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HP Officejet Pro 8500 All-in-One Printer - A909a support

Set up and Use Direct Digital Filing for Windows

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Introduction

HP Direct Digital Filing provides the ability for multiple computer users to scan and manage documents over a network. Scan documents directly to computer folders on a network, or share scanned documents as e-mail attachments, without using any extra software. Direct Digital Filing also allows different scan settings to be set up for different destinations. This document contains steps for setting up and using the features Scan to a Network Folder and Scan to E-mail.

Step 1: Review the requirements

HP Digital Solutions can be set up using the software was provided with the product. On computers running Windows, this software consists of two software wizards. One wizard sets up the HP Digital Solutions using the HP Solution Center and the other uses the setup through the Embedded Web Server. The software wizards open from within the HP Solution Center.
NOTE:To use a software wizard, the computer must be running Windows XP (32-bit version) or Windows Vista (32-bit or 64-bit version).
NOTE:If setting up Scan to E-mail, the setup wizard automatically detects the e-mail settings for the following e-mail programs:
  • Microsoft Outlook 2000 (Windows XP)
  • Microsoft Outlook 2003–2007 (Windows XP and Windows Vista)
  • Outlook Express (Windows XP)
  • Windows Mail (Windows Vista)
  • Mozilla Thunderbird (Windows XP and Windows Vista)
  • Qualcomm Eudora (version 7.0 and above) (Windows XP and Windows Vista)
  • Netscape (version 7.0) (Windows XP)
If an e-mail program is not listed above, but still meets the requirements listed in this section, you can still install and use the Scan to E-mail.
The HP Digital Solutions can also be set up using the embedded Web server (EWS).
NOTE:If using the HP product in an IPv6-only network environment, the digital solutions must be set up through the EWS.
HP Digital Solutions are available with HP Officejet Pro products connected directly to the network either through a wireless connection or with an Ethernet cable. Before setting up the digital solutions, make sure the following are available.
HP Digital Solution 1: Scan to Network Folder, information and access needed
  • Relevant privileges on the network with Write access to the folder.
  • The name of the computer where the folder is located
    For information about finding the computer name, see the product documentation.
  • The network address for the folder
    NOTE:On computers running Windows, network addresses are often in this format: \\mypc\sharedfolder\.
  • A Windows shared folder.
    For information about sharing folders, it might be helpful to contact a network administrator for assistance.
  • A user name and password for the network, as needed. For example, the Windows user name and password used to log onto the network.
    NOTE:HP Direct Digital Filing does not support Active Directory.
HP Digital Solution 2: Scan to E-mail, information and access needed
  • A valid e-mail address
  • Outgoing SMTP server information
    NOTE:If new to working with network information, it might be helpful to contact a network administrator for assistance.
  • An active Internet connection

Step 2: Set up Scan to Network Folder

To use Scan to Network Folder, first create and set up the folder on a computer connected to a network. You cannot create folders from the product control panel.
NOTE:You might reference the steps in this section later to change the settings or turn off the features.
Option 1: Setup using the Setup Wizard
  1. Open the HP Solution Center, using one of the methods below:
    1. Either double-click the HP Solution Center icon on the first screen.
    2. Or, from the Windows taskbar,
      • For Windows XP
        Click the Start button, select Programs or All Programs, select HP , select the folder for the HP product, and then click HP Solution Center.
      • For Windows Vista
        Click Start , select Programs or All Programs, select HP , select the folder for the HP product, and then click HP Solution Center.
  2. Click Settings.
  3. In the Scan Settings section of the windows, click Digital Filing Settings, and then click Scan to Network Folder Setup Wizard.
  4. Follow the on-screen instructions in the wizard to create and share the network folder.
    The wizard automatically saves the configurations to the HP product. Customize up to ten destination folders for each HP product.
    NOTE:When the Scan to Network Folder Setup Wizard completes, the Embedded Web Server (EWS) for the HP product opens automatically in the default Web browser. Use the EWS to customize the scan settings for each destination folder. Click here to see Use the Embedded Web Server . (c01617099) (in English)
Option 2: Setup using the Embedded Web Server
NOTE:Use this method to set up Direct Digital Filing if using the HP product in an IPv6-only network environment.
  1. Create a folder on a computer connected to the network.
  2. Share the folder.
    NOTE:Make sure the folder preferences provide Read/write permission. For more information about creating folders on the network and setting folder preferences, it might be helpful to contact a network administrator for assistance.
  3. Open a supported Web browser (such as Microsoft Internet Explorer, Opera, or Mozilla Firefox) on the computer.
  4. Type the IP address assigned to the HP Officejet Pro product in the address bar at the top of the screen. The EWS page displays on the screen.
    Example 1: If using an IPv4 network environment, and the IP address is 123.123.123.123, type the following address into the Web browser address bar: http://123.123.123.123.
    Example 2: If using an IPv6-only network environment, and the IP address is FE80::BA:D0FF:FE39:73E7, type the following address into the Web browser address bar: http://[FE80::BA:D0FF:FE39:73E7].
    NOTE: Click here to see Use the Embedded Web Server . (c01617099) (in English)
  5. For this step, select either of the following options from the Home tab:
    1. Either click Scan to Network Folder Setup in the Setup box;
    2. Or, click the Settings tab, and then, under Scan-Digital Filing, click Network Folder Setup.
  6. Click Add Network Folder Entry, and then follow the on-screen instructions. Customize scan settings for each destination folder.
  7. After entering the required information about the network folder, click Save and Test to make sure the link to the network folder is working. The Network Folder list displays the new entry.

Step 3: Use HP Scan to Network Folder

  1. Place a document on the product's scanner glass or in automatic document feeder (ADF).
  2. In the Scan area of the product control panel, press the Network Folder button.
  3. On the product control panel, select the name that corresponds to a folder to use. If prompted, type the PIN.
  4. Change any scan settings, and then touch Start Scan.
    NOTE:The connection might take some time, depending on network traffic and connection speed.

Step 4: Set Up Scan to E-mail

Set up outgoing e-mail profile
To send e-mail messages, the HP Officjet Pro product must use a valid, current e-mail address (outgoing e-mail profile). This address displays in the FROM portion of e-mails sent from the product. To set up the outgoing e-mail profile used by the product, complete the following steps.
NOTE:The steps in this section might be referenced later to change the settings or turn off the feature.
Option 1: Using the Setup Wizard
  1. After installing the product software, open the HP Solution Center.
    1. Either double-click the HP Solution Center icon on the first screen.
    2. From the Windows taskbar:
      • For Windows XP
        Click the Start button, select Programs or All Programs, select HP , select the folder for the HP product, and then click HP Solution Center.
      • For Windows Vista
        Click Start , select Programs or All Programs, select HP , select the folder for the HP product, and then click HP Solution Center.
  2. Click Settings.
  3. In the Scan Settings part of the windows, click Digital Filing Settings, and then click Scan to E-mail Setup Wizard.
    NOTE:When the Scan to E-mail Setup Wizard completes, the EWS for the HP Officejet Pro opens automatically in the default Web browser. Add up to 15 contact e-mail addresses and names. E-mail addresses display in the E-mail Address Book in the EWS. Contact names appear on the product control panel and in the e-mail program.
    NOTE: Click here to see Use the Embedded Web Server . (c01617099) (in English)
Option 2: Using the embedded Web server
  1. Open a supported Web browser (such as Microsoft Internet Explorer, Opera, or Mozilla Firefox) on the computer.
  2. Type the IP address, assigned to the HP Officejet Pro product, in the addresses bar at the top of the screen. The EWS Web page displays on the screen.
    Example 1: If using an IPv4 network environment, and the IP address is 123.123.123.123, type the following address into the Web browser address bar: http://123.123.123.123.
    Example 2: If using an IPv6-only network environment, and the IP address is FE80::BA:D0FF:FE39:73E7, type the following address into the Web browser address bar: http://[FE80::BA:D0FF:FE39:73E7].
    NOTE: Click here to see Use the Embedded Web Server . (c01617099) (in English)
  3. For this step, select either option from the Home tab:
    1. Either click Scan to Network Folder Setup in the Setup box,
    2. Or, click the Settings tab, and then, under Scan-Digital Filing, click Network Folder Setup.
  4. Click Add Outgoing E-mail Profile, and then follow the on-screen instructions.
  5. When finished entering the required information, click Save and Test to make sure profile is setup correctly.
    The HP product sends an e-mail message to the address set as the outgoing e-mail profile if this profile is set up successfully. The entry is added to the Outgoing E-mail Profile List.
  6. Customize up to 15 contact e-mail addresses. Contact names display on the product control panel and in the e-mail program.
    1. For this step, select either option from the Home tab:
      • Either click Scan to Network Folder Setup in the Setup box;
      • Or, click the Settings tab, and then, under Scan-Digital Filing, click Network Folder Setup.
    2. Type the required information for the entry, and then click Add. The new e-mail address displays in the E-mail Address Book.

Step 5: Use Scan to E-mail

  1. Place the document on the product scanner glass or in automatic document feeder (ADF).
  2. In the Scan area of the control panel, press the E-mail button.
  3. On the control panel display, select the name that corresponds to the outgoing e-mail profile to use.
  4. If prompted, type the PIN.
  5. Select the TO e-mail address (the e-mail recipient) or type an e-mail address.
  6. Type or change the SUBJECT for the e-mail message.
  7. Change any scan settings, and then touch Start Scan.
    NOTE:The connection might take some time, depending on network traffic and connection speed.
HP Officejet Pro 8500 All-in-One Printer - A909a

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