hp fax

1240 series

user guide
hp fax 1240 series
© 2004 Copyright Hewlett-Packard safety information
Development Company, L.P.
The information herein is subject to Warning! To prevent
change without notice. It is not lawful in many places to make fire or shock hazard, do
copies of the following items. When in
Reproduction, adaptation or doubt, check with a legal not expose this product
translation without prior written representative first. to rain or any type of
permission is prohibited, except as
allowed under the copyright laws. • Governmental paper or moisture.
Publication number: Q5621-90108 documents:
First edition: January 2004
- Passports Always follow basic safety
- Immigration papers precautions when using this product to
notice reduce risk of injury from fire or
- Selective service papers electric shock.
The only warranties for HP products - Identification badges, cards, or
and services are set forth in the insignias Warning! Potential
express warranty statements • Governmental stamps: shock hazard
accompanying such products and
services. Nothing herein should be - Postage stamps 1 Read and understand all
construed as constituting an - Food stamps instructions in the setup poster.
additional warranty. HP shall not be •
liable for technical or editorial errors
Checks or drafts drawn on 2 Use only a grounded electrical
Governmental agencies outlet when connecting the
or omissions contained herein.
• Paper currency, traveler’s checks, device to a power source. If you
The Hewlett-Packard Company shall or money orders do not know whether the outlet is
not be liable for incidental or grounded, check with a qualified
consequential damages in connection • Certificates of deposit
electrician.
with, or arising out of the furnishing, • Copyrighted works
performance, or use of this document 3 Observe all warnings and
and the program material which it instructions marked on the
describes. product.
Note: Regulatory information can be 4 Unplug this product from wall
found in the Technical Information outlets before cleaning.
chapter of this guide.
5 Do not install or use this product
near water or when you are wet.
6 Install the product securely on a
stable surface.
7 Install the product in a protected
location where no one can step
on or trip over the line cord, and
where the line cord will not be
damaged.
8 If the product does not operate
normally, see the online
Troubleshooting help.
9 No operator-serviceable parts
inside. Refer servicing to
qualified service personnel.
10 Use in a well-ventilated area.
 contents

1 get started . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
get help . . . . . . . . . . . . . . . . . . . . . .. . .. .. . .. .. . .. . .. .. . .. . 1
hp fax overview . . . . . . . . . . . . . . . .. . .. .. . .. .. . .. . .. .. . .. . 1
the hp fax at a glance . . . . . . . . . . . .. . .. .. . .. .. . .. . .. .. . .. . 2
front panel overview . . . . . . . . . . . . .. . .. .. . .. .. . .. . .. .. . .. . 3
menu overview . . . . . . . . . . . . . . . . .. . .. .. . .. .. . .. . .. .. . .. . 5
2 load paper and load originals . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
open and close the hp fax. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
open and close the paper tray . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
open and close the document feeder tray and document catcher . . . . 8
papers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
recommended papers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
papers to avoid . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
load paper . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
load papers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
load other types of paper in the paper tray . . . . . . . . . . . . . . . . . 12
set the paper type . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
paper type settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
set the paper type . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
set the paper size . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
paper size setting for copying . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
paper size setting for receiving a fax . . . . . . . . . . . . . . . . . . . . . . 14
avoid jams . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
load originals . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
3 use the fax features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
send a fax . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . ..... 18
enable fax confirmation . . . . . . . . . . . . . . . . . . . . . . . . . ..... 18
send a basic fax . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . ..... 19
send a color original or photo fax . . . . . . . . . . . . . . . . . . ..... 19
send a fax using speed dials . . . . . . . . . . . . . . . . . . . . . . ..... 20
send a fax using redial . . . . . . . . . . . . . . . . . . . . . . . . . . ..... 20
schedule a fax . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . ..... 20
cancel a scheduled fax . . . . . . . . . . . . . . . . . . . . . . . . . . ..... 21
send a fax from memory . . . . . . . . . . . . . . . . . . . . . . . . . ..... 21
send a fax using monitor dialing . . . . . . . . . . . . . . . . . . . ..... 22
send a fax manually from a telephone . . . . . . . . . . . . . . . ..... 23
set the answer mode . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . ..... 24
receive a fax . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . ..... 27
set the number of rings before answering . . . . . . . . . . . . . . ..... 27
receive a fax manually using the handset . . . . . . . . . . . . . ..... 28
receive a fax manually from a phone . . . . . . . . . . . . . . . . ..... 28

i
contents

receive a fax manually from the front panel . . . . . . . . . . . . . . . . . .29

poll to receive a fax . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .29
use the handset . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .30
answer incoming calls using the handset . . . . . . . . . . . . . . . . . . . .30
make phone calls using the handset . . . . . . . . . . . . . . . . . . . . . . .30
receive faxes using the handset. . . . . . . . . . . . . . . . . . . . . . . . . . .31
send faxes using the handset . . . . . . . . . . . . . . . . . . . . . . . . . . . .31
adjust the handset volume . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .31
set the fax header . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .31
enter text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .32
enter a phone number . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .32
print reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .33
generate reports automatically . . . . . . . . . . . . . . . . . . . . . . . . . . .33
generate reports manually . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .35
set up speed dialing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .36
create individual speed-dial entries . . . . . . . . . . . . . . . . . . . . . . . .36
add group speed-dial entries . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37
update speed-dial entries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37
delete speed-dial entries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .38
change fax resolution and lighter/darker settings. . . . . . . . . . . . . . . . .38
change the fax resolution . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .38
change lighter/darker setting . . . . . . . . . . . . . . . . . . . . . . . . . . .39
set new defaults . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .40
set fax options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .41
set the date and time . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .41
set the paper size for received faxes . . . . . . . . . . . . . . . . . . . . . . .42
set tone or pulse dialing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .42
adjust the ring volume . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .42
adjust the phone line monitor volume . . . . . . . . . . . . . . . . . . . . . .43
forward faxes to another number . . . . . . . . . . . . . . . . . . . . . . . . .43
edit or cancel fax forwarding . . . . . . . . . . . . . . . . . . . . . . . . . . .43
change the answer ring pattern (distinctive ringing) . . . . . . . . . . . .44
redial a busy or unanswered number automatically . . . . . . . . . . . .44
set automatic reduction for incoming faxes . . . . . . . . . . . . . . . . . .45
use error correction mode . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .46
set the fax speed . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .46
use caller ID . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47
block junk fax numbers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47
set backup fax reception . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .48
set the country and language . . . . . . . . . . . . . . . . . . . . . . . . . . . .49
reprint the faxes in memory . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .49
stop faxing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .49
4 use the copy features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .51
overview . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . .. .. . .. . .. .. . .51
use the copy features from the front panel . . .. . .. .. . .. . .. .. . .51
increase copy speed or quality . . . . . . . . . . .. . .. .. . .. . .. .. . . 52
change default copy settings . . . . . . . . . . . .. . .. .. . .. . .. .. . . 52

ii hp fax 1240 series

 contents

copy a two-page black-and-white document . . . . . . . . . . . . . . . . . . . 53

make multiple copies of the same original . . . . . . . . . . . . . . . . . . . . 54
copy a washed-out original . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54
reduce or enlarge . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55
copy a legal-size document onto letter paper . . . . . . . . . . . . . . . . . . 55
copy a full page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56
copy a document that has been faxed several times . . . . . . . . . . . . . . 57
enhance light areas of your copy . . . . . . . . . . . . . . . . . . . . . . . . . . 58
enhance the colors of your original . . . . . . . . . . . . . . . . . . . . . . . . . 59
stop copying . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59
5 order supplies. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61
order media . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61
order print cartridges . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61
order other supplies . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61
6 maintain your hp fax . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63
clean the glass . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63
clean the white strip . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64
clean the exterior . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65
work with print cartridges . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65
print cartridge information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65
print a self-test report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66
handle the print cartridges . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67
replace the print cartridges . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67
align the print cartridges . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70
clean the print cartridges . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70
clean the print cartridge contacts . . . . . . . . . . . . . . . . . . . . . . . . 71
replace the telephone cord . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72
restore factory defaults . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72
set the scroll speed . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73
set the prompt delay time . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73
set the language and country/region . . . . . . . . . . . . . . . . . . . . . . . . .74
self-maintenance sounds . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .74
7 fax setup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75
faxing from a DSL line . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. 76
faxing with a PBX phone system or an ISDN line . . . . . . . . . . . . . . .. 77
how to tell if the following instructions apply to you . . . . . . . . . . . . .. 77
how to choose the right fax setup for your office. . . . . . . . . . . . . . . .. 78
select your fax setup case from this table. . . . . . . . . . . . . . . . . . . . .. 80
case A: separate fax line (no voice calls received) . . . . . . . . . . . . . .. 81
how your hp fax will answer fax calls . . . . . . . . . . . . . . . . . . . .. 81
case B: faxing with a distinctive ring service on the same line . . . . . .. 82
how your hp fax will answer fax calls . . . . . . . . . . . . . . . . . . . .. 82
case C: shared voice/fax line . . . . . . . . . . . . . . . . . . . . . . . . . . . .. 83
how your hp fax will answer fax calls . . . . . . . . . . . . . . . . . . . .. 83
case D: fax line shared with PC modem (no voice calls received) . . . .. 84
how your hp fax will answer fax calls . . . . . . . . . . . . . . . . . . . .. 85

user guide iii

contents

case E: shared voice/fax line with PC modem. . . . . . . . . . . . . . . . . . .85

how your hp fax will answer fax calls . . . . . . . . . . . . . . . . . . . . . .86
case F: shared voice/fax line with answering machine . . . . . . . . . . . . .86
how your hp fax will answer fax calls . . . . . . . . . . . . . . . . . . . . . . 87
case G: shared voice/fax line with PC modem and answering machine .88
how your hp fax will answer fax calls . . . . . . . . . . . . . . . . . . . . . .89
case H: shared voice/fax line with voice mail . . . . . . . . . . . . . . . . . . .90
how to answer fax calls manually . . . . . . . . . . . . . . . . . . . . . . . . .90
case I: shared voice/fax line with PC modem and voice mail . . . . . . . .91
how to answer fax calls manually . . . . . . . . . . . . . . . . . . . . . . . . .92
8 troubleshooting information . . . . . . . . . . . . . . . . . . . . . . . . . . . . 93
status lights . . . . . . . . . . . . . . . . . . . . . .. . .. .. . .. . . . . . . . . . . . .93
installation troubleshooting . . . . . . . . . . .. . .. .. . .. . . . . . . . . . . . . 94
paper jams. . . . . . . . . . . . . . . . . . . . . .. . .. .. . .. . . . . . . . . . . . . 97
print cartridge problems . . . . . . . . . . . . .. . .. .. . .. . . . . . . . . . . . .98
copy problems . . . . . . . . . . . . . . . . . . .. . .. .. . .. . . . . . . . . . . . .99
fax problems. . . . . . . . . . . . . . . . . . . . .. . .. .. . .. . . . . . . . . . . .104
front panel messages . . . . . . . . . . . . . . .. . .. .. . .. . . . . . . . . . . .109
print cartridge messages . . . . . . . . . .. . .. .. . .. . . . . . . . . . . .109
alignment messages . . . . . . . . . . . . .. . .. .. . .. . . . . . . . . . . .110
fax messages . . . . . . . . . . . . . . . . . .. . .. .. . .. . . . . . . . . . . .111
copy messages. . . . . . . . . . . . . . . . .. . .. .. . .. . . . . . . . . . . .112
general status messages . . . . . . . . . .. . .. .. . .. . . . . . . . . . . .113
automatic document feeder messages .. . .. .. . .. . . . . . . . . . . .114
severe error messages . . . . . . . . . . . .. . .. .. . .. . . . . . . . . . . .114
fax log error codes . . . . . . . . . . . . . . . .. . .. .. . .. . . . . . . . . . . .115
9 technical information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .117
paper specifications. . . . . . . . . . . . . . . . . . . . . . . .. .. . .. . .. .. .117
paper-tray capacities. . . . . . . . . . . . . . . . . . . . .. .. . .. . .. .. .117
automatic document feeder paper capacity . . . . .. .. . .. . .. .. .117
paper sizes . . . . . . . . . . . . . . . . . . . . . . . . . . .. .. . .. . .. .. .118
print margin specifications . . . . . . . . . . . . . . . . .. .. . .. . .. .. .118
fax specifications. . . . . . . . . . . . . . . . . . . . . . . . . .. .. . .. . .. .. .118
physical specifications . . . . . . . . . . . . . . . . . . . . . .. .. . .. . .. .. .118
power specifications . . . . . . . . . . . . . . . . . . . . . . .. .. . .. . .. .. .119
environmental specifications . . . . . . . . . . . . . . . . . .. .. . .. . .. .. .119
environmental product stewardship program . . . . . . .. .. . .. . .. .. .119
recycling program. . . . . . . . . . . . . . . . . . . . . . .. .. . .. . .. .. .120
regulatory notices . . . . . . . . . . . . . . . . . . . . . . . . .. .. . .. . .. .. .121
declaration of conformity . . . . . . . . . . . . . . . . . . . .. .. . .. . .. .. . 124
10 hp fax 1240 series support . . . . . . . . . . . . . . . . . . . . . . . . . . . 125
get support and other information from the Internet . .. .. . .. . .. .. .125
hp customer support . . . . . . . . . . . . . . . . . . . . . . .. .. . .. . .. .. .125
call in the U.S. . . . . . . . . . . . . . . . . . . . . . . . . .. .. . .. . .. .. . 126
call in Canada . . . . . . . . . . . . . . . . . . . . . . . . .. .. . .. . .. .. . 126
prepare your hp fax for shipment . . . . . . . . . . . . . .. .. . .. . .. .. . 127

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 contents

11 warranty information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 129

duration of limited warranty . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 129
warranty service . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 129
warranty upgrades . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 129
returning your hp fax for service . . . . . . . . . . . . . . . . . . . . . . . . . . 130
hewlett-packard limited global warranty statement . . . . . . . . . . . . . . 130

index . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 133

user guide v
contents

vi hp fax 1240 series

 get started
1

get started
get help
This User Guide contains information on using your HP Fax and provides
additional troubleshooting assistance for the installation process. The User
Guide also contains information on how to order supplies and accessories,
technical specifications, support, and warranty information.
The table below lists additional sources of information for your HP Fax.

help description
Setup information The Setup Poster provides instructions for setting up and configuring your
HP Fax. The Setup Poster is in the box with your HP Fax.
General product The HP Fax 1240 Series User Guide contains information on using your
information HP Fax. The User Guide also contains information on how to order
supplies and accessories, technical specifications, support, and warranty
information.
Internet help and If you have Internet access, you can get help from the HP website at:
technical support www.hp.com/support
The website also provides answers to frequently-asked questions.

hp fax overview
Your HP Fax is ready to use whenever you are. Tasks such as sending a fax or
making a copy of a document or photo can be accomplished quickly and easily
from the front panel of your HP Fax.
This section contains the following topics:
• the hp fax at a glance on page 2
• front panel overview on page 3
• menu overview on page 5

1
 chapter 1

the hp fax at a glance

get started

1 3
2

11 4

5
10

8 7 6

feature purpose
1 Automatic document feeder tray
2 Automatic document feeder
3 Document guides
4 Front panel
5 Print-carriage access door
6 Paper tray
7 Paper tray extender
8 Paper guides
9 Document catcher
10 Document catcher extender
11 Handset

2 hp fax 1240 series

 get started

12

13

get started
14

15
17

16

feature purpose
12 Power connector
13 1-LINE port
14 2-EXT port
15 Handset port
16 Rear cleanout door
17 Rear cleanout door access tab

front panel overview

1 2 3 4 5 6 7 8 9 10

11
12
13

16
18 17
21 20 19 15 14

feature purpose
1 Answer Mode: Switch between four answer settings, Fax mode
(Fax), Telephone (Tel) mode, Fax and Telephone (FaxTel) mode,
and Answering Machine (AnswerMachine) mode. See set the
answer mode on page 24 for an explanation of these settings.
2 Fax Resolution: Choose the resolution in which a fax will be sent.

user guide 3
 chapter 1

feature purpose
get started

3 Redial/Pause: Redial the most recently dialed fax number. Also,

use to insert a pause while entering a telephone number.
4 Speed Dial: Select a number from programmed speed dial entries.
Use the Speed Dial button, the arrows, or the keypad numbers on
the front panel to navigate to a speed dial fax number.
5 Status Light: Indicates whether the HP Fax is on, off, or busy.
6 Attention Light: Indicates an error condition.
7 Front Panel Display: View menus, prompts, status messages, and
error messages.
8 Flash: Cancel a number being dialed and bring up a dial tone.
Also, use to answer call waiting.
9 Search: Search for a speed dial code by name.
10 Setup: Access the menu system for reports, speed dial setup, fax
settings, tools, and preferences.
11 Fax: Select the fax function. After entering the phone number, press
the Fax button repeatedly to scroll through the Fax menu settings.
12 Scan & Fax: Scans the entire fax into memory before sending. After
entering the phone number, press the Fax button repeatedly to
scroll through the Scan & Fax menu settings
13 Copy: Select the copy function. Press the Copy button repeatedly to
scroll through the Copy menu settings.
14 Start Black, Start Color: Start a black or color fax or copy job.
15 Cancel: Stop a job, exit a menu, exit settings, or exit the speed dial
menu.
16 OK: Select the current menu setting on the front panel display. Also,
use to respond to prompts on the front panel display.
17 Right Arrow: increase values, or go forward when viewing settings
on the front panel display.
18 Left Arrow: Decrease values, or go back when viewing settings on
the front panel display.
19 On: Turn the HP Fax on or off.
Warning! When the HP Fax is off, a minimal amount of power
is still supplied to the device. Unplug the power cord to
completely disconnect the power supply to the HP Fax.
20 Keypad: Enter fax numbers, values, or text.
21 One-Touch Speed Dial: Dial a fax number quickly by pressing a
one-touch speed dial button. The 5 one-touch speed dial buttons
each hold 2 numbers and correspond to the first 10 fax numbers
entered during speed dial setup.

4 hp fax 1240 series

 get started

menu overview

get started
The following provides a quick reference to top-level menus that appear on the
HP Fax front panel display.

Fax Scan & Fax

Phone Number * Phone Number*
Resolution Lighter/Darker
Lighter/Darker
How to Fax
Set New Defaults

Setup Copy
1: Print Report Number of Copies
2: Speed Dial Setup Copy Quality
3: Basic Fax Setup Lighter/Darker
4: Advanced Fax Setup Reduce/Enlarge
5: Tools Paper Type
6: Preferences Copy Paper Size
Enhancements
Color Intensity
Set New Defaults

*You must enter the Phone Number before you can access the other
menu items.

user guide 5
get started chapter 1

6 hp fax 1240 series

 load paper and load originals
2
The HP Fax 1240 Series allows you to load different types and sizes of paper
in your HP Fax, including letter, and photo papers. You can also change settings
for paper types and paper sizes to get the highest quality copies from your
HP Fax.
This section contains the following topics:

load originals & paper

• open and close the hp fax on page 7
• papers on page 9
• load paper on page 11
• set the paper type on page 12
• set the paper size on page 13
• avoid jams on page 14
• load originals on page 15

open and close the hp fax

The HP Fax’s trays are designed to close in order to save space in your office.
These procedures show you how to open and close the paper tray, document
catcher, and the document feeder tray.
Tip: You can automatically receive and print faxes with the
document feeder tray and document catcher in the closed
position, as shown below.

This section contains the following topics:

• open and close the paper tray on page 8
• open and close the document feeder tray and document catcher on page 8

7
 chapter 2

open and close the paper tray

The paper tray must be open with paper loaded for the HP Fax to print, copy,
and receive faxes.
1 Open the paper tray door.
load originals & paper

2 Unfold the paper tray.

3 Only unfold the paper tray extender if you are using Draft or Fast mode
and paper is overshooting the paper tray. The paper tray extender may
cause jams in other cases.

open and close the document feeder tray and document catcher
The document feeder tray and document catcher must be open to copy, send
faxes and scan. However, you can print and receive faxes with them closed.

8 hp fax 1240 series

 load paper and load originals

1 Lift the document feeder tray to open it.

load originals & paper

2 Lower the document catcher and unfold the document catcher extender to
open it.

Note: The document catcher must be closed before the document feeder
tray can be closed.

papers
You can use several types and sizes of paper in your HP Fax. Review the
following recommendations to get the best quality. Whenever you change
paper types or sizes, remember to change those settings.
This section contains the following topics:
• recommended papers on page 10
• papers to avoid on page 10

user guide 9
 chapter 2

recommended papers
These are the types and sizes of papers recommended for copying

paper types
If you want the best print quality, we recommend HP Papers. Using paper that
is too thin, paper that has a slick texture, or paper that stretches easily can cause
paper jams. Using paper that has a heavy texture or does not accept ink can
cause printed images to smear, bleed, or not be filled in completely. For more
information about HP Papers, go to our website at:
www.hp.com/support
load originals & paper

• HP Premium Paper is the ultimate coated paper for high-resolution usage.

A smooth, matte finish makes it ideal for your special documents.
• HP Bright White Paper delivers high-contrast colors and sharp text. It is
opaque enough for two-sided color usage, with no show-through, which
makes it ideal for newsletters, reports, and flyers.
• HP Premium Photo Paper, Glossy and Matte, and HP Premium Plus Photo
Paper, Glossy and Matte are high-quality, glossy-finish or matte-finish,
photo-based papers. They look and feel like photographs and can be
mounted under glass or in an album. Photo papers dry rapidly and resist
fingerprints and smudges.
• HP Premium Inkjet Transparency Film makes your color presentations vivid
and even more impressive. This film is easy to use and handle and dries
quickly without smudging.
• HP Matte Greeting Cards, HP Glossy Greeting Card Paper, HP Textured
Greeting Cards, Ivory, Half-Fold and HP Textured Greeting Cards, White,
Half-Fold allow you to make your own greeting cards.
• HP Brochure & Flyer Paper, Glossy or HP Brochure & Flyer Paper, Matte is
matte-coated or glossy-coated on both sides for two-sided use. It is the
perfect choice for near-photographic reproductions and business graphics
for report covers, special presentations, brochures, mailers, and
calendars.

paper sizes
You may copy only onto full size pages (letter, legal and A4) of plain and photo
paper and transparency film.

papers to avoid
We do not recommend the following papers:
• Paper with cutouts or perforations.
• Photo paper other than HP Premium Plus Photo Paper.
• Envelopes.
• Transparency film other than HP Premium or Premium Plus.
• Multiple-part forms or label stock.

10 hp fax 1240 series

 load paper and load originals

load paper
These procedures describe how to load different sizes and types of papers into
the paper tray for copying.
This section contains the following topics:
• load papers on page 11
• load other types of paper in the paper tray on page 12

load papers
The following procedure describes how to load letter, legal, and A4 size paper

load originals & paper

into the paper tray. There are specific considerations for loading certain types
of paper. After you review this procedure, see load other types of paper in the
paper tray on page 12.
For best results, adjust the paper settings each time you change paper types or
paper sizes. For more information, see set the paper type on page 13.
Tip: Help prevent rips, wrinkles, and curled or bent edges by
storing all media flat in a resealable bag. Extreme changes in
temperature and humidity might result in curled media that does
not work well in the HP Fax if the media is not stored properly.
1 Open the paper tray door and unfold the paper tray. See open and close
the paper tray on page 8.
2 If it is open, fold up the document catcher.
3 Slide the paper guide to its outermost position.
4 Tap the stack of paper on a flat surface to align the edges of the paper,
and then check to make sure all of the paper in the stack is the same size
and type.
5 Insert the short edge of the paper into the paper tray (print side down) until
it stops. To avoid bending the paper, make sure you do not push the
paper in too far, or push too hard. If you are using letterhead, insert the
top of the page first.

user guide 11
 chapter 2

6 Slide the paper guide in until it stops at the edge of the paper. Make sure
that the stack of paper lies flat in the paper tray and fits under the tab of
the paper guide.
load originals & paper

load other types of paper in the paper tray

The following table provides guidelines for loading certain types of paper and
transparency film. For best results, adjust the paper type each time you change
paper types and paper sizes. For more information, see set the paper type on
page 13.

paper tips
HP Papers • HP Premium Paper: Locate the gray arrow on the
nonprinting side of the paper, and then insert the
paper with the arrow side facing up.
• HP Premium Inkjet Transparency Film: Insert the film
so that the white transparency strip (with arrows
and the HP logo) is on top and goes into the paper
tray first.
• HP Greeting Card Paper, HP Glossy Greeting Card
Paper, or HP Textured Greeting Cards: slide a small
stack of greeting cards with the print side down,
completely forward into the paper tray until it can
go no further.

set the paper type

Whenever you change paper types, be sure to set the paper type for your
HP Fax.

paper type settings

Select the Paper Type setting that matches the paper or transparency film you
are using. Use the paper types listed for best copy quality.

paper front panel setting

Copier paper or letterhead Plain
Other plain paper Plain

12 hp fax 1240 series

 load paper and load originals

paper front panel setting

HP Premium Paper Plain
HP Bright White Paper Plain
Other Inkjet papers Plain
HP Premium Photo Paper Photo
HP Premium Plus Photo Paper Photo
Other photo paper1 Photo

load originals & paper

HP Premium Inkjet Transparency Film Transparency
Other transparency paper Transparency
1 Not all photo papers are compatible.

set the paper type

The following procedure describes how to set the paper type for the Copy option
on your HP Fax. Select the Paper Type setting that matches the paper or
transparency film you are using.
1 Press the Copy button until Paper Type appears.
2 Press ! until the appropriate paper type appears.
3 Press OK to choose the displayed paper type.
Note: This setting returns to its default setting two minutes after the job has
been completed. For information on changing the default setting, see
change default copy settings on page 52.

set the paper size

The following procedure describes how to set the paper size on your HP Fax.
This section contains the following topics:
• paper size setting for copying on page 13
• paper size setting for receiving a fax on page 14

paper size setting for copying

Copies can be made onto letter, A4, or legal paper only.
Note: This setting returns to its default setting two minutes after the job has
been completed. For information on changing the default copy setting, see
change default copy settings on page 52.
1 Press the Copy button until Copy Paper Size appears.
2 Press ! until the appropriate paper size appears.
3 Press OK to choose the displayed paper size.

user guide 13
 chapter 2

paper size setting for receiving a fax

You can select the paper size for received faxes. The paper size selected should
match what is loaded in your paper tray. Faxes can be printed on letter, A4, or
legal paper only.
Note: If an incorrect paper size is loaded in the paper tray when a fax is
received, the fax will not print. Load letter, A4, or legal paper, and then
press OK to print the fax.
1 Press Setup.
2 Press 3, then press 4.
This selects Basic Fax Setup and then Fax Paper Size.
load originals & paper

3 Press ! to highlight an option, and then press OK.

avoid jams
To help avoid paper jams, follow these guidelines:
• Prevent curled or wrinkled paper by storing all unused media flat in a
resealable bag.
• Remove printed papers from the output tray frequently.
• Ensure that media loaded in the automatic document feeder and the paper
tray lay flat and the edges are not bent or torn.
• Do not combine different paper types and paper sizes in either the
automatic document feeder or in the paper tray. Always load the same
paper type and paper size in the automatic document feeder or in the
paper tray.
• Adjust paper guides in the automatic document feeder and the paper tray
to fit snugly against all media. Make sure the paper guides do not bend
the media.
• Do not force media too far forward in the paper tray.
• Use paper types that are recommended for your HP Fax.

14 hp fax 1240 series

 load paper and load originals

load originals
You can copy or fax an original by placing it in the document feeder tray. The
following procedure describes how to load originals into the HP Fax automatic
document feeder.
Note: The document feeder tray holds a maximum of 20 sheets of paper.
1 Load your original in the center of the document feeder tray face down
and top first.
Tip: Always load small originals in a portrait orientation, with the
shorter edge going into the HP Fax first.

load originals & paper

2 Slide the document guides inward until they stop at the edges of the
original.
3 Press Copy, Fax, or Scan & Fax on the front panel.
Note: If you want to change a Copy, Fax, or Scan & Fax setting, press the
Copy, Fax, or Scan & Fax button repeatedly until the appropriate setting or
destination appears on the front panel display (You will need to enter the
Phone Number to go to the other menu items for Fax and Scan & Fax.).
Once the setting you want to change appears, press ! to move to a
specific value (such as a specific paper size) and then press OK to select
the setting or destination.
4 Press Start Black or Start Color on the front panel to start the job.

user guide 15
load originals & paper chapter 2

16 hp fax 1240 series

 use the fax features
3
Using your HP Fax, you can send and receive faxes, including color faxes. You
can set up speed dials to send faxes quickly and easily to frequently used
numbers. From the front panel, you can set a number of fax options, such as
resolution.
This section contains the following topics:
• send a fax on page 18
• set the answer mode on page 24
• receive a fax on page 27
• use the handset on page 30
• set the fax header on page 31
• enter text on page 32
• enter a phone number on page 32
• print reports on page 33
• set up speed dialing on page 36
• change fax resolution and lighter/darker settings on page 38
• set fax options on page 41

fax
• reprint the faxes in memory on page 49
• stop faxing on page 49

17
 chapter 3

send a fax
Using the front panel, you can send a black-and-white or color fax from your
HP Fax.
This section contains the following topics:
• enable fax confirmation on page 18
• send a basic fax on page 19
• send a color original or photo fax on page 19
• send a fax using speed dials on page 20
• send a fax using redial on page 20
• schedule a fax on page 20
• cancel a scheduled fax on page 21
• send a fax from memory on page 21
• send a fax using monitor dialing on page 22
• send a fax manually from a telephone on page 23

enable fax confirmation

If you need printed confirmation that your faxes are successfully sent, follow
these instructions before sending any faxes.
The default fax confirmation setting is Every Error. This means that your HP Fax
prints a report only if there is a problem with sending or receiving a fax. A
confirmation message indicating whether an item was successfully sent appears
fax

briefly on the front panel display after each transaction. To have a confirmation
printed for every fax, follow these instructions. For more information, see
generate reports automatically on page 33.
1 Press Setup.
2 Press 1, then press 1.
This selects Print Report and then selects Automatic Reports Setup.

Print Report Automatic Reports Setup

1: Automatic Reports Setup Every Error
2: Last Transaction Send Error
3: Fax Log Receive Error
4: Speed Dial List Every Fax
5: Self-Test Report Send Only
6: Caller ID Report * Off
7: Junk Fax Report *

* Not available in all countries/

regions. If Caller ID service is not
supported in your country/
region, this menu item will not
appear in the Print Report menu.

18 hp fax 1240 series

 use the fax features

3 Press ! until Every Fax appears in the second line of the display, and then
press OK.
The HP Fax will print a confirmation report every time you send a fax
informing you whether the fax was sent successfully or not.
For more information on printing reports, see print reports on page 33.

send a basic fax

This section describes how to send a basic black-and-white fax from the front
panel.
If you are interested in sending a color or photo fax, see send a color original
or photo fax on page 19.
1 Load your original face down and top first in the document feeder tray.
For more information, see load originals on page 15.
2 Press Fax.
Phone Number appears in the top line of the display.
3 Enter the fax number by using the keypad.
Tip: To enter a pause in the fax number, press Redial/Pause.
4 Press Start Black.
Tip: You must press Start to send a fax. Pressing OK is for menu
choices.

send a color original or photo fax

fax
You can fax a color original or photo from your HP Fax. If your HP Fax
determines that the recipient’s fax machine only supports black-and-white faxes,
the HP Fax sends the fax in black and white.
We recommend that you use only color originals for color faxing.
1 Load your original face down and top first in the document feeder tray.
For more information, see load originals on page 15.
2 Press Fax.
Phone Number appears in the top line of the display.
3 Enter the fax number by using the keypad.
Tip: To enter a pause in the fax number, press Redial/Pause.
4 If you are faxing a photo, change the resolution to Photo.
For information on changing the resolution, see change the fax resolution
on page 38.
5 Press Start Color.
Note: If the recipient’s fax machine only supports black-and-white faxes,
the HP Fax automatically sends the fax in black and white. A message
appears once the fax has been sent indicating that the fax was sent in black
and white. Press OK to clear the message.

user guide 19
 chapter 3

send a fax using speed dials

You can quickly send a fax from the front panel by pressing Speed Dial or a
one-touch speed dial button on the front panel.
Speed Dials will not appear until you have set them up. For more information,
see set up speed dialing on page 36.
1 Load your original face down and top first in the document feeder tray.
For more information, see load originals on page 15.
2 Press Fax.
Phone Number appears in the top line of the display.
3 Do one of the following:
– Press Speed Dial or Search until the appropriate speed-dial entry
appears in the top line of the display. You can also scroll through the
speed-dial entries by pressing " or !.
– Press Speed Dial and then enter the speed-dial entry code from the
front panel.
– Press a one-touch speed dial button. Press it once to access the first
speed-dial entry and twice to access the second speed-dial entry
assigned to that button.
Tip: You can print out a list of the speed-dial entries for your
reference. For information, see generate reports manually on
page 35.
4 Press Start Black or Start Color.
Note: If you send a fax to a group speed dial, you can only send the fax
fax

in black and white. The fax is scanned into memory and the first number in
the group speed dial list is dialed. When a connection is made, the fax is
sent and the next number is dialed, and so on. If a number is busy or not
answering, the HP Fax follows the settings for Busy Redial and No Answer
Redial. If a connection cannot be made, the next number in the group
speed dial list is dialed and an error report is generated for your
information.

send a fax using redial

You can send a fax to the last fax number dialed by using the Redial/Pause
button.
1 Load your original face down and top first in the document feeder tray.
For more information, see load originals on page 15.
2 Press Redial/Pause.
The last number dialed appears in the display.
3 Press Start Black or Start Color.

schedule a fax
You can schedule a black-and-white fax to be sent later the same day (for
example, when telephone lines are not as busy or phone rates are lower). When
scheduling a fax, the originals must be loaded in the automatic document feeder
so they can be scanned into memory.

20 hp fax 1240 series

 use the fax features

Tip: The date and time must be set in order to use this feature.
See set the date and time on page 41.
When the specified time is reached, your fax is automatically sent as soon as a
connection can be made.
Note: Use the front panel to schedule a fax for later. If you use the handset,
the fax is sent immediately.
You can only schedule one fax to be sent at a time. However, you can continue
to send other faxes while a fax is scheduled.
1 Load your original face down and top first in the document feeder tray.
For more information, see load originals on page 15.
2 Press Fax.
Phone Number appears in the top line of the display.
3 Enter the fax number by using the keypad, press a one-touch speed dial
button, or press Speed Dial until the appropriate speed-dial entry appears.
For more information on speed dials, see set up speed dialing on
page 36.
Tip: To enter a pause in the fax number, press Redial/Pause.
4 Press Fax until How to Fax appears in the top line of the display.
5 Press ! until Send Fax Later appears in the top line of the display, and
then press OK.
Black Only will appear on the display followed by Enter Time.
6 Enter the Send Time by using the numeric keypad.

fax
7 If prompted, press 1 for AM or 2 for PM.
8 Press Start Black.
Note: If you press Start Color, the fax will be sent in black and white and
a message will appear on the display.
The HP Fax scans the originals into memory and sends them at the
scheduled time. The scheduled time appears on the front panel display.

cancel a scheduled fax

You can cancel a scheduled fax or one that is currently in progress. Once you
schedule a fax, the scheduled time appears on the front panel display.
! When the scheduled time appears on the display, press Cancel, and then
press 1.

send a fax from memory

Your HP Fax can scan a black-and-white fax from the automatic document
feeder into memory before sending it. This feature is useful if the fax number you
are trying to reach is busy. The HP Fax scans the originals into memory, and
sends them once it is able to connect. You can immediately remove the originals
from the HP Fax once the pages are scanned.
Note: Do not lift the handset if you want to send a fax from memory. If you
use the handset, the fax is sent by scanning and sending each page.

user guide 21
 chapter 3

You can send a fax from memory using either the Fax button or the Scan & Fax
button.

to send a fax from memory using the scan & fax button
1 Load your original face down and top first in the document feeder tray.
For more information, see load originals on page 15.
2 Press Scan & Fax.
Phone Number appears in the top line of the display.
3 Enter the fax number by using the keypad, press a one-touch speed dial
button, or press Speed Dial until the appropriate speed-dial entry appears.
For more information on speed dials, see set up speed dialing on
page 36.
Tip: To enter a pause in the fax number, press Redial/Pause.
4 Press Start Black.
Note: If you press Start Color, the fax is sent in black and white and a
message appears on the display.
The HP Fax scans the originals into memory and sends them when the
receiving fax machine is available.

to send a fax from memory using the fax button

1 Load your original face down and top first in the document feeder tray.
For more information, see load originals on page 15.
2 Press Fax.
fax

Phone Number appears in the top line of the display.

3 Enter the fax number by using the keypad, press a one-touch speed dial
button, or press Speed Dial until the appropriate speed-dial entry appears.
For more information on speed dials, see set up speed dialing on
page 36.
Tip: To enter a pause in the fax number, press Redial/Pause.
4 Press Fax until How to Fax appears in the top line of the display.
5 Press ! until Fax from Memory appears in the top line of the display.
6 Press Start Black.
Note: If you press Start Color, the fax is sent in black and white and a
message appears on the display.
The HP Fax scans the originals into memory and sends them when the
receiving fax machine is available.

send a fax using monitor dialing

Monitor dialing allows you to dial a number from the front panel as you would
dial a regular telephone. This feature is useful when you want to use a calling
card to charge the call. You can also use it when you need to respond to tone
prompts while dialing and must pace your dialing speed.
You can send a fax using monitor dialing from the front panel or using the
handset.

22 hp fax 1240 series

 use the fax features

to send a fax using monitor dialing from the front panel

1 Load your original face down and top first in the document feeder tray.
For more information, see load originals on page 15.
2 Press Start Black or Start Color.
3 Once you hear the dial tone, enter the number by using the keypad on the
front panel. You can also use speed dials. For information on using speed
dials, see send a fax using speed dials on page 20.
4 Follow any prompts that might occur.
Your fax is sent when the receiving fax machine answers.

to send a fax using monitor dialing from the handset

1 Load your original face down and top first in the document feeder tray.
For more information, see load originals on page 15.
2 Pick up the handset.
3 Once you hear the dial tone, enter the number by using the keypad on the
front panel. You can also use speed dials. For information on using speed
dials, see send a fax using speed dials on page 20.
4 Follow any prompts that might occur.
5 Press Start Black or Start Color.
Your fax is sent when the receiving fax machine answers.

send a fax manually from a telephone

fax
Sending a fax manually allows you to make a phone call and talk with the
recipient before you send the fax. This is useful if you want to inform the recipient
that you are going to send them a fax before sending it.
You can send a fax manually by the handset or by using an extension phone
that is directly connected to your HP Fax.
Note: The extension phone must be connected to the “2-EXT” port on the
back of the HP Fax. For information on setting up your HP Fax with your
phone, see fax setup on page 75.

to send a fax manually using the handset

1 Load your original face down and top first in the document feeder tray.
For more information, see load originals on page 15.
2 Pick up the handset on the HP Fax and dial the number by using the
keypad on the front panel.
3 Do one of the following:
– If after dialing the number you hear fax tones, press Start Black or Start
Color within three seconds.
– If the recipient answers the telephone, instruct them to press Start on
their fax machine once they hear fax tones. Make sure you press Start
Black or Start Color on the HP Fax before the recipient presses Start on
the receiving fax machine.
4 Wait for the fax tones, and then hang up the telephone.

user guide 23
 chapter 3

to send a fax manually from a connected phone

1 Load your original face down and top first in the document feeder tray.
For more information, see load originals on page 15.
2 Dial the number by using the keypad on the phone that is connected to
your HP Fax.
Note: You must use the keypad on the phone to dial the number. Do not
use the keypad on the front panel of the HP Fax.
3 Do one of the following:
– If after dialing the number you hear fax tones, press Start Black or Start
Color within three seconds.
– If the recipient answers the telephone, instruct them to press Start on
their fax machine once they hear fax tones. Make sure you press Start
Black or Start Color on the HP Fax before the recipient presses Start on
the receiving fax machine.
4 Wait for the fax tones, and then hang up the telephone.

set the answer mode

By default, your HP Fax automatically answers incoming calls and receives
faxes. You can change the Answer Mode to receive faxes manually or
automatically, based on the types of equipment and services (if any) share the
same phone line with your HP Fax. This section explains the various ways of
answering fax calls.
fax

Note: For information on setting up your office equipment with the HP Fax,
see fax setup on page 75.

to change the answer mode from the front panel

! Press Answer Mode until the appropriate answer mode setting appears on
the display.
The selected Answer Mode setting appears on the display and becomes
the default setting.
Refer to the following table to determine which Answer Mode setting you should
use. From the first column in the table, choose the type of equipment and
services applicable to your office setup. Then, look up the appropriate setting in
the second column. The third column describes how the HP Fax will answer
incoming calls.

equipment/services sharing recommended description

your fax line answer mode
setting
None. Fax The HP Fax automatically answers all
incoming calls using the Rings to Answer
(You have a separate fax line setting. See set the number of rings before
on which you do not receive answering on page 27.
voice calls.)

24 hp fax 1240 series

 use the fax features

equipment/services sharing recommended description

your fax line answer mode
setting
A shared voice and fax line FaxTel The HP Fax automatically answers all
and no answering machine. incoming calls using the Rings to Answer
setting. See set the number of rings before
answering on page 27.
If the call is a fax call, the HP Fax will
receive the fax. If the call is a voice call, the
HP Fax will create a special ring to
indicate it is a voice call. You will need to
answer the incoming voice call using the
handset.
Note: If the HP Fax determines the call
is a voice call, only the HP Fax will
ring with the special ring tone. The
other phones on the same phone line
will not ring at all. You will need to
answer the incoming voice call using
the handset.
You should not answer voice calls
from other telephones on the line. The
device cannot tell that you picked up
the extension phone and will keep

fax
ringing. You will have to press Cancel
on the HP Fax to stop the ringing.
A shared voice and fax line. Tel The HP Fax will not automatically answer
calls. You will need to receive faxes
manually by pressing Start Black or Start
Color. For information on receiving faxes
manually, see receive a fax on page 27.
You might use this setting if the majority of
calls on this phone line are voice calls and
you rarely receive faxes.
Voice mail service provided Tel The HP Fax will not automatically answer
by your telephone company. calls. You will need to receive faxes
manually by pressing Start Black or Start
Color. For information on receiving faxes
manually, see receive a fax on page 27.

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 chapter 3

equipment/services sharing recommended description

your fax line answer mode
setting
An answering machine and a AnswerMachine The HP Fax will not automatically answer
shared voice and fax line. calls. Instead, the answering machine will
answer the call and the HP Fax will monitor
the line. If fax tones are detected, the
HP Fax will receive the fax. Otherwise, the
answering machine will record the
incoming message.
Note: This is the recommended
default setting if you have an
answering machine. Make sure the
answering machine is set up properly
with the HP Fax. For more
information, see fax setup on
page 75.
Distinctive ringing service. Fax The HP Fax automatically answers all
incoming calls.
Make sure the ring pattern the phone
company set for your fax line matches the
Answer Ring Pattern set for the HP Fax. For
more information, see change the answer
ring pattern (distinctive ringing) on
fax

page 44.

26 hp fax 1240 series

 use the fax features

receive a fax
By default, your HP Fax automatically receives and prints incoming faxes.
Depending on your Answer Mode setting, the HP Fax can receive faxes
automatically or manually. For more information on Answer Mode, see set the
answer mode on page 24.
Note: If you set the Answer Mode to Tel, you need to receive faxes
manually and respond in person to the incoming fax call. If Fax, FaxTel, or
AnswerMachine is set, you can receive faxes automatically or manually.
You can receive faxes manually from the following:
• A phone directly connected to the HP Fax (on the “2-EXT” port)
• A phone that is on the same telephone line, but not directly connected to
the HP Fax
• The front panel
• The handset
Refer to the following topics for information on receiving faxes.
This section contains the following topics:
• set the number of rings before answering on page 27
• receive a fax manually using the handset on page 28
• receive a fax manually from a phone on page 28
• receive a fax manually from the front panel on page 29
• poll to receive a fax on page 29

fax
set the number of rings before answering
You can specify how many rings should occur before your HP Fax automatically
answers the phone. The default is 2 rings (varies by country/region).
Note: This setting applies only if you set the Answer Mode to Fax or FaxTel.
1 Press Setup.
2 Press 3, then press 3.
This selects Basic Fax Setup and then Rings to Answer.

Basic Fax Setup

1: Date and Time
2: Fax Header
3: Rings to Answer
4: Fax Paper Size
5: Tone or Pulse Dialing
6: Ring Volume
7: Phone Line Monitor Volume
8: Fax Forwarding Black Only

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 chapter 3

3 Enter the appropriate number of rings to answer by using the keypad.

4 Press OK to accept the setting.

receive a fax manually using the handset

You can receive faxes manually by using the handset.
1 Remove any originals from the automatic document feeder.
2 Set the Answer Mode to Tel so that the HP Fax does not automatically
answer incoming calls. Or, set the Rings to Answer setting to a high
number to allow you to answer the incoming call before the HP Fax.
For information on setting the Answer Mode, see set the answer mode on
page 24. For information on setting the number of Rings to Answer, see
set the number of rings before answering on page 27.
3 To receive a fax manually from a phone, do one of the following:
– If the HP Fax rings, pick up the handset. If you hear fax tones from a
sending fax machine, press Start Black or Start Color, and then press
2.
– If you are currently talking to the sender using the handset, instruct
them to press Start on their fax machine first. Once you hear fax tones
from a sending fax machine, press Start Black or Start Color.
4 Wait until you hear the HP Fax send answering fax tones, and then hang
up the telephone.
The HP Fax receives the fax.

receive a fax manually from a phone

fax

You can receive faxes manually from a phone that is:

• Directly connected to the HP Fax (by using “2-EXT” port)
• On the same phone line, but is not connected to the HP Fax
Note: If you would like to receive a fax manually using the handset, see
receive a fax manually using the handset on page 28.
1 Remove any originals from the automatic document feeder.
2 Set the Answer Mode to Tel so that the HP Fax does not automatically
answer incoming calls. Or, set the Rings to Answer setting to a high
number to allow you to answer the incoming call before the HP Fax.
For information on setting the Answer Mode, see set the answer mode on
page 24. For information on setting the number of Rings to Answer, see
set the number of rings before answering on page 27.
3 To receive a fax manually from a phone, do one of the following:
– If your phone is plugged into the back of the HP Fax and you hear fax
tones from a sending fax machine, press Start Black or Start Color.
– If your phone is not plugged into the back of the HP Fax (but is on the
same phone line) and you hear fax tones from a sending fax machine,
press 1 2 3 on your phone.
– If you are currently on the phone with the sender using a phone
connected to the HP Fax, instruct them to press Start on their fax
machine. Once you hear fax tones from a sending fax machine, press
Start Black or Start Color.

28 hp fax 1240 series

 use the fax features

4 Wait until you hear the HP Fax send answering fax tones, then hang up
the telephone.
The HP Fax receives the fax.

receive a fax manually from the front panel

You can receive faxes manually from the front panel.
1 Remove any originals from the automatic document feeder.
2 Set the Answer Mode to Tel so that the HP Fax does not automatically
answer incoming calls. Or, set the Rings to Answer setting to a high
number to allow you to answer the incoming call before the HP Fax.
For information on setting the Answer Mode, see set the answer mode on
page 24. For information on setting the number of Rings to Answer, see
set the number of rings before answering on page 27.
3 When your HP Fax rings, press Start Black or Start Color.
The HP Fax receives the fax.

poll to receive a fax

Polling allows your HP Fax to ask another fax machine to send a fax that it has
in its queue. When you use the Poll to Receive feature, the HP Fax calls the
designated fax machine and requests the fax from it. The designated fax
machine must be set for polling and have a fax ready to send.
1 Remove any originals from the automatic document feeder.
2 Press Fax.

fax
Phone Number appears in the top line of the display.
3 Enter the fax number of the other fax machine.
4 Press Fax until How to Fax appears in the top line of the display.
5 Press ! until Poll to Receive appears in the top line of the display.
6 Press Start Black or Start Color.

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use the handset

You can use the handset to answer incoming calls, make phone calls, receive
faxes, and send faxes. While the HP Fax is processing another job, such as
copying, scanning, or printing, you can still use the handset for phone calls.
Note: If the HP Fax is sending or receiving fax data, you will not be able
to use the handset for phone calls. If you pick up the handset during faxing,
you will not hear a dial tone. Wait for the HP Fax to finish sending or
receiving the fax before using the handset.
This section contains the following topics:
• answer incoming calls using the handset on page 30
• make phone calls using the handset on page 30
• receive faxes using the handset on page 31
• send faxes using the handset on page 31
• adjust the handset volume on page 31

answer incoming calls using the handset

! Pick up the handset.
Note: If you are currently on the phone and receive another call, press
Flash to answer the call waiting. Call waiting is a subscription service and
is not available in all areas. Contact your phone company for information.

make phone calls using the handset

fax

You can make phone calls using the handset. You can use Redial, Speed Dial,
or a one-touch speed dial button to quickly dial numbers.
1 Pick up the handset.
2 Do one of the following:
– Dial the number by using the numeric keypad.
– Press Redial to dial the last number dialed.
– Press Speed Dial until the appropriate individual speed-dial entry
appears in the top line of the display (do not select a group speed-dial
entry) and press OK.
You can also scroll through the speed-dial entries by pressing " or !
or enter the speed-dial entry code from the front panel.
– Press a one-touch speed dial button and press OK.
Press it once to access the first speed-dial entry and twice to access the
second speed-dial entry assigned to that button.

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 use the fax features

receive faxes using the handset

! For information on receiving faxes by using the handset, see receive a fax
manually using the handset on page 28.

send faxes using the handset

! For information on sending faxes by using the handset, see to send a fax
manually using the handset on page 23.

adjust the handset volume

You can adjust the handset volume from Normal to Loud.
1 Pick up the handset.
2 Press " to decrease the volume or ! to increase the volume.
Note: You can also adjust volume of the ring tones and dial tone. For more
information, see adjust the ring volume and adjust the phone line monitor
volume.

set the fax header

The fax header prints your name and fax number on the top of every fax you
send.
The fax header information is required by law in many countries/regions.
Note: In Hungary, the subscriber identification code (fax header) can be
set or changed only by authorized personnel. For more information, contact

fax
your authorized HP dealer.
1 Press Setup.
2 Press 3, then press 2.
This selects Basic Fax Setup and then selects Fax Header.
3 Enter your personal or company name at the prompt. For information on
entering text from the front panel, see enter text on page 32.
4 Press OK.
5 Enter your fax number by using the numeric keypad.
6 Press OK.

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 chapter 3

enter text
The following list provides tips for entering text by using the front panel keypad.
Use these instructions to enter speed dial names and the fax header name.
• Press the keypad numbers that correspond to the letters of a name.

2 The letters A, B, and C correspond to the number 2,

ABC and so on.

• Press a button multiple times to see the available characters.

5 For example, to get this j k l J K L 5

JKL character:
Press 5 this many times: 1 2 3 4 5 6 7

Note: Depending on your language and country/region setting, additional

characters might be available.
• After the correct letter appears, wait for the cursor to automatically
advance to the right, or press !. Press the number that corresponds to the
next letter in the name. Press the button multiple times until the correct letter
appears. The first letter of a word is automatically set to uppercase.
Tip: The cursor will automatically advance to the right after two
seconds.
• To insert a space, press Space (#) or !.
fax

• To enter a symbol, such as *, press Symbols (*) repeatedly to scroll

through the list of symbols. The symbols are available to visually separate
text for easier reading. The list of available symbols for a name is:
@._-&/:;,?*()‘=+#!%“
• If you make a mistake, press " to clear it, and then make the correct
entry.
• After you are done entering text, press OK to store your entries.

enter a phone number

The following list provides tips for entering phone numbers. Use these
instructions to enter speed dial phone numbers and the fax header number.
• Press the keypad number and wait for the cursor to automatically advance
to the right, or press !.
Tip: The cursor will automatically advance to the right after two
seconds.
• To enter a three-second pause, press Redial/Pause.

32 hp fax 1240 series

 use the fax features

• To enter a symbol, such as *, press Symbols (*) repeatedly to scroll

through the list of symbols. The following table represents the available
symbols.

available description:
symbols:
* Provides the Dual Tone Multiple-Frequency (DTMF) tones
assigned to the asterisk character.
– When auto-dialing, the HP Fax enters a three-second pause
in the number sequence.
() Displays a left or right parenthesis to visually separate
numbers, such as area codes, for easier reading. These
symbols do not affect dialing.
W When auto-dialing, W causes the HP Fax to wait for a dial
tone before continuing to dial.
R During auto-dialing, the R functions the same as the Flash
button.
+ Displays a plus symbol in the fax header. This symbol does
not affect dialing
• If you make a mistake, press " to clear it, and then make the correct
entry.
• After you are done entering text, press OK to store your entries.

fax
print reports
You can set up your HP Fax to automatically print error reports and confirmation
reports for each fax you send and receive. You can also manually print system
reports as you need them; these reports provide useful system information about
your HP Fax.
By default, your HP Fax is set to print a report only if there is a problem with
sending or receiving a fax. A confirmation message that indicates whether a fax
was successfully sent appears briefly on the front panel display after each
transaction.
This section contains the following topics:
• generate reports automatically on page 33
• generate reports manually on page 35

generate reports automatically

This setting lets you configure your HP Fax so that it automatically prints error
and confirmation reports.
Note: If you need printed confirmation each time your faxes are
successfully sent, follow these instructions before sending any faxes.
1 Press Setup.
2 Press 1, then press 1.

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 chapter 3

This selects Print Report and then selects Automatic Reports Setup.

Print Report
1: Automatic Reports Setup Automatic Reports Setup
2: Last Transaction Every Error
3: Fax Log Send Error
4: Speed Dial List Receive Error
5: Self-Test Report Every Fax
6: Caller ID Report * Send Only
7: Junk Fax Report * Off

* Not available in all countries/

regions. If Caller ID service is not
supported in your country/
region, this menu item will not
appear in the Print Report menu.

3 Press ! to scroll through the following report types:

– Every Error: prints whenever there is any kind of fax error (default).
– Send Error: prints whenever there is a transmission error.
– Receive Error: prints whenever there is a receiving error.
– Every Fax: confirms every time a fax is sent or received.
– Send Only: prints every time a fax is sent.
– Off: does not print fax reports.
fax

Note: If you select Send Only, you will also receive error reports if there is
any kind of error generated.
4 Press OK to select a report.

34 hp fax 1240 series

 use the fax features

generate reports manually

You can manually generate reports about your HP Fax, such as the status of the
last fax you sent, a list of programmed speed-dial entries, or a Self-Test Report
for diagnostic purposes.
1 Press Setup, then press 1.
This selects Print Report.

Print Report
1: Automatic Reports Setup
2: Last Transaction
3: Fax Log
4: Speed Dial List
5: Self-Test Report
6: Caller ID Report *
7: Junk Fax Report *

*Not available in all countries/

regions. If Caller ID service is not
supported in your country/
region, this menu item will not
appear in the Print Report menu.

2 Press ! to scroll through the following report types:

– Automatic Reports Setup: prints automatic reports as described in

fax
generate reports automatically on page 33.
– Last Transaction: prints details of the last fax transaction.
– Fax Log: prints a log of the last 30 fax transactions.
– Speed Dial List: prints a list of programmed speed-dial entries.
– Self-Test Report: prints a report to assist you in diagnosing print and
alignment problems. For more information, see print a self-test report
on page 66.
– Caller ID Report: prints a log of the last 30 Caller ID calls. The report
prints the phone number, the date and time, and the name of the caller
(if available).
Note: Caller ID service is not available in all countries/regions. If Caller ID
service is not supported in your country/region, this menu item will not
appear in the Print Report menu. For information, see use caller ID on
page 47.
– Junk Fax Report: prints a report of the fax numbers you designated to
block. For more information, see block junk fax numbers on page 47.
3 Press OK to select a report.

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 chapter 3

set up speed dialing

You can assign speed-dial entries to frequently used fax numbers. Use the one-
touch speed dial buttons on the front panel to quickly send faxes. You can also
press Speed Dial to scroll through and select from the list of speed-dial entries.
The first 10 speed-dial entries are automatically saved to the 5 one-touch speed
dial buttons on the front panel. When you create more than 5 speed-dial entries,
2 speed-dial entries will be assigned to a button. Press the one-touch speed dial
button repeatedly to toggle between the numbers. For example, press the first
one-touch button to toggle between speed-dial entries 1 and 6, press the second
one-touch button to toggle between speed dial entries 2 and 7, and so on,
through the fifth one-touch button. For information on using one-touch speed dial
buttons, see send a fax using speed dials on page 20.
This section contains the following topics:
• create individual speed-dial entries on page 36
• add group speed-dial entries on page 37
• update speed-dial entries on page 37
• delete speed-dial entries on page 38

create individual speed-dial entries

You can create speed-dial entries for fax numbers that you use frequently.
1 Press Setup.
2 Press 2, then press 1.
fax

This selects Speed Dial Setup and then selects Individual Speed Dial.

Speed Dial Setup

1: Individual Speed Dial
2: Group Speed Dial
3: Delete Speed Dial

The first unassigned speed-dial entry appears on the display.

3 Press OK to select the displayed speed-dial entry.
Tip: To select another empty entry, press " or !, and then press
OK.
4 Enter the fax number to assign to that entry, and then press OK.
The fax number can be up to 62 digits in length.
Tip: To enter a pause in the fax number, press Redial/Pause.
5 Enter the name, and then press OK.
The name is limited to 40 characters in length.
For more information on entering text, see enter text on page 32.
6 After Enter Another? appears, press 1 (Yes), if you want to set up another
number, or press 2 (No) to exit.

36 hp fax 1240 series

 use the fax features

add group speed-dial entries

This feature allows you create groups of up to 50 individual speed-dial entries
so that you can send black-and-white faxes to specific groups of people with one
speed-dial button.
Note: You can only send black-and-white faxes to groups; color faxes and
Very Fine resolution are not supported for group faxing.
You can only assign previously entered speed-dial numbers to a group.
Additionally, only individual speed-dial entries can be added; you can’t assign
a group to another group.
1 Press Setup.
2 Press 2, then press 2.
This selects Speed Dial Setup and then selects Group Speed Dial.

Speed Dial Setup

1: Individual Speed Dial
2: Group Speed Dial
3: Delete Speed Dial

The first unassigned speed-dial entry appears on the display.

3 Press OK to select the displayed speed-dial entry.
Tip: To select another empty entry, press " or !, and then press

fax
OK.
4 Press " or ! to select an individual speed-dial entry to add the to the
group. You can also enter the speed-dial code by using the front panel.
5 Press OK.
6 After Enter Another? appears, press 1 (Yes), to add another individual
speed-dial entry.
7 When you have added all your entries, press 2 (No).
8 Enter the group speed-dial name, and then press OK.
The name is limited to 40 characters in length.
For more information on entering text, see enter text on page 32.
9 After Another Group? appears, press 1 (Yes), if you want to set up another
group speed dial, or press 2 (No) to exit.

update speed-dial entries

You can change the phone number or name of an individual speed-dial entry.
Note: If the individual speed-dial entry is also a part of a speed-dial group,
the speed-dial group will reflect the any updates made to the individual
speed-dial entry.
1 Press Setup.
2 Press 2, then press 1.
This selects Speed Dial Setup and then selects Individual Speed Dial.

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 chapter 3

3 Press " or ! to scroll through the speed-dial entries, and then press OK to
select the appropriate entry.
4 When the current fax number appears, press " to erase it.
5 Reenter the fax number.
Tip: To enter a pause in the fax number, press Redial/Pause.
6 Press OK to save the new number.
7 If you need to change the name, press " to erase it, and then reenter the
name using the keypad.
8 Press OK.
9 Press 1 (Yes) to update another entry or 2 (No) to exit.

delete speed-dial entries

Follow these steps to delete an individual or group speed-dial entry.
1 Press Setup.
2 Press 2, then press 3.
This selects Speed Dial Setup and then selects Delete Speed Dial.
3 Press ! until the speed-dial entry that you want to delete appears, and
then press OK. You can also enter the speed-dial code by using the front
panel.
Note: Deleting a group speed-dial entry will not delete the individual
speed-dial entries that make up the group.
fax

change fax resolution and lighter/darker settings

You can change the fax resolution and lighter/darker settings of documents that
you are sending.
Note: These settings do not affect copy settings. Copy resolution and copy
contrast are set independently from fax resolution and fax contrast.
This section contains the following topics:
• change the fax resolution on page 38
• change lighter/darker setting on page 39
• set new defaults on page 40

change the fax resolution

The Fax Resolution setting affects the transmission speed and quality of faxed
black-and-white documents. The HP Fax only sends faxes at the highest
resolution supported by the receiving fax machine. You can only change the fax

38 hp fax 1240 series

 use the fax features

resolution for faxes that you are sending in black and white. All color faxes will
be sent using Fine resolution. The following Fax Resolution settings are
available:
• Fine: this is the default setting. It provides high-quality text suitable for
faxing most documents.
• Very Fine: use this setting when you are faxing documents with very fine
detail. If you choose this option, be aware that the faxing process takes
longer to complete and you can only send black-and-white faxes.
• Photo: this setting provides the best quality fax when sending
photographs. If you choose Photo, be aware that the faxing process takes
longer to complete. When faxing photographs, we recommend that you
choose Photo.
• Standard: this setting provides the fastest possible transmission with the
lowest quality of fax.
1 Load your original face down and top first in the document feeder tray.
For more information, see load originals on page 15.
2 Press Fax Resolution until the desired resolution setting appears.
Note: The Fax Resolution setting you select is retained until you change it
again.
Tip: You can also change the Fax Resolution by pressing Fax,
then using " or ! to scroll to Fax Resolution and then press OK.
Use " or ! to scroll to the setting you want and press OK again.
3 Enter the fax number by using the keypad, press a one-touch speed dial

fax
button, or press Speed Dial until the appropriate speed-dial entry appears.
4 Press Start Black.
Note: If you press Start Color, the fax will be sent using the Fine setting.

change lighter/darker setting

Use this setting to change the contrast of a fax to be darker or lighter than the
original. This feature is useful if you are faxing a document that is faded,
washed out, or hand written. You can darken the original by adjusting the
contrast.
Your changes revert to the default values after two minutes of inactivity, unless
you set them as the default. For information, see set new defaults on page 40.
1 Load your original face down and top first in the document feeder tray.
For more information, see load originals on page 15.
2 Press Fax.
Phone Number appears in the top line of the display.
3 Enter the fax number by using the keypad, press a one-touch speed dial
button, or press Speed Dial until the appropriate speed-dial entry appears.

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 chapter 3

4 Press Fax until Lighter/Darker appears in the top line of the display.
The range of values appears as a circle on a scale on the display.
5 Press " to lighten the fax or ! to darken it.
The circle moves left or right as you press a button.
6 Press Start Black or Start Color.

set new defaults

You can change the default values for the Lighter/Darker setting through the
front panel.
1 Load your original face down and top first in the document feeder tray.
For more information, see load originals on page 15.
2 Press Fax.
Phone Number appears in the top line of the display.
3 Enter the fax number by using the keypad, press a one-touch speed dial
button, or press Speed Dial until the appropriate speed-dial entry appears.
For more information on speed dials, see set up speed dialing on
page 36.
4 Press Fax until Lighter/Darker appears in the top line of the display.
5 Make your changes, as needed.
6 Press Fax again until Set New Defaults appears in the top line of the
display.
7 Press ! to select Yes.
fax

8 Press Start Black or Start Color.

The HP Fax uses the new default setting to send your fax.

40 hp fax 1240 series

 use the fax features

set fax options

There are numerous fax options that you can set, such as controlling whether the
HP Fax redials a busy number automatically. When you make changes to the
following options, the new setting becomes the default. Review this section for
information on changing fax options.
This section contains the following topics:
• set the date and time on page 41
• set the paper size for received faxes on page 42
• set tone or pulse dialing on page 42
• adjust the ring volume on page 42
• adjust the phone line monitor volume on page 43
• forward faxes to another number on page 43
• edit or cancel fax forwarding on page 43
• change the answer ring pattern (distinctive ringing) on page 44
• redial a busy or unanswered number automatically on page 44
• set automatic reduction for incoming faxes on page 45
• use error correction mode on page 46
• set the fax speed on page 46
• use caller ID on page 47
• block junk fax numbers on page 47
• set backup fax reception on page 48

fax
• set the country and language on page 49

set the date and time

You can set the date and time from the front panel. When a fax is transmitted,
the current date and time are printed along with the fax header. The date and
time format is based upon the language and country/region setting.
1 Press Setup.
2 Press 3, then press 1.
This selects Basic Fax Setup and then selects Date and Time.
3 Enter the month, day, and year (last two digits only) by pressing the
appropriate number on the keypad. Depending on your country/region
setting, you might enter the date in a different order.
The underline cursor presented initially beneath the first digit advances
automatically to each digit each time you press a button. The time prompt
automatically appears after you enter the last digit of the date.
4 Enter the hours and minutes.
The AM/PM prompt automatically appears after the last digit of the time is
entered if your time is displayed in the 12-hour format.
5 If prompted, press 1 for AM or 2 for PM.
The new date and time settings appear on the front panel display.

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set the paper size for received faxes

You can select the paper size for received faxes. The paper size selected should
match what is loaded in your paper tray. Faxes can be printed on letter, A4, or
legal paper only (varies by country/region).
Note: If an incorrect paper size is loaded in the paper tray when a fax is
received, the fax will not print and an error message appears on the
display. Load letter, A4, or legal paper, and then press OK to print the fax.
1 Press Setup.
2 Press 3, then press 4.
This selects Basic Fax Setup and then Fax Paper Size.
3 Press ! to select an option, and then press OK.

set tone or pulse dialing

You can set the dial mode for tone or pulse dialing. Most phone systems work
with either type of dialing. If you have a public phone system or a private branch
exchange (PBX) system that requires pulse dialing, you may need to select Pulse
Dialing. The default setting is Tone Dialing. Some phone system features might
not be accessible if pulse dialing is used. In addition, it can take longer to dial
a fax number with pulse dialing. Contact your local phone company if you are
unsure which setting to use.
Note: If your phone system does not require pulse dialing, we recommend
using the default setting of Tone Dialing.
1 Press Setup.
fax

2 Press 3, then press 5.

This selects Basic Fax Setup and then Tone or Pulse Dialing.
3 Press ! to select between Tone or Pulse.
4 Press OK.

adjust the ring volume

The HP Fax provides four levels for adjusting how loud it will ring when there is
an incoming fax or phone call. You can select Off, Low, Medium, or High. The
default setting is Medium.
1 Press Setup.
2 Press 3, then press 6.
This selects Basic Fax Setup and then selects the Ring Volume.
3 Press ! to select an option, and then press OK.

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 use the fax features

adjust the phone line monitor volume

The Phone Line Monitor Volume setting allows you to control the volume of the
dial tones and fax tones. You can select Low, Medium, or High. The default
setting is Medium.
1 Press Setup.
2 Press 3, then press 7.
This selects Basic Fax Setup and then selects the Phone Line Monitor
Volume.
3 Press ! to select an option, and then press OK.

forward faxes to another number

Use the Fax Forwarding feature to forward your received faxes to another fax
number. During the period you have Fax Forwarding enabled, your HP Fax will
not print received faxes. If a color fax is received, it will be forwarded in black-
and-white.
1 Press Setup.
2 Press 3, then press 8.
This selects Basic Fax Setup and then selects the Fax Forwarding Black
Only.
3 Press ! to select On, and then press OK.
4 At the prompt, enter the number of the fax machine that will receive the
forwarded faxes.

fax
5 Press OK.
Fax Forwarding appears on the display.

edit or cancel fax forwarding

Once fax forwarding is enabled, you might need to change the number you are
forwarding to or you might want to cancel your fax forwarding setup altogether.
Follow the steps below to edit or turn off fax forwarding.
1 Press Setup.
2 Press 3, then press 8.
This selects Basic Fax Setup and then selects Fax Forwarding Black Only.
3 Press ! to select Off, and then press OK.
Tip: You can also cancel fax forwarding by pressing Cancel and
then 2, when “Fax Forwarding” appears on the front panel
display.

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 chapter 3

change the answer ring pattern (distinctive ringing)

Many phone companies offer a distinctive ringing feature that allows you to
have several phone numbers on one phone line. When you subscribe to this
service, each number will have a different ring pattern, for example, single,
double, and triple rings.
If you connect your HP Fax to a line with distinctive ringing, have your telephone
company assign one ring pattern to voice calls and another to fax calls. We
recommend that you request double or triple rings for a fax number. When the
HP Fax detects the specified ring pattern, it will answer the calls and receive the
fax.
If you do not have this service, use the default ring pattern, which is All Rings.
1 Verify that the correct Answer Mode setting is selected. For information,
see set the answer mode on page 24.
2 Press Setup.
3 Press 4, then press 1.
This selects Advanced Fax Setup and then selects Answer Ring Pattern.
4 Press ! to scroll through these options: All Rings, Single Rings, Double
Rings, Triple Rings, and Double & Triple.
5 When the ring pattern that the phone company established for your fax
number appears on the display, press OK.
Note: If you do not have distinctive ringing service, use the default ring
pattern, which is All Rings.
fax

redial a busy or unanswered number automatically

You can set your HP Fax to redial a busy or an unanswered number
automatically. The default setting for Busy Redial is Redial. The default setting
for No Answer Redial is No Redial.
1 Press Setup.
2 Do one of the following:
– To change the Busy Redial setting, press 4, and then press 2.
This selects Advanced Fax Setup, and then selects Busy Redial.
– To change the No Answer Redial setting, press 4, and then press 3
again.
This selects Advanced Fax Setup and then selects No Answer Redial.

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 use the fax features

Advanced Fax Setup Busy Redial

1: Answer Ring Pattern Redial
2: Busy Redial No Redial
3: No Answer Redial
4: Automatic Reduction
5: Error Correction Mode
6: Fax Speed
7: Caller ID Mode* No Answer Redial
8: Junk Fax Numbers* No Redial
9: Backup Fax Reception** Redial
*Not available in all countries/
regions. If Caller ID service is not
supported in your country/
region, this menu item will not
appear in the Print Report menu.
**If Caller ID service is not
available in your country/
region, Backup Fax Reception
will be number 7.

3 Press ! to select Redial or No Redial.

4 Press OK.

set automatic reduction for incoming faxes

This setting determines what your HP Fax does if it receives a fax that is too large

fax
for the default paper size. With this setting on (the default), the image is reduced
so that it fits on one page, if possible. With this feature off, information that
doesn’t fit on the first page is printed on a second page. Automatic Reduction
is useful when you receive a legal-size fax and letter-size paper is loaded in the
paper tray.
1 Press Setup.
2 Press 4, then press 4.
This selects Advanced Fax Setup and then selects Automatic Reduction.
3 Press ! to select On or Off.
4 Press OK.

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 chapter 3

use error correction mode

Error Correction Mode (ECM) eliminates data lost due to poor phone lines by
detecting errors that occur during transmission and automatically requesting
retransmission of the erroneous portion. Phone charges are unaffected, or might
even be reduced, on good phone lines. On poor phone lines, ECM increases
sending time and phone charges, but sends the data much more reliably. Turn
ECM off (the default setting is on) only if it increases phone charges
substantially, and you can accept poorer quality in exchange for reduced
charges.
Note: If your Fax Speed setting is set to Fast or you are sending a color fax,
then ECM is always On.
ECM only affects faxes that are being sent
1 Press Setup.
2 Press 4, then press 5.
This selects Advanced Fax Setup and then selects Error Correction Mode.
3 Press ! to select On or Off.
4 Press OK.

set the fax speed

You can set the fax speed used to communicate between your HP Fax and other
fax machines when sending and receiving faxes. The default fax speed is Fast.
In certain environments, setting the fax speed to a slower speed might be
required. For example, if you use one of the following:
fax

• an Internet phone service

• a PBX system
• Fax over Internet Protocol (FoIP)
• an integrated services digital network (ISDN) service
Also, if you experience problems sending and receiving faxes, you might want
to try setting the Fax Speed to Medium or Slow. If you want to send with ECM
turned off, you must use Medium or Slow. The following fax speeds are
available.

fax speed setting fax speed

Fast v.34 or 33600 bps
Medium v.17 or 14400 bps
Slow v.29 or 9600 bps

1 Press Setup.
2 Press 4, then press 6.
This selects Advanced Fax Setup and then Fax Speed.
3 Press ! to select an option, and then press OK.

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 use the fax features

use caller ID
Caller ID Mode allows you to view the phone number or names of callers on the
front panel display, if you subscribe to Caller ID service through your phone
company.
Note: Caller ID service is available through your phone company. It is not
supported in all countries/regions. If it is not supported in your country/
region, you will not see Caller ID Mode in the Advanced Fax Menu. For
more information on Caller ID service, contact your phone company.
In addition to viewing the numbers or names of callers, you can also block
numbers so that the HP Fax will not receive faxes from those numbers. For more
information on blocking numbers, see block junk fax numbers on page 47.
1 Press Setup.
2 Press 4, then press 7.
This selects Advanced Fax Setup and then Caller ID Mode.
3 Press ! to select one of the following options:
– On: select this option to activate Caller ID Mode.
– On (Block Junk): select this option to activate Caller ID Mode and
block junk fax numbers.
– Off: select this option to turn off Caller ID Mode.
4 Press OK.

block junk fax numbers

If you subscribe to Caller ID service through the phone company, you can block

fax
future faxes from designated numbers using the Junk Fax Numbers feature. You
can block faxes from up to 20 numbers.
Before using this feature, you must set the Caller ID Mode to On (Block Junk).
For information, see use caller ID on page 47.
Note: Caller ID service is available through your phone company. It is not
supported in all countries/regions. If it is not supported in your country/
region, you will not see Junk Fax Numbers in the Advanced Fax Menu. For
more information on Caller ID service, contact your phone company.

user guide 47
 chapter 3

to add junk fax numbers

1 Press Setup.
2 Press 4, then press 8.
This selects Advanced Fax Setup and then Junk Fax Numbers.
3 Press ! to select Add, and then press OK.
The most recently received Caller ID number appears on the display.
4 Press " or ! to scroll through the list of Caller ID numbers, and then press
OK to select a number to add to the list.
5 If you want to add another number to the list, press 1 (Yes). Otherwise,
press 2 (No).
6 If you pressed 1, repeat steps 4 and 5 until you have finished adding
Caller ID numbers to the list.

to delete junk fax numbers

1 Press Setup.
2 Press 4, then press 8.
This selects Advanced Fax Setup and then Junk Fax Numbers.
3 Press ! to select Delete, and then press OK.
The first Junk Number appears on the display.
4 Press " or ! to scroll through the list of numbers, and then press OK to
delete the selected number from the list.
5 If you want to delete another number from the list, press 1 (Yes).
fax

Otherwise, press 2 (No).

6 If you pressed 1, repeat steps 4 and 5 until you have finished deleting
numbers from the list.

set backup fax reception

Use the Backup Fax Reception feature to store received faxes in memory. For
example, if you run out of paper while receiving a fax, the fax will be stored in
memory. Then, once you have loaded paper, you can print out the fax. The front
panel display notifies you when there are faxes in stored in memory that need
to be printed. If Backup Fax Reception is turned off and the device is out of
paper, it will not answer the call.
By default, Backup Fax Reception is enabled. For information on printing faxes
stored in memory, see reprint the faxes in memory on page 49.
Note: If the memory becomes full, the HP Fax overwrites the oldest, printed
faxes. All unprinted faxes will remain in memory until they are printed or
deleted. When the memory becomes full of unprinted faxes, the HP Fax will
not receive any more fax calls until the unprinted faxes are printed. To
delete all faxes in memory, including the unprinted faxes, unplug your
HP Fax.
1 Press Setup.
2 Press 4, then press 7 or 9 (depends on your country/region).
This selects Advanced Fax Setup and then Backup Fax Reception.

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 use the fax features

3 Press ! to select one of the following options:

– On: select this option to activate Backup Fax Reception.
– Off: select this option to turn off Backup Fax Reception.
4 Press OK.

set the country and language

Usually, you sent the language and country/region when you first set up the
HP Fax. However, you can change these settings at any time.
1 Press Setup.
2 Press 6, then press 3.
This selects Preferences and then selects Set Language & Country/Region.
Press 11 for English appears on the display. You can press ! to scroll
through the available language or wait for them to display automatically.
3 When you see the language you want, enter its two-digit number using the
keypad.
4 When prompted to confirm the language, press 1 for Yes or 2 for No.
You are prompted with all the countries/regions for the selected
language. You can also scroll through the countries/regions using " or
!.
5 Using the keypad, enter the two-digit number for the desired country/
region.
6 When prompted, press 1 for Yes or 2 for No.

fax
reprint the faxes in memory
Reprint Faxes in Memory enables you to reprint a fax stored in memory. The
faxes are printed in reverse order with the most recently received fax printed
first. Any time the HP Fax begins printing a fax you do not need, press Cancel
to stop it from printing. The HP Fax begins printing the next fax in memory.
Note: You will need to press Cancel for each stored fax in order to stop it
from printing.
1 Press Setup.
2 Press 5, then press 4.
This selects Tools and then selects Reprint Faxes in Memory.
The faxes are printed from memory.

stop faxing
• To stop a fax you are sending or receiving, press Cancel.
• To cancel a number you are currently dialing and bring up a dial tone,
press Flash.
Note: If the HP Fax is already connected to the other fax machine and
sending or receiving fax data, you must press Cancel to cancel the fax.
Flash will not cancel a fax that is already in progress.

user guide 49
fax chapter 3

50 hp fax 1240 series

 use the copy features
4
The HP Fax enables you to produce high-quality color and black-and-white
copies on plain paper, photo paper, and transparencies. You can enlarge or
reduce the size of an original to fit a specific paper size and adjust the copy’s
darkness.
This section contains the following topics:
• overview on page 51
• copy a two-page black-and-white document on page 53
• make multiple copies of the same original on page 54
• copy a washed-out original on page 54
• reduce or enlarge on page 55
• copy a legal-size document onto letter paper on page 55
• copy a full page on page 56
• copy a document that has been faxed several times on page 57
• enhance light areas of your copy on page 58
• enhance the colors of your original on page 59
• stop copying on page 59

overview
This section contains the following topics:
• use the copy features from the front panel on page 51
• increase copy speed or quality on page 52
• change default copy settings on page 52

use the copy features from the front panel

1 Load your original, and then press the Copy button on the front panel. copy
The first option in the Copy menu appears in the front panel display.
2 Press Copy repeatedly to scroll through the menu options.
3 When the option you want to change appears in the front panel display,
press the " and ! buttons to scroll through the option settings.
Note: To change multiple options, press OK after each setting.
4 Press Start Black or Start Color.

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 chapter 4

increase copy speed or quality

The HP Fax provides three options that affect copy speed and quality.
• Normal: delivers high-quality output and is the recommended setting for
most of your copying. Normal copies faster than Best.
• Fast: copies faster than the Normal setting. The text is of comparable
quality to the Normal setting, but the graphics might be of lower quality.
Using Fast reduces the frequency of replacing your print cartridges,
because it uses less ink.
• Best: produces the highest quality for all paper and eliminates the banding
(striping) effect that sometimes occurs in solid areas. Best copies more
slowly than the other quality settings.
1 Load your original face down and top first in the document feeder tray.
For more information, see load originals.
2 Press Copy until Copy Quality appears in the top line of the display.
The following options are available in the Copy Quality menu.

Copy Menu
Number of Copies
Copy Quality Copy Quality
Lighter/Darker Normal
Reduce/Enlarge Fast
Paper Type Best
Copy Paper Size
Enhancements
Color Intensity
Set New Defaults

3 Press ! until the quality setting you want appears.

4 Press Start Black or Start Color.

change default copy settings

When you change copy settings from the front panel, they apply only to the
current copy job. To apply copy settings to all future copy jobs, you can save
copy

the settings as defaults.

1 Load an original face down and top first in the document feeder tray. For
more information, see load originals on page 15.
2 Make any changes to the options in the Copy menu.

52 hp fax 1240 series

 use the copy features

3 Press Copy until Set New Defaults appears in the top line of the display.

Copy Menu
Number of Copies
Copy Quality
Lighter/Darker
Reduce/Enlarge
Paper Type
Copy Paper Size
Enhancements
Color Intensity
Set New Defaults

4 Press ! until Yes appears.

5 Press OK to save the settings.
6 Press Start Black or Start Color to make a copy with the new default
settings.

copy a two-page black-and-white document

You can use the HP Fax to copy a single- or multiple-page document in color or
black and white. In this example, the HP Fax is used to copy a two-page black-
and-white original.

1 Arrange your originals so they are in order with the first page on top.
2 Load your originals face down and top first in the document feeder tray. copy
For more information, see load originals on page 15.
3 Press Copy.
4 Press Start Black.

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 chapter 4

make multiple copies of the same original

1 Load your original face down and top first in the document feeder tray.
For more information, see load originals on page 15.
2 Press Copy until Number of Copies appears in the top line of the display.
3 Press ! or use the keypad to enter the number of copies, up to the
maximum.
(The maximum number of copies varies by model.)
Tip: If you hold down either of the arrow buttons, the number of
copies changes by increments of 5 to make it easier to set a large
number of copies.
4 Press Start Black or Start Color.
If you are copying a stack of originals in the document feeder tray, the
HP Fax makes multiple copies of a single page before copying the next
page. You will need to sort and staple the copies yourself.

copy a washed-out original

Use Lighter/Darker to adjust the lightness and darkness of the copies you make.
1 Load your original face down and top first in the document feeder tray.
For more information, see load originals on page 15.
2 Press Copy until Lighter/Darker appears in the top line of the display.
The range of Lighter/Darker values appears as circles on a scale on the
front panel display.
3 Press ! to darken the copy.
Note: You can also press " to lighten the copy.
4 Press Copy until Color Intensity appears in the top line of the display.
The range of Color Intensity values appears as circles on a scale on the
copy

front panel display.

5 Press ! to make the image more vivid.
Note: You can also press " to make the image more pale.
6 Press Start Color or Start Black.

54 hp fax 1240 series

 use the copy features

reduce or enlarge

1 Load your original face down and top first in the document feeder tray.
For more information, see load originals on page 15.
Position the original in the center of the document feeder tray and move
the paper guides next to it.

2 Load letter, A4, or legal paper in the paper tray.

3 Press the Copy button until Reduce/Enlarge appears.
4 Press ! until Custom appears.
5 Press OK.
6 Press " or ! until the percentage that you want to reduce or enlarge the
photo appears.
7 Press Start Black or Start Color.

copy a legal-size document onto letter paper copy

1 Load the legal document face down and top first in the document feeder
tray. For more information, see load originals on page 15.
2 Press Copy until Reduce/Enlarge appears in the top line of the display.
The following options are available in the Reduce/Enlarge menu.

user guide 55
 chapter 4

Copy Menu
Number of Copies
Copy Quality
Lighter/Darker
Reduce/Enlarge Reduce/Enlarge
Paper Type Actual Size
Copy Paper Size Custom 100%
Enhancements Full Page 91%
Color Intensity Legal > Ltr 72%
Set New Defaults

3 Press ! until Legal > Ltr 72% appears.

4 Press Start Black or Start Color.
The HP Fax reduces the size of your original to fit within the printable area
of the letter paper, as shown below.

copy a full page

1 Load the document face down and top first in the document feeder tray.
For more information, see load originals on page 15.
2 Press Copy until Reduce/Enlarge appears in the top line of the display.
The following options are available in the Reduce/Enlarge menu.
copy

Copy Menu
Number of Copies Reduce/Enlarge
Copy Quality Actual Size
Lighter/Darker Custom 100%
Reduce/Enlarge Full Page 91%
Paper Type Legal > Ltr 72%
Copy Paper Size
Enhancements
Color Intensity
Set New Defaults

3 Press ! until Full Page 91% appears.

4 Press Start Black or Start Color.

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 use the copy features

The HP Fax slightly reduces the size of your original to fit within the
printable area of the letter or A4 paper, as shown below.

copy a document that has been faxed several times

The Enhancements feature automatically adjusts the quality of text documents by
sharpening edges of black text or photographs by enhancing light colors that
might otherwise appear white.
Text enhancement is the default option. Use Text enhancement to sharpen edges
of black text. Use Photo to enhance light colors in your photographs, Mixed if
your original contains both photographs and text, or None to turn off all
enhancements.
1 Load your original face down and top first in the document feeder tray.
For more information, see load originals on page 15.
2 Press Copy until Enhancements appears in the top line of the display.
The following options are available in the Enhancements menu.

Copy Menu
Number of Copies
Copy Quality
Lighter/Darker
Reduce/Enlarge Enhancements
Paper Type Text
Copy Paper Size Photo copy
Enhancements Mixed
Color Intensity None
Set New Defaults

3 Press ! until Text appears.

4 Press Start Black or Start Color.
Tip: If any of the following occur, turn off Text enhancement by
selecting Photo or None:
– Stray dots of color surround some text on your copies
– Large, black typefaces look splotchy (not smooth)
– Thin, colored objects or lines contain black sections
– Horizontal grainy or white bands appear in light- to medium-gray
areas

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 chapter 4

enhance light areas of your copy

Use Photo enhancements to enhance light colors that might otherwise appear
white. You can also copy with Photo enhancements to eliminate or reduce any
of the following that might occur when copying with Text enhancements:
• Stray dots of color surround some text on your copies
• Large, black typefaces look splotchy (not smooth)
• Thin, colored objects or lines contain black sections
• Horizontal grainy or white bands appear in light- to medium-gray areas

1 Load your original photo face down and top first in the document feeder
tray. For more information, see load originals on page 15.
2 Press Copy until Enhancements appears in the top line of the display.
The following options are available in the Enhancements menu.

Copy Menu
Number of Copies
Copy Quality
Lighter/Darker
Reduce/Enlarge Enhancements
Paper Type Text
Copy Paper Size Photo
Enhancements Mixed
Color Intensity None
Set New Defaults

3 Press ! until Photo appears.

4 Press Start Color or Start Black.
copy

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 use the copy features

enhance the colors of your original

Use Color Intensity to adjust the lightness and darkness of the copies you make.
1 Load your original face down and top first in the document feeder tray.
For more information, see load originals on page 15.
2 Press Copy until Color Intensity appears in the top line of the display.

Copy Menu
Number of Copies
Copy Quality
Lighter/Darker
Reduce/Enlarge
Paper Type
Copy Paper Size
Enhancements
Color Intensity
Set New Defaults

The range of Color Intensity values appears as circles on a scale on the

front panel display.
3 Press ! to make the image more vivid.
Note: You can also press " to make the image more pale.
4 Press Start Color or Start Black.

stop copying
! To stop copying, press Cancel on the front panel.
The HP Fax immediately stops printing and releases the paper.

copy

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copy chapter 4

60 hp fax 1240 series

 order supplies
5
You can order print cartridges, recommended types of HP paper, and HP Fax
accessories online from the HP website.
This section contains the following topics:
• order media on page 61
• order print cartridges on page 61
• order other supplies on page 61

order media
To order media such as HP Premium Paper, HP Premium Inkjet Transparency
Film, HP Iron-On Paper, or HP Greeting Cards, go to:
www.hp.com
Choose your country/region, and then select Buy or Shopping.

order print cartridges

The following table lists the print cartridges that are compatible with your
HP Fax. Use this information to determine which print cartridge to order.

print cartridges hp reorder number

HP black inkjet print cartridge #56, 19 ml black print cartridge
HP tri-color inkjet print cartridge #57, 17 ml color print cartridge
HP black inkjet print cartridge #27, 10 ml black print cartridge
HP tri-color inkjet print cartridge #28, 8 ml color print cartridge

Get more information about print cartridges from the HP website:

www.hp.com
Choose your country/region, and then select Buy or Shopping.

order other supplies

To order other supplies such as, a copy of the printed User Guide, a Setup
Poster, or other customer-replaceable parts, call the appropriate number.
• In the U.S. or Canada, dial 1-800-HP-INVENT (1-800-474-6836).
order supplies

• In Europe, dial +49 180 5 290220 (Germany) or +44 870 606 9081
(U.K.).

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To order in other countries/regions, call the phone number for your countries/
regions. The numbers listed below are current as of the publication date of this
guide. For a list of current ordering numbers, go to the following website and
choose your own country/region or language:
www.hp.com/support

country/region number for ordering

Asia Pacific 65 272 5300
Australia 61 3 8877 8000
New Zealand 0800 441 147
South Africa +27 (0)11 8061030
U.S. and Canada 1-800-HP-INVENT (1-800-474-6836)
order supplies

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 maintain your hp fax
6

maintain
The HP Fax requires little maintenance. Sometimes you might want to clean the
glass and the white strip on back of the lid to remove surface dust and ensure
that your copies and scans remain clear. You might also want to replace, align,
or clean your print cartridges from time to time. This section provides instructions
for keeping your HP Fax in top working condition. Perform these simple
maintenance procedures as necessary.
This section contains the following topics:
• clean the glass on page 63
• clean the white strip on page 64
• clean the exterior on page 65
• work with print cartridges on page 65
• replace the telephone cord on page 72
• restore factory defaults on page 72
• set the scroll speed on page 73
• set the prompt delay time on page 73
• self-maintenance sounds on page 74

clean the glass

Dirty glass from dust, smudges, hair, and so on slows down performance and
affects the accuracy of your copies.
1 Turn off the HP Fax, unplug the power cord, and raise the scanner lid.
Note: Print all faxes that are in memory before unplugging the power cord.
Faxes in memory will be lost when the power cord is unplugged. See
reprint the faxes in memory on page 49.

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2 Clean the glass with a soft cloth or sponge slightly moistened with a
nonabrasive glass cleaner.
maintain

Caution! Do not use abrasives, acetone, benzene, or carbon

tetrachloride on the glass; these can damage it. Do not place or
spray liquids directly on the glass. They might seep under it and
damage the HP Fax.
3 Dry the glass with a chamois or cellulose sponge to prevent spotting.

clean the white strip

Minor debris can accumulate on the white strip located underneath the
scanner’s lid.
1 Turn off the device, unplug the power cord, and raise the scanner lid.
Note: Print all faxes that are in memory before unplugging the power cord.
Faxes in memory will be lost when the power cord is unplugged. See
reprint the faxes in memory on page 49.

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 maintain your hp fax

2 Clean the white strip with a soft cloth or sponge slightly moistened with a
mild soap and warm water.

maintain
3 Wash the strip gently to loosen debris; do not scrub the strip.
4 Dry the strip with a chamois or soft cloth.
Caution! Do not use paper-based wipes as these might scratch
the strip.
5 If this does not clean the strip well enough, repeat the previous steps using
isopropyl (rubbing) alcohol, and wipe the strip thoroughly with a damp
cloth to remove any residual alcohol.

clean the exterior

Use a soft cloth or slightly moistened sponge to wipe dust, smudges, and stains
off the case. The interior of the device does not require cleaning. Keep fluids
away from the interior of the device as well as the front panel.
Note: To avoid damage to painted parts of the HP Fax, do not use alcohol
or alcohol-based cleaning products on the front panel or the lid of the
device.

work with print cartridges

To ensure the best print quality from your HP Fax, you will need to perform some
simple maintenance procedures and, when prompted by a front panel message,
replace the print cartridges.
This section contains the following topics:
• print cartridge information on page 65
• print a self-test report on page 66
• handle the print cartridges on page 67
• replace the print cartridges on page 67
• align the print cartridges on page 70
• clean the print cartridges on page 70
• clean the print cartridge contacts on page 71

print cartridge information

For best results, use HP print cartridges. Refilled print cartridges might damage
your HP Fax. The following tips help maintain HP print cartridges and ensure
consistent print quality:
• Keep all print cartridges in the original sealed packages until they are
needed.
• Store cartridges at room temperature (60–78° F or 15.6–25.6° C).
• Do not reattach the protective tape once it has been removed from the
print cartridge. Reattaching the tape might damage the print cartridge.
Place the print cartridge immediately in the HP Fax. If this is not possible,
store it in a print cartridge protector or an airtight, plastic container. When
storing the cartridges in an air tight container, be careful to place them so
that the ink nozzles do not touch the sides of the container.

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 chapter 6

Do not open the print carriage access door of the HP Fax unless
necessary. This uncaps the nozzles and exposes them to air. The print
cartridges have microscopic nozzles that can clog when exposed to the
maintain

air for more than a few minutes. The HP Fax is designed to prevent
nozzles from drying out under normal use.
• Turn off the HP Fax from the front panel and not from a power strip.
• Clean the print cartridges when you notice a significant decrease in print
quality or when the print cartridges have not been used for a long time.
Caution! Do not clean the print cartridges unnecessarily. This
wastes ink and shortens the life of the cartridges.

print a self-test report

If you are experiencing problems with printing, print a Self-Test Report before
you replace the print cartridges. This report provides useful information about
your print cartridges, including status information.
1 Load letter, A4, or legal-size paper.
2 Press Setup.
3 Press 1, then press 5.
This selects Print Report, and then selects Self-Test Report.

Print Report
1:Automatic Reports Setup
2:Last Transaction
3:Fax Log
4:Speed Dial List
5:Self-Test Report
6:Caller ID Report
7:Junk Fax Report

Black bar

Color bars

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 maintain your hp fax

4 Check the Self-Test Report for streaking or white lines in the color bars.
Make sure that the color bars have even consistency and the lines of color
extend across the page.

maintain
– You will find four color bars on the self-test report: black, cyan,
magenta, and yellow.
– If any color bars are missing, this might indicate that particular print
cartridge is out of ink. You might need to replace the print cartridge.
For more information on replacing print cartridges, see replace the
print cartridges on page 67.
– Streaks might indicate clogged nozzles or dirty contacts. You might
need to clean the print cartridges or the print cartridge contacts. For
more information on cleaning the print cartridges, see clean the print
cartridges on page 70 and clean the print cartridge contacts on
page 71. Do not clean with alcohol.

handle the print cartridges

Before you replace or clean a print cartridge, you should know the part names
and how to handle the print cartridge.

Gold-colored
contacts
Ink nozzles
under tape Plastic tape with
pink pull tab
(must be removed)

Do not touch the gold-colored contacts or the ink nozzles

replace the print cartridges

A message appears on the front panel display to let you know when the ink level
for the print cartridge is low. When you receive this message, it is recommended
that you have a replacement print cartridge available. You should also replace
the print cartridges when you see faded text or if you experience print quality
issues related to the print cartridges.
For information on ordering replacement print cartridges, see order print
cartridges on page 61.

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1 Turn on the HP Fax, and then lift open the print-carriage access door.
maintain

Print-carriage
access door

The print carriage moves into view.

2 After the carriage stops moving, push down on the top of the print
cartridge to release it, and then pull it toward you out of its slot.

Note: It is normal to see ink buildup in the print cartridge slots.

3 Remove the new print cartridge from its packaging and, being careful to
touch only the black plastic, gently remove the tape by using the pink pull
tab.

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 maintain your hp fax

Caution! Do not touch the gold-colored contacts or ink nozzles.

Once you have removed the plastic tape, install the print cartridge

maintain
immediately to prevent the ink from drying in the nozzles.
4 Hold the black print cartridge with the HP label on top. Slide the print
cartridge at a slight angle up into the right side of the print carriage.
Press firmly until the print cartridge snaps into place.
Caution! Do not attempt to push the cartridge straight into the slot.
It must slide in at a upward slight angle.

5 Hold the tri-color print cartridge with the HP label on top. Slide the print
cartridge at a slight angle into the left side of the print carriage.
Press firmly until the print cartridge snaps into place.
Caution! Do not attempt to push the cartridge straight into the slot.
It must slide in at a slight upward angle.

Note: You must install both print cartridges in order for your HP Fax to
work.

6 Close the print-carriage access door.

“Press OK to print Align page” appears on the display.
7 Press OK.
For information on aligning the print cartridges, see align the print
cartridges on page 70.

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 chapter 6

align the print cartridges

The HP Fax prompts you to align print cartridges every time you install or
maintain

replace a print cartridge. You can also align the print cartridges at any time
from the front panel. Aligning the print cartridges ensures high-quality output.
Note: If you remove and reinstall the same print cartridge, the HP Fax will
not prompt you to align the print cartridges.

to align the print cartridges from the front panel

1 To align the print cartridges when prompted, press OK.
The HP Fax prints an alignment page.
2 Otherwise, you can align the print cartridges manually from the front
panel. Press Setup.
3 Press 5, then press 2.
This selects Tools and then selects Align Print Cartridge.

Tools Menu
1:Clean Print Cartridge
2:Align Print Cartridge
3:Restore Factory Defaults
4:Reprint Faxes in Memory

The HP Fax prints an alignment page.

4 Load the alignment page face down in the document feeder tray and press
OK.

When “Alignment Complete” appears on the front panel display,

alignment is complete. Recycle or discard the alignment page.

clean the print cartridges

Use this feature when the Self-Test Report shows streaking or white lines through
any of the colored bars. Do not clean print cartridges unnecessarily. This wastes
ink and shortens the life of the ink nozzles.
1 Press Setup.
2 Press 5, then press 1.
This selects Tools and then selects Clean Print Cartridge.

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 maintain your hp fax

Tools Menu

maintain
1:Clean Print Cartridge
2:Align Print Cartridge
3:Restore Factory Defaults
4:Reprint Faxes in Memory

A test page is printed as the print cartridges are cleaned. Recycle or

discard the page.
If copy or print quality still seem poor after you clean the print cartridges,
try cleaning the print cartridge contacts before replacing the print
cartridge that is affected. For information on replacing print cartridges,
see replace the print cartridges on page 67.
A test page is printed as the print cartridges are cleaned. Recycle or
discard the page.

clean the print cartridge contacts

Clean the print cartridge contacts only if you get repeated front panel messages
prompting you to check a print cartridge after you already have cleaned or
aligned the print cartridges.
Before cleaning remove the cartridge and verify that nothing is covering the
print cartridge contacts then reinstall the cartridge. If you continue to get
messages to check the cartridges, clean the contacts.
Caution! Do not remove both print cartridges at the same time.
Remove and clean each print cartridge one at a time.
Make sure you have the following materials available:
• Dry foam rubber swabs, lint-free cloth, or any soft material that will not
come apart or leave fibers.
• Distilled, filtered, or bottled water (tap water might contain contaminants
that can damage the print cartridges).
Caution! Do not use platen cleaners or alcohol to clean the print
cartridge contacts. These can damage the print cartridge or the
HP Fax.
1 Turn the HP Fax on and open the print-carriage access door.
2 After the carriage stops moving, unplug the power cord from the back of
the HP Fax.
3 Push down on the top of the print cartridge to release it, and then pull it
toward you out of its slot.
4 Inspect the print cartridge contacts for ink and debris buildup.
5 Dip a clean foam rubber swab or lint-free cloth into distilled water, and
squeeze any excess water from it.
6 Hold the print cartridge by its sides.

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7 Clean only the contacts. Do not clean the nozzles.

maintain

Contacts

Nozzles - do not clean

8 Place the print cartridge back into the carriage.

9 Repeat if necessary for the other print cartridge.
10 Close the print-carriage access door and plug in the HP Fax.

replace the telephone cord

In some countries/regions you must use a special telephone cord to connect
your device to the telephone system.
Please check fax setup on page 75 to see if this applies to you.

restore factory defaults

You can restore the original factory settings to what they were when you
purchased your HP Fax.
Note: Restoring the factory defaults will not change the date information
you set, nor will it affect any changes you made to scan settings and the
language and country/region settings.
You can perform this process from the front panel only.
1 Press Setup.
2 Press 5, then press 3.
This selects Tools and then selects Restore Factory Defaults.

Tools Menu
1:Clean Print Cartridge
2:Align Print Cartridge
3:Restore Factory Defaults
4:Reprint Faxes in Memory

The factory default settings are restored.

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 maintain your hp fax

set the scroll speed

The Scroll Speed option lets you control the rate that text messages scroll from

maintain
right to left in the front panel display. For example, if the message is long and
does not completely fit in the front panel display, it will need to scroll. This is so
that you can read the entire message. You can choose the rate at which it will
scroll: Normal, Fast, or Slow. The default is Normal.
1 Press Setup.
2 Press 6, then press 1.
This selects Preferences and then selects Set Scroll Speed.

Preferences Menu
1:Set Scroll Speed
2:Set Prompt Delay Time
3:Set Language & Country/Region

3 Press ! to select a scroll speed, then press OK.

set the prompt delay time

The Prompt Delay Time option allows you to control the amount of time that
passes before a message is displayed prompting you to take further action. For
example, if you press Copy and the prompt delay time passes without pressing
another button, “Load Original, then press Start” appears in the front panel
display. You can choose Normal, Fast, or Slow. The default is Normal.
1 Press Setup.
2 Press 6, then press 2.
This selects Preferences and then selects Set Prompt Delay Time.

Preferences Menu
1:Set Scroll Speed
2:Set Prompt Delay Time
3:Set Language & Country/Region

3 Press ! until the delay time appears, then press OK.

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set the language and country/region

Normally the language and country/region for your HP Fax is set when you first
maintain

set up your device. However, you can change it at any time.

1 Press Setup.
2 Press 6, then press 3.
This selects Preferences and then selects Set Language & Country/Region.

Preferences Menu
1:Set Scroll Speed
2:Set Prompt Delay Time
3:Set Language & Country/Region

Press 11 for English appears on the display. You can press ! to scroll
through the available languages or wait for them to display automatically.
3 When you see the language you want, enter its two-digit number using the
keypad.
4 When prompted to confirm the language, press 1 for Yes or 2 for No.
You are prompted with all the countries/regions for the selected
language. You can also scroll through the countries/regions using " or
!.
5 Using the keypad, enter the two-digit number for the desired country/
region.
6 When prompted, press 1 for Yes or 2 for No.

self-maintenance sounds
During the life of your product you might hear various mechanical sounds. This
is a normal part of your device’s self-maintenance.

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 fax setup
7
After completing all steps in the Setup Poster, use the instructions in this section
to complete your fax setup. Please keep your Setup Poster for later use.
In this section, you will learn how to set up your HP Fax so that faxing works
successfully with any equipment and services you might already have on the
same telephone line as your HP Fax.
If you subscribe to Caller ID, refer to use caller ID on page 47 after you have
completed this chapter.

fax setup
Read at least through page 77 to determine what additional (if any) setup you
need to do.
This section contains the following topics:
• faxing from a DSL line on page 76
• faxing with a PBX phone system or an ISDN line on page 77
• how to tell if the following instructions apply to you on page 77
• how to choose the right fax setup for your office on page 78
• select your fax setup case from this table on page 80
• case A: separate fax line (no voice calls received) on page 81
• case B: faxing with a distinctive ring service on the same line on page 82
• case C: shared voice/fax line on page 83
• case D: fax line shared with PC modem (no voice calls received) on
page 84
• case E: shared voice/fax line with PC modem on page 85
• case F: shared voice/fax line with answering machine on page 86
• case G: shared voice/fax line with PC modem and answering machine on
page 88
• case H: shared voice/fax line with voice mail on page 90
• case I: shared voice/fax line with PC modem and voice mail on page 91

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faxing from a DSL line

If you have a digital subscriber line (DSL) service through your phone company,
use the instructions in this section to connect a DSL filter between the telephone
wall jack and your HP Fax. This filter removes the digital signal that would block
your HP Fax from communicating properly with the telephone line.
Caution! If you have a DSL line and you do not connect the DSL
filter, you will not be able to send and receive faxes with your
HP Fax.

Use the phone cord supplied in

the box with your HP Fax
fax setup

Telephone
wall jack

DSL filter
supplied by your Back view of the

Caution! If you do not use the supplied cord to connect from the
DSL filter to your HP Fax, you may not be able to fax successfully.
If you live in one of the countries listed in the table on page 77,
you received a special 2-wire cord. This special 2-wire cord is
different from the more common 4-wire phone cords you might
already have in your office. For more information about how to
tell the difference between the cords, see I have difficulties when
sending faxes and when receiving faxes. on page 105.
1 Obtain a DSL filter from your DSL provider.
2 Using the phone cord supplied in the box with your HP Fax, connect one
end to the open port on the DSL filter, then connect the other end to the
port labeled “1-LINE” on the back of your HP Fax.
3 Connect the DSL filter cord to the telephone wall jack.
4 Proceed to how to tell if the following instructions apply to you on
page 77 to determine what else you need to do to finish setting up your
HP Fax.

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 fax setup

faxing with a PBX phone system or an ISDN line

If your telephone line has a PBX system, make sure you dial the number for an
outside line before dialing the fax number.
Caution! Many digital PBX systems include a call-waiting tone
that is factory-set to “on.” This call-waiting tone will interfere with
any fax transmission, and you will not be able to send or receive
faxes with your HP Fax. Refer to your digital PBX system’s
documentation for instructions on how to turn off the call-waiting
tone.
If you are using either a PBX or an ISDN converter, make sure the HP Fax is
connected to the port that is designated for fax and phone use.
Some ISDN systems allow you to configure the ports for specific phone

fax setup
equipment—for example, you might have assigned one for telephone and
Group 3 fax and another for multiple purposes.
Note: If you have problems when connected to the fax/phone port of your
ISDN converter, try using the port designated for multiple purposes (might
be labeled “multi-combi” or something similar).

how to tell if the following instructions apply to you

The rest of the fax setup instructions in this chapter are intended for parallel-type
telephone systems, which are most common in the countries/regions listed in the
table below.
• If all of your telephone equipment (modems, phones, answering machines,
and faxes) connects directly to your telephone wall jack, you probably
have a serial-type telephone system. Check the table below to make sure
that your country/region does not appear in the list. If you are unsure
which kind of telephone system you have (parallel or serial), check with
your telephone company. If you have a serial system, you do not need to
read further. If you have Caller ID on the line where you will install your
HP Fax, please refer to use caller ID on page 47 and block junk fax
numbers on page 47.
• If your country/region is listed, use the following instructions to complete
your fax setup.

use this chapter if located in one of these countries/regions

Argentina Australia Brazil
Canada Chile China
Colombia Greece India
Indonesia Ireland Japan
Korea Latin America Malaysia
Mexico Philippines Poland
Portugal Russia Saudi Arabia

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use this chapter if located in one of these countries/regions

Singapore Spain Taiwan
Thailand USA Venezuela
Vietnam

how to choose the right fax setup for your office

Caution! Please refer to how to tell if the following instructions
apply to you on page 77 before following any of these
instructions.
To fax successfully, you need to know what types of equipment and services (if
fax setup

any) share the same telephone line with your HP Fax. This is important because
you might need to connect some of your existing office equipment directly to
your HP Fax, and you might also need to change some fax settings before you
can fax successfully.
To determine the best way to set up the HP Fax in your office, first read through
the questions in this section and record your answers. Next, refer to the table in
the following section and choose the recommended setup case based on your
answers.
Be sure to read and answer the following questions in the order they are
presented.
1 Do you subscribe to a distinctive ring service through your phone company
that provides multiple phone numbers with different ring patterns?
! Yes, I have distinctive ring.
! No.
If you answered “Yes,” proceed directly to case B: faxing with a distinctive
ring service on the same line on page 82. You do not need to continue
answering questions.
If you answered “No,” please continue answering questions.
Not sure if you have distinctive ring? Many phone companies offer a
distinctive ring feature that allows you to have several phone numbers on
one phone line.
When you subscribe to this service, each number will have a different ring
pattern—for example, single, double, and triple rings. You might assign
one phone number with a single ring to your voice calls, and another
phone number with double rings to your fax calls. This allows you—and
your HP Fax—to tell the difference between voice and fax calls when the
phone rings.
2 Do you receive voice calls at the same phone number you will use for fax
calls on your HP Fax?
! Yes, I receive voice calls.
! No.
Please continue answering questions.

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 fax setup

3 Do you have a PC modem on the same telephone line as your HP Fax?

! Yes, I have a PC modem.
! No.
Here is how to determine if you have a PC modem. If you answer “Yes” to
any of the following questions, you are using a PC modem:
– Do you send and receive faxes directly to and from your computer
programs through a dial-up connection?
– Do you use e-mail on your computer through a dial-up connection?
– Do you access the Internet from your computer through a dial-up
connection?
Please continue answering questions.
4 Do you have an answering machine that answers voice calls at the same

fax setup
phone number you will use for fax calls on your HP Fax?
! Yes, I have an answering machine.
! No.
Please continue answering questions.
5 Do you subscribe to a voice mail service through your phone company at
the same phone number you will use for fax calls on your HP Fax?
! Yes, I have a voice mail service.
! No.

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select your fax setup case from this table

Now that you have answered all of the questions about the equipment and
services that share the phone line with your HP Fax, you are ready to choose
the best setup case for your office.
From the first column in the following table, choose the combination of
equipment and services applicable to your office setting. Then look up the
appropriate setup case in the second column. Step-by-step instructions are
included for each case later in this chapter.
If you have answered all of the questions in the previous section and have none
of the described equipment or services, choose “None” from the first column in
the table.
fax setup

other equipment/services sharing your fax line recommended fax setup

None Case A: Separate fax line
(You answered “No” to all questions.) (no voice calls received)

Distinctive ring service Case B: Faxing with a distinctive ring

(You answered “Yes” to question 1 only.) service on the same line

Voice calls Case C: Shared voice/fax line

(You answered “Yes” to question 2 only.)
PC modem Case D: Fax line shared with PC
(You answered “Yes” to question 3 only.) modem (no voice calls received)

Voice calls and PC modem Case E: Shared voice/fax line with PC

(You answered “Yes” to questions 2 and 3 only.) modem

Voice calls and answering machine Case F: Shared voice/fax line with
(You answered “Yes” to questions 2 and 4 only.) answering machine

Voice calls, PC modem, and answering machine Case G: Shared voice/fax line with
(You answered “Yes” to questions 2, 3, and 4 PC modem and answering machine
only.)
Voice calls and voice mail service Case H: Shared voice/fax line with
(You answered “Yes” to questions 2 and 5 only.) voice mail

Voice calls, PC modem, and voice mail service Case I: Shared voice/fax line with PC
(You answered “Yes” to questions 2, 3, and 5 modem and voice mail
only.)

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case A: separate fax line (no voice calls received)

If you have a separate fax line on which you receive no voice calls, and you
have no other equipment connected on this phone line, connect your HP Fax as
described in this section.

Telephone
wall jack

Use the phone cord

supplied in the box with
your HP Fax

fax setup
Back view of the HP Fax

1 Using the phone cord supplied in the box with your HP Fax, connect one
end to your telephone wall jack, then connect the other end to the port
labeled “1-LINE” on the back of your HP Fax.
Caution! If you do not use the supplied cord to connect from the
telephone wall jack to your HP Fax, you probably will not be able
to fax successfully. This special 2-wire cord is different from the
more common 4-wire phone cords you might already have in your
office. For more information about how to tell the difference
between the cords, see I have difficulties when sending faxes and
when receiving faxes. on page 105.
2 Press the Answer Mode button on the front panel until Fax appears on the
display.

how your hp fax will answer fax calls

When the phone rings, your HP Fax will answer automatically after the number
of rings you set in the Rings to Answer setting. Then it will begin emitting fax
reception tones to the sending fax machine and receive the fax.

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case B: faxing with a distinctive ring service on the same line

If you subscribe to a distinctive ring service through your phone company that
allows you to have multiple phone numbers on one phone line, each with a
different ring pattern, connect your HP Fax as described in this section.

Telephone
wall jack

Use the phone cord

supplied in the box with
your HP Fax
fax setup

Back view of the HP Fax

1 Using the phone cord supplied in the box with your HP Fax, connect one
end to your telephone wall jack, then connect the other end to the port
labeled “1-LINE” on the back of your HP Fax.
Caution! If you do not use the supplied cord to connect from the
telephone wall jack to your HP Fax, you probably will not be able
to fax successfully. This special 2-wire cord is different from the
more common 4-wire phone cords you might already have in your
office. For more information about how to tell the difference
between the cords, see I have difficulties when sending faxes and
when receiving faxes. on page 105.
2 Press the Answer Mode button on the front panel until Fax appears on the
display.
3 Change the Answer Ring Pattern setting to the pattern that has been
assigned by the phone company to your fax number—for example,
double rings or triple rings.
a. Press Setup.
b. Press 4, then press 1.
c. Press ! to scroll through the options.
d. When the ring pattern that the phone company established for your
fax number appears on the display, press OK.
Note: Your HP Fax is factory-set to answer all ring patterns. If you do not
set the correct ring pattern assigned by the phone company to your fax
number, your HP Fax might answer both voice calls and fax calls or it might
not answer at all.

how your hp fax will answer fax calls

Your HP Fax will automatically answer incoming calls that have the ring pattern
you selected (Answer Ring Pattern setting) after the number of rings you selected
(Rings to Answer setting). Then it will begin emitting fax reception tones to the
sending fax machine and receive the fax.

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case C: shared voice/fax line

If you receive both voice calls and fax calls at the same phone number, and you
have no other office equipment (or voice mail) on this phone line, connect your
HP Fax as described in this section.

Telephone
wall jack

fax setup
Use the phone cord
supplied in the box with
your HP Fax Back view of the HP Fax

1 Using the phone cord supplied in the box with your HP Fax, connect one
end to your telephone wall jack, then connect the other end to the port
labeled “1-LINE” on the back of your HP Fax.
Caution! If you do not use the supplied cord to connect from the
telephone wall jack to your HP Fax, you probably will not be able
to fax successfully. This special 2-wire cord is different from the
more common 4-wire phone cords you might already have in your
office. For more information about how to tell the difference
between the cords, see I have difficulties when sending faxes and
when receiving faxes. on page 105.
2 HP FaxPress the Answer Mode button on the front panel until Fax/Tel
appears on the display.

how your hp fax will answer fax calls

The HP Fax automatically answers all incoming calls based on the Rings to
Answer setting. If the call is a fax call, the HP Fax will receive the fax.
If the call is a voice call, the HP Fax will create a special ring to indicate it
is a voice call. You will need to answer the incoming voice call using the
handset. You should not answer voice calls from other telephones on the
line. The device cannot tell that you picked up the extension phone and
will keep ringing. You will have to press Cancel on the HP Fax to stop the
ringing.

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case D: fax line shared with PC modem (no voice calls

received)
If you have a fax line on which you receive no voice calls, and you also have a
PC modem connected on this line, connect your HP Fax as described in this
section.
Note: Since your PC modem shares the telephone line with your HP Fax,
you will not be able to use both your PC modem and your HP Fax
simultaneously. For example, while you are sending and receiving faxes,
you will not be able to e-mail or access the Internet.

Use the phone cord

supplied in the box with
fax setup

your HP Fax PC with modem

Telephone
wall jack

Back view of the HP Fax

1 Remove the white plug from the port labeled “2-EXT” on the back of your
HP Fax.
2 Find the phone cord that connects from the back of your computer (your
PC modem) to a telephone wall jack. Disconnect the cord from the
telephone wall jack and plug it into the port labeled “2-EXT” on the back
of your HP Fax.
3 Using the phone cord supplied in the box with your HP Fax, connect one
end to your telephone wall jack, then connect the other end to the port
labeled “1-LINE” on the back of your HP Fax.
Caution! If you do not use the supplied cord to connect from the
telephone wall jack to your HP Fax, you probably will not be able
to fax successfully. This special 2-wire cord is different from the
more common 4-wire phone cords you might already have in your
office. For more information about how to tell the difference
between the cords, see I have difficulties when sending faxes and
when receiving faxes. on page 105.
4 Press the Answer Mode button on the front panel until Fax appears on the
display.
5 If your PC modem’s software is set to automatically receive faxes to your
computer, turn off that setting.

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 fax setup

Caution! If you do not turn off the auto fax receive setting in your
PC modem software, your HP Fax will not be able to receive
faxes.

how your hp fax will answer fax calls

When the phone rings, your HP Fax will answer automatically after the number
of rings you set in the Rings to Answer setting. Then it will begin emitting fax
reception tones to the sending fax machine and receive the fax.

case E: shared voice/fax line with PC modem

If you receive both voice calls and fax calls at the same phone number, and you
also have a PC modem connected on this phone line, connect your HP Fax as

fax setup
described in this section.
Note: Since your PC modem shares the telephone line with your HP Fax,
you will not be able to use both your PC modem and your HP Fax
simultaneously. For example, while you are sending and receiving faxes,
you will not be able to e-mail or access the Internet.

Use the phone cord

supplied in the box with
your HP Fax PC with modem

Telephone
Telephone
wall jack
(optional)

Back view of the HP Fax

IN OUT

1 Remove the white plug from the port labeled “2-EXT” on the back of your
HP Fax.
2 Find the phone cord that connects from the back of your computer (your
PC modem) to a telephone wall jack. Disconnect the cord from the
telephone wall jack and plug it into the port labeled “2-EXT” on the back
of your HP Fax.
3 Connect a phone to the “out” port on the back of your PC modem.
4 Using the phone cord supplied in the box with your HP Fax, connect one
end to your telephone wall jack, then connect the other end to the port
labeled “1-LINE” on the back of your HP Fax.
Caution! If you do not use the supplied cord to connect from the
telephone wall jack to your HP Fax, you probably will not be able
to fax successfully. This special 2-wire cord is different from the
more common 4-wire phone cords you might already have in your

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office. For more information about how to tell the difference

between the cords, see I have difficulties when sending faxes and
when receiving faxes. on page 105.
5 If your PC modem’s software is set to automatically receive faxes to your
computer, turn off that setting.
Caution! If you do not turn off the auto fax receive setting in your
PC modem software, your HP Fax will not be able to receive
faxes.
6 HP FaxPress the Answer Mode button on the front panel until Fax/Tel
appears on the display.

how your hp fax will answer fax calls

The HP Fax automatically answers all incoming calls based on the RIngs to
fax setup

Answer setting. If the call is a fax call, the HP Fax will receive the fax.
If the call is a voice call, the HP Fax will create a special ring to indicate it
is a voice call. You will need to answer the incoming voice call using the
handset. You should not answer voice calls from other telephones on the
line. The device cannot tell that you picked up the extension phone and
will keep ringing. You will have to press Cancel on the HP Fax to stop the
ringing.

case F: shared voice/fax line with answering machine

If you receive both voice calls and fax calls at the same phone number, and you
also have an answering machine that answers voice calls at this phone number,
connect your HP Fax as described in this section.

Use the phone cord

supplied in the box with
your HP Fax

Answering Telephone
Telephone machine (optional)
wall jack

Back view of the HP Fax IN OUT

1 Remove the white plug from the port labeled “2-EXT” on the back of your
HP Fax.
2 Unplug your answering machine from the telephone wall jack, and
connect it to the port labeled “2-EXT” on the back of your HP Fax.

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Caution! If you do not connect your answering machine directly

to your HP Fax, fax tones from a sending fax machine could be
recorded on your answering machine, and you probably will not
be able to receive faxes with your HP Fax.
3 Using the phone cord supplied in the box with your HP Fax, connect one
end to your telephone wall jack, then connect the other end to the port
labeled “1-LINE” on the back of your HP Fax.
Caution! If you do not use the supplied cord to connect from the
telephone wall jack to your HP Fax, you probably will not be able
to fax successfully. This special 2-wire cord is different from the
more common 4-wire phone cords you might already have in your
office. For more information about how to tell the difference
between the cords, see I have difficulties when sending faxes and

fax setup
when receiving faxes. on page 105.
4 Press the Answer Mode button on the front panel until AnswerMachine
appears on the display.

how your hp fax will answer fax calls

When the phone rings, your answering machine will answer and then
play your recorded greeting. The HP Fax monitors the call during this time,
“listening” for fax tones. If incoming fax tones are detected, the HP Fax
will emit fax reception tones and receive the fax; if there are no fax tones,
the HP Fax stops monitoring the line and your answering machine can
record a voice message.

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case G: shared voice/fax line with PC modem and answering

machine
If you receive both voice calls and fax calls at the same phone number, and you
also have a PC modem and answering machine connected on this phone line,
connect your HP Fax as described in this section.
Note: Since your PC modem shares the telephone line with your HP Fax,
you will not be able to use both your PC modem and your HP Fax
simultaneously. For example, while you are sending and receiving faxes,
you will not be able to send e-mail or access the Internet.

Use the phone cord

supplied in the box with
PC with modem
fax setup

your HP Fax

Telephone Answering Telephone

wall jack machine (optional)

Back view of the HP Fax IN OUT

1 Remove the white plug from the port labeled “2-EXT” on the back of your
HP Fax.
2 Find the phone cord that connects from the back of your computer (your
PC modem) to a telephone wall jack. Disconnect the cord from the
telephone wall jack and plug it into the port labeled “2-EXT” on the back
of your HP Fax.
3 Unplug your answering machine from the telephone wall jack, and
connect it to the “out” port on the back of your PC modem.
This allows a direct connection between the HP Fax and your answering
machine, even though the PC modem is connected first in line.
Caution! If you do not connect your answering machine in this
way, fax tones from a sending fax machine could be recorded on
your answering machine, and you will probably not be able to
receive faxes with your HP Fax.

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4 Using the phone cord supplied in the box with your HP Fax, connect one
end to your telephone wall jack, then connect the other end to the port
labeled “1-LINE” on the back of your HP Fax.
Caution! If you do not use the supplied cord to connect from the
telephone wall jack to your HP Fax, you probably will not be able
to fax successfully. This special 2-wire phone cord is different from
the more common 4-wire cords you might already have in your
office. For more information about how to tell the difference
between the cords, see I have difficulties when sending faxes and
when receiving faxes. on page 105.
5 Press the Answer Mode button on the front panel until AnswerMachine
appears on the display.
6 If your PC modem’s software is set to automatically receive faxes to your

fax setup
computer, turn off that setting.
Caution! If you do not turn off the auto fax receive setting in your
PC modem software, your HP Fax will not be able to receive
faxes.

how your hp fax will answer fax calls

When the phone rings, your answering machine will answer and then
play your recorded greeting. The HP Fax monitors the call during this time,
“listening” for fax tones. If incoming fax tones are detected, the HP Fax
will emit fax reception tones and receive the fax; if there are no fax tones,
the HP Fax stops monitoring the line and your answering machine can
record a voice message.

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case H: shared voice/fax line with voice mail

Note: The HP Fax cannot receive faxes automatically if you have a voice
mail service, so you must be available to respond in person (manually) to
incoming fax calls. If you want to receive faxes automatically instead,
contact your phone company to subscribe to a distinctive ring service, or to
obtain a separate phone line for faxing.
If you receive both voice calls and fax calls at the same phone number, and you
also subscribe to a voice mail service through your phone company, connect
your HP Fax as described in this section.

Telephone Telephone
wall jack (optional)
fax setup

Use the phone cord

supplied in the box with Back view of the HP Fax
your HP Fax

1 Using the phone cord supplied in the box with your HP Fax, connect one
end to your telephone wall jack, then connect the other end to the port
labeled “1-LINE” on the back of your HP Fax.
Caution! If you do not use the supplied cord to connect from the
telephone wall jack to your HP Fax, you probably will not be able
to fax successfully. This special 2-wire cord is different from the
more common 4-wire phone cords you might already have in your
office. For more information about how to tell the difference
between the cords, see I have difficulties when sending faxes and
when receiving faxes. on page 105.
2 Press the Answer Mode button on the front panel until TEL appears on the
display.

how to answer fax calls manually

You must be available to respond in person to incoming fax calls, or your
HP Fax cannot receive faxes. For information about how to receive fax calls
manually from your attached phone and from an extension phone, see receive
a fax manually from a phone on page 28.

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case I: shared voice/fax line with PC modem and voice mail

Note: The HP Fax cannot receive faxes automatically if you have a voice
mail service, so you must be available to respond in person (manually) to
incoming fax calls. If you want to receive faxes automatically instead,
contact your phone company to subscribe to a distinctive ring service, or to
obtain a separate phone line for faxing.
If you receive both voice calls and fax calls at the same phone number, use a
PC modem on the same phone line, and also subscribe to a voice mail service
through your phone company, connect your HP Fax as described in this section.
Note: Since your PC modem shares the telephone line with your HP Fax,
you will not be able to use both your PC modem and your HP Fax
simultaneously. For example, while you are sending and receiving faxes,

fax setup
you will not be able to e-mail or access the Internet.

Use the phone cord

supplied in the box with
your HP Fax PC with modem

Telephone
wall jack Telephone
(optional)

Back view of the HP Fax IN OUT

1 Remove the white plug from the port labeled “2-EXT” on the back of your
HP Fax.
2 Find the phone cord that connects from the back of your computer (your
PC modem) to a telephone wall jack. Disconnect the cord from the
telephone wall jack and plug it into the port labeled “2-EXT” on the back
of your HP Fax.
3 Connect a phone to the “out” port on the back of your PC modem.
4 Using the phone cord supplied in the box with your HP Fax, connect one
end to your telephone wall jack, then connect the other end to the port
labeled “1-LINE” on the back of your HP Fax.
Caution! If you do not use the supplied cord to connect from the
telephone wall jack to your HP Fax, you probably will not be able
to fax successfully. This special 2-wire cord is different from the
more common 4-wire phone cords you might already have in your
office. For more information about how to tell the difference
between the cords, see I have difficulties when sending faxes and
when receiving faxes. on page 105.

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5 Press the Answer Mode button on the front panel until TEL appears on the
display.
6 If your PC modem’s software is set to automatically receive faxes to your
computer, turn off that setting.
Caution! If you do not turn off the auto fax receive setting in your
modem software, your HP Fax will not be able to receive faxes.

how to answer fax calls manually

You must be available to respond in person to incoming fax calls, or your
HP Fax cannot receive faxes. For information about how to receive fax calls
manually from your attached phone and from an extension phone, see send a
fax manually from a telephone on page 23.
fax setup

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 troubleshooting information
8
This section contains troubleshooting information for the HP Fax 1240 Series
(HP Fax). Specific information is provided for installation and configuration
topics. References to our online troubleshooting help are provided for
operational topics.
This section contains the following:
• installation troubleshooting on page 94
• paper jams on page 97

status lights
The HP Fax front panel display presents menus, prompts, status messages, and
error messages. You can use this information to troubleshoot the occasional
problems you might encounter while using your HP Fax.
The HP Fax alerts you to problems by blinking the Attention light (shaped like !).
When you see this, check the display for a message about the problem.

troubleshooting
• You can dismiss messages that do not require you to do anything by
pressing Cancel.
• Some error messages might require you to do something (for example,
clear a paper jam) before they disappear and let you continue using the
HP Fax.

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installation troubleshooting
Use this section to solve any problems you might encounter while installing the
HP Fax.

problem possible cause and solution

I received a message This might mean the front panel cover is not attached, or it is
on the front panel attached incorrectly. Make sure that you attach the bezel as
display to attach the described below and that it is firmly in place.
front panel cover. 1 Insert the front-panel cover tabs into the slots on the top of the
device.
troubleshooting

2 Snap the front-panel cover down firmly on both front corners.

Make sure it is even with the device.
3 Make sure all the buttons can move freely.

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 troubleshooting information

problem possible cause and solution

The front panel The HP Fax has been set up with the incorrect language or
displays the wrong country/region. Usually, you set the language and country/region
language. when you first set up the HP Fax. However, you can change these
settings at any time by using the following procedure:
1 Press Setup.
2 Press 6, then press 3.
This selects Preferences and then selects Set Language &
Country/Region.
After starting the routine, the following prompt is presented
on the front panel display:
Press 11 for English?
If you want to change the language to English, enter 11
using the keypad, or you can also scroll through the
languages using " or !. Otherwise, wait for five seconds
and the display changes automatically to the next available
language. When you see the language you want, enter its
two-digit number using the keypad.
3 When prompted to confirm the language, press 1 for Yes or
2 for No.
You are prompted with all the countries/regions for the

troubleshooting
selected language. You can also scroll through the countries/
regions using " or !.
4 Using the keypad, enter the two-digit number for the desired
country/region.
5 When prompted, press 1 for Yes or 2 for No.
6 You can confirm the language and country/region by
printing a Self-Test Report, as follows:
a. Press Setup.
b. Press 1, then press 5.
This selects Print Report, and then selects Self-Test Report.
I received a message The HP Fax prompts you to align cartridges every time you install
on the front panel a new print cartridge. For more information, see align the print
display to align the cartridges on page 70.
print cartridges.

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problem possible cause and solution

My HP Fax does not • The HP Fax may not be properly connected to a power
power on. supply.
– Make sure the connection from the power outlet to the
HP Fax is firmly connected. Plug the power cord into a
grounded power outlet, surge protector, or power
strip.and wait a few seconds for the HP Fax to power on
– If the HP Fax is plugged in to a power strip, make sure the
strip is turned on.
– Test the power outlet to make sure it is working.
– If you plugged the HP Fax into a switched outlet, make
sure the switch is on.
• The HP Fax might not respond if you press the On button too
quickly. Press the On button once slowly.
• If the HP Fax still does not turn on, it might have a mechanical
failure. Unplug the HP Fax from the power outlet and contact
HP.
The HP Fax does not Check the print cartridge to make sure you have properly removed
print satisfactorily. its packaging. Being careful not to touch the gold-colored contacts
or ink nozzles, make sure you have gently pulled the pink tab to
remove the plastic tape.
troubleshooting

If you continue to have problems, see work with print cartridges on

page 65.
I received a message If either a paper jam or blocked carriage error message appears
on the front panel in the front panel display, there might be some packing material
display about a paper inside the HP Fax. Lift open the print-carriage access door to
jam or a blocked expose the print cartridges and remove any packing material or
carriage. other items that do not belong there.

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 troubleshooting information

paper jams

problem possible cause and solution

Paper has jammed in Several common actions can cause paper jams:
the automatic • placing too much paper in the document feeder tray
document feeder. • using paper that is too thick or too thin for the HP Fax
• trying to add originals to the document feeder tray while the
HP Fax is copying or sending a fax
1 Open the scanner lid.

troubleshooting
2 Gently pull the paper out of the rollers, and then close the
scanner lid.
Paper has crumpled 1 Remove the rear cleanout door.
and jammed in the
back of the HP Fax.

2 Gently pull the paper out of the rollers, and then replace the
rear cleanout door.
Note: This is the preferred way to clear a paper jam in the
HP Fax since it minimizes the possibility of damage to the print
mechanism. If a page is almost all the way through the device,
you might need to pull it gently from the front.

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print cartridge problems

problem possible cause and solution

The HP Fax does not First check to see whether the print cartridge is out of ink. To do this,
print satisfactorily. see print a self-test report on page 66.
However, before you do this, check the print cartridge to make sure
you have properly removed its packaging. Being careful not to
touch the gold-colored contacts or ink nozzles, make sure you have
gently pulled the pink tab to remove the plastic tape.

If you determine that you need to replace a print cartridge see

replace the print cartridges on page 67.
The self-test report Clean the print cartridges. See clean the print cartridges on
troubleshooting

shows streaking or page 70.

white lines through
one or more of the
colored bars.
The status message 1 Remove and re-insert the print cartridges. See replace the
continues to ask me to print cartridges on page 67.
replace the cartridge 2 Align and clean the print cartridges. See align the print
after I have already cartridges on page 70 and clean the print cartridges on
replaced it. page 70.
3 If this does not help, the contacts may need to be cleaned.
See clean the print cartridge contacts on page 71.

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 troubleshooting information

copy problems

problem possible cause and solution

Copies are faded or • The Copy Quality setting for the HP Fax is set to Fast.
colors are dull. • The Lighter/Darker setting for the HP Fax is set too light. See
copy a washed-out original on page 54.
• The Color Intensity setting for the HP Fax is set too pale. See
enhance the colors of your original on page 59.
• The print cartridges are clogged or out of ink. Print a Self-Test
Report to determine if there is a problem with the print
cartridges. See work with print cartridges on page 65.
• If the paper you are using is too fibrous, the ink might not
cover the surface of the paper. Make sure you are using a
paper that is appropriate for your HP Fax.
• Debris might be stuck on the glass or on the white strip on
back of the scanner lid; this causes poor copy quality and
slows down processing. See clean the glass on page 63 and
clean the white strip on page 64.
Copies are too light or • The Lighter/Darker setting for the HP Fax is set too light or too
dark. dark.
a. Press Copy until Lighter/Darker appears in the top line of

troubleshooting
the display.
b. Press " to lighten the copy or press ! to darken it, and
then press Start Black or Start Color.
• The Copy Quality setting for the HP Fax is set to Fast. Check
the Copy Quality setting. Use a high print quality (Normal or
Best) for your project.
a. Press Copy until Copy Quality appears in the top line of
the display.
b. Press ! until the appropriate quality setting appears, and
then press Start Black or Start Color.
Colors run into each • Color documents can use excessive amounts of ink. Try
other on my printout. setting the Copy Quality setting to Normal or use HP Premium
Papers when using Best.
a. Press Copy until Copy Quality appears in the top line of
the display.
b. Press ! until Normal appears, and then press Start Black
or Start Color.
• The paper type is not suitable for the HP Fax. Use
HP Premium Papers or any other paper type that is
appropriate for your HP Fax.
• You are printing on the wrong side of the paper. Some
specialty papers have a print side. Make sure that print side
is loaded face down in the paper tray.

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problem possible cause and solution

Copies have • The print cartridges might have a fiber buildup or might be
horizontal smears. low on ink. Print a Self-Test Report. If the report shows that the
ink looks as if something has brushed up against it, clean the
print cartridges. If this does not solve the problem, replace the
print cartridges. See work with print cartridges on page 65.
Ink is not filling the text • The print cartridges need cleaning or are low on ink. See
or graphics work with print cartridges on page 65.
completely. • The paper type setting is incorrect. Change the paper type
setting to match the type of paper loaded in the paper tray.
• The Copy Quality setting for the HP Fax is set to Fast. Check
the Copy Quality setting. Use a high print quality (Normal or
Best) for your project.
• The Enhancements setting is set to Photo or None. Set the
Enhancements setting to Text.
There are horizontal • The copy quality is set too low. Set the quality to Best.
streaks on the copy. • There is a problem with the print cartridges. Print a Self Test
Report to check them. See work with print cartridges on
page 65.
Parts of my original • You are copying from legal onto letter paper. Select Legal>Ltr
do not appear or are from the Reduce/Enlarge menu.
troubleshooting

cut off. • If you are copying from an original with no margins, reduce
the copy to make sure the text or images are not cropped. For
information, see reduce or enlarge on page 55.
• The original fills the entire sheet.
If the image or text on your original fills the entire sheet with
no margins, use the Reduce/Enlarge feature to reduce your
original and prevent unwanted cropping of the text or images
at the edges of the sheet.
• The original is larger than the paper in the paper tray.
If your original is larger than the paper in the paper tray, use
the Reduce/Enlarge feature to reduce your original to fit on
the paper in the paper tray.

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 troubleshooting information

problem possible cause and solution

Nothing happens • The HP Fax is turned off. Look on the HP Fax front panel. If
when I try to copy. the display is blank and no lights are on, the HP Fax is turned
off. Make sure the power cord is connected and plugged into
a power outlet. Press the On button to turn on the HP Fax.
• The original is placed incorrectly in the document feeder tray.
Make sure it is inserted fully into the document feeder tray.
When the original is properly inserted, Original loaded
appears on the front panel display. If this message does not
appear, remove your original and re-insert it.
• The HP Fax might be busy copying or receiving a fax. Check
the display on the front panel to see if the HP Fax is busy.
• The HP Fax has a paper jam. See paper jams on page 97.
• Small size paper is loaded in the paper tray.
The HP Fax only supports copying onto full size paper. Load Letter,
A4, or Legal paper and try copying again.

troubleshooting

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 chapter 8

problem possible cause and solution

The entire printout is • The paper guide is not positioned correctly, so paper is not
slanted or skewed. feeding correctly.
Make sure the paper guide is close to the left edge of the
paper without bending the paper. Remove the paper, and
then move the paper guide all the way to the left. Insert the
paper into the paper tray, and then move the paper guide to
the edge of the paper as shown below.

• The document you are copying is not loaded straight in the

document feeder tray.
The document guides should be close on each side of the
original in the document feeder tray without bending the
paper. Make sure the original is loaded straight.
troubleshooting

• The paper type is not suitable for the HP Fax. For information
on recommended papers, see recommended papers on
page 10.
• More than one type of paper is loaded in the paper tray.
Load only one type of paper at a time.
Paper does not get • The HP Fax does not have enough paper in the paper tray.
picked up from the – If the HP Fax is out of paper, or has only a few sheets
paper tray. remaining in the paper tray, load more paper in the
paper tray.
– If there is paper in the paper tray, remove the paper, tap
the stack of paper against a flat surface, and reload it into
the paper tray. To continue your print job, press OK on
the front panel.

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 troubleshooting information

problem possible cause and solution

The last page of my • The paper tray is empty or the HP Fax has a paper jam.
document does not Make sure paper is loaded in the paper tray and that you do
print. not have a paper jam. For information on clearing paper
jams, see paper jams on page 97.
The printout is blank. • The paper size specified in the front panel Copy menu does
not match the paper size detected.
Make sure the paper size you specify in the front panel Copy
menu matches the paper size that is loaded in the paper tray.
Then try copying again.
• The original is placed in the automatic document feeder face
up.
Load the original in the automatic document feeder face
down and top first. If it is a small original, make sure the
shorter end goes into the document feeder (portrait
orientation).
• The print cartridges need cleaning or are out of ink.
Print a Self-Test Report to determine if there is a problem with
the print cartridges. Clean the print cartridges and print
cartridge contacts. If this does not solve the problem, one or
both of the print cartridges might be out of ink.

troubleshooting

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fax problems
Use this section to solve any problems you might encounter while setting up your
HP Fax for faxing.
For information about how to set up your HP Fax for faxing, see fax setup on
page 75.

problem possible cause and solution

Fax transmission is • The fax contains graphics. Graphics take longer to send.
slow. • The phone line connection is “noisy”.
• You selected a high resolution for your fax. Consider using the
standard resolution to send faster.
• You are faxing in color.
• The receiving fax may have a problem or not be able to receive
faxes at the same rate that your HP Fax is sending.
Faxes are received, • You are out of paper. If the HP Fax runs out of paper, incoming
but are not printing. faxes are stored in memory. For information on loading paper, see
load paper on page 11. For information on faxes stored in
memory, see set backup fax reception on page 48 and reprint the
faxes in memory on page 49.
• You have a paper jam. If the HP Fax has a paper jam, incoming
troubleshooting

faxes are stored in memory. For information on paper jams, see

paper jams on page 97. For information on faxes stored in
memory, see set backup fax reception on page 48 and reprint the
faxes in memory on page 49.
Pages of a fax I • You are out of paper. If the HP Fax runs out of paper, incoming
received are missing. faxes are stored in memory. For information on loading paper, see
load paper on page 11. For information on faxes stored in
memory, see set backup fax reception on page 48 and reprint the
faxes in memory on page 49.
• Check to see if the fax was sent correctly. Check with the sender to
find out how many pages were sent. The sending fax machine may
have failed to feed each page of the original.
• The print cartridges need cleaning or are out of ink.
Print a Self-Test Report to determine if there is a problem with the
print cartridges. Clean the print cartridges and print cartridge
contacts. If this does not solve the problem, one or both of the print
cartridges might be out of ink.
Pages of a fax I send • Make sure each page of your original was picked up separately
are missing. from the automatic document feeder. Sometimes pages are missing
because two or more pages of your original fed into the document
feeder at the same time. Try re-sending the fax and make sure each
page feeds separately.
• Check with the recipient to see if there is a problem with the
receiving fax machine.
There are horizontal • There is a problem with the print cartridges. Print a Self Test Report
streaks on the fax. to check them. See work with print cartridges on page 65.

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 troubleshooting information

problem possible cause and solution

I have difficulties • Make sure you connected the HP Fax from the port labeled
when sending faxes “1-LINE” to your telephone wall jack using the phone cord
and when receiving supplied in the box with your HP Fax.* This special 2-wire cord is
faxes. different from the more common 4-wire cords you might already
have in your office. Check the end of the cord and compare it to
the two types of cords shown below:

2-wire cord
4-wire cord
End view of the 2-wire phone cord
End view of a 4-wire phone cord that
supplied in the box with your
will probably cause faxing problems if
HP Fax
connected directly to your HP Fax

troubleshooting
* This possible cause/solution applies only in the countries/regions that
receive a 2-wire phone cord in the box with the HP Fax, including:
Argentina, Australia, Brazil, Canada, Chile, China, Colombia, Greece,
India, Indonesia, Ireland, Japan, Korea, Latin America, Malaysia, Mexico,
Philippines, Poland, Portugal, Russia, Saudi Arabia, Singapore, Spain,
Taiwan, Thailand, USA, Venezuela, and Vietnam.
If you used a 4-wire cord, disconnect it, find the supplied 2-wire
cord, and then connect the 2-wire cord to the HP Fax (at the port
labeled “1-LINE”). For more information on how to connect this
cord, see fax setup on page 75.
Note: If the 2-wire cord is not long enough and you need to extend
it, you might want to purchase an in-line coupler and use a 4-wire
cord to increase the length. The type of coupler you would need
allows you to connect a 2-wire cord at one end, and a 4-wire cord
at the other. Attach the 2-wire cord from the “1-LINE” port of the
HP Fax to one side of the coupler; then attach a 4-wire cord from
the opposite side of the coupler to the telephone wall jack.

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problem possible cause and solution

I have difficulties • Make sure you have correctly connected the HP Fax to the
when sending faxes telephone wall jack, and correctly connected any additional
and when receiving equipment and services that share the phone line with your
faxes. HP Fax.
(continued) Use the 1-LINE port on the back of the HP Fax to connect to the
wall jack, and use the 2-EXT port to connect any other equipment,
such as a PC modem or an answering machine. For more
information and connection diagrams, see fax setup on page 75.
• Using a telephone line splitter can cause faxing problems. (A
splitter is two-cord connector that plugs into a wall jack.) Try
removing the splitter and connecting the HP Fax directly to the
telephone wall jack.
• Check that the telephone wall jack has a working telephone line by
plugging in a phone and checking for a dial tone.
• Telephone lines with poor sound quality (noise) can cause faxing
problems. Check the sound quality of the telephone line by
plugging a phone into the wall jack and listening for static or other
noise. If you hear noise, turn off the Error Correction Mode (ECM)
feature on your HP Fax and try faxing again. For information, see
use error correction mode on page 46. Also contact your phone
company to report the noise problem on your line.
troubleshooting

• Other equipment using the same telephone line as the HP Fax

might be in use. For example, you cannot use your HP Fax for
faxing if an extension phone is off-hook, or if you are using your
PC modem to e-mail or access the Internet.
• If you are using a digital subscriber line (DSL), make sure that you
have a DSL filter connected or you will not be able to fax
successfully. Obtain a DSL filter from your DSL provider. The DSL
filter removes the digital signal that blocks your HP Fax from
communicating properly with the telephone line.
For information on how to connect the DSL filter, see faxing from a
DSL line on page 76.
• Check for error messages on the front panel display of your
HP Fax. Until a product error condition is resolved, you will not be
able to send or receive faxes.
• If you are using either a PBX or an ISDN converter, make sure the
HP Fax is connected to the port that is designated for fax and
phone use.
Note that some ISDN systems allow you to configure the ports for
specific phone equipment—for example, you might have assigned
one for telephone and Group 3 fax and another for multiple
purposes. If you continue to have problems when connected to the
fax/phone port, try using the port designated for multiple purposes
(might be labeled “multi-combi” or something similar).

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problem possible cause and solution

I cannot receive • The Rings to Answer feature might not be set to answer after the
faxes, but I can send appropriate number of rings for your office setup.
faxes. For more information, see how to choose the right fax setup for
your office on page 78.
• If you have a voice mail service at the same phone number you use
for fax calls, you must receive faxes manually, not automatically.
For information on how to receive faxes manually, see receive a
fax manually from a phone on page 28.
For information on setting up for faxing when you have a voice
mail service, see fax setup on page 75.
• If you have a PC modem on the same phone line with your HP Fax,
check to make sure that the modem’s software is not set to receive
faxes automatically. Modems with this auto fax receive feature
turned on will take over the phone line to receive all incoming
faxes, which will prevent the HP Fax from receiving fax calls.
• If you have an answering machine on the same phone line with
your HP Fax, you might have one of the following problems:
– Your outgoing message might be too long or too loud to allow
the HP Fax to detect fax tones, and the calling fax machine
might disconnect.
– Your answering machine might not have enough quiet time

troubleshooting
after your outgoing message to allow the HP Fax to detect fax
tones. This problem is more common with digital answering
machines.
The following actions might help solve these problems:
a. Disconnect the answering machine and then try receiving a
fax. If faxing is successful without it, the answering machine
might be causing the problem.
b. Reconnect the answering machine and re-record your outgoing
message. Make sure the message is as short as possible (no
more than 10 seconds long), and that you speak softly and
slowly when recording it. Try again to receive a fax.
• If you have a special ring pattern for your fax phone number (using
a distinctive ring service through your telephone company), make
sure that the Answer Ring Pattern feature on your HP Fax is set to
match. For example, if the phone company has assigned your fax
number a double ring pattern, make sure Double Rings is selected
as the Answer Ring Pattern setting. For information on changing
this setting, see change the answer ring pattern (distinctive ringing)
on page 44.
Note that some ring patterns cannot be recognized by the HP Fax,
such as those with alternating short and long ringing patterns. If
you are having problems with a ring pattern of this type, ask your
phone company to assign a non-alternating ring pattern.

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problem possible cause and solution

I cannot receive • If you are not using a distinctive ring service, check to make sure
faxes, but I can send that the Answer Ring Pattern feature on your HP Fax is set to All
faxes. Rings. For information, see change the answer ring pattern
(continued) (distinctive ringing) on page 44.
• If your HP Fax shares the same phone line with other types of
phone equipment—such as an answering machine or a PC
modem—the fax signal level could be reduced, causing fax
reception problems.
To find out if other equipment is causing a problem, disconnect
everything except the HP Fax from the phone line, and then try to
receive a fax. If fax reception is successful without the equipment,
then one or more pieces of the equipment is causing problems; try
adding them back one at a time and faxing, until you identify
which equipment is causing the problem.
I cannot send faxes, • If you are using speed dial to dial the fax number, the HP Fax
but I can receive might be dialing too fast or too soon. To solve this problem, try one
faxes. of the following:
– Try manually dialing the fax number from the HP Fax front
panel, or from an attached phone. For information, see send a
fax using monitor dialing on page 22 or send a fax manually
from a telephone on page 23.
troubleshooting

– Re-create the speed dial setting and insert some pauses. For
information, see create individual speed-dial entries on
page 36.
• If your telephone line has a PBX system, make sure you are dialing
the number for an outside line before dialing the fax number.
• The receiving fax machine might be having problems. To check
this, try calling the fax number from a telephone and listen for fax
tones. If you cannot hear fax tones, the receiving fax might not be
turned on or connected, or a voice mail service could be
interfering with the recipient’s phone line.
Fax tones are • When you have an answering machine on the same phone line
recorded on my you use for fax calls, you must connect the answering machine
answering machine. directly to the HP Fax (or through a directly-connected PC modem,
if applicable) as described in fax setup on page 75. If you do not
connect it as recommended, fax tones could be recorded on your
answering machine.
I hear static on my • If you did not connect the HP Fax from the port labeled “1-LINE” to
telephone line ever your telephone wall jack using the phone cord supplied in the box
since I connected the with your HP Fax, you could hear static on your phone line and
HP Fax. you probably will not be able to fax successfully.* This special 2-
wire cord is different from the more common 4-wire cords you
might already have in your office. For more information, see I have
difficulties when sending faxes and when receiving faxes. on
page 105.

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problem possible cause and solution

I hear static on my * This possible cause/solution applies only in the countries/regions that
telephone line ever receive a 2-wire phone cord in the box with the HP Fax, including:
Argentina, Australia, Brazil, Canada, Chile, China, Colombia, Greece,
since I connected the
India, Indonesia, Ireland, Japan, Korea, Latin America, Malaysia, Mexico,
HP Fax. Philippines, Poland, Portugal, Russia, Saudi Arabia, Singapore, Spain,
(continued) Taiwan, Thailand, USA, Venezuela, and Vietnam.
• Using a telephone line splitter could affect the sound quality of your
phone line, causing static. Try removing the splitter and connecting
the HP Fax directly to the telephone wall jack.

front panel messages

print cartridge messages

message solution
Insert right cartridge. • The referenced print cartridge is missing or installed incorrectly.
– Install the print cartridge. Make sure to remove the protective
Insert left cartridge. tape by using the pink pull tab before inserting the print
cartridge.Also, make sure that the print cartridge is firmly
Insert ink cartridges. seated and secure in the print carriage.
– If the print cartridge is already installed, it might be installed

troubleshooting
incorrectly. Remove and reinsert it.
• Both print cartridges must be installed for the HP Fax to work.
Error: right cartridge • You are using a print cartridge that the HP Fax does not support.
is incorrect. The correct print cartridges are listed in order print cartridges on
page 61. For best results, use HP print cartridges.
Error: left cartridge is • One or both of the print cartridges are not installed or are installed
incorrect. incorrectly.
Remove and reinsert the print cartridges. Make sure that the print
cartridge is firmly seated and secure in the print carriage.
For more information, see work with print cartridges on page 65.
Remove and check • An undisclosed problem with the referenced print cartridge may be
right cartridge. preventing the current job from completing.
– Remove and reinsert the print cartridge.
Remove and check – If this does not help, clean the print cartridges. You can also
left cartridge. clean the print cartridge contacts.
– Replace the print cartridge completely if the problem persists.
For more information, see work with print cartridges on page 65.
Black ink low. Press • The print cartridge may be almost out of ink.
OK to continue. Consider having a replacement black print cartridge available.
Replace the print cartridge when it runs out of ink.
Color ink low. Press For more information, see work with print cartridges on page 65.
OK to continue.

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message solution
Cartridge error. See • One or both of the print cartridges is having a problem.
product Determine which print cartridge is experiencing the problem and
documentation for replace it.
details. For more information, see work with print cartridges on page 65.

alignment messages

message solutions
Press OK to print The HP Fax prompts you for a print cartridge alignment whenever you
align page. insert a new print cartridge.
1 Make sure plain white paper is loaded in the HP Fax, and then
press OK to print the alignment page.
2 Place the alignment page print side down with the top in first in the
automatic document feeder tray, and then press OK.
3 After alignment is complete, discard or recycle the alignment
page.
Place align page face After print cartridge alignment page prints, the HP Fax prompts you to
down in feeder, then place the alignment page in the automatic document feeder, and then
press OK. press OK.
troubleshooting

After the alignment page prints, place it print side down with the
top in first in the automatic document feeder tray. Press OK.
After alignment is complete, discard or recycle the alignment
page.
Error. Alignment The alignment procedure can fail for several reasons:
page not detected. • Alignment page is placed incorrectly in the document feeder tray.
• Alignment page has been marked or creased.
• No alignment page is loaded or a page other than the alignment
page is loaded in the document feeder tray.
The HP Fax will attempt to perform the alignment procedure three times.
If the procedure is not successful after the third attempt, “Alignment
failed. Please try again.” will appear on the front panel display.

Make sure you have placed the alignment page print side down with the
top in first in the document feeder tray. Also, make sure the paper is fed
straight into the automatic document feeder. Try the alignment again.

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message solutions
Alignment failed. The alignment procedure can fail for several reasons:
Please try again. • Alignment page is placed incorrectly in the document feeder tray.
• Alignment page has been marked or creased.
• No alignment page is loaded or a page other than the alignment
page is loaded in the document feeder tray.

Make sure you have placed the alignment page print side down with the
top in first in the document feeder tray. Also, make sure the paper is fed
straight into the automatic document feeder. Try the alignment again.
See align the print cartridges on page 70 for more information.
Alignment The print cartridge alignment process completed successfully. You are
completed. now ready to use your HP Fax.

fax messages

message solution
Dialed fax busy. The fax number you attempted to call is busy.
Wait and try to send the fax to the number at a later time.

troubleshooting
No fax answered. The receiving fax machine is not online, turned off, or not functioning.
Try to send the fax to the number again at a later time. If the problem
persists, try to contact the recipient to see if there is a problem with the
receiving fax machine.
No color fax. Fax You have tried to send a color fax to a fax machine that does not support
was sent as black and color.
white. Press OK to The HP Fax alerts you to this situation and sends the color fax as black
continue. and white instead.
Fax send failed. The fax could not be completed because of a communication error or
document jam, or because the fax was blocked by the receiving fax
machine. (This is sometimes referred to as blacklisting.)
Check the HP Fax for a possible paper jam and send the fax again. If
the problem persists, try to contact the recipient to see if there is a
problem with the receiving fax machine.
Receive failed. Some error caused a fax to fail while the HP Fax was receiving the fax.
The error could be due to noisy lines or some other communication error.
Contact the sender and request that the fax be sent again.
Not supported. You tried to send a color fax from memory. The HP Fax does not support
this procedure.
Try sending the color fax normally and not from memory.

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message solution
Can’t print fax. An incorrect paper size is loaded in the paper tray.
Wrong paper The HP Fax can only print faxes on letter, A4, or legal paper. If another
detected. Replace paper size is loaded in the paper tray, the HP Fax will not be able to
paper. Press OK to print the received fax. Load letter, A4, or legal paper, and then press
continue. OK to print the fax.

copy messages

message solution
Copy cancelled. • The paper tray does not have enough paper.
Make sure the paper tray is loaded and the HP Fax is on an even
surface. Restart your copy job.
• The rear cleanout door is loose.
Make sure the rear cleanout door is fully attached, as shown
below. Restart your copy job.
troubleshooting

• The HP Fax has a paper jam.

Clear the paper jam and replace the rear cleanout door. Restart
your copy job.
For more information, see paper jams on page 97.
Custom size XX% You entered a custom percentage size that is outside the maximum and
maximum. minimum allowed.
Enter a new percentage that does not exceed the limits specified in the
Custom size XX% error message.
minimum.
Maximum number of You have requested too many copies.
copies is XX. Enter a number of copies less than the maximum specified in the
message on the front panel display.
Can’t make copy. An incorrect paper size is loaded in the paper tray.
Can’t copy to small The HP Fax can only copy on letter, A4, or legal paper. If another paper
paper size. Press OK size is loaded in the paper tray, the HP Fax will not be able to make a
to continue. copy. Load letter, A4, or legal paper, and then make your copy.

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 troubleshooting information

general status messages

message solution
Open door. Clear The HP Fax is new and there is packing material inside the HP Fax.
carriage jam, and Open the print-carriage access door and make sure that you have
then press OK. removed all packing materials from the HP Fax.

Attach front panel The HP Fax cannot function until the front panel cover is attached.

troubleshooting
cover. Attach the front panel cover to the HP Fax.
For information on installing the front panel cover, see the Setup Poster
that came with your HP Fax.
Paper jam. Clear The HP Fax has a paper jam.
jam, and then press Clear the paper jam, replace the rear cleanout door, and then press OK.
OK. You will need to restart the job.
For more information, see paper jams on page 97.
Out of paper. Load The HP Fax is out of paper or the paper is not pushed back far enough.
paper, and then press Make sure paper is loaded in the paper tray and pushed back.
OK.
See load paper on page 11.

Busy You tried to start another job while the HP Fax is already working on a
previous job.
Wait until the HP Fax is idle, and then try the job again.
Invalid date You entered a date incorrectly.
Enter the date again. Valid formats (which vary by country/region) are:
• dd mm yy
• mm dd yy
dd is a 2-digit number representing the day, mm is a 2-digit number
representing the month, and yy is a 2-digit number representing the year.

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message solution
Memory full; press The memory is full or the HP Fax has too many faxes stored in memory.
OK. Print the faxes stored in memory. Or, you can unplug the HP Fax to
delete all faxes stored in memory.
See reprint the faxes in memory on page 49 for more information.
Paper mismatch. Try The Paper Size setting does not match the actual size of the paper that
changing paper size is loaded in the paper tray.
or paper in tray, then Make sure the Paper Size setting matches the size of the paper that is
press OK. loaded in the paper tray. If there is a mismatch, you can either change
the Paper Size setting or the paper in the paper tray.

automatic document feeder messages

message solution
Original jam. Clear Paper has jammed in the automatic document feeder.
jam, and then press Clear the jam from the automatic document feeder and try the job again.
OK. Do not load more than 20 sheets in the automatic document feeder.
For more information, see paper jams on page 97.
Feeder problem. Re- The automatic document feeder did not work properly, and the job did
load original, and not finish.
troubleshooting

then re-start job. Press Try loading the originals into the automatic document feeder again, and
OK to continue. restart the job. Do not load more than 20 sheets in the automatic
document feeder.

severe error messages

error message solution

Fatal error. Call for A fatal error denoted by an eight-character error code has made the
service. HP Fax misfunction.
Note the error code and contact Hewlett-Packard.
Error. Reset power. Some problem occurred that can only be corrected by turning the power
off and then back on. An eight-character error code might be included.
Note this number in case the problem persists and you need to contact
HP.
Turn the power off and then back on.

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 troubleshooting information

fax log error codes

Use the table below to help you interpret the codes that appear in the results
column of the fax log. See generate reports manually on page 35 for
information on printing the fax log. The table also indicates which codes are
specific to error correction mode (ECM).
If the same error appears repeatedly, try turning off ECM. See use error
correction mode on page 46.

error code error definition

(223 ECM) One or more received pages might not be readable.
224
225-231 There is a feature incompatibility with the sending fax machine.
232-234 The telephone connection was lost.
(235-236 ECM)
237
238 The sending fax machine sent an unexpected communication.
(239-241 ECM)
242 The sending fax machine is attempting to receive instead of send.
243-244 The sending fax machine prematurely ended the session.

troubleshooting
(245-246 ECM)
247-248 There was a communication error with the sending fax machine.
(249-251 ECM)
252 Telephone line conditions were too poor to receive a fax.
253 The sending fax machine attempted to use an unsupported page width.
281 The telephone connection was lost.
(282 ECM)
283-284
(285 ECM)
286
290 There was a communication error with the sending fax machine.
291 The received fax could not be stored.
314-320 There is a feature incompatibility with the receiving fax machine.
321 There was a communication error with the receiving fax machine.
322-324 Telephone line conditions were too poor to send a fax.
(325-328 ECM) The receiving fax machine indicated one or more pages might not be
329-331 readable.

332-337 The receiving fax machine sent an unexpected communication.

(338-342 ECM)
343

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error code error definition

344-348 The telephone connection was lost.
(349-353 ECM)
354-355
356-361 The receiving fax machine prematurely ended the session.
(362-366 ECM)
367-372 There was a communication error with the receiving fax machine.
(373-377 ECM)
378-380
381 The telephone connection was lost.
382 The receiving fax machine stopped accepting pages.
383 The telephone connection was lost.
390-391 There was a communication error with the receiving fax machine.
troubleshooting

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 technical information
9
The technical specifications and international regulatory information for your HP Fax are
provided in this section.
This section contains the following topics:
• paper specifications on page 117
• fax specifications on page 118
• physical specifications on page 118
• power specifications on page 119
• environmental specifications on page 119
• environmental product stewardship program on page 119
• regulatory notices on page 121

paper specifications
This section contains the following topics:
• paper-tray capacities on page 117
• automatic document feeder paper capacity on page 117
• paper sizes on page 118
• print margin specifications on page 118

paper-tray capacities

type paper weight input tray1 output tray2

Plain paper 20 to 24 lb. 100 20
(70 to 90 gsm)
Transparency film N/A 30 10

technical information
1 Maximum capacity.
2 Output tray capacity is affected by the type of paper and the amount of ink
you are using. HP recommends emptying the output tray frequently.

automatic document feeder paper capacity

type1 paper weight quantity

Letter 20 lb. 20
(70 gsm)

Legal 20 lb. 20
(70 gsm)

A4 20 lb. 20
(70 gsm)

1 Automatic document feeder accepts plain paper only. It does not

accept photo paper, transparency film, envelopes, or labels.

117
 chapter 9

paper sizes

type size
Paper Letter: 8.5 by 11 inches (216 by 279 mm)
Legal: 8.5 by 14 inches (216 by 356 mm)
A4: 210 by 297 mm

Transparency film Letter: 8.5 by 11 inches (216 by 279 mm)

A4: 210 by 297 mm

print margin specifications

top bottom left right

(leading edge) (trailing edge)1
paper or transparency film
U.S. (Letter, Legal) 0.07 inches 0.46 inches 0.25 inches (6.4 0.25 inches
(1.8 mm) (11.7 mm) mm) (6.4 mm)

ISO (A4) 0.07 inches 0.46 inches 0.13 inches 0.13 inches
(1.8 mm) (11.7 mm) (3.2 mm) (3.2 mm)

1 This margin is not Officejet compatible; however, the total writing area is compatible. The writing
area is offset from center by 0.21 inches (5.4 mm), which causes asymmetric top and bottom
margins.

fax specifications
• Walk-up black and white and color fax capability
• Up to 99 speed dials (varies by model)
• Up to 200 page memory (based on ITU-T Test Image #1 at standard resolution.)
More complicated pages or higher resolution take longer and use more memory
• 20-page automatic document feeder
• Automatic redial (up to five times)
• Confirmation and activity reports
• CCITT/ITU Group 3 fax with Error Correction Mode
technical information

• 33.6 Kbps transmission

• 3 seconds per page speed at 33.6 Kbps (based on ITU-T Test Image #1 at standard
resolution.) More complicated pages or higher resolution take longer and use more
memory
• Ring detect with automatic fax/answering machine switching

physical specifications

height width depth weight (without print

cartridges)
with paper trays closed
7.1 inches (18 cm) 16.4 inches (41.6 cm) 8 inches (20.4 cm) 12 lbs (5.5 kg)
with paper trays opened
13 inches (33 cm) 16.4 inches (41.6 cm) 16.7 inches (45 cm) 12 lbs (5.5 kg)

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 technical information

power specifications
• Power consumption: 50 W maximum
• Input voltage: AC 100 to 240 V, 0.7 A (maximum), 50–60 Hz

environmental specifications
• Recommended operating temperature range: 15º to 32º C (59º to 90º F)
• Allowable operating temperature range: 5º to 40º C (41º to 104º F)
• Humidity: 15% to 85% RH non-condensing
• Non-operating (Storage) temperature range: –40º to 60º C (–40º to 140º F)
• In the presence of high electromagnetic fields it is possible the output from the
HP Fax may be slightly distorted

environmental product stewardship program

This section contains the following topics:
• protecting the environment on page 119
• ozone production on page 119
• energy consumption on page 119
• paper use on page 120
• plastics on page 120
• material safety data sheets on page 120
• recycling program on page 120
• hp inkjet supplies recycling program on page 120

protecting the environment

Hewlett-Packard Company is committed to providing quality products in an
environmentally sound manner. This product has been designed with several attributes to
minimize impacts on our environment.
For more information, visit HP’s Commitment to the Environment website at:
www.hp.com/hpinfo/globalcitizenship/environment/index.html

technical information
ozone production
This product generates no appreciable ozone gas (O3).

energy consumption
Energy usage drops significantly while in ENERGY STAR® mode, which saves natural
resources, and saves money without affecting the high performance of this product. This
product qualifies for ENERGY STAR, which is a voluntary program established to
encourage the development of energy-efficient office products.

ENERGY STAR is a U.S. registered service mark of the U.S. EPA. As an ENERGY STAR
partner, HP has determined that this product meets ENERGY STAR guidelines for energy
efficiency.

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For more information on ENERGY STAR guidelines, go to the following website:

www.energystar.gov

paper use
This product is suited for the use of recycled paper according to DIN 19309.

plastics
Plastic parts over 25 grams are marked according to international standards that enhance
the ability to identify plastics for recycling purposes at the end of the product’s life.

material safety data sheets

Material safety data sheets (MSDS) can be obtained from the HP website at:
www.hp.com/go/msds
Customers without Internet access should contact their local HP Customer Care Center.

recycling program
HP offers an increasing number of product return and recycling programs in many
countries, as well as partnering with some of the largest electronic recycling centers
throughout the world. HP also conserves resources by refurbishing and reselling some of
its most popular products.
This HP product contains the following materials that may require special handling at end-
of-life:
• Mercury in the fluorescent lamp in the scanner (<2 mg)
• Lead in the solder
• A lithium battery
This product contains a small Lithium battery that must be removed an disposed of
properly at the end of the product’s useful life. The battery is located on the Main
board.
– Battery part number: Panasonic CR2032
– Battery material: Lithium
– Battery type: button/coin cell battery
– Quantity per product: 1
– Weight: approx. 3 grams
– Lithium type: solid
technical information

– Battery manufacturers: Panasonic, Japan

hp inkjet supplies recycling program

HP is committed to protecting the environment. The HP Inkjet Supplies Recycling Program
is available in many countries/regions, and lets you recycle used print cartridges free of
charge. For more information, go to the following website:
www.hp.com/hpinfo/globalcitizenship/environment/recycle/inkjet.html

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 technical information

regulatory notices
The HP Fax meets product requirements from regulatory agencies in your country/region.
This section contains the following topics:
• regulatory model identification number on page 121
• notice to users of the U.S. telephone network: FCC requirements on page 121
• FCC statement on page 122
• note à l’attention des utilisateurs du réseau téléphonique Canadien/notice to users
of the Canadian telephone network on page 122
• note à l’attention des utilisateurs Canadien/notice to users in Canada on page 123

regulatory model identification number

For regulatory identification purposes, your product is assigned a Regulatory Model
Number. The Regulatory Model Number for your product is SDGOB-0306-03. This
regulatory number should not be confused with the marketing name (HP Fax 1240 Series)
or product number (Q5620A).

notice to users of the U.S. telephone network: FCC requirements

This equipment complies with FCC rules, Part 68. On this equipment is a label that
contains, among other information, the FCC Registration Number and Ringer Equivalent
Number (REN) for this equipment. If requested, provide this information to your telephone
company.
An FCC compliant telephone cord and modular plug is provided with this equipment. This
equipment is designed to be connected to the telephone network or premises wiring using
a compatible modular jack which is Part 68 compliant. This equipment connects to the
telephone network through the following standard network interface jack: USOC RJ-11C.
The REN is useful to determine the quantity of devices you may connect to your telephone
line and still have all of those devices ring when your number is called. Too many devices
on one line may result in failure to ring in response to an incoming call. In most, but not
all, areas the sum of the RENs of all devices should not exceed five (5). To be certain of
the number of devices you may connect to your line, as determined by the REN, you
should call your local telephone company to determine the maximum REN for your calling
area.
If this equipment causes harm to the telephone network, your telephone company may

technical information
discontinue your service temporarily. If possible, they will notify you in advance. If
advance notice is not practical, you will be notified as soon as possible. You will also be
advised of your right to file a complaint with the FCC. Your telephone company may make
changes in its facilities, equipment, operations, or procedures that could affect the proper
operation of your equipment. If they do, you will be given advance notice so you will have
the opportunity to maintain uninterrupted service.
If you experience trouble with this equipment, please contact the manufacturer, or look
elsewhere in this manual, for warranty or repair information. Your telephone company
may ask you to disconnect this equipment from the network until the problem has been
corrected or until you are sure that the equipment is not malfunctioning.
This equipment may not be used on coin service provided by the telephone company.
Connection to party lines is subject to state tariffs. Contact your state’s public utility
commission, public service commission, or corporation commission for more information.
This equipment includes automatic dialing capability. When programming and/or
making test calls to emergency numbers:
• Remain on the line and explain to the dispatcher the reason for the call.
• Perform such activities in the off-peak hours, such as early morning or late evening.
Note: This equipment is hearing aid compatible.

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The Telephone Consumer Protection Act of 1991 makes it unlawful for any person to use
a computer or other electronic device, including fax machines, to send any message
unless such message clearly contains in a margin at the top or bottom of each transmitted
page or on the first page of transmission, the date and time it is sent and an identification
of the business, other entity, or other individual sending the message and the telephone
number of the sending machine or such business, other entity, or individual. (The
telephone number provided may not be a 900 number or any other number for which
charges exceed local or long-distance transmission charges.) In order to program this
information into your fax machine, you should complete the steps described in the
software.

FCC statement
The United States Federal Communications Commission (in 47 CFR 15.105) has specified
that the following notice be brought to the attention of users of this product.
Declaration of Conformity: This equipment has been tested and found to comply with the
limits for a Class B digital device, pursuant to part 15 of the FCC Rules. Operation is
subject to the following two conditions: (1) this device may not cause harmful interference,
and (2) this device must accept any interference received, including interference that may
cause undesired operation. Class B limits are designed to provide reasonable protection
against harmful interference in a residential installation. This equipment generates, uses,
and can radiate radio frequency energy, and, if not installed and used in accordance with
the instructions, may cause harmful interference to radio communications. However, there
is no guarantee that interference will not occur in a particular installation. If this equipment
does cause harmful interference to radio or television reception, which can be determined
by turning the equipment off and on, the user is encouraged to try to correct the
interference by one or more of the following measures:
• Reorient the receiving antenna.
• Increase the separation between the equipment and the receiver.
• Connect the equipment into an outlet on a circuit different from that to which the
receiver is connected.
• Consult the dealer or an experienced radio/TV technician for help.
For more information, contact the Product Regulations Manager, Hewlett-Packard
Company, San Diego, (858) 655-4100.
The user may find the following booklet prepared by the Federal Communications
Commission helpful: How to Identify and Resolve Radio-TV Interference Problems. This
booklet is available from the U.S. Government Printing Office, Washington DC, 20402.
technical information

Stock No. 004-000-00345-4.

Caution! Pursuant to Part 15.21 of the FCC Rules, any changes or
modifications to this equipment not expressly approved by the Hewlett-
Packard Company may cause harmful interference and void the FCC
authorization to operate this equipment.

note à l’attention des utilisateurs du réseau téléphonique Canadien/notice to

users of the Canadian telephone network
Cet appareil est conforme aux spécifications techniques des équipements terminaux
d’Industrie Canada. Le numéro d’enregistrement atteste de la conformité de l’appareil.
L’abréviation IC qui précède le numéro d’enregistrement indique que l’enregistrement a
été effectué dans le cadre d’une Déclaration de conformité stipulant que les spécifications
techniques d’Industrie Canada ont été respectées. Néanmoins, cette abréviation ne
signifie en aucun cas que l’appareil a été validé par Industrie Canada.
Pour leur propre sécurité, les utilisateurs doivent s’assurer que les prises électriques reliées
à la terre de la source d’alimentation, des lignes téléphoniques et du circuit métallique
d’alimentation en eau sont, le cas échéant, branchées les unes aux autres. Cette
précaution est particulièrement importante dans les zones rurales.

122 hp fax 1240 series

 technical information

Le numéro REN (Ringer Equivalence Number) attribué à chaque appareil terminal fournit
une indication sur le nombre maximal de terminaux qui peuvent être connectés à une
interface téléphonique. La terminaison d’une interface peut se composer de n’importe
quelle combinaison d’appareils, à condition que le total des numéros REN ne dépasse
pas 5.
Basé sur les résultats de tests FCC Partie 68, le numéro REN de ce produit est 0.2B.
This equipment meets the applicable Industry Canada Terminal Equipment Technical
Specifications. This is confirmed by the registration number. The abbreviation IC before
the registration number signifies that registration was performed based on a Declaration
of Conformity indicating that Industry Canada technical specifications were met. It does
not imply that Industry Canada approved the equipment.
Users should ensure for their own protection that the electrical ground connections of the
power utility, telephone lines and internal metallic water pipe system, if present, are
connected together. This precaution may be particularly important in rural areas.
Note: The Ringer Equivalence Number (REN) assigned to each terminal device
provides an indication of the maximum number of terminals allowed to be connected
to a telephone interface. The termination on an interface may consist of any
combination of devices subject only to the requirement that the sum of the Ringer
Equivalence Numbers of all the devices does not exceed 5.
The REN for this product is 0.2B, based on FCC Part 68 test results.

note à l’attention des utilisateurs Canadien/notice to users in Canada

Le présent appareil numérique n‘émet pas de bruit radioélectrique dépassant les limites
applicables aux appareils numériques de la classe B prescrites dans le Règlement sur le
brouillage radioélectrique édicté par le ministère des Communications du Canada.
This digital apparatus does not exceed the Class B limits for radio noise emissions from
the digital apparatus set out in the Radio Interference Regulations of the Canadian
Department of Communications.

technical information

user guide 123

 chapter 9

declaration of conformity
According to ISO/IEC Guide 22 and EN 45014

Manufacturer’s name and address:

Hewlett-Packard Company, 16399 West Bernardo Drive, San Diego, CA 92127-1899, USA

Regulatory model SDGOB-0306-03

number:

Declares that the product:

Product name: HP Fax 1240 Series (Q5620A)

Model number(s): HP Fax 1240 Series (Q5621A)

Power adapters: Not Applicable

Conforms to the following product specifications:

Safety: UL1950/CSA22.2 No.950, 3rd Edition: 1995

EMC: FCC Part 15-Class B/ICES-003, Issue 2

Supplementary Information:

US Contact: Hewlett-Packard Co.

16399 W. Bernardo Dr.
San Diego, CA 92127
USA
technical information

124 hp fax 1240 series

 hp fax 1240 series support
10
Hewlett-Packard provides Internet and phone support for your HP Fax.
This section contains the following topics:
• get support and other information from the Internet on page 125
• hp customer support on page 125
• prepare your hp fax for shipment on page 127
If you are unable to find the answer you need in the printed or onscreen documentation
supplied with your product, you can contact one of the HP support services listed in the
following pages. Some support services are available only in the U.S. and Canada, while
others are available in many countries/regions worldwide. If a support service number is
not listed for your country/region, contact your nearest authorized HP dealer for help.

get support and other information from the Internet

If you have Internet access, you can get help from the following HP website:
www.hp.com/support
This website offers technical support, drivers, supplies, and ordering information.

hp customer support
Software programs from other companies might be included with your HP Fax. If you
experience problems with any of those programs, you will receive the best technical
assistance by calling the experts at that company.
If you need to contact HP Customer Support, do the following before you call.
1 Make sure that:
a. Your HP Fax is plugged in and turned on.
b. The specified print cartridges are installed correctly.
c. The recommended paper is properly loaded in the paper tray.
2 Reset your HP Fax:
a. Turn off the HP Fax by using the On button located on the front panel.
b. Unplug the power cord from the back of the HP Fax.
c. Plug the power cord back into the HP Fax.
d. Turn on the HP Fax by using the On button.
3 For more information, go to the HP website at:
www.hp.com/support
support

125
 chapter 10

4 If you are still experiencing problems and need to speak with an HP Customer
Support Representative, do the following:
a. Have the specific name of your HP Fax, as it appears on the front panel,
available.
b. Have your service ID and serial number ready.
To display your service ID and serial number on the front panel, press OK and
Start Color at the same time. Press ! until Model Number appears, and then
press OK. The service ID appears on the bottom line of the front panel display.
Make note of the service ID, and then press Cancel. You are returned to the
Info Menu. Press ! until Serial Number appears, and then press OK. The serial
number appears on the bottom line of the front panel display. Make note of the
serial number, and then press Cancel repeatedly to exit the Info Menu.
c. Print a Self-Test Report. For information on printing a Self-Test Report, see print
a self-test report on page 66.
d. Make a color copy to have available as a sample printout.
e. Be prepared to describe your problem in detail.
5 Call HP Customer Support. Be near your HP Fax when you call.

call in the U.S.

Call 1-800-HP-INVENT. U.S. phone support is available in both English and Spanish
languages 24 hours a day, 7 days a week (days and hours of support may change
without notice). This service is free during the warranty period. A fee may apply outside
the warranty period.

call in Canada
The numbers listed below are current as of the publication date of this guide. For a list of
current international HP Support Service numbers, go to this website and choose your own
country/region or language:
www.hp.com/support
As part of our constant efforts to improve our phone support service, we advise you to
check our website on a regular basis for new information regarding service features and
delivery.

country/region hp technical support

Canada during (905) 206 4663
warranty

Canada post-warranty 1-877-621-4722

(per-call charge)
support

126 hp fax 1240 series

 hp fax 1240 series support

prepare your hp fax for shipment

If after contacting HP Customer Support or returning to the point of purchase, you are
requested to send your HP Fax in for service, please follow the steps below to avoid further
damage to the HP product.
Note: When transporting your HP Fax, make sure that the print cartridges have been
removed. Make sure that you have properly shut down the HP Fax by pressing the
On button.
1 Turn on the HP Fax.
Disregard steps 1 through 6 if your device will not turn on and the print carriage is
not visible under the print carriage access door. You will not be able to remove the
print cartridges. Proceed to step 7.
2 Open the print carriage access door.
3 Remove the print cartridges.
For information on removing the print cartridges, see replace the print cartridges.
Caution! Remove both print cartridges. Failure to do so might damage
your HP Fax.
4 Place the print cartridges in an airtight bag so they will not dry out, and put them
aside. Do not send them with the HP Fax, unless instructed to by the HP customer
support call agent.
5 Close the print-carriage access door. Turn off the HP Fax.
6 Remove the front panel cover as follows:
a. Grasp the front of the front panel cover with two hands, as shown.
b. Firmly lift the front panel cover to unsnap it from the HP Fax.

7 Retain the front panel cover. Do not return the front panel cover with the HP Fax.
8 Fold the document catcher up, over the front panel area, and then fold the
automatic document feeder tray down, over the document catcher.
support

user guide 127

 chapter 10

9 Make sure the paper tray extender is in its closed position, and then fold the paper
tray door up until it snaps into place.
This places the HP Fax in its fully closed position, as shown below.

10 If available, pack the HP Fax for shipment by using the original packing materials
or the packaging materials that came with your exchange device.

If you do not have the original packaging materials, please use other adequate
packaging materials. Shipping damage caused by improper packaging and/or
improper transportation is not covered under the warranty.
11 Place the return shipping label on the outside of the box.
12 Include the following items in the box:
– A complete description of symptoms for service personnel (samples of print
quality problems are helpful).
– A copy of the sales slip or other proof of purchase to establish the warranty
coverage period.
– Your name, address, and a phone number where you can be reached during
support

the day.

128 hp fax 1240 series

 warranty information
11

warranty information
Your HP Fax comes with a limited warranty that is described in this section. Information
about how to obtain warranty service and how you can upgrade your standard factory
warranty is also provided.
This section contains the following topics:
• duration of limited warranty on page 129
• warranty service on page 129
• warranty upgrades on page 129
• returning your hp fax for service on page 130
• hewlett-packard limited global warranty statement on page 130

duration of limited warranty

Duration of Limited Warranty (hardware and labor): 1 Year
Duration of Limited Warranty (CD media): 90 Days
Duration of Limited Warranty (print cartridges): Until the HP ink is depleted or the “end of
warranty” date printed on the cartridge has been reached, whichever occurs first.

warranty service
express service
To obtain HP express repair service, the customer must contact an HP service office or an
HP Customer Support Center for basic troubleshooting first. See hp customer support on
page 125 for steps to take before calling Customer Support.
Note: HP express repair service might not be available in certain countries/regions.
If a customer device needs a minor part replacement and these parts can normally be
replaced by the customer, the customer-replaceable components may be serviced through
expedited part shipment. In this event, HP will prepay shipping charges, duty and taxes;
provide telephone assistance on replacement of the component; and pay shipping
charges, duty, and taxes for any part that HP asks to be returned.
The HP Customer Support Center may direct customers to designated authorized service
providers who are certified by HP to service the HP product.

warranty upgrades
Upgrade your standard factory warranty to a total of three years with the
HP SUPPORTPACK. Service coverage begins on product purchase date and the pack must
be purchased within the first 180 days of product purchase. This program offers phone
support from 6:00 A.M. to 10:00 P.M. Mountain Standard Time (MST) Monday through
Friday and 9:00 A.M. to 4:00 P.M. (MST) on Saturdays. If during your technical support
call it is determined that you need a replacement product, then HP will ship you this
product next business day free of charge. Available in U.S. only.
For more information, please call 1-888-999-4747 or go to the HP website:
www.hp.com/go/hpsupportpack

129
warranty information chapter 11

Outside the U.S., please call your local HP Customer Support office. See call in Canada
on page 126 for a list of international Customer Support numbers.

returning your hp fax for service

Before returning your HP Fax for service, you must call HP Customer Support. See
hp customer support on page 125 for steps to take before calling Customer Support.

hewlett-packard limited global warranty statement

The following information specifies the HP limited global warranty.
This section contains the following topics:
• extent of limited warranty on page 130
• limitations of warranty on page 131
• limitations of liability on page 131
• local law on page 131

extent of limited warranty

Hewlett-Packard (“HP”) warrants to the end-user customer (“Customer”) that each HP Fax
1240 Series product (“Product”), including related software, accessories, media, and
supplies, shall be free from defects in material and workmanship for the duration
(specified below), which begins on the date of purchase by the Customer.
For each software Product, HP’s limited warranty applies only to a failure to execute
programming instructions. HP does not warrant that the operation of any Product shall be
uninterrupted or error free.
HP’s limited warranty covers only those defects which arise as a result of normal use of a
Product, and does not cover any other problems, including those which arise as a result
of (a) improper maintenance or modification, (b) software, accessories, media, or
supplies not provided or supported by HP, or (c) operation outside the Product’s
specifications, or unauthorized modifications or misuse.
For any hardware Product, the use of a non-HP print cartridge or a refilled print cartridge
does not affect either the warranty to the Customer or any HP support contract with the
Customer. However, if Product failure or damage is attributable to the use of a non-HP or
refilled print cartridge, HP shall charge its standard labor and materials charges to service
the Product for the failure or damage.
If HP receives, during the applicable warranty period, notice of a defect in any Product,
HP shall either repair or replace the defective Product, that is covered by HP’s warranty,
at HP’s option. Where labor charges are not covered by HP’s limited warranty, repairs
shall be at HP’s standard charges for labor.
If HP is unable to repair or replace, as applicable, a defective Product which is covered
by HP’s warranty, HP shall, within a reasonable time after being notified of the defect,
refund the purchase price for the Product.
HP shall have no obligation to repair, replace, or refund until the Customer returns the
defective Product to HP.
Any replacement product may be either new or like-new, provided that it has functionality
at least equal to that of the Product being replaced.
HP products, including each Product, may contain remanufactured parts, components, or
materials equivalent to new in performance.
HP’s limited warranty for each Product is valid in any country/region or locality where the
covered HP product is distributed by HP. Contracts for additional warranty service, such
as on-site service, are available from any authorized HP service facility in countries/
regions where the product is distributed by HP or by an authorized representative.

130 hp fax 1240 series

 warranty information

limitations of warranty

warranty information
TO THE EXTENT ALLOWED BY LOCAL LAW, NEITHER HP NOR ITS THIRD PARTY
SUPPLIERS MAKE ANY OTHER WARRANTY OR CONDITION OF ANY KIND, WHETHER
EXPRESS OR IMPLIED, WARRANTIES OR CONDITIONS OF MERCHANTABILITY,
SATISFACTORY QUALITY, AND FITNESS FOR A PARTICULAR PURPOSE.

limitations of liability
To the extent allowed by local law, the remedies provided in this Limited Warranty
Statement are the Customer’s sole and exclusive remedies.
TO THE EXTENT ALLOWED BY LOCAL LAW, EXCEPT FOR THE OBLIGATIONS
SPECIFICALLY SET FORTH IN THIS LIMITED WARRANTY STATEMENT, IN NO EVENT
SHALL HP OR ITS THIRD PARTY SUPPLIERS BE LIABLE FOR DIRECT, INDIRECT, SPECIAL,
INCIDENTAL, OR CONSEQUENTIAL DAMAGES, WHETHER BASED ON CONTRACT,
TORT, OR ANY OTHER LEGAL THEORY AND WHETHER ADVISED OF THE POSSIBILITY
OF SUCH DAMAGES.

local law
This Limited Warranty Statement gives the Customer specific legal rights. The Customer
may also have other rights which vary from state to state in the United States, from
province to province in Canada, and from country/region to country/region elsewhere
in the world.
To the extent this Limited Warranty Statement is inconsistent with local law, this Statement
shall be deemed modified to be consistent with such local law. Under such local law,
certain disclaimers and limitations of this Statement may not apply to the Customer. For
example, some states in the United States, as well as some governments outside the United
States (including provinces in Canada), may:
Preclude the disclaimers and limitations in this Statement from limiting the statutory rights
of a consumer (for example, the United Kingdom);
Otherwise restrict the ability of a manufacturer to enforce such disclaimers or limitations;
or
Grant the Customer additional warranty rights, specify the duration of implied warranties
which the manufacturer cannot disclaim, or not allow limitations on the duration of implied
warranties.
FOR CONSUMER TRANSACTIONS IN AUSTRALIA AND NEW ZEALAND, THE TERMS
IN THIS LIMITED WARRANTY STATEMENT, EXCEPT TO THE EXTENT LAWFULLY
PERMITTED, DO NOT EXCLUDE, RESTRICT, OR MODIFY, AND ARE IN ADDITION TO,
THE MANDATORY STATUTORY RIGHTS APPLICABLE TO THE SALE OF THE COVERED
HP PRODUCTS TO SUCH CUSTOMERS.

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warranty information chapter 11

132 hp fax 1240 series

 index

Numerics photo print cartridge, 109 D

4 by 6 inch (10 by 15 cm) replace, 67 dark
borderless photos self-test report, 66 copy, 99
fit to page, 55 clean darken
exterior, 65 copies, 54, 59
A glass, 63 faxes, 39
align ink cartridge, 95 print cartridge contacts, 71 photos, 58
align print cartridge, 70, 95 print cartridges, 70 date
answer call waiting calls, 30 white strip on scanner lid, incorrect, 113
answer mode, 24 64 set, 41
answering machine color declaration of conformity
set up with voice/fax line, bleeds, 99 (U.S.), 124
86 enhance photos, 58 default settings
set up with voice/fax/PC faxes, 19 copy, 52
modem line, 88 intensity, 54, 59 fax, 40
attaching the front panel, 94 contrast, fax, 38 restore factory defaults, 72
automatic document feeder, 2 copy, 51 distinctive ringing, 44
jam, 114 black and white, 53
load failed, 114 blank, 103 E
paper capacity, 117 cancel, 59 empty print cartridge, 96, 98
automatic fax reports, 33 color bleeds, 99 environment
default settings, 52 energy consumption, 119
B environmental product
baud rate, 46 enlarge, 55
fit to page, 55 stewardship program,
best 119
copy setting, 52 has ink smears, 100
legal to letter, 55, 56 environmental
blank specifications, 119
copy, 103 missing ink, 100
number of copies, 54 inkjet supplies recycling,
block numbers, 47 120
blocked carriage, 96 paper size, 13
paper type, 12, 13 material safety data sheets,
busy, HP Fax, 113 120
photos, enhance, 58
C quality, 52 ozone production, 119
call for service error, 114 reduce, 55, 56 paper use, 120
call waiting, 30 skewed, 102 plastics, 120
caller ID, 47 speed, 52 protecting, 119
cancel text, enhance, 57 recycling program, 120
copy, 59 too dark, 99 error correction mode (ECM),
fax, 49 too light, 99 46
scheduled fax, 21 too many, 112 errors
cartridges washed out original, 54, 59 fatal, 114
align, 70 country setup, 95 reset power, 114
clean, 70 customer support, 125 F
clean contacts, 71 contact, 125 factory defaults, restore, 72
handle, 67 North America, 126 fast copy setting, 52
incorrect, 109 outside U.S., 126 fax, 17, 72
missing, 109 warranty, 129 answer calls with handset,
order, 61 website, 125 30
out of ink, 109

133
index

answer ring pattern, 44 schedule, 20 fit to page, 55

automatically receive, 24 send, 18 FoIP, 46
block junk fax numbers, 47 send a color fax, 19 forward faxes
busy, 44 send basic fax, 19 cancel, 43
busy line, 111 send fails, 111 set up, 43
caller ID, 47 send fax using redial, 20 front panel, 2
cancel, 49 send from memory, 21 bezel missing, 113
cancel forward, 43 send from memory fails, enter text, 32
cancel scheduled, 21 111 menus, 5
color send fails, 111 send manually, 22 overview, 3
confirm, 18 send manually from a prompt delay, 73
contrast, 38 phone, 23 scroll speed, 73
date and time, 41 send manually from front panel display, 94
defaults, 40 handset, 23, 30 set language, 95
distinctive ringing, 44 set answer mode, 24
enter text, 32 set up distinctive ring line, G
error correction mode 82 glass, clean, 63
(ECM), 46 set up DSL line, 76 greeting cards, 12
fax specifications, 118 set up office equipment, 77 group speed dial entries, 37
fax speed, 46 set up separate fax line, 81 H
forward, 43 set up shared voice/fax handset
header, 31 line, 83 call waiting, 30
HP Fax out of memory, 114 set up with fax/PC modem receive a fax, 28
lighten or darken, 39 line, 84 send a fax, 23
manually receive, 24 set up with voice/fax/ use, 30
monitor dialing, 22 answering machine line, help, 1
no answer, 111 86 HP customer support, 125
paper size, 13, 42 set up with voice/fax/PC HP Fax
pause, 32 modem line, 85 busy, 113
photos, 19 set up with voice/fax/PC front panel, 3
poll to receive, 29 modem/answering maintain, 63
problems sending and/or machine line, 88 menus, 5
receiving faxes, 105, set up with voice/fax/PC office setup, 77
106, 107, 108 modem/voice mail line, out of memory, 114
problems with answering 91 overview, 1
machines, 108 set up with voice/fax/voice parts, 2
problems with static on the mail line, 90 prepare to ship, 127
phone line, 108 setup, 75 return, 130
pulse dial, 42 setup ISDN line, 77
receive, 27 setup PBX system, 77 I
receive fails, 111 speed dial, 20 individual speed dial entries,
receive manually, 28, 29 speed-dial entries, add, 36, 36
receive manually from a 37 ink
front panel, 29 speed-dial entries, delete, low, 109
receive manually from a 38 missing from copy, 100
phone, 28 speed-dial entries, update, ink cartridge, 95
receive manually from 37 ink cartridge empty, 96, 98
handset, 28, 30 symbols, 32 ink cartridges. see print
redial busy or unanswered tone dial, 42 cartridges
numbers, 44 unanswered, 44 ink is smeared, 100
reduce automatically, 45 volume, 42, 43 ISDN, 46
reports, 33 fax setup
J
reprint, 49 troubleshooting, 104
junk fax number, 47
resolution, 38 FCC requirements, 121
rings to answer, 27 FCC statement, 122

134 hp fax 1240 series

 index

K P self-test report, 66
keypad, enter text, 32 paper print carriage, stalled, 113
automatic document feeder print cartridge, 95
L jam, 114 print cartridge empty, 96, 98
labels automatic document feeder print cartridges
load, 12 load fails, 114 align, 70
language setup, 95 avoid jams, 14 alignment required, 110,
light feed fails, 102 111
copy, 99 incorrect custom size, 112 clean, 70
lighten jam, 113 clean contacts, 71
faxes, 39 legal to letter copy, 55, 56 handle, 67
lights load, 7 incorrect, 109
troubleshooting, 93 load in input tray, 11 missing, 109
load load originals, 15 order, 61
paper, 11 load other types, 12 out of ink, 109
M mismatch error, 114 photo print cartridge, 109
maintenance, 63 missing from printout, 103 replace, 67
align print cartridges, 70 order, 61 self-test report, 66
clean exterior, 65 out of, 112 print margin specifications,
clean glass, 63 paper sizes, 118 118
clean print cartridge papers to avoid, 10 printing error, 96, 98
contacts, 71 recommended, 10 printing, unsatisfactory, 96, 98
clean print cartridges, 70 recommended copy types, problems
clean scanner lid white strip, 12 status lights, 93
64 size, set for copy, 13 prompt delay, set, 73
replace print cartridges, 67 size, set for fax, 42 pulse dial, 42
restore factory defaults, 72 type, set, 13
Q
self-maintenance sounds, 74 paper jam, 96
quality
self-test report, 66 paper mismatch error
copy, 52
set scroll speed, 73 message, 114
manual fax reports, 35 paper specifications, 117 R
memory paper-tray capacities, 117 receive faxes, 27, 28, 29
reprint faxes, 49 PBX system, 46 redial fax, 20, 44
menu overview, 5 PC modem reduce faxes to fit, 45
missing set up with fax line, 84 reduce/enlarge copies
front panel bezel, 113 set up with voice/fax line, fit to page, 55
ink in text or graphics, 100 85 resize to fit letter, 55, 56
last page in printout, 103 set up with voice/fax/ regulatory notices, 121
paper, 112 answering machine line, Canadian statement, 122
print cartridge, 109 88 declaration of conformity
modem. See PC modem phone numbers, customer (U.S.), 124
monitor dialing, 22 support, 125 FCC requirements, 121
photos FCC statement, 122
N enhance copies, 58 notice to users in Canada,
normal copy setting, 52 fax, 19 123
nothing happens when I try to fit to page, 55 regulatory model
copy, 101 photo print cartridge, 109 identification number,
number of copies physical specifications, 118 121
copy, 54 poll to receive fax, 29 replace print cartridges, 67
power specifications, 119 replace telephone cord, 72
O
powering on, 96 replacing, 72
order
print reports
media, 61
fax reports, 33 fax, automatic, 33
other supplies, 61
faxes in memory, 49 fax, manual, 35
print cartridges, 61
missing last page, 103

user guide 135

index

self-test, 66 front panel prompt delay, scan specifications, 118

reprint faxes in memory, 49 73 telephone cord, 72
reset power error, 114 front panel scroll, 73 telephone line with multiple
resolution, 38 speed dial entries numbers, 44
fax, 38 add, 36, 37 telephone numbers, customer
restore factory defaults, 72 delete, 38 support, 125
return your HP Fax, 130 overview, 36 text
ring, answer pattern, 44 send fax with speed dials, enhance on copies, 57
rings to answer fax, 27 20 enter on keypad, 32
update, 37 missing ink, 100
S status lights time, set, 41
scan troubleshooting, 93 tone dial, 42
scan specifications, 118 stop troubleshooting
scanner lid white strip, clean, copy, 59 fax setup, 104
64 fax, 49 installation, 94
scroll speed, 73 scheduled fax, 21 operations, 115
self-test report, 66 subscriber identification code, status lights, 93
send fax later, 20 31
send faxes, 18 support services, 125 V
set symbols, 32 voice mail
language and country, 95 set up with voice/fax line,
settings T 90
answer mode, 24 technical information set up with voice/fax/PC
country and language, 95 automatic document feeder modem line, 91
fax speed, 46 paper capacity, 117 volume, adjust fax, 42, 43
setup environmental
fax, 75 specifications, 119 W
setup, fax, 75 fax specifications, 118 warranty, 129
ship your HP Fax, 127 paper sizes, 118 duration, 129
skewed printout, 102 paper specifications, 117 express, 129
sounds, adjust fax, 42, 43 paper-tray capacities, 117 service, 129
sounds, self-maintenance, 74 physical specifications, 118 statement, 130
speed power specifications, 119 upgrades, 129
copy, 52 print margin specifications,
118

136 hp fax 1240 series

Visit the hp fax information center
It has everything you need to get the most value from your HP Fax.
• Technical Support
• Supplies and Ordering Information
• Project Tips
• Ways to Enhance Your Product

www.hp.com/support
© 2004 Hewlett-Packard Development Company, L.P.

Printed on recycled paper.

Printed in the U.S.A.

*Q5621-90108*
*Q5621-90108*
Q5621-90108