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Perform basic e-mail functions
The device 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 device 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
In order to use the e-mail feature, the device needs to be connected to a valid SMTP local area network
that includes Internet access.
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.
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The device 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:
●PDF (requires the recipient to have an Adobe Acrobat
® viewer to view the e-mail attachment)
For information about changing the settings for the current job, see
Change e-mail settings for the current
Send a document
1.Place the document face-down on the scanner glass or face-up in the ADF.
2.From the Home screen, touch E-mail.
3.If prompted, type your user name and password.
4.Complete the From:, To:, and Subject: fields. Scroll down and complete the CC:, BCC:, and
Message 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 More Options to change the settings for the document that you are sending (for
example, the document’s original size). If you are sending a two-sided document, you should
select Sides and an option with a two-sided original.
6.Press Start to begin sending.
7.When you are finished, remove the original document from the scanner glass or ADF.
Use the auto-complete function
When you type characters into the To:, CC:, or From: fields on the Send E-mail screen, the auto-
complete function is activated. As you type the required address or name by using the keyboard screen,
the device 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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Use the address book
You can send e-mail to a list of recipients by using the address book feature of the device. See your
system administrator for information about configuring address lists.
NOTEYou can also use the embedded Web server to create and manage the e-mail address
book. For more information, see
Embedded Web server.
Create a recipient list
1.From the Home screen, touch E-mail.
2.Complete one of the following steps:
●Touch To: to open the keyboard screen, and then type the recipients' e-mail addresses.
Separate multiple e-mail addresses with a semicolon or by touching Enter on the touchscreen.
●Use the address book.
On the Send E-mail screen, touch the address book button (
) to open the address
b.Navigate the entries in the address book by using the scroll bar. Hold down the arrow to
scroll quickly through the list.
Highlight the name to select a recipient, and then touch the add button (
You can also select a distribution list by touching the drop-down list at the top of the
screen and then touching All, or add a recipient from a local list by touching Local in the
drop-down list. Highlight the appropriate names, and then touch
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 the remove button (
3.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.
5.Finish typing information in the CC: and Subject: fields on the Send E-mail screen, if necessary.
You can check the list of recipients by touching the down arrow in the To: text line.
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Use the local address book
Use the local address book to store frequently-used e-mail addresses. The local address book can be
shared between devices 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 (
Add e-mail addresses to the local address book
3.(Optional) Touch the Name field, and in the keyboard that appears type a name for the new entry.
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.
4.Touch the Address field, and in the keyboard that appears type the e-mail address for the new
entry. Touch OK.
Delete e-mail addresses from the local address book
You can delete e-mail addresses that you no longer use.
NOTETo 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.
2.Touch the e-mail address that you want to delete.
The following confirmation message appears: Do you want to delete the selected address(es)?
4.Touch Yes to delete the e-mail address(es) or touch No to return to the Address Book screen.
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Change e-mail settings for the current job
Use the More Options button to change the following e-mail settings for the current print job:
Document File TypeTouch this button to change the type of file the device creates after scanning the document.
Output QualityTouch this button to increase or decrease the print quality of the file being scanned. A higher quality
setting produces a larger file size.
ResolutionTouch this button to change the scan resolution. A higher resolution setting produces a larger file size.
Color/BlackTouch this button to determine whether you will scan the document in color or in black-and-white.
Original SidesTouch this button to indicate if the original document is one-sided or two-sided.
Content OrientationTouch this button to select either the portrait or landscape orientation for the original.
Original SizeTouch this button to select the size of the document: letter, A4, legal, or mixed letter/legal.
PictureTouch this button to change the scanning procedure based on the type of document that you are
Job BuildTouch this button to activate or deactivate the Job Build mode, which enables you to scan several small
scan jobs and send them as one file.
Image AdjustmentTouch this button to change the darkness and sharpness settings, or to clean up background clutter on
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