canceling 38 cleaning 30 contact administrator message 39 control panel language 37 cut-off pages 36 e-mail 36, 39 error messages 38 faxing 36 flash disk 39 ENWW folders 36, 40 internal clock errors 41 jams, clearing 30 memory errors 41 mylar sheet, replacing 33 passwords 34 quality 35 Replace Document Feeder Kit 40 scanner lock 39 U user guide 2 W Web sites, support 2 workflow, sending to 2
48 Index ENWW
© 2004 Hewlett-Packard Development Company, L.P. www.hp.
