HP 1230 Plain Paper Inkjet Fax Machine Users Manual

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receive a fax when the hp fax is out of paper
If the HP Fax runs out of paper, you will continue to receive faxes. While the 
HP Fax is out of paper, the faxes are stored in memory and Out of paper is 
displayed on the front panel. After loading paper in the input tray, you can print 
the faxes in memory.
Note:If Auto Answer is enabled (green light next to the Auto Answer button 
is lit) when the HP Fax runs out of paper, the green light will go off. Out of 
paper will display on the front panel. The HP Fax will continue to receive 
faxes automatically and store them in memory, until they can be printed.
Caution!Do not press Cancel before you print out the faxes stored 
in memory. If you press Cancel before printing the faxes, all faxes 
stored in memory will be deleted.
to print faxes from memory after an out of paper error
1Load paper in the input tray.
For information on loading paper, see load paper on page 6.
2Press Enter.
The faxes will automatically print.
set up speed-dialing
You can assign speed-dial entries to frequently-used fax numbers. Use the 
one-touch speed-dial buttons on the front panel to quickly send faxes to an 
individual or group. Press the Speed Dial button on the front panel to scroll 
through and select from the list of speed-dial entries. You can create up to 100 
individual and group speed-dial entries (varies by model).
create individual speed-dial entries
Use this setting to enter fax numbers that you use frequently. The first 10 entries 
are automatically saved to the 5 one-touch speed-dial buttons. The one-touch 
speed-dial buttons provide quick access to your frequently-used fax numbers.
Note:When you create more than five speed-dial entries, two speed-dial 
will be assigned to a button. Press the one-touch speed-dial button 
repeatedly to toggle between the numbers. For information on using 
one-touch speed-dial buttons, see send a fax using a one-touch speed-dial 
button on page 17.
Follow these steps to create individual speed-dial entries:
1Press Setup until 2:Speed Dial Setup appears. Press Enter.
2When 1:Individual Speed Dial appears, press Enter.
The first unassigned speed-dial entry appears on the display.
3Press Enter to select the displayed speed-dial entry.
4Enter the fax number to assign to that number, and then press Enter.
Tip — To enter a two-second pause within a number sequence, 
press Redial/Pause to insert a dash.
5Enter the person’s or company’s name, and then press Enter.
For more information on entering text, see enter text on page 23. 
						

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6When Enter Another? appears, press 1 for Ye s if you want to set up 
another number or press 2 for No to exit.
create a speed-dial group
This feature allows you create groups of up to 20 speed-dial entries using your 
individual entries so that you can send faxes to specific groups of people with 
one speed-dial button.
Note:You can only assign previously entered speed-dial numbers to a 
group. Additionally, only individual speed-dial entries can be added; you 
can’t assign a group to another group.
Follow these steps to create a speed-dial group:
1Press Setup until 2:Speed Dial Setup appears. Press Enter.
2Press  until 2:Group Speed Dial appears, and then press Enter.
3Choose one of the following:
– If this is your first group, the first unassigned number appears. Press 
Enter to select it.
– If this is not your first group, 1=New 2=Edit appears. Press 1 to create a 
new group. The first unassigned number appears. Press Enter to select 
it.
Tip — You can assign a speed-dial group to any unassigned 
number using the keypad to manually enter the number you wish 
to use.
4When Add 1 of 20 appears, press   until the appropriate number 
appears, and then press Enter to select it. The selected number and 
corresponding name appear on the display.
5Choose one of the following:
– If the displayed fax number is correct, press Enter to add it to the 
group.
– To select a different fax number, press   until the appropriate number 
appears, and then press Enter to select it.
6When Add Another? appears, press 1 for Ye s if you want to add another 
individual number to the group, or press 2 for No.
7When you are finished adding individual numbers to the group, enter a 
name for the group.
For more information on entering text, see enter text on page 23.
8Press Enter to save the group.
9When Another Group? appears, press 1 for Ye s if you want to create 
another group, or press 2 for No to exit.
Tip — You can print a complete list of your assigned speed-dial 
entries for your reference. For information, see generate system 
reports on page 20. 
						

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add or remove recipients from a group
You can add or remove an individual number to or from an existing group. 
Follow these steps to add or remove recipients from groups:
1Press Setup until 2:Speed Dial Setup appears. Press Enter.
2Press  until 2:Group Speed Dial appears, and then press Enter.
3After 1=New 2=Edit appears, press 2.
4Press   until the group that you want to edit appears, and then press 
Enter.
The first individual speed-dial entry in that group appears.
5For each entry in the group, press 1 to delete it or 2 to keep it.
Tip — If you are uncertain of what to do, the front panel display 
will provide step-by-step instructions. Wait a few moments for the 
instructions to appear.
6When Add New? appears, choose one of the following:
– If you want to add new individual entries to the group, press 1 and see 
create individual speed-dial entries on page 15.
– If you do not want to add any additional individual numbers, press 2 to 
edit the group name, or press Enter to save it as is.
7When Another Group? appears, press 1 to edit another group or 2 to exit 
the menu.
delete speed-dial entries
Follow these steps to delete an individual or group speed-dial entry.
1Press Setup until 2:Speed Dial Setup appears. Press Enter.
2Press  until 3:Delete Speed Dial appears, and then press Enter.
3Press   until the individual or group entry that you want to delete 
appears. Or, use the keypad to manually enter the speed-dial number, and 
then press Enter.
Tip — You can print a complete list of your assigned speed-dial 
entries for your reference. For information, see generate system 
reports on page 20.
send a fax using a one-touch speed-dial button
The first 10 speed-dial entries are automatically saved to the 5 one-touch 
speed-dial buttons. Each one-touch button toggles between two speed-dial 
entries. For example, press the first one-touch button to toggle between 
speed-dial entries 1 and 6, press the second one-touch button to toggle between 
speed dial entries 2 and 7, and so on, through the fifth one-touch button. 
Follow these steps send a fax using a one-touch speed-dial button:
1Load your original in the ADF.
2Press the appropriate one-touch speed-dial button. The fax number 
appears on the display.
For more information, see set up speed-dialing on page 15. 
						

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3Press Start, Black or Start, Color.
If there is no original in the ADF, you will be prompted to load the original in 
document feeder. Once loaded, the HP Fax will begin sending the fax.
send a fax using the speed-dial button
1Load your original in the ADF.
2Press the Speed Dial button until the desired fax number appears. 
For more information, see set up speed-dialing on page 15.
3Press Start, Black or Start, Color.
If there is no original in the ADF, you will be prompted to load the original in 
document feeder. Once loaded, the HP Fax will begin sending the fax.
schedule a fax
Use the Send Fax Later setting to send a fax at a scheduled time up to 24 hours 
later. Choose from a single recipient or a group, and then scan the original to 
memory. When you schedule a fax, you can only send it in black-and-white.
When the scheduled time arrives, the HP Fax automatically sends your fax as 
soon as a connection is made. 
schedule a fax to send later
Follow these steps to schedule a fax to send later:
1Load your original in the ADF, or you can load your original at any time 
prior to the scheduled time.
2Press Fax until How to Fax appears. 
3Press  until Send Fax Later appears. Press Enter to select the setting.
4Enter the Send Time using the numeric keypad. 
Tip — Enter a zero (0) before a single-digit time; for example, 
03:14.
5Press 1 for AM or 2 for PM.
6When Enter fax number appears, enter the fax number of the recipient or 
select the group using the Speed Dial button.
7Press Start, Black.
8When Store Fax Now? appears, press 1 for Ye s  or 2 for No.
If you select 1, the document is scanned to memory and is sent at the 
selected time. If you select 2, and you haven’t loaded your original, a 
message appears reminding you to load the original before the send time.
The front panel will then display the scheduled time for your fax. 
						

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cancel a scheduled fax
Follow these steps to cancel a scheduled fax stored in memory, or a fax that is 
currently in progress:
1Press Fax until How to Fax appears. 
2Press  until Send Fax Later appears. Press Enter to select the setting.
Note:After you press   to select Send Fax Later, you must then press Enter 
to select it.
The front panel displays Scheduled Fax in Memory if the fax was stored in 
memory. Or, Scheduled Fax is Pending displays if the document was not 
stored in memory. After a moment, the scheduled time and fax number 
appear.
3When Cancel? 1 = Yes 2= No appears, press 1 to cancel the scheduled fax 
or press 2 to retain the scheduled fax time and number.
If you select Ye s, Scheduled Fax Cancelled will be displayed. If you select 
No, Scheduled HH:MM will be displayed.
poll for faxes
This feature lets your HP Fax “ask” another fax unit for the fax it has waiting. The 
other unit must be set for polling and have a fax ready to send.
Follow these steps to set up polling for faxes:
1Press Fax until How to Fax appears. 
2Press  until Poll for Fa x appears. Press Enter to select the setting.
3Enter the fax number using the keypad, use one of the one-touch speed-dial 
buttons, or press Speed Dial until the desired speed-dial entry appears. (For 
more information, see set up speed-dialing on page 15.)
4Press Start, Black or Start, Color.
print reports
Use the Print Reports feature to automatically print confirmation and error reports 
for each fax you send and receive. You can also manually print system reports 
as you need them; these reports provide useful system information about your 
HP Fax.
By default, your HP Fax is set to print a report only if there is a problem with 
sending or receiving a fax. A confirmation message that indicates whether a fax 
was successfully sent appears briefly on the front-panel display after each 
transaction.
generate fax confirmation and error reports
This setting enables you to configure your HP Fax so that it automatically prints 
confirmation and error reports.
Note:If you need printed confirmation each time your faxes are successfully 
sent, follow these instructions before sending any faxes. 
						

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Follow these steps to generate reports automatically:
1Press Setup until 1:Print Report appears, and then press Enter.
2Press  until 6:Automatic Reports Setup appears, and then press Enter.
3Press   to scroll through the following report types:
–Every Error prints whenever there is any kind of fax error. (This is the 
default selection).
–Send Error prints whenever there is a transmission error.
–Receive Error prints whenever there is a receiving error.
–Every Fax confirms every time a fax is sent or received.
–Send Only prints every time a fax is sent.
–Off does not print fax reports.
4When the option you want appears, press Enter.
generate system reports
Follow these steps to manually print any of the system reports about your HP Fax, 
such as the Speed Dial List and the self-test report:
1Press Setup.
2When 1:Print Reports appears, press Enter.
3Press   to scroll through the following report types:
–1:Last Transaction, which indicates the status of the last fax sent.
–2:Fax Log, which lists approximately the last 40 faxes sent and 
received.
–3:Speed Dial List, which lists your individual and group numbers. A 
smaller version of the Speed Dial list is also printed that can be cut and 
placed on the front panel beside the one-touch speed-dial buttons.
–4:Menu Settings, which lists in outline form the entire menu system and 
indicates the current and default settings.
–5:Self-Test Report, which prints a self-test report. For more information, 
see print a self-test report on page 39.
–6:Automatic Reports Setup, which is the automatic reports setting 
described in generate fax confirmation and error reports on page 19.
4When the report you want appears, press Enter.
set new defaults
Save the fax settings you use most often by setting them as the default. This 
includes changes to fax options such as Resolution and Lighter/Darker.
1Press Fax to scroll through the available fax options. Make any desired 
changes to the fax options.
2Press Fax until Set New Defaults appears.
3Press  until Ye s appears.
4Press Enter to set the settings as the default.
Your settings are saved. You can restore the fax settings back to the factory 
defaults at any time. For information, see restore factory defaults on 
page 41. 
						

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control resolution and contrast
Use the Resolution and the Lighter/Darker settings to change the resolution and 
contrast of documents that you are sending.
change resolution
Resolution affects the transmission speed and quality of faxed documents. The 
HP Fax only sends faxes at the highest resolution supported by the receiving fax. 
You can change the resolution between pages only when receiving faxes. Follow 
these steps to change the resolution:
1Press Resolution.
Tip — Yo u  c a n  a l s o  p r e s s  Fax to access the Resolution setting.
2Press   to scroll through the following resolution settings:
–Fine: This is the default setting. It provides high-quality text suitable for 
faxing most documents.
–Ve r y  Fi n e: Use this setting when you are faxing documents with very 
fine detail. Ve r y  Fi n e only works if the receiving fax machine also has 
the Ver y Fine setting. If you choose this option, be aware that the 
faxing process takes longer to complete.
–Photo: This setting provides the best quality fax when sending 
photographs. If you choose Photo, be aware that the faxing process 
takes longer to complete. When faxing photographs, we recommend 
that you choose Photo.
–Standard: This setting provides the fastest possible transmission with the 
lowest quality of fax.
Note: Very Fine mode is not used when sending documents that are 
scanned into memory, such as when you are broadcasting to multiple 
recipients or scheduling a fax for later. If you are sending documents using 
one of these methods, Ve r y  Fi n e will be changed to Fine even if Ve r y  Fi n e 
was selected.
3When the resolution setting you want appears, press Enter.
change contrast
Change this setting if you want a black-and-white fax to be darker or lighter than 
the original. Follow these steps to change contrast:
1Press Fax until Lighter/Darker appears.
The range of Lighter/Darker values appears as a circle on a scale on the 
front-panel display.
2Press   to lighten the fax or   to darken it. The circle moves to the left or 
right, depending on the button you press. Press Enter to select the setting.
Note:The Lighter/Darker settings reset to the default two minutes after the 
fax job is complete. You can change the default setting, see set new defaults 
on page 20. 
						

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set basic fax settings
Use the Basic Fax Setup option to set the following basic fax settings:
•set the date and time
•set the fax header
•enter text
•set the rings to answer setting
•set the paper size
•set tone or pulse dialing
•adjust the volume
•forward faxes to another number
•edit or cancel fax forwarding
use shortcuts to access menu settings
You can use the keypad of the HP Fax as a shortcut to access many of the menu 
settings. To use the shortcut method, simply press the number associated with the 
desired setting. For example, if you wish to access the paper size setting, follow 
these steps:
1Press Setup.
2Press 3, and then press 4.
This selects Basic Fax Setup, and then Pap er  S ize.
3Press   to scroll through the setting options.
4When the option you want appears, press Enter.
Note:For a complete list of settings, see setup menu options on page 42.
set the date and time
Follow these steps to set the date and time:
1Press Setup until 3:Basic Fax Setup appears, and then press Enter.
2After 1:Date and Time appears, press Enter, and then enter the date and 
time using the keypad. 
Tip — Use only the last two digits for the year. 
Tip — When you enter a single-digit date or time, enter a leading 
zero before the single digit: for example, 03:45, or 08-03-02. 
After you are finished, the date and time appear on the display.
set the fax header
Follow these steps to enter your name and fax number:
Note:This information is required by law in many countries. The fax header 
prints your name and fax number on the top of every fax you send. 
1Press Setup until 3:Basic Fax Setup appears, and then press Enter.
2After 1:Date and Time appears, press   until 2:Fax Header appears, and 
then press Enter.  
						

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3After Your Name appears, enter your name. For information on entering 
text, see enter text on page 23. Press Enter.
4Using the keypad, enter your fax number.
5Press Enter.
enter text
The following list provides tips for entering text using the keypad on the front 
panel:
• Press the keypad numbers that correspond to the letters of a name.
• Press a button multiple times to see a letter first in uppercase and then in 
lowercase.
• After the correct letter appears, press  , and then press the number that 
corresponds to the next letter in the name. Again, press multiple times until 
the correct letter appears.
• To insert a space, press Space (#).
• To enter a symbol, such as @, press Symbols (*) to scroll through the list of 
available symbols. The following symbols are available:
@ . _ - & / : ; , ? * ( ) ’ = ! % ”
• If you make a mistake, press   to clear it, and then make the correct 
entry.
• After you are finished entering text, press Enter to store your entries.
set the rings to answer setting
Use this setting to change the number of rings before your HP Fax answers 
incoming calls. Your HP Fax is factory-set to begin receiving faxes after 5 rings. 
Follow these steps to change the Rings to Answer setting:
1Press Setup until 3:Basic Fax Setup appears, and then press Enter.
2After 1:Date and Time appears, press   until 3:Rings to Answer appears, 
and then press Enter.
3After Answer on Ring appears, press   to scroll to the desired number of 
rings.
4After the number you want appears, press Enter.
Tip — To  u se  t h is  fe a t u re,  Auto Answer must be enabled. The light 
next to Auto Answer is on when the feature is enabled. Press the 
Auto Answer button to turn it on or off. ABC
These letters correspond to this number, and so on.2
JKLTo get this character: J j K k L l 5
5Press 5 this many times1234567 
						

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set the paper size
The paper size selected should match what is loaded in your input tray. To set 
the paper size, follow these steps:
1Press Setup until 3:Basic Fax Setup appears, and then press Enter.
2After 1:Date and Time appears, press   until 4:Paper Size appears, and 
then press Enter.
3After Pa per  S ize appears, press   to scroll to the desired paper size.
4After the paper size you want appears, press Enter.
Note:The default paper size is dependent upon your country/region. To 
check the default paper size, press Copy until Pap er  S ize appears. The 
paper size that displays is the default.
set tone or pulse dialing
You can set the dial mode for tone or pulse dialing. To set the dial mode, follow 
these steps:
1Press Setup until 3:Basic Fax Setup appears, and then press Enter.
2After 1:Date and Time appears, press   until 5:Tone or Pulse Dialing 
appears, and then press Enter.
3After Dial Mode appears, press   to select Ton e or Pulse.
adjust the volume
Use the Ring and Beep Volume setting to adjust the phone ring volume and 
speaker volume (dialing and fax tones). The volume is factory-set to Soft.
Note:The volume setting applies to both the ring and speaker volume; you 
cannot change the volume for the ring and speaker separately.
Follow these steps to adjust the volume:
1Press Setup until 3:Basic Fax Setup appears. Press Enter.
2Press  until 6:Ring and Beep Volume appears, and then press Enter.
3Press   to display the volume options: Soft, Loud, or Off.
4When the setting you want appears, press Enter.
forward faxes to another number
Use the Fax Forwarding setting to forward your faxes to another fax number for 
a set period of time. You can only forward black-and-white faxes. 
Note:If you enable the fax forwarding feature, the HP Fax will not print 
received faxes.
Follow these steps to forward faxes:
1Press Setup until 3:Basic Fax Setup appears. Press Enter.
2Press  until 7:Fax Forwarding Black Only appears, and then press Enter.
3When Enter fax number appears, enter the fax number using the keypad, 
use one of the one-touch speed-dial buttons, or press Speed Dial until the 
desired speed-dial entry appears. (For more information on speed-dialing, 
see set up speed-dialing on page 15.) Press Enter.