HP Laser Jet Print To Mail (English) Solution Guide, 5968 9701EUC Bpl07844

User Manual: HP HP LaserJet Print to Mail - (English) Solution Guide, 5968-9701EUC

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Page Count: 16

• Using Print to Mail with your software

• Printing mail-ready checks

• Expanding the Print to Mail system

• Customizing media to improve your image

• Tips on integrating Print to Mail into your office

Tips and Tools for simplifying

your office mailings

Solution Guide

HP LaserJet Print to Mail

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Table of Contents

4 Easy Steps from Print to Mail

Introduction .................................................................................................................3

Establishing Print to Mail in Your Office

Options for Completing Steps 1-4 ....................................................................6

Adjusting Your Output for Print to Mail ............................................................7

Reformatting Your Data on Print to Mail Forms

Why Do I Need to Reformat My Documents?

How Do I Reformat My Documents? ............................................................8

Selecting the Right Print to Mail Media ..........................................................10

Printing Secured, Sealed Checks ........................................................................12

Signing Checks and Other Documents ..........................................................13

Printing Postage with Your Printer......................................................................14

Tips on Using the HP LaserJet Print to Mail System ................................15

Print to Mail Solution Providers ..........................................................................16

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Introduction

Install your Print to Mail accessory

Instructions for installing the accessory are included in the

HP LaserJet Print to Mail User’s Guide. The installation

requires an HP LaserJet 4050 printer and the Print to Mail

folding and sealing accessory.

Select your special Print to Mail forms

While your LaserJet Print to Mail system will Z-fold standard

paper, you can significantly increase your productivity by

using special Print to Mail forms. These forms are folded and

pressure sealed in one step, eliminating the need for an enve-

lope and the labor required to insert and seal the envelope.

Print to Mail forms are available as blank stock or as pre-

printed, color mailers. Preprinted mailers are standardized

for use with common accounting software like QuickBooks

or Peachtree, or you can have them personalized for your

specific business needs. There are also forms available that

are specially designed as checks, or you can create your

own checks on blank Print to Mail forms. Page 12 describes

different options for printing checks.

All of these forms are available by contacting Moore

North America, HP’s solution partner for LaserJet

Print to Mail. (See page 16).

4 Easy Steps from Print to Mail

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3Format your printer output for Print to Mail forms

The LaserJet Print to Mail accessory is engaged by opening

the rear exit door of the printer. No software is required to

control the device. However, two adjustments must be made

to the printed data. Most forms require that the image on

the page be rotated 180 degrees (printed upside down rela-

tive to the usual printed orientation). The proper page size

must also be set to letter or legal—depending on the size

of your Print to Mail form. For customers with Windows-

based accounting software, a Print to Mail CD is provided in

the box to help you properly size and orient the page. For

non-Windows users, refer to page 7 for instructions on

adjusting your printer output. (See the Print to Mail User’s

Guide for further details.)

4

HP LaserJet Print to Mail system software

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4Format your mailer’s data correctly

In addition to page size and orientation, your data must be

positioned in the appropriate place on the form so that the

address appears on the outside of the mailer and the data

is folded inside. If you are using Print to Mail mailers, the

system requires the form to have the address on the bottom

1/3 of the page with the upper 2/3’s reserved for your

data—opposite the format of most applications that are

designed to print for window envelopes. It also requires

certain margins for the “tear away” sides. Each specific

application (i.e. invoices, checks, billing statements) will

require that the data be formatted correctly.

The following pages explain your options in more detail

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Options for Completing Steps 1-4

HP has given careful consideration to your business

environment and we have assembled a consortium of

products that will turn the HP LaserJet Print to Mail system

into a simple and complete mail process for your office.

(More information on each of these solutions is available

in detail in the right column.)

Section A: Set up your hardware and select media

Section B: Rotate your image (select one option)

Section C: Modify your forms (select one option)

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If you use: You need: From:

A

B

C

Establishing Print to Mail in Your Office

Any Computing platform

Windows 9x, NT 4.0,

and 2000

Other operating system

The latest versions of Intuit’s

Quickbooks, Peachtree,

or MS Word

Software applications

which permit simple form

reformatting

Windows based software

that does not support

customizing your forms

Windows OR non-Windows

based software that does

not support customizing

your forms

• A Print to Mail accessory

• An HP LaserJet 4050 printer

• Print to Mail forms

(blank or customized)

• The HP Print to Mail Windows

software to properly orient the

printer’s output

• To set the proper paper size

(letter or legal)

• To send the PCL command for

“portrait, rotated”

• Document templates and instruc-

tions to help you format your data

• Layout templates for formatting

and positioning your data

• A Windows “print filter” that refor-

mats your data after you click print

• A printer DIMM which reformats

your data to fit the form once it

reaches the printer

HP

Moore North America

(see page 16)

HP, on the Print to Mail CD ROM

HP’s documentation

HP, on the Print to Mail CD ROM

Moore Media Sample Pack

(included with Print to Mail Accessory)

“PrintChef” for Print to Mail from

MindGate (see page 16)

Capella’s Auto-Formatting DIMM

(see page 16)

for more detail see page 7 for more detail see pages 8-9

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If you are using Windows 9x, NT, or 2000, you should simply

load the software from the CD included with the Print to

Mail system. The print job must be rotated 180 degrees so

that the address panel will emerge from the printer first. If

the job is not rotated, the outside of the mailer will contain

data that was meant to print inside the mailer.

When you print, simply set the proper paper size (letter or

legal) and set the orientation to “portrait” “rotated” in the

printer’s “properties.”

If you are NOT using Windows 9x, NT, or 2000, you will

need to send special commands to the printer to rotate the

image and set the paper size. If you need assistance with

inserting these commands in your application, contact

your application vendor. The HP Customer Care Center

may be able to help with the formulation of these commands.

See your user’s manual for the HP Customer Care Center

contact information.

Don’t want the hassle? Capella Technologies’ “Print to Mail

Assistant” DIMM can be installed in your printer and will

rotate the page automatically. This DIMM is available from

Capella Technologies (see page 16.)

7

Adjusting Your Output for Print to Mail

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Why Do I Need to Reformat My Documents?

Print to Mail forms replace both the envelope and the paper

used with conventional mail. Since each form incorporates

both the address panel (on the outside of the mailer) and the

data that will be folded inside the mailer, you will need to

format your page accordingly.

If you use window envelopes today, your data is probably

formatted in a way similar to a Print to Mail form. However,

the addresses are probably located at the top of the

document. For LaserJet Print to Mail, your addresses need

to be located on the bottom of the form. Also, on traditional

invoices, some data like the account number may be located

on the address panel. This is acceptable when using a window

envelope because the envelope blocks all areas except the

address windows. On a Print to Mail form, any data on the

address panel will be readable from the outside of the mailer.

You will probably want to move this extra, non-address data

to an area that will be inside the mailer.

8

Formatting Your Data on Print to Mail Forms

How Do I Reformat My Documents?

Most accounting software applications allow you to easily

reformat your documents to work with Print to Mail forms.

Often, you only need to reformat the document template in

your database or accounting software (sometimes called a

“report writer”). There are several methods available to

manually or automatically reformat your data.

• Manually reformat your mailings. Paper templates are

included with the Print to Mail media sample packs that

will help you place data in your documents. (See page 11.)

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• Use HP supplied electronic templates. Templates for the

latest version of Intuit’s QuickBooks, Peachtree account-

ing software, and Microsoft Word are included with the

Print to Mail accessory.

If you cannot easily reformat your documents, solutions

are available that will automatically rearrange your docu-

ments without changing your software application.

• Automatically reformat your Windows output, without

changing anything in your application. PrintChef from

MindGate Technologies allows you to select “PrintChef”

as your printer, rather than the “HP LaserJet 4050 Printer.”

When you click “OK” to print, an extra screen will appear

that will assist you in modifying your form. PrintChef can

move your address data to the bottom of the form and

reposition other data. It can even create a mailer from your

existing letter sized form after it leaves your application

by fitting it onto a legal size “Print to Mail” form. It will

then create the address panel using the extra space on

legal sized paper. This solution can also apply electronic

postage to your mailers and merge data from multiple

sources. For more information, visit MindGate at

www.mindgate.com

• Automatically reformat any document at the printer with

a solution from Capella Technologies. This solution works

well, regardless of your operating system or application.

A hardware DIMM is inserted into the printer that can

reformat your form as it enters the printer. Simply send

an electronic copy of your form to Capella and they can

program the DIMM specifically for your needs. For more

information, contact Capella at www.capellatech.com

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The LaserJet Print to Mail system is a versatile and valuable tool

for automating office mailings. The alternatives listed here repre-

sent a wide breadth of media solutions for your business.

• Fold standard paper with your LaserJet Print to Mail system —

Sometimes, you need to send a traditional letter. Whether

you are sending formal business correspondence, detailed

statements that won’t fit on Print to Mail mailers, or you

need to insert additional material (like a return envelope)

you can save time and money by using the LaserJet Print

to Mail system. The LaserJet Print to Mail accessory will

Z-fold 20-24#paper. Z-folds are excellent for inserting

into window envelopes or standard envelopes.

• Create complete mailers with blank Print to Mail forms—

To maximize office mail efficiency, Print to Mail forms offer a

one step mail preparation process. The forms have specially

placed, pressure activated glue that is sealed as it passes

through the Print to Mail accessory. This allows you to insert

the media in the printer’s tray, click print, and take completed

mailers from the Print to Mail system’s output bin.

• Blank forms have pressure activated glue and blue

security panels to ensure privacy.

• Print to Mail check forms are specially designed to

prevent fraud.

• Blank forms can be pre-printed to include your company

logo or other specialized looks.

• Specialized Print to Mail forms —The most common use of

the HP LaserJet Print to Mail system is for accounting mail

such as invoices, checks, and payroll. Pre-printed invoice

and check forms are available for common software pack-

ages such as Intuit’s QuickBooks and Peachtree accounting

software. These color-imprinted forms can be customized to

include your company logo.

•Customized Print to Mail forms —If your business has spe-

cial form needs, you can have almost any form pre-printed.

See Moore’s catalog that’s included in the starter kit or go

to www.themoorestore.com.

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Selecting the Right Print to Mail Media

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All of these forms are available directly from the Moore

order center (see page 16.) The Print to Mail forms come in

packages of 250, but are available in quantities of 500 or

greater with volume discounts.

7.5"

7.5"

.5"

6.3"

3.1"

1.1"

5.5"

2.7"

4.2"

1.1"

.5"

7.5"

9.4"

3"

1.1"

.5"

7.5"

6.3"

6.1"

1.1"

.5"

PRINT AREA

PRINT AREA

PRINT AREA

PRINT AREA

tear-away remittance

Letter Size 4B

Excellent general, low cost form when

extended printing space is not needed.

(Printable area, inside mailer:

7.5" wide by 6.3" long)

Legal Size 2C

An effective form when a larger print

area is required. Ideal for invoices,

statements and promotional mailings

where a detachable remittance advice or

coupon is required. (Printable area,

inside mailer: 7.5" wide by 8.2" long)

Legal Size, Easy Open 4D

Tear a single strip from the top of the

mailer to reveal a 7.5" wide by 6.1" long

insert. Great for promotional pieces.

Limited availability. (Printable area,

inside mailer: 7.5" wide by 6.1" long)

Legal Size, Extended Image 1B

An effective form when larger print

area is required. Nearly the same print-

able area inside as a letter size piece of

paper. (Printable area, inside mailer:

7.5" wide by 9.4" long)

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Producing, managing, and mailing checks exposes a business

to risk—particularly if you’re sending a large number of

checks each month. The HP LaserJet Print to Mail system

can help your business manage this risk by providing folded

and sealed checks that are ready to mail. The check and

“envelope” are made from one piece of paper so getting

checks into the right envelope is assured. The checks emerge

from the machine sealed so they are not visible to others.

Special check printing solutions provide additional security

to the process. If your business needs to print checks, several

options are available.

•Select your media —Print to Mail check forms have

numerous fraud prevention features including fluorescent

paper fibers, solvent reactivity to indicate altering, an arti-

ficial watermark, a security coating to enhance toner

adhesion and special printing that displays “VOID” if the

check is copied.

•Imprint checks with bank numbers (MICR-line) and check

numbers. There are 3 ways to have these numbers put on

your Print to Mail form.

1. You can purchase blank check stock and have a print

shop print the special MICR coding on the checks

(check with your printer to ensure they are able to

print with MICR ink. This ink is specially formulated

to be read by bank scanners).

2. You can have Moore’s media center imprint the

checks for you. Contact Moore’s media center

(see page 16.)

3. Your HP LaserJet 4000 or 4050 can print the entire

check, including MICR numbers on blank check stock.

This option allows your business to save money on

checks. You must purchase a special toner cartridge

and a special font DIMM. For more information contact

Capella Technologies (see page 16.)

Printing Secured, Sealed Checks

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Because the LaserJet Print to Mail system prints, folds,

and seals the checks in one step, the checks must be hand

signed, or the signature must be printed on the check as it

passes through the printer. Electronic signatures are

commonly used by most major corporations.

If you prefer to visually inspect the checks before sealing

them, the LaserJet Print to Mail device has an opening

between the printer and the accessory that will allow you

to view the checks just before they are folded and sealed.

The device cannot be paused, but a quick glance can ensure

the payee, the amount, and the signature are all in place.

If you prefer to sign the checks after they are printed,

consider the “Print to Mail Assistant” DIMM from Capella

Technologies (see option 2 below).

There are 4 ways to sign LaserJet Print to Mail checks:

1. Presign the checks before printing them. This option

works well for companies that print relatively few checks

or individuals who prefer to personally sign every check.

2. Capella Technologies sells an economical DIMM that

can be installed in your printer to assist with check

making. This DIMM, called the “Print to Mail Assistant,”

allows you to print the checks, sign them, and then

easily rerun the checks through the “Print to Mail” system

to be folded and sealed.

3. Include a signature bitmap in your application. Simply

insert a scanned bitmap of your signature into your

software on the signature line. (Capella can scan your

signature and provide it to you. MindGate also has

signature solutions.)

4. When signature control is required, your signature can

be electronically encoded and inserted into a DIMM

—a small removable card that can be inserted into

your printer. Signature DIMM’s ensure that only your

specific printer can print your signature. Other processes

are available that help ensure the security of your

signature. (Capella Technologies offers an extended list

of options for securing your Capella signature.)

Signing Checks and Other Documents

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With Stamps.com™and MindGate’s PrintChef software, you

can automate the postage step in your mailing process.

Since the postage is printed at the same time your job prints,

you can print, fold, seal, and post your documents in one

step. Just click “Print” and drop the mailers in the mailbox.

Stamps.com allows you to purchase and print postage right

from your desktop. All you need is an on-line connection,

printer and computer. No additional hardware is required.

PrintChef can apply postage on Print to Mail forms from any

Windows application. When you print, select “PrintChef”

instead of your “HP LaserJet 4050.” PrintChef will add

postage to your output before sending it on to the printer.

Internet Postage™is a great addition to your office mailing

system. Stamps.com uses an indicia in place of a stamp or

meter mark. This two-dimensional barcode contains informa-

tion to make your mail piece unique, such as delivering and

routing information, postage value and a digital signature.

You can vary the postage amount depending on the piece.

To use this solution, you must be connected to the Internet

when you print.

For more information on these solutions, visit

www.stamps.com/hp or www.mindgate.com

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Printing Postage with Your Printer

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• Print to Mail is not just for mail! It is great for securing

confidential personnel documents, medical and grade

reports, PIN numbers, and other sensitive documents.

• What about a return envelope? Many businesses experi-

ence no negative effects when they omit the return enve-

lope. If you are concerned, consider using Print to Mail

forms for your current accounts. For your past due

accounts, use the Print to Mail accessory as a folder for

traditional invoices with return envelope inserts.

• Use Print to Mail for promotional mailings! Great for

coupons and personalized messages.

• Electronically stamp your media. Electronic postage,

printed through your printer, is becoming standard.

Check with stamps.com for a Print to Mail solution.

• Need a copy of your invoices and other documents?

Print the job once on plain paper with the rear door of

the printer closed. Check it for accuracy. Reprint the job

a second time on special forms with the rear door open to

engage the Print to Mail accessory. The Capella “Print to

Mail Assistant” DIMM can automatically print a proof copy.

• If you use the Print to Mail with your LaserJet 4000

(rather than your 4050) you will need to install and use

the 4050 driver on your 4000. Drivers are available at

www.hp.com (support). The LaserJet 4000 printer will

continue printing if your Print to Mail accessory jams.

The LaserJet 4050 printer stops when the accessory jams.

Tips on Using the LaserJet Print to Mail System

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Moore-www.themoorestore.com

Mailers are available in the most popular sizes and formats to suit a

wide variety of applications, including invoices, statements, checks,

notices, reports and tax forms. Patented SealerMate®technology

insures reliable operation and secure sealing for complete confi-

dentiality. For added visual impact customize your mailers by

adding color, logos and other graphics with Moore’s custom print-

ing services. Review the media catalog in the starter kit or visit our

web site or call 1-800-323-6230.

MindGate-www.mindgate.com

PrintChef®reformats the output of any Windows application to

work with HP’s LaserJet Print to Mail system. Choose from hundreds

of print recipes that will readily transform invoices, checks, payroll,

and promotional pieces into layouts ready for the HP Print to Mail

solution. PrintChef also creates bar codes, makes booklets and

impositions, plus many other features. Call 1-800-648-6840.

Peachtree-www.peachtree.com

With a complete line of checks and forms, Peachtree has the

Print to Mail forms you're looking for. Let Peachtree customize

your forms with your logo or choose from a selection of free

standard logos. Plus, all Peachtree forms are tested and 100%

guaranteed to work with your Peachtree Software. For more

information visit our web site or call Peachtree Business Checks

and Forms at 1-800-617-3224.

Capella-www.capellatech.com

Customize your Print to Mail process to meet your business

needs. Capella Technologies offers “add on” options for printing

secure MICR checks, barcodes, signatures, logos, e-forms, trans-

form data and offers forms design services. For more informa-

tion on these and other Capella products visit our web site at

www.capellatech.com or call 1-888-232-4200.

Stamps.com-www.stamps.com

It’s the easiest, quickest way to get postage: Stamps.com™

Internet Postage™. There is no need to stamp or meter your mail,

U.S. Postal Service-approved postage is automatically printed onto

envelopes, labels or Print to Mail mailers from your HP printer, all

in one step! For more information go to www.stamps.com/hp and

download your free software to start printing postage today!

Enter promotion code: 200149. For customer support or more

information about Stamps.com call 1-888-434-0055.

MindGate

© Hewlett-Packard Company, 2000 Printed in the USA The information contained in this document is subject to change without notice. 5968-9701EUC 4/00

HP Print to Mail Solution Providers

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