HP Dillinge Laser Jet Print To Mail (English) User Guide, C7833 90901 Bpl07855

User Manual: HP HP LaserJet Print to Mail - (English) User Guide, C7833-90901

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C7833-90901

HP LaserJet Print to Mail System

User Guide

Warranty

Trademark Credits

The information contained in
this document is subject to
change without notice.

Capella is a U.S. registered
trademark of Capella
Technologies, LLC.

Hewlett-Packard makes no
warranty of any kind with
respect to this information.

Intuit, the Intuit logo, Quicken,
QuickBooks, QuickBooks Pro,
TurboTax, MacInTax, ProSeries
and InsureMarket, among
others, are registered
trademarks and/or registered
service marks of Intuit Inc. or
one of its subsidiaries.
Quicken.com,
QuickenMortgage, Quicken
Business CashFinder, Lacerte,
QuickTax and QuickSteuer,
Kobanto and Yayoi, among
others, are trademarks and/or
service marks of Intuit Inc. or
one of its subsidiaries.

All Rights Reserved.
Reproduction, adaptation, or
translation without prior written
permission is prohibited, except
as allowed under the copyright
laws.
Part number: C7833-90901
First Edition, May 2000

HEWLETT-PACKARD
SPECIFICALLY DISCLAIMS
THE IMPLIED WARRANTY OF
MERCHANTABILITY AND
FITNESS FOR A PARTICULAR
PURPOSE.
Hewlett-Packard shall not be
liable for any direct, indirect,
incidental, consequential, or
other damage alleged in
connection with the furnishing or
use of this information.

Microsoft®, MS Windows®,
Windows®, and Windows NT®
are U.S. registered trademarks
of Microsoft Corporation.
MindGate and PrintChef are
U.S. registered trademarks of
MindGate.
Moore is a U.S. registered
trademark of Moore North
America, Inc.
Peachtree Software® is a
U.S. registered trademark
of Peachtree Software, Inc.
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a U.S. registered trademark of
Stamps.com.
TrueType™ is a U.S. trademark
of Apple Computer, Inc.

Hewlett-Packard Company
11311 Chinden Boulevard
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Table of Contents
1 Automating the mailing process
The HP LaserJet Print to Mail system . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5

2 Setup
Checking the contents. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
Identifying parts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
Installing the accessory . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
Preparing the printer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
Attaching the HP LaserJet Print to Mail accessory to the printer . . . . . . . . . . . . 10
Installing the fold-chutes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
Installing the output bin. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
Turning on the accessory . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
Loading software . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
Safety . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16

3 Using the accessory
Printing on Print to Mail forms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Form layout. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Formatting tools . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Setting the HP LaserJet Print to Mail accessory . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Setting fold-stops . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Software settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Working with the printer. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Large mailings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Additional information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

17
17
18
20
21
22
23
23
24

4 Troubleshooting and Maintenance
Solving setup problems . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Solving printing and folding problems . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Jams . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Clearing jams . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Resetting the accessory . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Jam recovery . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Interpreting the Event Log . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Cleaning the accessory . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Covers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Rollers. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

25
27
30
31
33
33
34
35
35
35

Table of Contents 3

Appendix A Specifications
HP LaserJet Print to Mail Accessory . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Regulatory information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
FCC regulations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Hewlett-Packard Year 2000 warranty . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

37
39
39
40

Appendix B Service and Support
Warranty information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Hewlett-Packard limited warranty statement . . . . . . . . . . . . . . . . . . . . . . . . . . .
HP Express Exchange . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Returning the unit . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Service information form . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
HP Customer Care service and support . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Ordering supplies . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

41
41
42
43
44
45
46

Table of Contents

Automating the mailing
process

The HP LaserJet Print to Mail system
The HP LaserJet Print to Mail system combines your HP LaserJet
series printer with a powerful set of tools to help you automate routine
office mailings. Many mailing tasks can be set up and completed
quickly by inserting Print to Mail media in the printer, opening the
printer’s rear output bin to engage the HP LaserJet Print to Mail
accessory, and selecting “print” in your software program. To
complete your end-to-end solution, you might want to combine
additional elements in the system, including components from other
vendors. These solution-providers can help you automatically
reformat your forms, print postage on your mail, print checks, and
much more.
You can use the HP LaserJet Print to Mail accessory with such
popular programs as Intuit Quickbooks, Peachtree Complete
Accountant, and Microsoft Word. You can customize your forms with
the help of samples included on the installation CD-ROM. You can
even develop your own templates within the programs (see the
documentation that came with your programs).

The HP LaserJet Print to Mail system 5

Where to start? Just take a look at the HP LaserJet Print to Mail
Solution Guide included with the HP LaserJet Print to Mail accessory.
Save time and money by:

automating monthly invoice and payment functions.

sending reminders and statements to customers on a regular
basis.

distributing confidential reports, such as customer information,
PIN numbers, or test results.

sending small promotional pieces, such as coupons and offers.

managing your own payroll mailings (checks, statements, tax
forms).

The Moore Media Catalog is your source for all of your print media:

obtain standard media and create forms on your computer.
obtain media customized with your logo and form format—in
color!

create, print, and prepare your own checks into mail-ready
pieces.

print checks with MICR (magnetic ink character recognition) bank
encoded numbers or purchase an optional MICR toner cartridge
system for your printer.

print signatures on checks as they pass through the printer.
automatically print postage using special software packages.

You now have the means to provide a highly professional look while
automating your company’s office mailings. Start today!

6 1 Automating the mailing process

Setup

Checking the contents
The graphic below illustrates the contents of the box:

Prin
t to

Pri

1
3

Figure 1.

Mail

Ma
il

Lase
rJe
t

Laser
Jet
Pri

il Ac

ces

sor

HP LaserJet Print to Mail accessory—contents of the box
1

HP LaserJet Print to Mail

Quick setup guide

Upper fold-chute

Lower fold-chute

Power cables

Software, HP LaserJet Print to
Mail Solution Guide, Media
sample pack, Moore Media
Catalog

Output bin

User guide

Reversible base (cutout cover
taped to bottom)
Checking the contents 7

Identifying parts
Before you begin to set up the HP LaserJet Print to Mail accessory,
identify the following parts of the accessory:
Upper
fold-chute
slot

Alignment
guide
Power
connector

Accessory interface cable (C-Link)

Figure 2.

Alignment tips (on the
bottom of the alignment guide)

Front view

Top cover

Jam-clearing knob

Output bin slot

Power switch

Serial number plate
(inside output bin slot)

Reversible base

Lower fold-chute slot

Figure 3.

8 2 Setup

Rear view

Installing the accessory
Preparing the printer
The printer, by itself, measures 16.8 inches (42.7 cm) from front to
rear. To attach the HP LaserJet Print to Mail accessory, allow for an
additional 21.75 inches (55.2 cm) at the rear of the printer.

Note

Turn off the printer.

At the rear of the printer, remove the dust cover, if installed (not all
printers have dust covers), from the rear of the paper tray by
grasping it on both sides and pulling it straight back, away from
the printer.

Remove the two duplexer tabs, if installed, from the rear of the
printer by first gently pulling the bottoms of the tabs straight back,
and then rotating them up and away from the printer.

If a duplexer accessory is installed on the printer, it must be removed
to install the HP LaserJet Print to Mail accessory.

Duplexer tabs

Duplexer rail

Dust cover

Figure 4.

Duplexer tabs removal

Installing the accessory 9

Attaching the HP LaserJet Print to Mail
accessory to the printer
The reversible base of the accessory can be turned upside-down.
This allows the accessory to match the height of a single-tray (1 x
500) HP LaserJet 4050 or 4050N printer or a two-tray (2 x 250)
HP LaserJet 4050T or 4050TN printer.
Note

The HP LaserJet Print to Mail accessory is not designed for use with
a printer with two 500-sheet trays.
1

Remove packing tape from the accessory.

Lift the accessory off of the reversible base.

Determine whether your printer is a single-tray (1 x 500)
HP LaserJet 4050 or 4050N printer or a two-tray (2 x 250)
HP LaserJet 4050T or 4050TN printer.

Check the illustrations embossed on the inside of the reversible
base and flip the base so that the illustration that faces up
matches your printer’s tray configuration.

Reversible base setup for
HP LaserJet 4050 or 4050N
printer (1 x 500)
Reversible base setup for
HP LaserJet 4050T or 4050TN
printer (2 x 250)

Figure 5.

Positioning the reversible base

Note

For a two-tray configuration, remove the cutout cover that is taped to
the inside of the reversible base and insert it into the cutout at the upper
corner of the base before you proceed to step 5.

10 2 Setup

Place the reversible base near the rear of the printer.

Place the accessory on the reversible base so that the front of the
accessory faces the rear of the printer.

Figure 6.

Locate the accessory interface cable (C-Link) and plug it into the
connector on the printer labeled “ACCESSORY.”

Plug the power cable into the power connector on the front,
toward the right, of the accessory.

Route the accessory power cable, printer power cable, and
printer data cable through the rectangular cutout in the left side of
the reversible base.

Connecting accessory cables

Installing the accessory 11

10 Slide the accessory toward the rear of the printer so that the
alignment guide from the accessory slides firmly into the duplexer
slot.
Top output bin
Rear output door

Figure 7.

Attaching the HP LaserJet Print to Mail accessory
11 When the tips on the bottom of the alignment guide rest in the
indentations in the duplexer rails, the front of the accessory is
approximately one-eighth of an inch (3.18 mm) from the rear of
the printer.
12 Flip down the rear output door of the printer into the opening in
the accessory until it stops. The top edge of the rear output door
should be even with the paper feed opening of the accessory.

Note

12 2 Setup

When the rear output door of the printer is flipped down, the printer
delivers printed sheets to the HP LaserJet Print to Mail accessory. To
deliver printed sheets to the printer’s top output bin, simply flip the rear
output door back up to its closed position.

Installing the fold-chutes
Note

Fold-stop settings (for different paper sizes and different folds) can only
be changed when the fold-chutes are removed from the accessory. For
information about changing fold-stop settings, see “Setting fold-stops”
in Chapter 3—Using the accessory.

Thumb
tab

Figure 8.

Installing fold-chutes
1

Note

Insert the upper fold-chute (the smaller fold-chute with numerical
stop identifiers) into the chute guide with the labels facing up.

The top cover must be closed to install or remove the upper fold-chute.
2

Gently push the fold-chute into the guide until the thumb tabs lock
with an audible “click.” When locked in place, fold-chutes cannot
be pulled out without pressing the thumb tabs.

Install the lower fold-chute (the larger fold-chute with alphabetic
stop identifiers) in the same manner, with the labels facing up.

Installing the accessory 13

Installing the output bin
The output bin must be installed and seated correctly before the
accessory will operate.

Figure 9.

Locate two notches on each side, just inside the opening at the
rear of the accessory.

Also locate two tabs on each side of the output bin.

Insert the output bin into the opening, first sliding the tabs all the
way into the notches, and then lowering the output bin down into
place.

Installing the output bin

Adjusting the output bin
The output bin has two settings:

Retracted, the output bin works well for letter-sized media.
Extended, the output bin works well for legal-sized media.

Simply slide the bottom of the output bin to the retracted or extended
position.
The bottom of the output bin can be removed to allow folded media to
fall into a separate container. For information about using a separate
container, see “Large mailings” in Chapter 3—Using the accessory.

14 2 Setup

Turning on the accessory
Note

Note

The accessory will not operate if either the upper fold-chute or the
output bin are removed.
1

Plug the power supply into an appropriate power outlet.

Press the power switch to “I” to turn on power to the accessory.

The accessory does not start until paper exits the printer and enters
the accessory. When it is plugged into a power source, there will always
be power to the accessory interface (“ ” is “standby” mode). For the
accessory to operate, the power switch must be placed in the “on” (“I”)
position.
3

Turn on power to the printer.

Loading software
The software that comes with the accessory contains an updated
driver and example files for common programs, such as Microsoft
Word, that ensure correct placement of variable data on the printed
material. When you use the information about setting margins, you
can be sure that your print-to-mail forms will print correctly.

To load software
1

Note

Insert the CD-ROM that came with the HP LaserJet Print to Mail
accessory into the CD-ROM drive in the computer.

If the CD-ROM does not start automatically, use Microsoft Windows
Explorer to locate the file Setup.Exe and double-click the file’s icon.
2

Follow the instructions on the screen.

During the software installation process, the printer prints a test page
and sends it to the accessory, and the accessory folds the test page
and delivers it to the output bin.
After the software is installed, double-click the HP LaserJet Print to
Mail icon on your desktop any time to learn more about the accessory
or about installing and using templates.

Installing the accessory 15

Safety
Several safety precautions are built into the HP LaserJet Print to Mail
accessory. For the protection of the operator, power to the accessory
motor is stopped under the following conditions:

WARNING!

16 2 Setup

when a media jam occurs
when the output bin is overfilled
when the output bin is removed
when the upper fold-chute is removed

To ensure continued operation of the HP LaserJet Print to Mail
accessory as well as for the operator’s safety, follow these important
safety tips:

Never block the flow of media between the printer and the
accessory.

Never manually feed media into the accessory.

Never attempt to adjust fold-stop settings without first removing
the fold-chutes from the accessory.

Never use media that does not meet the specifications of the
accessory.

Never feed non-media items into the accessory.

Be careful of loose objects (for example, jewelry) while operating
the accessory.

Never attempt to operate the accessory with one or both of the
fold-chutes removed.

Never place hands near accessory openings when operating the
accessory.

Using the accessory

Printing on Print to Mail forms
Before you use the Print to Mail accessory, make sure that you have
successfully:

Note

installed the Print to Mail accessory
installed the software
checked the test page to ensure that the Print to Mail accessory
is set up correctly

Printing a test page was part of the software installation. If you did not
print a test page, reinstall the software (see page 15).

Form layout
So that the Print to Mail accessory works with the software programs
you use, you might have to manipulate the placement of information.
There are two parts to Print to Mail forms:

Print area—information other than address information should
appear in the print area (for example, invoice information)

Address area—“to:” and “from:” addresses appear here

Print area

Address area

Printing on Print to Mail forms 17

Formatting tools
To format data so that it fits Print to Mail forms, use any of three
methods:

templates
auto-formatting tools
manual adjustment

Templates for Peachtree, Quickbooks, and Microsoft
Word
Templates for Peachtree, Quickbooks, and Microsoft Word are
included with the Print to Mail software. Follow the steps below to find
the templates and the instructions for installing them:
1

Double-click the “My Computer” icon on your desktop.

Double-click the “C” drive.

Double-click the “HPP2M” folder.

Double-click the “Templates” folder.

Locate the folder that corresponds to the software program you
use and double-click the folder.

Double-click the Template Installation Instructions file.

The instructions file contains all of the information you need about
installing the templates for the software program you use.

Auto-formatting tools
If you find it difficult to modify your software program, auto-formatting
tools can reformat forms without changing the software program.
Auto-formatting tools reformat data after you send print jobs to the
printer.
For more information about auto-formatting tools, contact Capella
Technologies or Mindgate at the following Web addresses:
http://www.capellatech.com
http://www.mindgate.com
The Print to Mail Solution Guide included with the accessory also
contains information about auto-formatting tools.

18 3 Using the accessory

Manual formatting tools
Use the examples below to create your own templates for the
software programs you use. The templates you create should match
the size specifications shown in the examples. All examples include a
7.5-inch printable width and a 1.1-inch gap between the print area
and the address area.
7.5"

6.3"

INT

Letter size 4B—the print
area is 6.3 inches long

1.1"
3.1"

.5"

7.5"

8.3"

IN
PR

Legal size 2C—the print
area is 8.3 inches long

1.1"
4.2"

.5"

7.5"

9.5"

IN
PR

1.1"

Legal size, extended
image 1B—the print
area is 9.5 inches long

.5"

7.5"

Legal size, easy open
4D—the print area is
6.15 inches long and is
at the bottom of the form

6.3"

1.1"

6.15"

IN
PR

.5"

Printing on Print to Mail forms 19

Setting the HP LaserJet Print to Mail accessory
To use the HP LaserJet Print to Mail accessory, complete the
following steps:
1

Set the fold-stops for the media you want to print (see Table 1
below for the correct fold-stop settings).

Load media into the tray you want to use (see Table 1 below for
orientation instructions).

Check the print settings in the software (see Table 2 for details
about software settings).

Table 1. Fold-stop settings and media orientation
Step 1

Step 2

Fold-stop
settings

Media orientation

Upper
chute

Lower
chute

Letter size 4B

Letter size check 4B

Letter size—extended
image 3A*

Legal size 2C

Legal size—extended
image 1B

Print to Mail media

Legal size—easyopen 4D*

Tray 1
(manual feed tray)

Trays 2 and 3

Printed opening
instructions facing
down and away from
the printer.

Printed opening
instructions facing up
and towards the
printer.

Printed opening
instructions facing up,
narrow part of the
media away from the
printer.

Printed opening
instructions facing
down, narrow part of
the media towards
the printer.

*Availability of media may be limited.

Note

For letter-sized plain paper, use fold-stop settings 4 and B. For legalsized plain paper, use fold-stop settings 2 and C.
The Print to Mail media identification also indicates the fold-stop
settings. For example if you are using “Letter size 4B” media, the
upper fold-chute setting is 4 and the lower fold-chute setting is B.

20 3 Using the accessory

Setting fold-stops

Note

Remove the fold-chute by pressing the thumb tabs to release the
fold-chute and sliding the fold-chutes out of the chute guides.

Squeeze the fold-stop between your thumb and index finger to lift
the locking end of the fold-stop.

Slide the fold-stop to the setting you want; settings are visible
through the “window” on the fold-stop.

The fold-stop must lock firmly in place at the selected setting.

Fold-stops

Fold-chutes

Figure 10.

Setting the fold-stops

Table 2. Software settings
Print to Mail media

Step 3, software settings

Letter size 4B
Letter size check 4B

Click File, click Print, and then click Properties.

Letter size—extended image 3A

Click the Basics tab.

Legal size 2C

Under Orientation, select Portrait and Rotated.

Click File, click Print, and then click Properties.

Click the Basics tab.

Under Orientation, select Portrait and make sure that
Rotated is NOT selected.

Legal size—extended image 1B
Legal size—easy-open 4D

Setting the HP LaserJet Print to Mail accessory 21

Software settings
To print documents
1

Click File, click Print, and then click Properties.

Click the Basics tab.

Under Orientation, select Portrait and Rotated as appropriate
for the specific media. See Table 2—Software settings—to
determine the correct Portrait and Rotated settings.

For more information about printer settings, see the Readme on the
CD-ROM.
Note

For other printer jobs, check printer settings before printing.

22 3 Using the accessory

Working with the printer
Once HP LaserJet Print to Mail accessory is installed and turned on,
the fold-stops are set, the fold-chutes are in place, and the printer
input tray is loaded, the accessory is ready to use.
Note

In continuous operation, the printer might slow after printing 30 to 60
sheets. This is normal behavior; the HP LaserJet Print to Mail
accessory adjusts to the printer’s output.
Send a print job to the printer. As media is printed and sent to the rear
output, the accessory senses that media is present, takes the media
from the rear output, and completes the fold for which it was set.
Pressure-sensitive media is folded, sealed, and then sent to the
output bin. Plain paper is only folded and sent to the output bin.
Remove the folded items from the output bin when it is full.

Note

Remove folded media often to prevent an output-bin-full shutdown (also
see “Large Mailings” below).

Large mailings
During large mailings, the output bin can become full often. To
prevent an “output bin full” shutdown, carefully remove the extendable
piece of the output bin. Depending on the placement of the printer
and accessory, a shallow tray, a box, or a mail bag may be placed
below the output bin to catch the folded media.

Working with the printer 23

Additional information
The following companies offer additional solutions for the HP Print to
Mail accessory:

Moore
http://www.themoorestore.com
Moore designs and manufactures
business forms specifically for the
HP LaserJet Print to Mail accessory.

MindGate
http://www.mindgate.com
PrintChef reformats the output of
any Windows application to work
with the HP LaserJet Print to Mail
system.

Peachtree
http://www.peachtree.com
With a complete line of business
checks and forms, Peachtree has
the Print to Mail forms you’re looking
for!

Capella Technologies
http://www.capellatech.com
Customize your Print to Mail process
to meet your business needs.
Capella Technologies offers “addon” options for printing secure MICR
checks, bar codes, signatures,
logos, e-forms, transform data, and
offers forms design services.

Stamps.com
http://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.

24 3 Using the accessory

Troubleshooting and
Maintenance

Solving setup problems
Table 3. Solving setup problems
Problem

Cause

Solution

Accessory doesn’t
The reversible base is not
match up to the printer. oriented correctly.

See “Attaching the HP LaserJet Print to
Mail accessory to the printer” in
Chapter 2 to reposition the reversible
base.

Printer cable is too
short.

See “Attaching the HP LaserJet Print to
Mail accessory to the printer” in
Chapter 2 to reroute the cable.

Cable not routed through
cable cutout in reversible
base.

The printer/accessory is not Move the printer/accessory closer to
close enough to the
the computer.
computer.
-orReposition the printer/accessory.
-orPurchase a longer cable.
A hole is exposed in the The cable cutout cover is
upper, right side of the not installed.
reversible base.

See “Attaching the HP LaserJet Print to
Mail accessory to the printer” in
Chapter 2 to install the cutout cover.

Solving setup problems 25

Table 3. Solving setup problems
Problem

Cause

Solution

Accessory will not
The paper tray dust cover or See “Preparing the printer” in Chapter 2
attach to rear of printer. duplexer tabs were not
to make sure the printer will accept the
removed.
accessory.

Printer doesn’t
recognize the
accessory.

Cables are routed
incorrectly.

See “Attaching the HP LaserJet Print to
Mail accessory to the printer” in
Chapter 2 reroute the cables.

Cables are tangled.

Untangle cables from the paper tray

You are not pushing hard
enough.

See “Attaching the HP LaserJet Print to
Mail accessory to the printer” in
Chapter 2 to make sure the accessory
is aligned correctly, and use a firm push
to attach the accessory.

The accessory is not
plugged into a power
source.

Make sure the power supply is plugged
into the accessory and the power
source. Set the power switch on the
accessory to “on” (“I”) first and then turn
on the printer.

The accessory interface
cable is not plugged in.

See “Attaching the HP LaserJet Print to
Mail accessory to the printer” in
Chapter 2 to install the interface cable.

The fold-chutes and output See “Installing the fold-chutes” and
bin are either not installed or “Installing the output bin” in Chapter 2
installed incorrectly.
to install the fold-chutes and the output
bin.

Paper tray does not
open.

The printer and accessory
were not turned on in the
correct sequence.

Turn off the printer and set the power
switch on the accessory to “standby”
(“ ”). Set the power switch on the
accessory to “on” (“I”) first and then turn
on the printer.

The printer is an HP
LaserJet 4000 printer.

The accessory does not communicate
with an HP LaserJet 4000 printer.

Cables are routed
incorrectly.

See “Attaching the HP LaserJet Print to
Mail accessory to the printer” in
Chapter 2 to reroute the cables.

26 4 Troubleshooting and Maintenance

Solving printing and folding problems
Table 4. Solving printing and folding problems
Problem

Cause

Solution

Unable to create forms Margins/working space set
that work correctly with up incorrectly.
the accessory.

Use the samples included on the
installation CD-ROM to help customize
your forms.
See the documentation that came with
your software program for instructions
about how to develop your own
templates.
Contact the software manufacturer for
help with templates.

Form doesn’t print
correctly.

Form is not oriented
correctly in paper tray.

See Table 1—”Fold-stop settings and
media orientation”—in Chapter 3 to
orient forms correctly.

Software settings are
incorrect.

See “Software settings” in Chapter 3 for
correct settings.

Margins/working space set
up incorrectly.

Use the samples included on the
installation CD-ROM to help customize
your forms.

Accessory will not
accept printed media.

The power switch on the
Set the power switch on the accessory
accessory is set to “standby” to “on” (“I”).
(“ ”).
The rear output door is
closed.

Open the rear output door.

No media or incorrect media See Appendix A and Table 1—”Foldis present in the printer.
stop settings and media orientation”—in
Chapter 3 for information about media.
The fold-chutes and output See “Installing the fold-chutes” and
bin are either not installed or “Installing the output bin” in Chapter 2
installed incorrectly.
to install the fold-chutes and the output
bin.
The top cover is open.

Close the top cover.

Solving printing and folding problems 27

Table 4. Solving printing and folding problems
Problem

Cause

Solution

Form doesn’t fold
correctly.

The fold-stop settings are
incorrect.

See Table 1—“Fold-stop settings and
media orientation”— in Chapter 3 to set
the fold-stops. Fold stop settings must
be completely visible through the foldstop windows. Fold-stops must be
seated firmly against the fold-stop
ridges.

Forms are not oriented
correctly in paper tray.

See Table 1—“Fold-stop settings and
media orientation”— in Chapter 3 to
orient forms correctly.

Forms are not oriented
correctly in paper tray.

See Table 1—“Fold-stop settings and
media orientation”— in Chapter 3 to
orient forms correctly.

Form doesn’t seal
correctly.

The wrong form is loaded in See Table 1—“Fold-stop settings and
the tray.
media orientation”— in Chapter 3 to
choose the right form and to orient
forms correctly.
Toner or paper dust has
accumulated on rollers in
the accessory.

See “Cleaning the accessory” later in
this chapter to clean the rollers.

Media doesn’t stack
correctly in the output
bin.

The output bin is set
incorrectly.

See “Adjusting the output bin” in
Chapter 2 to set the output bin correctly.

Cannot detach the
accessory from the
printer.

Alignment tips on the bottom To separate the accessory from the
of the alignment guide hold printer, pull the accessory firmly and
the accessory in place.
steadily away from the printer. Do not
attempt to jerk them apart. Also, be
careful not to stretch the cables.

28 4 Troubleshooting and Maintenance

Table 4. Solving printing and folding problems
Problem

Cause

Solution

Printer displays a 12.01 The fold-chutes and output
error code; the
bin are either not installed or
accessory is not
installed incorrectly.
running.
There is a jam in the
accessory.

See “Installing the fold-chutes” and
“Installing the output bin” in Chapter 2
to install the fold-chutes and the output
bin.
See “Clearing jams” later in this chapter
for instructions about how to clear jams.
If, after clearing the jam, the printer still
indicates that there is a jam, try opening
and closing the top cover of the printer
once. If the printer still indicates that
there is a jam, see the documentation
that came with your printer for
information about how to clear a printer
jam. After clearing the jam, check the
output bin and reprint as needed.

There is a jam in the printer. See the documentation that came with
your printer for information about how to
clear a printer jam. You might have to
reprint the print job.
The accessory interface
cable is not plugged in.

See “Attaching the HP LaserJet Print to
Mail accessory to the printer” in
Chapter 2 to connect the accessory
interface cable.

The top cover is open.

Close the top cover.

There are loose sheets
Remove loose sheets.
between the printer and the
accessory.
Printer displays a
There is a jam in the
66.xx.yy error code and accessory.
the accessory is not
running.

2
3

4
Power to the accessory has 1
been interrupted or the
2
accessory interface cable
(C-link) has been
disconnected.
3

See “Clearing jams” later in this
chapter for instructions about how
to clear jams.
Turn the printer off and then back
on (your print job will be lost).
Set the accessory power switch to
“standby” (“ ”) and then back to
“on” (“I”).
Check the output bin and reprint as
needed.
Check cable connections.
Set the accessory power switch to
“standby” (“ ”) and then back to
“on” (“I”).
Turn the printer off and then back
on (your print job will be lost).

Solving printing and folding problems 29

Jams
After the HP LaserJet Print to Mail accessory is installed and plugged
in, there is continuous communication between the accessory and the
HP LaserJet 4050 series printer.
When the accessory senses a jam, it ceases operation, and
Paper Jam In Output Device appears on the printer control
panel display.
To clear a jam, follow the instructions that begin on the following page
under “Clearing jams.”
The printer Event Log contains more information about the location of
the jam. To display and interpret the Event Log, see “Interpreting the
Event Log” later in this chapter.

30 4 Troubleshooting and Maintenance

Clearing jams
1

Press the power switch to “standby” (“ ”).

Figure 11.

Turning the accessory to “standby” (“ ”)

Note

Do not turn off power to the printer. All print job information will be lost.
2

Figure 12.

Press the thumb tabs to remove the upper fold-chute. Do not
attempt to open the top cover until the upper fold-chute is
removed.

Removing the upper fold-chute

Jams 31

Figure 13.

Open the top cover of the accessory.

Remove the output bin.

Press the thumb tabs to remove the lower fold-chute.

Opening the top cover
6

Locate the jam-clearing knob at the end of the upper roller and
rotate the knob in either direction with one hand while pulling the
jammed media out with the other hand, if necessary.

Figure 14.

Rotating the jam-clearing knob

Note

Avoid ripping media from the accessory. Rotate the knob in the direction
of least resistance.

32 4 Troubleshooting and Maintenance

Close the top cover.

Check the fold-chutes to make sure that they are clear of media
and that the correct settings are still in place.

Replace both fold-chutes and the output bin.

10 Press the power switch to the “on” (“I”) position.
Note

Depending on the nature of the accessory jam, the printer might stop
immediately. If it does, a jam condition might have occurred in the
printer. The paper path jam in the printer must be cleared before
operation can resume.

Resetting the accessory
After clearing a jam, reset the accessory using one of the three
methods shown below:

Remove and reinstall the upper fold-chute.
Remove and reinstall the output bin.
Set the accessory power switch to “standby” (“ ”), and then back
to the “on” (“I”) position.

Jam recovery
After a jam is cleared, when jam recovery is enabled, the printer
reprints pages that might have jammed. Check the output to see
which pages should be reprinted.
You can prevent this when you print certain items (such as checks) by
disabling jam recovery.

To disable jam recovery

Press MENU until Configuration Menu appears on the printer
control panel display.

Press ITEM until Jam Recovery appears on the display.

Press VALUE until Jam Recovery = Off appears on the display.

Press SELECT and then press GO.

Jams 33

Interpreting the Event Log
When the message Paper Jam In Output Device appears on the
printer control panel display, check the printer Event Log for
information about the location of the jam.

To show the Event Log
1

Press MENU until Information Menu appears on the display.

Press ITEM until Show Event Log appears on the display.

Press SELECT and then press GO.

To interpret the Event Log
Event explanations appear in the table below:

Table 5. Events
Event

Action

Paper in input during startup (event message 1
12.01). During an internal test at startup, a
2
page was found at the accessory input. The
3
print job has not run and there should not be a
jam in the printer.
4

Remove the page.
Clear the paper path in the accessory.
Make sure that the accessory power
switch is set to the “on” (“I”) position.
Reset the accessory.

Paper at input too long.
1
The print job was in process. A jam is likely to
be located at the accessory input.
2

Clear the jam in the accessory. If there is
also a jam in the printer, clear the printer.
Reset the accessory.

Paper did not exit.
1
The print job was in process. A jam is likely to
be located inside the accessory.
2

Clear the jam in the accessory. If there is
also a jam in the printer, clear the printer.
Reset the accessory.

Any event (event message 66.xx.yy).

Clear the jam in the accessory.
-OrReconnect the accessory power cable
and accessory interface cable (C-Link).
Reset the accessory.
Turn the printer off and then back on (your
print job will be lost).

2
3

Note

See printer documentation for explanations of other event messages.

34 4 Troubleshooting and Maintenance

Cleaning the accessory
Cleaning is limited to two procedures: covers and rollers.

Covers
Clean the outside covers monthly or as necessary.

To clean the covers
Clean the outside of the accessory by wiping the covers with a waterdampened cloth.

Rollers
Clean all four rollers monthly or as necessary. As the rollers
accumulate stray toner and paper dust, they must be cleaned with a
soapy, water-dampened lint-free cloth.

To clean the rollers

Turn off power to and then unplug the power cords for both the
accessory and the printer from their power outlets.

Remove the output bin and both fold-chutes.

Cleaning the accessory 35

Open the top cover of the accessory and locate the four rollers
and the jam-clearing knob inside the accessory.

Four rollers

Figure 15.

Locating the four rollers
4

Lightly dampen a lint-free cloth with soapy water and wipe clean
the exposed surfaces of the rollers, including the black roller
bands.

Keep the cloth and your hands free of the rollers and turn the jamclearing knob to expose more of the surfaces of the four rollers.

Repeat step 5 until the rollers and black roller bands are clean.

Lightly dampen a lint-free cloth with plain water and wipe clean
the exposed surfaces of the four rollers and black roller bands.

Allow the rollers and black roller bands to completely air-dry
before proceeding to step 9.

Close the cover, replace the fold-chutes and output bin, and plug
in the power cords for both the accessory and the printer to their
power outlets.

36 4 Troubleshooting and Maintenance

Specifications

HP LaserJet Print to Mail Accessory

Physical
Height—HP LaserJet 4050, 4050N (1 x 500) 15 inches (38.1 cm)
Height—HP LaserJet 4050T, 4050TN (2 x
250)

16.5 inches (41.9 cm)

Width

15.5 inches (39.4 cm)

Depth with output bin retracted

19 inches (48.3 cm)

Depth with output bin extended

21.75 inches (55.2 cm)

Weight, approximate

28 pounds (12.7 kilograms)

Electrical
Power consumption (average, in watts)

Folding: 32
Standby: less than 1

Minimum recommended circuit capacity

100 to 127 Volt,
less than 1.5 amps
220 to 240 Volt,
less than 1.2 amps

Power requirements (acceptable line voltage) 100 to 127 Volt, 50/60 Hz
220 to 240 Volt, 50/60 Hz

HP LaserJet Print to Mail Accessory 37

Operating environment
Temperature

50 to 91 degrees Fahrenheit
(10 to 32 degrees Celsius)

Relative humidity

20 to 80 percent

Media
Forms

24 to 29 lb. (90 to 109 g/m2)

Paper

20 to 24 lb. (75 to 90 g/m2)

38 A Specifications

Regulatory information
FCC regulations
This equipment has been tested and found to comply with the limits
for a Class B digital device, pursuant to Part 15 of the FCC rules.
These limits are designed to provide reasonable protection against
harmful interference in a residential installation. This equipment
generates, uses, and can radiate radio frequency energy, and if not
installed and used in accordance with the instructions, may cause
harmful interference to radio communications. However, there is no
guarantee that interference will not occur in a particular installation. If
this equipment does cause harmful interference to radio or television
reception, which can be determined by turning the equipment off and
on, the user is encouraged to try to correct the interference by one or
more of the following measures:

Note

Reorient or relocate the receiving antenna.

Consult your dealer or an experienced radio/TV technician.

Increase separation between equipment and receiver.
Connect equipment to an outlet on a circuit different from that to
which the receiver is located.

Any changes or modifications to the HP LaserJet Print to Mail
accessory not expressly approved by HP could void the user’s authority
to operate the equipment.

Regulatory information 39

Hewlett-Packard Year 2000 warranty
Subject to all of the terms and limitations of the HP Limited Warranty
Statement provided with this HP Product, HP warrants that this HP
product will be able to accurately process date data (including, but not
limited to, calculating, comparing, and sequencing) from, into, and
between the 20th and 21st centuries, and the year 1999 and 2000,
including leap year calculations, when used in accordance with the
Product documentation provided by HP (including any instructions for
installing patches or upgrades), provided that all other products (e.g.,
hardware, software, firmware) used in combination with such HP
product(s) properly exchange date data. The duration of the Year
2000 warranty extends through January 31, 2001.

40 A Specifications

Service and Support

Warranty information
Hewlett-Packard limited warranty statement
HP LaserJet Print to Mail accessory
ONE-YEAR LIMITED WARRANTY

HP warrants to you, the end-user customer, that HP hardware
accessories, and supplies will be free from defects in materials
and workmanship after the date of purchase for the period
specified above. If HP receives notice of such defects during the
warranty period, HP will, at its option, either repair or replace
products which prove to be defective. Replacement products may
be either new or like-new.

HP warrants to you that HP software will not fail to execute its
programming instructions after the date of purchase, for the
period specified above due to defects in material and
workmanship when properly installed and used. If HP receives
notice of such defects during the warranty period, HP will replace
software media which does not execute its programming
instructions due to such defects.

HP does not warrant that the operation of HP products will be
uninterrupted or error free. If HP is unable, within a reasonable
time, to repair or replace any product to a condition as warranted,
you will be entitled to a refund of the purchase price upon prompt
return of the product.

HP products may contain remanufactured parts equivalent to new
in performance or may have been subject to incidental use.

Warranty does not apply to defects resulting from: (a) improper or
inadequate maintenance or calibration, (b) software, interfacing,
parts, or supplies not supplied by HP, (c) unauthorized
modification or misuse, (d) operation outside of the published
environmental specifications for the product, or (e) improper site
preparation or maintenance.

Warranty information 41

HP MAKES NO OTHER EXPRESS WARRANTY OR
CONDITION WHETHER WRITTEN OR ORAL. TO THE
EXTENT ALLOWED BY LOCAL LAW, ANY IMPLIED
WARRANTY OR CONDITION OF MERCHANTABILITY,
SATISFACTORY QUALITY, OR FITNESS FOR A PARTICULAR
PURPOSE IS LIMITED TO THE DURATION OF THE EXPRESS
WARRANTY SET FORTH ABOVE. Some countries, states, or
provinces do not allow limitations on the duration of an implied
warranty, so the above limitation or exclusion might not apply to
you. This warranty gives you specific legal rights and you might
also have other rights that vary from country to country, state to
state, or province to province.

TO THE EXTENT ALLOWED BY LOCAL LAW, THE REMEDIES
IN THIS WARRANTY STATEMENT ARE YOUR SOLE AND
EXCLUSIVE REMEDIES. EXCEPT AS INDICATED ABOVE, IN
NO EVENT WILL HP OR ITS SUPPLIERS BE LIABLE FOR
LOSS OF DATA OR FOR DIRECT, SPECIAL, INCIDENTAL,
CONSEQUENTIAL (INCLUDING LOST PROFIT OR DATA), OR
OTHER DAMAGE, WHETHER BASED IN CONTRACT, TORT,
OR OTHERWISE. Some countries, states, or provinces do not
allow the exclusion or limitation of incidental or consequential
damages, so the above limitation or exclusion might not apply to
you.

HP Express Exchange
If the HP LaserJet Print to Mail accessory requires service,
customers have an option to initiate Express Exchange through
Customer Care Centers in the United States. Under this option,
customers may have a factory-refurbished accessory sent to them
within 24 hours.
Note

If you have on-site support service provided by HP, work directly with
the local Customer Care Center instead of following the steps below.
1

Contact the local HP Customer Care Center listed on the
following pages. A technician troubleshoots the situation and
determines whether the accessory has actually failed. If it has,
you will be referred to the HP Service Center.

A service center representative requests product and customer
information. In some regions, collateral might also be requested.

HP ships a refurbished replacement accessory to arrive the next
day (depending on availability).

42 B Service and Support

See “Returning the unit” below for guidelines for how to send the
defective accessory to Hewlett-Packard. Shipping charges are at
HP’s expense.

Exchanged units carry the remainder of the original unit’s warranty or
90 days, whichever is greater. Faster turnaround from HP Express
Exchange minimizes downtime over traditional service programs that
require users to ship failed units to the manufacturer and wait for them
to be repaired and returned. Because HP pays the shipping charges,
users incur no hidden costs for HP Express Exchange.

Returning the unit
When shipping equipment, HP recommends insuring it. Also, include
a copy of your proof of purchase. Please also fill out the Service
Information Form, on the following page, to ensure the most accurate
repairs.
CAUTION

Shipping damage as a result of inadequate packaging is the customer’s
responsibility. See “Repackaging guidelines” below.
For technical support assistance regarding the unit within the oneyear warranty period, see “HP Customer Care service and support”
later in this Appendix.

Repackaging guidelines

Include the completed copy of the Service information form on
the following page. Note on the form which items were returned.

Use the original shipping container and packaging materials, if
possible.

Include samples that illustrate the problems you are having, if
applicable.

Include five sheets of the paper or other media you are having
trouble printing or folding.

Returning the unit 43

Service information form
Who is returning the equipment?
Person to contact:

Date:

Phone:

Alternate contact:

Phone:

Return shipping Address:

Special shipping instructions:

What is being sent?:

Model number:

Serial number:

Please attach any relevant printouts when returning equipment.
Do not ship accessories that are not required to complete the repair (manuals, cleaning supplies, etc.).

What needs to be done?
1. Describe the conditions of the failure. (What was the failure? What were you doing when the failure
occurred? What software were you running? Is the failure repeatable?)

2. If the failure is intermittent, how much time elapses between failures?

3. HP Express Exchange number (this is the number given to you by the service center representative):

4. Additional comments:

44 B Service and Support

HP Customer Care service and support
Thank you for your purchase. Along with your product, you receive a
variety of support services from Hewlett-Packard and our support
partners designed to give you the results you need, quickly and
professionally.
Online services
For 24-hour access to information over your modem, we suggest these
services.
World Wide Web
Printer drivers, updated HP printer software, plus product and support information
can be obtained from the following URL:
http://www.hp.com/go/support

Obtaining software utilities and electronic information
for U.S.

Monday through Friday: 6:00 A.M. to 10:00 P.M. Mountain Time
Saturday: 9:00 A.M. to 4:00 P.M. Mountain Time
Phone: (661) 257-5565
Fax: (661) 257-6995
HP website: http://www.hp.com/
Mail:
Hewlett-Packard Co.
P.O. Box 907
Santa Clarita, CA 91380-9007
U.S.A.

Customer Support Options Worldwide
HP Customer Care and Product Repair Assistance for the U.S. and
Canada
Call (208) 323-2551 Monday through Friday from 6:00 A.M. to 6:00 P.M. (Mountain
Time) free of charge during the warranty period. However, your standard longdistance phone charges still apply. Have your system nearby and your serial number
ready when calling.
If you know your accessory needs repair, call (800) 243-9816 to locate your nearest
authorized HP service provider.
Post-warranty telephone assistance is available to answer your product questions.
Call (900) 555-1500 ($2.50* per minute, U.S. only) or call (800) 999-1148 ($25.00 per
call, Visa or MasterCard, U.S. and Canada) Monday through Friday from 7:00 A.M. to
6:00 P.M (Mountain Time).
Charges begin only when you connect with a support technician.
*Prices subject to change.

HP Customer Care service and support 45

Accessories, supplies, support, and service information
HP direct ordering for accessories or supplies
Call (800) 538-8787 (U.S.) or (800) 387-3154 (Canada).

HP direct ordering for genuine HP parts
In the U.S., call (800) 227-8164.

HP service parts information compact disc
This powerful, CD-ROM-based parts information tool is designed to give users fast,
easy access to parts information such as pricing and recommended stocking lists for a
wide range of HP products. To subscribe to this quarterly service in the U.S. or
Canada, call (800) 336-5987. Parts identification and pricing information worldwide
can also be accessed via the World Wide Web at http://www.hp.com/go/partsinfo.

HP support assistant compact disc
This support tool offers a comprehensive online information system designed to
provide technical and product information on HP products. To subscribe to this
quarterly service in the U.S. or Canada, call (800) 457-1762.

HP service information
To locate authorized HP resellers, call (800) 243-9816 (U.S.) or (800) 387-3867
(Canada).

HP service agreements
U.S.: call (800) 835-4747
Western Canada: call (800) 268-1221
Eastern Canada (French and English): call (800) 361-9790
Extended service: (800) 446-0552.

Ordering supplies
See the Moore Media Catalog for information about ordering
supplies.

46 B Service and Support

C7833-90901

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