HP LaserJet 4345 Multifunction Printer series Help

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HP LaserJet 4345mfp Series

User Guide

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Copyright and License

© 2004 Copyright Hewlett-Packard
Development Company, L.P.

Reproduction, adaptation, or translation
without prior written permission is
prohibited, except as allowed under the
copyright laws.

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

The only warranties for HP products and
services are set forth in the express
warranty statements accompanying such
products and services. Nothing herein
should be construed as constituting an
additional warranty. HP shall not be liable
for technical or editorial errors or omissions
contained herein.

Part number Q3942-

90951

Edition 1, 11/2004

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HP customer care

Online services

For 24-hour access to information by using a modem or Internet connection

World Wide Web: Updated HP printer software, product and support information, and printer
drivers in several languages can be obtained from

http://www.hp.com/support/lj4345mfp

.

(The site is in English.)

Online troubleshooting tools

HP Instant Support Professional Edition (ISPE) is a suite of Web-based troubleshooting tools
for desktop computing and printing products. ISPE helps you quickly identify, diagnose, and
resolve computing and printing problems. The ISPE tools are available at

http://instantsupport.hp.com

.

Telephone support

Hewlett-Packard Company provides free telephone support during the warranty period.
When you call, you will be connected to a responsive team that is waiting to help you. For
the telephone number for your country/region, see the flyer that came in the box with the
product, or visit

http://www.hp.com/support/callcenters

. Before calling HP, have the following

information ready: the product name and serial number, the date of purchase, and a
description of the problem.

You can also find support on the Internet at

http://www.hp.com

. Click the support & drivers

block.

Software utilities, drivers, and electronic information

Go to

http://www.hp.com/go/lj4345mfp_software

. (The site is in English, but printer drivers

can be downloaded in several languages.)

For information over the telephone, see the flyer that came in the box with the printer.

HP direct ordering for accessories or supplies

Order supplies from the following Web sites:

United States:

http://www.hp.com/sbso/product/supplies

Canada:

http://www.hp.ca/catalog/supplies

Europe:

http://www.hp.com/go/supplies

Asia-Pacific:

http://www.hp.com/paper/

Order accessories from

http://www.hp.com/support/lj4345mfp

. For more information, see

Ordering parts, accessories, and supplies

.

To order supplies or accessories over the telephone, call the following numbers:

United States businesses: 800-282-6672

United States small and medium businesses: 800-888-9909

United States home and home offices: 800-752-0900

Canada: 800-387-3154

To find the phone numbers for other countries/regions, see the flyer that came in the box
with the printer.

HP service information

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To locate HP-Authorized Dealers in the United States or Canada, call 800-243-9816 (United
States) or 800-387-3867 (Canada). Or, go to

http://www.hp.com/go/cposupportguide

.

For service for your HP product in other countries/regions, call the customer support number
for your country/region. See the flyer that came in the box with the printer.

HP service agreements

Call: 800-HPINVENT [800-474-6836 (U.S.)] or 800-268-1221 (Canada).

Out-of-Warranty Service: 800-633-3600.

Extended Service: Call: 800-HPINVENT [800-474-6836 (U.S.)] or 800-268-1221 (Canada).
Or, go to the HP Care Pack Services Web site at

http://www.hpexpress-services.com

.

HP Toolbox

To check the printer status and settings and to view troubleshooting information and online
documentation, use the HP Toolbox software. You can view the HP Toolbox when the
printer is directly connected to your computer or when it is connected to a network. You must
have performed a complete software installation to use the HP Toolbox. See

Using the

HP Toolbox

.

HP support and information for Macintosh computers

Visit:

http://www.hp.com/go/macosx

for Mac OS X support information and HP subscription

service for driver updates.

Visit:

http://www.hp.com/go/mac-connect

for products designed specifically for the Macintosh

user.

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Table of contents

1 MFP basics

HP LaserJet 4345mfp configurations.........................................................................................2

HP LaserJet 4345mfp (Q3942A—base model)...................................................................2
HP LaserJet 4345x mfp (Q3943A)......................................................................................2
HP LaserJet 4345xs mfp (Q3944A)....................................................................................2
HP LaserJet 4345xm mfp (Q3945A)...................................................................................3

Features and benefits of the MFP..............................................................................................4

Functions ............................................................................................................................4
Speed and throughput ........................................................................................................4
Resolution ...........................................................................................................................4
Memory ...............................................................................................................................4
User interface .....................................................................................................................4
Language and fonts ...........................................................................................................5
Copying and sending ..........................................................................................................5
Print cartridge .....................................................................................................................5
Paper-handling ...................................................................................................................6
Connectivity ........................................................................................................................6
Environmental features .......................................................................................................6
Security features .................................................................................................................6
Minimum system requirements............................................................................................7

MFP parts and accessories........................................................................................................8

Accessories and supplies....................................................................................................9
Interface ports....................................................................................................................10
Moving the MFP.................................................................................................................10
Locking and unlocking optional accessories.....................................................................11

Software ..................................................................................................................................12

Operating systems and MFP components .......................................................................12
Printer drivers ...................................................................................................................13
HP disk management utility ..............................................................................................17
Software for Macintosh computers ...................................................................................17
Installing the printing system software .............................................................................17
Uninstalling the software ..................................................................................................22

Loading input trays...................................................................................................................23

Loading tray 1 ...................................................................................................................23
Loading trays 2, 3, 4 and 5 ...............................................................................................24
Configuring the trays by using the Paper handling menu ..............................................28

2 Using the control panel

Control-panel layout ................................................................................................................30
Control-panel features .............................................................................................................31
Home-screen navigation .........................................................................................................32
Help system .............................................................................................................................33

"What is this?" Help ..........................................................................................................33
"Show me how" Help ........................................................................................................33

Menu map ...............................................................................................................................34

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Retrieve job menu ...................................................................................................................35
Information menu ....................................................................................................................36
Paper handling menu ..............................................................................................................37
Configure device menu ...........................................................................................................40

Originals submenu ............................................................................................................40
Copying submenu .............................................................................................................41
Enhancement submenu ....................................................................................................41
Sending submenu .............................................................................................................42
Printing submenu ..............................................................................................................44
PCL submenu ...................................................................................................................46
Print quality submenu .......................................................................................................48
System setup submenu ....................................................................................................51
Copy/send settings............................................................................................................55
MBM-3 Configuration submenu.........................................................................................56
Stapler/stacker submenu...................................................................................................56
I/O submenu .....................................................................................................................57
EIO X Jetdirect submenu ..................................................................................................58
Embedded Jetdirect submenu ..........................................................................................58
Resets submenu ...............................................................................................................61

Fax menu ................................................................................................................................63
Diagnostics menu ....................................................................................................................64
Service menu ..........................................................................................................................67

3 Printing

Orienting media .......................................................................................................................70
Printing documents .................................................................................................................72

To print a document ..........................................................................................................72

Selecting which tray is used for printing .................................................................................73

Understanding tray order ..................................................................................................73
Customizing tray 1 operation ............................................................................................73
Printing by type and size of media (locking trays) ............................................................74
Manually feeding media from tray 1 .................................................................................75

Selecting the correct fuser mode ............................................................................................76
Selecting the output bin ...........................................................................................................77

3-bin mailbox output bins ..................................................................................................77
Selecting an output location .............................................................................................77
Selecting face-up or face-down output for copy jobs........................................................78

Printing on envelopes ..............................................................................................................79

Loading envelopes in tray 1 ..............................................................................................79

Printing on special media ........................................................................................................81

Printing on labels ..............................................................................................................81
Printing on transparencies ................................................................................................81
Printing on letterhead, prepunched, or preprinted paper .................................................82
Printing on paper that has a special finish .......................................................................83
Printing on small sizes, custom sizes, or heavy paper .....................................................83
Setting custom paper sizes ..............................................................................................84

Printing on both sides of paper (optional duplexer) ................................................................86

Guidelines for printing on both sides of paper ..................................................................86
Orientation of paper for duplexing ....................................................................................87
Layout options for printing on both sides of paper ...........................................................87
To print on both sides by using the optional duplex-printing accessory ..........................88

Setting the registration ............................................................................................................89

To set the registration .......................................................................................................89

Using features in the printer driver ..........................................................................................90

Creating and using quick sets ..........................................................................................90

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Creating and using watermarks ........................................................................................90
Resizing documents..........................................................................................................91
Setting a custom paper size from the printer driver..........................................................91
Printing on different paper for the first page of a print job ................................................91
Printing multiple pages on one sheet of paper .................................................................92
Setting the stapling options...............................................................................................92
Selecting face-up or face-down output in the printer driver..............................................93

Using job storage features ......................................................................................................94

To gain access to the job storage features ......................................................................94
Printing a private job .........................................................................................................94
Deleting a private job ........................................................................................................95
Storing a print job .............................................................................................................95
Creating a QuickCopying job ............................................................................................96
Printing additional copies of QuickCopy jobs ...................................................................96
Deleting a QuickCopy job .................................................................................................97
Proofing and holding a job ................................................................................................97
Printing the remaining copies of a held job ......................................................................97
Deleting a held job ............................................................................................................98

4 Copying

Copy-screen navigation ........................................................................................................100

Cancel button ..................................................................................................................100
OK button ........................................................................................................................100

Basic copying instructions .....................................................................................................101

Copying by using the default settings .............................................................................101
Copying by using user-defined settings .........................................................................101
Copying by using the scanner glass ...............................................................................103
Copying by using the ADF ..............................................................................................103
Using Job Mode ..............................................................................................................103

Modifying copy settings for the current job ...........................................................................104

Adjusting the copy contrast ............................................................................................104
Reducing or enlarging copies .........................................................................................104
Background removal .......................................................................................................104
Sharpness .......................................................................................................................104
Contrast ..........................................................................................................................104

Copying multiple sized originals ............................................................................................105
Creating a stored copy job ....................................................................................................105

5 Scanning and sending to e-mail

What is SMTP?......................................................................................................................108
What is LDAP?.......................................................................................................................108
E-mail configuration...............................................................................................................109

Automatic e-mail configuration........................................................................................109
Manual e-mail configuration............................................................................................109
To find gateways by using an e-mail program................................................................110

E-mail screen navigation .......................................................................................................111

Help button .....................................................................................................................111
From: field .......................................................................................................................111
To:, CC:, and BCC: fields................................................................................................111
Clear All button ...............................................................................................................111

E-mail basics .........................................................................................................................112

Loading documents ........................................................................................................112
Sending documents ........................................................................................................112

Using the address book ........................................................................................................114

Creating a recipient list ...................................................................................................114

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Using the local address book .........................................................................................114

Additional e-mail features.......................................................................................................116

Secondary e-mail.............................................................................................................116
Send to folder..................................................................................................................116
Send to workflow.............................................................................................................116

6 Faxing

Analog faxing.........................................................................................................................118

Installing the fax accessory.............................................................................................118
Connecting the fax accessory to a phone line................................................................120
Configuring and using the fax features............................................................................121

Digital faxing...........................................................................................................................122

7 Optional output and input devices

3-bin mailbox..........................................................................................................................124

Mailbox mode..................................................................................................................124
Stacker mode...................................................................................................................124
Function-separator mode................................................................................................124
Using the 3-bin mailbox...................................................................................................124

Stapler/stacker accessory .....................................................................................................127

To configure the printer driver to recognize the optional stapler/stacker........................127
To select the stapler in the software (Windows) ............................................................127
To select the stapler in the software (Mac) ....................................................................127
To select the stapler at the control panel for printed jobs ..............................................128
To select the stapler in the printer driver for printed jobs (Windows)..............................128
To select the stapler in the printer driver for printed jobs (Mac)......................................128
To set the stapler at the control panel for all copy jobs...................................................128
To set the stapler at the control panel for a single copy job............................................129
To configure the MFP to stop or continue when the staple cartridge is empty...............129
Loading staples ...............................................................................................................129

500-sheet feeders and the cabinet/stand..............................................................................131
Envelope feeder.....................................................................................................................132

Installing the optional envelope feeder ...........................................................................132
Removing the optional envelope feeder .........................................................................133
Loading envelopes in the optional envelope feeder .......................................................133

Troubleshooting the output and input accessories................................................................136

8 Security features

Securing the embedded Web server.....................................................................................138

To secure the embedded Web server.............................................................................138

Foreign Interface Harness (FIH) ...........................................................................................139

Requirements .................................................................................................................139
Using the FIH ..................................................................................................................139

Secure Disk Erase ................................................................................................................141

Data affected ..................................................................................................................141
Gaining access to Secure Disk Erase ............................................................................141
Additional Information .....................................................................................................141

Job-storage features .............................................................................................................142
DSS authentication ...............................................................................................................143
Locking the control-panel menus...........................................................................................144

To lock the control-panel menus.....................................................................................144

Locking the formatter cage....................................................................................................145

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9 Managing and maintaining the MFP

Using the embedded Web server .........................................................................................148

Opening the embedded Web server ..............................................................................148
Information tab ................................................................................................................149
Settings tab .....................................................................................................................149
Digital Sending tab..........................................................................................................150
Networking tab ................................................................................................................150
Other links .......................................................................................................................151

Using the HP Toolbox ...........................................................................................................152

Supported operating systems .........................................................................................152
Supported browsers .......................................................................................................152
To view the HP Toolbox .................................................................................................153
Status tab ........................................................................................................................153
Alerts tab .........................................................................................................................153
Device Settings window ..................................................................................................154
Toolbox links ...................................................................................................................154
Other links .......................................................................................................................154

Using HP Web Jetadmin software ........................................................................................155
Configuring and verifying an IP address ...............................................................................156

TCP/IP assignment .........................................................................................................156
Verifying the TCP/IP configuration .................................................................................156
Changing an IP address .................................................................................................156

Setting the real-time clock .....................................................................................................158

Setting the date and time ................................................................................................158
Setting the wake time......................................................................................................159
Setting the sleep delay....................................................................................................160

Checking the MFP configuration ...........................................................................................161

To print an information page ..........................................................................................161
Menu map .......................................................................................................................161
Configuration page .........................................................................................................161
HP Jetdirect page ...........................................................................................................163
Supplies status page ......................................................................................................163
Usage page ....................................................................................................................164
PCL or PS font list ..........................................................................................................165

Managing the print cartridge .................................................................................................166

HP print cartridges ..........................................................................................................166
Non-HP print cartridges ..................................................................................................166
Print-cartridge authentication .........................................................................................166
Print-cartridge storage ....................................................................................................166
Print-cartridge life expectancy ........................................................................................166
Checking the supply level ...............................................................................................167
Cartridge-low and cartridge-out conditions ....................................................................167

Upgrading the firmware..........................................................................................................169

Determining the current level of firmware........................................................................169
Downloading the new firmware from the HP Web site....................................................169
Transferring the new firmware to the MFP......................................................................169
Upgrading the HP Jetdirect firmware..............................................................................171

Cleaning the MFP..................................................................................................................173

Cleaning the outside of the MFP ....................................................................................173
Cleaning the touchscreen ...............................................................................................173
To clean the scanner glass .............................................................................................173
Cleaning the fuser ..........................................................................................................173
Cleaning the ADF delivery system .................................................................................174

Calibrating the scanner..........................................................................................................178

To print the calibration target...........................................................................................178

Performing preventive maintenance......................................................................................179

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Printer preventive maintenance ......................................................................................179
The ADF maintenance kit................................................................................................179

10 Solving problems

Solving general problems .....................................................................................................182

Troubleshooting checklist ...............................................................................................182

Determining MFP problems ..................................................................................................184
Clearing jams.........................................................................................................................185

Clearing jams from the top-cover and print-cartridge areas............................................186
Clearing jams from the optional envelope-feeder area...................................................188
Clearing jams from the tray 1 area..................................................................................189
Clearing jams from the tray 2, 3, 4, or 5 areas................................................................191
Clearing jams from the optional duplexer........................................................................192
Clearing jams from the output areas...............................................................................193
Clearing jams from the fuser...........................................................................................195
Clearing jams from the ADF............................................................................................198
Clearing staple jams........................................................................................................199
Solving repeated jams ....................................................................................................201
Using the paper-path test................................................................................................201

Understanding MFP messages .............................................................................................203

Using the MFP help system ............................................................................................203
If a message persists ......................................................................................................203

Resolving control-panel messages........................................................................................204
Understanding accessory lights for the 3-bin mailbox and stapler/stacker ..........................216

Accessory lights ..............................................................................................................216
Replacing accessories or accessory components .........................................................217

Understanding lights on the formatter....................................................................................218

HP Jetdirect LEDs...........................................................................................................218
Heartbeat LED.................................................................................................................218
Fax LED...........................................................................................................................219

Correcting print-quality and copy-quality problems ..............................................................220

Print-quality checklist ......................................................................................................220
Image defect examples ..................................................................................................220
Light print (partial page) ..................................................................................................222
Light print (entire page) ..................................................................................................223
Specks ............................................................................................................................223
Dropouts .........................................................................................................................223
Lines ...............................................................................................................................224
Gray background ............................................................................................................224
Toner smear ...................................................................................................................225
Loose toner .....................................................................................................................225
Repeating defects ...........................................................................................................226
Repeating image ............................................................................................................226
Misformed characters .....................................................................................................227
Page skew ......................................................................................................................227
Curl or wave ....................................................................................................................227
Wrinkles or creases ........................................................................................................228
Vertical white lines ..........................................................................................................228
Tire tracks .......................................................................................................................229
White spots on black ......................................................................................................229
Scattered lines ................................................................................................................229
Blurred print ....................................................................................................................230
Random image repetition ...............................................................................................230
Blank page (ADF)............................................................................................................231
Horizontal lines (ADF).....................................................................................................231

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Page skew (ADF)............................................................................................................232
Vertical lines (ADF)..........................................................................................................232
Image shifted (ADF)........................................................................................................232
Unexpected image (ADF)................................................................................................233
Repetitive defect ruler......................................................................................................234

Solving e-mail problems.........................................................................................................235

To validate the SMTP gateway address..........................................................................235
To validate the LDAP gateway address..........................................................................235

Solving network connectivity problems..................................................................................236

Troubleshooting network printing problems ...................................................................236
Verifying communication over the network.....................................................................236

Appendix A Supplies and accessories

Ordering parts, accessories, and supplies ............................................................................240

Ordering directly from HP ...............................................................................................240
Ordering through service or support providers ...............................................................240
Ordering directly through the embedded Web server (for printers that are

connected to a network) ..............................................................................................240

Ordering directly through the HP Toolbox software (for printers that are directly

connected to a computer) ...........................................................................................240

Part numbers .........................................................................................................................241

Accessories ....................................................................................................................241
Print cartridges ................................................................................................................241
Maintenance kits .............................................................................................................242
Memory ...........................................................................................................................242
Cables and interfaces .....................................................................................................243
Print media ......................................................................................................................243

Appendix B Service and support

Hewlett-Packard limited warranty statement ........................................................................247
Print Cartridge Limited Warranty Statement .........................................................................248
Availability of support and service .........................................................................................249
HP maintenance agreements ...............................................................................................249

Priority Onsite Service ....................................................................................................249
Next business day...........................................................................................................249
Installation and maintenance-kit replacement.................................................................249

Repacking the MFP ...............................................................................................................250

To repack the MFP .........................................................................................................250

Service information form .......................................................................................................251

Appendix C MFP specifications

Physical specifications...........................................................................................................254
Electrical specifications..........................................................................................................255
Acoustic specifications...........................................................................................................256
Environmental specifications ................................................................................................257
Image area.............................................................................................................................258
Skew specifications................................................................................................................259

Appendix D Media specifications

Print media specifications .....................................................................................................261

Printing and paper storage environment ........................................................................261
Envelopes .......................................................................................................................262
Labels .............................................................................................................................264

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Transparencies ...............................................................................................................264

Supported types and sizes of print media..............................................................................265

Appendix E MFP memory and expansion

Memory overview...................................................................................................................272
Determining memory requirements .......................................................................................273
Installing memory ..................................................................................................................274

To install memory DIMMs ...............................................................................................274
To install a flash memory card .......................................................................................276
Replacing the hard-disk drive..........................................................................................278

Checking memory installation ...............................................................................................282

To verify that memory devices are installed correctly ....................................................282

Saving resources (permanent resources) .............................................................................283
Installing EIO cards ...............................................................................................................284

To install EIO cards ........................................................................................................284

Appendix F Regulatory information

Introduction ............................................................................................................................285
FCC regulations ....................................................................................................................286
Telecom..................................................................................................................................287
Environmental Product Stewardship program ......................................................................288

Protecting the environment .............................................................................................288
Ozone production ...........................................................................................................288
Energy consumption .......................................................................................................288
HP LaserJet printing supplies .........................................................................................289
Material safety data sheet ..............................................................................................290
For more information ......................................................................................................290

Declaration of conformity (HP LaserJet 4345mfp) ................................................................291
Declaration of conformity (HP LaserJet 4345x mfp, 4345xs mfp, and 4345xs mfp).............292
Country-/region-specific safety statements ...........................................................................293

Laser safety statement ...................................................................................................293
Canadian DOC statement ..............................................................................................293
Japanese VCCI statement ..............................................................................................293
Korean EMI statement ....................................................................................................293
Finnish laser statement ..................................................................................................294
Australia...........................................................................................................................294

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