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E- mail basics
The MFP offers color-scanning and digital-sending capabilities. By using the control panel, you can scan black-and-white or color documents and send them to an e-mail address as an e-mail attachment. To use digital sending, the MFP must be connected to a local area
network (LAN). The MFP connects directly to your LAN.
Note The MFP cannot copy or print in color, but it can scan and send color images.
This chapter addresses both scanning and sending, because they are fully integrated functions. The following topics are addressed in this chapter:
● What is SMTP?
● What is LDAP?
● E-mail configuration
● E-mail screen navigation
● E-mail basics
● Using the address book
● Additional e-mail features
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What is SMTP?
Simple mail transfer protocol (SMTP) is a set of rules that define the interaction between programs that send and receive e-mail. In order for the MFP to send documents to e-mail, it must be connected to a LAN that has a valid SMTP IP address. The SMTP server must also have Internet access.
If you are using a LAN connection, contact your system administrator to obtain the IP address for your SMTP server. If you are connecting through a DSL connection, contact the service provider to obtain the SMTP server IP address.
What is LDAP?
Lightweight Directory Access Protocol (LDAP) is used to gain access to a database of information. When the MFP uses LDAP, it searches a global list of e-mail addresses. As you begin to type the e-mail address, LDAP uses an auto-complete feature that supplies a list of e-mail addresses that match the characters you type. As you type additional characters, the list of matching e-mail addresses becomes smaller.
The MFP supports LDAP, but a connection to an LDAP server is not required in order for the MFP to be able to send to e-mail.
E-mail configuration
Before you can send a document to e-mail, you must configure the MFP for e-mailing. The MFP has an auto-configuration feature that attempts to find the correct IP addresses for the SMTP server and the LDAP server. You can also configure the IP addresses manually.
Note The instructions that follow are for configuring the MFP at the control panel. You can also perform these procedures by using the embedded Web server. For more information, see Using the embedded Web server.
Automatic e-mail configuration
1. On the MFP control panel, touch Menu.
2. Touch CONFIGURE DEVICE, and then touch SENDING.
3. Touch E-MAIL, and then touch FIND SEND GATEWAYS. The MFP searches the local network to try to determine the IP address for the SMTP server and the LDAP server. If the process is not successful, the IP addresses appear as all zeros on the control-panel display. If this happens, configure the IP addresses manually.
Manual e-mail configuration
Consult your system administrator to find the IP address for the SMTP server and the LDAP server. Then use this procedure to manually configure the IP addresses.
To configure the SMTP and LDAP gateway addresses
1. Touch Menu.2. Touch CONFIGURE DEVICE.
3. Touch SENDING.
4. Touch E-MAIL.
5. Touch SMTP GATEWAY.
6. Type the SMTP gateway address. The gateway address consists of up to 12 digits that are arrayed as four groups of three digits (for instance, 123.123.123.123). Touch OK.
7. Scroll to and touch LDAP GATEWAY.
8. Type the LDAP gateway. After typing the SMTP and LDAP gateways, test the
configuration by using the TEST SEND GATEWAYS self-test, and then send an e-mail to yourself.
To use the Test Send Gateways self-test procedure
1. Touch Menu.2. Touch CONFIGURE DEVICE.
3. Touch SENDING.
4. Touch E-MAIL.
5. Touch TEST SEND GATEWAYS. If the configuration is correct, GATEWAYS OK appears on the control-panel display.
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If the first test was successful, send an e-mail to yourself by using the digital-send feature. If you receive the e-mail, you have successfully configured the the digital-sending feature.
If you do not receive the e-mail, use these actions to resolve issues with the digital-sending software:
● Check the SMTP and LDAP gateway addresses to make sure that you typed them correctly.
● Print a configuration page. Verify that the LDAP and SMTP gateway addresses are correct.
● Make sure that the network is operating correctly. Send an e-mail to yourself from a computer. If you receive the e-mail, the network is operating correctly. If you do not receive the e-mail, contact your network administrator or Internet service provider (ISP).
● Run the DISCOVER.EXE file. This program attempts to find the gateways. You can download the file from the HP Web site at http://www.hp.com/support/lj4345mfp.
To find gateways by using an e-mail program
Because most e-mail programs also use SMTP to send e-mail and LDAP to address e-mail messages, you might be able to find the hostname of the SMTP gateway and LDAP server by looking at the settings for your e-mail program. In many cases, the SMTP and LDAP servers are contained under one hostname. After you have the hostname, you can find its IP address by using the following procedure.
1. At your computer, open the Command Prompt (also known as the MS-DOS prompt).
2. Type nslookup followed by a space and then the hostname.
3. Press Enter.
When you have found the IP address of the SMTP and LDAP servers, use them to manually configure digital sending. See Manual e-mail configuration.
E-mail screen navigation
Use the touchscreen graphical display to navigate through the options on the E-mail screen.
1 Help button 2 From: field 3 To: field 4 CC: field 5 Subject: field 6 BCC: field 7 Clear All button 8 Scroll button 9 Start button 10 Back button
11 E-mail Settings area 12 Page preview image
Help button
For Help, touch the (Help) button, and then touch What is this? or Show me how. For more information, see Help system.
From: field
Touch From: to type your e-mail address. The administrator can set up the From: field to contain an e-mail address that other users cannot change.
To:, CC:, and BCC: fields
Touch these buttons to set up e-mail recipients. To set up e-mail recipients, you can type e-mail addresses by using the touchscreen or by using the address book. For more information, see Using the address book.
Clear All button
Touching the Clear All button clears all text and fields that you have typed.
User-attention error messages appear in a pop-up dialog box that prohibits normal screen interaction until the message is cleared.
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E-mail basics
The MFP e-mail feature offers the following benefits:
● Sends documents to multiple e-mail addresses, saving time and delivery costs.
● Delivers files in black-and-white or in color. Files can be sent in different file formats that the recipient can manipulate.
With e-mail, documents are scanned into the MFP memory and sent to an e-mail address or multiple addresses as an e-mail attachment. Digital documents can be sent in several graphics formats, such as .TFF and .JPG, which allows recipients to manipulate the document file in various programs to meet their specific needs. Documents arrive in near-original quality, and then can be printed, stored, or forwarded.
The HP Digital Sending software, which can be purchased separately, offers the additional benefits of sending to a fax machine, authenticating the user for security purposes, and scanning to a folder. For the HP LaserJet 4345mfp (base model), you can also install an analog fax accessory that provides e-mail capability. For more information see Faxing.
In order to use the e-mail feature, the MFP needs to be connected to a valid SMTP local area network that includes Internet access.
Loading documents
You can scan a document by using either the glass or the ADF. The glass and ADF can accommodate Letter-, Executive-, A4-, and A5-size originals. The ADF can also
accommodate Legal-size originals. Smaller originals, receipts, irregular and worn
documents, stapled documents, previously folded documents, and photographs should be scanned by using the glass. Multiple-page documents can be scanned easily by using the ADF.
Sending documents
The MFP scans both black-and-white and color originals. You can use default settings or change the scanning preferences and file formats. The following are the default settings:
● Color
● PDF (requires the recipient to have an Adobe Acrobat® viewer to view the e-mail attachment)
To send documents
1. Place the document face-down on the scanner glass or face-up in the ADF.
2. Touch E-MAIL.
3. If prompted, type your user name and password.
4. Complete the From:, To:, and Subject: fields. Complete the CC: and BCC: fields if appropriate. Your user name or other default information might appear in the From:
field. If so, you might not be able to change it.
5. (Optional) Touch E-mail Settings and then touch Describe original to change the
6. (Optional) Touch E-mail Settings to change the default settings for the scanned document that you are creating (for example, to change the type of file format).
7. Press START to begin sending.
8. The MFP prompts you to CONTINUE or to RESET.
● CONTINUE: Retains all of the information that you just entered. You can easily send another e-mail or fax that uses these settings.
● RESET: Clears all the settings that you just entered. However, pressing RESET does not cancel the e-mail or fax that you just sent.
9. When you are finished, remove the original document from the scanner glass or ADF.
Using the auto-complete function
When you type characters into the To:, CC:, or From: fields on the Send to E-mail screen, the auto-complete function is activated. As you type the required address or name by using the keyboard screen, the MFP automatically searches the address book list and completes the address or name by using the first match. You can then select that name by touching Enter, or continue typing the name until auto-complete finds the correct entry. If you type a character that does not match any entry in the list, the auto-complete text is removed from the display to indicate that you are typing an address that is not in the address book.
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Using the address book
You can send e-mail to a list of recipients by using the address book feature of the MFP.
See your system administrator for information about configuring address lists.
Note You can also use the embedded Web server to create and manage the e-mail address book.
For more information, see Using the embedded Web server.
Creating a recipient list
On the touchscreen of the graphical display, complete the following steps:
1. Touch E-MAIL.
2. Touch To: to open the keyboard screen.
3. Type the first letter of the recipient's name.
4. Touch (address book icon) to open the address book.
5. Navigate the entries in the address book by using the scroll bar. Hold down the arrow to scroll quickly through the list.
6. Highlight the name to select a recipient, and then touch Add.
You can also select a distribution list by touching All, or add a recipient from a local list by touching the Local button. Highlight the appropriate names, and then touch Add to add the name to your list of recipients.
You can remove a recipient from your list by scrolling to highlight the recipient, and then touching Remove.
7. The names in the recipient list are placed in the text line of the keyboard screen. If you want, you can add a recipient that is not found in the address book by typing the e-mail address on the keyboard. After you are satisfied with your recipient list, touch OK.
8. Touch OK on the keyboard screen.
9. Finish typing information in the CC: and Subject: fields on the Send to E-mail screen, if necessary. You can check the list of recipients by touching the down arrow in the To:
text line.
10. Press START.
Using the local address book
Use the local address book to store frequently-used e-mail addresses. The local address book can be shared between MFPs that use the same server to gain access to the HP Digital Sending software.
You can use the address book when you type e-mail addresses in the From:, To:, CC:, or BCC: fields. You can also add or delete addresses in the address book.
To open the address book, touch the address book button on the keyboard screen. When you touch Local, the Edit button appears. Touch this button to add or delete items from the address book.
2. Touch Edit.
3. Touch Add.
4. In the Address field, type the e-mail address for the new entry (required).
5. In the Name field, type a name for the new entry (optional). The Name is the alias for the e-mail address. If you do not type an alias name, the alias will be the e-mail address itself.
6. Do one of the following:
● To add the e-mail address to the local address book without closing the Add screen, touch Save.
● To return to the Edit screen without saving the e-mail address, touch Cancel.
● To save the e-mail address and return to the Edit screen, touch OK.
After you add an address, the following confirmation message appears: Address was stored successfully. The e-mail address is added to the public address book. All users will have access to this address.
To delete e-mail addresses from the local address book
You can delete e-mail addresses that you no longer use.Note To change an e-mail address, you must first delete the address and then add the corrected address as a new address in the local address book.
1. Touch Local.
2. Touch Edit.
3. Touch DELETE to see a list of e-mail addresses that you can delete from the local address book. If no addresses are available to delete, the list appears blank.
4. Touch the check box for each e-mail address that you want to delete, and then touch OK.
The following confirmation message appears: Do you want to delete the selected address(es)? <Yes> <No>
5. Touch YES to delete the e-mail address(es) or touch NO to return to the Delete screen.
6. To return to the Edit screen, touch OK.
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Additional e-mail features
If you install the optional HP Digital Sending Software (HP DSS), additional e-mail features become available.
Secondary e-mail
If the system administrator has made the feature available, a Secondary E-mail option might appear on the control-panel display. Secondary E-mail is designed for solutions that require an extra measure of data security. It differs from the regular e-mail feature in that the data between the device and the HP DSS server is encrypted. An rfc822-compliant e-mail message, which has the scanned data as an attachment, is created in the \HPEMAIL2 folder in the DSS program directory. The third-party software program, which is monitoring this folder, processes the e-mail message and sends it out in a secure format.
See the information that came with the HP DSS software for more information about configuring the Secondary E-mail feature. The process for sending an e-mail message by using the Secondary E-mail option is exactly the same as it is for normal e-mail.
Send to folder
If the system administrator has made the feature available, the MFP can scan a file and send it to a folder on the network. Supported operating systems for folder destinations include Windows 98, Windows NT, Windows 2000, Windows XP, and Windows Server 2003, and Novell.
Note Authentication might be required in order to use this option, or to send to certain folders. See your system administrator for more information.
See the information that came with the HP DSS software for more information about using the Send to Folder feature.
Send to workflow
If the system administrator has enabled the workflow functionality, you can scan a document and send it to a custom workflow destination. A workflow destination gives you the ability to send additional information, along with the scanned document, to a specified network or file transfer protocol (FTP) location. Prompts for specific information appear on the control-panel display. A third-party software program that monitors the network folder or FTP site can then retrieve and decipher the information, and perform the specified operation on the scanned image. The system administrator can also designate a printer as a workflow destination, which allows you to scan a document and then send it directly to a network printer for printing.
See the information that came with the HP DSS software for more information about using the Send to Workflow feature.
6 Faxing
The HP LaserJet 4345x mfp, HP LaserJet 4345xs mfp, and HP LaserJet 4345xm mfp models come with an HP LaserJet analog fax accessory 300 already installed. Windows users can also install the optional HP Digital Sending Software (DSS), which provides digital faxing services.
For complete instructions for configuring the fax accessory and for using the fax features, see the HP LaserJet Analog Fax Accessory 300 User Guide. A printed copy of this guide is included with the HP LaserJet 4345x mfp, HP LaserJet 4345xs mfp, and HP LaserJet 4345xm mfp.
This chapter provides information about the following topics.
● Analog faxing
● Digital faxing
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Analog faxing
When the HP LaserJet analog fax accessory 300 is installed, the MFP can function as a standalone fax machine.
The HP LaserJet 4345x mfp, HP LaserJet 4345xs mfp, and HP LaserJet 4345xm mfp models come with an HP LaserJet analog fax accessory 300 already installed. For the HP LaserJet 4345mfp (base model), you can order this accessory as an option. See Part numbers for information about ordering the analog fax accessory.
Installing the fax accessory
Use this procedure to install the analog fax accessory if it is not already installed.
1. Turn off the MFP, and disconnect all the cables.
2. Remove the output bin, the 3-bin mailbox, or the stapler/stacker.
3. At the back of the MFP, remove the formatter cover.
4. Remove the fax-accessory cover from the formatter. Insert a coin into the groove at the top of the cover, and use it to pry the cover away from the formatter. Push the cover up to remove it from the formatter.
5. Open the formatter door.
6. Remove the fax accessory from its antistatic pouch.
CAUTION The fax accessory contains parts that are sensitive to electrostatic discharge (ESD). When removing the fax accessory from its antistatic pouch and while installing it, use static protection, such as a grounding wrist strap that is connected to the metal frame of the MFP, or touch the metal frame of the MFP with your other hand.
7. Align the two cutouts on the fax accessory with the two fax-accessory guides, and carefully slide the fax accessory into the guides.
8. Push the fax accesssory into place, and make sure that the fax accessory is securely
8. Push the fax accesssory into place, and make sure that the fax accessory is securely