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HP Officejet 4500 Desktop All-in-One Printer - G510a support

Setting Up the All-in-One to Send and Receive Faxes

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Introduction

This document describes how to set up the fax on your product.

Setting up the All-in-One to send and receive faxes

Follow these steps to set up the product to send and receive faxes.
NOTE:Before setting up the product for faxing, you must connect the product to the computer and install the software.

Step one: Identify the type of telephone system you are using

Depending on your country/region, you have either a serial or parallel telephone system. The instructions for fax setup differ depending on whether you have a serial- or parallel-type phone system.
NOTE:If you do not see your country/region listed in the following table, you probably have a serial-type phone system. If you are unsure which kind of telephone system you have (parallel or serial), check with your telephone company.
Countries/regions with a parallel phone system
ArgentinaIrelandSaudi Arabia
AustraliaJapanSingapore
BrazilKoreaSpain
CanadaLatin AmericaTaiwan
ChileMalaysiaThailand
ChinaMexicoUnited States
ColombiaPhilippinesVenezuela
GreecePolandVietnam
IndiaPortugal
IndonesiaRussia
In a serial phone system, the connector type on your shared telephone equipment (modems, phones, and answering machines) does not allow a physical connection to the “2-EXT” port on the product. Instead, all equipment must be connected at the telephone wall jack.
NOTE:In some countries/regions that use serial-type telephone systems, an adapter comes with the product. The adapter allows you to connect other telecom devices to the wall jack where you plug in the product. For more information, see the user guide that came with our product.

Step two: Determine the type of phone line

NOTE:This step applies only to parallel telephone systems. If you have a serial telephone line, skip to the next step.
Determine whether the product has its own telephone line (dedicated phone line) or whether it shares the phone line with another device, such as a phone, answering machine, or computer modem.

Step three: Connect the phone cord

Depending on the type of phone line you have, use one of the following methods to connect the phone cord.
NOTE:If the type of connection you want to make is not one of the options listed, see the user guide for the HP product.
NOTE:If you do not use the supplied phone cord to connect from the phone jack to the product, you might not be able to fax successfully. This special phone cord has only two copper wires. Replace any four-wire cords with a two-wire cord. If you have the cord that shipped with the fax and it is long enough, use that cord.
Figure 1: Two-wire phone cord
Figure 2: Four-wire phone cord

Method one: Connect the phone cord on a dedicated phone line

Use this method if you have a separate phone line on which you receive no voice calls, and you have no other equipment connected on that phone line.
When the phone rings, the product automatically answers after a set number of rings. Then the product emits fax reception tones to the sending fax machine and receives the fax.
Follow these steps if the product uses a dedicated phone line.
  1. Unplug any telephone devices from the phone jack where you are connecting the product.
  2. Connect the phone cord that came with the product between the 1-LINE port on the product and the phone jack.
    Figure 3: Connect the phone cord
    Connect the phone cord
    1 - Telephone wall jack
    2 - Connect the phone cord to the 1-LINE port
  3. Set the HP product to Auto Answer so that the product answers fax calls automatically.
    1. Press the Setup button ().
    2. Press the right arrow button () to select Fax Settings, and then press OK.
    3. Press the right arrow button () to select Answer Options, and then press OK.
    4. Press the right arrow button () to select Auto Answer, and then press OK.
  4. If you do not want the HP product to answer calls automatically, change the Rings to Answer setting to the lowest setting (optional).
    1. Press the Setup button ().
    2. Press the right arrow button () to select Fax Settings, and then press OK.
    3. Press the right arrow button () to select Answer Options, and then press OK.
    4. Press the right arrow button () to select Rings to Answer, and then press OK.
    5. Press OK to set the number of rings to 2.

Method two: Connect the phone cord on a shared phone line with a distinctive ring service

Use this method if the phone line is shared with another device and has a distinctive ring service.
The HP product automatically answers incoming calls that have the ring pattern you select (Distinctive Ring setting) after the number of rings you select (Rings to Answer setting). Then the fax begins emitting fax reception tones to the sending fax machine and receives the fax.
  1. Unplug any telephone devices from the phone jack where you are connecting the HP product.
  2. Connect the phone cord that came with the product between the 1-LINE port on the HP product and the phone jack.
    Figure 4: Connect the phone cord
    Connect the phone cord
    1 - Telephone wall jack
    2 - Connect the phone cord to the 1-LINE port
  3. Set the HP product to Auto Answer so that the product answers fax calls automatically.
    1. Press the Setup button ().
    2. Press the right arrow button () to select Fax Settings, and then press OK.
    3. Press the right arrow button () to select Answer Options, and then press OK.
    4. Press the right arrow button () to select Auto Answer, and then press OK.
  4. Change the distinctive ring-pattern setting of your HP product to the pattern that has been assigned to your fax number by the telephone company (for example, double rings or triple rings).
    NOTE:By default, the product is set to answer all ring patterns. If you do not set the Distinctive Ring to match the ring pattern assigned to your fax number, the product might answer both voice calls and fax calls, or it might not answer at all.
    Press the Setup button ().
    Press the right arrow button () to select Fax Settings, and then press OK.
    Press the right arrow button () to select Distinct Ring, and then press OK.
    Press the right arrow button () to select the number of rings that match the ring pattern assigned to your fax number, and then press OK.
  5. If you do not want the HP product to answer calls automatically, change the Rings to Answer setting to the lowest setting (optional).
    1. Press the Setup button ().
    2. Press the right arrow button () to select Fax Settings, and then press OK.
    3. Press the right arrow button () to select Answer Options, and then press OK.
    4. Press the right arrow button () to select Rings to Answer, and then press OK.
    5. Press OK to set the number of rings to 2.

Method three: Connect the phone cord on a shared phone line with an answering machine

Use this method if you receive both voice calls and fax calls on the same phone number, and you also have an answering machine that answers voice calls at that phone number.
When the phone rings, your answering machine will answer after the number of rings you have set, and then play your recorded greeting. The product monitors the call during this time, "listening" for fax tones. If incoming fax tones are detected, the product will emit fax reception tones and receive the fax; if there are no fax tones, the product stops monitoring the line and your answering machine records a voice message.
  1. Unplug any telephone devices from the phone jack where you are connecting the HP product.
  2. Remove the white plug from the port labeled 2-EXT on the back of the product.
  3. Unplug your answering machine from the telephone wall jack, and connect it to the port labeled 2-EXT on the back of the product.
    Figure 5: Connection setup with an answering machine
    Connection setup with an answering machine
    1 - Telephone wall jack
    2 - Phone cord connected to the 1-LINE port
    3 - Answering machine connected into the 2-EXT port
    4 - Telephone (optional)
    NOTE:If you do not connect your answering machine directly to the product, fax tones from a sending fax machine might be recorded on your answering machine, and you probably will not be able to receive faxes with the product.
  4. Using the phone cord supplied in the box with the product, connect one end to your telephone wall jack, and then connect the other end to the port labeled 1-LINE on the back of the product.
  5. (Optional) If your answering machine does not have a built-in phone, for convenience you can connect a phone to the back of your answering machine at the "OUT" port.
  6. Set the HP product to Auto Answer so that the product answers fax calls automatically.
    1. Press the Setup button ().
    2. Press the right arrow button () to select Fax Settings, and then press OK.
    3. Press the right arrow button () to select Answer Options, and then press OK.
    4. Press the right arrow button () to select Auto Answer, and then press OK.
  7. Change the Rings to Answer setting to 2 rings more than your answering machine.
    1. Press the Setup button ().
    2. Press the right arrow button () to select Fax Settings, and then press OK.
    3. Press the right arrow button () to select Answer Options, and then press OK.
    4. Press the right arrow button () to select Rings to Answer, and then press OK.
    5. Press the right arrow button () to select 2 rings higher than your answering machine (for example, if the answering machine is set to answer on 2 rings, set the Rings to Answer setting to 4), and then press OK.

Step four: Set the fax volume

Follow these steps to set the volume of the fax ringer.
  1. Press the Setup button ().
  2. With Basic Settings selected, press OK.
  3. Press the right arrow button () to select Speaker Volume, and then press OK.
  4. Press the right arrow button () to select Soft or Loud.

Step five: Set the fax header

Use one of the following methods to set the fax header. The header will print on faxes you send.

Method one: Set the fax header using the control panel

  1. Press the Setup button ().
  2. Press the right arrow button () to select Fax Settings, and then press OK.
  3. Press the right arrow button () to select Fax Header, and then press OK.
  4. Use the keypad to type in each letter of the header, and then press OK.
    NOTE:Use the Left Arrow ( to go back if you enter the wrong letter. Use the Right Arrow () to insert a space between words.
  5. Use the keypad to enter the fax number.
    NOTE:Press the Left Arrow () to delete an entry. Press the Right Arrow () to insert a space.
  6. Press OK.

Method two: Set the fax header using HP Solution Center

You can set the fax header in HP Solution Center if you installed the software on your computer.
  1. Open HP Solution Center on your computer.
    • Windows XP: Click Start, click All Programs, point to HP, and then click HP Solution Center.
    • Windows Vista: Click the Windows icon (), click All Programs, point to HP, and then click HP Solution Center.
    • Windows 7: Click the Windows icon (), click All Programs, click the HP folder, and then click HP Solution Center.
    HP Solution Center opens in a separate window.
  2. Click Settings ().
  3. Click Fax Settings
  4. Click the Personal Information tab, if it is not already open.
  5. In the Name or Company text box, type the name that you want to appear on your faxes.
  6. In the Fax Number text box, type number of your fax line.
  7. Click OK.

Step six: Run a fax test

Run a fax test to make sure that the fax is set up correctly.
  1. Load letter or A4 unused plain white paper into the tray.
  2. Press the Setup button ().
  3. Press the right arrow button () to select Tools, and then press OK.
  4. Press the right arrow button () to select Run Fax Test, and then press OK. The product displays the status of the test and prints a report.
  5. Review the report.
    • If the test passes and you are still having problems faxing, check the fax settings listed in the report to verify the settings are correct. A blank or incorrect fax setting can cause problems faxing.
    • If the test fails, review the report for more information about fixing the problem.
HP Officejet 4500 Desktop All-in-One Printer - G510a

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