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HP 3100 User Manual

Hewlett-packard fax machine user guide.
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HP 3100 Fax series
User Guide


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   Summary of Contents for HP HP 3100

  • Page 1

    HP 3100 Fax series User Guide...

  • Page 2

    HP 3100 Fax series User Guide...

  • Page 3: Safety Information

    Hewlett-Packard, except as allowed under copyright laws. The only warranties for HP products and services are set forth in the express warranty statements accompanying such products and services. Nothing herein should be construed as constituting an additional warranty.

  • Page 5: Table Of Contents

    Load full-size paper...8 Load originals...10 Change HP Fax settings...11 Send a basic fax...11 Set the answer mode...12 Set up faxing for the HP Fax ...12 Set up faxing (parallel phone systems)...13 Serial-type fax setup...14 Use the HP Fax Control panel menus...15 Use control panel menus...16...

  • Page 6

    Send a fax...22 Send a fax manually from a phone...22 Send a fax using monitor dialing...24 Send a fax from memory...24 Schedule a fax to send later...25 Send a fax to multiple recipients...25 Send a color original or image/embedded picture fax...26 Change the fax resolution and Lighter/Darker settings...27 Change the fax resolution...27 Change the Lighter / Darker setting...28...

  • Page 7

    Poor print quality and unexpected printouts...62 Solve paper-feed problems...63 Solve copy problems...63 Solve fax problems...65 Troubleshoot setup issues...70 Clear paper jams...71 Avoid paper jams...72 A HP supplies and fax specifications Order printing supplies online...73 Supplies...73 HP media...73 Print cartridges...73 Physical specifications...74 Product features and capacities...74 Memory specifications...74...

  • Page 8

    Support process...78 HP support by phone...78 Phone support period...78 Placing a call...78 After the phone support period...78 Additional warranty options...78 Prepare the HP Fax for shipment...78 Pack the HP Fax...79 Warranty...80 C Regulatory information FCC statement...81 Noise emission statement for Germany...82 Notice to users of the U.S.

  • Page 9: Get Started

    Get started This guide provides details about how to use the HP Fax and to resolve problems. • Find other resources for the product • Understand the HP Fax parts • Load full-size paper • Load originals • Change HP Fax settings •...

  • Page 10: Front View

    Front view Document feeder tray Control panel display Paper guides Control panel Print cartridge door Input tray Tray extender Paper-width guide Document catcher Document catcher extender Handset Back view Get started...

  • Page 11: Control Panel Buttons And Lights

    Fax Resolution: Adjusts the resolution for black-and-white faxes being sent Attention light: When blinking, the attention light indicates an error has occurred that requires your attention Display: View menus and messages Back: Moves you one level up in the menu Understand the HP Fax parts...

  • Page 12: Load Full-size Paper

    If it is servicing the print cartridges or otherwise engaged in a task, the paper stop inside the HP Fax might not be in place. You could push the paper too far forward, causing the HP Fax to eject blank pages.

  • Page 13

    To load full-size paper Slide the paper-width guide to its outermost position. Flip the tray extender up toward you. NOTE: When you use legal-size paper, leave the tray extender closed. Tap a stack of paper on a flat surface to align the edges, and then check the paper for the following: •...

  • Page 14: Load Originals

    Insert the stack of paper into the input tray with the short edge forward and the print side down. Slide the stack of paper forward until it stops. TIP: If you are using letterhead, insert the top of the page first with the print side down.

  • Page 15: Change Hp Fax Settings

    Slide the width guides inward until they stop at the left and right edges of the media. Change HP Fax settings You can change the HP Fax settings from the control panel: To change settings from the control panel At the control panel, press the menu button for the function you are using (for example, Copy Menu).

  • Page 16: Set The Answer Mode

    Select AnswerMachine mode if you have an answering machine connected directly to the port labeled 2-EXT on the back of your HP Fax. When a call comes in, the answering machine answers and listens. If it detects fax tones, it receives the fax;...

  • Page 17: Set Up Faxing (parallel Phone Systems)

    Set up faxing (parallel phone systems) Before you begin setting up the HP Fax for faxing, determine which kind of phone system your country/region uses. The instructions for fax setup differ depending on whether you have a serial- or parallel-type phone system.

  • Page 18: Serial-type Fax Setup

    Serial-type fax setup For information on setting up the HP Fax for faxing using a serial-type phone system, see the Fax Configuration Web site for your country/region. Austria Germany Switzerland (French) Switzerland (German) United Kingdom Finland Denmark Sweden Norway Netherlands...

  • Page 19: Use The Hp Fax

    Use the HP Fax • Control panel menus • Use control panel menus • Control-panel message types • Text and symbols • Set up speed-dial entries • Select print media Control panel menus Setup Menu 1. Print Report ❑ 1. Fax Confirmation ❑...

  • Page 20: Use Control Panel Menus

    Status messages reflect the current state of the HP Fax. They inform you of normal operation and require no action to clear them. They change as the state of the HP Fax changes. Whenever the HP Fax is ready, not busy, and has no pending warning messages, the display shows date, time, and the answer mode.

  • Page 21: Text And Symbols

    HP Fax dials the number, it interprets the symbol and responds accordingly. For example, if you enter a dash in the fax number, the HP Fax will pause before dialing the remainder of the number. A pause is useful if you need to gain access to an outside line before dialing the fax number.

  • Page 22: To Enter A Space, Pause, Or Symbol

    Description symbols Displays an asterisk symbol when required for dialing. When auto-dialing, the HP Fax enters a pause in the number sequence. Displays a left or right parenthesis to separate numbers, such as area codes, for easier reading. These symbols do not affect dialing.

  • Page 23: Set Up Fax Numbers As Speed-dial Entries Or Groups

    destinations are associated with the 10 dual-purpose speed-dial buttons on the control panel. • Set up fax numbers as speed-dial entries or groups • Print and view a list of speed-dial entries Set up fax numbers as speed-dial entries or groups You can store fax numbers or groups of fax numbers as speed-dial entries.

  • Page 24: Print And View A List Of Speed-dial Entries

    For the fax speed-dial list, the fax number (or all of the fax numbers for a group) Select print media The HP Fax is designed to work well with most types of office media. It is best to test a variety of print media types before buying large quantities. Use HP media for optimum print quality.

  • Page 25: Understand Specifications For Supported Media

    Understand specifications for supported media Use the following tables to determine the correct media to use with your HP Fax, and determine what features will work with your media. • Understand supported sizes • Understand supported media types and weights...

  • Page 26: Fax

    You can use the HP Fax to send and receive faxes, including color faxes. You can schedule faxes to be sent at a later time and set up speed-dials to send faxes quickly and easily to frequently used numbers. From the control panel, you can also set a number of fax options, such as resolution and the contrast between lightness and darkness on the faxes you send.

  • Page 27

    Load your originals print side down and top first in the center of the document feeder tray. Pick up the handset that is attached to the HP Fax and dial the number by using the keypad on the control panel.

  • Page 28: Send A Fax Using Monitor Dialing

    TIP: If you do not enter your calling card PIN fast enough, the HP Fax might start sending fax tones too soon and cause your PIN not to be recognized by the calling card service.

  • Page 29: Schedule A Fax To Send Later

    You can schedule a black-and-white fax to be sent within the next 24 hours. This enables you to send a black-and-white fax late in the evening, when phone lines are not as busy or phone rates are lower, for example. The HP Fax automatically sends your fax at the specified time.

  • Page 30: Send A Color Original Or Image/embedded Picture Fax

    When a connection is made, it sends the fax and dials the next number. 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 is dialed and an error report is generated.

  • Page 31: Change The Fax Resolution And Lighter/darker Settings

    Redial/Pause to redial the last number dialed. Press START FAX Color. If the HP Fax detects an original loaded in the automatic document feeder, it sends the document to the number you entered. NOTE: If the recipient's fax machine only supports black-and-white faxes, the HP Fax automatically sends the fax in black and white.

  • Page 32: Change The Lighter / Darker Setting

    Press to select a resolution setting, and then press OK. Press START FAX Black. If the HP Fax detects an original loaded in the automatic document feeder, it sends the document to the number you entered. Change the Lighter / Darker You can change the contrast of a fax to be darker or lighter than the original.

  • Page 33: Send A Fax In Error Correction Mode

    If you receive a legal-size fax and the HP Fax is not currently set to use legal-size paper, the HP Fax reduces the fax so that it fits on the paper that is loaded. If you have disabled the Automatic Reduction feature, the HP Fax prints the fax on two pages.

  • Page 34: Set Up Backup Fax Reception

    Depending on your preference and security requirements, you can set up the HP Fax to store all the faxes it receives, only the faxes it receives while the HP Fax is in an error condition, or none of the faxes it receives.

  • Page 35: Reprint Received Faxes From Memory

    Poll to receive a fax Polling allows the 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.

  • Page 36: Forward Faxes To Another Number

    HP Fax prints the fax in black and white. Forward faxes to another number You can set up the HP Fax to forward your faxes to another fax number. A received color fax is forwarded in black and white.

  • Page 37: Set Automatic Reduction For Incoming Faxes

    HP Fax does not print faxes received from those numbers. When an incoming fax call is received, the HP Fax compares the number to the list of junk fax numbers to determine if the call should be blocked. If the number matches a number in the blocked fax numbers list, the fax is not printed.

  • Page 38: Add Numbers To The Junk Fax List

    Add numbers to the junk fax list There are two ways to add a number to your junk list. You can select numbers from your caller ID history, or you can enter new numbers. The numbers in your junk list are blocked if Block Junk Fax mode is set to On.

  • Page 39: Change Fax Settings

    In this setup, the answering machine answers the call and the HP Fax monitors the line. If the HP Fax detects fax tones, it receives the fax. If the call is a voice call, the answering machine records the incoming message.

  • Page 40: Change The Answer Ring Pattern For Distinctive Ring

    Set the fax error correction mode Typically, the HP Fax monitors the signals on the phone line while it is sending or receiving a fax. If it detects an error signal during the transmission and the error-correction setting is on, the HP Fax can request that a portion of the fax be resent.

  • Page 41: Set The Redial Options

    Pulse Dialing option. Set the redial options If the HP Fax was unable to send a fax because the receiving fax machine did not answer or was busy, the HP Fax attempts to redial based on the settings for the busy-redial and no-answer-redial options.

  • Page 42: Fax Over The Internet

    You may subscribe to a low cost phone service that allows you to send and receive faxes with your HP Fax by using the Internet. This method is called Fax over Internet Protocol (FoIP). You probably use a FoIP service (provided by your telephone company) if you: •...

  • Page 43: Copy

    • Cancel a copy job Make copies from the control panel Use the following instructions to make copies on the HP Fax. To make a copy from the control panel Make sure you have paper loaded in the input tray.

  • Page 44: Set The Number Of Copies

    Press START COPY Black or START COPY Color. Set the copy paper size You can set the paper size on the HP Fax. The paper size you select should match what is loaded in your input tray. To set the paper size from the control panel In the Copy area, press Copy Menu repeatedly until Copy Paper Size appears.

  • Page 45: Change Copy Speed Or Quality

    HP Premium or Premium Plus Inkjet Transparency Film Other transparency film Change copy speed or quality The HP Fax provides three options that affect copy speed and quality: • Best produces the highest quality for all paper and eliminates the banding (striping) effect that sometimes occurs in solid areas.

  • Page 46: Copy A Legal-size Document Onto Letter Paper

    Copy a legal-size document onto letter paper You can use the Legal > Ltr 72% setting to reduce a copy of a legal-size document to a size that fits onto letter paper. NOTE: The percentage in the example, Legal > Ltr 72%, might not match the percentage that appears in the display.

  • Page 47: Enhance Light Areas Of Your Copy

    To copy a blurred document from the control panel Make sure you have paper loaded in the input tray. Load your original print side down in the document feeder tray. In the Copy area, press Copy Menu repeatedly until Enhancements appears. Press until the Text setting appears.

  • Page 48: Configure And Manage

    HP Fax. By default, the HP Fax is set to print a report only if there is a problem sending or receiving a fax. A confirmation message that indicates whether a fax was successfully sent appears briefly on the control-panel display after each transaction.

  • Page 49: Print Fax Error Reports

    The logs list faxes that have been sent from the control panel and all faxes that have been received. You can print a log of faxes that have been received and sent by the HP Fax. Each entry in the log contains the following information: •...

  • Page 50: Test Fax Setup

    Test fax setup You can test your fax setup to check the status of the HP Fax and to make sure it is set up properly for faxing. Perform this test after you have completed setting up the HP Fax for faxing.

  • Page 51

    Try connecting a working phone and phone cord to the telephone wall jack that you are using for the HP Fax and check for a dial tone. If you do not hear a dial tone, contact your telephone company and have them check the line.

  • Page 52

    Try to send or receive a test fax. • Make sure you use the phone cord that came with the HP Fax. If you do not use the supplied phone cord to connect from the telephone wall jack to the HP Fax, you might not be able to send or receive faxes.

  • Page 53

    Try connecting a working phone and phone cord to the telephone wall jack that you are using for the HP Fax and check for a dial tone. If you do not hear a dial tone, contact your telephone company and have them check the line.

  • Page 54

    • Make sure you connect the HP Fax to an analog phone line or you will not be able to send or receive faxes. To check if your phone line is digital, connect a regular analog phone to the line and listen for a dial tone.

  • Page 55: Maintain And Troubleshoot

    Ink from the cartridges is used in the printing process in a number of different ways, including in the initialization process, which prepares the HP Fax and cartridges for printing. In addition, some residual ink is left in the cartridge after it is used. For more information see

  • Page 56: Handle The Print Cartridges

    To order print cartridges for the HP Fax, go to If prompted, choose your country/region, follow the prompts to select your product, and then click one of the shopping links on the page.

  • Page 57

    If the HP Fax is off when you open the print cartridge door to access the print cartridges, it will not release the cartridges for changing. You might damage the HP Fax if the print cartridges are not docked safely when you try to remove them.

  • Page 58

    Remove the new print cartridge from its packaging and, being careful to touch only the black plastic, gently remove the plastic tape by using the pink pull tab. 1 Copper-colored contacts 2 Plastic tape with pink pull tab (must be removed before installing) 3 Ink nozzles under tape CAUTION: these parts can result in clogs, ink failure, and bad electrical connections.

  • Page 59: Align The Print Cartridges

    Align the print cartridges The HP Fax prompts you to align cartridges every time you install or replace a print cartridge. You can also align the print cartridges at any time from the control panel. Aligning the print cartridges ensures high-quality output.

  • Page 60: Clean The Print Cartridge Contacts

    NOTE: Do not remove both print cartridges at the same time. Remove and clean each print cartridge one at a time. Do not leave a print cartridge outside the HP Fax for more than 30 minutes. Inspect the print cartridge contacts for ink and debris buildup.

  • Page 61: Clean The Area Around The Ink Nozzles

    Slide the print cartridge back into the slot. Push the print cartridge forward until it clicks into place. Repeat if necessary for the other print cartridge. Gently close the print cartridge door and plug the power cord into the back of the HP Fax. Clean the area around the ink nozzles If the HP Fax is used in a dusty environment, a small amount of debris might accumulate inside the HP Fax.

  • Page 62: Store Print Cartridges

    Slide the print cartridge back into the slot. Push the print cartridge forward until it clicks into place. Repeat if necessary for the other print cartridge. Gently close the print cartridge door and plug the power cord into the back of the HP Fax. Store print cartridges Print cartridges can be left in the device for extended periods of time.

  • Page 63: Clean The Hp Fax

    To clean the glass strip inside the automatic document feeder Unplug the power cord. NOTE: Depending how long the HP Fax is unplugged, the date and time might be erased. You might need to reset the date and time later, when you plug the power cord back in.

  • Page 64: Clean The White Strip

    To clean the white strip Unplug the power cord. NOTE: Depending how long the HP Fax is unplugged, the date and time might be erased. You might need to reset the date and time later, when you plug the power cord back in.

  • Page 65: Clean The Exterior

    • When the HP Fax is plugged in for the first time, it takes approximately 1 - 2 minutes to initialize it after the print cartridges are installed. • Make sure the power cord and other cables are working, and are firmly connected to the HP Fax.

  • Page 66: Poor Print Quality And Unexpected Printouts

    (for example, the media is too moist or too rough). See Select print media information. Make sure the HP Fax supports the type of media you have loaded. For more information, see specifications for supported media. Align the print cartridges. For more information, see Align the print cartridges.

  • Page 67: Solve Paper-feed Problems

    Check the trays Copies are Check the trays blank Possible solution Use only media that is supported for the HP Fax. For more information, see Understand specifications for supported media. • Make sure media is loaded in the tray. For more...

  • Page 68

    Check the settings for the copy job to make sure that they are for normal size. Copy quality is Take steps to improve poor the copy quality Check the HP Fax Error Reload document and messages then restart job appear...

  • Page 69: Solve Fax Problems

    Fax might be in use. Make sure extension phones (phones on the same phone line, but not connected to the HP Fax) or other equipment are not in use or off the hook. For example, you cannot use the HP Fax for faxing if an...

  • Page 70

    Internet. Make sure the HP Fax is plugged in. Look at the display on the HP Fax. If the display is blank the HP Fax is unplugged. Make sure the power cord is firmly connected to the HP Fax and plugged into a power outlet.

  • Page 71

    Venezuela, and Vietnam. • Make sure the telephone you use to initiate the fax call is connected directly to the HP Fax. To send a fax manually, the telephone must be connected directly to the port labeled 2-EXT on the HP Fax.

  • Page 72

    Play back your outgoing message to check. If the HP Fax shares the same phone line with other types of phone equipment, such as an answering machine, a computer dial-up modem, or a multi-port switch box, the fax signal level might be reduced.

  • Page 73

    For more information, see number of rings before answering. If the phone cord that came with the HP Fax is not long enough, you can use a coupler to extend the length. You can purchase a coupler at an electronics store that carries phone accessories.

  • Page 74: Troubleshoot Setup Issues

    To extend your phone cord Using the phone cord supplied in the box with the HP Fax, connect one end to the coupler, then connect the other end to the port labeled 1-LINE on the back of the HP Fax.

  • Page 75: Clear Paper Jams

    CAUTION: the rollers and wheels for torn pieces of paper that might be remaining inside the HP Fax. If you do not remove all the pieces of paper from the HP Fax, more paper jams are likely to occur. Replace the rear door. Gently push the door forward until it snaps into place.

  • Page 76: Avoid Paper Jams

    CAUTION: the rollers and wheels for torn pieces of paper that might be remaining inside the HP Fax. If you do not remove all the pieces of paper from the HP Fax, more paper jams are likely to occur. Close the cover of the automatic document feeder.

  • Page 77: Ahp Supplies And Fax Specifications

    This section provides information on HP supplies and specifications for the HP Fax. The information is subject to change; visit the HP Web site ( for the latest updates. You may also make purchases through the Web site. •...

  • Page 78: Physical Specifications

    Digital zoom: from 25 to 400% (varies by model) • Fit to page, pre-scan Mode Best Normal Fast HP supplies and fax specifications Capacity Black and tri-color print cartridges Visit information on estimated print cartridge yields. HP PCL 3 enhanced...

  • Page 79: Fax Specifications

    Fax specifications • Walk-up black-and-white and color fax capability • Up to 200 speed dials • Up to 300-page memory (varies by model, based on ITU-T Test Image #1 at standard resolution more complicated pages or higher resolution pages take longer and use more memory) •...

  • Page 80

    ◦ Black-and-white printing (Fast mode): LwAd 6.4 (BA) ◦ Sending black-and-white fax: LwAd 5.3 (BA) ◦ Idle: LwAd 3.3 (BA) HP supplies and fax specifications...

  • Page 81: B Support And Warranty

    • Warranty Obtain electronic support To find support and warranty information, go to the HP Web site at If prompted, choose your country/region, and then click Contact HP for information on calling for technical support. This Web site also offers technical support, supplies, ordering information and other options such •...

  • Page 82: Support Process

    Mexico). For the most current list of telephone support numbers, go to Placing a call Call HP support while you are in front of the HP Fax. Be prepared to provide the following information: • Model number (located on the label on the front of the HP Fax) •...

  • Page 83: Pack The Hp Fax

    Complete the following steps after you have prepared the HP Fax for shipment. To pack the HP Fax If available, pack the HP Fax for shipment by using the original packaging materials, or use the packaging materials that came with your replacement HP Fax.

  • Page 84: Warranty

    3. HP's limited warranty covers only those defects that arise as a result of normal use of the product, and does not cover any other problems, including those that arise as a result of: a.

  • Page 85: C Regulatory Information

    Regulatory information The HP Fax meets product requirements from regulatory agencies in your country/region. This section contains the following topics: • FCC statement • Noise emission statement for Germany • Notice to users of the U.S. telephone network: FCC requirements •...

  • Page 86: Noise Emission Statement For Germany

    US:AAAEQ##TXXXX. If requested, this number must be provided to the telephone company. The HP 3100 Fax series is provided with a RJ11C connector for connecting this product to the telephone network. An additional RJ11C connector is provided for connecting an additional device to the telephone network from the HP 3100 Fax series.

  • Page 87: Notice To Users Of The Canadian Telephone Network

    (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, see Automatic Dialers...

  • Page 88: Regulatory Model Number

    It has been designed to reduce total energy consumption both during operation and when the HP Fax is not active. Specific information on power consumption may be found in the printed documentation that came with the HP Fax.

  • Page 89

    Environmental product stewardship program...

  • Page 90: Disposal Of Waste Equipment By Users In Private Households In The European Union

    Appendix C Disposal of waste equipment by users in private households in the European Union Disposal of Waste Equipment by Users in Private Households in the European Union This symbol on the product or on its packaging indicates that this product must not be disposed of with your other household waste. Instead, it is your responsibility to dispose of your waste equipment by handing it over to a designated collection point for the recycling of waste electrical and electronic equipment.

  • Page 91: Declaration Of Conformity

    Hewlett –Packard GmbH, HQ-TRE, Herrenberger Strasse 140, 71034 Boeblingen, Germany DECLARATION OF CONFORMITY according to ISO/IEC 17050-1 and EN 17050-1 DoC #: SNPRG-0702 Hewlett-Packard Company Emerging Markets, Fax & OEM Division 61 Alexandra Terrace #08-01 Harbour Link Singapore 119936 HP 3100 Fax (CB820A) series SNPRG-0702 Manager Declaration of conformity...

  • Page 92: Index

    Index A4 paper, load 8 acoustic emissions 75 ADF (automatic document feeder) capacity 10 media sizes supported 21 administrator settings 44 after the support period 78 align print cartridges 55 answer ring pattern change 36 answering machine fax tones recorded 69 attention light 7 automatic document feeder (ADF)

  • Page 93

    20 jams, paper 72 jobs settings 11 junk fax mode 33 keypad 8 keypad, control panel enter text and symbols 17 language, HP Fax 74 left arrow 8 legal paper copy 40 load 8 letter paper copy 40 load 8...

  • Page 94

    8 operating environment specifications 75 originals load ADF (automatic document feeder) 10 output tray locating 6 packing the HP Fax 79 pages per month (duty cycle) 74 paper jams 71, 72 legal to letter copy 42 recommended copy types 40...

  • Page 95

    8 distinctive ringing 36 fax 12 fax, with parallel phone systems 13 test fax 46 troubleshoot 70 setup poster 5 shipping the HP Fax 78 size troubleshoot copy 64 skew, troubleshoot copy 65 print 63 sound pressure 75 specifications...

  • Page 96

    warranty 78 Web sites customer support 77 environmental programs 84 order supplies 73 supply yield data sheet 74 white bands or stripes, troubleshoot copies 65 white strip, clean 60...

  • Page 97

    © 2008 Hewlett-Packard Development Company, L.P. Printed in Germany *CB820-90001* *CB820-90001* CB820-90001...

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